CALON MIINUTES o CITY COUNCIL OF THE CITY OF ESCALON MEETING OF APRIL 7, 2025 3 City Council Chambers, 2060 McHenry Avenue -7:00 P.M. a MARCH Beginning Resolution No. 08-25 Beginning Ordinance No. 600 Beginning Minute Order No. 23-25 PRESENT: Mayor Andrew Hagan Mayor Pro Tem Malinda Walker Councilmember Jeremy Engle Councilmember Shawn Strohman Councilmember Jeff Kay STAFF PRESENT: Jaylen French, City Manager (CM) Celinda Bickner, Finance Director/HR Administrator (FDHRA) Juston Collins, Public Works Superintendent (PWS) Robert Hardgraves, Chief of Police Frank Splendorio, City Attorney Michele Bates, Deputy City Clerk PRESENTATION None. CONSENT CALENDAR 1. Approve Minutes from the Meeting of March 17, 2025 2. Approve Register of Demands for the Month of March 2025 in the Amount of $727,564.13 3. Consider Awarding the 2025 Library Roof Replacement and Wall Repair Project to T&S Intermodal Maintenance, Inc. DBA T&S West in an amount not to exceed $297,440.00 4. Consider Awarding the 2025 Waste Water Treatment Facility Biosolids Removal Project to Jim Brisco Enterprises, Inc. in an amount not to exceed $292,050.00 MOTION - it is m/s by STROHMANKAY that the Consent Calendar be Approved as Presented. Motion carried 5-0. MINUTE ORDER 23-25 STAFF COMMUNICATIONS & UPDATES 5. Treasurer's Report and Quarterly Summary Report - March 2025 FDHRA Bickner provided a presentation on the third quarter FY 24-25 Escalon Budget, which projected that the budget would balance by end of the fiscal year with a approximately $44,000 gap currently. Councilmember Strohman inquired about the status of the City audit, to which FDHRA Bickner explained that there have been recent discoveries which have delayed the finalization. CM French added that while this year's audit is clean, the new auditor is facing challenges reconciling past audit figures, which has delayed the process. 6. 2025 Pavement Restoration Project and Yosemite Street, Waterline, and Sidewalk Project Review CM French provided a presentation on two projects that would go out to bid soon, including the 2025 Pavement Restoration Project. The City intends to complete a pavement restoration project each year to ensure the long-term quality of the City's roads. PWS Collins noted that new pavement typically has a lifespan of 10 to 15 years. CM French then presented the Yosemite Street, Waterline, and Sidewalk Project PowerPoint. Councimember Strohman asked City Attorney Splendorio whether Councilmembers should reçuse themselves due to the project's proximity to their homes. Splendorio responded that recusal might be necessary and would provide a definitive answer after reviewing the details of the situation. Councilmember Strohman asked if any outreach had been conducted with residents potentially affected by the project. PWS Collins responded that they had already met with a few residents and planned to meet with more throughout the week. A team walk was recently held to review each property in detail prior to commencement of the project and to finalize design. Councilmember Strohman noted that some residents are very concerned about the sidewalk encroaching on their front yards. CM French acknowledged this is a typical concern with these types of projects and that the City was actively holding direct and detailed conversations with many of the residents, and will continue those discussions. It was also noted that the City currently holds the necessary right-of-way to complete the project and would not need to acquire land from homeowners. Public Comment (on Staff Communications) opened at 7:19 p.m. Resident Sherry Hill expressed concerns regarding potholes in the streets near the high school, fearing they pose a tripping hazard. PWS Collins assured her that said streets will be micro sealed this year, and that Public Works will fill and level potholes as they are made aware and are able to. Ms. Hill also raised concerns about damaged sidewalks and highlighting the safety risks. She suggested that sidewalks around schools should be prioritized over other areas. CM French acknowledged her concerns and explained that staff is not aware of funding available for sidewalk repairs and that the City had prioritized sidewalk infill project using available funding. In the coming years, the plan is to add sidewalks near all school sites. Councilmember Strohman asked if staff had considered using Safe Routes to School funds to help repair sidewalks around schools. CM French responded that such funds are typically not available for sidewalk replacement, but staff would explore other funding opportunities. Resident Gabriella Vargas raised concerns about the area around El Portal Middle School noting the limited options to cross First Street and asking if funds could be used to improve safety. PWS Collins responded that he had met with the school district's superintendent of maintenance, and together they surveyed all the schools to identify potential locations for additional crosswalks, raised crosswalks, and lighting to improve student safety. Public Hearing Closed at 7:32 p.m. PWS Collins informed the Council that new hire Gavin Brown started last week and is doing well. He reported that the Dent Sidewalk Project is 95% complete, with only a few minor housekeeping items left to be finished by contractors. He also noted that Public Works is actively working on removing weeds from city properties, alleyways, streets, and sidewalks. Additionally, PWS Collins reminded everyone that the Farmer', S Market will begin next week. Mayor Hagan asked about the condition ofthe Farmer's Market area. PWS Collins responded that they are currently addressing all holes and lawn maintenance issues to ensure the area is ready before the Farmer's Market begins. Councilmember Strohman suggested that, with phase two of the sidewalk repair project about to begin, it would be beneficial for staff to conduct a quick debrief on lessons learned from phase one. He emphasized the importance of identifying what worked well, what didn't, and ensuring that concerns raised by residents affected in the first phase are addressed moving forward. Mayor Pro Tem Walker confirmed that residents impacted by the new project would be notified about the need to move their cars off the street. PWS Collins assured that both the City and the contractor will provide residents with ample notification in advance. Councilmember Strohman also complimented Public Works for their communication with the residents regarding phase one. CM French provided Council with several updates. First, regarding the railroad right-of-way and beautification efforts, he reported being in contact with the Director of Public Affairs at Union Pacific. They discussed the possibility of a beautification lease, which would grant the City access to maintain the property. While the lease itself is expected to be free, the City would bear the maintenance costs. On the issue of signage and striping at the railroad crossing, CM French noted that high-level discussions are ongoing with BNSF, Caltrans, and the California Public Utilities Commission (CPUC). He emphasized that changes in this area are complex and will take time. However, a new striping plan has been developed which is expected to help address current concerns. The plan is now under review by BNSF, with approval anticipated in the coming weeks. Staffis currently exploring options to enhance public hearing notifications, and a report will be presented to the Council for review. Additionally, staff is working with the City Attorney on developing a fee waiver policy for partner agencies- including the school district, fire district, and ambulance services per the Council's request from a previous meeting. CM French shared that the newly established Recreation Commission is now active and holding productive meetings. He noted that the community is positively engaging by offering not only critiques but also constructive solutions. This, he said, is a promising development for the long term. Staff is making strong efforts to enhance communication and to be responsive to public feedback. Specifically, all provided concerns are being shared with the Commission for review and action. MATTERS PRESENTED FROM THE AUDIENCE Resident Sherry Hill clarified that her previous comments were not intended as a criticism of Public Works and expressed her appreciation for all the work they do for the city. She also thanked FDHRA Bickner for her excellent work. PUBLIC HEARINGS 7. Consider Adopting Resolution XX-25 Approving an Expenditure Plan for the City of Escalon's Fiscal Year 2025-2026 Community Development Block Grant (CDBG) Program CM French presented the staff report. Mayor Pro Tem Walker inquired about outreach efforts to inform the community about the funds. CM French shared that the City's efforts were supported by the County and service providers. He noted that the City could expand its outreach, particularly through senior programs. Councilmember Strohman emphasized the importance of ensuring programs receive necessary funding while also supporting local groups. Mayor Pro Tem Walker confirmed that the City's contributed funds will be directed to the Human Services Agency, which will then distribute the money to residents upon request. Councilmember Strohman acknowledged that the program primarily provides rental assistance but questioned whether, in future funding cycles, such as FY 25-26, the funds could also be used to help seniors with sidewalk rehabilitation. He suggested this as a potential option for consideration. MOTION - m/s ENGLE/WALKER to Adopt the Resolution Approving an Expenditure Plan for the City of Escalon's Fiscal Year 2025-2026 Community Development Block Grant (CDBG) Program. Motion carried 5-0. MINUTE ORDER 24-25 8. Consider Adopting Resolution XX-25 Approving an Expenditure Plan for the City of Escalon's Fiscal Year 2025-2026 Home Investment Partnership Act (HOME) Program. CM French presented a staff report. Councilmember Strohman asked whether residents can reapply for funds annually, and CM French confirmed they can. However, Councilmember Strohman expressed concern about the program's effectiveness, noting that if the funds have not been used by a resident in fifteen years, it raises questions about their utility and demand. Mayor Hagan emphasized the need for improved advertising of available funds, suggesting that increased awareness would help more residents take advantage of the programs and resources offered. Public Hearing Opened at 7:59 p.m. Resident Sherry Hill asked about the process for applying to the first-time homebuyer assistance program, specifically whether pre-qualification is required before selecting a home. She noted that more people might take advantage of the program if they understood how to apply. CM French explained that the program is administered through the County, and all applications should meet with the County prior to securing a home and then during process of securing a home. Public Hearing Closed at 8:03 p.m. MOTION - m/s ENGLESTROHMAN to Adopt Resolution XX-25 Approving an Expenditure Plan for the City of] Escalon's Fiscal Year 2025-2026 Home Investment Partnership Act (HOME) Program. Motion carried 5-0. MIINOTE ORDER 25-25 ADMINISTRATIVE. MATTERS 9. Consideration of the Formation of an Escalon Measure P Citizen's Advisory Committee CM French presented the staff report. Councilmember Strohman expressed respect for the idea of forming a committee but questioned its necessity. He stated that the five elected councilmembers already represent the community's interests and are entrusted with making decisions on how Measure P funds should be spent. Strohman emphasized that, as elected representatives, the Council already understands the community's priorities and questioned the need for an additional advisory committee. In response, Councilmember Engle acknowledged the role of the five elected councilmembers but emphasized that Escalon's 7,500 residents may not all feel comtortable attending meetings or have direct relationships with the Council. He highlighted the value of forming a committee to enhance outreach and gather input directly from the community. The goal is to involve passionate individuals who can actively engage with residents, collect feedback, and broaden the Council's understanding of community needs regarding Measure P funds. Mayor Hagan added that long- term planning should be a consideration, noting that councilmembers will change over time. Establishing a process for ongoing community feedback ensures continuity and allows future councils to remain connected to residents' needs and perspectives. Councilmember Strohman noted that the Council has already adopted a Strategic Plan with specific goals and a framework for allocating anticipated Measure P revenues. He expressed concern that input from community members could result in suggestions that conflict with these established priorities, potentially creating misalignment with the Council's two-year strategic objectives. Councilmember Engle agreed that immediate priorities for Measure P funds should be established before forming the committee. He acknowledged that while the Strategic Plan provides direction, it may evolve, and committee members could offer alternative perspectives. Councilmember Engle emphasized that the proposed committee is advisory not an oversight body- and would serve to gather and share community input with the Council. He believes this inclusive approach would help ensure decisions are well-informed and free from individual bias. Mayor Pro Tem Walker described the proposed committee as an information-gathering group, similar in purpose to public workshops where residents share opinions. Initially uncertain about the idea, she expressed growing support after hearing the Council's discussion. Public Comment Opened at 8:23 p.m. Resident Gabriella Vargas expressed strong support for forming the advisory committee and recommended limiting it to three members. She raised concerns about whether the Council would genuinely consider the committee's feedback. Thanking Mayor Pro Tem Walker for her supportive comments. Ms. Vargas challenged the assumption that the Council inherently knows where residents want the funds spent, noting that she has never been asked for her opinion. She questioned whether the Strategic Plan specifically pertains to Measure P or if it applies only to the general fund and regular revenues. Ms. Vargas reminded the Council that Measure P represents additional revenue made possible by voters and urged them to respect the community's desire to have input on its use. She voiced concern that resistance to the committee appeared to be about control rather than collaboration. Resident Sherry Hill thanked Mayor Pro Tem Walker for her supportive comments about the advisory committee and echoed the importance of community involvement, noting that residents voted for Measure P. She emphasized the need to inform the public about the committee, suggesting that even if few apply, the effort to engage the community is worthwhile. Resident Terre Niskern expressed concern that some residents may avoid participating because of the personal tone taken during public comment. She emphasized that Council meetings should be a space for unity and was disheartened by comments that felt like personal attacks. Public Hearing Closed at 8:31 p.m. Councilmember Strohman expressed his respect for residents' input and clarified that he supports the advisory committee. He emphasized that his questions were not intended to challenge Councilmember Engle or undermine the idea, but rather to better understand the committee's role. He affirmed that it is the responsibility of councilmembers to propose ideas and ask challenging questions, and reassured the community that their voices are valued and play a vital role in the Council's decisions. Councilmember Kay expressed support for the formation of the committee, viewing it as a positive initiative. He believes that the additional input from residents and the reporting oft that information to Council will be beneficial. He emphasized that this added outreach provides another valuable channel for residents to share their perspectives and ensure their voices are heard. Councilmember Strohman emphasized the importance of minimizing political influence within the committee and ensuring members remain independent of Councilmembers' decisions. Mayor Hagan assured that there is no intent to politicize the process, and that politics should not play a role behind the scenes. * a3 The Council agreed to establish a five-member advisory committee, with members required to be registered voters residing within city limits. Each member will serve staggered two-year terms. It was proposed that the committee provide recommendations to the Council at a minimum during the midyear budget review and prior to the start of the next fiscal year. The Council retains the authority to remove committee members at its discretion, for any reason or no reason. Additionally, it was agreed that committee members are prohibited from using their position for personal gain. A small budget was also approved to support the committee's activities. MOTION - m/s STROHMAN/WALKER to Approve the Formation of an Escalon Measure P Citizen's Advisory Committee with the Amendments as Provided by Council. Motion carried 5- 0. MINOTE ORDER 26-25 COUNCIL COMMUNICATIONS Councilmember Kay expressed appreciation for the respectful and collaborative nature ofthe meeting, thanking the Council for their hard work and a productive evening. Councilmember Strohman echoed these sentiments, commending the efforts of all involved and specifically recognizing FDHRA Bickner for exceptional reporting and communication. He noted that the City of Escalon is in a strong position due to the collective teamwork. While acknowledging that not all members will always agree, he values the willingness to listen to differing perspectives, calling it the essence of good governance. He also addressed Public Works, requesting attention to overgrown weeds on various properties and encouraging a compassionate approach, recognizing that some residents may lack the tools to maintain their yards. He emphasized maintaining a spirit of camaraderie and community. Councilmember Engle expressed gratitude to the staff, Council, and residents for their support in approving the Citizens Advisory Committee. Mayor Pro Tem Walker reminded the community that the city's farmers market begins next Wednesday and encouraged residents not to miss it. She also highlighted the upcoming "Love Escalon" event on April 26th and urged residents to sign up for one oft the many volunteer projects taking place that day. Mayor Hagan noted that his intended comments had already been addressed by others and concluded by wishing everyone a pleasant evening. ADJOURNMENT Mayor Hagan adjourned the meeting at 9:09 p.m. Respectfully Submitted, Duiklbnles Michele Bates, Deputy City Clerk