August 20, 2025
CONTRACT AMENDMENT NUMBER 1
TO THE CONTRACT TITLED:
CONSULTING SERVICES AGREEMENT BETWEEN THE CITY OF SOLEDAD AND
TEAMCIVX
On April 16, 2025, the City Council of the City of Soledad Adopted Resolution No. ____, “Approving Amendment #1 to the Consulting Services Agreement With TeamCivX to Extend the Contract Term to March 31, 2026, Update Scope of Services for Social Media Engagement, and Increase Compensation by $60,000 for a Total Amount Not To Exceed $92,290 and Authorizing the City Manager to Execute Said Amendment on Behalf of the City”.
TeamCivX has been helping the City communicate the staffing needs and financial challenges for the Fire Department, as well as evaluating a potential parcel tax for fire and emergency services in 2026. The City is still in the exploration phase.
By this Amendment:
The Consulting Services Agreement between the City of Soledad and TeamCivX dated March 7, 2025, is amended to:
1. Extend the term to end on March 31, 2026
2. Increase the compensation by $60,000 for a total amount not to exceed $92,290.
3. Allow for travel expenses up to $4,500.
Megan Hunter, City Manager Jared Boigon, Partner
City of Soledad Team CivX
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August 11, 2025
Megan Hunter, City Manager, City of Soledad
Mike Howard, Finance Director
Re: Updated proposal for services regarding potential fire funding parcel tax measure Hi Megan and Mike – attached is an updated proposal for services, based on the conversation Megan, Chief Luckenbach and I had regarding enhanced social media support.
Please let me know if you have any questions.
Jared Boigon, Partner
Cell 415-816-3412
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Fire Funding for Soledad: Updated Scope of Services:
• Develop informational messaging, including a one-page fact sheet, answers to frequently asked questions and related information that could be made available at city facilities, community functions and posted on city websites • Prepare a PowerPoint presentation for public and community meetings • Providing content related to your funding needs and proposed measure to be added to your existing social media, regular email updates and any city newsletters • Develop a monthly plan for social media posting, suggesting 1-2 specific ideas as well as general approaches for additional posts, each month (graphic design services not included in fees)
• Work closely with the City and Fire Department’s communications and social media coordinators to develop strategies, protocols and messages for online community engagement
• Help you develop strategies and plans to identify, prioritize and engage key community leaders and organizations, including Council members, bargaining units, firefighters, other elected officials, faith leaders, business leaders and other civic influencers • Write, design, print and mail an informational brochure to all registered voters, in two languages, with a tear-off survey postcard, designed to elicit public feedback regarding the proposal (Priced separately and not included in fees, see next page for cost) • Help develop an online survey portal for your City websites to supplement the mailer, and encourage broader community participation in the survey through email, text, and social media outreach
• Help analyze responses, and make specific recommendations o Note: Each City would be expected to process its own return postcards, and make any individual replies to comments that you deem necessary o We can update the FAQ to help answer common questions that may arise • Recommend a final tax rate and other ballot measure specifics • Review and help refine the final ordinance, resolution and any specific project list to reflect community priorities and to ensure the measure’s goals and intent are described in clear language the general public will understand
• Recommend accountability elements such as oversight committees or audits • Work with legal counsel to develop the 75-word ballot question • Draft 300-word ballot statements in favor of each measure, and advise regarding potential signers of ballot arguments and rebuttals
• Advise regarding AB 1416 requirements and submittals for each ballot measure. 249
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Costs & Fees
As discussed, our revised monthly retainer beginning September 1, and running through midMarch, would be $6,500/month, plus expenses, such as a mailer or social media graphic design.
The informational mailer with tear-off survey reply card referenced above is not included in the fee. We propose to print and mail two versions of a single mailer (one version for each City), union-printed on card stock (to accommodate the return postcard), 25.5” x 8.8”, with a perforated reply card, to all registered voter households in each City, in two languages:
• Soledad share: $8900, Gonzalez share: $4900
• Cost for Soledad only would be: $10,800
Mailer cost includes graphic design, pre-press, print, voter address data, bulk mailing services, walk sequencing, shipping to the SCF post office of record, estimated postage and translation costs, and applicable sales tax. Exact cost may vary slightly depending on exact quantities, specs, postage and cost of translation. Cost does not include return postage for the reply cards.
Optional cost: email blast, texts and robo calls to promote survey responses:
• Soledad share: $890, Gonzalez share: $490
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CONSULTING SERVICES AGREEMENT BETWEEN
THE CITY OF SOLEDAD AND
TEAMCIVX
THIS AGREEMENT for consulting services is made by and between the City of Soledad and TeamCivX March 1, 2025
Section 1. SERVICES. Subject to the terms and conditions set forth in this Agreement, Consultant shall provide to City the services described in the Scope of Work attached as Exhibit A , and incorporated herein, at the time and place and in the manner specified therein. In the event of a conflict in or inconsistency between the terms of this Agreement and Exhibit A, the Agreement shall prevail.
1.1 Term of Services. The term of this Agreement shall begin on the Effective Date and shall end on August 31,2025, the date of completion specified in Exhibit A, and Consultant shall complete the work described in Exhibit A on or before that date, unless the term of the Agreement is otherwise terminated or extended, as provided for in Section 8. The time provided to Consultant to complete the services required by this Agreement shall not affect referenced in Section 8.
1.2 Standard of Performance. Consultant shall perform all services required pursuant to this Agreement according to the standards observed by a competent practitioner of the profession in which Consultant is engaged.
1.3 Assignment of Personnel. Consultant shall assign only competent personnel to perform services pursuant to this Agreement. In the event that City, in its sole discretion, at any time during the term of this Agreement, desires the reassignment of any such persons, Consultant shall, immediately upon receiving notice from City of such desire of City, reassign such person or persons.
1.4 Time. Consultant shall devote such time to the performance of services pursuant to this Agreement as may be reasonably necessary to meet the standard of performance provided in Section 1.1
Section 2. COMPENSATION. City hereby agrees to pay Consultant a sum not to exceed $32,290, performed and reimbursable costs incurred under this Agreement. In the event of a conflict between this Exhibit A, regarding the amount of compensation, the
Agreement shall prevail. City shall pay Consultant for services rendered pursuant to this Agreement at the time and in the manner set forth herein. The payments specified below shall be the only payments from City to Consultant for services rendered pursuant to this Agreement. Consultant shall submit all invoices to City in the manner specified herein. Except as specifically authorized by City in writing, Consultant shall not bill City for duplicate services performed by more than one person. 251
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Consultant and City acknowledge and agree that compensation paid by City to Consultant under this including salaries and benefits of employees and subcontractors of Consultant. Consequently, the parties further agree that compensation hereunder is intended to include the costs of contributions to any pensions and/or annuities to which Consultant and its employees, agents, and subcontractors may be eligible. City therefore has no responsibility for such contributions beyond compensation required under this Agreement.
2.1 Invoices. Consultant shall submit invoices, not more often than once a month during the term of this Agreement, based on the cost for services performed and reimbursable costs incurred prior to the invoice date. Invoices shall contain the following information:
Serial identifications of progress bills; i.e., Progress Bill No. 1 for the first invoice, etc.;
The beginning and ending dates of the billing period;
;
2.2 Monthly Payment. City shall make monthly payments, based on invoices received, for services satisfactorily performed, and for authorized reimbursable costs incurred. City shall have 30 days from the receipt of an invoice that complies with all of the requirements above to pay Consultant.
2.3 Final Payment. N/A
2.4 Total Payment. City shall pay for the services to be rendered by Consultant pursuant to this Agreement. City shall not pay any additional sum for any expense or cost whatsoever incurred by Consultant in rendering services pursuant to this Agreement. City shall make no payment for any extra, further, or additional service pursuant to this Agreement.
In no event shall Consultant submit any invoice for an amount in excess of the maximum amount of compensation provided above either for a task or for the entire Agreement, unless the Agreement is modified prior to the submission of such an invoice by a properly executed change order or amendment.
2.5 Fees. Fees for work performed by Consultant shall not exceed the amounts shown on the compensation schedule attached hereto as Exhibit B.
2.6 Reimbursable Expenses, Reimbursable expenses are specified below, and shall not exceed $1,500. Expenses not listed herein are not chargeable to the City. Reimbursable expenses are included in the total amount of compensation provided under this Agreement that shall not be exceeded. - $1,500: mileage and travel expenses approved in advance by the City.
2.7 Payment of Taxes. Consultant is solely responsible for the payment of employment taxes incurred under this Agreement and any similar federal or state taxes. 252
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2.8 Payment upon Termination. In the event that the City or Consultant terminates this Agreement pursuant to Section 8, the City shall compensate the Consultant for all outstanding costs and reimbursable expenses incurred for work satisfactorily completed as of the date of written notice of termination. Consultant shall maintain adequate logs and timesheets to verify costs incurred to that date.
2.9 Authorization to Perform Services. The Consultant is not authorized to perform any services or incur any costs whatsoever under the terms of this Agreement until receipt of authorization from the Contract Administrator.
Section 3. FACILITIES AND EQUIPMENT. Except as set forth herein, Consultant shall, at its sole cost and expense, provide all facilities and equipment that may be necessary to perform the services required by this Agreement. City shall make available to Consultant only the facilities and equipment listed in this section, and only under the terms and conditions set forth herein.
City shall furnish physical facilities such as desks, filing cabinets, and conference space, as may be the information in possession of the City. The location, quantity, and time of furnishing those facilities shall be in the sole discretion of City. In no event shall City be obligated to furnish any facility that may involve incurring any direct expense, including but not limited to computer, long-distance telephone or other communication charges, vehicles, and reproduction facilities.
Section 4. INSURANCE REQUIREMENTS. Before beginning any work under this Agreement, Consultant, at its own cost and expense, unless otherwise specified below, shall procure the types and amounts of insurance listed below against claims for injuries to persons or damages to property that may arise from or in connection with the performance of the work hereunder by the Consultant and its agents, representatives, employees, and subcontractors. Consistent with the following provisions, Consultant shall provide proof satisfactory to City of such insurance that meets the requirements of this section and under forms of insurance satisfactory in all respects, and that such insurance is in effect prior to beginning work to the City. Consultant shall maintain the insurance policies required by this section throughout the term of this Agreement. The cost of such insurance shall be included in the Consultant's bid. Consultant shall not allow any subcontractor to commence work on any subcontract until Consultant has obtained all insurance required herein for the subcontractor(s) and provided evidence that such insurance is in effect to City.
Verification of the required insurance shall be submitted and made part of this Agreement prior to execution. Consultant shall maintain all required insurance listed herein for the duration of this Agreement.
4.1 Consultant shall, at its sole cost and expense, maintain not less than $2,000,000 per accident. In the alternative, Consultant may rely on a selfinsurance program to meet those requirements, but only if the program of self-insurance complies fully with the provisions of the California Labor Code. Determination of whether a self-insurance program meets the standards of the Labor Code shall be solely in the discretion of the Contract Administrator. The insurer, if insurance is provided, or the 253
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Consultant, if a program of self-insurance is provided, shall waive all rights of subrogation against the City and its officers, officials, employees, and volunteers for loss arising from work performed under this Agreement.
4.2 Commercial General and Automobile Liability Insurance. 4.2.1 General requirements. Consultant, at its own cost and expense, shall maintain commercial general and automobile liability insurance for the term of this Agreement in an amount not less than $2,000,000 per occurrence, combined single limit coverage for risks associated with the work contemplated by this Agreement. If a Commercial General Liability Insurance or an Automobile Liability form or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to the work to be performed under this Agreement or the general aggregate limit shall be at least twice the required occurrence limit. Such coverage shall include but shall not be limited to, protection against claims arising from bodily and personal injury, including death resulting therefrom, and damage to property resulting from activities contemplated under this Agreement, including the use of owned and non-owned automobiles.
4.2.2 Minimum scope of coverage. Commercial general coverage shall be at least as broad as Insurance Services Office Commercial General Liability occurrence form CG 0001 (most recent edition) covering comprehensive General Liability on an . Automobile coverage shall be at least as broad as Insurance Services Office Automobile Liability form CA 0001 (most recent edition), Code 1 (any auto). No endorsement shall be attached limiting the coverage.
4.2.3 Additional requirements. Each of the following shall be included in the insurance coverage or added as a certified endorsement to the policy:
a. The Insurance shall cover on an occurrence or an occurrence basis, and not on a claims-made basis.
b. City, its officers, officials, employees, and volunteers are to be covered as insureds as respects: liability arising out of work or operations performed by or on behalf of the Consultant; or automobiles owned, leased, hired, or borrowed by the Consultant
c. For any claims related to this Agreement or the work hereunder, the the City, its officers, officials, employees, and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, employees, contribute with it.
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d. Each insurance policy required by this clause shall be endorsed to state that coverage
prior written notice has been provided to the City.
4.3 Professional Liability Insurance. 4.3.1 General requirements. Consultant, at its own cost and expense, shall maintain for the period covered by this Agreement professional liability insurance for licensed professionals performing work pursuant to this Agreement in an amount not less than $2,000,000
omissions. Any deductible or self-insured retention shall not exceed $150,000 per claim.
4.3.2 Claims-made limitations. The following provisions shall apply if the professional liability coverage is written on a claims-made form:
a. The retroactive date of the policy must be shown and must be before the date of the Agreement.
b. Insurance must be maintained and evidence of insurance must be provided for at least five years after completion of the Agreement or the work, so long as commercially available at reasonable rates. c. If coverage is canceled or not renewed and it is not replaced with another claims-made policy form with a retroactive date that precedes the date of this Agreement, Consultant must purchase an extended period coverage for a minimum of five years after completion of work under this Agreement.
d. A copy of the claim reporting requirements must be submitted to the City for review prior to the commencement of any work under this Agreement.
4.4 All Policies Requirements.
4.4.1 Acceptability of insurers. All insurance required by this section is to be placed with insurers with a Bests' rating of no less than A:VII.
4.4.2 Verification of coverage. Prior to beginning any work under this Agreement, Consultant shall furnish City with complete copies of all policies delivered to Consultant by the insurer, including complete copies of all endorsements attached to those policies. All copies of policies and endorsements shall show the signature of a person authorized by that insurer to bind coverage on its behalf. If the City does not receive the required insurance documents prior to the Consultant beginning work, it
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City reserves the right to require complete copies of all required insurance policies at any time.
4.4.3 Deductibles and Self-Insured Retentions. Consultant shall disclose to and obtain the written approval of City for the self-insured retentions and deductibles before beginning any of the services or work called for by any term of this Agreement. At the option of the City, either: the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the City, its officers, employees, and volunteers; or the Consultant shall provide a financial guarantee satisfactory to the City guaranteeing payment of losses and related investigations, claim administration and defense expenses.
4.4.4 Wasting Policies. No policy required by this Section 4 policy limit (i.e. limit that is eroded by the cost of defense).
4.4.5 Waiver of Subrogation. Consultant hereby agrees to waive subrogation which any insurer or contractor may require from vendor by virtue of the payment of any loss. Consultant agrees to obtain any endorsements that may be necessary to affect this waiver of subrogation.
in favor of the entity for all work performed by the consultant, its employees, agents, and subcontractors.
4.4.6 Subcontractors. Consultant shall include all subcontractors as insureds under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated herein.
4.5 Remedies. In addition to any other remedies City may have if Consultant fails to provide or maintain any insurance policies or policy endorsements to the extent and within the time herein required, City may, at its sole option exercise any of the following remedies, which are alternatives to other remedies City may have and are not the exclusive remedy for Obtain such insurance and deduct and retain the amount of the premiums for such insurance from any sums due under the Agreement;
Order Consultant to stop work under this Agreement or withhold any payment that becomes due to Consultant hereunder, or both stop work and withhold any payment, until Consultant demonstrates compliance with the requirements hereof; and/or Terminate this Agreement.
Section 5.
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Consultant shall indemnify, defend with counsel acceptable to City, and hold harmless City and its officers, officials, employees, agents and volunteers from and against any and all liability, loss, damage, claims, s gross negligence or
willful misconduct in the performance of the Services or its failure to comply with any of its obligations contained in this Agreement.
inability to evaluate Liability or because the Consultant evaluates Liability and determines that the Consultant is not liable to the claimant. The Consultant must respond within 30 days, to the tender of any claim for defense and indemnity by the City, unless this time has been extended by the City. If the Consultant fails to accept or reject a tender of defense and indemnity within 30 days, in addition to any other remedy authorized by law, so much of the money due the Consultant under and by virtue of this Agreement as shall reasonably be considered necessary by the City, may be retained by the City until disposition has been made of the claim or suit for damages, or until the Consultant accepts or rejects the tender of defense, whichever occurs first.
With respect to third party claims against the Consultant, the Consultant waives any and all rights of any type to express or implied indemnity against the Indemnitees.
Section 6. STATUS OF CONSULTANT.
6.1 Independent Contractor. At all times during the term of this Agreement, Consultant shall be an independent contractor and shall not be an employee of City. City shall have the right to control Consultant only insofar as the results of Consultant's services rendered pursuant to this Agreement and assignment of personnel pursuant to Subparagraph 1.3; however, otherwise City shall not have the right to control the means by which Consultant accomplishes services rendered pursuant to this Agreement. Notwithstanding any other City, state, or federal policy, rule, regulation, law, or ordinance to the contrary, Consultant and any of its employees, agents, and subcontractors providing services under this Agreement shall not qualify for or become entitled to, and hereby agree to waive any and all claims to, any compensation, benefit, or any incident of employment by City, including but not limited to eligibility to enroll in the California Public Employees Retirement System (PERS) as an employee of City and entitlement to any contribution to be paid by City for employer contributions and/or employee contributions for PERS benefits.
6.2 Consultant Not an Agent. Except as City may specify in writing, Consultant shall have no authority, express or implied, to act on behalf of City in any capacity whatsoever as an agent. Consultant shall have no authority, express or implied, pursuant to this Agreement to bind City to any obligation whatsoever.
Section 7. LEGAL REQUIREMENTS.
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7.1 Governing Law. The laws of the State of California shall govern this Agreement.
7.2 Compliance with Applicable Laws. Consultant and any subcontractors shall comply with all laws applicable to the performance of the work hereunder.
7.3 Other Governmental Regulations. To the extent that this Agreement may be funded by fiscal assistance from another governmental entity, Consultant and any subcontractors shall comply with all applicable rules and regulations to which City is bound by the terms of such fiscal assistance program.
7.4 Licenses and Permits. Consultant represents and warrants to City that Consultant and its employees, agents, and any subcontractors have all licenses, permits, qualifications, and approvals of whatsoever nature that are legally required to practice their respective professions. Consultant represents and warrants to City that Consultant and its employees, agents, any subcontractors shall, at their sole cost and expense, keep in effect at all times during the term of this Agreement any licenses, permits, and approvals that are legally required to practice their respective professions. In addition to the foregoing, Consultant and any subcontractors shall obtain and maintain during the term of this Agreement valid Business Licenses from City.
7.5 Nondiscrimination and Equal Opportunity. Consultant shall not discriminate, on the disability, medical condition, marital status, sex, or sexual orientation, against any employee, applicant for employment, subcontractor, bidder for a subcontract, or participant in, recipient of, or applicant for any services or programs provided by Consultant under this Agreement. Consultant shall comply with all applicable federal, state, and local laws, policies, rules, and requirements related to equal opportunity and nondiscrimination in employment, contracting, and the provision of any services that are the subject of this Agreement, including but not limited to the satisfaction of any positive obligations required of Consultant thereby.
Consultant shall include the provisions of this Subsection in any subcontract approved by the Contract Administrator or this Agreement.
Section 8. TERMINATION AND MODIFICATION.
8.1 Termination. City may cancel this Agreement at any time and without cause upon written notification to Consultant.
Consultant may cancel this Agreement upon 60
include in such notice the reasons for cancellation.
In the event of termination, Consultant shall be entitled to compensation for services performed to the effective date of termination; City, however, may condition payment of such compensation upon Consultant delivering to City any or all documents, photographs, 258
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computer software, video and audio tapes, and other materials provided to Consultant or prepared by or for Consultant or the City in connection with this Agreement.
8.2 Extension. City may, in its sole and exclusive discretion, extend the end date of this Agreement beyond that provided for in Subsection 1.1. Any such extension shall require a written amendment to this Agreement, as provided for herein. Consultant understands and agrees that, if City grants such an extension, City shall have no obligation to provide Consultant with compensation beyond the maximum amount provided for in this Agreement. Similarly, unless authorized by the Contract Administrator, City shall have no obligation to reimburse Consultant for any otherwise reimbursable expenses incurred during the extension period.
8.3 Amendments. The parties may amend this Agreement only by a writing signed by all the parties.
8.4 Assignment and Subcontracting. City and Consultant recognize and agree that this Agreement contemplates personal performance by Consultant and is based upon a personal knowledge. Moreover, a substantial inducement to City for entering into this Agreement was and is the professional reputation and competence of Consultant.
Consultant may not assign this Agreement or any interest therein without the prior written approval of the Contract Administrator. Consultant shall not subcontract any portion of the performance contemplated and provided for herein, other than to the subcontractors noted in the proposal, without prior written approval of the Contract Administrator.
8.5 Survival. All obligations arising prior to the termination of this Agreement and all provisions of this Agreement allocating liability between City and Consultant shall survive the termination of this Agreement.
8.6 Options upon Breach by Consultant. If Consultant materially breaches any of the terms
8.6.1 Immediately terminate the Agreement;
8.6.2 Retain the plans, specifications, drawings, reports, design documents, and any other work product prepared by Consultant pursuant to this Agreement;
8.6.3 Retain a different consultant to complete the work described in Exhibit A not finished by Consultant; or
8.6.4 Receipt of a refund of anu amounts paid to Consultant prior to determination of a breach.
Section 9. KEEPING AND STATUS OF RECORDS.
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9.1 All reports, data, maps,
models, charts, studies, surveys, photographs, memoranda, plans, studies, specifications, records, files, or any other documents or materials, in electronic or any other form, that Consultant prepares or obtains pursuant to this Agreement and that relate to the matters covered hereunder shall be the property of the City. Consultant hereby agrees to deliver those documents to the City upon termination of the Agreement. It is understood and agreed that the documents and other materials, including but not limited to those described above, prepared pursuant to this Agreement are prepared specifically for the City and are not necessarily suitable for any future or other use. City and Consultant agree that, until final approval by City, all data, plans, specifications, reports and other documents are confidential and will not be released to third parties without prior written consent of both parties.
9.2 Consultant shall maintain any and all ledgers, books of account, invoices, vouchers, canceled checks, and other records or documents evidencing or relating to charges for services or expenditures and disbursements charged to the City under this Agreement for a minimum of 3 years, or for any longer period required by law, from the date of final payment to the Consultant to this Agreement.
9.3 Inspection and Audit of Records. Any records or documents that Section 9.2 of this Agreement requires Consultant to maintain shall be made available for inspection, audit, and/or copying at any time during regular business hours, upon oral or written request of the City. Under California Government Code Section 8546.7, if the amount of public funds expended under this Agreement exceeds $10,000.00, the Agreement shall be subject to the examination and audit of the State Auditor, at the request of City or as part of any audit of the City, for a period of 3 years after final payment under the Agreement.
Section 10 MISCELLANEOUS PROVISIONS.
10.1 If a party to this Agreement brings any action, including an action for declaratory relief, to enforce or interpret the provision of this Agreement, the prevailing that party may be entitled. The court may set such fees in the same action or in a separate action brought for that purpose.
10.2 Venue. In the event that either party brings any action against the other under this Agreement, the parties agree that trial of such action shall be vested exclusively in the state courts of California in the County of Monterey or in the United States District Court for the Northern District of California.
10.3 Severability. If a court of competent jurisdiction finds or rules that any provision of this Agreement is invalid, void, or unenforceable, the provisions of this Agreement not so adjudged shall remain in full force and effect. The invalidity in whole or in part of any provision of this Agreement shall not void or affect the validity of any other provision of this Agreement.
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10.4 No Implied Waiver of Breach. The waiver of any breach of a specific provision of this Agreement does not constitute a waiver of any other breach of that term or any other term of this Agreement.
10.5 Successors and Assigns. The provisions of this Agreement shall inure to the benefit of and shall apply to and bind the successors and assigns of the parties.
10.6 Use of Recycled Products. Consultant shall prepare and submit all reports, written studies and other printed material on recycled paper to the extent it is available at equal or less cost than virgin paper.
10.7 Conflict of Interest. Consultant may serve other clients, but none whose activities within the corporate limits of City or whose business, regardless of location, would place codified at California Government Code Section 81000 et seq. Consultant shall not employ any City official in the work performed pursuant to this Agreement. No officer or employee of City shall have any financial interest in this Agreement that would violate California Government Code Sections 1090 et seq.
Consultant hereby warrants that it is not now, nor has it been in the previous 12 months, an employee, agent, appointee, or official of the City. If Consultant was an employee, agent, appointee, or official of the City in the previous twelve months, Consultant warrants that it did not participate in any manner in the forming of this Agreement. Consultant understands that, if this Agreement is made in violation of Government Code § 1090 et seq., the entire Agreement is void and Consultant will not be entitled to any compensation for services performed pursuant to this Agreement, including reimbursement of expenses, and Consultant will be required to reimburse the City for any sums paid to the Consultant.
Consultant understands that, in addition to the foregoing, it may be subject to criminal prosecution for a violation of Government Code § 1090 and, if applicable, will be disqualified from holding public office in the State of California.
10.8 Solicitation. Consultant agrees not to solicit business at any meeting, focus group, or interview related to this Agreement, either orally or through any written materials.
10.9 Contract Administration. This Agreement shall be administered by Megan Hunter ("Contract Administrator"). All correspondence shall be directed to or through the Contract Administrator or his or her designee.
10.10 Notices. Any written notice to Consultant shall be sent to:
Jared Boigon, Partner
21 Orinda Way
Suite C-191
Orinda, CA 94563
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Any written notice to City shall be sent to:
Megan Hunter, City Manager
RE: Mike Howard
City of Soledad
248 Main Street
Soledad, CA 93960
10.11 Professional Seal. Where applicable in the determination of the contract administrator, the first page of a technical report, first page of design specifications, and each page of construction drawings shall be stamped/sealed and signed by the licensed professional responsible for the report/design preparation. The stamp/seal shall be in a block entitled "Seal and Signature of Registered Professional with report/design responsibility," as in the following example. _________________________________________ Seal and Signature of Registered Professional with report/design responsibility.
10.12 Integration. This Agreement, including the scope of work attached hereto and incorporated herein as Exhibits A, B represents the entire and integrated agreement between City and Consultant and supersedes all prior negotiations, representations, or agreements, either written or oral.
Exhibit A Scope of Services
Exhibit B Payment Schedule
10.13 Counterparts. This Agreement may be executed in multiple counterparts, each of which shall be an original and all of which together shall constitute one agreement. [SIGNATURES ON FOLLOWING PAGE]
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The Parties have executed this Agreement as of the Effective Date.
CITY OF SOLEDAD CONSULTANT ____________________________ ______________________________ Megan Hunter, City Manager Jared Boigon, Partner Attest: ____________________________ Megan Hunter, City Clerk Approved as to Form: ____________________________ Michael Rodriquez, City Attorney 263
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EXHIBIT A
SCOPE OF SERVICES
February 17, 2025
Carmen Gil, City Manager, City of Gonzales Megan
Hunter, City Manager, City of Soledad Mike Howard,
Finance Director
Re: Proposal for services regarding potential fire funding parcel tax measure Hi Carmen, Megan and Mike thanks so much for reaching out to us to help with this important issue. We know how vital this funding is for your cities.
Thank you as well for spending the time to educate me about your funding needs and the potential concept to mirror Greenfield. I agree this idea has promise.
with Measure V, which saved the libraries. That includes sales tax Measures E, G & H and the utility tax modernization measure. We helped pass the most recent Hartnell College bond measure in 2016, the Monterey-Salinas Transit Countywide sales tax Measure Q in 2014, and, as you know, we continue to be measures over the years, including 3 sales tax measures between 2014 & 2022.
Statewide, helped pass more than 100 funding measures for California cities, and dozens of measures that include fire funding, including several successful in 2024. Our work statewide means that measures.
is a
specific & scope of services we recommend for this timeline, along with our fees and costs.
Thanks again for reaching out. Please let me know if you have any questions.
Jared Boigon, Partner Cell
415-816-3412
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Fire Funding for Gonzales & Soledad
Phase 1: Materials Development (March 2025)
TeamCivX will work with all of you to develop a suite of public information materials for each city that describe your funding challenges in a constructive way, and lay out a proposed solution based on the Greenfield funding model. Specifically, we will:
Develop informational messaging, including a one-page fact sheet, answers to frequently asked questions and related information that could be made available at city facilities, community functions and posted on city websites
Providing content related to your funding needs and proposed measure to be added to your existing social media, regular email updates and any city newsletters Prepare a PowerPoint presentation for public and community meetings All materials would be subject to your review and approval, as well as legal counsel review and approval, prior to being finalized.
Professional translation of public materials can be provided at additional cost, if requested.
Phase 2: Public Outreach & Engagement (April-June 2025) TeamCivX will work with you to engage your community and voters about the potential parcel tax measures, help you identify and resolve political issues, and generally assess community willingness to support the proposed parcel taxes. Specifically, we will:
Help you develop strategies and plans to identify, prioritize and engage key community leaders and organizations, including Council members, bargaining units, firefighters, other elected officials, faith leaders, business leaders and other civic influencers Write, design, print and mail an informational brochure to all registered voters, in two languages, with a tear-off survey postcard, designed to elicit public feedback regarding the proposal (Priced separately and not included in fees, see next page for cost) Help develop an online survey portal for your City websites to supplement the mailer, and encourage broader community participation in the survey through email, text, and social media 265
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outreach
Help analyze responses, and make specific recommendations o Note: Each City would be expected to process its own return postcards, and make any individual replies to comments that you deem necessary o We can update the FAQ to help answer common questions that may arise Phase 3: Ballot Measure Preparation (June-August 2025)
TeamCivX will work with you and your legal counsel to prepare all official materials:
Recommend a final tax rate and other ballot measure specifics Review and help refine the final ordinance, resolution and any specific project list to reflect community priorities and to ensure the goals and intent are described in clear language the general public will understand
Recommend accountability elements such as oversight committees or audits Work with legal counsel to develop the 75-word ballot question Draft 300-word ballot statements in favor of each measure, and advise regarding potential signers of ballot arguments and rebuttals
Advise regarding AB 1416 requirements and submittals for each ballot measure.
Costs & Fees
We charge a monthly retainer, rather than hourly services. This allows us to be as responsive as possible to your needs, without creating cost uncertainty at your end. Our standard monthly fee for a project of this nature is $7,800.
In this case, we understand these two cities to be a and we also recognize your budget challenges, so we propose to reduce our fee to $7,000, and divide it equally between the two cities, for 6 months (March 1- August 31).
Total fee: $21,000 for each City, billed in 6 monthly increments of $3,500 to each City The informational mailer with tear-off survey reply card referenced above is not included in the fee. We propose to print and mail two versions of a single mailer (one version for each City), union-printed on card voter households in each City, in two languages:
Soledad share: $8,900, Gonzales share: $4,900 (Optional) 266
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Mailer cost includes graphic design, pre-press, print, voter address data, bulk mailing services, walk sequencing, shipping to the SCF post office of record, estimated postage and translation costs, and applicable sales tax. Exact cost may vary slightly depending on exact quantities, specs, postage and cost of translation. Cost does not include return postage for the reply cards.
Optional cost: email blast, texts and robo calls to promote survey responses:
Soledad share: $890, Gonzales share: $490 (Optional)
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EXHIBIT B
COMPENSATION SCHEDULE
Description Total
Fee $21,000 (6 monthly increments of $3,500)
Optional Informational Mailer $8,900 (not included in the fee above) Optional Cost (email blast, texts,
robocalls to promote survey responses) $890
268
269
270
City of Soledad
Fire Department
Ballot Measure Survey
June 2025
271
Survey
Objectives
• To measure support and opposition for a
potential parcel tax to increase funding for
the City of Soledad Fire Department.
• The survey included questions to measure
the approval rating and familiarity of
services of the district and measured the
opinion on the fiscal responsibility of the
district.
Soledad Fire Department Ballot Measure Survey, June 2025, 226n, +/- 6.43% MoE 2 272 Methodology
Magellan Strategies is pleased to present the
results of a survey of 226 registered voters in the
the City of Soledad, CA. The interviews were
conducted from June 2nd through June 10th, 2025.
The overall survey responses have a margin of
error of +/- 6.43% at the 95% confidence interval.
Population subgroups will have a higher margin of
error than the overall sample.
The survey results are weighted to be
representative the voter turnout demographics of
an odd-year election cycle in the City of Soledad.
Soledad Fire Department Ballot Measure Survey, June 2025, 226n, +/- 6.43% MoE 3 273 43%
38%
11%
8%
Increased
About the Same
Decreased
Unsure
Definitely Increased 18%
Probably Increased 25%
Definitely Decreased 2%
Probably Decreased 9%
Do you think the fire risk in the
City of Soledad has increased,
stayed about the same, or
decreased in the past
couple of years?
45%
43%
43%
39%
45%
43%
46%
37%
44%
46%
39%
49%
35%
42%
40%
40%
34%
41%
33%
41%
40%
34%
49%
25%
15%
3%
15%
11%
10%
16%
12%
6%
16%
7%
15%
5%
12%
2%
21%
10%
6%
5%
10%
10%
4%
5%
11%
More 20 Yrs
11-20 Yrs
5-10 Yrs
Less 5 Yrs
Republican
Democrat
Unaffiliated
65+
45-64
18-44
Men
Women
Increased About the Same Decreased Unsure
Soledad Fire Department Ballot Measure Survey, June 2025, 226n, +/- 6.43% MoE 4 274 74%
18%
3%
5%
Increased
About the Same
Decreased
Unsure
Definitely Increased 30%
Probably Increased 44%
Definitely Decreased 2%
Probably Decreased 1%
Do you think the need for emergency
services (medical calls, automobile
accidents, rescues, etc.) in the City of
Soledad has increased, stayed about
the same, or decreased in the last
couple of years?
80%
70%
77%
52%
69%
79%
65%
75%
75%
72%
67%
79%
13%
20%
15%
37%
19%
14%
28%
14%
16%
22%
24%
13%
4%
2%
2%
5%
6%
3%
4%
5%
4%
2%
5%
2%
More 20 Yrs
11-20 Yrs
5-10 Yrs
Less 5 Yrs
Republican
Democrat
Unaffiliated
65+
45-64
18-44
Men
Women
Increased About the Same Decreased Unsure
Soledad Fire Department Ballot Measure Survey, June 2025, 226n, +/- 6.43% MoE 5 275 85%
4%
11%
Approve
Disapprove
No Opinion
Strongly Approve 65%
Somewhat Approve 20%
Strongly Disapprove 1%
Somewhat Disapprove 3%
Do you approve or disapprove of
the job the City of Soledad Fire
Department is doing, providing fire
protection services to your
community?
86%
82%
93%
71%
86%
89%
78%
87%
85%
84%
84%
85%
5%
5%
6%
5%
4%
6%
5%
1%
7%
5%
4%
9%
13%
7%
23%
9%
7%
16%
8%
14%
9%
11%
11%
More 20 Yrs
11-20 Yrs
5-10 Yrs
Less 5 Yrs
Republican
Democrat
Unaffiliated
65+
45-64
18-44
Men
Women
Approve Disapprove No Opinion
Soledad Fire Department Ballot Measure Survey, June 2025, 226n, +/- 6.43% MoE 6 276 63%
5%
32%
Agree
Disagree
No Opinion
Strongly Agree 30%
Somewhat Agree 33%
Strongly Disagree 2%
Somewhat Disagree 3%
Do you agree or disagree with the
following statement? “The City of
Soledad Fire Department is fiscally
responsible and spends taxpayer
money wisely.”
66%
48%
67%
75%
68%
62%
64%
63%
61%
64%
59%
65%
4%
7%
4%
5%
2%
8%
3%
7%
9%
2%
8%
4%
30%
45%
29%
20%
30%
30%
33%
30%
30%
34%
33%
31%
More 20 Yrs
11-20 Yrs
5-10 Yrs
Less 5 Yrs
Republican
Democrat
Unaffiliated
65+
45-64
18-44
Men
Women
Agree Disagree No Opinion
Soledad Fire Department Ballot Measure Survey, June 2025, 226n, +/- 6.43% MoE 7 277 62%
24%
14%
Support
Oppose
No Opinion
Strongly Support 31%
Somewhat Support 31%
Strongly Oppose 14%
Somewhat Oppose 10%
Would you support or oppose a
City fire tax measure to create
additional funding specifically
for the City of Soledad Fire
Department?
65%
61%
65%
45%
66%
66%
48%
66%
63%
58%
56%
66%
23%
18%
23%
32%
26%
20%
30%
16%
26%
26%
34%
15%
12%
21%
12%
23%
8%
14%
22%
18%
11%
16%
10%
19%
More 20 Yrs
11-20 Yrs
5-10 Yrs
Less 5 Yrs
Republican
Democrat
Unaffiliated
65+
45-64
18-44
Men
Women
Support Oppose No Opinion
Soledad Fire Department Ballot Measure Survey, June 2025, 226n, +/- 6.43% MoE 8 278 Uninformed
Ballot Test
The City of Soledad Fire Department is considering the
following ballot measure in June of 2026. After reading it, please indicate if you would vote yes and approve it or if you would vote no and reject it. The ballot measure reads as follows:
To ensure fire/emergency medical 911 response,
including improved 24-hour staffing and updated
lifesaving equipment/training, shall the City of Soledad’s measure, levying an annual parcel tax of $226/single
family unit, $169/multi-unit, $96-$126 plus $.07 per
building square foot for non-residential parcels, adjusted annually, providing approximately $1,000,000 per year
until ended by voters, with funds dedicated exclusively to reliable 911 emergency medical/fire response and
requiring local control/ oversight, be adopted?
Soledad Fire Department Ballot Measure Survey,
June 2025, 226n, +/- 6.43% MoE 9 279
55%
28%
17%
Yes, Approve
No, Reject
Undecided
Definitely Yes 24%
Probably Yes 31%
Definitely No 15%
Probably No 13%
Uninformed Ballot Test
Now that you have read the ballot
language if an election were being
held today, would you vote yes and
approve the ballot measure, or would
you vote no and reject it?
54%
52%
64%
48%
58%
58%
45%
62%
55%
51%
48%
60%
27%
28%
26%
34%
25%
24%
40%
16%
30%
33%
42%
15%
19%
20%
10%
18%
17%
18%
15%
22%
15%
16%
10%
25%
More 20 Yrs
11-20 Yrs
5-10 Yrs
Less 5 Yrs
Republican
Democrat
Unaffiliated
65+
45-64
18-44
Men
Women
Yes, Approve No, Reject Undecided
Soledad Fire Department Ballot Measure Survey, June 2025, 226n, +/- 6.43% MoE 10 280 City of Soledad Fire Department Ballot Measure
Information Questions
Soledad Fire Department Ballot Measure Survey, June 2025, 226n, +/- 6.43% MoE 11
1. If approved, the ballot measure would fund replacing old and outdated medical equipment, breathing respirators, protective clothing, and equipment used by firefighters and EMTs (Emergency Medical Technicians).
2. If approved, the revenue from the ballot measure could only be used to fund the Soledad Fire Department’s services, operations, and programs. The funding could not be used for another city service or program.
3. Without our local EMTs responding to emergency calls, residents would need to potentially wait up to 30 minutes for an ambulance to come. With the nearest emergency room to Soledad 30 minutes away, every second matters—having trained first responders on site can make the difference between life and death.
A series of questions asked to see if a respondent was more or less likely to support the ballot measure, including:
281
City of Soledad Fire Department Ballot Measure
Information Questions
Soledad Fire Department Ballot Measure Survey, June 2025, 226n, +/- 6.43% MoE 12
4. If the measure fails, Soledad Fire Department won’t be able to improve service—and may struggle to maintain its current level of response as costs continue to rise.
5. Currently, only two firefighters are on duty at all times. That means if our local firefighters are responding to one incident, and another 911 emergency medical incident or fire occurs, we may have to wait 20 minutes or more for another local fire department to respond.
6. Your homeowner insurance depends on the amount of local firefighter staffing. Therefore, if approved, the ballot measure could keep the cost of homeowner insurance policies as low as possible by improving staffing levels.
A series of questions asked to see if a respondent was more or less likely to support the ballot measure, including:
282
City of Soledad Fire Department Ballot Measure
Information Questions
Soledad Fire Department Ballot Measure Survey, June 2025, 226n, +/- 6.43% MoE 13
7. Over the past 20 years, 911 call volume has risen by 35%, with nearly two-thirds related to medical emergencies or car accidents. This measure would help ensure continued reliable emergency response in Soledad as demand grows.
8. The City of Soledad Fire Department manages one fire station and is staffed by 2 firefighters at a given time. The costs of maintaining fire engines, vehicles, and equipment and ensuring a sufficient number of continually trained firefighters has significantly increased over the past 10 years. The additional revenue from an approved ballot measure would allow the department to improve staffing and maintain an acceptable level of fire response, protection, and emergency medical services to the Soledad community.
A series of questions asked to see if a respondent was more or less likely to support the ballot measure, including:
283
69%
20%
11%
Yes, Approve
No, Reject
Undecided
Definitely Yes 38%
Probably Yes 31%
Definitely No 13%
Probably No 7%
Informed Ballot Test
Now that you have read the ballot
language if an election were being
held today, would you vote yes and
approve the ballot measure, or would
you vote no and reject it?
67%
71%
72%
70%
68%
76%
58%
75%
64%
71%
62%
76%
21%
19%
18%
12%
17%
15%
31%
11%
26%
18%
29%
11%
12%
10%
10%
18%
15%
9%
11%
14%
10%
11%
9%
13%
More 20 Yrs
11-20 Yrs
5-10 Yrs
Less 5 Yrs
Republican
Democrat
Unaffiliated
65+
45-64
18-44
Men
Women
Yes, Approve No, Reject Undecided
Soledad Fire Department Ballot Measure Survey, June 2025, 226n, +/- 6.43% MoE 14 284 Yes, Approve No, Reject Undecided
69%
20% 11%
Yes, Approve No, Reject Undecided
55%
28% 17%
Informed
City of Soledad Fire Department
Ballot Measure Comparison
Uninformed
Soledad Fire Department Ballot Measure Survey, June 2025, 226n, +/- 6.43% MoE 15 +14
-8
-6
285
Why 69% of Respondents Would Vote Yes and Approve the Fire Tax Ballot Measure Please describe the reasons why you would vote yes and approve the ballot measure to generate additional funding for the City of Soledad Fire Department.
Soledad Fire Department Ballot Measure Survey, June 2025, 226n, +/- 6.43% MoE 16 City Growth and Increased Demand for Emergency Services: Many respondents cited the rapid growth of Soledad, including more housing, population increases, and rising incidents, as a reason the fire department needs additional resources. There is a strong sentiment that city services must scale with growth to maintain safety and adequate response times.
Need for More Staffing, Equipment, and Faster Response Times: Respondents frequently mentioned that the department is understaffed and under-equipped. They emphasized the need for updated equipment, more personnel, better pay, and shorter emergency response times to protect lives.
Public Safety and Life-Saving Importance: There is a deep appreciation for the life-saving role the fire department plays, and a belief that this funding is essential to ensure the community remains safe. Many shared personal experiences or general support for first responders as a public good. 286
Why 20% of Respondents Would Vote No and Reject the Fire Tax Ballot Measure Please describe the reasons why you would vote no and reject the City of Soledad Fire Department fire tax measure increase.
Soledad Fire Department Ballot Measure Survey, June 2025, 226n, +/- 6.43% MoE 17 Tax Fatigue and Affordability Concerns: A strong majority of "No" respondents’ express frustration with rising property taxes, citing financial strain, especially for homeowners, retirees, and those on fixed incomes. Many feel they are already overburdened by past ballot measures, bond repayments, or insurance hikes.
Belief That the City Should Reallocate Existing Funds or Seek Alternatives: Many respondents argue the city should reprioritize current spending, eliminate waste, or use alternative funding sources (e.g., state/federal grants, new businesses, developers, or renters). Some object to recent spending choices, such as raises for council members or city beautification projects and feel emergency services should be prioritized without new taxes.
Distrust in Local Government Spending and Transparency: There is notable skepticism about how tax revenues are managed, with several respondents mentioning a lack of trust in city leadership or past fiscal decisions. Some mentioned recent wasteful purchases or a desire for more transparency before supporting additional taxes.
287
Magellan Strategies
4800 Aspen Creek Drive
Broomfield, CO 80023
MagellanStrategies.com
(303) 861-8585
David Flaherty | Courtney Sievers
Ryan Winger | Ben Robinson
288
Maintaining Fire Protection and
Emergency Medical Services in Soledad
The Soledad Fire Department (SFD) is
the first responder for all 911 emergency
response, including emergency medical
calls and fires. SFD answers over 2,000
calls for service annually.
In the event of a medical emergency like
a heart attack, stroke or car accident,
minutes and seconds really matter. We are
fortunate to have professional firefighter/
EMTs (Emergency Medical Technicians)
protecting our community and responding
to local 911 calls—especially considering
our closest hospital room is a half-hour
away in Salinas. Having trained first
responders on site can make the difference
between life and death.
Maintaining Emergency Services and Replacing Outdated Equipment Our local fire department faces growing challenges that threaten SFD’s ability to reliably serve our community. Ensuring safe, modern equipment is critical for effective 911 response. SFD has worn and outdated medical gear, breathing apparatus, protective clothing and tools used by firefighter/EMTs.
Preserving Fast Emergency Response Times
Unfortunately, right now our local fire station and fire engine relies on bare minimum staffing. SFD can only afford a single engine staffed with 2 firefighter/EMTs on call around the clock.
This creates real concerns if two significant emergencies happen at the same time in our small community and is worsened by the growing threats of wildfires, floods and other disasters in our region that could further pull resources away from local 911 calls.
Fast Local Emergency Response
In order to continue providing emergency response, our community needs a measure like the one adopted in the City of Greenfield that establishes a reliable source of local funding to maintain the availability of rapid 911 response when an emergency strikes and seconds really matter.
Our neighbors in the City of Greenfield confronted these issues by approving a local funding measure to support firefighter/EMT staffing and maintain rapid response in their community.
Without additional funding, SFD won’t be able to improve service—and may struggle to maintain its current level of response as costs continue to rise.
289
Potential Local Funding Measure to Ensure Fire/Medical Emergency Response The Soledad community is studying the Greenfield local funding measure to decide whether a similar model could be a solution to protect emergency response and keep low homeowner rates here in Soledad.
The potential measure would impose a parcel tax similar to what Greenfield voters approved: levying $226 annually for single-family residential parcels; $169 per apartment unit; and additional rates for commercial, industrial and agricultural parcels, adjusted for inflation.
All funds raised by the City fire tax measure could only be used for Soledad firefighter/EMT staffing, vehicles and equipment, including:
Replace old or outdated medical
equipment, breathing apparatuses,
protective clothing and other equipment
used by firefighters/EMTs
Maintain response times to medical
emergencies, car accidents, wildfires,
floods and other natural disasters
Help ensure round the clock staffing
for rapid emergency 911 medical and
fire response
Ensure the local fire engine has
important medical incident response
equipment and supplies
Ensure our local fire department has
up-to-date working equipment and
resources to assist in emergency medical
situations and fight wildfires
Fiscal Accountability and Local Control
All funds would be spent locally to provide fire
protection and emergency response services
Independent audits and oversight would
ensure funds are spent as promised
No funds can be taken by the State or used
for any other purpose
What Do You Think?
Your opinion matters, please visit [insert URL] to learn more and take our survey. You can also email [insert email] with specific comments or questions.
CityofSoledad.com /TheCityofSoledad @CityofSoledadCA
Maintaining Fire Protection and
Emergency Medical Services in Soledad
290
AVERAGE NUMBER OF
911 CALLS PER DAY
5.7 CityofSoledad.com /TheCityofSoledad @CityofSoledadCA Maintaining Fire Protection
& Emergency Medical Response
POTENTIAL LOCAL FUNDING MEASURE:
Help ensure round the clock staffing for rapid emergency 911 medical and fire response Maintain response times to medical emergencies, car accidents, wildfires, floods and other natural disasters
Ensure our local fire department has up-to-date working equipment and resources to assist in emergency medical situations and fight wildfires Replace old or outdated medical equipment, breathing apparatuses, protective clothing and other equipment used by firefighters/EMTs (Emergency Medical Technicians) Ensure the local fire engine has important medical incident response equipment and supplies INCREASING 911 CALLS OVER TIME BREAKDOWN OF 911 CALLS
15% FIRES/HAZARDOUS
CONDITIONS
10% OTHER
75% MEDICAL/
CAR ACCIDENTS
UNDER 5 MINS
RESPONSE TIME
30 MINS
NEAREST EMERGENCY ROOM
EMERGENCY
FIREFIGHTERS ON
2 DUTY AT ALL TIMES
ONLY
FIREFIGHTER TO POPULATION RATIO
CITY OF SOLEDAD US STANDARD
2,064
2 FIREFIGHTERS ON DUTY
1,307
2013 2024
YOUR HOMEOWNER
INSURANCE DEPENDS ON
FIREFIGHTER STAFFING
291
SUBJECT: Resolution No. 6276, A Resolution of the City Council of the City of Soledad Designating a Voting Delegate and Alternates for the League of California Cities Annual Conference and Expo and Directing Staff to Submit Names of the Delegates by September 24, 2025
TO: Honorable Mayor Velazquez and City Council
FROM: Megan Hunter, City Manager
MEETING DATE: August 20, 2025
CITY OF SOLEDAD
STAFF REPORT
THROUGH:
AGENDA ITEM NO. 6.
Recommendation
It is recommended that the City Council consider and adopt Resolution No.6276, "Designating a Voting Delegate and Alternates for the League of California Cities Annual Conference and Expo and Directing Staff to Submit Names of the Delegates by September 24, 2025".
Executive Summary
Every year, the League of California Cities ("Cal Cities") convenes a member-driven General Assembly to vote on policy resolutions that impact local control at its Annual Conference and Expo.
This year, this conference will take place from October 8-10, 2025. As a member of Cal Cities, the City of Soledad can designate a voting member and up to two alternates. The voting member and alternates must be approved by the City Council and the names submitted through the California League of Cities online portal by September 24, 2025. It is requested that the City Council designate these voting delegates.
Background
The California League of Cities Conference will be held in Long Beach from October 8 to 10, 2025. A key component of the Annual Conference is the Annual Business Meeting, which takes place during the closing General Assembly on Friday, October 10th. The City of Soledad is a member of the League of California Cities ("Cal Cities") and the Monterey Bay Division. As a member, Soledad has participated in the member-driven General Assembly at the Cal Cities Annual Conference and Expo and has attended various conferences. According to the League of California Cities' invitation, the General Assembly is “an important opportunity where city officials can directly participate in the development of Cal Cities' policies.”
292
Resolution No. 6276
Attachment A
Review & Analysis
The City of Soledad has participated in the League of California Cities for many years. The League provides the City of Soledad with guidance and recommendations for various State and Federal policy decisions impacting local municipalities. Participation in the League has proven beneficial in supporting the City’s legislative priorities. During the Cal League of Cities Annual Conference and Expo, member cities can vote on the Cal Cities' policies and direction. To cast a vote during the General Assembly, the City of Soledad must designate a voting delegate and up to two alternate voting delegates. Voting delegates may be elected or appointed officials. The voting delegate and alternates must register to attend the October 8th-10th Cal Cities Annual Conference and Expo. If any voting member or alternate does not wish to attend the full conference, they may register to attend only for the Friday session when the General Assembly will take place.
For a City to cast a vote, one voter must be present at the General Assembly and possess the voting delegate card and tool. Voting delegates and alternates need to pick up their conference badges before signing in and picking up the voting delegate card at the voting delegate desk. Per the Cal Cities bylaws, a City’s voting delegate and up to two alternates must be designated by the City Council. The delegate cannot be selected by individual action of the mayor or city manager. Following council action, delegate names can be submitted online through the submission portal by Wednesday, September 24th.
Financial Considerations
There is no cost associated with assigning a delegate and up two alternates other than the cost of travel to participate in the General Assembly.
Alternatives
Designate a voting delegate and alternates.
Do not designate a voting delegate or alternates.
Planning/CEQA
The City of Soledad has determined that the proposed action of designating a voting delegate and up to two alternates is not a project as defined by the California Environmental Quality Act (CEQA) per Guidelines Section 15378. Because the proposed action and this matter have no potential to cause any effect on the environment, or because it falls within a category of activities excluded as projects pursuant to CEQA Guidelines section 15378.
Public Notice Requirements
No public notice is required.
Attachment(s):
293
RESOLUTION NO. 6276
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SOLEDAD
DESIGNATING A VOTING DELEGATE AND ALTERNATES FOR THE LEAGUE OF
CALIFORNIA CITIES ANNUAL CONFERENCE AND DIRECTING STAFF TO SUBMIT NAMES OF DELEGATES BY SEPTEMBER 24, 2025
WHEREAS, the League of California Cities provides the City of Soledad with guidance and recommendations for various State and Federal policy decisions impacting local municipalities; and
WHEREAS, during the Cal League of Cities Annual Conference and Expo, member cities have the opportunity to vote on the League of California Cities' policies and direction; and WHEREAS, the City of Soledad is a member of the League of California Cities and can designate a voting member and up to two alternates; and WHEREAS, the voting member and alternates must be approved by the City Council and have the names submitted through the California League of Cities online portal by September 24, 2025; and
WHEREAS, the voting delegate and alternates must register to attend the October 8 -10, 2025 Cal Cities Annual Conference and Expo.
NOW THEREFORE BE IT RESOLVED that the City Council of the City of Soledad does hereby resolve as follows:
1. The City Council of the City of Soledad has approved ___________ as the voting delegate.
2. The City Council of the City of Soledad has approved ____________ the first alternate.
3. The City Council of the City of Soledad has approved ____________ the second alternate.
4. The City Council of the City of Soledad directs staff to register the voting delegate and up to two alternates through the Cal League of Cities portal by September 24, 2025.
PASSED AND ADOPTED by the City Council of the City of Soledad at a regular public meeting thereof held on the 20th day of August 2025, by the following vote:
AYES, and in favor thereof Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
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______________________________________
ANNA M. VELAZQUEZ, Mayor
ATTEST:
___________________________________
MEGAN HUNTER, City Clerk
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1400 K Street, Suite 400, Sacramento, CA 95814 • 916.658.8200 • calcities.org DATE: Wednesday, July 16, 2025
TO: Mayors, Council Members, City Clerks, and City Managers RE: DESIGNATION OF VOTING DELEGATES AND ALTERNATES
League of California Cities Annual Conference and Expo, Oct. 8-10, 2025 Long Beach Convention Center
Every year, the League of California Cities convenes a member-driven General Assembly at the Cal Cities Annual Conference and Expo. The General Assembly is an important opportunity where city officials can directly participate in the development of Cal Cities policy.
Taking place on Oct. 10, the General Assembly is comprised of voting delegates appointed by each member city; every city has one voting delegate. Your appointed voting delegate plays an important role during the General Assembly by representing your city and voting on resolutions.
To cast a vote during the General Assembly, your city must designate a voting delegate and up to two alternate voting delegates, one of whom may vote if the designated voting delegate is unable to serve in that capacity. Voting delegates may either be an elected or appointed official.
Action by Council Required. Consistent with Cal Cities bylaws, a city’s voting delegate and up to two alternates must be designated by the city council. Please note that designating the voting delegate and alternates must be done by city council action and cannot be accomplished by individual action of the mayor or city manager alone.
Following council action, please submit your city’s delegates through the online submission portal by Wed., Sept. 24. When completing the Voting Delegate submission form, you will be asked to attest that council action was taken. You will need to be signed in to your My Cal Cities account when submitting the form.
Submitting your voting delegate form by the deadline will allow us time to establish voting delegate/alternate records prior to the conference and provide pre-conference communications with voting delegates.
Conference Registration Required. The voting delegate and alternates must be registered to attend the conference. They need not register for the entire conference; they may register for Friday only. Conference registration is open on the Cal Cities website.
Council Action Advised by September 24, 2025
Attachment A
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For a city to cast a vote, one voter must be present at the General Assembly and in possession of the voting delegate card and voting tool. Voting delegates and alternates need to pick up their conference badges before signing in and picking up the voting delegate card at the voting delegate desk. This will enable them to receive the special sticker on their name badges that will admit the voting delegate into the voting area during the General Assembly.
Please view Cal Cities’ event and meeting policy in advance of the conference.
Transferring Voting Card to Non-Designated Individuals Not Allowed. The voting delegate card may be transferred freely between the voting delegate and alternates, but only between the voting delegate and alternates. If the voting delegate and alternates find themselves unable to attend the General Assembly, they may not transfer the voting card to another city official.
Seating Protocol during General Assembly. At the General Assembly, individuals with a voting card will sit in a designated area. Admission to the voting area will be limited to the individual in possession of the voting card and with a special sticker on their name badge identifying them as a voting delegate.
The voting delegate desk, located in the conference registration area of the Long Beach Convention Center in Long Beach, will be open at the following times: Wednesday, Oct. 8, 8:00 a.m.-6:00 p.m. and Thursday, Oct. 9, 7:30 a.m.-4:00 p.m. On Friday, Oct. 10, the voting delegate desk will be open at the General Assembly, starting at 7:30 a.m., but will be closed during roll calls and voting.
The voting procedures that will be used at the conference are attached to this memo.
Please share these procedures and this memo with your council and especially with the individuals that your council designates as your city’s voting delegate and alternates.
Once again, thank you for submitting your voting delegate and alternates by Wednesday, Sept. 24. If you have questions, please contact Zach Seals at [email protected].
Attachments:
• General Assembly Voting Guidelines
• Information Sheet: Cal Cities Resolutions and the General Assembly 297
1400 K Street, Suite 400, Sacramento, CA 95814 • 916.658.8200 • calcities.org General Assembly Voting Guidelines
1. One City One Vote. Each member city has a right to cast one vote on matters pertaining to Cal Cities policy.
2. Designating a City Voting Representative. Prior to the Cal Cities Annual Conference and Expo, each city council may designate a voting delegate and up to two alternates; these individuals are identified on the voting delegate form provided to the Cal Cities Credentials Committee.
3. Registering with the Credentials Committee. The voting delegate, or alternates, may pick up the city's voting card at the voting delegate desk in the conference registration area. Voting delegates and alternates must sign in at the voting delegate desk. Here they will receive a special sticker on their name badge and thus be admitted to the voting area at the General Assembly.
4. Signing Initiated Resolution Petitions. Only those individuals who are voting delegates (or alternates), and who have picked up their city’s voting card by providing a signature to the credentials committee at the voting delegate desk, may sign petitions to initiate a resolution.
5. Voting. To cast the city's vote, a city official must have in their possession the city's voting card and voting tool; and be registered with the credentials committee. The voting card may be transferred freely between the voting delegate and alternates but may not be transferred to another city official who is neither a voting delegate nor alternate.
6. Voting Area at General Assembly. At the General Assembly, individuals with a voting card will sit in a designated area. Admission to the voting area will be limited to the individual in possession of the voting card and with a special sticker on their name badge identifying them as a voting delegate.
7. Resolving Disputes. In case of dispute, the credentials committee will determine the validity of signatures on petitioned resolutions and the right of a city official to vote at the General Assembly.
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Sixty days before the
Annual Conference
and Expo, Cal Cities
members may submit
policy proposals on
issues of importance
to cities. The resolution must
have the concurrence of at least
five additional member cities or
individual members.
How it works: Cal Cities
Resolutions and the General Assembly
General Assembly
General Resolutions Policy Committees
Developing League of California Cities policy is a dynamic process that engages a wide range of members to ensure Cal Cities represents cities with one voice. These policies directly guide Cal Cities’ advocacy to promote local decision-making, and lobby against statewide policies that erode local control.
The resolutions process and General Assembly is one way that city officials can directly participate in the development of Cal Cities policy. If a resolution is approved at the General Assembly, it becomes official Cal Cities policy. Here’s how resolutions and the General Assembly work.
The petitioned
resolution is an
alternate method
to introduce policy
proposals during
the annual conference. The
petition must be signed by
voting delegates from 10% of
member cities, and submitted to
the Cal Cities President at least
24 hours before the beginning
of the General Assembly.
Petitioned Resolutions
The Cal Cities
President assigns
general resolutions
to policy committees
where members
review, debate, and recommend
positions for each policy proposal.
Recommendations are forwarded
to the Resolutions Committee.
Who’s who
The Resolutions Committee
includes representatives
from each Cal Cities
diversity caucus, regional
division, municipal
department, and policy
committee, as well as
individuals appointed by
the Cal Cities president.
Voting delegates
are appointed by each
member city; every city
has one voting delegate.
The General Assembly is a
meeting of the collective
body of all voting
delegates —one from
every member city.
Seven policy committees
meet throughout the year
to review and recommend
positions to take on bills
and regulatory proposals.
Policy committees include
members from each Cal
Cities diversity caucus,
regional division, and
municipal department,
as well as individuals
appointed by the Cal
Cities president.
During the General Assembly, voting delegates
debate and consider general and petitioned
resolutions forwarded by the Resolutions
Committee. Potential Cal Cities bylaws
amendments are also considered at this meeting.
Cal Cities policy
development is a memberinformed process,
grounded in the voices and
experiences of city officials
throughout the state.
For more information visit www.calcities.org/general-assembly Prior to the Annual Conference and Expo
Resolutions Committee
The Resolutions
Committee considers
all resolutions. General
Resolutions approved1 by
either a policy committee
or the Resolutions Committee are next
considered by the General Assembly.
General resolutions not approved, or
referred for further study by both a
policy committee and the Resolutions
Committee do not go to the General
Assembly. All Petitioned Resolutions
are considered by the General
Assembly, unless disqualified.2
During the Annual Conference and Expo
1 The Resolution Committee can amend a general resolution prior to sending it to the General Assembly. 2 Petitioned Resolutions may be disqualified by the Resolutions Committee according to Cal Cities Bylaws Article VI. Sec. 5(f). 299