HomeMy WebLinkAbout2020-10-19 City Council Regular Meeting Agenda Packet
October 19, 2020 2:18 PM City Council Regular Meeting Agenda Page1 MAYOR
Roland Velasco
COUNCIL MEMBERS
Marie Blankley
Dion Bracco
Peter Leroe-Muñoz
Carol Marques
Fred Tovar
Cat Tucker
CITY COUNCIL
AGENDA
CITY OF GILROY
CITY COUNCIL CHAMBERS, CITY HALL
7351 ROSANNA STREET
GILROY, CA 95020
REGULAR MEETING 6:00 P.M.
MONDAY, OCTOBER 19, 2020
CITY COUNCIL MEETING MATERIAL IS AVAILABLE ON THE CITY WEBSITE www.cityofgilroy.org
VIEW THE MEETING LIVE ON THE CITY WEBSITE www.cityofgilroy.org.
THE OCTOBER 19, 2020 MEETING WILL BE CONDUCTED PURSUANT TO THE
PROVISIONS OF THE GOVERNOR’S EXECUTIVE ORDER N -29-20
In order to minimize the spread of the COVID 19 virus the City Council is conducting
this meeting by web conference and will be offering alternative options for public
participation. You are encouraged to watch the City Council meeting live on the City of
Gilroy’s website at www.cityofgilroy.org or on Cable Channel 17. To view from the
website, select the Council Agendas and Videos button from the home page.
PUBLIC COMMENTS WILL BE TAKEN ON AGENDA ITEMS BEFORE ACTION IS TAKEN BY THE
CITY COUNCIL. DURING THE MEETING: TO PROVIDE VERBAL PUBLIC COMMENTS ON AN
AGENDA ITEM DURING THIS MEETING, CALL ONE OF THE PHONE NUMBERS LISTED BELOW,
ENTER THE MEETING ID AND PASSWORD.
When the Mayor announces the item which you wish to
speak on, press *9 on your telephone keypad to raise your
hand. When called to speak, please limit your comme nts to
three (3) minutes, or such other time as the Mayor may
decide, consistent with the time limit for all other speakers
for the particular agenda item. Dial by your location
COMMENTS MAY ALSO BE EMAILED TO THE CITY CLERK PRIOR TO THE MEETING TO
shawna.freels@cityofgilroy.org OR MAILED TO: GILROY CITY CLERK, 7351 ROSANNA STREET,
GILROY, CA. 95020, TO BE DISTRIBUTED TO THE COUNCIL MEMBERS AND BE INCORPORATED
INTO THE RECORD.
In compliance with the Americans with Disabilities Act, and Governors Order N -29-20, the City will
make reasonable arrangements to ensure accessibility to this meeting. If you need special
assistance to participate in this meeting, please contact the City Clerk a mini mum of 2 hours prior
to the meeting at (408) 846-0204.
Call in for Public Comment
1 (669) 900-9128
1 (346) 248-7799
888 788 0099 US Toll-free
Meeting ID: 979 5849 0641
City Council Regular Meeting Agenda
10/19/2020 Page2 If you challenge any planning or land use decision made at this meeting in court, you may be
limited to raising only those issues you or someone else raised at the public hearing held at this
meeting, or in written correspondence delivered to the City Council at, or prior to, the public
hearing. Please take notice that the time within which to seek judicial review of any final
administrative determination reached at this meeting is governed by Sect ion 1094.6 of the
California Code of Civil Procedure.
A Closed Session may be called during this meeting pursuant to Government Code Section
54956.9 (d)(2) if a point has been reached where, in the opinion of the legislative body of the City
on the advice of its legal counsel, based on existing facts and circumstances, there is a
significant exposure to litigation against the City.
Materials related to an item on this agenda submitted to the City Council after distribution of the
agenda packet are available with the agenda packet on the City website at www.cityofgilroy.org
subject to Staff’s ability to post the documents before the meeting.
The City Council meets regularly on the first and third Monday of eac h month, at 6:00 p.m. If a
holiday, the meeting will be rescheduled to the following Monday, with the exception of the single
meeting in July which lands on the first day of the month not a holiday, Friday, Saturday or
Sunday.
KNOW YOUR RIGHTS UNDER THE GILROY OPEN GOVERNMENT ORDINANCE
Government's duty is to serve the public, reaching its decisions in full view of the public.
Commissions, task forces, councils and other agencies of the City exist to conduct the
people's business. This ordinance assures that deliberations are conducted before the
people and that City operations are open to the people's review.
FOR MORE INFORMATION ON YOUR RIGHTS UNDER THE OPEN
GOVERNMENT ORDINANCE, TO RECEIVE A FREE COPY OF THE ORDINANCE
OR TO REPORT A VIOLATION OF THE ORDINANCE, CONTACT THE OPEN
GOVERNMENT COMMISSION STAFF AT (408) 846-0204 or
shawna.freels@cityofgilroy.org
I. OPENING
A. Call to Order
1. Pledge of Allegiance
2. Invocation
3. City Clerk's Report on Posting the Agenda
4. Roll Call
B. Orders of the Day
C. Employee Introductions
II. CEREMONIAL ITEMS
A. Proclamations, Awards, and Presentations
III. PRESENTATIONS TO THE COUNCIL
City Council Regular Meeting Agenda
10/19/2020 Page3 PUBLIC COMMENT BY MEMBERS OF THE PUBLIC ON ITEMS NOT ON THE
AGENDA BUT WITHIN THE SUBJECT MATTER JURISDICTION OF THE CITY
COUNCIL PUBLIC COMMENTS MAY BE SUBMITTED BY EMAIL TO:
shawna.freels@cityofgilroy.org, (This portion of the meeting is reserved for persons desiring to
address the Council on matters not on this agenda. The law does not permit Council action or
extended discussion of any item not on the agenda except under special circumstances. If Council
action is requested, the Council may place the matter on a future agenda. Written material provided
by public members for Council agenda item “public comment by Members of the Public on items not
on the agenda” will be limited to 10 pages in hard copy. An unlimited amount of material may be
provided electronically.)
A. Presentation by Valley Transportation Authority (VTA) on 2021 Service Plan
City Council Regular Meeting Agenda
10/19/2020 Page4 IV. REPORTS OF COUNCIL MEMBERS
Council Member Bracco – Gilroy Downtown Business Association Board (alternate),
Gilroy Sister Cities Association (alternate), Santa Clara Co. Library J PA, SCVWD Joint
Council-SCRWA-Board Water Resources Committee, South County Joint Planning
Advisory Committee (alternate), South County Regional Wastewater Authority Board,
South County Youth Task Force Policy Team (alternate), Street Naming Committee
Council Member Tucker –CalTrain Policy Group, Cities Association of Santa Clara Co.
Board of Directors, General Plan Advisory Committee, Santa Clara Valley Habitat
Agency Governing Board, Santa Clara Valley Habitat Agency Implementation Board,
Street Naming Committee, Visit Gilroy Board
Council Member Blankley - ABAG (alternate), Cities Association of Santa Clara Co.
Board of Directors (alternate), Economic Development Corporation Board, Gilroy Sister
Cities Association, Gilroy Youth Task Force (alternate), SCVWD Joint Council-SCRWA-
Board Water Resources Committee, South County Regional Wastewater Authority
Board, VTA Board of Directors Alternate, VTA Policy Advisory Committee, VTA South
County City Group
Council Member Marques - Gilroy Downtown Business Association Board, Gilroy
Gardens Board of Directors, Santa Clara Valley Habitat Agency Governing Board
(alternate), Santa Clara Valley Habitat Agency Implementation Board (alternate), Silicon
Valley Clean Energy JPA Board (alternate), URM Task Force Sub-Committee, VTA
Committee for Transit Accessibility (alternate)
Council Member Tovar –Santa Clara Co. Expressway Plan 2040 Policy Advisory
Board, Recycling and Waste Reduction Commission, Santa Clara Co. Library JPA
(alternate), SCVWD Water Commission (alternate), Silicon Valley Clean Energy JPA
Board, South County Regional Wastewater Authority Board, South County United for
Health, Street Naming Committee, VTA Committee for Transit Accessibility, VTA Policy
Advisory Committee (alternate)
Council Member Leroe-Muñoz - ABAG, CalTrain Policy Group (alternate), Gilroy
Youth Task Force, Historic Heritage Committee, SCVWD Water Commission, Silicon
Valley Regional Interoperability Authority Board, South County Youth Task Force Policy
Team, VTA Mobility Partnership
Mayor Velasco - Economic Development Corporation Board, General Plan Advisory
Committee, Historic Heritage Committee (alternate), Santa Clara Valley Habitat Agency
Governing Board, Santa Clara Valley Habitat Agency Implementation Board, South
County Joint Planning Advisory Committee, South County Regional Wastewater
Authority Board (alternate), URM Task Force Sub-Committee, VTA Mobility Partnership,
VTA South County City Group (alternate)
V. FUTURE COUNCIL INITIATED AGENDA ITEMS
VI. CONSENT CALENDAR (ROLL CAL L VOTE) (reports attached)
All matters listed under the Consent Calendar are considered by the City Council to be routine
and will be enacted by one motion. There will be no separate discussion of these items unless a
request is made by a member of the Cit y Council or a member of the public. Any person desiring
to speak on any item on the consent calendar should ask to have that item removed from the
consent calendar prior to the time the Council votes to approve. If removed, the item will be
discussed in the order in which it appears.
City Council Regular Meeting Agenda
10/19/2020 Page5
A. Minutes of the September 21, 2020 Regular Meeting
B. Minutes of the October 5, 2020 Regular Meeting
C. Claim of Mario Frausto (The City Administrator recommends a “yes” vote
under the Consent Calendar shall constitute th e denial of the claim)
D. Claim of Gary Vogel (The City Administrator recommends a “yes” vote
under the Consent Calendar shall constitute the denial of the claim)
E. Adoption of a Resolution of the City Council of the City of Gilroy Approving
the Application(s) for State of California Proposition 68 General Per Capita
Program Grant Funds for the San Ysidro Park Projects and Authorize the
Execution of the Agreement and Related Documents
F. Adoption of a Resolution of the City Council of the City of Gilro y
Supporting the Miller Red Barn Association’s Application for a County of
Santa Clara Historical Grant for Capital Improvements at the Miller Red
Barn Located at Christmas Hill Park, APN 808-18-022
VII. BIDS AND PROPOSALS (reports attached)
A. Approval of a Fiscal Year 2020-2021 Budget Amendment in the Amount of
$2,997,955 and Award of a Contract in the Amount of $2,997,955 to Teichert
Construction for Fiscal Year 2020-2021 Citywide Pavement Maintenance,
Project No. 21-PW-260
1. Staff Report: Girum Awoke, Public Works Director
2. Public Comment
3. Possible Action:
a) Adopt a resolution of the City Council of the City of Gilroy amending the budget
for the City of Gilroy for Fiscal Year 2020-2021 and appropriating proposed
expenditure amendments.
b) Award a contract to Teichert Construction in the amount of $2,997,955 for the
construction of the Fiscal Year 2020-2021 Citywide Pavement Maintenance
Project, No. 21-PW -260 and authorize the City Administrator to execute the
contract and associated documents.
B. Approval of a Fiscal Year 2020-2021 Budget Amendment in the Amount of
$389,316 and Approval of a First Amendment to the Agreement with
Monterey Peninsula Engineering in the Amount of $6,659,104 for the First
Street (State Route 152) Water Utility Improvements, Project No. 16-PW-217
City Council Regular Meeting Agenda
10/19/2020 Page6 1. Staff Report: Girum Awoke, Public Works Director
2. Public Comment
3. Possible Action:
a) Adopt a resolution of the City Council of the City of Gilroy amending the Fiscal
Year 2020-2021 budget for the Water Enterprise Fund 720 increasing
appropriations in the amount of $389,316.
b) Approve a first amendment to the agreement with Monterey Peninsula
Engineering in the amount of $6,659,104 for the First Street (State Route
152) Water Utility Improvements, Project No. 16-PW -217, and authorize the
City Administrator to execute the amendment and associated documents.
C. Approval of an Agreement with the City of Gilroy, the City of Hollister, the
City of San Juan Bautista and Community Media Access Partnership
(CMAP) for Public, Education and Government (PEG) Services
1. Staff Report: Jimmy Forbis, City Administrator
2. Public Comment
3. Possible Action:
Approve an agreement with the City of Gilroy, the City of Hollister, the City of San
Juan Bautista and Community Media Access Partnership (CMAP) for continued
public, education and government (PEG) services.
VIII. PUBLIC HEARINGS (reports attached)
A. Approval of the Issuance of Multifamily Housing Revenue Bonds by the
California Public Finance Authority in an Aggregate Principal Amount Not
to Exceed $40,000,000 for a Housing Project Located at 1st Street and Kern
Avenue (APN 790-21-041)
1. Staff Report: Karen Garner, Community Development Director
2. Public Comment
3. Possible Action:
Adopt a Resolution of the City Council of the City of Gilroy approving the
issuance by the California Public Financing Authority of multifamily housing
revenue bonds in an aggregate principal amount not to exceed $40,000,000 for
the purpose of financing or refinancing the acquisition and construction of First
and Kern Apartments project.
B. Approval of the Issuance of Multifamily Housing Revenue Bonds by the
California Public Finance Authority in an Aggregate Principal Amount Not
to Exceed $35,000,000 for a Housing Project Located at 1520 Hecker Pass
Highway
City Council Regular Meeting Agenda
10/19/2020 Page7 1. Staff Report: Karen Garner, Community Development Director
2. Public Comment
3. Possible Action:
Adopt a Resolution of the City Council of the City of Gilroy approving the
issuance by the California Public Finance Authority of multifamily housing
revenue bonds in an aggregate principal amount not to exceed $35,000,000 for
the purpose of financing or refinancing the acquisition and construction of Hecker
Pass Apartments.
IX. UNFINISHED BUSINESS (reports attached)
A. Standing Report on Operational Impacts and City/Community Efforts
Related to the COVID-19 Pandemic
1. Staff Report: Jimmy Forbis, City Administrator
2. Public Comment
3. Possible Action:
Receive report.
B. Gilroy Garlic Festival Memorial
1. Staff Report: Jimmy Forbis, City Administrator
2. Public Comment
3. Possible Action:
Direct staff to remove vertical flags from Gilroy Garlic Festival Memorial and
eliminate the "Temporary Memorial" designation.
C. Annual Update on the Downtown Improvement Incentive Program
1. Staff Report: Jimmy Forbis, City Administrator
2. Public Comment
3. Possible Action:
Receive report.
D. Appointment of One Member to the Youth Commission for a Partial Term
Ending September 30, 2021
1. Staff Report: Shawna Freels, City Clerk
2. Public Comment
3. Possible Action:
Appoint one Youth Commission member to a term ending September 30, 2021 .
X. INTRODUCTION OF NEW BUSINESS (reports attached)
A. Consideration of Funding Agreement with Santa Clara County for the
Countywide Isolation and Quarantine Program
City Council Regular Meeting Agenda
10/19/2020 Page8 1. Staff Report: Maria De Leon, Program Administrator
2. Public Comment
3. Possible Action:
Decline to enter into an agreement with Santa Clara County for the Countywide
Isolation and Quarantine Program and continue to utilize existing service
providers (both public and private) to assist residents impacted by Covid-19.
B. Consent of the Appointment of Cindy Murphy as Interim Finance Director
(Retired Annuitant) Effective November 2, 2020 and Adoption of a
Resolution of the City Council of the City of Gilroy Approving the
Appointment and Employment Agreement
1. Staff Report: LeeAnn McPhillips, Human Resources D irector/Risk Manager
2. Public Comment
3. Possible Action:
a) Consent of the City Administrator's recommendation to appoint Cindy Murphy
as Interim Finance Director (as a retired annuitant) effective November 2,
2020.
b) Adopt a resolution approving the appointment of Cindy Murphy as Interim
Finance Director (Retired Annuitant) pursuant to California Government Code
Section 21221(h) and authorizing the City Administrator to execute the
employment agreement.
XI. CITY ADMINISTRATOR'S REPORTS
XII. CITY ATTORNEY'S REPORTS
XIII. CLOSED SESSION - NONE
ADJOURNMENT
MEETING DATES
City of Gilroy
STAFF REPORT
Agenda Item Title: Claim of Mario Frausto (The City Administrator recommends a
“yes” vote under the Consent Calendar shall constitute the denial of
the claim)
Meeting Date: October 19, 2020
From: Jimmy Forbis, City Administrator
Department: Human Resources Department
Submitted By: LeeAnn McPhillips
Prepared By: LeeAnn McPhillips
Strategic Plan Goals
☐ Fiscal Stability
☐ Downtown
Revitalization
☐ Economic
Development
☐ Neighborhood Services
☐ Enhanced Public
Safety
☐ Workforce Stability ☐ Public Engagement
RECOMMENDATION
Based on the recommendation from Municipal Pooling Authority (MPA) and/or legal
counsel, this claim is recommended for rejection.
EXECUTIVE SUMMARY
Based on the recommendation from Municipal Pooling Authority (MPA) and/or legal
counsel, the following claim is submitted to the City Council for rejection at the October
19, 2020 meeting:
Claim of Mario Frausto
Attachments:
6.C
Packet Pg. 9
1. Claim of Mario Frausto
6.C
Packet Pg. 10
File With: City Clerk's Office
7351 Rosanna Street
Gilroy, CA 95020·6·14·1
CITY OF GILROY
CLAIM FOR DAMAGES
To Person Or Property
INSTRUCTIONS 1. Cl alms tor death, Injury to person or to personal property mus! be me s>l-IElt�f-�fl·sl:+moot-As-.aHor4h occurrence. (Gov. Code Sec. 911.2) � fj;, (ii.) fr fl WI If2. Claims for damages to raal property must be fried not later than 1 yea r4'ne OOuMmc�. (&v. Ma911.2) 3. Readonlireclalmbeforellllng. ScP 1 5 2020 4.Sea page: 2 for diagram upon whlsh 10 lo�ate _place of accident
Sr This· clf.i.i'ni fo·rm inUst be signed on page 2 at bottom.
6, Alla?IJ_separale •�•�ts, it necessary, to give full details. SIGN EACH sil/t.;.i
T,O: CITY 01" GILROY Norn• of Claimant m 11-R I D ..LomfJ-MD
{(
CLAIM No. -.,.,..-�------l
C,
Oc;oupatlon ofC/aimMl • . -·.f-:\ 06( [(i,'(t'.. -
When did DAMAGE or INJURY ocC:ur?
Diite O ¥-03-;l.D;,;l.D Time S: Names of any city Cmployeaa _l�vovled In INJURY or DAMAGE:
If claim 11.-for Equllabla lndl3mnlty, gfv,a dale cla,�ant served wlth the cotilplalnt:0810
Whera did DAMAGE or IN.JU!'.fV occur? Describe fullY, and locate on ctlagrllf:n.oO i-0VtltsG·sJd&of th18' sh&et, Whera approprlate-,·giVe strr:et nar.nea and l1ddrin,a and measurinGombmhch ·ft.U. 0 V\ Vh'-j -tru tf-q·t j�V\{\'(t»tClJ H,'//fed� � otvtMaj-fd � vioeiJ:•Mo,✓z w1ffi-t:S.S-tS•
Describe 1n detail the OAMAGE or lNJURYoccurred:
Wllyd=?�'""'t1:0�101 0{'.,.L6Vlj_f Th � p( K /G; tf �cd�Ld
)Au\, vt hu < + 3 e:i M-e ol/'-Q, r +cl!0 n fh'J tv lf q;::: J-
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SEE PAGE 2 OVER) THIS CLAIM MUST BE SIGNED ON AEVEFlSE SIDE
6.C.a
Packet Pg. 11 Attachment: Claim of Mario Frausto (3067 : Claim of Mario Frausto)
6.C.a
Packet Pg. 12 Attachment: Claim of Mario Frausto (3067 : Claim of Mario Frausto)
City of Gilroy
STAFF REPORT
Agenda Item Title: Claim of Gary Vogel (The City Administrator recommends a “yes”
vote under the Consent Calendar shall constitute the denial of the
claim)
Meeting Date: October 19, 2020
From: Jimmy Forbis, City Administrator
Department: Human Resources Department
Submitted By: LeeAnn McPhillips
Prepared By: LeeAnn McPhillips
Strategic Plan Goals
☐ Fiscal Stability
☐ Downtown
Revitalization
☐ Economic
Development
☐ Neighborhood Services
☐ Enhanced Public
Safety
☐ Workforce Stability ☐ Public Engagement
RECOMMENDATION
Based on the recommendation from Municipal Pooling Authority (MPA) and/or legal
counsel, this claim is recommended for rejection.
EXECUTIVE SUMMARY
Based on the recommendation from Municipal Pooling Authority (MPA) and/or legal
counsel, the following claim is submitted to the City Council for rejection at the October
19, 2020 meeting:
Claim of Gary Vogel
Attachments:
6.D
Packet Pg. 13
1. Claim of Gary Vogel
6.D
Packet Pg. 14
6.D.a
Packet Pg. 15 Attachment: Claim of Gary Vogel (3034 : Claim of Gary Vogel)
6.D.a
Packet Pg. 16 Attachment: Claim of Gary Vogel (3034 : Claim of Gary Vogel)
6.D.a
Packet Pg. 17 Attachment: Claim of Gary Vogel (3034 : Claim of Gary Vogel)
6.D.a
Packet Pg. 18 Attachment: Claim of Gary Vogel (3034 : Claim of Gary Vogel)
City of Gilroy
STAFF REPORT
Agenda Item Title: Adoption of a Resolution of the City Council of the City of Gilroy
Approving the Application(s) for State of California Proposition 68
General Per Capita Program Grant Funds for the San Ysidro Park
Projects and Authorize the Execution of the Agreement and
Related Documents
Meeting Date: October 19, 2020
From: Jimmy Forbis, City Administrator
Department: Public Works Department
Submitted By: Girum Awoke
Prepared By: Ogarita Carranza
Ogarita Carranza
Strategic Plan Goals
☐ Fiscal Stability
☐ Downtown
Revitalization
☐ Economic
Development
☐ Neighborhood Services
☐ Enhanced Public
Safety
☐ Workforce Stability ☐ Public Engagement
RECOMMENDATION
Adopt a resolution of the City Council of the City of Gilroy to approve application(s) for
State of California Proposition 68 general per capita program grant funds for San Ysidro
Park projects, and authorize the City Administrator, or designee, to execute the
agreement and related documents.
EXECUTIVE SUMMARY
The State of California Department of Parks and Recreation, Office of Grants and Local
Services (OGALS) allocates grant funds to cities and counties based on population
6.E
Packet Pg. 19
under Proposition 68. The City of Gilroy is eligible to receive up to $212,134 if a local
resolution is adopted and submitted to OGALS as requested.
BACKGROUND
On June 5, 2018, California voters passed Proposition 68, the $4 billion “Parks,
Environment, and Water Bond Act of 2018” as detailed in Division 45 of the Public
Resources Code. Shortly thereafter, the Legislature of the State of California delegated
the responsibility for the administration of the Proposition 68 grant program to the State
of California Department of Parks and Recreation.
The State of California Department of Parks and Recreation Office of Grants and Local
Services allocates grant funds to cities and counties based on population with two grant
programs under Proposition 68: 1) The General Per Capita Program and 2) the Urban
County Per Capita.
The Urban County Per Capita provides funding to cities and counties to improve park
and recreation services within jurisdictions of 200,000 or less in population. An entity
eligible to receive funds under this subdivision is also eligible to receive funds un der the
General Per Capita Program. The State’s General Per Capita Program is for all local
governments. Funds are provided on a per capita basis for local park rehabilitation,
creation, and improvements with attention to addressing deficiencies in neighborhoods
lacking access to the outdoors.
Eligible projects must be capital outlay for recreational purposes, either acquisition or
development. Multiple projects may be completed under one contract, but each project
requires a separate application. A project can only have one location and grantees are
encouraged to collaborate with other grantees on projects. A resolution is required to
commit the use of the allocated grant funding for eligible projects before the submittal of
the grant application.
On August 10, 2020, the City was notified that it received an allocation under the
Proposition 68 General Per Capita Grant Program. The City’s allocation amount from
the General Per Capita Program is $177,952 and $34,182 from the Urban County Per
Capita, a total of $212,134.
Projects in a “severely disadvantaged community” do not require matching funds. To
qualify local median household income must be less than 60% of the statewide
average. The City does not qualify as a “severely disadvantaged community”
(calculation is attached to the staff report). The City of Gilroy is required to provide a
20% match based on the total project cost, not the grant amount. The match can be
federal funds, local funds, private funds, in-house employee services, or volunteer labor.
ANALYSIS
6.E
Packet Pg. 20
The City intends to apply for funds for a project that will install/construct recreation
features and support amenities at San Ysidro Park that are consistent with the Park and
Recreation Master Plan’s goal to “Pursue a variety of financing mechanisms for
acquisition, development, long-term operations and maintenance of the parks and
recreation system.” Given the City’s limited resources, possible recreation features
include a new picnic/barbecue area and the renovation of a toddler lot.
Should a grant be awarded to the City, final acceptance of grant funds will be evaluated
at the time of award to allow for reconsideration of supplemental matching funds per the
project scope. Staff will submit a report requesting Council approv al of matching funding
and authorization of a capital improvement project at that time.
ALTERNATIVES
1. Council may decline to adopt a resolution. STAFF DOES NOT RECOMMEND THIS
OPTION because the City would lose an opportunity to receive a grant that would
provide much needed park improvement funding.
2. The City also has the option of transferring the Per Capita allocation to another entity
through a resolution. STAFF DOES NOT RECOMMEND THIS OPTION because the
City would lose an opportunity to receive a grant that would provide m uch needed
park improvement funding.
FISCAL IMPACT/FUNDING SOURCE
None at this time.
Adopting this resolution will enable the City to take the first step in applying for the City’s
allocation of $212,134 from the State of California. Determining matching funds are
dependent on the exact project and actual contract costs, thus the amount of mathing
funds and funding source will be determined at a later date.
NEXT STEPS
If Council approves the resolution, staff would proceed with submitting the grant
application, then the City Administrator can execute the grant agreement. The adopted
Resolution must be submitted to the Office of Grants and Local Services (OGALS) as
requested. The grant application packets are due to OGALS through December 2021.
Attachments:
1. Resolution Application for Grant Funds
2. California State Parks Per Capita Match Calculation
6.E
Packet Pg. 21
RESOLUTION NO. 2020 -XX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GILROY
APPROVING APPLICATION(S) FOR PER CAPITA GRANT FUNDS
WHEREAS, the State Department of Parks and Recreation has been delegated the
responsibility by the Legislature of the State of California for the administration of the Per
Capita Grant Program, setting up necessary procedures governing application(s); and
WHEREAS, said procedures established by the State Department of Parks and
Recreation require the grantee’s Governing Body to certify by resolution the approval of project
application(s) before submission of said applications to the State; and
WHEREAS, the grantee will enter into a contract(s) with the State of California to
complete project(s);
NOW, THEREFORE, BE IT RESOLVED THAT the City Council of the City of Gilroy
hereby:
1. Approves the filing of project application(s) for Per Capita program grant project(s); and
2. Certifies that said grantee has or will have available, prior to commencement of project
work utilizing Per Capita funding, sufficient funds to complete the project(s); and
3. Certifies that the grantee has or will have sufficient funds to operate and maintain the
project(s), and
4. Certifies that all projects proposed will be consistent with the park and recreation
element of the [city/county/district’s] general or recreation plan (PRC §80063(a)), and
5. Certifies that these funds will be used to supplement, not supplant, local revenues in
existence as of June 5, 2018 (PRC §80062(d)), and
6. Certifies that it will comply with the provisions of §1771.5 of the State Labor Code, and
7. (PRC §80001(b)(8)(A-G)) To the extent practicable, as identified in the “Presidential
Memorandum--Promoting Diversity and Inclusion in Our National Parks, National
Forests, and Other Public Lands and Waters,” dated January 12, 2017, the
[city/county/district] will consider a range of actions that include, but are not limited to,
the following:
6.E.a
Packet Pg. 22 Attachment: Resolution Application for Grant Funds (3020 : Prop 68 Per Capita Grant Application)
(A) Conducting active outreach to diverse populations, particularly minority, low
income, and disabled populations and tribal communities, to increase awareness within
those communities and the public generally about specific programs and opportunities.
(B) Mentoring new environmental, outdoor recreation, and conservation leaders to
increase diverse representation across these areas.
(C) Creating new partnerships with state, local, tribal, private, and nonprofit
organizations to expand access for diverse populations.
(D) Identifying and implementing improvements to existing programs to increase
visitation and access by diverse populations, particularly minority, low-income, and
disabled populations and tribal communities.
(E) Expanding the use of multilingual and culturally appropriate materials in public
communications and educational strategies, including t hrough social media strategies, as
appropriate, that target diverse populations.
(F) Developing or expanding coordinated efforts to promote youth engagement and
empowerment, including fostering new partnerships with diversity-serving and youth-
serving organizations, urban areas, and programs.
(G) Identifying possible staff liaisons to diverse populations.
8. Agrees that to the extent practicable, the project(s) will provide workforce education and
training, contractor and job opportunities for disadvantaged communities (PRC
§80001(b)(5)).
9. Certifies that the grantee shall not reduce the amount of funding otherwise available to
be spent on parks or other projects eligible for funds under this division in its
jurisdiction. A one-time allocation of other funding that has been expended for parks or
other projects, but which is not available on an ongoing basis, shall not be considered
when calculating a recipient’s annual expenditures. (PRC §80062(d)).
10. Certifies that the grantee has reviewed, understands, and agrees to the General
Provisions contained in the contract shown in the Procedural Guide; and
11. Delegates the authority to the (designated position, not name of person occupying
position), or designee to conduct all negotiations, sign and submit all documents,
including, but not limited to applications, agreements, amendments, and payment
requests, which may be necessary for the completion of the grant scope(s); and
6.E.a
Packet Pg. 23 Attachment: Resolution Application for Grant Funds (3020 : Prop 68 Per Capita Grant Application)
12. Agrees to comply with all applicable federal, state and local laws, ordinances, rules,
regulations and guidelines.
PASSED AND ADOPTED this 19th day of October, 2020 by the following roll call vote:
AYES: COUNCILMEMBERS:
NOES: COUNCILMEMBERS:
ABSENT: COUNCILMEMBERS:
APPROVED:
___________________________
Roland Velasco, Mayor
ATTEST:
__________________________________
Shawna Freels, City Clerk
6.E.a
Packet Pg. 24 Attachment: Resolution Application for Grant Funds (3020 : Prop 68 Per Capita Grant Application)
SCORP Community FactFinder is a service of the
California Department of Parks and Recreation
www.parks.ca.gov
SCORP Community FactFinder created by
GreenInfo Network www.greeninfo.org
in consultation with CA Dept. of Parks and Rec
Project ID: 13149
Coordinates: 37.0127, -121.5632
Date: 10/06/2020
California State Parks
Per Capita Match Calculator
This is the Per Capita Match Report for the site you have selected. Please review to confirm that the
pin lies within the boundaries of an existing or proposed park, and submit to OGALS with your Project
Application.
PROJECT AREA STATISTICS PROJECT AREA MAP
County:Santa Clara
Median Household Income:$67,551
Agency Type:Other Agency
The median household income in the circle does not qualify
as Severely Disadvantaged. Match IS required.
Park or Preserved Area
Disadvantaged Community
Severely Disadvantaged Community
No Data
REPORT BACKGROUND
The project statistics have been calculated based on half
mile radius around the point location selected. Only park
acres within the project area's half mile radius are reported.
Population and people in poverty are calculated by
determining the percent of any census block-groups that
intersect with the project area. The project area is then
assigned the sum of all the census block-group portions. An
equal distribution in census block-groups is assumed. Rural
areas are calculated at a census block level to improve
results.
Median household and per capita income are calculated as
a weighted average of the census block- group values that
fall within the project area.
More information on the calculations is available on the
methods page »
Demographics—American Community Survey (ACS) 5-
year estimates 2014-2018; Decennial 2010 Census; the
margin of error (MOE) was not analyzed.
Parks—California Protected Areas Database 2020a CFF
adjusted (6/2020) - more information at
http://www.CALands.org. Parks and park acres area based
on best available source information but may not always
contain exact boundaries or all parks in specific locations.
Parks are defined further in the 2015 SCORP (pg. 4).
Users can send updated information on parks to
SCORP@parks.ca.gov
6.E.b
Packet Pg. 25 Attachment: California State Parks Per Capita Match Calculation (3020 : Prop 68 Per Capita Grant Application)
City of Gilroy
STAFF REPORT
Agenda Item Title: Adoption of a Resolution of the City Council of the City of Gilroy
Supporting the Miller Red Barn Association’s Application for a
County of Santa Clara Historical Grant for Capital Improvements at
the Miller Red Barn Located at Christmas Hill Park, APN 808-18-
022
Meeting Date: October 19, 2020
From: Jimmy Forbis, City Administrator
Department: City Clerk
Submitted By: Shawna Freels
Prepared By: Shawna Freels
Strategic Plan Goals
☐ Fiscal Stability
☐ Downtown
Revitalization
☐ Economic
Development
☐ Neighborhood Services
☐ Enhanced Public
Safety
☐ Workforce Stability ☐ Public Engagement
RECOMMENDATION
Adopt a resolution of the City Council of the City of Gilroy approving the use of City-
owned property for the proposed capital improvement project in support of the Miller
Red Barn Association’s application for a County of Santa Clara historic grant .
EXECUTIVE SUMMARY
The Miller Red Barn Association and the City of Gilroy have a financially non-binding
Memorandum of Understanding approving the Association’s use of the Miller Red Barn
project site (Project).
In June of 2019 the Association approached the City and expressed a desire to apply
for the County of Santa Clara’s Historic Grant Program to restore the Project. The
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Packet Pg. 26
Historic Grant Program procedures require the City to adopt a Resolution establishing
as a matter of record that the City supports the Association’s long-term use of the site.
The Council approved the resolution on August 5, 2019 allowing the Red Barn
Association to apply for and receive the Historic Grant, to begin this restoration. The
Association is now requesting this same support in applying for a 2020 County of Santa
Clara’s Historic Grant.
BACKGROUND
In the late 1800’s until his death in 1916, Gilroy was home to Henry Miller, the largest
landowner and cattle baron of his age. In 1891, Henry Miller built a barn on the property
now known as the Ranch Side of Christmas Hill Park. Its purpose was for local hay
storage for his cattle and horses then in later years for processing stone fruit grown on
Miller’s property.
In 2014 the City recognized that in its dilapidated condition the structure may pose a
health and safety risk to visitors to Christmas Hill Park. The City considered demolishing
the red barn and the Association stepped in to save the structure. At that time , a
memorandum of understanding was established with the Association to provide them
the opportunity to restore the Miller Red Barn in lieu of the City demolishing it.
In 2016, through the hard work of the Association’s volunteers, the barn received
designation as a State Historical Landmark and then as a National Historical Landmark.
In 2018 the association was working toward obtaining a grant to install a foundation
around the barn. One of the grant requirements was that the Miller Red Barn have a
designation of “Locally Historic Significance” (in addition to the State and National
designation the structure has already received).
At its February 21, 2018 meeting the Historic Heritage Committee recommended
approval of the designation to the Planning Commission.
On April 29, 2018 the Planning Commission recommended approval of the Miller
Red Barn as a building of local historic significance to the City Council.
At the June 4, 2018 City Council Meeting, the City Council adopted an ordinance
approving a zone change to establish the designation of Locally Historic
Significance to the Miller Red Barn, located in Christmas Hill Park, Ranch Site,
7049 Miller Avenue (APN 808-18-022). The Council also adopted a resolution
approving the Miller Red Barn Association’s application for a County of Santa
Clara Historical Heritage Grant.
On June 4, 2019 the City met with The Miller Red Barn Association to hear their
proposal for updating the existing Memorandum of Understanding between the
City and the Association. The Association expressed a desire to apply for the
County of Santa Clara’s Historic Grant Program and asked for the City’s support .
6.F
Packet Pg. 27
On August 5, 2019 the C ouncil adopted a Resolution authorizing the application
for a 2019 County of Santa Clara’s Historic Grant , which was awarded to the
Association.
The Association has begun restoration efforts inside of the Barn. The Barn is now level,
reinforced, a foundation has been added and they are currently ready to pour a
concrete slab inside of the structure.
To continue these efforts the Association is now applying for a 2020 Historic Grant
which requires a new resolution by the City in support of the project. The resolution
attached for tonight’s consideration is similar to the one passed in 2019.
ALTERNATIVES
Council can choose to not adopt the proposed resolution. If this option is chosen, the
Miller Red Barn Committee will not qualify for the grant to fund the cost of
renovations. THIS ACTION IS NOT RECOMMENDED.
FISCAL IMPACT/FUNDING SOURCE
Significant time has been spent over the past years to assist the Miller Red Barn
Association with the various historic designations. The City Council may recognize the
partnership effort, whereby the volunteers of the Miller Red Barn Association have taken
the lead to create the background documentation and efforts to secure historic
designation at the Federal and State levels.
While the City has not received monetary compensation, the City will receive
recognition from the historic designation of the Miller Red Barn. A fully restored and
renovated historical site will provide a new opportunity for recreation, historical heritage,
and tourism for the community.
There are no fiscal impacts to the City if the resolution is adopted.
NEXT STEPS
If approved, the Miller Red Barn Association will proceed with their plan to apply for the
County of Santa Clara’s Historic Grant Program and will work with the City Administrator
to execute any associated agreements.
Attachments:
1. Resolution Miller Red Bard County Historic Grant 2020
6.F
Packet Pg. 28
RESOLUTION NO. 2020-XX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
GILROY APPROVING THE MILLER RED BARN ASSOCIATION’S
APPLICATION FOR A COUNTY OF SANTA CLARA HISTORICAL
HERITAGE GRANT FOR THE MILLLER RED BARN PROJECT IN
CHRISTMAS HILL PARK
WHEREAS, the County of Santa Clara (“County”) has established the Historical Heritage Grant
program to promote historic preservation and the awareness of significant cultural, historical, and
archaeological resources within Santa Clara County (“Grant Progr am”); and
WHEREAS, the County funds the Grant Program with County Park Charter Development
Funds, which must be used for the development of real property for county park purposes; and
WHEREAS, the County requires that the property on which the grant-funded project is located
be continually used for park purposes for a minimum of 20 years and be open to all Santa Clara
County residents on a non-discriminatory basis; and
WHEREAS, the applicant proposes that the County award Grant Program funds for the The
Miller Red Barn project (“Project”) in the Christmas Hill Park; and
WHEREAS, the City of Gilroy (“Owner”) has reviewed the proposed Project and hereby
provides all required approvals for the Project in the Park, including but not limited to, any
licenses, permits, environmental review or operational agreements required prior to authorizing
construction; and
WHEREAS, to provide additional assurance as to compliance with the Grant Program
requirements, the County requires that the Owner execute the grant agreement.
NOW, THEREFORE, BE IT RESOLVED that the City Council hereby makes the following
determinations:
1. The Project is located on land that will be continually used for park purposes for a
minimum of 20 years and, subject to Constitutional or Charter limits on appropriations
for future years, will be open to all Santa Clara County residents on a non-discriminatory
basis; and
2. The City of Gilroy has reviewed the proposed Project and hereby provides all required
approvals for the Project in the Park, including but not limited to, any licenses, permits,
environmental review or operational agreements required prior to authorizing
construction; and
6.F.a
Packet Pg. 29 Attachment: Resolution Miller Red Bard County Historic Grant 2020 (3051 : Miller Red Barn Grant)
3. Miller Red Barn Association, or designee, is hereby delegated authority to sign the grant
application and execute the grant agreement on the Owner’s behalf.
BE IT FURTHER RESOLVED that the City of Gilroy hereby approves of Miller Red Barn
Association’s application for County’s Grant Program funds for the designation of locally historic
significance to the Miller Red Barn Project in Christmas Hill Park.
PASSED AND ADOPTED BY THE CITY COUNCIL on October 19, 2020 by the following
vote:
AYES:
NOES:
ABSENT:
APPROVED:
Roland Velasco, Mayor
ATTEST:
_______________________
Shawna Freels, City Clerk
6.F.a
Packet Pg. 30 Attachment: Resolution Miller Red Bard County Historic Grant 2020 (3051 : Miller Red Barn Grant)
City of Gilroy
STAFF REPORT
Agenda Item Title: Approval of a Fiscal Year 2020-2021 Budget Amendment in the
Amount of $2,997,955 and Award of a Contract in the Amount of
$2,997,955 to Teichert Construction for Fiscal Year 2020-2021
Citywide Pavement Maintenance, Project No. 21-PW -260
Meeting Date: October 19, 2020
From: Jimmy Forbis, City Administrator
Department: Public Works Department
Submitted By: Girum Awoke
Prepared By: Girum Awoke
Nirorn Than
Strategic Plan Goals
Fiscal Stability
☐ Downtown
Revitalization
☐ Economic
Development
☐ Neighborhood Services
☐ Enhanced Public
Safety
☐ Workforce Stability ☐ Public Engagement
RECOMMENDATION
a) Adopt a resolution of the City Council of the City of Gilroy amending the budget fo r
the City of Gilroy for Fiscal Year 2020-2021 and appropriating proposed expenditure
amendments.
b) Award a contract to Teichert Construction in the amount of $2,997,955 for the
construction of the Fiscal Year 2020-2021 Citywide Pavement Maintenance Project,
No. 21-PW -260 and authorize the City Administrator to execute the contract and
associated documents.
7.A
Packet Pg. 31
EXECUTIVE SUMMARY
The City’s roadway network, consisting of 125 lane-miles of roads, is our biggest asset
with a total value of $220 million. Due to its high value, it is important for the City to
maintain it at a high level for the community both as an asset, and as the backbone of
our transportation network. The City uses annual funding for its local streets
maintenance program operated by the Public W orks Operations Division. In
coordination with this effort, Public Works contracts out an annual roadway
maintenance project for work not performed by City crews. These projects include
roadway resurfacing, repaving and reconstruction.
The Public Works Department has completed the design for the FY21 Citywide
Pavement Maintenance Project (the Project) and has received four bids for the
construction contract. Staff recommends proceeding with Teichert Construction, the firm
with the lowest base bid, to complete the Project. The Project consists of paving eight
street segments, with an option to include one additional segment under the bid
alternative. This project will be funded out of various gas tax funds.
BACKGROUND
Beginning in spring of 2020, staff developed the Project scope to accommodate the
change in available funding and drafted the project specifications to include the new
2018 Caltrans Design Standards. This new plan incorporates the City’s Complete Street
Policy1, and ADA Compliance Program. The Project includes eight street segments for
maintenance and one additional segment as an alternate bid item. This alternate bid
item is bid as a revocable item, which would only be included in the Project if the bids
came in low enough to accommodate the additional work. This approach allows the City
the flexibility to award a contract based on our available budget. The street segments
included in the Project include:
1. Monterey Rd: from Leavesley Rd. to Day Rd.
2. Farrel Ave: from Monterey Rd. to Wren Ave.
3. Camino Arroyo: from Sixth/Gilman St. to Highway 152
4. Camino Arroyo: from Highway 152 to Holloway Rd.
5. Chestnut St: from Tenth St. to Lewis St. Bridge
6. Martin St: from Chestnut St. to Railroad Track s
7. Eight St: from Church St. to Princevalle St.
8. Murray Ave: from I.O.O.F. Ave. to Leavesley Rd.
9. Bid Alternate
o San Ysidro Ave: From Las Animas Ave. to 1500 feet south towards
Leavesley Rd (near Home Depot)
1 https://www.cityofgilroy.org/DocumentCenter/View/8125/Resolution-2012-46-City-of-Gilroy-Complete-
Streets-Policy
7.A
Packet Pg. 32
Public Works Department staff selected the above street segments based on the City
Pavement Management Program, StreetSaver, with feedback from the Public Works
Operations Division street maintenance crews. StreetSaver allows staff to establish and
maintain a list of streets and their associated pavement maintenance type based on a
given budget. The program also assists staff in preparing a pavement condition index
(PCI) evaluation of our pavement network. The PCI number is calculated based on the
pavement age, distress types, distress sizes, pavement thickness, pavement material,
and more. The actual pavement condition was surveyed in late 2019 with the assistance
of the Metropolitan Transportation Commission (MTC) under the Pavement Technical
Assistance Program (PTAP) round 20. The full pavement report was presented to the
City Council on January 27, 2020, under item 11-A; the Citywide PCI at the time of the
report was 62. Per the report, to maintain a constant PCI of 62, the City would need to
spend $3.5M annually for a total 5-years budget of $17.5M. To increase the PCI by 5
points (to PCI of 67) in the next five years, the City would need to spend $3.9M annually
for a total 5-years budget of $19.6M. Per MTC, the optimal PCI is 70. To achieve a PCI
of 70 in the next five years, the City would need to spend $6.8M annually for a total 5 -
years budget of $34.2M.
ANALYSIS
The FY21 Citywide Pavement Maintenance Project, No. 21-PW -260, was advertised for
bids on August 17, 2020 and bids were opened on Tuesday, September 15, 2020. Staff
received four bids. A summary of the bid results are as follows:
Rank Company Base Bid
Amount
Bid Alternate
1
Total Bid Amount (with
Alternate)
1 Teichert Construction $2,257,863.00 $467,551.00 $2,725,414.00
2 O’Grady Paving $2,311,849.00 $454,850.00 $2,766,699.00
2 Granite Rock
Company $2,499,001.00 $372,750.00 $2,871,751.00
3 Granite Construction $2,589,311.00 $288,885.00 $2,878,196.00
The lowest bidder was determined based on the amount of their respective base bid.
The lowest responsive bidder is Teichert Construction with a base bid of $2,257,863.
The Engineer’s Estimate for the base bid was $3,203,828. The lowest bid is 30% lower
than the engineer’s estimate. Teichert Construction was also the contractor that
completed the City’s FY 20 Pavement Maintenance project. The Engineer’s Estimate
was prepared using the City’s historical dat a from previous similar projects. The
significant different in cost (30%) is a result of the economy of scale. This project is
7.A
Packet Pg. 33
twice the amount of the City’s typical annual pavement project ($1.5M). This has
contributed to a lower unit cost on items such as asphalt, microsurfacing, grinding,
mobilization, and ADA curb ramp. Geographically, these segments are located on larger
arterial and collector streets where traffic controls are standards and access to the site
are not restricted like local residential streets. This greatly helps daily production and
decrease costs as compared to what was anticipated in the Engineer’s Estimate .
ALTERNATIVES
1. Approve only the base contract with Teichert Construction in the amount of
$2,257,863. Including a 10% contingency of $225,786, the total project allocation
would be $2,483,649. STAFF DOES NOT RECOMMEND THIS OPTION. This
alternative is not ideal because the street segments currently included as a bid
alternative may experience further deterioration and will likely cost more if
delayed.
2. Reject all bids. STAFF DOES NOT RECOMMEND THIS OPTION because it will
delay necessary repairs to the City’s pavement network.
FISCAL IMPACT/FUNDING SOURCE
The total bid, including the base bid and the bid alternative amount for Tei chert
Construction, is $2,725,414. Staff recommends including a 10% contingency of
$272,541 for a total construction allocation of $2,997,955. The Gas Tax 2105 (Fund
209), Gas Tax 2106 (Fund 210), Gas Tax 2107 (Fund 211), Gas Tax 2103 (Fund 213),
SB-1 (Fund 215), and Vehicle Registration Fee (Fund 225) will pay for the construction
costs of this project. The contingency amount is intended to account for unforeseen
conditions or necessary field changes in the scope of work during construction.
In June 2019, Council adopted the FY20 and FY21 budgets and appropriated
$1,503,600 for the Annual Paving Program under the various accounts. SB -1 (The
Road Repair and Accountability Act of 2017) disbursements were delayed for nearly two
years and as a result the city has an accrued balance in this fund. Given the current
pavement condition and the need to perform as much pavement repair as possible, s taff
recommends that the City Council adopt a resolution to amend the FY21 budget for the
Gas Tax 2106 (Fund 210) ($52,963), Vehicle Registration Fees (Fund 225) ($228,660),
and SB-1 (Fund 215) ($1,212,732) to appropriate an additional $1,494,355 for a total
amount of $2,997,955 for the construction of this project. There is sufficient fund
balance in the aforementioned funds for this project.
Funding Source
Adopted
FY21
Budget
Proposed FY 21
Budget
Proposed Budget
Amendment
Gas Tax Fund 2105 (Fund 209) $95,000 $95,000 $0
7.A
Packet Pg. 34
Gas Tax Fund 2106 (Fund 210) $0 $52,963 $52,963
Gas Tax Fund 2107 (Fund 211) $80,000 $80,000 $0
Gas Tax Fund 2103 (Fund 213) $300,000 $300,000 $0
Vehicle Registration Fees (Fund
225) $128,600 $357,260 $228,660
SB-1 Fund (Fund 215) $900,000 $2,112,732 $1,212,732
Total $1,503,600 $2,997,955 $1,494,355
Attachments:
1. Resolution-Citywide Pavement Maintenance Budget Amendment
2. Teichert 21-PW -260 Contract
7.A
Packet Pg. 35
RESOLUTION NO. 2020-XX
RESOLUTION NO. 2020-XX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GILROY
AMENDING THE BUDGET FOR THE CITY OF GILROY FOR
FISCAL YEAR 2020-2021 AND APPROPRIATING PROPOSED
EXPENDITURE AMENDMENTS
WHEREAS, the City Administrator prepared and submitted to the City Council a budget for
the City of Gilroy for Fiscal Year 2019-2020 and Fiscal Year 2020-2021, and the City Council
carefully examined, considered and adopted the same on June 3, 2019; and
WHEREAS, City Staff has prepared and submitted to the City Council proposed
amendments to said budget for Fiscal Year 2020-2021 for the City of Gilroy in the staff report
dated October 19th, 2020 for the award of a contract for the FY21 Citywide Pavement
Maintenance Project No, 21-PW-260.
NOW, THEREFORE, BE IT RESOLVED THAT the appropriations for Fiscal Year 20 20-
21 in the Gas Tax Fund 2106, Fund 210, shall be increased by $52,963.
BE IT FURTHER RESOLVED THAT the appropriations for Fiscal Year 2020-21 in the
Vehicle Registration Fee, Fund 225, shall be increased by $228,660.
AND BE IT FURTHER RESOLVED THAT the appropriations for Fiscal Year 2020-21 in
the Road Maintenance and Rehab (SB1), Fund 215, shall be increased by $1,212,732.
PASSED AND ADOPTED on this 19th day of October, 2020, by the following roll call vote:
AYES: COUNCILMEMBERS:
NOES: COUNCILMEMBERS:
ABSENT: COUNCILMEMBERS:
APPROVED:
ATTEST: Roland Velasco, Mayor
Shawna Freels, City Clerk
7.A.a
Packet Pg. 36 Attachment: Resolution-Citywide Pavement Maintenance Budget Amendment [Revision 2] (3029 : Award of Contract for FY21 Pavement
Project No. 21-PW -260 FY21 Citywide Pavement Maintenance Project SECTION 00450-30
SECTION 00450
AGREEMENT
FY21 Citywide Pavement Maintenance Project
PROJECT NUMBER 21-PW -260
THIS AGREEMENT, made this day of ,
, by and between the City of Gilroy, hereinafter called the “City,” and
hereinafter called the “Contractor.”
W I T N E S S E T H:
WHEREAS, the City has caused the Contract Documents to be prepared
comprised of bidding and contract requirements and technical specifications and
drawings for the construction of the FY21 CITYWIDE PAVEMENT MAINTENANCE
PROJECT, PROJECT NO. 21-PW -260, as described therein, and
WHEREAS, the Contractor has offered to perform the proposed work in
accordance with the terms of the Contract Documents.
NOW, THEREFORE, in consideration of the mutual covenants and
agreements of the parties herein contained and to be performed, the City and
Contractor agree as follows:
Article 1. Work.
Contractor shall complete the Work as specified or indicated in the Contra ct
Documents.
Article 2. Contract Time.
The Work shall be completed by the Contractor in accordance with the Contract
Documents within the time period required by Paragraph 00810 -2.0, Time Allowed for
Completion, subject to extension as expressly provided in the Contract Documents.
19th October, 2020
Teichert & Son, Inc.
7.A.b
Packet Pg. 37 Attachment: Teichert 21-PW-260 Contract (3029 : Award of Contract for FY21 Pavement Maintenance Project)
Project No. 21-PW -260 FY21 Citywide Pavement Maintenance Project SECTION 00450-31
Article 3. Liquidated Damages.
The city and the contractor recognize that the city will suffer substantial damages
and significant financial loss as a result of the contractor’s delays in performance
of the work described in the contract documents. The city and the contractor
hereby acknowledge and agree that the damages and financial loss sustained as
a result of any such delays in performance will be extremely difficult and
impractical to ascertain. Therefore, the city a nd contractor hereby agree that in
the event of such delays in performance, the city shall be entitled to
compensation by way of liquidated damages (and not penalty) for the detriment
resulting therefrom in accordance with paragraph 00700-6.5, liquidated damages,
of the contract documents. The city and the contractor further agree that the
amounts designated as liquidated damages are a reasonable estimate of the
city’s damages and financial loss in the event of any such delays in performance
considering all of the circumstances existing as of the date of this agreement,
including the relationship of such amounts to the range of harm to the city which
reasonably could be anticipated as of the date of this agreement and the
expectation that proof of actual damages would be extremely difficult and
impractical.
By initialing this paragraph below, the parties hereto signify their approval and
consent to the terms of this article 3.
________________________________ ________________________________
City’s Initials Contractors Initials
Article 4. Contract Price.
In consideration of the Contractors performance of the Work in accordance with the
Contract Documents, the City shall pay the Contract Price set forth in the Contract
Documents.
Article 5. Contract Documents.
The Contract Documents which comprise the entire agreement between City and
Contractor concerning the Work consist of this Agreement (Section 00500 of the
Contract Documents) and the following, all of which are hereby incorporated into this
Agreement by reference with the same force and effect as if set forth in full.
Invitation to Bid
Instructions to Bidders
7.A.b
Packet Pg. 38 Attachment: Teichert 21-PW-260 Contract (3029 : Award of Contract for FY21 Pavement Maintenance Project)
Project No. 21-PW -260 FY21 Citywide Pavement Maintenance Project SECTION 00450-32
Bid Documents
Designation of Subcontractors
Bid Guaranty Bond
Agreement
Acknowledgements
Performance Bond
Payment Bond
General Conditions
Supplementary Conditions
General Requirements
Standard Specifications (Caltrans)
Technical Specifications
Drawings
Addenda, if any
Executed Change Orders, if any
Maintenance Bond
Notice of Award
Notice to Proceed
Article 6. Miscellaneous.
Capitalized terms used in this Agreement which are defined in Section 01090,
References, of the Contract Documents will have the meanings set forth in Section
01090, References.
Contractor shall not assign any rights, obligations, duties or responsibilities under or
interest in the Contract Documents without the prior written consent of the City, which
consent may be withheld by the City in its sole discretion. No assignment by the
Contractor of any rights, obligations, duties or responsibi lities under or interests in the
Contract Documents will be binding on the City without the prior written consent of the
City (which consent may be withheld in City’s sole discretion); and specifically but
without limitation monies that may become due and monies that are due may not be
assigned without such consent (except to the extent that the effect of this restriction
may be limited by law), and unless specifically stated to the contrary in any written
consent to an assignment, executed by the City, no assignment will release or
discharge the assignor from any liability, duty, obligation, or responsibility under the
Contract Documents.
Subject to the foregoing, the Contract Documents shall be binding upon and shall inure
to the benefit of the parties hereto and their respective successors and assigns.
Nothing contained in the Contract Documents shall in any way constitute a personal
obligation of or impose any personal liability on any employees, officers, directors,
7.A.b
Packet Pg. 39 Attachment: Teichert 21-PW-260 Contract (3029 : Award of Contract for FY21 Pavement Maintenance Project)
Project No. 21-PW -260 FY21 Citywide Pavement Maintenance Project SECTION 00450-33
agents or representatives of the City or its successor and assigns.
In accordance with California Business and Professions Code Section 7030, the
Contractor is required by law to be licensed and regulated by the Contractors’ State
License Board which has jurisdiction to investigate complaints against Contractors if a
complaint regarding a latent act or omission is filed within four years of the date of the
alleged violation. A complaint regarding a latent act or omission pertaining to structural
defects must be filed within 10 years of the date of the alleged violation. Any questions
concerning the Contractor may be referred to the Registrar, Contractors’ State License
Board, P.O. Box 26000, Sacramento, California 95826.
IN WITNESS WHEREOF, this agreement has been executed on this
day of , .
Name of Contractor Signature of City
Signature of Contractor Title of Signator
Title of Signator
ATTEST: ATTEST:
Signature Signature
Title of Signator Title of Signator
***END OF SECTION***
October 19 2020
7.A.b
Packet Pg. 40 Attachment: Teichert 21-PW-260 Contract (3029 : Award of Contract for FY21 Pavement Maintenance Project)
Project No. 21-PW -260 FY21 Citywide Pavement Maintenance Project SECTION 00610-34
SECTION 00610
FAITHFUL PERFORMANCE BOND
KNOW ALL PERSONS BY THESE PRESENTS, THAT, WHEREAS, City
of Gilroy, hereinafter designated the “City,” has, on , , awarded
to, hereinafter designated as the “Principal,” a Contract
for the construction of the FY21 Citywide Pavement Maintenance Project, and
WHEREAS, said Principal is required under the terms of said Contract to
furnish a bond for the faithful performance of said Contract:
NOW, THEREFORE, WE, the Principal, and , as Surety, are held and
firmly bound unto the City the penal sum of
dollars ($ ) lawful
money of the United States, for the payment of which sum well and truly to be made, we
bind ourselves, our heirs, executors, administrators, and successors, jointly and
severally, firmly by these presents.
THE CONDITION OF THIS OBLIGATION IS SUCH, that if the above
bounden Principal, it or its heirs, executors, administrators, successors, or assigns, shall
in all things stand to and abide by, and well and truly keep and faithfully perform the
covenants, conditions, and agreements in the said contract and any alterations made as
therein provided, on it or their part to be kept and performed, at the time and in the
manner therein specified, and in all respects according to their true intent and mean ing,
and shall indemnify and save harmless, the City, its officers and agents as therein
stipulated, then this obligation shall become null and void; otherwise it shall be and
remain in full force and virtue.
It is acknowledged that the Contract provides for a one-year warranty
period, during which time this bond remains in full force and effect.
And the said Surety, for value received, hereby stipulates and agrees that
no change, extension of time, alteration, or addition to the terms of the Contract or to
the work to be performed thereunder or the specifications accompanying the same
shall, in any way, affect its obligations on this bond, and it does hereby waive notice of
any such change, extension of time, alteration, or addition to the terms of the Co ntract
or to the work or to the specifications. Said Surety hereby waives the provisions of
Sections 2819 and 2845 of the Civil Code of the State of California.
7.A.b
Packet Pg. 41 Attachment: Teichert 21-PW-260 Contract (3029 : Award of Contract for FY21 Pavement Maintenance Project)
Project No. 21-PW -260 FY21 Citywide Pavement Maintenance Project SECTION 00610-35
IN WITNESS WHEREOF, the above bounden parties have executed this
instrument under their seals this day of , , the name and
corporate seal of each corporate party being hereto affixed and these presents duly
signed by its undersigned representative, pursuant to authority of its governing body.
____________________________
Principal
(Seal)
Signature for Principal
Title of Signator
Surety
(Seal)
Signature for Surety
Title of Signator
***END OF SECTION***
7.A.b
Packet Pg. 42 Attachment: Teichert 21-PW-260 Contract (3029 : Award of Contract for FY21 Pavement Maintenance Project)
Project No. 21-PW -260 FY21 Citywide Pavement Maintenance Project SECTION 00620-36
SECTION 00620
PAYMENT BOND
KNOW ALL PERSONS BY THESE PRESENTS, THAT, WHEREAS, City
of Gilroy , hereinafter designated as the “City,” has, on , ,
awarded to , hereinafter designated as the “Principal,” a
Contract for the construction of the FY21 Citywide Pavement Maintenance Project
and
WHEREAS, said Principal is required to furnish a bond in connection and
with said Contract, providing that if said Principal, or any of it or its subcontractors shall
fail to pay for any materials, provisions, or other supplies used in, upon, for, or about the
performance of the work contracted to be done, or for any work or labor done thereon of
any kind, the Surety of this bond will pay the same to the extent hereinafter set forth:
NOW, THEREFORE, we, the Principal, and , as Surety, are held and
firmly bound unto the City the penal sum of
Dollars ($ ) lawful
money of the United States, for the payment of which sum well and truly to be made, we
bind ourselves, our heirs, executors, administrators, and successors jointly and
severally, firmly by these presents.
The Payment Bond for which this Section provides shall secure the
payment of those persons or entities to whom the Principal, its Subcontractors or its
heirs, executors, administrators, successors, or assigns, shall be become legally
indebted for labor, materials, tools, equipment or services of any kind used or employed
by the bidder in performing the work, or taxes or amounts to be withheld thereon. The
Surety or Sureties will pay the following amounts should the Principal or a
Subcontractor fail to pay the same, plus reasonable attorneys’ fees to be fixed by the
court if suit is brought upon the bond: (1) amounts due to any of the persons named in
California Civil Code Section 3181; (2) amounts due under the Unemployment
Insurance Code with respect to work contracted to be done or any work or labor thereon
of any kind; and (3) any amounts required to be deducted, withheld, and paid over to
the Employment Development Department from the wages of employees of the
Principal and Subcontractors pursuant to Section 13020 of the Unemployment
Insurance Code with respect to the work and labor. This Payment Bond shall inure to
the benefit of any of the persons named in Civil Code Section 3181 so as to give a right
of action to those persons or their assigns in any suit brought upon this bond.
7.A.b
Packet Pg. 43 Attachment: Teichert 21-PW-260 Contract (3029 : Award of Contract for FY21 Pavement Maintenance Project)
Project No. 21-PW -260 FY21 Citywide Pavement Maintenance Project SECTION 00620-37
And the said Surety, for value received, hereby stipulates and agrees that
no change, extension of time, alteration, or addition of the terms of the Contract or to
the work to be performed thereunder or the specifications accompanying the same
shall, in any way, affect its obligations of this bond, and it does hereby waive notice of
any change, extension of time, alteration, or addition to the terms of the contract or to
the work or to the specifications. Sa id Surety hereby waives the provisions of Sections
2819 and 2845 of the Civil Code of the State of California.
IN WITNESS WHEREOF, the above bounded parties have executed this
instrument under their seals this day of , , the name
and corporate seal of each corporate party being hereto affixed and these presents duly
signed by its undersigned representative, pursuant to authority of its governing body.
___________________________________
Principal
(Seal) Signature for Principal Title
Surety
(Seal)
Signature for Surety Title
***END OF SECTION***
7.A.b
Packet Pg. 44 Attachment: Teichert 21-PW-260 Contract (3029 : Award of Contract for FY21 Pavement Maintenance Project)
Project No. 21-PW -260 FY21 Citywide Pavement Maintenance Project SECTION 00630-38
SECTION 00630
CERTIFICATE OF INSURANCE
Return Completed
Certificate to
City of Gilroy (Agency)
This certifies to the Agency that the following described policies have been issued to the Insured named below and are in
force at this time.
Insured
Address
Description of operations/locations/products insured (show contract name and/or number, if any):
POLICIES AND INSURERS
Bodily LIMITS Property
Injury Damage
POLICY
NUMBER
EXPIRATION
DATE
Workers’ Compensation
(Name of Insurer)
(Best’s Rating)
Employers Liability
$
Check policy type:
COMPREHENSIVE
GENERAL
LIABILITY , or
COMMERCIAL GENERAL
LIABILITY .
(Name of Insurer)
(Best’s Rating)
“Claims Made” Occurrence
Each Each
Occurrence Occurrence
$ $
Aggregate Aggregate
$ $
or Combined Single Limit
$
Aggregate $
BUSINESS AUTO POLICY
Liability Coverage
Symbol
Each Person Each Accident
$ $ $
Each Accident
$
or, Combined Single Limit $
UMBRELLA LIABILITY
(Name of Insurer)
(Best’s Rating)
“Claims Made” Occurrence
Occurrence/Aggregate $
Self-Insured Retention
$
7.A.b
Packet Pg. 45 Attachment: Teichert 21-PW-260 Contract (3029 : Award of Contract for FY21 Pavement Maintenance Project)
Project No. 21-PW -260 FY21 Citywide Pavement Maintenance Project SECTION 00630-39
The following coverage or conditions are in effect:
Yes
No
The Agency, its officials, and employees are named on all liability policies
described above as insureds as respects: (a) activities performed for the Agency
by or on behalf of the Named Insured, (b) products and completed operations of
the Named Insured, and (c) premises owned, leased or used by the Named
Insured.
Products and Completed Operations
The undersigned will mail to the Agency 30 days written notice of cancellation or
reduction of coverage or limits
Cross Liability Clause (or equivalent wording)
Personal Injury, Perils A, B and C
Broad Form Property Damage
X, C, U& Hazards included
Contractual Liability Coverage applying to this Contract
Liquor Liability
Coverage afforded the Agency, its officials, employees and volunteers as Insureds
applies as primary and not excess or contributing to any insurance issued in the
name of the Agency
Waiver of subrogation from Workers’ Compensation Insurer
This certificate is issued as a matter of information. This certificate is not an insurance policy and does not amend, exten d
or alter the coverage afforded by the policies listed herein. Notwithstanding any requirement, term or condition of any
contract or other document with respect to which this certificate of insurance may be issued or may pertain, the insurance
afforded by the policies described herein is subject to all the terms, exclusions and conditions of such policies .
Agency or Brokerage Insurance Company
Address Home Office
Name of Person to be Contacted Authorized Signature Date
Telephone No.
Note: Authorized signatures may be the agent’s if the agent has placed insurance through an agency
agreement with the insurer. If insurance is brokered, authorized signature must be that of official of
insurer.
7.A.b
Packet Pg. 46 Attachment: Teichert 21-PW-260 Contract (3029 : Award of Contract for FY21 Pavement Maintenance Project)
Project No. 21-PW -260 FY21 Citywide Pavement Maintenance Project SECTION 00630-40
City of Gilroy (“the Agency”) GENERAL LIABILITY ENDORSEMENT
7351 Rosanna Street
Gilroy, CA 95020
Attn: Risk Manager
A. POLICY INFORMATION Endorsement No.
1. Insurance Company Policy No.
2. Policy Term (from) (to)
3. Named Insured
4. Address of Named Insured
5. Limit of Liability Any One Incident/Aggregate $
6. Deductible or Self-Insured Retention:
(Nil unless otherwise specified): $
7. Coverage is equivalent:
Comprehensive General Liability form GL0002 (Ed 1/73)
Comprehensive General Liability “occurrence” form CG0001
Comprehensive General Liability “claims-made” form CG0002 .......................................................
8. Bodily Injury and Property Damage Coverage is: “claims-made” - “occurrence”
if claims-made, the retroactive date is .
NOTE: The Agency’s standard insurance requirements specify “occurrence” coverage. “Claims-made” coverage
requires special approval.
B. POLICY AMENDMENTS
This endorsement is issued in consideration of the policy premium. Notwithstanding any inconsistent statement in the
policy to which this endorsement is attached or any other endorsement attached thereto, it is agreed as follows:
1. INSURED. The Agency, its elected and appointed officers, officials, employees and volunteers
are included as insureds with regards to damages and defense of claims arising from: (a)
activities performed by or on behalf of the Named Insured, (b) products and completed
operations of the Named Insured, or (c) premises owned, leased or used by the Named
Insured.
2. CONTRIBUTION NOT REQUIRED. As respects: (a) work performed by the Named Insured
for or on behalf of the Agency; or (b) products sold by the Named Insured to the Agency; or (c)
premises leased by the Named Insured from the Agency, the insurance afforded by this policy
shall be primary insurance as respects the Agency, its elected or appointed officers, officials,
employees or volunteers; or stand in an unbroken chain of coverage excess of the Named
Insured’s scheduled underlying primary coverage. In either event, any other insurance
maintained by the Agency, its elected or appointed officers, officials, employees an d
volunteers shall be in excess of this insurance and shall not contribute with it.
3. SCOPE OF COVERAGE. This coverage, if primary, affords coverage at least as broad as:
(1) Insurance Services Office form number GL 002 (Ed. 1/73), Comprehensive Genera l
Liability Insurance and Insurance Services Office form number GL 0404 Broad Form
7.A.b
Packet Pg. 47 Attachment: Teichert 21-PW-260 Contract (3029 : Award of Contract for FY21 Pavement Maintenance Project)
Project No. 21-PW -260 FY21 Citywide Pavement Maintenance Project SECTION 00630-41
comprehensive General Liability endorsement: or
(2) Insurance Services Office Commercial General Liability Coverage, “occurrence” form
CG 0001 or “claims-made” form CG 0002; or
(3) If excess, affords coverage which is at least as broad as the primary insurance forms
referenced in the preceding sections (1) and (2).
3. SEVERABILITY OF INTEREST. The insurance afforded by this policy applies separately to
each insured who is seeking coverage or against whom a claim is made or a suit is brought,
except with respects to the Company’s limit of liability.
4. PROVISIONS REGARDING THE INSURED’S DUTIES AFTER ACCIDENT OR LOSS. Any
failure to comply with reporting provisions of the policy shall not affect coverage provided to the
Agency, its elected or appointed officers, officials, employees or volunteers.
5. CANCELLATION NOTICE. The insurance afforded by this policy shall not be suspended,
voided, cancelled, reduced in coverage or in limits except after thirty (30) days prior written
notice by certified mail return receipt requested has been given to the Agency. Such notice
shall be addressed as shown in the heading of this endorsement.
C. INCIDENT AND CLAIM REPORTING PROCEDURE
Incidents and claims are to be reported to the insurer at:
ATTN:
(Title) (Department)
(Company)
(Address)
(Telephone)
D. SIGNATURE OF INSURER OR AUTHORIZED REPRESENTATIVE OF THE INSURER
I, (print/type name), warrant that I have authority to bind the below listed in surance
company and by my signature hereon do so bind this company.
SIGNATURE OF AUTHORIZED REPRESENTATIVE
(original signature required on endorsement furnished to the Agency)
ORGANIZATION TITLE
ADDRESS TELEPHONE
7.A.b
Packet Pg. 48 Attachment: Teichert 21-PW-260 Contract (3029 : Award of Contract for FY21 Pavement Maintenance Project)
Project No. 21-PW -260 FY21 Citywide Pavement Maintenance Project SECTION 00630-42
WORKER’S COMPENSATION/EMPLOYERS LIABILITY ENDORSEMENT
The City of Gilroy (“the Agency”)
7351 Rosanna Street
Gilroy, CA 95020
Attn: Risk Manager
A. POLICY INFORMATION Endorsement #
1. Insurance Company (“the Company”)
Policy Number
2. Effective Date of This Endorsement
3. Named Insured
4. Employer’s Liability Limit (Coverage B)
B. POLICY AMENDMENTS
In consideration of the policy premium and notwithstanding any inconsistent statement in the policy to which this
endorsement is attached or any other endorsement attached thereto, it is agreed as follows:
1. Cancellation Notice. The insurance afforded by this policy shall not be suspended, voided,
cancelled, reduced in coverage or in limits except after thirty (30) days prior written notice by
certified mail return receipt requested has been given to the Agency. Such notice shall be
addressed as shown in the heading of this endorsement.
2. Waiver of Subrogation. The Insurance Company agrees to waive all rights of subrogation
against the Agency, its elected or appointed officers, officials, agents and employees for losses
paid under the terms of this policy which arise from work performed by the Named Insured for
the Agency.
C. SIGNATURE OF INSURER OR AUTHORIZED REPRESENTATIVE OF THE INSURER
I, (print/type name), warrant that I have authority to bind the below listed insurance
company and by my signature hereon do so bind this company.
SIGNATURE OF AUTHORIZED REPRESENTATIVE
(original signature required on endorsement furnished to the Agency)
ORGANIZATION TITLE
ADDRESS TELEPHONE
7.A.b
Packet Pg. 49 Attachment: Teichert 21-PW-260 Contract (3029 : Award of Contract for FY21 Pavement Maintenance Project)
Project No. 21-PW -260 FY21 Citywide Pavement Maintenance Project SECTION 00650-43
SECTION 00650
WORKERS’ COMPENSATION INSURANCE CERTIFICATE
In accordance with California Labor Code Section 1861, prior to commencement of
work on the Contract, the Contractor shall sign and file with the City the following
certification:
“I am aware of the provisions of Section 3700 of the Labor Code which require
every employer to be insured against liability for workers’ compensation or to
undertake self-insurance in accordance with the provisions of that code, and I
will comply with such provisions before commencing the performance of the
work of this contract.”
Signature
Name of Contractor
Title
Date
***END OF SECTION***
7.A.b
Packet Pg. 50 Attachment: Teichert 21-PW-260 Contract (3029 : Award of Contract for FY21 Pavement Maintenance Project)
Project No. 21-PW -260 FY21 Citywide Pavement Maintenance Project SECTION 00670-44
SECTION 00670
NOTICE OF NONDISCRIMINATION IN EMPLOYMENT
The undersigned contractor will not discriminate against any employee or applicant for
employment because of race, color, religion, sex, age, marital status or national origin.
The Contractor will take affirmative action to ensure that applicants are employed, and
that employees are treated during employment, without regard to their race, color,
religion, sex, age, marital status or national origin. Such act ion shall include, but not be
limited to, the following: Employment, upgrading, demotion, or transfer, recruitment
advertising; layoff or termination; rates of pay, or other forms of compensation; and
selection for training, including apprenticeship. The contractor agrees to post in
conspicuous places, available to employees and applicants for employment notice to be
provided by the municipality setting forth the provisions of this nondiscrimination clause.
Date Licensed General Contractor
Company License #
***POST IN CONSPICUOUS PLACE OF EMPLOYMENT***
***END OF SECTION***
7.A.b
Packet Pg. 51 Attachment: Teichert 21-PW-260 Contract (3029 : Award of Contract for FY21 Pavement Maintenance Project)
City of Gilroy
STAFF REPORT
Agenda Item Title: Approval of a Fiscal Year 2020-2021 Budget Amendment in the
Amount of $389,316 and Approval of a First Amendment to the
Agreement with Monterey Peninsula Engineering in the Amount of
$6,659,104 for the First Street (State Route 152) Water Utility
Improvements, Project No. 16-PW -217
Meeting Date: October 19, 2020
From: Jimmy Forbis, City Administrator
Department: Public Works Department
Submitted By: Girum Awoke
Prepared By: Girum Awoke
Julie Oates
Strategic Plan Goals
Fiscal Stability
☐ Downtown
Revitalization
Economic
Development
Neighborhood Services
Enhanced Public
Safety
☐ Workforce Stability ☐ Public Engagement
RECOMMENDATION
a) Adopt a resolution of the City Council of the City of Gilroy amending the Fiscal
Year 2020-2021 budget for the Water Enterprise Fund 720 increasing
appropriations in the amount of $389,316.
b) Approve a first amendment to the agreement with Monterey Peninsula
Engineering in the amount of $6,659,104 for the First Street (State Route 152)
Water Utility Improvements, Project No. 16-PW -217, and authorize the City
Administrator to execute the amendment and associated documents.
EXECUTIVE SUMMARY
7.B
Packet Pg. 52
During construction of the First street water line replacement proejct, staff identified an
urgent need to abandon a six-inch water main along Monterey Road (referred to as the
Monterey-Howson work) in advance of the upcoming Caltrans State Route (SR) 152
paving project. The Monterey-Howson work was conducted as a change order to the
First Street Water Line Project in order to expedite the work and take advantage of the
existing Caltrans encroachment permit. Due to unforeseen conditions in the field, the
project also required additional change orders that exce eded the project’s contingency
funds. Staff recommends the Council approve two change orders for a total of $398,3 10
and a contract amendment with Monterey Peninsula Engineering for a total contract
value $6,659,104 to close out the First Street Water Line Project. Construction of the
First Street Water Line Project was substantially completed in October 2019.
BACKGROUND
In June 2018, the City Council awarded a contract to Monterey Peninsula Engineering
(MPE) in the amount of $5,451,990 for the construction of the First Street Water Utility
Improvements (Project No. 16-PW -217). The Council also approved a project
contingency in the amount of $817,798 (15%), and authorized the City Administrator to
execute the agreement and related documents, including amend ments, up to the
contingency amount. Construction of the First Street Water Line Project began in July
2018 and was substantially completed in October 2019.
While the First Street Water Line project was under construction, Caltrans was set to
begin its paving project (which is currently nearing completion). The Caltrans project
includes repaving State Route 152 (including portions of First Street, Monterey Road,
and Leavesley Road) from west of Santa Teresa Boulevard to west of the US
101/Leavesley Road interchange. In spring 2019, City’s Water Section staff identified an
urgent need to abandon a problematic six-inch water main along Monterey Road
between Leavesley Road and Howson Street. This required the transfer of seven water
services and two fire hydrants to a newer 12-inch water main that runs parallel to the
six-inch main. The following factors contributed to the urgency to complete this work:
The water main was at an increased risk of rupture. Abandoning the old main
and transferring the water services to a newer main would prevent a rupture, and
a subsequent need for re-paving a newly paved roadway.
The old and dilapidated water main experienced major leaks three times in the
last eight years, which cost a significant amount of staff time and money.
Replacing it would allow a reduction in future repair costs.
ANALYSIS
When staff identified the need for the Monterey-Howson work, there was approximately
$350,000 left in the project’s contingency account. Staff directed MPE to abandon the
7.B
Packet Pg. 53
six-inch main and transfer seven water services and two fire hydrants to the newer 12-
inch main for the reasons stated above.
The First Street Water Line Project and Monterey-Howson work are both in the Caltrans
right-of-way. Since they are in close proximity to one a nother, staff proposed that MPE
perform this work as a change order to the First Street Water Line Project. This would
allow the Monterey-Howson work to be done through an amendment to the Caltrans
encroachment permit for the First Street Water Line Project. This would save time and
allow the Monterey-Howson work to be done before Caltrans repaved Monterey Road.
Caltrans approved the amendment to the encroachment permit on April 18, 2019.
The work was done in conjunction with the First Street Water Line Pr oject in order to
take advantage of an existing Caltrans encroachment permit and to expedite the work in
advance of the Caltrans paving project which, at the time, was set to begin in October
2019.
The Monterey-Howson work was done through Change Order #10 of the First Street
Water Line Project. The work was done at night to minimize impacts to local businesses
and commuters. Change Order #10 was issued in the amount of $180,293, with the
understanding that additional costs could arise due to material cost increases for
nighttime asphalt and slurry deliveries and unforeseen conditions in the field. The
presence of unforeseen concrete encasements under the road resulted in additional
change order for the Monterey-Howson work. The unforeseen conditions required the
contractor to expose, excavate, jackhammer, and demolish about 1,000 feet of
unidentified concrete cap and utility encasements. This included a 700-foot concrete
cap along the 6-inch main and about 300 feet of concrete encased sewer and storm
utilities at six crossings. The additional work also included abandoning a water main at
Leavesley Road and connecting an additional water service line at Howson Street. The
changed field conditions were verified and documented as Force Account records by
the City’s construction inspection team.
The Monterey-Howson change order, Change Order #23, in the amount of $158,246 is
intended to pay for the additional work due to unforeseen conditions. All time and
material totals were verified by the on-site inspector, construction manager, and project
manager. This resulted in a total cost of $338,539 for the Monterey-Howson work (i.e.,
Change Order #10 plus Change Order #23).
When the Monterey-Howson work was approved, it was not known if there would be
enough contingency in the First Street Water Line Project contract to cover the cost of
the Monterey-Howson work and any other unforeseen conditions that may arise with the
First Street Water Line Project.
During the completion of the First Street Water Line Project, additional unforeseen
conditions arose that caused the final construction cost to exceed the project’s total
contingency amount. The additional unforeseen conditions included a previously
unidentified concrete cap and additional asphalt depths that required sawcutting and
7.B
Packet Pg. 54
prevented the contractor from being able to grind the existing asphalt as the project had
originally been bid. The additional unforeseen conditions resulted in Change Order #24
for $240,064.
FISCAL IMPACT/FUNDING SOURCE
The total cost of the First Street Water Line Project change orders, excluding the
Monterey-Howson work, exceeded the project contingency by $50,777. The total cost of
the First Street Water Line Project change orders, including the Monterey-Howson work,
exceeded the project contingency by $389,316. Please note that there is $8,994 left in
the current Purchase Order (PO).
Staff recommends Council approval of Change Order #23 in the amount of $158,246
and Change Order #24 in the amount of $240,064 (for a total of $398,310). Staff also
recommends Council approve a first amendment to the agreement with Monterey
Peninsula Engineering (MPE) to increase the contract by the amount of $389,316 (the
difference between the sum of Change Orders #23 and #24 and the contract
amendment is covered by the project’s remaining contingency of $8,994). If Council
approves Change Orders #23 and #24 and the contract amendment, staff will be able to
finalize the project’s remaining change orders and close out the project.
Original Contract $5,451,990
Contingency $817,799
Change Orders #1 - #9 ($228,491)
Change Order #10 ($180,293)
Change Orders #11 - #22 ($400,021)
Remaining Contingency $8,994
Change Order #23 ($158,246)
Change Order #24 ($240,064)
CCO #23 Plus CCO #24 ($398,310)
Contract Amendment ($389,316)
Total Construction Cost $6,659,104
Staff recommends that the City Council adopt the attached Resolution to amend the
budget for Fiscal Year 2020-2021, increasing appropriations in the Water Enterprise
Fund 720 by $389,316 for construction of the Monterey-Howson work and additional
work due to unforeseen conditions for the First Street Water Line Project. All costs are
to be paid out of the Water Enterprise Fund.
ALTERNATIVES
None. Had work been stopped as the project waited for a Council-approved contract
7.B
Packet Pg. 55
and budget amendment, the project would have been left incomplete and would have
also resulted in extended service outages for utility users.
NEXT STEPS
Staff anticipates bringing the First Street Water Line Project Notice of Acceptance of
Completion to Council in November 2020.
Attachments:
1. Resolution Fund 720 Budget Amendment
2. MPE Contract Amendment
3. FIRST ST.- CCO NO. 023_SIGNED
4. FIRST ST.- CCO NO. 024_SIGNED
7.B
Packet Pg. 56
RESOLUTION NO. 2020-XX
RESOLUTION NO. 2020-XX
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF GILROY AMENDING THE BUDGET FOR
THE CITY OF GILROY FOR 2020-2021 AND
APPROPRIATING PROPOSED EXPENDITURE
AMENDMENTS
WHEREAS, the City Administrator prepared and submitted to the City Council a budget
for the City of Gilroy for Fiscal Years 2019-2020 and 2020-2021, and the City Council
carefully examined, considered and adopted the same on June 3, 2019; and
WHEREAS, City Staff has prepared and submitted to the City Council proposed
amendments to said budget for Fiscal Year 2020-2021 for the City of Gilroy in the staff report
dated October 19, 2020 for the First Street (State Route 152) Water Utility Improvements Project,
City Project No. 16-PW-217.
NOW, THEREFORE, BE IT RESOLVED THAT the appropriations for Fiscal Year
2020-2021 in the Water Enterprise Fund 720 shall be increased by $389,316.
PASSED AND ADOPTED this 19th day of October, 2020 by the following roll call vote:
AYES: COUNCILMEMBERS:
NOES: COUNCILMEMBERS:
ABSENT: COUNCILMEMBERS:
APPROVED:
ATTEST: Roland Velasco, Mayor
Shawna Freels, City Clerk
7.B.a
Packet Pg. 57 Attachment: Resolution Fund 720 Budget Amendment (2835 : Contract Amendment for Monterey Peninsula Engineering)
FIRST AMENDMENT TO FIRST STREET WATER UTILITY
IMPROVEMENTS PROJECT, PROJECT NUMBER 16-PW-217
WHEREAS, the City of Gilroy, a municipal corporation ("City"), and Monterey Peninsula
Engineering entered into that certain agreement entitled First Street Water Utility Improvements Project,
Project Number 16-PW-217, effective on June 5, 2018, hereinafter referred to as "Original Agreement"; and
WHEREAS, City and Monterey Peninsula Engineering have determined it is in their mutual interest
to amend certain terms of the Original Agreement.
NOW, THEREFORE, FOR VALUAB LE CONSIDERATION, THE PARTIES AGREE AS
FOLLOWS:
1.Section 00500, Agreement of the Original Agreement shall be amended to read as follows:
Section 00500, Agreement, Article 4. Contract Price, shall be amended to read "In consideration of the
Contractors performance of the Work in accordance with the Contract Documents, the City shall pay the
Contractor an amount not to exceed $6,659,104.
2.Except as expressly modified herein, all of the provisions of the Original Agreement shall remain in
full force and effect. In the case of any inconsistencies between the Original Agreement and this
Amendment, the terms of this Amendment shall control.
3.This Amendment may be executed in counterparts, each of which shall be deemed an original, but all
of which together shall constitute one and the same instrument.
IN WITNESS WHEREOF, the parties have caused this Amendment to b
z:
-e executed as of the dates set
forth besides their signatures below.
CITY OF GILROY MONTER NGINEERING
By: By:
Jimmy Forbis
[signature]
[employee name]
Interim City Administrator
[title/department]
Date:
Approved as to Form
City Attorney
4845-8215-5540v1 MDOLINGER\04706083
Date:
ATTEST:
City Clerk
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[signature]
[name]
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City of Gilroy
STAFF REPORT
Agenda Item Title: Approval of an Agreement with the City of Gilroy, the City of
Hollister, the City of San Juan Bautista and Community Media
Access Partnership (CMAP) for Public, Education and Government
(PEG) Services
Meeting Date: October 19, 2020
From: Jimmy Forbis, City Administrator
Department: Administration
Submitted By: Jimmy Forbis
Prepared By: Jimmy Forbis
Rachelle Bedell
Strategic Plan Goals
☐ Fiscal Stability
☐ Downtown
Revitalization
☐ Economic
Development
☐ Neighborhood Services
☐ Enhanced Public
Safety
☐ Workforce Stability ☐ Public Engagement
RECOMMENDATION
Approve an agreement with the City of Gilroy, the City of Hollister, the City of San Juan
Bautista and Community Media Access Partnership (CMAP) for continued public,
education and government (PEG) services.
EXECUTIVE SUMMARY
The cities of Gilroy, Hollister, and San Juan Bautista (the Cities) entered into an
agreement with Community Media Access Partnership (CMAP) in 2001 t o create a
media center to provide Public, Education, and Government access facilities, services,
and programming to these communities and surrounding areas. Since that time, Gilroy
has entered into multiple amendments to extend the original agreement. In 2019, upon
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expiration of the most recent amendment, staff brought this item to Council and
received direction to negotiate a new 5-year agreement.
After careful deliberations and thoughtfulness towards the City’s strained resources,
City staff and CMAP have come to terms on a new agreement, which is being
recommended for approval by Council at this time. The new agreement balances
services with available resources and will help the City of Gilroy continue to provide high
quality access to government meetings.
BACKGROUND
In 2001, the Cities entered into an agreement with CMAP to provide a media center for
the community members to learn, create and broadcast video programming over the
Public, Education, and Government (PEG) access channels provided by Charter
Communications. It was also determined that CMAP would cover, record, and
broadcast City Council meetings for Hollister and San Juan Bautista as part of the
agreement. Gilroy decided at that time to continue to cover their government meeting s
with City staff and program these meeting recordings for broadcast on the PEG access
channels.
The Digital Infrastructure and Video Competition Act of 2006 changed the capabilities of
local agencies to negotiate local franchises with cable companies and requires th ese
companies to apply for state franchises. This eliminated the ability of our local agencies
to directly negotiate franchise agreements with cable companies. In 2009, the Cities
passed DIVCA Ordinances to protect PEG Fee (3%) and Franchise Fee (5%) revenue.
In 2010, the cities and Charter Communication entered into a settlement agreement for
services not followed through in the original franchise agreement with the cities. This
provided funding to upgrade antiquated video broadcasting equipment from anal og to
digital signals and allowed Charter to take back control of their INET fiber network put in
place with the original franchise agreement.
The 3% PEG Fee revenues are credited to the City Gilroy by Charter – in practice they
are provided to CMAP directly from Charter, per agreement, for capital expenditures
related to operating local PEG access channels. In addition, the 5% Franchise Fee
revenues are paid to the City of Gilroy by Charter. However, of the 5% Franchise Fee
received by Gilroy, 20% is then used to pay CMAP for capital and operating
expenditures. See the chart below:
Annual Revenues Provided to CMAP
for the City of Gilroy for Public, Education, and Government (PEG)
Access Channel Services
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Item Annual Amount Provided to
CMAP
Allowable Uses
PEG Fees
~$180,000
Capital Expenditures
Franchise Fees
~$60,000
Capital and Operating
Expenditures
Total ~$240,000
Recently, representatives from each city and CMAP started working on a new
agreement to cover additional needs and rectify concerns outlined in the original
agreement - including the concerns and recommendations highlighted by City of Gilroy
staff and Gilroy City Council in the 2019 meeting:
CMAP should provide equitable services to the Cities funding the organization
through Charter fees.
CMAP should provide professional recording of all City Council Meetings, Study
Sessions, and Planning Commission Meetings
CMAP should develop and deploy a 10-year plan for regular updates to City of
Gilroy broadcasting infrastructure and equipme nt which would include updates to
allow broadcasting of meetings on social media
CMAP should provide professionally recorded videos of up to 4-minutes on a
topic chosen by the City to expand the communication objectives of the City.
CMAP should provide a transparent accounting of the use of the funds provided
by the cities.
Many of these concerns were shared by both Hollister and San Juan Bautista. The
updated agreement addresses these concerns with the addition of a funding increase
as will be outlined below.
ANALYSIS
The new agreement incorporates the relevant changes in law and policies that have
taken place between now and the date of the original agreement and the changes
requested by the cities and CMAP. Highlights of the new agreement are as follows:
Added references to DIVCA and State Franchising that were not relevant in the
original agreement
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Added reference to the Settlement Agreement between Cities and Charter in
2010
Enhanced services provided to the Cities by CMAP, including:
o CMAP will provide coverage of Gilroy Council Meetings, Study Sessions,
and Planning Commission meetings up to a maximum of 44 meetings
annually.
o CMAP will provide coverage of Hollister Council Meetings, Study
Sessions, Planning Commission, and Airport Advisory up to a maximum of
48 meetings annually.
o CMAP will provide coverage of San Juan Bautista Monthly Council
Meetings and three special meetings up to a maximum of 27 meetings
annually.
o Meetings exceeding four hours in length will be charged at a rate provided
in Exhibit A: Additional Services CMAP Rate Sheet.
o CMAP will produce up to 4-minute videos, twice a year, at the request of
each City.
o CMAP will set aside 10% of PEG funds for each City for Council
Chambers video equipment. For the City of Gilroy, 10% of PEG funds
amount to approximately $18,000 set aside per year.
o CMAP will develop a 10-year equipment replacement plan for equipment
used to record and broadcast City Council Meetings by July 2021.
o Additional video services by CMAP are available to the Cities at the rates
shown on Exhibit A.
CMAP will continue to provide Annual Plan and Budget Reports to the Cities, as
well as a Fiscal Audit by an independent CPA at least every three years.
Funding is as follows:
Cities will continue to provide PEG funding from Cable Companies directly to
CMAP (3% of Charter Gross Revenues)
Cities will continue to provide a portion of Franchise Fees received by Charter
to CMAP as follows:
o 20% for years 2020 and 2021; and
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This now includes San Juan Bautista, which does not pay a
percentage of Franchise Fees under the current or previous
agreements.
o 22% for the year 2022 until the end of the initial term of the agreement.
Based on 2019 Franchise Fees, this is a projected increase of
approximately $6,200 annually for Gilroy.
Based on 2019 Franchise Fees, this is a projected increase of
approximately $4,400 annually for Hollister.
No Franchise Fee numbers available for San Juan Bautista at
this time for forecasting
o Funds continue to be disbursed quarterly with CMAP invoicing Cities
quarterly
CMAP will continue to pay an annual fee of $3,600 to the City of Gilroy for the
housing of CMAP’s Master Control Equipment in the City of Gilroy data center
as originally agreed upon.
ALTERNATIVES
Council could direct staff not to enter in an agreement with CMAP and the other cities
and to instead bring the full PEG and Franchise Fees to the City. Per previous Council
direction, staff does not recommend this option.
FISCAL IMPACT/FUNDING SOURCE
Both PEG and Franchise Fees come to the City of Gilroy from Charter and may
increase or decrease based on Charter subscribership. Franchise Fees that are not
provided to CMAP go into the City’s General Fund. Starting in the year 2022, the City of
Gilroy will be obligated to increase the amount of Franchise F ees provided to CMAP by
2% to help cover the cost of the additional services provided by CMAP in the new
agreement, see chart below. This increase in funding will come from the City’s General
Fund.
Annual Revenues Provided to CMAP
for the City of Gilroy for Public, Education, and Government (PEG)
Access Channel Services *
Item 2020 and 20201 Annual
Amount Provided to
CMAP
2022 Annual Amount
Provided to CMAP
Increase Between
2021 and 2022
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PEG Fees
~$180,000
~$180,000
$0
Franchise Fees
~$60,000
~$66,000
~$6,000
Total ~$240,000 ~$246,000 ~$6,000
*Numbers are approximate based on 2018-2019 actual numbers.
CONCLUSION
CMAP and the Cities of Gilroy, Hollister, and San Juan Bautista have made a good faith
effort to develop an agreement that provides equitable services and funding, fills the
service gaps identified by the Cities, and provides a financially sustainable model for
achieving these services. Staff recommends that the City Council approv e an
agreement with the City of Gilroy and the cities of Hollister, San Juan Bautista, and
Community Media Access Partnership (CMAP) for continued public, education, and
government (PEG) services.
Attachments:
1. Contract - Cities CMAP 10-13-20 Final w Jan2021-Dec2025 added
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CONTRACT BETWEEN THE CITIES OF GILROY,
HOLLISTER & SAN JUAN BAUTISTA
AND
COMMUNITY MEDIA ACCESS PARTNERSHIP
OF SOUTHERN SANTA CLARA AND SAN BENITO COUNTIES
AGREEMENT
This Agreement is made this 1st day of January, 2021, by and between the Cities
of Gilroy, Hollister and San Juan Bautista ("the Cities"), and Community Media
Access Partnership of Southern Santa Clara and San Benito Counties (“CMAP”), a
nonprofit corporation, who agree as follows:
RECITALS
1.Charter Communications (“Charter”) has been granted a state franchise (“State
Franchisee”) to provide cable/video services in Gilroy, Hollister, and San Juan
Bautista pursuant to the Digital Infrastructure and Video Competition Act of 2006
(“DIVCA”) (hereinafter the Charter DIVCA franchise).
2. A.T.&T. has been granted a state franchise (“State Franchisee”) to provide
cable/video services in Hollister pursuant to the Digital Infrastructure and Video
Competition Act of 2006 (“DIVCA”) (hereinafter the AT&T DIVCA franchise).
3. DIVCA provides that certain channel capacity shall be provided for public,
educational, and government (“PEG”) access.
4.DIVCA authorizes the Cities to receive certain grant payments from State
Franchisees for PEG access purposes as defined by Section 5870(n) of DIVCA.
5.The Cities have each authorized the receipt of such PEG channels and payments
via City of Gilroy Municipal Code Chapter 24.22, City of Hollister Code Chapter
5.21.070, and City of San Juan Bautista Code Chapter 5-20-1830.
6.A Settlement Agreement and Release between each of the Cities and Charter,
enacted on or about June 11, 2010, provides that certain payments and in-kind
services shall be provided by Charter to support the operations of the PEG access
facilities, equipment and channels.
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7.The Cities have determined that they wish to designate CMAP as the access
management organization to develop, manage, and administer the PEG access
channels and to operate one or more community media centers.
8. CMAP has managed a community access center and managed certain PEG
access channels since 2001.
9. CMAP has agreed to continue to serve the Cities by developing, programming,
and administering the PEG channels, and operating one or more community
media centers to support the services as described herein.
NOW, THEREFORE, in consideration of the mutual promises and covenants set forth
herein, the parties agree as follows:
SECTION 1. SCOPE OF SERVICES. In exchange for the resources provided by the
Cities to CMAP, pursuant to this Agreement, CMAP shall provide the following services:
A.OPERATE PUBLIC, EDUCATIONAL, AND GOVERNMENT ACCESS CABLE
CHANNEL(S). Operate the public, educational, and government access
cable channel(s) in accordance with this Agreement and applicable state and
federal law, with the primary purpose being to bring to the community
programming and information not otherwise readily available in commercial
and national media.
B.OPERATE A COMMUNITY MEDIA CENTER. Manage a community media
production facility and equipment (“Community Media Center”), available for
public use at such hours and times as are determined by CMAP. Access to
equipment and facilities shall be open to all those who qualify within
membership, training, and/or other requirements or standards deemed
appropriate by CMAP to further the media access objectives of CMAP.
C.PROVIDE NONDISCRIMINATORY ACCESS. Provide access to the
equipment, facilities, channels, and services provided hereunder on a non-
discriminatory basis to all residents of the Cities for non-commercial
programming purposes, whether individuals or organizations, on a non-
discriminatory basis, pursuant to operating rules issued by CMAP.
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D.DEVELOP OPERATING POLICIES AND PROCEDURES. Develop policies
and procedures for use and operation of the PEG access equipment,
facilities, and channels and file such policies and procedures with the Cities.
E.COMPLIANCE WITH LAWS RULES, AND REGULATIONS . Administer the
PEG access channels and facilities in compliance with applicable laws, rules,
and regulations.
F.TRAINING. Train residents of the Cities and, when requested, employees of
the Cities and local school or college employees in the techniques of media
production, and provide technical advice in the execution of productions.
G.PLAYBACK/CABLECAST. Provide for distribution of PEG access programs
through playback/cablecasting/webcasting and other innovative or readily
available means of distribution of PEG access channels and program
content.
H.MAINTENANCE OF EQUIPMENT. Provide regular maintenance and repair
of all equipment purchased with monies received pursuant to this Agreement .
I.PROMOTION. Actively promote the use and benefits of the PEG access
channels and facilities to cable subscribers, the public, and PEG access
users.
J.PERFORMANCE REVIEW. CMAP shall, after four (4) years of operation
under this Agreement, contract with an entity from outside the Cities chosen
upon approval of the CMAP Board of Directors, that is expert in PEG access
matters to conduct a performance review of CMAP’s operations. This review
shall include an opportunity for PEG access users and cable subscribers to
provide input. Upon completion, a copy of the performance review shall be
submitted to the Cities.
K.OTHER ACTIVITIES. Undertake other PEG access programming activities
and services as deemed appropriate by CMAP and consistent with the
obligation to facilitate and promote PEG access programming and provide
non-discriminatory access.
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SECTION 2. ENHANCED GOVERNMENT SERVICES
A.In additional to those services specified in Section 1, CMAP shall provide the
staffing for professional video production services for the following meetings
taking place at the City Hall of each of the Cities.
1.Gilroy: Regular City Council meetings, Council Study Sessions, Planning
Commission meetings. (Maximum of 44 meetings per year.)
a.On the effective date of this Agreement, the City of Gilroy staffed these
meetings. Hereafter, CMAP will provide these services. CMAP will
coordinate with the City to have a smooth and timely transition of the
meeting coverage from City staff to CMAP. It anticipated that it will
take several months after the initiation of this agreement for that
transition to occur. The transition period will be part of the 44
meetings per year. There will be no additional charges for CMAP staff
to develop familiarity with and be trained to use the equipment located
at City Hall.
2.Hollister: Regular Council meetings, Council Study Sessions, Planning
Commission meetings, and Airport Advisory Committee meetings.
(Maximum of 48 meeting per year.)
3.San Juan Bautista: Regular City Council meetings, regular Planning
Commission meetings, and three special meetings designated by the City
annually. (Maximum of 27 meetings per year.)
4.If a meeting exceeds four (4) hours in length (including set-up and take
down) the Cities will be charged at the special discounted rates provided
in Exhibit A, attached hereto.
B.CMAP shall at the request of each City produce a video of up to four (4)
minutes twice in each calendar year.
C.Pursuant to Section 1. CMAP shall be responsible for purchasing,
maintenance, and replacement of equipment related to its media services
and playback/webcasting/cablecasting of PEG access channels and
programming and any related INET fiber networking equipment.
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D.DIVCA authorizes each City to receive certain grant payments from State
Franchisees for PEG access purposes. The Cities have agreed pursuant
Section 15. B. of this Agreement to provide that funding to CMAP. CMAP
shall set aside 10% of that PEG DIVCA funding provided by each City in a
special banking sub-account for that City for the purchase of City Council
Chambers video equipment. At the request and in consultation with each
City, CMAP shall budget for video equipment for City Council Chambers.
CMAP shall provide funding for these purchases based upon the fund
balances set aside in bank sub-accounts for each City individually.
E.On or before July 1, 2021, develop a ten (10) year plan for regular updates to
equipment used to record and broadcast City Council meetings.
F.Upon request by one of more of the Cities, CMAP agrees to provide video
productions services and other media services in addition to those listed in
this Agreement at the rates described in Exhibit A to this Agreement.
SECTION 3. PUBLIC ACCESS CHANNELS OPEN TO PUBLIC: CMAP agrees to
keep the public access channel(s) open to all potential users regardless of their
viewpoint, subject to FCC regulations and other relevant laws. Neither the Cities, nor
State Franchisees, nor CMAP shall have the authority to control the content of
programming placed on the public access channel(s) so long as such programming is
lawful. Provided that, nothing herein shall prevent CMAP, the Cities, or State
Franchisees from producing or sponsoring programming, prevent the Cities or State
Franchisees from underwriting programming, or prevent the Cities, State Franchisees,
or CMAP from engaging in activities designed to promote production of certain types of
programming or use by targeted groups as consistent with applicable law and rules for
use of the channel(s). CMAP may develop and enforce policies and procedures which
are designed to promote local use of the channel(s) and make programming accessible
to the viewing public, consistent with such time, place, and manner regulations as are
appropriate to provide for and promote use of PEG access channels, equipment and
facilities.
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SECTION 4. INDEMNIFICATION.
A.CMAP shall indemnify, defend, and hold harmless the Cities, their officers,
agents, and employees and volunteers from and against any and all claims,
suits, actions, causes of action, losses, damage, or liabilities of any kind,
nature or description, including payment of litigation costs and attorneys'
fees, brought by any person or persons for or on account of any loss,
damage or injury to person, property or any other interest, tangible or
intangible, sustained by or accruing to any person or persons, howsoever the
same may be caused, directly or indirectly arising or resulting from any
alleged acts or omission of CMAP, its officers, employees, agents,
subcontractors, or volunteers arising out of or resulting from the performance
of this Agreement.
B.CMAP shall indemnify and hold harmless the Cities, their officers, agents,
employees and volunteers from and against any and all claims or other injury,
including costs of litigation and attorney's fees, arising from or in connection
with claims or loss or damage to person or property arising out of the failure
to comply with any applicable laws, rules, regulations or other requirements of
local, state or federal authorities, for claims of libel, slander, invasions of
privacy, or infringement of common law or statutory copyright, for breach of
contract of other injury or damage in law or at equity which claims, directly or
indirectly, result from CMAP’s use of channels, funds, equipment, facilities or
staff granted under this Agreement or franchise agreements between the
Cities and State Franchisees.
C.Each of the Cities, respectively, shall indemnify, defend, and hold harmless
CMAP, its officers, agents, volunteers, and employees from and against any
and all claims, losses, liabilities, or damage including payment of reasonable
attorneys' fees arising out of or resulting from the performance of this
Agreement, caused in whole or part by any act or omission of the respective
City.
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SECTION 5. COPYRIGHT CLEARANCE. Before cablecasting program material,
CMAP shall require all users to agree in writing that they shall make all appropriate
arrangements to obtain all rights to all material cablecast or distributed through other
means such as the Internet and clearances from broadcast stations, networks,
sponsors, music licensing organizations' representatives, and without limitation from the
foregoing, any and all other persons as may be necessary to transmit their program
material over the PEG access channels or other means such as the Internet that are
operated and managed by CMAP. CMAP shall maintain copies of all such user
agreements for inspection by the Cities, upon reasonable notice by the Cities and for
the term of the applicable statute of limitations.
SECTION 6. COPYRIGHT AND OWNERSHIP. CMAP shall own the copyright of any
programs which it may choose from time to time to produce. Copyright of programming
produced by other parties shall be held by such persons who produced said
programming.
SECTION 7. DISTRIBUTION RIGHTS.
A.CMAP shall require that all programs produced with funds, equipment,
facilities, or staff granted under this Agreement shall be distributed on the
channels whose use is authorized by this Agreement. This subsection shall
not be interpreted to restrict, limit, or otherwise affect CMAP’s lawful authority
to manage programming shown on the PEG access channels. This
subsection shall not be interpreted to restrict distribution (beyond distribution
on channels authorized by this Agreement), so long as such other distribution
is consistent with any pertinent guidelines established in the PEG access
operating policies and procedures.
B.At least at the beginning and end of each day that programming is cablecast
on the PEG access channels whose use is authorized by this Agreement,
CMAP shall display a credit stating "Partial funding for the operation of this
channel is provided by the Cities of Gilroy, Hollister and San Juan Bautista.”
Such credit shall also state that opinions expressed in PEG access programs
are the sole responsibility of the program producers.
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SECTION 8. EQUIPMENT AND FACILITIES.
A.CMAP shall be responsible for maintenance of all equipment and facilities
owned, leased or loaned to it under this Agreement or purchased with funds
provided pursuant to this Agreement.
B.The City of Gilroy currently houses CMAP’s Master Control equipment in the
City of Gilroy data center and provides access to certain network
infrastructure. CMAP shall continue to pay the City of Gilroy $3,600 annually
for such storage/services. This annual fixed payment of $3,600 shall be due
to the City on September 1st of each year of this Agreement until such time
that CMAP determines the need for such storage/services unnecessary.
C. CMAP shall own all equipment and facilities acquired by it and purchased
with funds received pursuant to this Agreement, except that upon termination
or non-renewal of this Agreement all such equipment or facilities purchased
with funds received pursuant to this Agreement shall become the property of
the Cities (in a manner determined by the Cities), which shall ensure that all
such equipment or facilities shall be used for PEG access purposes.
To secure all of its obligations under this Agreement, CMAP hereby grants to
the Cities a security interest in all of the assets and interests owned or
hereafter acquired by CMAP with funds provided by the Cities, and the
proceeds thereof, including but not limited to CMAP deposit accounts,
inventory, and all equipment and fixtures that are or were acquired with funds
provided by the Cities. CMAP agrees to take all steps reasonably requested by
the Cities to perfect and enforce the security interest of the Cities, including the
execution and processing of financing statements and continuation statements
under the California Uniform Commercial Code. CMAP will also notify any
institution with whom it now or hereafter maintains any deposit account of the
existence of a security interest by the Cities in the account.
The Cities agree to subordinate their interest if necessary to finance the
purchase of equipment or property. The subordination shall only be with
respect to the specific equipment or property that CMAP might wish to
finance.
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D. Upon the earlier of termination, expiration, or dissolution of CMAP, it shall,
subject to the approval of the Cities, transfer all assets of CMAP representing
equipment and facilities funded by the Cities, and/or the proceeds of either to
the Cities, or at the option of the Cities, to such organization or organizations
designated by the Cities to manage PEG access which shall at the time
qualify as a tax exempt organization(s) under Section 501(c)(3) of the Internal
Revenue Code (or the corresponding provisions of any future United States
Internal Revenue Law).
SECTION 9. INSURANCE. CMAP shall maintain in full force and effect at all times
during the term of this Agreement insurance as required by this Section. The cost of
such insurance shall be borne by CMAP and may be included in its annual budget.
A.COMPREHENSIVE LIABILITY INSURANCE. Comprehensive liability
insurance, including protective, completed operations and broad form
contractual liability, property damage and personal injury coverage, and
comprehensive automobile liability including owned, hired, and non-owned
automobile coverage. The limits of such coverage shall be: (1) bodily injury
including death, $1,000,000 for each person, each occurrence and
aggregate; and (2) property damage, $1,000,000 for each occurrence and
aggregate.
B.EQUIPMENT INSURANCE. Insurance shall be maintained on all equipment
and facilities, including fixtures, funded in whole or in part under this
Agreement to replacement cost. The insurance shall include, at a minimum,
insurance against loss or damage beyond the user's control, theft, fire or
natural catastrophe. The Cities shall be shown as lien holders on all policies.
C.WORKERS' COMPENSATION. Full Workers' Compensation Insurance and
Employer's Liability with limits as required by California law with an insurance
carrier satisfactory to the Cities. Such policy shall contain a waiver of
subrogation as to the Cities, and the officials, officers, agents, employees
and volunteers.
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D.CABLECASTER'S ERRORS AND OMISSIONS INSURANCE. Insurance
shall be maintained to cover the content of productions which are cablecast
on the PEG access channels or other means such as the Internet in, at
minimum, the following areas: libel and slander; copyright or trademark
infringement; infliction of emotional distress, invasion of privacy; plagiarism;
misuse of musical or literary materials. This policy shall not be required to
cover individual PEG access producers.
E.CITIES AS CO-INSURED OR ADDITIONAL INSURED. The Cities shall be
named as a co-insured or additional insured on all aforementioned insurance
policies. The policies shall provide that no cancellation, major change in
coverage or expiration may be affected by the insurance company or CMAP
without first giving the Cities thirty (30) days written notice prior to the effective
date of such cancellation or change in coverage. Any insurance or self-
insurance maintained by the Cities, their officers, agents, employees, or
volunteers shall be in excess of CMAP’s insurance and shall not contribute to it.
F.NOTIFICATION OF COVERAGE. CMAP shall file with the Cities proof of
insurance coverage as follows: (1) Comprehensive Liability and Workers'
Compensation upon commencement of the employment of the Executive
Director; (2) equipment insurance upon the acquisition of any equipment; and
(3) cablecaster's errors and omissions insurance. All required insurance
coverage shall be maintained by CMAP at all times in accordance with the
requirements of this Agreement.
SECTION 10. NON-DISCRIMINATION IN EMPLOYMENT AND SERVICE.
A.CMAP shall not discriminate against any person, employee or applicant for
employment or subcontractor on the basis of race, color, creed, religion, sex,
sexual orientation, marital status, ancestry, national origin or physical or
mental handicap.
B.CMAP shall not discriminate in the delivery of services on the basis on race,
color, creed, religion, sex, sexual orientation, marital status, ancestry, national
origin or physical or mental handicap.
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SECTION 11. INDEPENDENT CONTRACTOR. It is understood and agreed that
CMAP is an independent contractor and that no relationship of principal/agent or
employer/employee exists between the Cities and CMAP. If in the performance of this
Agreement any third persons are employed by CMAP, such persons shall be entirely
and exclusively under the control, direction and supervision of CMAP. All terms of
employment, including hours, wages, working conditions, discipline, hiring and
discharging or any other term of employment shall be determined by CMAP and the
Cities shall have no right or authority over such persons or terms of employment. No
third party shall be a beneficiary under this Agreement.
SECTION 12. ASSIGNMENT AND SUBLETTING. Neither this Agreement nor any
interest herein shall be assigned or transferred by CMAP, except as expressly
authorized in writing by the Cities.
SECTION 13. ANNUAL REPORTS. During the second quarter of its fiscal year, CMAP
shall submit to the Cities an annual report regarding its activities during the preceding
fiscal year. This report shall contain, at a minimum, the following information:
A.Statistics on programming and services provided;
B.Current and complete listing of CMAP’s Board of Directors;
C.Year-end financial statements including the previous year’s actuals reviewed
by an independent certified public accountant.
SECTION 14. RECORDS, FISCAL AUDIT.
A.CMAP shall maintain all necessary books and records, in accordance with
generally accepted accounting principles.
B.Upon reasonable request from any of the Cities, CMAP shall, at any time
during normal business hours, make available all of its records with respect to
all matters covered by this Agreement.
C.CMAP shall prepare (or have prepared) and submit to the Cities a fiscal audit
by an outside independent certified public accountant approved by the CMAP
Board, at least every three (3) years.
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SECTION 15. FUNDING AND OTHER RESOURCES. The Cities agree to make the
following funds and resources available to CMAP:
A.The California Public Utilities Commission has granted to each State
Franchisee a franchise to provide video services in the Cities. Pursuant to
those State Franchises and City of Gilroy Municipal Code Chapter 24.22, City
of Hollister Code Chapter 5.21.070 and City of San Juan Bautista Code
Chapter 5-20-1830, each State Franchisee is obligated to provide to the
Cities four channels for PEG access purposes. The Cities agrees to permit
CMAP to manage that bandwidth/channel capacity for PEG access
programming purposes.
B.Pursuant to those State Franchises and to City of Gilroy Municipal Code
Chapter 24.22, City of Hollister Code Chapter 5.21.070 and City of San Juan
Bautista Code Chapter 5-20-1830, each State Franchisee is obligated to
provide to the City for PEG access purposes three percent (3%) of its gross
revenues derived from the provision of video services in the City. The Cities
shall direct any State Franchisee to pay said PEG funds to CMAP or shall
transfer to CMAP those PEG funds received from the State Franchisees to
CMAP no later than thirty (30) days after the City receives the quarterly PEG
fee payment from a State Franchisee.
C.Pursuant to Section 8 of a Settlement Agreement and Release between
Charter and each of the Cities individually entered into on or about June
11, 2010, Charter is obligated to provided at no cost to the Cities or CMAP
dedicated fiber linkage between CMAP and the Charter headend for
transport of PEG signals and connectivity and functionality necessary for
PEG access signals to be transmitted from each City Hall as well as the
locations of certain educational institutions. The Cities shall authorize
CMAP to utilize those links and or connections for the transport of PEG
programming.
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D.The Cities agrees that they will provide funding to CMAP for the provision of
PEG access services described in this Agreement, as follows:
1.Year 2021: 20% of franchise fees received by the Cities from State
Franchisees.
2.Year 2022-until end of initial term of this Agreement: 22% of franchise
fees received by the Cities from State Franchisees.
These funds shall be disbursed to CMAP on a quarterly basis, upon
submission of a written request in accordance with the timeline specified in
Section 18 of this Agreement.
E. Upon request by one of more of the Cities, CMAP agrees to provide video
productions services and other media services in addition to those listed in
this Agreement at the rates described in Appendix 1 to this Agreement.
SECTION 16. ANNUAL PLAN AND BUDGET.
A. On or before September 30 of each year in which this Agreement is in effect,
CMAP shall provide to the Cities an “Annual Plan and Budget” outlining
activities and programs planned for the following fiscal year with funds and
other resources provided by the Cities. Such plan shall contain:
1.A statement of the anticipated number of hours of PEG access
programming to be cablecast;
2.Training classes to be offered and frequency of classes;
3.Other PEG access activities planned by CMAP; and
4.A detailed operating and capital equipment and facilities budget which
shows projected revenues and expenditures for the next fiscal year,
planned capital improvements and planned purchases of new or
replacement equipment.
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SECTION 17. EXPENDITURE OF FUNDS. CMAP shall spend funds received from
the Cities solely for the purposes listed in its Annual Plan and Budget and Section 1
(“Scope of Services”) of this Agreement. Funds not expended in the year covered by
the Annual Plan and Budget may be carried over by CMAP into succeeding years.
Upon termination of this Agreement all funds of any kind received from the Cities and
not expended by CMAP shall be returned to the Cities, in proportion to the amounts
previously provided by the Cities. All such returned funds shall be used by the Cities for
PEG access purposes. CMAP shall provide for such fiscal control and accounting
procedures as are necessary to assure proper disbursement and accounting for funds
received from the Cities.
SECTION 18. RECEIPT OF APPROVED FUNDING. For each year in which CMAP
has submitted the Annual Plan and Budget to the Cities as required under Section 16 of
this Agreement, the Cities shall make quarterly payments to CMAP. Those payments
shall be made on or before March 15, June 15, September 15, and December 151. The
amounts paid to CMAP by these Cities shall be calculated as specified in Section 15.D
of this Agreement. If any payment to CMAP required by this Agreement is not received
by CMAP on or before the date fixed above, the City shall pay interest thereon, from the
due date to the date paid, at a rate of one percent (1%) per month.
SECTION 19. FUNDING FROM OTHER SOURCES. CMAP may, during the course of
this Agreement, receive supplemental funds from other sources, including but not
limited to fundraising activities.
SECTION 20. TERM OF AGREEMENT. This Agreement shall be for a period of five
(5) years commencing on January 1, 2021 and ending on December 31, 2025 unless
terminated earlier, as provided for in this Agreement. This Agreement may be extended,
by mutual agreement of the Cities and CMAP, in writing, for additional periods of five
(5) years each in accordance with Section 22 of this Agreement.
1 Due dates calculated at 30 days after PEG access and franchise fee payments from Video Franchisee
are due to the cities pursuant to State Law.
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SECTION 21. TERMINATION OF AGREEMENT: TRANSFER OF ASSETS.
A.The Cities shall have the right upon one hundred twenty (120) days written
notice to CMAP to terminate this Agreement for:
1.Breach of any provision of this Agreement by CMAP;
2.Malfeasance, misfeasance, misappropriation of funds; or
3.Loss of 501(c)(3) status by CMAP.
B.The written contract violation notice provided by the Cities shall cite the
specific section of this Agreement which the Cities believe CMAP to have
breached and provide sufficient detail to permit CMAP to clearly understand
the nature of the cure request by the Cities.
C.CMAP may avoid termination by curing any such breach to the satisfaction of
the Cities within one hundred twenty (120) days of notification or within a time
frame agreed to by the Cities and CMAP. If the nature of the default is such
that more than one hundred twenty (120) days are reasonably required for its
cure, then CMAP shall not be deemed to be in default if it has commenced a
cure within the one hundred twenty (120) day period and thereafter diligently
proceeds with such cure to completion within the time period reasonably
established by the Cities.
D.The Cities may also terminate this Agreement at the expiration of its term, or
any extension thereof.
E. Upon termination of this Agreement, CMAP shall immediately transfer to the
Cities all equipment, real property, fixtures, contracts, leases, deposit
accounts or other assets received by or purchased by CMAP with funds
received pursuant to this Agreement to such organization or organizations
designated by the Cities to manage PEG access, which shall at the time
qualify as a tax exempt organizations(s) under Section 501(c)(3) of the
Internal Revenue Code (or the corresponding provisions of any superseding
law.
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SECTION 22. EXTENSION OF AGREEMENT. This Agreement may be renewed or
extended for additional periods of five (5) years upon the Cities approval of a written
request by CMAP filed with the Cities at least one hundred and twenty days (120)
before the expiration of the initial term of this agreement provided that CMAP is in
compliance with the terms of this Agreement. CMAP shall be deemed in compliance
with this Agreement unless the Cities provide CMAP with a notice of violation and such
violations is not timely cured
SECTION 23. TIME. Time is of the essence in this Agreement and for the
performance of all covenants and conditions of this Agreement.
SECTION 24. COOPERATION. Each party agrees to execute all documents and do
all things necessary and appropriate to carry out the provisions of this Agreemen t.
SECTION 25. APPLICABLE LAW. This Agreement shall be interpreted and enforced
under the laws of the State of California.
SECTION 26. NOTICES. All notices and other communications to be given by either
party may be given in writing, depositing the same in the United States mail, postage
prepaid and addressed to the appropriate party as follows:
To the City of Gilroy:
City Administrator
7351 Rosanna Street
Gilroy, CA 95020
To the City of Hollister:
City Manager
375 Fifth Street
Hollister, CA 95023
To the City of San Juan Bautista:
City Manager
311 Second Street
P.O. Box 1420
San Juan Bautista, CA 95045
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To CMAP:
Executive Director
7500 Monterey Road
P.O. Box 1822
Gilroy, CA 95021
Any party may change its address by written notice to the other parties at any time.
SECTION 27. SEVERABILITY.
If any term, provision, covenant or condition of this Agreement shall be determined to
be invalid, void, or unenforceable by a court of competent jurisdiction, the remainder of
this Agreement shall not be affected to the extent the remaining provision are not
rendered impractical to perform taking into consideration the purposes of this
Agreement.
SECTION 28. This Agreement may be executed by one or more of the parties to this
Agreement on any number of separate counterparts, and all of said counterparts taken
together shall be deemed to constitute one and the same instrument.
SECTION 29. ENTIRE AGREEMENT. This Agreement is the entire agreement of the
parties and supersedes all prior negotiations and agreements whether written or oral.
This Agreement may be amended only by written agreement and no purported oral
amendment to this Agreement shall be valid.
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IN WITNESS WHEREOF, the parties have executed this Agreement as of the date
written above.
CITY OF GILROY, a municipal corporation
By:
Date:
CITY OF HOLLISTER, a municipal corporation
By:
Date:
CITY OF SAN JUAN BAUTISTA, a municipal corporation
By:
Date:
COMMUNITY MEDIA ACCESS PARTNERSHIP OF SOUTHERN SANTA CLARA AND
SAN BENITO COUNTIES, a nonprofit corporation
By:
Date:
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EXHIBIT A
CMAP Fiscal Year 2020/21 Enhanced Government Services Rate Sheet Schedule
CMAP shall charge according to the following schedule of rates for performing the following services related to government
programming. All rates are subject to annual cost of living increases and/or PEG funding uncertainty.
Doc. Date: July 2020. This document will be updated annually with the CMAP Annual Plan and Budget
GOVERNMENT MEETING SERVICES
Council Chamber Meeting Coverage
Meeting coverage in addition to that outlined in Section 2: A. of this agreement $85 per hour
Equipment Maintenance/Expansion of Government Installations
CMAP provides routine inspection, maintenance, troubleshooting, and repairs of $100 per hour
CMAP-installed equipment in city facilities. Governments may also request new
functionality that requires installation of additional equipment.
ADDITIONAL OFF-SITE VIDEO SERVICES (provided with field equipment by CMAP staff)
Single Camera Field Production $250 (up to 3 hours)
Includes operator, professional camera and mic. This provides adequate $400 (3-5 hours)
coverage for off-site meetings, workshops and other public events. $500 (5-7 hours)
3-Camera Switched Field Production
Includes TriCaster switcher, 3 person crew, live or post-produced graphics,$1,000 (up to 3 hours)
web archive or DVD.$200 (each additional hour)
Audio Support/PA in the Field $500 (up to 3 hours)
Includes mixer, multiple mics, public address system, and one operator. $100 (each additional hour)
Editing/Post Production/Graphics
Video field work typically requires that video material be edited and have graphics $85 per hour
edited before being cablecast and web streamed/archived. This provides that
basic service. Depending on the production and quality desired, extended
hours of editing may be required. Estimates are provided prior to start of work.
Live Web Streaming
CMAP can provide live web streaming of any field production. Requires $100 per event
an adequate internet connection on location. CMAP can also provide a
simple embed code to place the streaming video on a government web site.
Live Cablecast/Web Stream
Same as above but with live cablecast to Charter/AT&T cable channels. $150 per event
IN-HOUSE PRODUCTIONS AT CMAP STUDIO
Studio Production
Includes two CMAP crew members for technical production. $100 per hour
Studio Show Producer $150 per 30-60 minute
Responsible for show production, crew coordination, graphics, etc. program
DVD Creation $75 per master
Includes DVD menus and cover. $10 per copy
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City of Gilroy
STAFF REPORT
Agenda Item Title: Approval of the Issuance of Multifamily Housing Revenue Bonds by
the California Public Finance Authority in an Aggregate Principal
Amount Not to Exceed $40,000,000 for a Housing Project Located
at 1st Street and Kern Avenue (APN 790-21-041)
Meeting Date: October 19, 2020
From: Jimmy Forbis, City Administrator
Department: Community Development Department
Submitted By: Karen Garner
Prepared By: Karen Garner
Kraig Tambornini
Strategic Plan Goals
☐ Fiscal Stability
☐ Downtown
Revitalization
Economic
Development
☐ Neighborhood Services
☐ Enhanced Public
Safety
☐ Workforce Stability ☐ Public Engagement
RECOMMENDATION
Adopt a Resolution of the City Council of the City of Gilroy ap proving the issuance by
the California Public Financing Authority of multifamily housing revenue bonds in an
aggregate principal amount not to exceed $40,000,000 for the purpose of financing or
refinancing the acquisition and construction of First and Kern Apartments project.
EXECUTIVE SUMMARY
JEMCOR Development Partners, LLC, an affordable housing developer (the
“Developer”), has requested that the California Public Finance Authority (”CalPFA”)
serve as the issuer of tax-exempt revenue bonds in an aggregate principal amount not
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to exceed $40,000,000. The proceeds of the bonds will be used for the acquisition,
construction, improvement, and equipping of a 120-unit affordable multifamily rental
housing facility to be owned and operated by the borrower and l ocated at the
intersection of First Street and Kern Avenue, in the City of Gilroy, California, Assessor’s
Parcel Number (APN) 790-21-041, and generally known as the 1 st and Kern Apartments
Project (the “Project”). The City Council entered into a joint powers agreement with the
authority and conduct local public hearings on such matters, in accordance with
provisions of the laws of the State of California.
This item was previously acted on at the May 4, 2020 City Council Meeting. However, a
new notice, hearing and resolution are required due to a procedural requirement for a
toll free number to be provided for public comment, for virtual meetings held during the
COVID period.
POLICY DISCUSSION
In order for all or a portion of the bonds for this project to qualify as tax-exempt
financing, the City of Gilroy must conduct a public hearing (the “TEFRA Hearing”)
providing community members an opportunity to speak in favor of or against the use of
tax-exempt bonds for the financing of this project. Prior to such TEF RA Hearing,
reasonable notice must be provided to the members of the community. Following the
close of the TEFRA Hearing, an “applicable elected representative” of the governmental
unit hosting the project must provide its approval of the issuance of the bonds for the
financing of the 1 st and Kern Apartments project.
The policy question being asked is: “Should the City approve or deny the issuance of
CalPFA bonds associated with the 1st and Kern Apartments project?”
BACKGROUND
The City Council has been requested to conduct a public hearing pursuant to the federal
Tax Equity and Fiscal Responsibility Act (TEFRA). TEFRA requires that a public hearing
be held by the governing body of the jurisdiction in which a project to be financed with
tax-exempt financing is located, and that the governing body approve the proposed
financing.
JEMCOR Development Partners, LLC is an affordable housing developer that proposes
to obtain tax exempt financing in an amount not to exceed $40,000,000 to finance the
acquisition, construction, improvement and equipping of a 120-unit affordable
multifamily rental housing facility located at First Street and Kern Avenue, in the City of
Gilroy, California.
The California Public Finance Authority (CalPFA) is a joint powers authority formed to
assist local governments, non-profit organizations, and businesses with the issuance of
both taxable and tax-exempt debt, and would be the issuing agency for the proposed
bonds under this approval. The City of Gilroy became a non-charter member of the
CalPFA on May 4, 2020.
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The Bonds to be issued by the CalPFA for the Project will be the sole responsibility of
the Borrower, and the City will have no financial, legal, moral obligation, liability or
responsibility for the Project or the repayment of the Bonds for the financing of the
Project. All financing documents with respect to the issuance of the Bonds will contain
clear disclaimers that the Bonds are not obligations of the City or the State of California
but are to be paid for solely from funds provided by the Borrower.
CALIFORNIA PUBLIC FINANCE AUTHORITY:
The CalPFA is a political subdivision of the state of California established under the
Joint Exercise of Powers Act for the purpose of issuing tax-exempt and taxable conduit
bonds for public and private entities throughout California. CalPFA was created on May
12, 2015 to assist local governments, non-profit organizations and businesses with the
issuance of taxable and tax-exempt financing to promote economic, cultural, and
community development opportunities that create temporary and permanent jobs,
affordable housing, community infrastructure and improve the overall quality of life in
local communities. To date, 48 municipalities have become members of CalPFA.
The CalPFA is authorized to issue bonds to promote economic development and public
benefit. It has issued over $1.4 billion of bonds for more than 40 jurisdictions within the
State of California. To initiate such financing, the City must conduct a public hearing,
adopt the CalPFA Joint Powers Agreement, and approve the CalPFA's issuance of
indebtedness.
ANALYSIS
Approval of the issuance of bonds associated with this project demonstrates the City is
trying to support the creation and maintenance of affordable housing within the City by
meeting the policies and implementation programs listed below from the City’s 2015-
2023 Housing Element:
Goal H-1: Housing Production
Policy H-1.1 The City shall strive to ensure adequate land is available at a range
of densities to meet Gilroy’s existing and projected housing needs.
Policy H-1.2 The City shall encourage the provision of a variety of housing
options for Gilroy residents.
Policy H-1.3 The City shall encourage a mix of housing in new development
areas to avoid the overconcentration of specific housing types in
some areas of the city.
Policy H-1.6 The City shall continue to implement the Downtown Specific Plan
and encourage and coordinate activities with the Downtown
Business Association and Economic Development Corporation to
encourage mixed-use development.
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Action H-1.C. Variety of Housing in Neighborhood Districts
Action H-1.D. Facilitate Infill Development
Goal H-2: Affordable Housing
Policy H-2.1 The City shall encourage the provision of new affordable housing.
Policy H-2.4 The City shall encourage partnerships between non-profit and for-profit
housing developers to encourage affordable housing production.
ALTERNATIVES
The City Council can choose not to approve the resolution authorizing the issuance of
the Bonds by the CalPFA for the benefit of 1st and Kern Apartments, LP (the “Borrower”)
or a partnership with JEMCOR Development Partners, LLC (the "Developer") as the
general partner. Staff does not recommend this action.
FISCAL IMPACT/FUNDING SOURCE
The bonds to be issued by the CalPFA for the project will be the sole responsibility of
the borrower, and the City will have no financial, legal, moral obligation, liability or other
responsibility for the project or the repayment of the bonds for the financing of the
project. All financing documents with respect to the issuance of the bonds will contain
clear disclaimers that the bonds are not obligations of the City or the State of California
but are to be paid for solely from funds provided by the borrower.
CONCLUSION
Staff recommends that the City conduct the TEFRA Hearing and adopt the resolution in
favor of the issuance of the bonds by the CMFA for the 1st and Kern Apartments project.
PUBLIC OUTREACH
A Notice of Public Hearing of the Gilroy City Council to consider the approval of the
issuance of multifamily revenue bonds by the California Municipal Finance Authority
was published on October 9, 2020.
Attachments:
1. Resolution TEFRA 1st and Kern
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RESOLUTION 2020-XX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GILROY
APPROVING THE ISSUANCE BY THE CALIFORNIA PUBLIC FINANCE
AUTHORITY OF MULTIFAMILY HOUSING REVENUE BONDS IN AN
AGGREGATE PRINCIPAL AMOUNT NOT TO EXCEED $40,000,000 FOR
THE PURPOSE OF FINANCING OR REFINANCING THE ACQUISITION
AND CONSTRUCTION OF 1ST AND KERN APARTMENTS AND
CERTAIN OTHER MATTERS RELATING THERETO
WHEREAS, 1st and Kern Apartments, LP or a partnership of which JEMCOR Development
Partners, LLC (the “Developer”) or a related person to the Developer is the general partner, has requested
that the California Public Finance Authority (the “Authority”) adopt a plan of financing providing for
the issuance of exempt facility bonds for a qualified residential rental project pursuant to Section 142(a)(7)
of the Internal Revenue Code of 1986 (the “Code”) in one or more series issued from time to time,
including bonds issued to refund such exempt facility bonds in one or more series from time to time, and
at no time to exceed $40,000,000 in outstanding aggregate principal amount (the “Bonds”), to finance or
refinance the acquisition, construction, improvement and equipping of a multifamily rental housing
project located at 1st Street and Kern Avenue (APN 790-21-041), Gilroy, California (the “Project”);
and
WHEREAS, pursuant to Section 147(f) of the Code, the issuance of the Bonds by the Authority
must be approved by the City of Gilroy (the "City") because the Project is located within the territorial
limits of the City; and
WHEREAS, the City Council of the City (the "City Council”) is the elected legislative body
of the City and is the applicable elected representative under Section 147(f) of the Code; and
WHEREAS, the Authority has requested that the City Council approve the issuance of the
Bonds by the Authority in order to satisfy the public approval requirement of Section 147(f) of the
Code and the requirements of Section 12 of the Joint Exercise of Powers Agreeme nt Relating to the
California Public Finance Authority, dated as of May 12, 2015 (the “Agreement”), among certain local
agencies, including the City; and
WHEREAS, pursuant to Section 147(f) of the Code, the City Council has, following notice
duly given, held a public hearing regarding the issuance of the Bonds, and now desires to approve the
issuance of the Bonds by the Authority; and
WHEREAS, the City Council understands that its actions in holding this public hearing and in
approving this Resolution do not obligate the City in any manner for payment of the principal, interest,
fees or any other costs associated with the issuance of the Bonds, and said City Council expressly
conditions its approval of this Resolution on that understanding.
NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Gilroy as
follows:
Section 1. The City Council hereby approves the issuance of the Bonds by the Authority
for the purposes of financing the Project. It is the purpose and intent of the City Council that this
Resolution constitute approval of the issuance of the Bonds by the Authority, for the purposes of (a)
Section 147(f) of the Code by the applicable elected representative of the governmental unit having
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Packet Pg. 90 Attachment: Resolution TEFRA 1st and Kern (3048 : TEFRA 1st & Kern)
jurisdiction over the area in which the Project is located, in accordance with said Section 147(f) and
(b) Section 12 of the Agreement.
Section 2. The officers of the City Council are hereby authorized and directed, jointly and
severally, to do any and all things and execute and deliver any and all documents, certificates and other
instruments which they deem necessary or advisable in order to carry out, give effect to and comply
with the terms and intent of this Resolution and the financing transaction approved hereby. Any actions
heretofore taken by such officers are hereby ratified and approved.
Section 3. The City Council expressly conditions its approval of this Resolution on its
understanding that the City shall have no obligation whatsoever to pay any principal, interest, fees or
any other costs associated with the Authority's issuance of the Loan for the financing of the Project.
Section 4. This Resolution shall take effect from and after its passage and approval.
PASSED AND ADOPTED at a regular meeting of the City Council of the City of
Gilroy held on this 19th day of October, 2020, by the following vote:
AYES: COUNCILMEMBERS:
NOES: COUNCILMEMBERS:
ABSENT: COUNCILMEMBERS:
APPROVED:
Roland Velasco, Mayor
ATTEST:
Shawna Freels, City Clerk
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Packet Pg. 91 Attachment: Resolution TEFRA 1st and Kern (3048 : TEFRA 1st & Kern)
City of Gilroy
STAFF REPORT
Agenda Item Title: Approval of the Issuance of Multifamily Housing Revenue Bonds by
the California Public Finance Authority in an Aggregate Principal
Amount Not to Exceed $35,000,000 for a Housing Project Located
at 1520 Hecker Pass Highway
Meeting Date: October 19, 2020
From: Jimmy Forbis, City Administrator
Department: Community Development Department
Submitted By: Karen Garner
Prepared By: Karen Garner
Kraig Tambornini
Strategic Plan Goals
☐ Fiscal Stability
☐ Downtown
Revitalization
☐ Economic
Development
☐ Neighborhood Services
☐ Enhanced Public
Safety
☐ Workforce Stability ☐ Public Engagement
RECOMMENDATION
Adopt a Resolution of the City Council of the City of Gilroy approving the issuanc e by
the California Public Finance Authority of multifamily housing revenue bonds in an
aggregate principal amount not to exceed $35,000,000 for the purpose of financing or
refinancing the acquisition and construction of Hecker Pass Apartments.
EXECUTIVE SUMMARY
JEMCOR Development Partners, LLC, an affordable housing developer (the
“Developer”), has requested that the California Public Finance Authority (“CalPFA”)
serve as the issuer of tax-exempt revenue bonds in an aggregate principal amount not
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to exceed $35,000,000. The proceeds of the bonds will be used for the acquisition,
construction, improvement, and equipping of a 100-unit affordable multifamily rental
housing facility to be owned and operated by a partnership of which the Developer is
the general partner. The project will be located at 1520 Hecker Pass Highway in the City
of Gilroy, California, and generally known as the Hecker Pass Apartments Project (the
“Project”).
POLICY DISCUSSION
In order for all or a portion of the bonds for this project to qualify as tax-exempt
financing, the City of Gilroy must conduct a public hearing (the “TEFRA Hearing”)
providing community members an opportunity to speak in favor of or against the use of
tax-exempt bonds for the financing of this project. Prior to such TEFRA Hearing,
reasonable notice must be provided to the members of the community. Following the
close of the TEFRA Hearing, an “applicable elected representative” of the governmental
unit hosting the project must provide its approval of the issuance of the bonds for the
financing of the Hecker Pass Apartments project.
The policy question being asked is: “Should the City approve or deny the issuance of
CalPFA bonds associated with the Hecker Pass Apartments project?
BACKGROUND
The City Council has been requested to conduct a public hearing pursuant to the federal
Tax Equity and Fiscal Responsibility Act (TEFRA). TEFRA requires that a public hearing
be held by the governing body of the jurisdiction in which a project to be financed with
tax-exempt financing is located, and that the governing body approve the proposed
financing.
JEMCOR Development Partners, LLC is an affordable housing developer that proposes
to obtain tax exempt financing in an amount not to exceed $35,000,000 to finance the
acquisition, construction, improvement and equipping of a 100-unit affordable
multifamily rental housing facility located at 1520 Hecker Pass Highway in the City of
Gilroy, California.
The California Public Finance Authority (“CalPFA”) is a joint powers authority formed to
assist local governments, non-profit organizations, and businesses with the issuance of
both taxable and tax-exempt debt, and would be the issuing agency for the proposed
bonds under this approval. The City of Gilroy became a non-charter member of the
CalPFA on May 4, 2020.
The Bonds to be issued by the CalPFA for the Project will be the sole responsibility of
the borrower, and the City will have no financial, legal, moral obligation, liability or
responsibility for the Project or the repayment of the Bonds for the financing of the
Project. All financing documents with respect to the issuance of the Bonds will contain
clear disclaimers that the Bonds are not obligations of the City or the State of California
but are to be paid for solely from funds provided by the borrower.
8.B
Packet Pg. 93
CALIFORNIA PUBLIC FINANCE AUTHORITY:
The CalPFA is a political subdivision of the state of California established under the
Joint Exercise of Powers Act for the purpose of issuing tax-exempt and taxable conduit
bonds for public and private entities throughout California. CalPFA was created on May
12, 2015 to assist local governments, non-profit organizations and businesses with the
issuance of taxable and tax-exempt financing to promote economic, cultural, and
community development opportunities that create temporary and permanent jobs,
affordable housing, community infrastructure and improve the overall quality of life in
local communities. To date, 48 municipalities have become members of CalPFA.
The CalPFA is authorized to issue bonds to promote economic development and public
benefit. It has issued over $1.4 billion of bonds for more than 40 jurisdictions within the
State of California. To initiate such financing, the City must conduct a public hearing and
approve the CalPFA's issuance of indebtedness.
ANALYSIS
Approval of the issuance of bonds associated with this project demonstrates the City is
trying to support the creation and maintenance of affordable housing within the City by
meeting the policies and implementation programs listed below from the City’s 2015-
2023 Housing Element:
Goal H-1: Housing Production
Policy H-1.1 The City shall strive to ensure adequate land is available at a range
of densities to meet Gilroy’s existing and projected housing needs.
Policy H-1.2 The City shall encourage the provision of a variety of housing
options for Gilroy residents.
Policy H-1.3 The City shall encourage a mix of housing in new development
areas to avoid the overconcentration of specific housing types in
some areas of the city.
Policy H-1.6 The City shall continue to implement the Downtown Specific Plan
and encourage and coordinate activities with the Downtown
Business Association and Economic Development Corporation to
encourage mixed-use development.
Action H-1.C. Variety of Housing in Neighborhood Districts
Action H-1.D. Facilitate Infill Development
Goal H-2: Affordable Housing
Policy H-2.1 The City shall encourage the provision of new affordable housing.
8.B
Packet Pg. 94
Policy H-2.4 The City shall encourage partnerships between non-profit and for-
profit housing developers to encourage affordable housing
production.
ALTERNATIVES
The City Council can choose not to approve the resolution authorizing the issuance of
the Bonds by the CalPFA for the benefit of the Developer. Staff does not recommend
this action.
FISCAL IMPACT/FUNDING SOURCE
The bonds to be issued by the CalPFA for the project will be the sole responsibility of
the borrower, and the City will have no financial, legal, moral obligation, liability or other
responsibility for the project or the repayment of the bonds for the financing of the
project. All financing documents with respect to the issuance of the bonds will contain
clear disclaimers that the bonds are not obligations of the City or the State of California
but are to be paid for solely from funds provided by the borrower.
CONCLUSION
Staff recommends that the City conduct the TEFRA Hearing and adopt the resolution in
favor of the issuance of the bonds by the CalPFA for the Hecker Pass Apartments
project.
PUBLIC OUTREACH
A Notice of Public Hearing of the Gilroy City Council to consider the approval of the
issuance of multifamily revenue bonds by the California Public Finance Authority was
published on October 9, 2020.
Attachments:
1. Resolution TEFRA 1520 Hecker Pass Highway
8.B
Packet Pg. 95
RESOLUTION NO. 2020-XX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GILROY
APPROVING THE ISSUANCE BY THE CALIFORNIA PUBLIC FINANCE
AUTHORITY OF MULTIFAMILY HOUSING REVENUE BONDS IN AN
AGGREGATE PRINCIPAL AMOUNT NOT TO EXCEED $35,000,000 FOR
THE PURPOSE OF FINANCING OR REFINANCING THE ACQUISITION
AND CONSTRUCTION OF HECKER PASS APARTMENTS AND
CERTAIN OTHER MATTERS RELATING THERETO
WHEREAS, a partnership of which JEMCOR Development Partners, LLC (the “Developer”)
or a related person to the Developer is the general partner, has requested that the California Public Finance
Authority (the “Authority”) adopt a plan of financing providing for the issuance of exempt facility bonds
for a qualified residential rental project pursuant to Section 142(a)(7) of the Internal Revenue Code of
1986 (the “Code”) in one or more series issued from time to time, including bonds issued to refund such
exempt facility bonds in one or more series from time to time, and at no time to exceed $35,000,000 in
outstanding aggregate principal amount (the “Bonds”), to finance or refinance the acquisition,
construction, improvement and equipping of a multifamily rental housing project located at 1520
Hecker Pass Highway, Gilroy, California (the “Project”); and
WHEREAS, pursuant to Section 147(f) of the Code, the issuance of the Bonds by the Authority
must be approved by the City of Gilroy (the "City") because the Project is located within the territorial
limits of the City; and
WHEREAS, the City Council of the City (the "City Council”) is the elected legislative body
of the City and is the applicable elected representative under Section 147(f) of the Code; and
WHEREAS, the Authority has requested that the City Council app rove the issuance of the
Bonds by the Authority in order to satisfy the public approval requirement of Section 147(f) of the
Code and the requirements of Section 12 of the Joint Exercise of Powers Agreement Relating to the
California Public Finance Authority, dated as of May 12, 2015 (the “Agreement”), among certain local
agencies, including the City; and
WHEREAS, pursuant to Section 147(f) of the Code, the City Council has, following notice
duly given, held a public hearing regarding the issuance of the Bonds, and now desires to approve the
issuance of the Bonds by the Authority; and
WHEREAS, the City Council understands that its actions in holding this public hearing and in
approving this Resolution do not obligate the City in any manner for payment of the principal, interest,
fees or any other costs associated with the issuance of the Bonds, and said City Council expressly
conditions its approval of this Resolution on that understanding.
NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Gi lroy as
follows:
Section 1. The City Council hereby approves the issuance of the Bonds by the Authority
for the purposes of financing the Project. It is the purpose and intent of the City Council that this
Resolution constitute approval of the issuance of the Bonds by the Authority, for the purposes of (a)
Section 147(f) of the Code by the applicable elected representative of the governmental unit having
8.B.a
Packet Pg. 96 Attachment: Resolution TEFRA 1520 Hecker Pass Highway (3049 : TEFRA 1520 Hecker Pass Highway)
jurisdiction over the area in which the Project is located, in accordance with said Section 147(f) and
(b) Section 12 of the Agreement.
Section 2. The officers of the City Council are hereby authorized and directed, jointly and
severally, to do any and all things and execute and deliver any and all documents, certificates and other
instruments which they deem necessary or advisable in order to carry out, give effect to and comply
with the terms and intent of this Resolution and the financing transaction approved hereby. Any actions
heretofore taken by such officers are hereby ratified and approved.
Section 3. The City Council expressly conditions its approval of this Resolution on its
understanding that the City shall have no obligation whatsoever to pay any principal, interest, fees or
any other costs associated with the Authority's issuance of the Loan for the financing of the Project.
Section 4. This Resolution shall take effect from and after its passage and approval.
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Gilroy held
on this 19th day of October, 2020, by the following vote:
AYES: COUNCILMEMBERS:
NOES: COUNCILMEMBERS:
ABSENT: COUNCILMEMBERS:
APPROVED:
Roland Velasco, Mayor
ATTEST:
Shawna Freels, City Clerk
8.B.a
Packet Pg. 97 Attachment: Resolution TEFRA 1520 Hecker Pass Highway (3049 : TEFRA 1520 Hecker Pass Highway)
City of Gilroy
STAFF REPORT
Agenda Item Title: Standing Report on Operational Impacts and City/Community
Efforts Related to the COVID-19 Pandemic
Meeting Date: October 19, 2020
From: Jimmy Forbis, City Administrator
Department: Administration
Submitted By: Jimmy Forbis
Prepared By: Jimmy Forbis
Strategic Plan Goals
Fiscal Stability
☐ Downtown
Revitalization
☐ Economic
Development
☐ Neighborhood Services
☐ Enhanced Public
Safety
☐ Workforce Stability Public Engagement
RECOMMENDATION
Receive report.
EXECUTIVE SUMMARY
The instabilities of the COVID-19 pandemic continues to play a major role in influencing
how local government responds to this current health and fiscal crisis. Timely and
accurate situational awareness is critical for elected officials to assist you in making
informed decisions on how best to allocate resources for maximum effectiveness within
the community.
This report serves as a standing Council discussion concerning the various impacts of
the pandemic. Presentations will be given on interconnected topics such as health and
safety, City finances, and business and economic recovery.
POLICY DISCUSSION
9.A
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Discussions coming from the information contained in this report may include service
levels, fiscal decisions and employee relations, among others.
FISCAL IMPACT/FUNDING SOURCE
Fiscal impacts are directly tied to and occur as the result of pandemic conditions region -
wide, and within our community.
CONCLUSION
This standing report is to inform the City Council and to keep you updated on the
changes to COVID-19 conditions within the clinical and operational spheres of local
government.
PUBLIC OUTREACH
Public education and outreach regarding COVID-19 is a regular and ongoing feature of
the City’s community engagement efforts.
9.A
Packet Pg. 99
City of Gilroy
STAFF REPORT
Agenda Item Title: Gilroy Garlic Festival Memorial
Meeting Date: October 19, 2020
From: Jimmy Forbis, City Administrator
Department: Administration
Submitted By: Jimmy Forbis
Prepared By: Jimmy Forbis
Strategic Plan Goals
☐ Fiscal Stability
☐ Downtown
Revitalization
☐ Economic
Development
☐ Neighborhood Services
☐ Enhanced Public
Safety
☐ Workforce Stability ☐ Public Engagement
RECOMMENDATION
Direct staff to remove vertical flags from Gilroy Garlic Festival Memorial and eliminate
the "Temporary Memorial" designation.
EXECUTIVE SUMMARY
POLICY DISCUSSION
BACKGROUND
In September 2019, a “temporary” memorial was dedicated to remember the three
people killed and 17 others that were wounded during the Gilroy Garlic Festival
Shooting on July 28, 2019.
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Over the past year, the site has served as a place of remembrance, reflection and
healing. The memorial is consistently visited by victims, residents, and those paying
their respects those affected.
ANALYSIS
At this time, the memorial is no longer considered “temporary” by many in the
community and thus staff is recommending that the site no longer be considered the
City’s “temporary” memorial.
Secondly, due to weathering, the flags from the bottom of the memorial to the top of the
tree have become weathered and thus staff is further recommending that they be
removed. (attachment A)
ALTERNATIVES
Council could modify or decline staff’s recommendation.
FISCAL IMPACT/FUNDING SOURCE
None.
CONCLUSION
NEXT STEPS
PUBLIC OUTREACH
Attachments:
1. Memorial 10-2020
9.B
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9.B.a
Packet Pg. 102 Attachment: Memorial 10-2020 (3068 : Gilroy Garlic Festival Memorial)
City of Gilroy
STAFF REPORT
Agenda Item Title: Annual Update on the Downtown Improvement Incentive Program
Meeting Date: October 19, 2020
From: Jimmy Forbis, City Administrator
Department: Administration
Submitted By: Jimmy Forbis
Prepared By: Jimmy Forbis
Trevin Barber
Strategic Plan Goals
☐ Fiscal Stability
Downtown
Revitalization
Economic
Development
☐ Neighborhood Services
☐ Enhanced Public
Safety
☐ Workforce Stability ☐ Public Engagement
RECOMMENDATION
Receive report.
EXECUTIVE SUMMARY
On July 1, 2019, the Gilroy City Council voted to approve two one -year economic
development pilot programs to stimulate Downtown business development. Collectively
the pilot programs are called the Downtown Improvement Incentive Program (the
Program). The two Downtown Improvement Incentive Program pilots are: 1) the
Downtown Commercial Corridor Development Incentive Pilot, which temporarily
reduced building and planning fees by 75%; and 2) the Downtown Façade Improvement
Pilot, which offered $5,000 matching grants for facade improvements. This report
serves as the final, annual update to the City Council and provides information as to the
progress in implementing and concluding the Program. A summary of results follows:
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Downtown Façade Improvement Pilot:
12 total applicants with an average project budget of $14,035 and average
planned reimbursement of $4,166
$50,000 in total funds reserved for projects, representing 100% utilization
$168,424 combined planned investment in downtown building improvements,
including the City’s portion. This is a 337% increase over the City’s portion of
$50,000
Feedback revealed the pilot was viewed favorably by local business owners and
that there is interest to renew
Participating businesses are host to a combined 44 local jobs
Downtown Commercial Corridor Development Incentive Pilot :
34 planning and/or building permit applications qualified
$64,738 in combined savings for all applicants
$3,753,594 estimated new assessed valuation in building improvements
Feedback revealed the pilot was viewed favorably by local business owners and
that there is interest to renew
BACKGROUND
Over the course of 2018 and 2019 the City Council provided direction for staff to pursue
a variety of economic development related activities, update the economic incentive
policy, and, in a broader view, expressed an interest in expanding the City's overall
economic development role.
On February 19, 2019 Council provided direction to develop pilot programs to spur
investment in the City of Gilroy, and specifically in key commercial corridors as identified
in the Place-Based Economic Development Strategy. Generally incentives provide
support for businesses looking to refresh their buildings and attract more customers.
Incentives also support the use of the beneficial Opportunity Zone and New Market Tax
Credits, which are available in Gilroy.
On July 1, 2019, the Gilroy City Council voted to approve two one -year economic
development pilot programs to stimulate Downtown business develo pment. Collectively
the pilot programs are called the Downtown Improvement Incentive Program (the
Program). The two Downtown Improvement Incentive Program pilots are: 1) the
Downtown Commercial Corridor Development Incentive Pilot, which temporarily
reduced building and planning fees by 75%; and 2) the Downtown Façade Improvement
Pilot, which offered $5,000 matching grants for facade improvements. The adopted pilot
programs were intended to benefit the community by facilitating economic development
for a strong and resilient local economy and help implement the Strategic Goals for
Revitalizing Downtown and Focusing on Revenue Driven Economic Development.
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Council requested a quarterly update on the Downtown Improvement Incentive
Program. This report serves as the final quarterly update and includes information
regarding The Downtown Façade Improvement Pilot and The Downtown Commercial
Corridor Development Incentive Pilot, both of which were described in length during the
June 17, 2019 City Council Meeting prior to the formal adoption on July 1, 2019.
The following steps were taken to launch and implement the pilot programs:
Staff advertised both programs with an English and Spanish flyer explaining
details and providing contact information for businesses wit hin the pilot program
areas.
Staff used both map data and business license records to create a manifest of
eligible businesses. Each business was sent a flyer to both the situs addresses in
downtown and the mailing address of each business license holder of record for
the qualifying properties.
Staff also attended a Downtown Business Association meeting to present the two
programs to downtown business leaders and answer any questions they had.
Staff also updated the Downtown Business Association at a seco nd meeting.
Staffed in Community Development worked collaboratively to ensure the new fee
schedule was being applied to permits in the incentive area.
During the first quarter staff received feedback from applicants that the process
could be streamlined by removing the three bid requirement. In the spirit of being
business friendly, the City of Gilroy removed this requirement.
Staff has provided three quarterly updates to Council so far.
ANALYSIS
The Downtown Façade Improvement Pilot
As a historic downtown, some of the structures are naturally in varying states of repair,
with progress being made regularly. Continuous improvement is necessary for the
rehabilitation of a more attractive downtown and is vital to generating reliable foot traffic
for business growth. With the Downtown Façade Improvement Pilot, the City is not the
primary actor in revitalization efforts, but rather the small business owners. Through the
Façade Pilot, the City has started to create a supportive environment for downtown
businesses. The Downtown Façade Improvement Pilot was able to approve a total of
twelve applications during the program tenure, supporting local small businesses, and
utilizing the full program funds of $50,000. Most of the applicants, seven of twelve, were
submitted toward the end of the program in quarter four. Below is a summary chart for
each of the applicants followed by a project description for each applicant followed by a
narrative of each of the funded projects:
Figure 1: Downtown Façade Improvement Pilot Participant Roster
9.C
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App
#
Business
Name
Project
Address
Project
Budget
Reserved
Grant
Amount
Status
1 Vines and Pints 7511 Monterey
Rd
$15,850 $5,000 Reimbursement pending
2 El Charito Market 7638 Monterey
Rd
$5,340 $2,670 Construction – Restarted
project due to COVID-19
3 Neon Exchange 7363 Monterey
Rd
$11,968 $5,000 PAID - 1/16/2020
4 Lonely Oak
Brewpub
7373 Monterey
Rd
$12,607 $5,000 On Hold
5 Gallery 1202 7363 Monterey
Rd B
$7,040 $3,520 PAID - 7/20/2020
6 The Realty Society 7451 Monterey
Rd
$1,817 $909 PAID - 7/21/2020
7 Maxima Realty
Group
7537 Monterey
Rd
$15,000 $3,000 Reimbursement pending
8 Maxima Realty
Group
7401 Monterey
Rd
$19,000 $5,000 Construction
9 Maxima Realty
Group
7415 Monterey
Rd
$25,000 $5,000 Construction
10 Maxima Realty
Group
7515 Monterey
Rd
$25,000 $5,000 Construction
11 Maxima Realty
Group
7574 Monterey
Rd
$20,000 $5,000 Construction
12 Ernie's Plumbing (APN): 841-06-
003
$9,800 $4,901 Reimbursement pending
TOTAL $168,244 $50,000
Note: Project budget does not fully account for all of the private investment as there were often
accompanying improvements outside the scope of the façade.
1. Vines and Pints – Status: Work Complete. Reimbursement Pending.
Vines and Pints is a new addition to the downtown, revitalizing the building on 7511
Monterrey. Although, not open yet, plans for the wine bar include Italian décor with a
rotating and simplified menu serving up appetizers such as baked olives, stuffed
mushrooms, and fried artichoke hearts. For the main course, chicken piccata, beef
bourguignon and lemon parmigiano pasta will be on the menu with blueberry
cheesecake and lemon bars deserts.
When the owner first acquired the property, the façade was not only unsightly, but also
unsafe. They quickly went to work to make repairs and worked with the City to acquire
permits. Vines and Pints was one of the first participants in the Community
Development Department’s Early Start Program. The program was implemented to
shorten the timeline of construction improvements and re models through our Building
Division with a new permit process. This new process speeds up construction
improvements by allowing for some construction to start and continue during the plan
review process. This is done through the issue of interior non-structural demolition
9.C
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permits or non-structural tenant improvement permits prior to completion of the plan
review process and thereby shortening the entire timelines of the construction project.
[Vines and Pints Before Photo 1]
https://ca-gilroy.civicplus.com/DocumentCenter/View/11074/Vines-and-Pints-After-
Photo
[Vines and Pints Before Photo 2]
https://ca-gilroy.civicplus.com/DocumentCenter/View/11076/Vines-and-Pints-Before-
Photo-2
[Vines and Pints After Photo]
https://ca-gilroy.civicplus.com/DocumentCenter/View/11074/Vines-and-Pints-After-
Photo
2. El Charrito – Status: Work Pending.
El Charrito Market, the second application, plans to replace old awnings to brighten up
the business, which has operated in Gilroy for 75 years. El Charrito Market is a locally
owned family business in the heart of Old Town Gilroy, with vegetables, a grocery store,
fresh cut meat, masa for tortillas and tamales, and warm tortillas for parties, and
specialize in a vast variety of Mexican cuisine. El Charrito Market planned for work in
the beginning of 2020 but worked stopped during the shelter in place. They received an
extension on time to perform and plan to complete work by the end of 2020. As of the
writing of this report permits had already been pulled.
[El Charrito Before Photo]
https://ca-gilroy.civicplus.com/DocumentCenter/View/11062/El-Carrito-Before-Photo
3. Neon Exchange – Status: Work Complete. Reimbursement Paid.
The first approved application was for The Neon Exchange, a recent addition to the
downtown core; the improvements included repairing and replacing all front façade
broken glass, new signs, pressure washing, and painting. The improvements were
completed in quarter two and a reimbursement was issued. The Neon exchange is a
membership based co-working space and events center on the first floor while the
second floor is dedicated to 20 newly renovated private offic es, all of which allows
entrepreneurs and other business people to utilize office space without the traditional
scale needed to rent a full building. The business and operator, Toni Bowles, was
featured in the Gilroy dispatch where it was stated “she worked hard to both preserve
and update the former hotel in our historic downtown." Her intent was to marry the old
with the new in an effort to bridge generations together and pay tribute to the rich history
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here in Gilroy. The Neon Exchange had their grand o pening October 27, 2019 on the
first floor and their certificate of occupancy on the second floor issued June 29, 2020.
Applicant Comments:
My experience with the Downtown Facade Improvement Program was
streamlined and efficient. The City primary point of contact was communicative
and very helpful every step of the way. I was facing a multitude of construction
improvements on the interior over the course of the two -year project so the ability
to tap into funds specific to help improve the facade helped t remendously. While
the most dire work was on the interior, it was so important to pay attention to the
exterior as it is often the first impression patrons will make about whether to step
foot inside a business. It was important to me to take the drearin ess out of the
building to making it more approachable and inviting for people to come inside
and take a further look. Thank you so very much to the City of Gilroy for
providing small business owners like me a little help in creating an overall
improved Community footprint Downtown. While events are at a temporary halt
due to Covid-19, 18 of the 20 private offices upstairs are leased with fully
operationalized businesses many of which are essential services (for -profit, non-
profit and government offices). For more information, please email
theneonexchange@gmail.com or call us at 669-239-0007. You can also visit our
website at www.theneonexchange.com and/or our Facebook and Instagram
page @neonexchange
-Antonia Bowles
[Neon Exchange Before Photo]
https://ca-gilroy.civicplus.com/DocumentCenter/View/11070/Neon-Exchange-Before-
Photo
[Neon Exchange After Photo 1]
https://ca-gilroy.civicplus.com/DocumentCenter/View/11068/Neon-Exchange-After-
Photo-1
[Neon Exchange After Photo 2]
https://ca-gilroy.civicplus.com/DocumentCenter/View/11069/Neon-Exchange-After-
Photo-2
4. Lonely Oak Brewpub and Pizzeria – Status: Work Pending.
Lonely Oak Brewpub and Pizzeria will be a new business interest in the heart of
downtown and has applied for the façade pilot program to renovate the awnings, roll up
doors, signs, lighting, and improve ADA compliance. Lonely Oak Brewpub and Pizzeria
is planned to be a nano brewery. With construction permits issued, work is underway on
the underground plumbing, framing of the brew room and kitchen prep area, and bar
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counter construction from reclaimed wood. The City recently assisted the pub owners
with an onsite review of the electrical power requirement and provided guidance on
upgrading the panel to a higher amp system. Their anticipated finish date is the end of
2020.
[Lonely Oak Before Photo 1]
https://ca-gilroy.civicplus.com/DocumentCenter/View/11066/Lonely-Oak-Before-Photo-1
[Lonely Oak Before Photo 2]
https://ca-gilroy.civicplus.com/DocumentCenter/View/11067/Lonely-Oak-Before-Photo-2
5. Gallery 1202 – Status: Work Complete. Reimbursement Paid.
Gallery 1202 is a fine art gallery in Downtown Gilroy and received a façade grant for
painting, window replacement, door restoration, and signage. As stated in the South
Valley magazine in “Gilroy Gallery Opens in Historic Downtown Hotel” by Erik Chaloub:
“Emily McEwan-Upright envisioned a space where creative mothers and mid-career
artists can display their work without the pressures and demands of a traditional fine art
gallery. The result is Gallery 1202, which recently moved from the Pixley House on Fifth
Street in downtown Gilroy to The Neon Exchange at 7363 Monterey St. and celebrated
its grand opening in October. McEwan-Upright, who had recently completed an artist
residency in Texas, used the gallery to display her own work for the first year.”
Gallery 1202 continues to add to the vitality of downtown with new exhibits every few
months. Gallery 1202’s most recent exhibit, Women (Un)Silenced A Survey of
Contemporary Black Artists, opened on October 10th and will be on display until
November 20th showcasing “six American artists who give voice to those who have
been historically silenced. Each of these artists seeks to challenge their audience to
adjust and question their perspective on issues such as mental health, misogyny,
racism, culture, and gender by using the female figure as a tool in their respective
medium.”
[Gallery 1202 Women (Un)Silenced Press Release]
https://ca-gilroy.civicplus.com/DocumentCenter/View/11140/DETAILED-_-Women-
UnSilenced
[Gallery 1202 Before Photo]
https://ca-gilroy.civicplus.com/DocumentCenter/View/11065/Gallery-1202-Before-Photo
[Gallery 1202 After Photo 1]
https://ca-gilroy.civicplus.com/DocumentCenter/View/11063/Gallery-1202-After-Photo-1
[Gallery 1202 After Photo 2]
https://ca-gilroy.civicplus.com/DocumentCenter/View/11064/Gallery-1202-After-Photo-2
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6. The Realty Society – Status: Work Complete. Reimbursement Paid.
The Realty Society in Downtown Gilroy is a group of real estate agents rooted in the
South Bay Area, that are dedicated to providing client-centric practices that deliver an
unparalleled real estate experience. In April of 2019, a vandal broke their storefront
glass at 7451 Monterey Rd. To help re -build better they installed new windows with anti-
shatter and anti-graffiti coating to help prevent damage in the future. The applicant had
the following comments for the Cit y Council:
We'd like to thank you for all of your work in this effort and for your help,
specifically, with our business.
The vandalism couldn't have come at a worse time...we were shut down due to
COVID-19 and our brokerage had a dry spell from mid-March until the end of
May. The vandalism occurred in April.
Please give the City Council a huge THANK YOU in your upcoming
report/meeting. The City of Gilroy truly helped a small business during a real
time of need. We hope we can return the favor someday in some way.
Thank you again,
-Ryan Mull
[The Realty Society Before Photo]
https://ca-gilroy.civicplus.com/DocumentCenter/View/11073/The-Realty-Society-Before-
Photo
[The Realty Society After Photo]
https://ca-gilroy.civicplus.com/DocumentCenter/View/11072/The-Realty-Society-After-
Photo
Applications 7 to 11 – Maxima Realty
These projects are all for renovating vacant buildings to prepare them for lease. The
following are excerpts from each of the applications section on project description.
7. 7537 Monterey Rd – Status: Work Complete. Payment Pending.
“A long-term tenant of 7573 Monterey Street has recently allowed the lease to
terminate and has vacated the premises. This project is intended to address
certain repairs needed to the property before it is leased and improve the
appearance of the property to attract a new tenant. We anticipate that tenant
improvements may be made to the property once we identify the new tenant and
the upgrades needed for their business. The repair project has three main
components.
9.C
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Roof. There is an issue in the drain system that has caused back-up pooling and
damage to the roof and interior of the building. This project will entail repair of the
drain system, installation of an overflow drain and repair of the damage to the
roofing material caused by the drainage backup.
Exterior. There are several areas where the exterior stucco needs to be repaired
and patched. This will include preparation for painting the exterior of the building.
This will involve new colors consisting of a cracked wheat tone for the base and a
hunter green tone for accent. See pictures.
Interior. The interior of the building is in serious need of an upgrad e. We have
made the decision to wait for a new tenant to work with to upgrade. So to
facilitate the marketing of the property, we have opted to remove two damaged
pony walls, paint the walls an eggshell white, remove the carpet and scrape the
glue. We will also spray the ceiling and replace discolored T -bar ceiling panels.”
[7537 Monterey Rd Before Photo]
https://ca-gilroy.civicplus.com/DocumentCenter/View/11058/7515-Monterey-Rd-
Before-Photo-1
[7537 Monterey Rd After Photo]
https://ca-gilroy.civicplus.com/DocumentCenter/View/11060/7537-Monterey-Rd-
After-Photo
8. 7401 Monterey Rd – Status: Work Pending
“7401 Monterey Street is a locally designated historical building that was built
around 1906. The building was declared to be an Unreinforced Masonry Building
in 1991. This building has been vacant since 2007, approximately thirteen years.
This property was acquired on August 27, 2007.
It is our intent to fully renovate and restore this building. Since its acquisition we
have retrofitted the unreinforced masonry walls, repaired the roof and framed out
the second-floor residential units. We are currently working with PG&E to restore
electricity and gas services to the building. The next step of the renovation
project is to address the second-floor facade of the building.
The first step involves the repair and of the existing stucco. This will include a
skim coat over the existing stucco. This involves approximately 3,600 SF of
stucco. Once complete, the second step is to prime and paint the stucco. We are
in process of selecting new colors that will be submitted to the Design Committee
for approval. The first and second stories of the building have approximately
eighteen wood-trimmed windows. We will prime and paint the wood trim to
protect it from the elements and improve the building appearance. We are in
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process of selecting new colors that will be submitted to the Design committee
for approval.”
[7401 Monterey Rd Before Photo 1]
https://ca-gilroy.civicplus.com/DocumentCenter/View/11052/7401-Monterey-Rd-
Before-Photo-1
[7401 Monterey Rd Before Photo 2]
https://ca-gilroy.civicplus.com/DocumentCenter/View/11053/7401-Monterey-Rd-
Before-Photo-2
9. 7514 Monterey Rd – Status: Work Pending
“7415 Monterey Street is a locally designated historical building that was built
around 1900. This building has been vacant and was not well maintained for
approximately ten years. Over this time frame there has been some deterioration
in the building due to weather intrusion. This property was acquired in February
2020.
It is our intent to fully renovate and restore this building. One of the first steps is
to update the store-front of the building to improve its marketability. At some time
in the past, the transom windows were removed. The windows and double doors
that span the front of the building do not comply with current code and have
significantly deteriorated. We also want to address the energy efficiency of the
building.
It is our intent to uncover and restore the transom windows that were previously
removed. In addition, we intend to replace the entire existing storefront. The new
unit will feature tempered glass to meet current code and will be more energy
efficient than the existing units. We will frame the windows and doors in a
bronzed aluminum. We will repair the existing stucco and paint the front of the
building with a new color scheme consisting of a light gray coat with a dark gray
accent color.”
[7514 Monterey Rd Before Photo 1]
https://ca-gilroy.civicplus.com/DocumentCenter/View/11056/7514-Monterey-Rd-
Before-Photo-1
[7514 Monterey Rd Before Photo 2]
https://ca-gilroy.civicplus.com/DocumentCenter/View/11057/7514-Monterey-Rd-
Before-Photo-2
10. 7515 Monterey Rd – Status: Work Pending
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“7515 Monterey Street is a locally designated historical building that was built
around 1900. The building was declared to be an Unreinforced Masonry Building
in 1991. This building has been vacant and not well maintained for more than ten
years. Over this time frame there has been some deterioration of the building due
to weather intrusion. This property was acquired in October 2019.
It is our intent to fully renovate and restore this building. Since its acquisition we
have developed plans to reinforce or replace the unreinforced masonry walls as
well as repairing and replacing the roof. The City is currently reviewing these
plans and we expect approval shortly. The next step is to concurrently address
the structurally unsound front parapet and update the store -front to improve
marketability. At some time in the past, the transom windows were removed. The
windows and glass doors that span the front of the building do not comply with
current code and have significantly deteriorated. We also want to address the
energy efficiency of the building.
It is our intent to uncover and restore the transom windows that were previousl y
removed. In addition, we intend to replace the entire existing storefront. The new
unit will feature tempered glass to meet current code and will be more energy
efficient than the existing units. We will frame the windows and doors in a
bronzed aluminum. We will repair and repaint the existing brick front.”
[7515 Monterey Rd Before Photo 1]
https://ca-gilroy.civicplus.com/DocumentCenter/View/11058/7515-Monterey-Rd-
Before-Photo-1
[7515 Monterey Rd Before Photo 2]
https://ca-gilroy.civicplus.com/DocumentCenter/View/11059/7515-Monterey-Rd-
Before-Photo-2
11. 7475 Monterey Rd – Status: Work Pending
“7574 Monterey Street is a locally designated historical building that was built
around 1922. The building was declared to be an Unreinforced Masonry Building
in 1991. This building has been vacant and not maintained since November
2007, approximately thirteen years. Over this time frame there has been
significant deterioration in the building due to weather intrusion and vandalism.
This property was acquired on December 30, 2019.
It is our intent to fully renovate and restore this building. Since its acquisition we
have replaced the unreinforced masonry wall and are in process of repairing and
replacing the roof. We should be done with that shortly. The next step of the
renovation project is to begin to addre ss the front and rear façade of the building.
The first step involves the replacement of the existing transom windows. These
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window frames have significantly deteriorated and some of the windows are
inoperable and/or broken.
We have identified a window ma nufacturer that can faithfully replicate the
existing windows. It is our intent to repair and/or replace the existing damaged
transom windows. As part of the process we will replace or repair the window
framing and headers as necessary to address wood rot. We will also reflash and
water seal the windows to ensure the windows are water-tight going forward. We
will also remove the awning boxes and the pigeon spikes in the front windows.”
[7475 Monterey Rd Before Photo 1]
https://ca-gilroy.civicplus.com/DocumentCenter/View/11054/7475-Monterey-Rd-
Before-Photo-1
[7475 Monterey Rd Before Photo 2]
https://ca-gilroy.civicplus.com/DocumentCenter/View/11055/7475-Monterey-Rd-
Before-Photo-2
12. Ernie’s Plumbing – Status: Work Pending
The City of Gilroy initiated a special volunteer lead project to repair and upd ate the
parking lot north of 6th street and Railroad for the nearby youth center. The City added
new pavers, colorful crepe myrtle trees, handicap pavement markings and signs, and
new gorilla hair mulch in the landscaping, all with the help of volunteers and City staff.
The revitalization efforts of the parking lot, led by retiree and City volunteer Rachel
Munoz, then went one step further by helping Ernie’s Plumbing restore their property’s
façade. When the business owner, Ernie Lopez, applied for the Faç ade Grant it was
near the last day of the program. However, there was still approximately $4,900 in
available funds. But for this applicant the funds would not have been put to use on a
new façade. The City approved the modest funding because of the combin ed efforts to
clean up the neighboring parking lot. This grant award will help improve a much blighted
building allowing the challenged neighborhood area to look safe and appealing.
Ernie Lopez worked with Epic paint company Danny Martin to make these new
changes. In addition, the improvement project opened up conversations with the owner
of the building that Mr. Lopez rents for his business. T he owner of 7411 Railroad Street
Contacted Ernie has officially offered to sell the building to Ernie Lopez. Ernie is excited
about purchasing this building that he has rented it for over 25 years. It is likely none of
this could have ever transpired had we not been trying to improve the Railroad parking
lots.
“On behalf of Ernie’s Plumbing business and myself, we wish to thank the City of
Gilroy for sponsoring the Downtown Façade Pilot Project.Providing seed money
as an incentive to improve the façade surely help to motivate and facilitate a new
look.
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The application process was not hard at all. We found out about th e Downtown
façade pilot project by Downtown Gilroy Leader Gary Walton. He told us to
contact Trevin Barber who was in charge of the program. Due to covid 2019, we
actually thought we had missed the opportunity however Trevin assured us that it
was still a possibility because we had had been coordinating and organizing with
the Railroad Street Neighborhood Revitalization project in early June 2020. It
was encouraging and exciting to be given the opportunity to submit the
application for the façade improvement project. The application asked several
good questions however we recommend revisiting the original application
because in some areas it asks the same questions over and over.
Once Trevin the Senior Management Analyst received the application, within a
super short time we received a positive email that our application had been
accepted.
What a great joy and today Oct. 3, 2020, Ernie Building located at 7411 railroad
has a whole new great look. The once blighted graffiti tin building now has a new
soft warm positive look all thanks to the City of Gilroy Façade Pilot project.
Thanks again to the City of Gilroy Downtown Façade Pilot Project, the Eastside
Neighborhood and those traveling the 6th and Railroad corridor area now has a
nice new pleasant modern look. Our goal for improving this building exterior was
to encourage community to utilize the north and southbound Railroad parking
lots. To feel safe as they strolled over to the parking lots. Passerby citizen gave
thumbs up validating the new look and appearance.
In final notes, we encourage City Council and City Administrator to consider
continuing the Downtown Façade Pilot project giving more opportunities to other
businesses who now can see the multiple positive benefits and accomplishments
that have occurred.
Please see the before and after photos of Ernie’s Plumbing.
Respectfully,
-Mr. Ernie Lopez, Plumbing Business 7411 Railroad Street
-Rachel R. Muñoz Community Volunteer & Retiree City of Gilroy Police
Department
[Ernie’s Plumbing Before Photo]
https://ca-gilroy.civicplus.com/DocumentCenter/View/11078/Ernies-Plumbing-Before-
Photo
[Ernie’s Plumbing After Photo]
https://ca-gilroy.civicplus.com/DocumentCenter/View/11077/Ernies-Plumbing-After-
Photo
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[Parking Lot After Photo]
https://ca-gilroy.civicplus.com/DocumentCenter/View/11071/Parking-Lot-Photo-After
The Downtown Commercial Corridor Development Incentive Pilot
Quarter #4 by the Numbers
In the fourth quarter of the pilot program (4/1/2020 – 6/30/2020), the City received 87
Planning and Zoning type permits and 301 Building and Safety type permits for a total of
388 applications. Of the 388 total applications, 5 were from qualified addresses within
the Downtown Commercial Corridor Development Incentive Pilot boundary and had the
new reduced fee schedule applied to their application.
Of the 5 applications, 2 were for Planning and Zoning type permits and 3 were for
Building and Safety type permits. The estimated valuation of the building projects is
$148,320 dollars.
The fees for the 5 applications would have equaled $5,33 5, but with the temporary
downtown fee waiver schedule, applicants were only charged $1,334. That’s a total of
$4,001 in savings.
Annual Evaluation
During the full tenure of the Downtown Commercial Corridor Development Incentive
Pilot, permit data reveals that this pilot has decreased customer cost by a total of
$64,738 across 34 planning and building permit applications. Conversely, this is also
the figure for the City’s fiscal impact. The permit data reveals that there was a variety of
project types in Downtown Gilroy from minor modifications and sign permits to complete
reconstruction. As a historic downtown, some of the structures are naturally in varying
states of repair, with progress being made regularly. Continuous improvement is
necessary for the rehabilitation of an even more attractive downtown and is vital to
generating reliable foot traffic for business growth. With the Downtown Commercial
Corridor Development Incentive Pilot, the City is not the primary actor in revitalization
efforts, instead that is the role of the small business owners. Through the Incentive Pilot,
just like the Façade Pilot, the City has started to create a supportive environment for
downtown businesses. Figure two below provides a full roster of the participating
projects.
Figure 2: Downtown Commercial Corridor Development Incentive Pilot Participant
Roster
Project
Number
Project Type Date Project
Valuation
Fees at
25% (Less
State Fees)
Total
Saved
19090002 ARCH_SITE 09/04/2019 $ 4,065 $ 3,049
19090021 TBP 09/18/2019 $ 50 $ 38
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19070022 BDEMO 7/8/2019 $ 300 $ 147 $ 110
19070030 PERMIT 7/10/2019 $ 21,375 $ 983 $ 737
19070074 PERMIT 7/25/2019 $ 500 $ 250 $ 188
19070094 PERMIT 7/22/2019 $ 499 $ 395 $ 296
19080008 PERMIT 8/2/2019 $ 100 $ 250 $ 188
19080009 PERMIT 8/2/2019 $ 2,000 $ 360 $ 270
19080082 PERMIT 8/13/2019 $ 2,800,000 $ 22,479 $ 16,859
19080098 PERMIT 8/16/2019 $ 7,000 $ 437 $ 328
19080123 PERMIT 8/21/2019 $ 15,000 $ 913 $ 685
19100023 ARCH_SITE 10/15/2019 $ 4,065 $ 3,049
19110035 ARCH_SITE 11/27/2019 $ 4,065 $ 3,049
19110034 SIGN 11/27/2019 $ 140 $ 105
19110033 CUP 11/27/2019 $ 5,275 $ 3,956
19110032 ARCH_SITE 11/27/2019 $ 4,065 $ 3,049
19120038 ARCH_SITE 12/31/2019 $ 8,900 $ 6,675
19100103 PERMIT 10/9/2019 $ - $ 855 $ 641
19120067 PERMIT 12/13/2019 $ 500,000 $ 2,793 $ 2,094
19120096 PERMIT 12/19/2019 $ 500 $ 162 $ 122
19120125 PERMIT 12/30/2019 $ 8,000 $ 1,195 $ 896
20010091 PERMIT 1/28/2020 $ 100,000 $ 940 $ 705
20010111 PERMIT 1/31/2020 $ 40,000 $ 1,402 $ 1,061
20030003 PERMIT 3/2/2020 $ 30,000 $ 1,209 $ 909
20030095 PERMIT 3/16/2020 $ 80,000 $ 1,481 $ 1,334
20010036 MINOR_DEV 1/31/2020 $ 1,235 $ 926
20020013 ARCH_SITE 2/7/2020 $ 7,955 $ 5,966
20030004 MINOR_MOD 3/5/2020 $ 320 $ 240
20030015 ARCH_SITE 3/10/2020 $ 4,285 $ 3,214
20060097 BREROOFCOM $ 42,000 $ 1,101 $ 836
20060074 BMECH $ 31,320 $ 1,556 $ 1,175
20060028 BURM $ 75,000 $ 2,184 $ 1,656
20060020 MINOR_MOD 6/15/2020 $ 320 $ 240
20050001 SIGN 5/4/2020 $ 126 $ 95
Total $ 3,753,594 $ 85,956 $ 64,738
Results of the Downtown Improvement Incentive Program, Cost/Benefit
By the end of the program term all of the Façade Pilot funds had been reserved for
twelve approved projects and the City provided incentives, lower fees, to 34 different
planning and building projects in downtown. The fiscal impact of the Façade Pilot was
$50,000 and the Incentive Pilot was $64,738 for a total cost of $114,738.
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A survey of participants revealed that the programs were viewed favorably. Of the 34
projects, six participated in a short two-minute survey of seven questions. Four of the
six believed that their project would not have been completed but for the pilot. One of
the respondents put it this way:
“The pilot program alleviated many of the financial burdens associated with
opening a business in the downtown area that would have otherwise been a
barrier to entry.”
And another:
“It is a tough time out here. The pilot program was a helping hand from the City
that we appreciated.”
At the writing of this report there were five completed façade projects in downtown. It is
merely a matter of time until the remaining approved projects finish work on refreshing
their facades. It is the intent of the applicants that these improvements will contribute to
the longevity of their business investments, and in a larger sense a more vibrant and
revitalized downtown. All of the improvements also compliment the larger downtown
community’s efforts to fix-up buildings with unreinforced masonry.
Goal 1: Expand the Tax Base by Incentivizing Investment in Downtown
The first goal of the Downtown Improvement Incentive Program was to expand the tax
base by incentivizing investment in downtown. This goal has two operational
components 1) expand tax base, and do it by way of incentives. New investment dollars
supported by the Downtown Façade Improvement Pilot across all twelve application s
totals $168,424. And according to the permit data in the Figure 2, Downtown
Commercial Corridor Development Incentive Pilot supported $3,753,594 of new
investment in Downtown Gilroy. With an approximate overlap of $95,000 from each
pilot, the total amount of new investment is approximately $3,827,018.
Figure 3: Downtown Façade Improvement Pilot Change in Assessed Value of
Completed Projects or Property Transfers
APN AV 2018 AV 2020 AV Change AV Change Percent
799-06-054 $ 127,702 $ 405,756 $ 278,054 218%
799-08-037 $ 920,000 $ 1,530,000 $ 610,000 66%
799-08-036 $ 170,000 $ 265,000 $ 95,000 56%
If the change in value for these properties is indicative of how other property’s assessed
value will improve, then the City is positioned well to see a strong return on their
investment. By supporting these projects the City is helping small businesses and
contributing to their longevity. If the change in assessed value can be sustained then
the City and the local effected taxing agencies, like schools, will realize long term
benefit. For example, the City supported a project with a $5,000 grant. The change in
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the assessed value of 218% occurred when the business acquired the property and
triggered a re-assessment. But for their investment the re-assessment would not have
occurred. The local effected taxing agencies will receive on average 1.2% of the value
on an ongoing, annual basis; 1.2% of 405,756 is $4,869, nearly matching the initial
$5,000 that the City provided. The City should not assert that but for the $5,000 grant
that the business would not have invested in Gilroy. However, funding the business
demonstrates a concerted effort on behalf of the City to support and reward small
businesses that invest in Gilroy, creating a business friendly environment.
Goal 2: Decrease Vacancies in Downtown
Many of the buildings in the Pilots were previously vacant, Sumano’s Bakery, Neon
Exchange, Vines and Pints, and Lonely Oak Brewpub and Pizzeria. On a cursory level,
we can concluded that the Program assisted business that were filling vacancies in
downtown. There are also five projects in the Façade Pilot that are using the funds to fix
up vacant buildings in order to better attract new tenants. These projects are promising
in that they are more recent applications and therefore have future potential to attract
tenants. By staffs count there will be nine less vacancies when construction is
concluded and if attraction efforts are successful.
Impacted by COVID-19
The impact of COVID-19 Pandemic in quarters three and four of the Program should not
be understated. The pandemic caused the closure of many businesses and left projects
stalled. Due to these circumstances the Program was not able to provide as much value
as anticipated since new building and planning permit applications reduced
considerably, as seen in Figure 2 in the Date column. According to the program details
projects had a requirement of 90 days for completion. Due to the enormous and
unforeseen complexity introduced by COVID, staff issued extensions on the Façade
pilot projects so that all of the applicants would have additional time to achieve
completion.
FISCAL IMPACT/FUNDING SOURCE
None. There are no actions being taken at this time, this is an informational item only.
NEXT STEPS
Staff anticipates returning to Council in November with economic development
programming recommendations inclusive of feedback and direction received during this
meeting.
On longer time-frame, staff anticipates briefly following up with each of the Downtown
Façade Improvement Pilot applicants to observe their continued progress and assess
the growth in the City’s initial investment.
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City of Gilroy
STAFF REPORT
Agenda Item Title: Appointment of One Member to the Youth Commission for a Partial
Term Ending September 30, 2021
Meeting Date: October 19, 2020
From: Jimmy Forbis, City Administrator
Department: City Clerk
Submitted By: Shawna Freels
Prepared By: Shawna Freels
Suzanne Guzzetta
Strategic Plan Goals
☐ Fiscal Stability
☐ Downtown
Revitalization
☐ Economic
Development
☐ Neighborhood Services
☐ Enhanced Public
Safety
☐ Workforce Stability Public Engagement
RECOMMENDATION
Appoint one Youth Commission member to a term ending September 30, 2021.
BACKGROUND
The City conducted an 18-week recruitment period from May, 2020 through the
beginning of the school year to fill seven seats on the Youth Commission.
We partnered with the Gilroy Unified School District (GUSD) Public Information
Office to distribute the recruitment material to all Junior High and High School s
through their administrative staff as well as through GUSD Twitter, Facebook and
e-newsletters. The recruitment was promoted through all of our social media
outlets, the City website, and through the Gilroy Chamber of Commerce, CARAS
and Leadership Gilroy.
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35 applications were received during the recruitment period and the City Council
interviewed 24 of the applicants at your September 14, 2020 meeting appointed
7 members at the September 21, 2020 meeting.
One additional vacancy of a partial term seat ending September 30, 2021 has
come open and Council is being asked to select one additiona l candidate to fill
this open seat.
Applicants:
Jacob Baker - appointed
Alexandra Beyret
Eshaan Billing
Claire Burke
Finley Corona
Logan Corona
Esmeralda Garcia - appointed
Katie Garrison
Alyssa Gonzalez
Winston James - appointed
Sajiv Jampani
Meyhar Kamrah - appointed
Maana Kolagotla - appointed
Alexis Kong
Kadence Lewis
Grace Longoria
Dylan Matthews
Addison Orlando
Reet Padda - appointed
Charlize Serrano
Jordyn Silva
Zachary Souza
Yashila Suresh - appointed
Kyle Verette
Applicants who were not interviewed:
Andrew Bachman
Brennan Burge
Jackson Burge
Lillian Burke
Julia Fox
Joshua Jang
Edwin Lopez *
Jordan Merritt
Awa Ndao
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Ryanne Palacios
Isabella Sells
* incumbent
Applications for all candidates, and a regional mapping of the residential area of each
applicant is included to allow Council to review the geographical representation of these
applicants.
CONCLUSION
It is recommended that Council make one additional appointment to fill this new
vacancy of an unexpired term ending September 30, 2021.
Attachments:
1. 2020 Youth Commission Applications
2. 2020 Youth Commission Applicant Map 2
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Name Age Grade Incumbent School
Andrew Bachman 17 12 Monte Vista Christian School
Jacob Baker 15 10 Gilroy High School
Alexandra Beyret 15 10 Dr. TJ Owens Gilroy Early College Academy
Eshaan Billing 15 10 Dr. TJ Owens Gilroy Early College Academy
Brennan Burge 13 7 Dr. TJ Owens Gilroy Early College Academy
Jackson Burge 14 8 Brownell Middle School
Claire Burke 15 10
Lillian Burke 14 9 Dr. TJ Owens Gilroy Early College Academy
Finley Corona 12 7 Brownell Middle School
Logan Corona 14 8
Julia Fox 16 10 Dr. TJ Owens Gilroy Early College Academy
Esmeralda Garcia 17 12 Christopher High School
Katie Garrison 14 9 Christopher High School
Alyssa Gonzalez 16 11 Dr. TJ Owens Gilroy Early College Academy
Winston James 14 10 Christopher High School
Sajiv Jampani 13 8 Brownell Middle School
Joshua Jang 14 8 Brownell Middle School
Meyhar Kamrah 16 11 Dr. TJ Owens Gilroy Early College Academy
Maana Kolagotla 15 10 Christopher High School
Alexis Kong 16 11 Christopher High School
Kadence Lewis 13 8 Ascencion Solorsano Middle School
Grace Longoria 15 10 Christopher High School
Edwin Lopez 15 10 Yes Dr. TJ Owens Gilroy Early College Academy
Dylan Matthews 15 11 Oakwood High School
Jordan Merritt 18 12 Piedmont High School
Awa Ndao 17 11 Christopher High School
Addison Orlando 13 8 Brownell Middle School
Reet Padda 16 11 Dr. TJ Owens Gilroy Early College Academy
Ryanne Palacios 14 9
Isabella Sells 15 10 California Connections Academy
Charlize Serrano 15 11 Dr. TJ Owens Gilroy Early College Academy
Jordyn Silva 12 7 Brownell Middle School
Zachary Souza 13 7 Brownell Middle School
Yashila Suresh 15 11 Christopher High School
Kyle Verrette 15 10 Christopher High School
9.D.a
Packet Pg. 123 Attachment: 2020 Youth Commission Applications (3071 : Partial Term Youth Commission Appointment)
8/11/2020 13:40
RCity of Gilroy Application
for the Gilroy Youth Commission
Name*: Andrew Bachman Birth Date*: 11/2/2002
Address:
Phone Number(s): (Email Address:
Grade*: 12________ School: Monte Vista Christian School
Please list your background, including community service within the City of Gilroy, and any
prior experience with groups or organizations that would qualify you for this Commission:
I’m a three sport Varsity athlete in Cross Country, Soccer, and Track at Monte Vista Christian
Schoo. I’ve competed and trained a lot at Christopher and Gilroy High, and have attended
numerous XC meets at Gavilan College and Christmas Hill park. I was awarded MVP on my
XC team, and I am the Middle Distance Captain of my Track team.
In addition to my sports, I have served as a Marketing and Social Media Intern for the MVC
Marketing and Communications department for two years, where I had the opportunity to meet
weekly with the Marketing directors to discuss ways to broaden the school’s reach through
improvements to Monte Vista’s various social media platforms. I also provided and approved
content for the pages. Over the past two years, the MVC instagram page has seen a 230%
increase in followers.
I also serve as a selected student representative to the Associated Student Body (ASB) at MVC
where I assist in the planning, preparation, and execution of dances, class competitions, and
spirit weeks throughout the school year.
Also, in my Sophomore year, I was selected out of all AP Government students to attend a
political seminar as a MVC delegate to the Panetta Institute for Public Policy.
When it comes to community service, I have had the privilege of serving multiple times with the
Loaves and Fishes Family Soup Kitchen, where I assisted with food preparation and
distribution to the local homeless community. I also brought my XC team to serve there where
we assembled a record number of meals for an individual group.
Outside the local community, I’ve also had the opportunity to serve internationally over the past
five years on trips to Haiti, Uganda, and Mexico.
Why would you like to be appointed to the Gilroy Youth Commission?
Over the past two years, the Gilroy youth population has experienced a heartbreaking loss
through the Christmas Hill Park shooting, and a dramatic Global Pandemic shutdown. Rather
than being defeated and let down by these major uncontrollable events, I would be honored to
9.D.a
Packet Pg. 124 Attachment: 2020 Youth Commission Applications (3071 : Partial Term Youth Commission Appointment)
8/11/2020 13:40
contribute to the solution of these problems through providing my perspective to the Gilroy
Youth Commission.
What do you feel is the biggest problem facing the youth of Gilroy? If you are appointed,
what are the steps you will take to address this problem?
I feel the biggest problem currently facing the youth of Gilroy is a lack of social connection.
Regardless of the current coronavirus situation, I think there aren’t many places for teens to
interact and spend time together socially. If appointed, I would love to provide insight and serve
in any way possible to assist with the solution of this problem and any other agenda the
committee is working to achieve.
Reapplying Commissioners: What can you do to improve your previous performance on the
Commission?
All Commission, Board and Committee applications are a public record
The City of Gilroy accepts applications at any time and will keep them on file for one year.
9.D.a
Packet Pg. 125 Attachment: 2020 Youth Commission Applications (3071 : Partial Term Youth Commission Appointment)
9/7/2020 5:39:06 PM
City of Gilroy Application
for the Gilroy Youth Commission
Name*: Jacob Baker Birth Date*: 03/03/2005
Address:
Phone Number(s): Email Address:
Grade*: 10________ School: Gilroy High School
Please list your background, including community service within the City of Gilroy, and any
prior experience with groups or organizations that would qualify you for this Commission:
I have volunteered for the Gilroy Recreation Department for the past three years, I have worked
with the Gilroy Adaptive program, and I was a member of the Gilroy Foundation in middle
school. Furthermore, I have over 110 volunteer hours from my freshman year of high school
from participating in various opportunities that have arisen throughout the school year. I am
currently helping with the Unravel Pediatric Cancer Flutter campaign.
Why would you like to be appointed to the Gilroy Youth Commission?
I would like to be appointed to the Gilroy Youth Commission because I believe my insight as a
well-rounded high school student would provide useful information from all points of view.
What do you feel is the biggest problem facing the youth of Gilroy? If you are appointed,
what are the steps you will take to address this problem?
I feel the biggest problems facing the youth of Gilroy today is vaping and adjusting to distance
learning due to COVID-19. To face the vaping problem facing Gilroy high schools and middle
schools, I would research the negative health impact of vaping and youth smoking and create a
campaign to all students that discourages such unhealthy activities.
For distance learning, I would help struggling students with helpful tips and strategies that have
helped me be successful so far while virtually learning.
Reapplying Commissioners: What can you do to improve your previous performance on the
Commission?
All Commission, Board and Committee applications are a public record
The City of Gilroy accepts applications at any time and will keep them on file for one year.
9.D.a
Packet Pg. 126 Attachment: 2020 Youth Commission Applications (3071 : Partial Term Youth Commission Appointment)
8/11/2020 14:19
RCity of Gilroy Application
for the Gilroy Youth Commission
Name*: Alexandra Beyret Birth Date*: 3032005
Address:
Phone Number(s): (Email Address:
Grade*: 10________ School: Dr. Tj Owens Early College Academy
Please list your background, including community service within the City of Gilroy, and any
prior experience with groups or organizations that would qualify you for this Commission:
I am part of the Ciel Tutoring service in Gilroy, have volunteered for two seasons in the Gilroy
Public Library, am a leader in Gilroy's League of Writers, which teaches children writing skills,
and have helped at various events at multiple schools. I am also part of the UN Women's team
which helps empower women all throughout the world; an ambassador for LetHerLearn, a
worldwide organization that helps underprivileged girls with education; the director of Chemistry
for my county's StemPowerment chapter; and have created my own organization, We Voice,
that connects students all around the world (currently from 11 countries) to let their voices be
heard on global affairs and events that matter to them.
This has all taught me so many leadership skills and has broadened my perspective on life.
Why would you like to be appointed to the Gilroy Youth Commission?
Diversity means change. Whether that diversity means different ages, races, ethnicities,
opinions, genders, or identities. Diversity will bring a rise in a plethora of new opinions,and in
turn, change. And I want to make my part in being part of the diversity that brings change that
betters Gilroy as a whole. I am a mixed race (white and middle eastern) teen coming from
parents who are both immigrants. Working hard, I have learned English and Spanish on top of
my two original languages, Polish and Turkish. Being mixed, a child of immigrants, and not
knowing English until kindergarten has given me experiences not many have gone through,
helping me shape the way I see the world. I know how difficult things may be for children who
are mixed, and especially middle eastern. I know how life may be difficult when both of your
parents didn't grow up in the United States. I know how difficult it may be to learn English while
everyone else can already speak it. And I want to act on that. Because of my experiences, I
have a view so few have. A view and opinion that can help influence the Gilroy Youth
Commission and help make Gilroy a place even better than it is today.
What do you feel is the biggest problem facing the youth of Gilroy? If you are appointed,
what are the steps you will take to address this problem?
I want the voices of youth to be heard. That's the greatest problem that's happening right now.
To many people are shutting down the opinions of youth before even allowing them to finish
their full thoughts. I want all people (no matter age, race, identity, or gender) to feel accepted in
society and not worry about if their opinion is valid enough. To solve this, it would inherently
take fixing from the core of society, however there are steps to take. Initially, I would want to
have more events/contests in which youth are able to write/speak on their thoughts. This can
9.D.a
Packet Pg. 127 Attachment: 2020 Youth Commission Applications (3071 : Partial Term Youth Commission Appointment)
8/11/2020 14:19
be really anything ranging from poetry/writing contests, art shows, and more. Anything to bring
positive vibes towards the youth. Secondly, I would want to enable something that could
connect more youth. Even though there are multiple programs, these are hard to access and
many people don't have time for such. However, if there was some program more accessible
and less demanding, I feel more people would be involved.
Reapplying Commissioners: What can you do to improve your previous performance on the
Commission?
All Commission, Board and Committee applications are a public record
The City of Gilroy accepts applications at any time and will keep them on file for one year.
9.D.a
Packet Pg. 128 Attachment: 2020 Youth Commission Applications (3071 : Partial Term Youth Commission Appointment)
9/2/2020 9:50:47 AM
City of Gilroy Application
for the Gilroy Youth Commission
Name*: Eshaan Billing Birth Date*: 7/24/2005
Address:
Phone Number(s): Email Address:
Grade*: 10________ School: GECA
Please list your background, including community service within the City of Gilroy, and any
prior experience with groups or organizations that would qualify you for this Commission:
My name is Eshaan Billing and I'm a Sophomore at GECA. I belong to a family of highly
educated parents. We have been living in Gilroy since 2009. I'm very motivated and driven
individual and have done an extensive amount of community service in last one year. I have
been tutoring at CIEL as a volunteer since August 2019 under guidance of Diane who runs the
program. I earned about 100 hours of volunteer hour in almost one year at this facility teaching
elementary and middle school students. I was member of Gilroy Library Teen Advisory board
which honed my skills and provided me a platform to understand the workings of committees
involved in community improvement projects. I have also volunteered a various events in Gilroy
such as fundraising for Garlic Festival Shooting hosted by Rotary Club, one week Youth Camp
Leader in Winter held at Watsonville, etc. In total, I have done about 200 hours of volunteer
work in one year.
My grandparents own a convenience store in Gilroy. When COVID started, I decided to help my
grandparents in their store. Since April, I have been helping them in the store on volunteer
basis working about 4 hours daily. I have continued to do that even after the school started last
month. This has not only helped my grandparents during this tough time, but it also developed
a sense of work ethic for me.
Why would you like to be appointed to the Gilroy Youth Commission?
I would like to be appointed to the Gilroy Youth Commission because I want to help my
community more than what I already do. This is a tough time for everyone because of COVID
19 and I would like to part of the solution to help. I also would like to be the voice at the table to
provide solutions for the problems facing the youth of our city. I strongly feel that the problems
faced by citizens can only be solved by collective community service that all of us should do.
That is why I want to apply to this commission.
What do you feel is the biggest problem facing the youth of Gilroy? If you are appointed,
what are the steps you will take to address this problem?
In my opinion, the biggest youth problem facing the youth is related to Covid 19 situation. With
online schooling, the environment changes for everyone. When everyone goes to school,
everyone is learning in the same environment; however, home conditions, wifi connections,
home size, family environment, etc is not same for all families and those who don't have good
environment suffer academically vs those who have ideal environment at home. I think that the
city should work with school district to provide in person schooling even if it is done outside with
social distancing protocol.
9.D.a
Packet Pg. 129 Attachment: 2020 Youth Commission Applications (3071 : Partial Term Youth Commission Appointment)
9/2/2020 9:50:47 AM
Reapplying Commissioners: What can you do to improve your previous performance on the
Commission?
All Commission, Board and Committee applications are a public record
The City of Gilroy accepts applications at any time and will keep them on file for one year.
9.D.a
Packet Pg. 130 Attachment: 2020 Youth Commission Applications (3071 : Partial Term Youth Commission Appointment)
City of Gilroy Application
for the Gilroy Youth Commission
Name*: Brennan Burge Birth Date*: 01-17-07
Address:
Phone Number(s): Email Address:
Grade*: 7________ School: Brownell Middle School
Please list your background, including community service within the City of Gilroy, and any
prior experience with groups or organizations that would qualify you for this Commission:
Some activities that I have done to help the Gilroy community include the following:
volunteering to help at my Elementary school Fall festival, cleaning up trash in some of the
town parks, taking time to help the teacher during lunch so they can let there class do more fun
activities. With helping at the fall festival it provides the schools community and kids something
fun to look towards and be happy to go to. Cleaning up trash makes the parks more enjoyable
for anyone to play at. When kids have fun activities at school it makes school more enjoyable
witch makes students more ethusyastct to attend school. Some groups that I have been in that
can qualify me for this commission include, City Junior Recreation Leader Group, at the
moment I am waiting for my training to officially qualify me to me to volunteer. I have also been
apart of my school's student council. Those are a few orginizations/groups i have been apart of
that would help me succed in the City of Gileoy Youth Commision.
Why would you like to be appointed to the Gilroy Youth Commission?
I would like to be apart of the Gilroy Youth Commission because I think it could have a positive
impact on changing some of the problems the youth face if there are opinions from one of the
youth. Being a part of the youth in the gilroy community I see some of the problems the youth
face directly. I can see and relate to these issues, this can lead to myself putting in positive
ideas that can have a great impact on changing/improving these problems.
What do you feel is the biggest problem facing the youth of Gilroy? If you are appointed,
what are the steps you will take to address this problem?
The biggest problem that the youth face in gilroy is bullying in schools, online, and in general. If
I was appointed to change this issue some of the steps I would take are as followed. I would
make a survey to see how many people have been bullied, what for, how they would want to
see it change/ how they would change it, or if they have ever bullied anyone and why. This
would show us what actions we need to take to fix this problem. Then we would take whatever
action we would need to take. After it has been taken care of wecould makeanother survey to
see if it has improved the situation, asking if they have seen and improvment and in what way.
Those are a few steps that I would take to improve on one of the big problems the youth are
facing in gilroy. There are other issues I have seen with in the youth such as the nicotine
issues, and disscrimintation, this can be improved by education. Going to the youth and
teaching them on the negitive effects of Julling and how everyone is the same.
Reapplying Commissioners: What can you do to improve your previous performance on the
Commission?
All Commission, Board and Committee applications are a public record
The City of Gilroy accepts applications at any time and will keep them on file for one year.
9.D.a
Packet Pg. 131 Attachment: 2020 Youth Commission Applications (3071 : Partial Term Youth Commission Appointment)
City of Gilroy Application
for the Gilroy Youth Commission
Name*: Jackson Burge Birth Date*: 01-16-2006
Address:
Phone Number(s): (Email Address:
Grade*: 8________ School: Brownell Middle School
Please list your background, including community service within the City of Gilroy, and any
prior experience with groups or organizations that would qualify you for this Commission:
Most of my previous experience with organizations similar to the Youth Commission have been
with school groups such as the El Roble Student Council in 3rd and 4th grade, along with the
Rucker Student Council when I attended that school for 5th grade G.A.T.E. My most recent
experience was with the Brownell Associated Student Body in 6th and 7th grade. with five
years of doing similar task but on a smaller scale, the Youth Commission seems like an
appropriate promotion.
Why would you like to be appointed to the Gilroy Youth Commission?
I believe that having experience with a committee such as the Youth Commission would allow
for a variety of career choices further down the road. The differences between a school council
and a city council are major, despite the fact that said city council mostly impacts the youth.
Being able to support the children and teenagers would give me something to work for and
support other than school, also providing me with knowledge of how a more official council of
representatives
functions.
What do you feel is the biggest problem facing the youth of Gilroy? If you are appointed,
what are the steps you will take to address this problem?
I have noticed a plethora of safety issues when it comes to the people of my age. Most or them
are in regard of transportation to and from school. Countless times I have had to back up on a
cross walk because some one decides that they have wasted enough time waiting and they
don't need to look up from their phone to make sure no one is crossing. This is baffling because
it happens most often in school zones, where parents are picking up or dropping off their kids.
Students usually have safety programs for crossing roads and walking/biking to and from
school, however, we should also have some form of hand out for parents that goes along with
said programs. This may reach the target audience of drivers who are slightly impatient.
Reapplying Commissioners: What can you do to improve your previous performance on the
Commission?
All Commission, Board and Committee applications are a public record
The City of Gilroy accepts applications at any time and will keep them on file for one year.
9.D.a
Packet Pg. 132 Attachment: 2020 Youth Commission Applications (3071 : Partial Term Youth Commission Appointment)
City of Gilroy Application
for the Gilroy Youth Commission
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Reapplying Commissioners: What can you do to improve your previous perfonnance on
the Commission? ---------------------
All Commission, Board and Committee applications are a public record
Mail or email your application to: Shawna Freels, City Clerk
City of Gilroy
7351 Rosanna Street, Gilroy, CA 95020
shawna .freels@ci .gilroy .ca .us
The City of GIiroy accepts apphcat,ons at any t me and will kee p them on file for one year
9.D.a
Packet Pg. 133 Attachment: 2020 Youth Commission Applications (3071 : Partial Term Youth Commission Appointment)
8/12/2020 14:22
RCity of Gilroy Application
for the Gilroy Youth Commission
Name*: Lillian Burke Birth Date*: 5/14/2006
Address:
Phone Number(s): (Email Address:
Grade*: 9________ School: DR. TJ OWENS GILROY EARLY COLLEGE ACADEMY
Please list your background, including community service within the City of Gilroy, and any
prior experience with groups or organizations that would qualify you for this Commission:
I have been involved in many organizations in Gilroy for example, Jr Guard, Garlic Festival
Clean Up, ASB President, Counselor for Day Camp at GPC, and CJSF board.
Why would you like to be appointed to the Gilroy Youth Commission?
I would like to be appointed to the Gilroy Youth Commission because I feel that this would be
an amazing experience for me to help Gilroy. I also feel that I could bring a different opinion
and point of view about the youth issues in Gilroy.
What do you feel is the biggest problem facing the youth of Gilroy? If you are appointed,
what are the steps you will take to address this problem?
I feel that the biggest problem the youth of Gilroy are facing is not feeling accepted in school. If
I am appointed I will take the time to ask the youth what they feel could make this issue better. I
would then bring it up with the City Council to find an appropriate solution to the problem at
hand to make sure they feel more safe and accepted in their school environment.
Reapplying Commissioners: What can you do to improve your previous performance on the
Commission?
All Commission, Board and Committee applications are a public record
The City of Gilroy accepts applications at any time and will keep them on file for one year.
9.D.a
Packet Pg. 134 Attachment: 2020 Youth Commission Applications (3071 : Partial Term Youth Commission Appointment)
8/18/2020 16:35
RCity of Gilroy Application
for the Gilroy Youth Commission
Name*: Finley Corona Birth Date*: 9/2/2008
Address:
Phone Number(s): (Email Address:
Grade*: 7________ School: Brownell Middle School
Please list your background, including community service within the City of Gilroy, and any
prior experience with groups or organizations that would qualify you for this Commission:
Volunteer, Gilroy Holiday Parade
Volunteer, Fifth Street Live
Volunteer, Luigi Aprea Talent Show
Why would you like to be appointed to the Gilroy Youth Commission?
I want to broaden my horizons and serve my city.
What do you feel is the biggest problem facing the youth of Gilroy? If you are appointed,
what are the steps you will take to address this problem?
Right now, COVID is the biggest problem facing the youth of Gilroy. Kids want to connect with
people and we can't. If appointed, I would like to set up Zoom meetings for kids in Gilroy with
similar interests from all over.
Reapplying Commissioners: What can you do to improve your previous performance on the
Commission?
All Commission, Board and Committee applications are a public record
The City of Gilroy accepts applications at any time and will keep them on file for one year.
9.D.a
Packet Pg. 135 Attachment: 2020 Youth Commission Applications (3071 : Partial Term Youth Commission Appointment)
City of Gilroy Application
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City of Gilroy accepts applications at any time and will keep them on file for one year
9.D.a
Packet Pg. 136 Attachment: 2020 Youth Commission Applications (3071 : Partial Term Youth Commission Appointment)
City of Gilroy Application
for the Gilroy Youth Commission
Name*: Julia Fox Birth Date*: 05/22/2004
Address:
Phone Number(s): (Email Address:
Grade*: 10________ School: Dr. TJ Owens Gilroy Early College Academy
Please list your background, including community service within the City of Gilroy, and any
prior experience with groups or organizations that would qualify you for this Commission:
Some of my prior experience working with the City of Gilroy was volunteering each year at the
Garlic Festival. At the festival, I assisted the Christopher High School water polo team with keg
rolling or the Gilroy Gators with food preparation. I also volunteered for the South County Tail
Waggers when their event came to my neighborhood. It was satisfying to help my community
and I had fun working with my peers.
Currently, I am offering my services to my fellow students and staff at Dr. TJ Owens Gilroy
Early College Academy (GECA). I am tutoring freshmen and sophomores. Also, I am a teacher
aide for my freshman English teacher, Mrs. Omainsky.
Why would you like to be appointed to the Gilroy Youth Commission?
I would love to be appointed to the Gilroy Youth Commission because I will make an impact on
this wonderful community. I want to work towards bringing the community closer together,
especially after this tragic event. I also want to encourage the youth to participate more in
community activities. I think the Gilroy Youth Commission and the youth in Gilroy could benefit
from my shared experiences, like the struggles we may all face in school.
I also want to be appointed because I have an interest in how a local government functions and
I am looking for more opportunities to volunteer my time and effort.
What do you feel is the biggest problem facing the youth of Gilroy? If you are appointed,
what are the steps you will take to address this problem?
I believe the biggest problem facing the youth is the stress or anxiety they may face at home or
school. Most kids are afraid or unable to go to counselors to discuss the obstacles they may be
facing. If I am appointed, I want to work on reaching out to those who are struggling. I think this
is necessary because it is something that is blocking us from getting closer together. Those
who are struggling must have an output to feel safe in our community.
Reapplying Commissioners: What can you do to improve your previous performance on the
Commission?
n/a
All Commission, Board and Committee applications are a public record
The City of Gilroy accepts applications at any time and will keep them on file for one year.
9.D.a
Packet Pg. 137 Attachment: 2020 Youth Commission Applications (3071 : Partial Term Youth Commission Appointment)
8/20/2020 22:44
RCity of Gilroy Application
for the Gilroy Youth Commission
Name*: Esmeralda Garcia Birth Date*: 5/17/2003
Address:
Phone Number(s): (Email Address:
Grade*: 12________ School: Christopher High School
Please list your background, including community service within the City of Gilroy, and any
prior experience with groups or organizations that would qualify you for this Commission:
I have been involved with the following programs and organizations: GUSD Communications
Internship, South Bay Youth Changemakers, South County Youth Task Force- Youth Circle,
GENUP Gilroy Chapter, and I've also done community service with St. Mary's Lord's Table
Service. I'm also heavily involved in school and clubs such as Speech and Debate, Interact, etc
which have allowed me to do some incredible collaborations with our local Rotary Club and
Lion's club.
Why would you like to be appointed to the Gilroy Youth Commission?
I would like to be appointed to be part of the Gilroy Youth Commission because I would love to
become more involved in striving for change within my community. I think more now than ever it
is a time to step back and realize that there is room for positive improvement. With that being
said, I am extremely passionate, outspoken, and dedicated with everything I do. I think by
appointing me to be apart of the Gilroy Youth Commission I will bring new ideas and take
initiative to help guide conversations of change.
What do you feel is the biggest problem facing the youth of Gilroy? If you are appointed,
what are the steps you will take to address this problem?
I believe the biggest problem youth is facing in Gilroy is mental health issues. Many youth and
teenagers experience forms of mental health related problems. The way I would address the
issue is by providing resources to not only youth but also adults. Youth can take initiative to
face their mental health issues but they need support from their peers and family members
especially adults and parents. I would also try to involve those resources at school. I would
invest in youth by incorporating trained therapists and counselors into school. Wether it be
online or in person, youth need to have access to mental health resources. I would also try and
help low income families and connect with them to free resources that can help them out, that
way no one is left out. I would also have counselors/therapists have a once a month check in
with students and catch up with them, that way students not only build trust but learn to be
open with how they feel. In many schools and cities such as Palo Alto there are places set up
called "Wellness Centers" usually in schools where it is a supervised area with adults and youth
can just have a space to connect with counselors/therapists, spend some time to destress and
color, and have an area of comfort. I would advocate to put some of these centers in schools.
Lastly, I would also educate others on these issues. Maybe host teach ins where youth and
their parents can attend these teach ins and learn about how mental health is actually a serious
issue but with the proper help and support, many can overcome these issues with time and
healing. That way not only is it educating parents and youth but it also creates a sense of
community, unity, and bonding with those who also need aid.
9.D.a
Packet Pg. 138 Attachment: 2020 Youth Commission Applications (3071 : Partial Term Youth Commission Appointment)
8/20/2020 22:44
Reapplying Commissioners: What can you do to improve your previous performance on the
Commission?
All Commission, Board and Committee applications are a public record
The City of Gilroy accepts applications at any time and will keep them on file for one year.
9.D.a
Packet Pg. 139 Attachment: 2020 Youth Commission Applications (3071 : Partial Term Youth Commission Appointment)
9/8/2020 5:42:20 PM
City of Gilroy Application
for the Gilroy Youth Commission
Name*: Katie Garrison Birth Date*: April 15th, 2006
Address:
Phone Number(s): Email Address:
Grade*: 9 School: Christopher High School
Please list your background, including community service within the City of Gilroy, and any
prior experience with groups or organizations that would qualify you for this Commission:
Growing up, I have always played sports. I swam for 4 and 1/2 years, ran cross-country and
track for 3 years, and played water polo and tennis very briefly. The sport that I am currently
doing and have settled upon is field hockey, and I hope to continue field hockey at the
collegiate level. In the summer, I teach swim lessons at Christopher High to little kids. Not only
is this community service, but I love helping little kids, and seeing their smiling faces after they
learn a new skill or meet a new friend is a reward in itself! Not too long ago, I joined a non-
profit, faith -based organization at Christopher High called One Heart to Another. At this
organization, we plan projects such as bags full of toiletries to youth in foster care, learn, pray,
and most of all, get to know each other and have fun!
Why would you like to be appointed to the Gilroy Youth Commission?
I would like to be appointed to the Gilroy Youth Commission because I want to voice my
opinions on issues regarding youth and help youth in any way possible. I also am curious
about the inner workings of the City Council, and learning more about what the City Council
does.
What do you feel is the biggest problem facing the youth of Gilroy? If you are appointed,
what are the steps you will take to address this problem?
I feel that one of the biggest problems facing the youth of Gilroy is depression and low self-
esteem. If I am appointed, I will address these problems by offering any potential help and
guidance to the City Council regarding these prominent issues and put together some fun
events that raise awareness to problems like depression and low self-esteem for the youth of
Gilroy to partake in.
Reapplying Commissioners: What can you do to improve your previous performance on the
Commission?
All Commission, Board and Committee applications are a public record
The City of Gilroy accepts applications at any time and will keep them on file for one year.
9.D.a
Packet Pg. 140 Attachment: 2020 Youth Commission Applications (3071 : Partial Term Youth Commission Appointment)
9/8/2020 7:14:49 PM
City of Gilroy Application
for the Gilroy Youth Commission
Name*: Alvssa Gonzalez Birth Date*: 09/05/2004
Address:
Phone Number(s): Email Address:
Grade*: 11 School: Dr. TJ Owens Gilrov Early Colleae Academv
Please list your background, including community service within the City of Gilroy, and any
prior experience with groups or organizations that would qualify you for this Commission:
I have always been a big person on community and the importance of communication within
peoples to improve further the well being of everyone. This mindset has led me to be very
involved in community service as I have participated in several San Ysidro activities, such as
National Night Out, Party in the Park, and multiple back to school packing workshops that
helped serve the lower -income families in Gilroy. One of my passions is helping the youth
expand their knowledge and unleash their true potential, which prompted me also to join
STEAM4Students, which is a youth -led program that teaches students the principles of
science, technology, engineering, arts, and math in new and innovative manners through
interactive courses, experiments, and lesson plans all created by the appointed members with
Gilroy's elementary schools. I am the lead coordinator for STEAM, which puts me in a position
to interact with school principals and my team to assure that when we return, we are igniting
the fire in Gilroy's youth to pursue what they wish to be in the future. I am also President of the
G.E.N.U.P. Gilroy Unified chapter, which is a segment of a state-wide coalition of students who
are striving for education equity and reform throughout California but starting with local powers.
To fulfill my position as President, I know how to hold myself and others accountable for their
responsibilities and thoroughly communicate with them as we plan advertisements and
fundraisers for our campaigns as I simultaneously am in contact with state senators and the
G.E.N.U.P. executive board to start the change youth in Gilroy deserve efficiently.
Additionally, I am the Attorney General at G.E.C.A.'s Tribunal, which puts me in a position to
empathize and understand the students there not to punish them for their violations of the
Honor Code but to work with the other 11 members of the Tribunal and help the student realize
and learn from their mistakes to succeed at G.E.C.A., Gavilan, and the real world. I am also a
member of Santa Clara County's Girl's Advisory Team, where I learn and create projects about
the importance of women empowerment as well as form community values with the other
members as we collaborate and discuss future project plans and how to reach all our
communities. I am also a student leader for the organization G.L.O.W., Gilroy League of
Writers, which empowers students and youth to improve their writing skills and learn about the
various expressions they can convey their thoughts through a literary perspective, as well as
being an active member of the Gilroy Innovators.
Why would you like to be appointed to the Gilroy Youth Commission?
I believe that the future is youth. It can be easy to undermine the abilities of youth for their age
or lack of experience. Still, I see this as a tool to redirect the confusing life they live and create
a sense of community that can benefit everyone. My experience in various organizations allows
me to effectively utilize my communication and leadership skills to observe what youth in Gilroy
struggle with and help to foster a more positive and accepting environment for the diverse
9.D.a
Packet Pg. 141 Attachment: 2020 Youth Commission Applications (3071 : Partial Term Youth Commission Appointment)
9/8/2020 7:14:49 PM
populations. Coming from an underrepresented minority group, I grew up socially accustomed
to being pushed aside or neglected, but the passion I have to allow youth, older and younger
than me, to live in a city where their opinions matter is the core of my existence. The changes
we see in the world will only happen if the youth work together, and I believe that I acquire the
necessary social skills to gather support for topics prevalent in Gilroy and can help create a
loving environment Gilroy truly embodies. I am a member of the youth for the youth, and I will
do everything in my power to help my community flourish into the supporting city to Gilroy has
the potential to be. Through hard work and collaboration of Gikroy's youth, they can strengthen
the bond between each other and others, and it would be an honor to be able to be a part of
that group who prioritizes service over self. There has always been a flame in me at a young
age; whether that be for academics or my community, I could not sit still. From friends and
acquaintances around Gilroy, I know what I can do to help them live the best life at Gilroy and
address the issues left untouched before being for the people. I cannot stand still knowing that
someone is unhappy or discontent, and I will do everything in my power to work with the whole
youth commission to gather support from the next generation of leaders and stressing the
importance of collaboration and teamwork since nothing can be done if it is not with a team. I
believe that the organizations I am a part of have taught me how to work with people and get
our goals achieved while taking action for those silenced voices. If the youth is commonly
silenced or refrain from letting their voice shine throughout Gilroy, I believe that I can help be
the person who illuminates their pathway and allows for them to be heard as they build
confidence in themselves. The Gilroy Youth commission is an opportunity to unveil those
silenced voices of Gilroy's youth, and being a part of the board would allow me to address
issues to a whole board and build my own confidence to let people hear my voice as I am here
to stay. My love for the community and for the youth is strong as I witness the hardships of
teenage life with school, friends, and family, but advocating for them is my main propriety that
surpasses any hindrance in my life.
What do you feel is the biggest problem facing the youth of Gilroy? If you are appointed,
what are the steps you will take to address this problem?
I feel like one of the biggest problems facing the youth of Gilroy would be the negligence of
their mental health that is often subsided through self derogatory jokes. With the stress of
school, friends, and family, one is bound to feel the weight of the world on their shoulders as
the youth is expected to balance everything while maintaining proper mental health. While
trying to take AP classes and passing them, the stress of college and the future is daunting to
many youths in all grade levels. Then, there is the issue of social life, do they have friends? Are
they being bullied? Do they feel safe at school? These questions can underline some
experiences of youth in Gilroy as they go through their journey of losing friends and trying to
find an accepting friend group they can confide in. Additionally, there is also the stress of family
life as one can have issues arising on a family member's health, or an unhealthy relationship
with parents and the misunderstanding that coincides with age gaps within societal norms. All
of these main ideas leads to poor mental health as the youth stresses to meet all requirements
and further advance themselves into the next stage of their lives. Commonly seen within
Generation Z, there is the self -deprecating humor that can be seen as a coping mechanism, but
those jokes could be seen as a call for help. There needs to be a place and evident resources
where students can vent or relieve stress in a comfortable environment, away from societal
expectations of them. If I were appointed, I would work with the team to converse about how we
see mental health discussed at schools and how youth, throughout all ages, can experience
trials that are detrimental to their mental health. I would discuss having breakout sessions, in
this online format, where students could learn about how to deal with complicated emotions and
provide at-home resources, such as meditation, that can help calm the nerves of progressing
into the next stage of life. Everything is about contacting people and collaborating, so we could
reach a mental health specialist to help inform people about how they can handle those
emotions and the importance of balance and time management, so everything seems a bit
more manageable in times of uncertainty. I think it could also be useful to implement efforts
within the school to make mental health resources more evident, without having to deal with the
9.D.a
Packet Pg. 142 Attachment: 2020 Youth Commission Applications (3071 : Partial Term Youth Commission Appointment)
9/8/2020 7:14:49 PM
research of digging through the schools' website to find an appropriate counselor to help them
and eliminate the taboo behavior we, as a community, treat mental health. We need to take
care of our youth as they are the generation of change that will lead Gilroy into its next stage of
life.
Reapplying Commissioners: What can you do to improve your previous performance on the
Commission?
All Commission, Board and Committee applications are a public record
The City of Gilroy accepts applications at any time and will keep them on file for one year.
9.D.a
Packet Pg. 143 Attachment: 2020 Youth Commission Applications (3071 : Partial Term Youth Commission Appointment)
f
City of Gilroy Application
for the Gilroy Youth Commission
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Address:
Phone Number(s): Email Address:
Grade*: lO School: Ch l"i sto p\i\er \"tl()V) 3c\1ooJ
Please list your background, including community service within the City of Gilroy, and any prior
experience with groups or organizations that would qualify you for this Commission:
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Reappfying Comlnissioners: What can you d 10 improve your previous pertormance on the
Commission? -------------------------
All Commission, Board and Committee applications are a public record
Mail or email your application to: Shawna Freels, City Clerk
City of Gilroy
7351 Rosanna Street, Gilroy, CA 95020
shawna.freels@ci.gilroy.ca.us
The City of Gilroy accepts applications at any time and will keep them on file for one year
9.D.a
Packet Pg. 144 Attachment: 2020 Youth Commission Applications (3071 : Partial Term Youth Commission Appointment)
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9.D.a
Packet Pg. 145 Attachment: 2020 Youth Commission Applications (3071 : Partial Term Youth Commission Appointment)
9/7/2020 9:18:31 PM
City of Gilroy Application
for the Gilroy Youth Commission
Name*: Sajiv Jampani Birth Date*: 04/01/2007
Address:
Phone Number(s): Email Address:
Grade*: 8________ School: Brownell Middle School
Please list your background, including community service within the City of Gilroy, and any
prior experience with groups or organizations that would qualify you for this Commission:
I am an Indo-Fijian American born and raised in Gilroy. I do not have volunteer experience due
to my age, but I have been helping at my school, friends, and family. Some experiences that I
have:
Cyber Security Team - competitor captain
Testing and validating security measures for online websites
Students Leading Education (SLED) - member
The team in Gilroy is a network of student leaders engaging the school district in solving real
problems that students, teachers, and the community have to deal with.
Associated Student Body (ASB) - member
Last two years, I have been helping to plan fundraising and fun events at my school.
Unfortunately, we do not have it this year due to distance learning
Why would you like to be appointed to the Gilroy Youth Commission?
With my knowledge and background in coding, I can quickly help communicate the important
information to the youth of Gilroy using online media and website content. Especially during this
COVID-19 crisis, where social and distance learning are the most important factors, I can help
the youth connect virtually in an effective and beneficial way.
What do you feel is the biggest problem facing the youth of Gilroy? If you are appointed,
what are the steps you will take to address this problem?
Currently, the biggest problem I feel is the impact of COVID-19 on the youth of Gilroy due to the
lack of social interaction and emotional support. I will take the following steps to address this
issue:
Firstly, I will organize virtual, inspiring, interactive, emotional support sessions with experts
from the Bay Area as an after school meeting.
Secondly, I will start virtual meditation, games, and exercise hang-outs so kids can have fun
and not miss out on the fun things they would do without COVID-19.
Last but not least, I would set up social distance compliant meet-ups in public parks at least
once a week in small groups to share common concerns.
9.D.a
Packet Pg. 146 Attachment: 2020 Youth Commission Applications (3071 : Partial Term Youth Commission Appointment)
9/7/2020 9:18:31 PM
Reapplying Commissioners: What can you do to improve your previous performance on the
Commission?
All Commission, Board and Committee applications are a public record
The City of Gilroy accepts applications at any time and will keep them on file for one year.
9.D.a
Packet Pg. 147 Attachment: 2020 Youth Commission Applications (3071 : Partial Term Youth Commission Appointment)
The community service in Gilroy that I have done:
Kindness Club -
Decorated and delivered pumpkins to Wheeler Manor residents
Inspirational Posters around Campus
Coin Drive for San Martin Animal Shelter
Letters to Soldiers
Warm Clothing Drive for St Joseph's Center
Painted and Planted Rocks to be placed around the community to spread kindness and hope.
9.D.a
Packet Pg. 148 Attachment: 2020 Youth Commission Applications (3071 : Partial Term Youth Commission Appointment)
City of Gilroy Application
for the Gilroy Youth Commission
Birth Date*: 01/12/2006Name*: Joshua Jang
Address:
Phone Number(s): Email Address:
Grade*: 8________ School: Brownell Middle School
Please list your background, including community service within the City of Gilroy, and any
prior experience with groups or organizations that would qualify you for this Commission:
In the past, I have participated in student council during fourth and fifth grade at Rucker
Elementary. I also helped with ASB at Browned during sixth grade. I hope this is enough
experience for me to be able to qualify for the youth commission.
Why would you like to be appointed to the Gilroy Youth Commission?
I would like to be appointed to the Gilroy Youth Commission, because I would like to help make
Gilroy a better place. As an eighth grader at Brownell, I often feel the lack of being listened to. I
know Gilroy and the Gilroy Unified School District are trying to give students and minors a
voice. However, rarely is there a time that students are listened to. I want to join the Gilroy
Youth Commission to hopefully receive a voice and say in the matters of our city. There are
plenty of great students who have good ideas that can benefit Gilroy. I could collect ideas from
peers around me and offer them at meetings. I want to help the community and make a positive
impact. I will admit another reason is that I can benefit from the program. This could get me
volunteer hours and would look good on my college resume, but my focus is on helping Gilroy.
What do you feel is the biggest problem facing the youth of Gilroy? If you are appointed,
what are the steps you will take to address this problem?
The youth of Gilroy is very diverse. There are plenty of students who would like to build up
Gilroy and plenty who don't care. If I were to be completely honest, at least half of the students
at my current school don't care what is happening to Gilroy. That's where my problem comes
from. The biggest problem of facing the youth of Gilroy is being taken seriously and being
listened to. If I had to be honest I am probably in the middle of the popularity scale and the way
middle school works is the more popular you are, the better people listen to you. A lot of these
students don't want to be at school and really don't care about much. If I were to give a speech
to the youth of Gilroy there wouldn't be many who'd care about what I was saying. That is why I
have a plan to address the problem. In order to face minors of Gilroy and truly get something
out of that time and spread a message, that message needs to be conveyed in a relatable way
to them. If something is more relatable to a person, they will be more engaged and
comprehend better. That is why authors use similes or metaphors, because deep, meaningful
concepts are hard to understand. When an author uses a simile or metaphor, the reader can
understand the concept, because it is now in a simpler idea. People are also more likely to be
more interested in something if they are familiar with it and it impacts them. I feel I can show
how events and happenings in Gilroy and the city's atmosphere impacts them. This can help
the youth of Gilroy understand and be willing to help.
9.D.a
Packet Pg. 149 Attachment: 2020 Youth Commission Applications (3071 : Partial Term Youth Commission Appointment)
Reapplying Commissioners: What can you do to improve your previous performance on the
Commission?
n/a
All Commission, Board and Committee applications are a public record
The City of Gilroy accepts applications at any time and will keep them on file for one year.
9.D.a
Packet Pg. 150 Attachment: 2020 Youth Commission Applications (3071 : Partial Term Youth Commission Appointment)
9/14/2020 11:40:37 AM
City of Gilroy Application
for the Gilroy Youth Commission
Name*: Mevhar Kamrah Birth Date*: 01/24/2004
Address:
Phone Number(s): Email Address:
Grade*: 11 School: Dr. Ti Owens Gilrov Early College Academv
Please list your background, including community service within the City of Gilroy, and any
prior experience with groups or organizations that would qualify you for this Commission:
I have an extensive background doing community service in Gilroy. I am one of the leaders of
the Red Cross Club at GECA, where I have worked with leaders throughout Silicon Valley to
organize initiatives. I organized fundraisers for the Operation Smile club at my school to support
children with cleft palates in third -world countries. I am the co -director at STEAM4STUDENTS,
where I manage and teach elementary school students throughout Gilroy. Moreover, I am also
actively working with the Thoracic surgery research team at Stanford University to find
solutions. I have also recently completed the Cardiothoracic Surgical Skills Summer Internship
at Stanford University.
Why would you like to be appointed to the Gilroy Youth Commission?
I would like to be appointed to the Gilroy Youth Commission so that I can help find meaningful
learning opportunities for the young minds of Gilroy. Exposure to different careers at a young
age can help positively mold the minds of the youth and help them find their calling and be the
change they want to see in the world. Furthermore, I want to bring the Gilroy community
together during these unprecedented times so that we come out stronger, better than ever.
What do you feel is the biggest problem facing the youth of Gilroy? If you are appointed,
what are the steps you will take to address this problem?
Currently, due to the virtual learning environment, the lines between school and home are
blurred. Online learning can be challenging for students, especially when they do not have the
necessary support and feeling of community. The online environment has caused students to
be disconnected from their friends, peers, teachers, etc. To rectify this, I would like to plan and
execute initiatives that safely bring the community together and make young people feel
supported.
Reapplying Commissioners: What can you do to improve your previous performance on the
Commission?
N/A
All Commission, Board and Committee applications are a public record
The City of Gilroy accepts applications at any time and will keep them on file for one year.
9.D.a
Packet Pg. 151 Attachment: 2020 Youth Commission Applications (3071 : Partial Term Youth Commission Appointment)
9.D.a
Packet Pg. 152 Attachment: 2020 Youth Commission Applications (3071 : Partial Term Youth Commission Appointment)
9.D.a
Packet Pg. 153 Attachment: 2020 Youth Commission Applications (3071 : Partial Term Youth Commission Appointment)
8/31/2020 12:35:02 AM
City of Gilroy Application
for the Gilroy Youth Commission
Name*: Alexis Kong Birth Date*: January 22, 2004
Address:
Phone Number(s): Email Address:
Grade*: 11________ School: Christopher High School
Please list your background, including community service within the City of Gilroy, and any
prior experience with groups or organizations that would qualify you for this Commission:
I have had several leadership experiences and positions in the past that qualify me for this
position. I have been a member of the Gilroy Foundation Youth Board for the last three years.
At Christopher High School, I have also served as Freshman Class Secretary and Sophomore
Class President, and I will be serving as Junior Class Secretary this year. I am also a volunteer
tutor for the Beyond Learning Tutoring Program at Christopher High School. This year, I will be
serving as the CHS Asian Student Union Treasurer as well as a CHS Speech and Debate
Council Member. In addition to these positions, I also have experience in the ASB/Leadership
program at Christopher High School.
Why would you like to be appointed to the Gilroy Youth Commission?
I would like to be appointed to the Gilroy Youth Commission because I have been a part of
various leadership programs in the past, and I love being involved and getting to advocate for
my peers. I enjoy being a leader and having an active role in making things happen, whether it
is event planning in ASB or volunteering at St. Joseph's Center. I would like to be appointed to
the Gilroy Youth Commission so that I can have a more active role in the community and so
that I can better advocate for my peers within Gilroy. I would also like to be part of the change
and work towards improving the community for everyone. Being appointed to the Gilroy Youth
Commission would allow me to play a more active role in society and give back to the
community.
What do you feel is the biggest problem facing the youth of Gilroy? If you are appointed,
what are the steps you will take to address this problem?
I feel the biggest problem currently facing the youth of Gilroy is maintaining a positive mental
health in coping with the pandemic and the situations it has presented us with. If appointed to
the Youth Commission, I would create more opportunities for the youth of Gilroy to interact with
one another and express themselves. I would do so through virtual meetings and activities to
allow for more social interaction from home. I would also create more activities and ways for the
youth of Gilroy to be involved in the community, such as virtual volunteer opportunities or
interactive games and contests to keep everyone engaged. I can also find various resources,
including support groups and programs, for those who may be struggling with maintaining their
mental health so that they feel supported during this difficult time. While it is a difficult task, if
appointed to the Gilroy Youth Commission, I will do my very best to create a positive
environment for the youth of Gilroy by implementing more activities and opportunities for
expression or support.
9.D.a
Packet Pg. 154 Attachment: 2020 Youth Commission Applications (3071 : Partial Term Youth Commission Appointment)
8/31/2020 12:35:02 AM
Reapplying Commissioners: What can you do to improve your previous performance on the
Commission?
All Commission, Board and Committee applications are a public record
The City of Gilroy accepts applications at any time and will keep them on file for one year.
9.D.a
Packet Pg. 155 Attachment: 2020 Youth Commission Applications (3071 : Partial Term Youth Commission Appointment)
9/7/2020 4:11:59 PM
City of Gilroy Application
for the Gilroy Youth Commission
Name*: Kadence Lewis Birth Date*: 10/07/2006
Address:
Phone Number(s): Email Address:
Grade*: 8________ School: Ascencion Solorsano Middle School
Please list your background, including community service within the City of Gilroy, and any
prior experience with groups or organizations that would qualify you for this Commission:
Within the City of Gilroy, I started volunteering at the Garlic Festival at the age of 5 with trash
clean-up and I have also volunteered to do creek clean-up. Additionally, I have helped
organize the high school Rotary Speech Contest and met with two local business owners about
their use of plastic straws. Other prior experience I have with community service includes
volunteering at the Watsonville Strawberry Festival, volunteering in a kindergarten classroom at
Ann Soldo Elementary School, volunteering as a lead babysitter for teachers who were in
professional development and lastly, volunteering with multiple beach cleanups with the
organization Save our Shores.
In a leadership role, with my classmates, I have met with Congressman Jimmy Panetta to
discuss the impacts of human choices on the environment and specifically the humpback
whales. Additionally, I was part of a group who presented information about the conservation
of the Pacific Humpback at the Whale Festival in Monterey, and the Presidential Youth
Environmental Award Ceremony in Washington D.C.
Why would you like to be appointed to the Gilroy Youth Commission?
I would like to be appointed to the Gilroy Youth commission because I feel that I am a natural
leader, and I would like to better the city of gilroy, and be a voice for all youth in Gilroy.
What do you feel is the biggest problem facing the youth of Gilroy? If you are appointed,
what are the steps you will take to address this problem?
During COVID-19 times, the biggest problem facing the youth of Gilroy is social isolation. If I
was appointed, I would like to set up online groups for teens with a variety of topics where
people could join and discuss. I would also like to help facilitate the setting up of study groups
at the different schools in Gilroy. I think it would be a good idea to see if there are any local
business who are willing to set up tutoring areas for students who are struggling in school. I
think if we had more opportunities for youth to connect, they will not feel so isolated and they
would spend less time on social media.
During COVID-19 and non-COVID-19 times, the biggest problem facing the youth of Gilroy is
healthy food options. In schools, it would be great to set up partnerships with local growers to
see if we can have more farm to table options available.
9.D.a
Packet Pg. 156 Attachment: 2020 Youth Commission Applications (3071 : Partial Term Youth Commission Appointment)
9/7/2020 4:11:59 PM
Reapplying Commissioners: What can you do to improve your previous performance on the
Commission?
All Commission, Board and Committee applications are a public record
The City of Gilroy accepts applications at any time and will keep them on file for one year.
9.D.a
Packet Pg. 157 Attachment: 2020 Youth Commission Applications (3071 : Partial Term Youth Commission Appointment)
9/5/2020 9:50:27 PM
City of Gilroy Application
for the Gilroy Youth Commission
Name*: Grace Longoria Birth Date*: 08/19/2005
Address:
Phone Number(s): Email Address:
Grade*: 10________ School: Christopher High School
Please list your background, including community service within the City of Gilroy, and any
prior experience with groups or organizations that would qualify you for this Commission:
I have been in many community service groups within the City of Gilroy for the past years. At
my church, New Hope Community Church, I have worked in the nursery with newborns and
two-year olds, was a leader for the the two's and three's groups (toddlers), and was a vacation
bible school leader during the summer for three years. During vacation bible school, I helped
lead kids in preschool, elementary, and middle school. In addition, I was a cheer coach for the
non-profit organization Upward Sports. Moreover, I have volunteer in the Gilroy Compassion
Center to feed the homeless. Finally through my cheer team, I have volunteered at the Gilroy
Garlic Festival.
Why would you like to be appointed to the Gilroy Youth Commission?
I would like to be appointed to the Gilroy Youth Commission to grow the outreach towards
teens more. I would like to hold more community groups to help many teenagers in Gilroy to
feel safe and loved. Safety is a tremendous proportion in a community that needs to be shown.
A teenager should be able to feel heard and seeked from leaders around the community. I
would like to advocate for teens by partnering with city leaders to create safety from crime,
justice for all, and provide resources needed for teens.
What do you feel is the biggest problem facing the youth of Gilroy? If you are appointed,
what are the steps you will take to address this problem?
I feel the biggest problem facing the youth of Gilroy is mental health. Many teeneagers are
taking advanced level classes, honors, or A.P. courses. During this, their mental plays a huge
role in their thoughts throughout the day. There are a countless number of teens who are living
through trauma, abusive relationships, anxiety, and depression that takes a huge toll on teens.
Many are still experiencing trauma for the tragedy that hit our town. A teenager isn't in the right
mindset to think while undergoing this pain.If I were to be appointed, future steps I will take to
address this problem is by bringing more mental health officials to all schools, offer more
counseling to students, and arrange for teenagers to voice the feelings around others. With
this, it will help grow the youth of Gilroy back together to become stronger, safer, and united.
Reapplying Commissioners: What can you do to improve your previous performance on the
Commission?
All Commission, Board and Committee applications are a public record
9.D.a
Packet Pg. 158 Attachment: 2020 Youth Commission Applications (3071 : Partial Term Youth Commission Appointment)
9/5/2020 9:50:27 PM
The City of Gilroy accepts applications at any time and will keep them on file for one year.
9.D.a
Packet Pg. 159 Attachment: 2020 Youth Commission Applications (3071 : Partial Term Youth Commission Appointment)
9/3/2020 5:44:43 PM
City of Gilroy Application
for the Gilroy Youth Commission
Name*: Edwin Lopez Birth Date*: 02/18/05
Address:
Phone Number(s): Email Address:
Grade*: 10________ School: Dr.TJ Owens Gilroy Early College Academy
Please list your background, including community service within the City of Gilroy, and any
prior experience with groups or organizations that would qualify you for this Commission:
I have been an active volunteer at City Events such as the Tamale Festival, Party, in the Park,
National Night Out, a volunteer at Rebekah's Children Services gift wrapping, and a few others.
Additionally, I have additionally been the CJSF president at SVMS and have participated in
various sport, playing volleyball, wrestling, track and field, and cross country for my old middle
school. I participate in Tae-Kwon-Do and have gone to Portugal to represent Gilroy to compete
in the GSBA(Global Stick and Blade Association)world championship in 2 stick fighting
divisions, where hundreds of people come and fight from all over the world.
Why would you like to be appointed to the Gilroy Youth Commission?
I would like to join the Gilroy Youth Commission because I would like to impact the other youth
in our city in a positive manner and help prevent harmful things that can literally change a
persons life of those who are most vulnerable and who have no voice to stand up for
themselves.
What do you feel is the biggest problem facing the youth of Gilroy? If you are appointed,
what are the steps you will take to address this problem?
I believe that the biggest problem affecting the youth of Gilroy is the gang influence we have.
Gang influence has made many of the youth to change the way the act and behave, influencing
wrong doings such as violence and drug usage. Due to the influence of gangs, our city of Gilroy
rank number 2 in domestic violence cases in out whole county. If I were to be appointed as a
commissioner, I would bring awareness to the gang influence problem we have and work in
collaboration with the school resource officers in order to find and help those who are in most
need.
Reapplying Commissioners: What can you do to improve your previous performance on the
Commission?
I can improve my previous performance as a Commissioner by speaking up more. At the
beginning of my previous term, I was very soft spoken, feeling overshadowed by other
commissioner that have had more experience than I had. I have made it my goal to speak up
upon all matter, whether it be big or mall to further ensure that my point of view and opinion are
not overlooked in order to help Gilroy's youth.
All Commission, Board and Committee applications are a public record
9.D.a
Packet Pg. 160 Attachment: 2020 Youth Commission Applications (3071 : Partial Term Youth Commission Appointment)
9/3/2020 5:44:43 PM
The City of Gilroy accepts applications at any time and will keep them on file for one year.
9.D.a
Packet Pg. 161 Attachment: 2020 Youth Commission Applications (3071 : Partial Term Youth Commission Appointment)
9/8/2020 11:00:08 PM
City of Gilroy Application
for the Gilroy Youth Commission
Name*: Dvlan Matthews Birth Date*: 11/03/2004
Address:
Phone Number(s): Email Address:
Grade*: 11 School: Oakwood Hiah School
Please list your background, including community service within the City of Gilroy, and any
prior experience with groups or organizations that would qualify you for this Commission:
I am a 15 year old boy who resides in the beautiful city of Gilroy. I am currently a high school
junior at Oakwood School in Morgan Hill. I have participated in many leadership roles on the
Student Council. I love helping people and making a difference in people's lives. As a
volunteer, I participated in Push Produce at St. Joseph's Family Center where I distributed
fresh produce to low income and homeless individuals. I feel blessed to be able to lend a
helping hand to people in need. I am also active in my church where I narrate biblical stories to
small children at our church. I also teach them the importance of treating everyone with love,
respect and kindness, regardless of their race or religion. I have packed lunches for the
homeless with an organization called Loaves and Fishes in San Jose. Also, I've had a
tremendous opportunity to volunteer in Mexico for 5 days at an orphanage. It was a special
time to interact with these kids and showing them unconditional love as life has dealt them a
rough hand. It was amazing to see how happy these kids were with the little things they had. By
watching these kids, I learned that accumulation of things in my life is not going to bring me
success and joy, rather it's being happy with what I have and striving to make the most of what
I have that will make a significant difference. It was fun helping the orphanage by digging
trenches, tearing down buildings, and playing games with the children.
Why would you like to be appointed to the Gilroy Youth Commission?
I would like to be appointed to the Gilroy Youth Commission because I want to make a positive
difference in my local community. By utilizing my leadership skills, I want to lead and serve the
youth in Gilroy. I want to see the youth more involved in local community issues and provide a
safe environment for them to engage and contribute to our society. I want to provide a place
where the youth in Gilroy can come together to have fun and learn at the same time. I want
them to know that they have a voice and can drive making decisions that affect our community.
I want the youth in Gilroy to have a positive experience growing up over here and to know that
they have a solid support system that they can lean on to help them as we go through life.
Every person should be able to look back with extreme fondness on their childhood and be able
to say that they had a wonderful and positive experience. I want to work with my fellow Youth
Commission team to put together events to bring the Gilroy youth together so we can put our
combined energy to work to mold the future leaders of our society.
What do you feel is the biggest problem facing the youth of Gilroy? If you are appointed,
what are the steps you will take to address this problem?
9.D.a
Packet Pg. 162 Attachment: 2020 Youth Commission Applications (3071 : Partial Term Youth Commission Appointment)
9/8/2020 11:00:08 PM
I think the biggest problem facing the youth of Gilroy are drugs. I've seen and heard many
drugs being used by teens and it ruins them for the rest of their lives. If I'm appointed, I would
organize informative and educational sessions for the youth to bring awareness on the dangers
of using drugs and e-cigarettes. I would present videos on the victims of drug abuse sharing
their devastating stories so the youths can see how it will negatively affect them later in their
life. I would like to go to the local high schools with victims of drug abuse so the youths can
hear first hand the personal stories of how drugs destroyed their lives. Pretending that the
problem doesn't exist in our community is not going to help anyone. I would start health fairs
and community events to bring awareness about this prevalent problem and invite youth along
with their families to attend because knowledge is power and there is much power when we
fight it as a community.
Reapplying Commissioners: What can you do to improve your previous performance on the
Commission?
All Commission, Board and Committee applications are a public record
The City of Gilroy accepts applications at any time and will keep them on file for one year.
9.D.a
Packet Pg. 163 Attachment: 2020 Youth Commission Applications (3071 : Partial Term Youth Commission Appointment)
7/31/2020 11:35
RCity of Gilroy Application
for the Gilroy Youth Commission
Name*: JORDAN MERRITT Birth Date*: 7/14/2002
Address:
Phone Number(s): (Email Address:
Grade*: 12________ School: PIEDMONT HIGH SCHOOL
Please list your background, including community service within the City of Gilroy, and any
prior experience with groups or organizations that would qualify you for this Commission:
I have prior experience in participating in community football and basketball leagues. I've been
a participant for many years in both sports in the south bay area. I've most recently been
involved during my senior year in my high schools' varsity basketball team, in which I've
participated the past three years. I've also participated in my local church youth department in
the youth choir, and outreach efforts.
Why would you like to be appointed to the Gilroy Youth Commission?
I'd like to make my voice heard within my community being a young man, as well as learn
about other challenges, and efforts I can help and contribute towards. I believe I have a voice,
and a duty to my local community.
What do you feel is the biggest problem facing the youth of Gilroy? If you are appointed,
what are the steps you will take to address this problem?
I feel the biggest problem facing the youth of Gilroy is resources, opportunity, and safe places. I
would like to meet, and talk with those that can help provide those resources, so that the youth
will have a brighter future.
Reapplying Commissioners: What can you do to improve your previous performance on the
Commission?
All Commission, Board and Committee applications are a public record
The City of Gilroy accepts applications at any time and will keep them on file for one year.
9.D.a
Packet Pg. 164 Attachment: 2020 Youth Commission Applications (3071 : Partial Term Youth Commission Appointment)
City of Gilroy Application
for the Gilroy Youth Commission
Name*: Awa Ndao Birth Date*: 01/11/03
Address:
Phone Number(s): (Email Address:
Grade*: 11________ School: Christopher High School
Please list your background, including community service within the City of Gilroy, and any
prior experience with groups or organizations that would qualify you for this Commission:
In terms of service, I have volunteered as a Jr. Guard for the City of Gilroy, having completed
over 40 hours as a volunteer.
Why would you like to be appointed to the Gilroy Youth Commission?
I would like to be appointed to the Gilroy Youth Commission because I believe that I can serve
as a powerful, extremely vocal spokesperson for Gilroy's youth. Being aware of the issues
facing our youth, I can offer a first-hand perspective of these issues and aid in providing
reasonable solutions on how to better handle these problems. As a part of this Commission, I
would work to make the best interests of the youth heard, and help in catering to these
interests.
What do you feel is the biggest problem facing the youth of Gilroy? If you are appointed,
what are the steps you will take to address this problem?
The biggest problem that seems to be plaguing the youth of Gilroy is a lack of support in terms
of schooling (pressure, grades, teachers who aren't teaching material well). The pressure of
receiving excellent grades is overwhelming for many, coupled with the fact that some
administrators' teaching methods don't quite reach every student and cater to their way of
learning. If appointed, some of the steps I plan to take in addressing the problem include a
survey of students in the community to find out how they learn best: learning environment,
method (visual, auditory, etc.) and create tutoring opportunities within school communities that
cater to those. When it comes to tutoring and opportunities for academic help, most of the time
these facilities aren't located on school grounds, making it more difficult for students to make
the commute. Rather than having students going to tutoring facilities outside of school, we can
bring the tutoring opportunities to them.
Reapplying Commissioners: What can you do to improve your previous performance on the
Commission?
All Commission, Board and Committee applications are a public record
The City of Gilroy accepts applications at any time and will keep them on file for one year.
9.D.a
Packet Pg. 165 Attachment: 2020 Youth Commission Applications (3071 : Partial Term Youth Commission Appointment)
9/8/2020 7:31:46 PM
City of Gilroy Application
for the Gilroy Youth Commission
Name*: Addison Orlando Birth Date*: 12/28/2006
Address:
Phone Number(s): Email Address:
Grade*: 8 School: Brownell Middle School
Please list your background, including community service within the City of Gilroy, and any
prior experience with groups or organizations that would qualify you for this Commission:
I am Addison Orlando. I am an accelerated student from Brownell Middle School. During my
free time, I am a competitive dancer at Studio Three Dance. I also enjoy playing with my little
sisters and dogs. In my 7th-grade year, I was in both Brownell Middle school ASB and Brownell
Kindness club. I have volunteered at Wheeler Senior Center and the Animal shelter. I have my
donated time St. Joseph's Family Center and The San Martin Animal Shelter. I have also
donated money to Toys for Tots and Pennys for Patients. It makes me happy to help people. I
have been through hard times in my life and is always very nice to have someone there for you.
Whether someone is going through mental health problems, financial problems, medical issues,
or if the community is in trouble I feel like it is my job to help.
Why would you like to be appointed to the Gilroy Youth Commission?
I would like to be appointed to the Gilroy Youth Commission to give back to the youth of Gilroy.
I was born and raised in Gilroy. Both of my parents were as well. They always tell me that when
they were children Gilroy was such a great place to be a kid. Everyone knew each other and
the community was so tight and supportive. You could be outside all day playing with friends
and people were more into school sports. My mom tells me stories of how she would walk to
the garlic festival with her friends. Now my parents don't even let me walk two blocks to my
friend's house, due to what I might encounter. Especially as a student and Citizen of Gilroy, I
see that things aren't like that anymore. There are trash and litter in parks and in the street.
Cigarette buds and drugs on the ground. Homeless people have to sleep in children's parks
and the streets. In school I see kids vaping and doing drugs. Last school year there were at
least two fights a week. We need to do something about this. We also need to talk more about
mental health and that it is ok to not be ok. Last year two of my friends were suicidal. This
broke my heart. There needs to be more resources for mental health. We need to talk about it.
We need to let the children of Gilroy know that they are not alone. I want to help.
What do you feel is the biggest problem facing the youth of Gilroy? If you are appointed,
what are the steps you will take to address this problem?
The biggest problems facing the youth of Gilroy are drugs and mental health issues. To fix
these problems we need to talk more about them in school. Mental Health NEEDS to be talked
about more. We all get sad, we all get stressed and anxious, some kids just don't what do do
with themselves. Kids get suicidal when they feel they are alone. We need to offer free
counseling somehow outside of school. We need to put up encouraging messages throughout
the town and maybe we can set up a teen helpline. Kids get suicidal or really really sad, and
most of the time turn to alcohol and drugs to numb the pain. I see kids in school do drugs and
they talk about getting drunk. This just horrible. I am thirteen for god's sake! We need to tell
them why this is bad. We need to tell them the effects of doing drugs and why it is bad. Offering
9.D.a
Packet Pg. 166 Attachment: 2020 Youth Commission Applications (3071 : Partial Term Youth Commission Appointment)
9/8/2020 7:31:46 PM
counseling or therapy can help teens with addiction and their mental health. We need to
address these issues right now.
Reapplying Commissioners: What can you do to improve your previous performance on the
Commission?
All Commission, Board and Committee applications are a public record
The City of Gilroy accepts applications at any time and will keep them on file for one year.
9.D.a
Packet Pg. 167 Attachment: 2020 Youth Commission Applications (3071 : Partial Term Youth Commission Appointment)
9/6/2020 5:52:59 PM
City of Gilroy Application
for the Gilroy Youth Commission
Name*: Reet Padda Birth Date*: 02/03/2004
Address:
Phone Number(s): Email Address:
Grade*: 11________ School: Dr. TJ Owens Gilroy Early College Academy (GECA)
Please list your background, including community service within the City of Gilroy, and any
prior experience with groups or organizations that would qualify you for this Commission:
I have been living in Gilroy for almost 11 years, and growing up, I was always surrounded by a
loving and supporting community. As I matured, I developed a strong desire to give back to the
city that I grew up in. In school, I have served as student council president and class president
for a total of 4 years. This year, I will also help run the "Impact Teen Drivers" program. Within
the City of Gilroy, I been a "Leader on Loose" and volunteered at events including the Run for
Fitness, Gilroy Holiday Parade, and other recreational programs. I am currently a board
member for a nonprofit organization called "Empowering Excellence" that is dedicated to
providing financial support (and other services) to underprivileged students in the community. I
have also volunteered for the YMCA for several programs including the senior food distribution
service they held over the summer.
Why would you like to be appointed to the Gilroy Youth Commission?
I would like to be appointed to the Gilroy Youth Commission to help facilitate change in our
community. The youth are the future and they need to be recognized as an active part of the
community. Being appointed to the Gilroy Youth Commission would give me the opportunity to
be a voice for Gilroy's youth while also giving back to the community I have grown up in.
What do you feel is the biggest problem facing the youth of Gilroy? If you are appointed,
what are the steps you will take to address this problem?
I feel that the biggest problem facing the youth is stress. Although stress can be caused by a
variety of things, having outlets for stress is crucial. Many students find solace in sports or other
extracurricular activities. For those who cannot afford such programs or would just like to see
some friendly faces, if I am appointed, I would organize a cost-free program (for all ages) that
offers activities to help manage stress. This program could easily be held over Zoom and
activities may include yoga, crafts, dance, painting, etc. There would be a detailed schedule
outlining the days/times for the activities and the information would be accessible through a
website or social media page. Participants would be able to sign up in advance for the sessions
they want to attend.
Reapplying Commissioners: What can you do to improve your previous performance on the
Commission?
All Commission, Board and Committee applications are a public record
9.D.a
Packet Pg. 168 Attachment: 2020 Youth Commission Applications (3071 : Partial Term Youth Commission Appointment)
9/6/2020 5:52:59 PM
The City of Gilroy accepts applications at any time and will keep them on file for one year.
9.D.a
Packet Pg. 169 Attachment: 2020 Youth Commission Applications (3071 : Partial Term Youth Commission Appointment)
City of Gilroy Application
for the Gilroy Youth Commission
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Commissioners: What can you do to improve yd'ur previous performance on the
Commission? All
Commission, Board and Committee applications are a public record Mail
or email your application to: Shawna Freels, City Clerk City
of Gilroy 7351
Rosanna Street, Gilroy, CA 95020 shawna.
freels(cr ci.ailrov.ca.us The
City of Gilroy accepts applications at any tirne and will keep thern on file for one year.
9.D.a
Packet Pg. 170 Attachment: 2020 Youth Commission Applications (3071 : Partial Term Youth Commission Appointment)
City of Gilroy Application
for the Gilroy Youth Commission
Name*: Isabella Sells Birth Date*: 12/10/2004
Address:
Phone Number(s): Email Address:
Grade*: 9________ School: California Connections Academy
Please list your background, including community service within the City of Gilroy, and any
prior experience with groups or organizations that would qualify you for this Commission:
I have been serving as a 'Leaders on the Loose' program volunteer in the City of Gilroy.
Through the program, I have been volunteering for various Youth Sports programs including
Aquatic Program during the summer as an assistant swim instructor and a certified Junior Life
Guard. I always have hearts for making my community a better place for all and also
volunteered as a Senior Tech Center at the Gilroy Senior Center. I have learned a lot about
how to work with others and bring smiles to others' faces. I also served as an elected president
of National Junior Honor Society, Connections Academy Chapter, to lead the group of middle
school volunteers serving the community through Foster care help, Animal Shelter Help, and
Cal Fire Victim help.
Why would you like to be appointed to the Gilroy Youth Commission?
Unlike serving the community physically as an individual or as a group, the Gilroy Youth
Commissioner's position seems like many positive and collective decisions to make a
community a better place, especially for the youth of Gilroy. I'd like to contribute my leadership
and service in planning projects that can make Gilroy an amazing place to live for all, especially
for the youth like me.
What do you feel is the biggest problem facing the youth of Gilroy? If you are appointed,
what are the steps you will take to address this problem?
The biggest problem facing the youth of Gilroy is lack of technology education opportunities. I
was very impressed with the organized sports in the City of Gilroy through my volunteering.
However, through my Senior Tech Tutoring, I realized that most tech camps and lessons are
concentrated in up North in San Jose & Palo Alto Area. I think that the technology literacy is
crucial in the next century and I believe that there should be more affordable technology
education programs for the youth. The Gilroy schools are doing a great job, but the youth
needs more knowledge than basic tech education.
Reapplying Commissioners: What can you do to improve your previous performance on the
Commission?
N/A
All Commission, Board and Committee applications are a public record
The City of Gilroy accepts applications at any time and will keep them on file for one year.
9.D.a
Packet Pg. 171 Attachment: 2020 Youth Commission Applications (3071 : Partial Term Youth Commission Appointment)
9/7/2020 11:22:16 PM
City of Gilroy Application
for the Gilroy Youth Commission
Name*: Charlize Yuoj Serrano Birth Date*: 11/19/2004
Address:
Phone Number(s): Email Address:
Grade*: 11________ School: Dr. TJ Owens Gilroy Early College Academy
Please list your background, including community service within the City of Gilroy, and any
prior experience with groups or organizations that would qualify you for this Commission:
During my high school years, I had volunteered at mainly Gilroy. For example, most of my
volunteer hours had gone into helping the youth here as I had volunteered at the Gilroy Youth
Center during the summer before freshman year where I had mainly watched over the kids and
helped set up the activities. In the next summer of freshman year, I had also volunteered at the
Gilroy Library where I had organized books and helped with activities with the children there.
During that time, the library had also offered me a volunteering opportunity to help teach the
youth how to work with robots (Ozobots). During that summer when I was at the library, I had
also joined some youth events to volunteer at like the Makers Faire in the Gilroy Library where I
helped with setting up, cleaning up, and teaching children how to work with the same Ozobots.
While I had gone to big events and organizations for a big chunk of my volunteering in high
school I had also volunteered in smaller events. For example, I would volunteer at school-
related events like how I helped out during the winter to wrap presents. In addition, even right
before quarantine, I had worked at the Gilroy Recreation Center for a small princess event
where I helped paint children’s faces.
I also had experience with volunteering before high school as I was in the California Junior
Scholastic Federation(CJSF) in middle school, so I would go to the Gilroy Community Garden
after school and during my vacation time to help plant seeds and fix up the garden.
Why would you like to be appointed to the Gilroy Youth Commission?
I would like to be appointed to the commission because I think I would be a perfect fit as I have
had a lot of experience working with the youth and I could provide several inputs and
perspectives needed especially since I am a youth myself. I consider this a good opportunity for
me as I have a profound love for looking after children and working with them and I believe that
working in this Gilroy Youth Commission will really make an impact on the youth of Gilroy. I
also have a lot of experience in planning and organizing activities and events.
What do you feel is the biggest problem facing the youth of Gilroy? If you are appointed,
what are the steps you will take to address this problem?
I believe that the biggest problem facing the youth of Gilroy is their lack of engagement with the
community. In today’s age children are more inclined to stay inside and live in the digital world.
It’s even more so nowadays due to recent events.
9.D.a
Packet Pg. 172 Attachment: 2020 Youth Commission Applications (3071 : Partial Term Youth Commission Appointment)
9/7/2020 11:22:16 PM
If I were appointed as a Youth Commissioner, to fix this problem, I would plan more engaging
activities and help youths interact more with their peers. I would also help promote more
healthy activities for today’s youth and help organize them.
Reapplying Commissioners: What can you do to improve your previous performance on the
Commission?
All Commission, Board and Committee applications are a public record
The City of Gilroy accepts applications at any time and will keep them on file for one year.
9.D.a
Packet Pg. 173 Attachment: 2020 Youth Commission Applications (3071 : Partial Term Youth Commission Appointment)
8/29/2020 11:17:27 PM
City of Gilroy Application
for the Gilroy Youth Commission
Name*: Jordyn Silva Birth Date*: April 04, 2008
Address:
Phone Number(s): Email Address:
Grade*: 7________ School: Brownell Middle School
Please list your background, including community service within the City of Gilroy, and any
prior experience with groups or organizations that would qualify you for this Commission:
I have lived in Gilroy for about 8 years, and I went to Luigi Aprea Fundamental School for
kindergarten-5th grade. I was in Associated Student Body, (ASB, also known as student
government,) in sixth grade last year as a voting member, and I raised money for South
County Tail Waggers dog rescue when i was 8 years old.
Why would you like to be appointed to the Gilroy Youth Commission?
I am very passionate about being educated on local government, and I am extremely
passionate about giving local programs and officials input from my younger point of view. It
honestly sounds like a very good experience, and I would love to do as much as I can for my
community.
What do you feel is the biggest problem facing the youth of Gilroy? If you are appointed,
what are the steps you will take to address this problem?
I feel that one of the biggest problems surrounding the youth community is mental health
issues, as well as finding resources and outlets for any issues they may have. As an appointed
member, I would try my best to give young people a safe space to ask for help and search for
support spaces, especially if their parents/guardians don't validate their issues or help. Many
people I personally know feel invalidate or silenced by their families, so it is very near and dear
to me to give this part of our population a chance to advocate for their own mental wellness and
get the help they deserve.
Reapplying Commissioners: What can you do to improve your previous performance on the
Commission?
All Commission, Board and Committee applications are a public record
The City of Gilroy accepts applications at any time and will keep them on file for one year.
9.D.a
Packet Pg. 174 Attachment: 2020 Youth Commission Applications (3071 : Partial Term Youth Commission Appointment)
8/20/2020 10:14
RCity of Gilroy Application
for the Gilroy Youth Commission
Name*: Zachary Souza Birth Date*: 9/1/2007
Address:
Phone Number(s): (Email Address:
Grade*: 7________ School: Brownell Middle School
Please list your background, including community service within the City of Gilroy, and any
prior experience with groups or organizations that would qualify you for this Commission:
I am in the 7th Grade at Brownell Middle School. I've lived here in Gilroy for six years and I
really like it. I enjoy sports, music, reading and being with family and friends. I have been on
the ASB at Brownell Middle School and liked being involved at school. I think it is important to
be involved and I like that Gilroy has this commission to help us kids have cool programs.
Why would you like to be appointed to the Gilroy Youth Commission?
My parents volunteer and I help them when they do things in my school. I would like to do my
own volunteering and learn more about how the city government works.
What do you feel is the biggest problem facing the youth of Gilroy? If you are appointed,
what are the steps you will take to address this problem?
COVID is the biggest problem right now. All of our programs and schools are closed because
of it and I miss my friends and playing basketball with them. I would like to find ways for us
kids to play but be safe so no one is lonely.
Reapplying Commissioners: What can you do to improve your previous performance on the
Commission?
All Commission, Board and Committee applications are a public record
The City of Gilroy accepts applications at any time and will keep them on file for one year.
9.D.a
Packet Pg. 175 Attachment: 2020 Youth Commission Applications (3071 : Partial Term Youth Commission Appointment)
9/8/2020 9:33:02 AM
City of Gilroy Application
for the Gilroy Youth Commission
Name*: Yashila Suresh Birth Date*: 12/01/2004
Address:
Phone Number(s): (Email Address:
Grade*: 11 School: Christopher High School
Please list your background, including community service within the City of Gilroy, and any
prior experience with groups or organizations that would qualify you for this Commission:
I am a junior at Christophe High School. Throughout my middle and high school years, I have
been actively involved in community service within the City of Gilroy. In middle school, I
organized a book drive for children in Africa through the organization African Library Project,
raising over 1,000 books. The experience was extremely full -filling and I decided I wanted to
work more with children. I began volunteering as a Girls Who Code facilitator at the Gilroy
Library and started my own free coding class at Ciel Services, for elementary to middle school
students. Concerning leadership, I was Events Chair for schools in Gilroy, Morgan Hill, and
Hollister for Interact, a service organization, and Events Coordinator for CHS Interact Club.
Additionally, I was Secretary of my school's Speech and Debate Club, participated in
Leadership class where I planned school events, and founded a medical health professionals
club at school. On a weekly basis, I tutor elementary and middle school students through CHS
and Ciel Services and am part of CSF. Through these events I have garnered and learned
valuable skills in communication, efficiency, management, public speaking, organization, and
leadership that have prepared me for the Commission, if appointed.
Why would you like to be appointed to the Gilroy Youth Commission?
I would like to be appointed to the Gilroy Youth Commission as a way for me to step onto a new
platform, and give back to the community I was raised in. A platform that is easily accessible to
the city, while initiating change and discussing the city's most pressing issues alongside a
group of people, with an equivalent mindset. If I were to be on the Gilroy Youth Commission, I
would like to implement new ideas and events that could positively impact and shape the youth
in Gilroy. Sharing different morals and hearing contrary perspectives from Commission
members, will add to the diverse learning experience I will acquire through the commission.
What do you feel is the biggest problem facing the youth of Gilroy? If you are appointed,
what are the steps you will take to address this problem?
I feel that the biggest problem facing the youth in Gilroy is the lack of action on presented
opportunities. In terms of youth enrichment, many have hosted and conducted various clubs,
classes, and events free of charge in favor of students exploring possible interests in different
fields they may not have access to otherwise. However, I have noticed that these students are
unaware of the value and promise these opportunities could bring to both guide and impact
their education.lf appointed, I would contact and work with teachers and school officials to
emphasize the important of exposure to different topics for youth, as well as the
encouragement for middle and high schoolers to conduct more events and programs to
positively influence the youth and the Gilroy Community
9.D.a
Packet Pg. 176 Attachment: 2020 Youth Commission Applications (3071 : Partial Term Youth Commission Appointment)
9.D.a
Packet Pg. 177 Attachment: 2020 Youth Commission Applications (3071 : Partial Term Youth Commission Appointment)
9/2/2020 2:03:24 PM
City of Gilroy Application
for the Gilroy Youth Commission
Name*: Kyle Verrette Birth Date*: 12/17/2004
Address:
Phone Number(s): Email Address:
Grade*: 10________ School: Christopher High
Please list your background, including community service within the City of Gilroy, and any
prior experience with groups or organizations that would qualify you for this Commission:
I have lived in Gilroy for about a year and I want to bring fresh perspective to this community.
I've worked on a swim team for 2-3 years in San Jose and know how to be part of a team and
share ideas.
Why would you like to be appointed to the Gilroy Youth Commission?
This sounds like a unique opportunity to be able to help and contribute to our community.
What do you feel is the biggest problem facing the youth of Gilroy? If you are appointed,
what are the steps you will take to address this problem?
I think there is a problem with the digital divide. Many students don't have access to the
internet. Student and the youth need access to computers and technology. Seek contributors
from a high access to computers and technology.
Reapplying Commissioners: What can you do to improve your previous performance on the
Commission?
All Commission, Board and Committee applications are a public record
The City of Gilroy accepts applications at any time and will keep them on file for one year.
9.D.a
Packet Pg. 178 Attachment: 2020 Youth Commission Applications (3071 : Partial Term Youth Commission Appointment)
2020 Youth Commission Applicants
Applicants
Andrew Bachman
Jacob Baker
Alexandra Beyret
Eshaan Billing
Brennan and Jackson Burge
Claire Burke
Lillian Burke
Logan Corona
Julia Fox
Esmeralda Garcia
Katie Garrison
Alyssa Gonzalez
Winston James
Sajiv Jampani
Joshua Jang
Maan Kolagotla
Alexis Kong
Kadence Lewis
Grace Longoria
Dylan Matthews
Jordan Merritt
Awa Ndao
Addison Orlando
Reet Padda
Ryanne Palacios
Isabella Sells
Charlize Serrano
Jordyn Silva
Zachary Souza
Yashila Suresh
Kyle Verrette
Edwin Lopez
Meyhar Kamrah
9.D.b
Packet Pg. 179 Attachment: 2020 Youth Commission Applicant Map 2 (3071 : Partial Term Youth Commission Appointment)
City of Gilroy
STAFF REPORT
Agenda Item Title: Consideration of Funding Agreement with Santa Clara County for
the Countywide Isolation and Quarantine Program
Meeting Date: October 19, 2020
From: Jimmy Forbis, City Administrator
Department: Administration
Submitted By: Jimmy Forbis
Prepared By: Maria De Leon
Maria De Leon
Strategic Plan Goals
☐ Fiscal Stability
☐ Downtown
Revitalization
☐ Economic
Development
☐ Neighborhood Services
Enhanced Public
Safety
☐ Workforce Stability ☐ Public Engagement
RECOMMENDATION
Decline to enter into an agreement with Santa Clara County for the Countywide
Isolation and Quarantine Program and continue to utilize existing service providers
(both public and private) to assist residents impac ted by Covid-19.
EXECUTIVE SUMMARY
In response to the Covid-19 pandemic, the County identified an urgent need to provide
temporary shelter and services to help individuals and families effectively isolate or
quarantine. After operating a pilot program for a few months, the County identified the
need to expand on the Countywide Isolation and Quarantine Support Program. The
County seeks to continue to help residents isolate if they have tested positive for Covid -
19 or quarantine if they have been in close contact with a Covid-19 positive person.
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Santa Clara County is requesting the City of Gilroy, along with all 15 citi es within Santa
Clara County, enter into an agreement to financially contribute to reimbursing the
County for its costs in continuing to operate the Countywide Isolation and Quarantine
Support Program. The City of Gilroy’s share totals $158,018. To date, only two cities in
the County have utilized the enhanced services.
BACKGROUND
On March 16, 2020, the Health Officer of Santa Clara County directed all county
residents to shelter in place at their residence, except leaving to provide or receive
certain essential services or engage in essential activities and prohibiting all non-
essential gatherings. Since March 2020, the County and its partners have increased
temporary shelters in response to the pandemic. As a result of the Santa Clara County’s
Shelter-In-Place (SIP) executive orders to Covid-19, the County is providing countywide
isolation and quarantine support services to assist all Santa Clara County residents
isolate if they have tested positive for Covid-19 or quarantine if they have been in close
contact with someone testing positive to Covid-19. This program supports those facing
isolation or quarantine challenges.
ANALYSIS
The Countywide Isolation and Quarantine Support Program is in support of the U.S.
Centers for Disease Control and Prevention definition of a close contact as someone
who was within 6 feet of an infected person for at least 15 minutes starting from 48
hours before illness onset until the time the patient is isolated. The isolation period is
typically between 14 and 21 days but varies depending on the duration of illness.
Quarantine generally lasts 14 days, if the person does not become a positive case.
Many individuals and their families will be able to isolate or quarantine in their homes
without assistance. Others have situations that make isolating or quarantining difficult.
These challenges include, but are not limited to overcrowded housing, the lack of paid
sick leave, recent unemployment, cohabitations with at-risk individuals, and obligations
to care for family members. Primary among these challenges are:
Access to a room in which the individual may stay and remain entirely separate
from other members of their household
Access to one’s own bathroom or the ability to thoroughly clean the bathroom
after each use
To ensure that services are available to all Santa Clara County residents who need help
with isolation or quarantine, the County established the Santa Clara County Covid-19
Support Team. The following are the program components:
SUPPORT REQUEST LINE – The program will have a “call center” available
seven days a week from 8:00am to 5:00pm. County staff or contractors will
receive requests for assistance from cases, contractors, medical providers, City
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emergency operation centers, public health units and community based
organizations.
COORDINATION – Call center assigned staff will coordinate a ll incoming
requests and ensure appropriate action for each case and contact.
RESOURCE COORDINATORS – Coordinators assigned to call center will
assess the requests and arrange for the following services:
o Support at Home: Individuals or families who have adequate home
settings may request additional assistance including:
Transportation to/from medically necessary appointments
Up to three meals per day and/or groceries
Medical screening and connection to medical services
Weekly laundry services for linens and personal clothing
Light case management services to help individuals apply for
benefits (unemployment insurance, CalFresh) and other services
o Motels: Some individuals may be placed at a motel to isolate or
quarantine until they are cleared to return to their home. The Resource
Coordinators would coordinate placement at hotels for individuals who
cannot remain at home or do not have a home. In some cases, the
individual may be placed in other congregate settings such as a travel
trailer. In these out of home settings, the program will also provide
transportation, food, health and behavioral health screenings and
services, laundry and light case management if needed.
o Rental and Financial Assistance: If there is documented need,
individuals would be eligible for rental and financial assistance up to
$5,000. This assistance is limited to householders earning 80% or less of
the Area Median Income adjusted for household size. Rental and financial
assistance would be provided by Sacred Heart Community Services under
contract with the County.
o Other Services: Resource Coordinators would be responsible for
arranging access to other services such as child care, elder care, in-home
support services and emergency, urgent and/or ongoing health services.
o Department of Employment Benefit Services: Resource Coordinators
will ensure eligible individuals would have access or sign up for General
Assistance, CalWORKS, Medi-Cal, CalFresh, or other benefit programs
administered by the County.
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o Covid-19 Assistance Navigation Hotline (CAN-19 Hotline): For
individuals needing additional assistance understanding and accessing
resources provided through the California Employment Development
Department (EDD), Resource Coordinators would connect individuals to
the County’s CAN-19 Hotline that can provide assistance in English,
Spanish, Vietnamese and Mandarin.
PROJECTED NEEDS BY JURISDICTION
Exhibit B of the agreement illustrates the projected needs among residents of each
jurisdiction by program component. The table illustrates that an estimated 36 Gilroy
residents will enroll in the Isolation and Quarantine Support Program, with 4 motel
placements and 32 residents utilizing at-home services. It’s projected that 60% or 22 of
the program enrollees will also request rental assistance.
Exhibit B – Projected Needs by Jurisdiction - City of Gilroy Data
Jurisdiction
Imputed Motel
Imputed
At-Home
Support
Total
Program
Enrollments
60% of
Enrollees
Request
Rental
Assistance
Gilroy 4 32 36 22
FUNDING BREAKDOWN PER COMPONENT AND JURISDICTION
There are fixed costs to operate this program based on pop ulation and anticipated
usage costs for motels, at home support and financial assistance. Gilroy’s funding
percentage is based on the City’s share of the countywide population and utilization.
Exhibit E of the agreement summarizes the total estimated program cost by jurisdiction
by category with Gilroy’s share being $158,018.
Exhibit E – Estimate Total Cost by Program Component by Jurisdiction – City of
Gilroy Data
Jurisdiction Fixed Costs Motel Costs At-Home
Support
Financial
Assistance
Total by
Jurisdiction
Gilroy $16,651 $34,159 $30,208 $77,000 $158,018
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This program has four categories: fixed costs, motel costs, at -home support services,
and rental and financial assistance. Below is a breakdown of each category, along with
estimated costs per category:
1. FIXED COSTS: Municipalities would reimburse the County for their portion of the
programs fixed costs regardless of utilization by the jurisdictions residents. Fixed
costs are considered the program overhead to operate the program. According to
Exhibit E of the agreement, Gilroy’s estimate of fixed costs is $16,651. Exhibit D
of the agreement illustrates the monthly fixed costs for Gilroy being $3,330.
2. MOTEL COSTS: Each jurisdiction will contribute to the cost of operating motels
for isolation and quarantine based on the proportion of motel nights that each
jurisdiction’s residents use. According to Exhibit E of the agreement, Gilroy’s
estimate of motel costs is $34,159.
3. AT -HOME SUPPORT SERVICES: Each jurisdiction will reimburse the County for
the cost of supportive services provided directly to the jurisdiction’s residents
while they isolate or quarantine in their own homes. According to Exhibit E of the
agreement, Gilroy’s estimate of at-home support services is $30,208.
4. RENTAL AND FINANCIAL ASSIST ANCE: Each jurisdiction will reimburse the
County for the rental and financial assistance provided directly to the
jurisdiction’s residents. According to Exhibit E of the agreement, Gilroy’s estimate
of Financial Assistance is $77,000.
PROGRAM TIMELINE
The pilot program began in May 26, 2020. The program period and terms of this
agreement is effective August 1, 2020 until December 31, 2020, unless extended by
mutual consent. Should the agreement be extended past December 31,2020, the City
would be charged additional costs for which the City’s only funding source would be
General Fund reserves.
With an increase of testing capabilities, the number of cases and the number of
contacts associated with each case may increase, especially with testing services being
made more accessible to underserved communities.
PROGRAM PROMOTION
If the City entered into the agreement, the County will promote this program through all
of the County medical providers, community-based organizations, municipality web-
sites and social media outlets. Privacy is of upmost importance. Program participants
will never be asked for their social security number or immigration status.
NEIGHBORING MUNICIPALITIES
The City of Saratoga, Milpitas and Morgan Hill’s City Councils have already approved
their agreements. Los Altos is expected to take agreement to City Council later this
month and the City of Campbell’s City Council turned it down. Other cities are operating
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their own program, are not offering these services or have not taken action in approving
this agreement.
ALTERNATIVES
If City Council elects to approve $158,018 funding the Countywide Isolation and
Quarantine Support Program, Gilroy residents negatively impacted by Covid -19 and are
facing Isolation and Quarantine challenges, will r eceive a higher, more intensified level
of health and social services from the Santa Clara County Covid-19 Support Team.
These services include motel stays, at-home support services and rental and financial
assistance personalized to the impacted Gilroy resident.
Santa Clara County does offer the CAN: Covid-19 Assistance Navigation Program. It
was created early in the pandemic and assists all county residents whether or not their
cities are offering Isolation and Quarantine Support Program services. It includes
connecting all county residents to health and community support services such as
unemployment guidance, food distribution, housing information, legal aid, advocacy
services, eviction support, Coronavirus education, Covid-19 testing sites, home isolation
and quarantine guidance and other similar services. This effort and other existing
programs will continue serv ing all county residents.
Municipalities county-wide are being asked to contribute their share of financial support
for the Countywide Isolation and Quarantine Support Program. Much discussion is
taking place by many cities on this request. Some cities are of the opinion that:
The County is charged with the preservation of public health, not the cities
The County already collects taxes from all county residents to facility public
health programs, so why are cities being asked to contribute
There are no incidents of the County turning anyone away who needs isolation or
quarantine support, based on their city of residency
FISCAL IMPACT/FUNDING SOURCE
If City Council determines that they wish to provide a higher level of COVID -19 support
and fund the Countywide Isolation and Quarantine Support Program, City staff has
determined that the only funding source is General Fund reserves ($158,018). Motel
and isolation and quarantine charges cannot be covered by CDBG and CARES Act
funds. The City of Gilroy can only seek FEMA reimbursement if Gilroy directly incurred
the program costs, which in this case, these costs were incurred by the County. This
funding would only continue the program until December 31, 2020. The City would
need to identify additional funding to participate in the program past that date.
Attachments:
1. City County Revenue Agreement Template Isolation and Quarantine Program -
Gilroy v2
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Page 1 of 13
Countywide Isolation and Quarantine Support Program
FUNDING AGREEMENT BETWEEN THE
COUNTY OF SANTA CLARA
AND THE CITY OF GILROY
FOR COUNTYWIDE ISOLATION AND QUARANTINE
SUPPORT PROGRAM
This Agreement is entered into by and between the County of Santa Clara (the “County”) and the City of
Gilroy (the “City”), individually, a “Party” and, collectively, the “Parties,” in order to provide funding for a
Countywide Isolation and Quarantine Support Program (“Program”) to be managed by the County.
RECITALS
A. WHEREAS, on February 3,2020, the County Health Officer declared a local health emergency, and the
County's Director of Emergency Services proclaimed a local emergency, to respond to the Coronavirus
Disease (“COVID-19”) pandemic and manage its spread throughout the County; and
B. WHEREAS, on March 4, 2020, the Governor of California proclaimed a State of Emergency (Executive
Order N-25-20) to exist in California because of the threat of COVID-19; and
C. WHEREAS, on March 16, 2020, the Santa Clara County Public Health Officer issued an Order to all
residents to shelter in place and businesses to close except for essential activities, essential services, and
governmental services as defined under Section 10 of the Order; and
D. WHEREAS, on March 19, 2020, the Governor issued an Order (Executive Order N-33-20) that all
individuals living in the State of California stay home or at their place of residence, except as needed to
maintain continuity of operations for certain critical infrastructure sectors, to protect the public health
of Californians, to mitigate the impact of COVID-19, and to ensure the healthcare delivery system is
capable of serving all; and
E. WHEREAS, as a result of the State Executive Orders and their national counterparts and the County
Order in response to COVID-19, as may be extended and modified by federal, state, and local
authorities, the County and City have identified an urgent need to provide a Countywide Isolation and
Quarantine Support Program (“Program”) as part of the response to COVID-19; and,
F. WHEREAS, the County has established and will operate the Program as described on Exhibit “A”
attached hereto and incorporated herein by this reference; and
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Countywide Isolation and Quarantine Support Program
G. WHEREAS, the Program assists all residents of Santa Clara County to isolate if they have tested positive
for Coronavirus (COVID-19) (“Cases”) or quarantine if they have been in close contact with a COVID-19
positive person (“Contacts”); and
H. WHEREAS, the U.S. Centers for Disease Control and Prevention defines a “close contact” as “someone
who was within six feet of an infected person for at least 15 minutes starting from 48 hours before
illness onset until the time the patient is isolated; however, the County Public Health Department’s
Special Investigations Unit or Case Investigation and Contact Tracing group (“CICT”) will make
determinations based on the circumstances of each interaction; and
I. WHEREAS, many individuals and their families will be able to isolate or quarantine in their homes
without assistance; and
J. WHEREAS, others have situations that make isolating or quarantining difficult. These challenges include,
but are not limited to, overcrowded housing, the lack of paid sick leave, recent unemployment, co-
habitation with at-risk individuals, and obligations to care for family members. Primary among these
challenges are: 1) access to a room in which the case or contact may stay an d remain entirely separate
from other members of the household; and, 2) access to one’s own bathroom or the ability to
thoroughly clean the bathroom after each use. The County’s CICT group is trained to speak with
individuals about what they may need to effectively isolate or quarantine in their own home; and
K. WHEREAS, it is in the intent of this Agreement that City, along with all other 14 cities within Santa Clara
County, will contribute funding to the County to pay the County for its costs in operating the Program.
In consideration of the foregoing Recitals, and the mutual promises and covenants contained in this
Agreement, the Parties agree as follows:
AGREEMENT
SECTION 1 TERM
This Agreement is effective August 1, 2020 and will continue thereafter until December 31, 2020, unless
extended by mutual consent.
SECTION 2 MAXIMUM FINANCIAL OBLIGATION
As explained in Section 3 below and stated in Exhibit E, City’s maximum financial obligation during the Term
of this Agreement is $158,018.
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SECTION 3 ESTIMATE OF COUNTYWIDE NEED AND COST SHARING
To ensure that appropriate services are available to all Santa Clara County residents who need help with
isolation or quarantine, it is the intent of this Agreement that the County and all 15 cities within the County
would share in the Program’s costs on a roughly proportional basis as set forth below.
a) Estimates of Countywide Need:
i) Based upon prior utilization data, the County estimates that during the term of this Agreement,
approximately 200 households who are Cases or Contacts will be referred to or will contact the
Program weekly. Of the 200 households, it is estimated that approximately 25% (about 50
households) will decline services, be ineligible or referrals that cannot be contacted. Of the
remaining households (approximately 150 households) who participate in the Program, 90%
(about 135 households) will receive assistance to isolate or quarantine at home and 10% (about
15 households) would temporarily move into a motel. Of all households who enroll in the
Program (150 households) each week, about 60% (90 households) are also expected to request
and receive rental or financial assistance.
ii) Of the households participating in the program, it is estimated that approximately 82% will be
residents of the City of San José. Residency is determined by the person’s or family’s home
address.
iii) Exhibit B summarizes the projected needs among residents of each jurisdiction by Program
component from August 1 through December 31, 2020, which is approximately 22 weeks. The
number of residents by jurisdiction is based on current Program utilization and a minimum of
five – one per month – for each jurisdiction. For planning purposes, at least one resident from
each jurisdiction would need a motel placement.
iv) If the person or family is homeless, their residency is determined by the location of their last
permanent address or the city or unincorporated area where they spend most of their time.
b) Cost Sharing: Exhibit C summarizes the assumptions used to determine the Program’s fixed costs,
the costs of operating a motel room for one month, at-home support services, and rental or other
financial assistance. These are intended to be estimates for budgeting purposes.
i) Fixed Costs: Each jurisdiction would reimburse the County for a portion of the Program’s fixed
costs regardless of utilization by the jurisdiction’s residents. Each jurisdiction’s share of the fixed
costs is proportional to its share of the countywide population as set forth in Exhibit D. The
services associated with these costs are necessary because they allow CICT, providers and
residents to access the Program’s services.
ii) Motel Costs: Each jurisdiction will contribute to the cost of operating motels for isolation and
quarantine based on the proportion of motel nights that its residents use. For example, in a
given month, if a San Jose resident stayed in one room for 30 days and a Campbell resident
stayed in another room for 30 days – and no other jurisdiction’s residents stayed at the site – the
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costs for operating that motel site, would be evenly split between the City of San Jose and the
City of Campbell.
iii) At-Home Support Services: Each jurisdiction will reimburse the County for the cost of supportive
services provided directly to the jurisdiction’s residents while they isolate or quarantine in their
own homes.
iv) Rental and Financial Assistance. Each jurisdiction will reimburse the County for the rental or
financial assistance provided directly to the jurisdiction’s residents.
c) Total Estimated Costs: Exhibit E summarizes the total estimated cost by jurisdiction. These estimates
form the basis for the maximum financial obligation during the term referenced in Section 2 of this
Agreement. If the number of City residents participating in the Program exceeds 50% of the total
estimated participation shown in Exhibit B, then the City agrees to confer with the County on
adjustments to the maximum financial obligation.
d) The County shall submit invoices for any eligible cost up to the maximum financial obligation. For
example, the County may submit the cost of information and referral for all motel rooms located in
the City as a strategy to leverage Federal Emergency Management Agency (FEMA) reimbursements.
The County may submit invoices to the City even if FEMA has not made a determination on the
County’s request(s) for reimbursement under FEMA’s Public Assistance program. Invoices submitted
by County will be supported by backup documentation provided with the invoice.
SECTION 4 ROLES AND RESPONSIBILITIES
County shall operate the Program as indicated in the Program Description attached as Exhibit “A.”
SECTION 5 LEVERAGING AND USE OF FUNDS
a) The City’s funds may be used for any expenses that are necessary for successful operation of the
Program, as described in this Agreement. This includes expenses that may be categorically ineligible
for the FEMA Public Assistance program and the portion of expenses that is calculated to be the
local match for the FEMA Public Assistance program.
b) The County will work with City to leverage state and federal funds and to conserve local resources.
However, since some funding sources have limitations the County may not be able to true-up costs
for each city until well after the Program has ceased operations. Furthermore, based on
determinations of the agencies like FEMA, the County may have to allocate certain funding to
specific categories of expenses to maximize state and federal funds.
c) The County will submit requests for reimbursement through the FEMA Public Assistance program.
Reimbursements from this program require a 25% match, and not all funding sources can be used as
match.
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d) The County intends to use approximately $250,000 in Community Development Block Grant
Coronavirus (CDBG-CV) funds to operate the program and to pay for a portion of costs associated
with unincorporated Santa Clara County. The County would use these funds to offset the actual
costs to the “Urban County” cities: Campbell, Los Altos, Los Altos Hills, Los Gatos, Monte Sereno,
Morgan Hill and Saratoga. The County, on behalf of these cities, receives CDBG funds and
administers CDBG-eligible programs. Note that CDBG-CV funds cannot be used for hotel costs and
can only be used to support households earning 80% or less of AMI.
SECTION 6 MUTUAL INDEMNIFICATION
County and City agree that, pursuant to Government Code Section 895.4, each of the Parties hereto shall
fully indemnify and hold each of the other Parties, their officers, board members, employees, and agents,
harmless from any claim, expense or cost, damage or liability imposed for injury (as defined in Government
Code Section 810.8) occurring by reason of the negligent acts or omissions or willful misconduct of t he
indemnifying party, its officers, employees or agents, under or in connection with or arising out of any work,
authority or jurisdiction delegated to such party under this Agreement. No party, nor any officer, board
member or agent thereof shall be responsible for any damage or liability occurring by reason of the
negligent acts or omissions or willful misconduct of the other Parties hereto, their officers, board members,
employees, or agents, under or in connection with or arising out of any work authority or jurisdiction
delegated to such other Parties under this Agreement.
SECTION 7 TERMINATION FOR CAUSE
Either party may terminate this Agreement at any time for cause upon providing notice and a reasonable
opportunity to cure to the other party.
SECTION 8 ASSURANCE
Each Party represents and warrants that it has the authority to enter into this Agreement.
SECTION 9 RELATIONSHIP
Nothing contained in this Agreement shall be deemed or construed by the Parties or any third party to
create the relationship of partners or joint ventures between the City and the County.
SECTION 10 ENTIRE AGREEMENT
This instrument contains the entire agreement between the Parties, and no statements, promises or
inducements made by either Party or the designated agent of either Party that are not contained in this
Agreement shall be valid or binding.
SECTION 11 MODIFICATION
This Agreement may not be enlarged, modified, or altered, except if it is evidenced in writing, signed by th e
Parties and endorsed to this Agreement.
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SECTION 12 INSURANCE
Each Party shall, at its own expense, keep in force during the Term, Workers’ Compensation Insurance,
insuring against and satisfying each Party’s obligations and liabilities under the workers’ compensation laws
of the State of California, including employer’s liability insurance in the limits required by the laws of the
State of California.
SECTION 13 SEVERABILITY
If any provision in this Agreement is held by a court of competent jurisdiction to be invalid, void, or
unenforceable, the remaining provisions will nevertheless continue in force without being impaired or
invalidated in any way.
SECTION 14 NOTICES
Notices to the Parties in connection with this Agreement shall be given personally or by mail, registered or
certified, postage prepaid with return receipt requested. Mailed notices shall be addressed to the parties as
follows:
COUNTY OF SANTA CLARA
Office of Supportive Housing
Attn: Consuelo Hernandez
Phone: 408-278-6419
Address: 2310 North First St., Suite 201, San Jose, CA 95131
Email: Consuelo.Hernandez@hhs.sccgov.org
CITY OF GILROY
Attn:
Phone:
Address:
Email:
Notices delivered personally will be deemed communicated as of actual receipt; mailed notices will be
deemed communicated on the date of delivery.
SECTION 15 AMENDMENTS
This Agreement may be amended only by a written instrument signed by the Parties.
SECTION 16 WAIVER
No delay or failure to require performance of any provision of this Agreement shall constitute a waiver of
that provision as to that or any other instance. Any waiver granted by a Party must be provided, in writing,
and shall apply to the specific instance expressly stated.
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SECTION 17 GOVERNING LAW and VENUE
This Agreement has been executed and delivered in, and shall be construed and enforced in accordance
with, the laws of the State of California. Proper venue for legal action regarding this Agreement shall be in
the Santa Clara County.
SECTION 18 COUNTERPARTS
This Agreement may be executed in one or more counterparts, each of which shall be deemed to be an
original but all of which together shall constitute one and the same instrument.
SECTION 19 THIRD PARTY BENEFICIARIES
This agreement does not, and is not intended to, confer any rights or remedies upon any person or entity
other than the parties.
SECTION 20 CONTRACT EXECUTION
Unless otherwise prohibited by law or County policy, the parties agree that an electronic copy of a signed
contract, or an electronically signed contract, has the same force and legal effect as a contract executed
with an original ink signature. The term “electronic copy of a signed contract” refers to a transmission by
facsimile, electronic mail, or other electronic means of a copy of an original signed contract in a portable
document format. The term “electronically signed contract” means a contract that is executed by applying
an electronic signature using technology approved by the County.
IN WITNESS WHEREOF, the Parties have caused this Agreement to be entered into as of the day and year of
execution of this Agreement.
COUNTY OF SANTA CLARA COUNTY OF SANTA CLARA CITY OF GILROY
_________________________________ _______________________________
Jeffrey V. Smith PRINTED NAME
County Executive City Manager
Date: ____________________________ Date: ___________________________
APPROVED AS TO FORM AND LEGALITY APPROVED AS TO FORM
___________________________________ ___________________________________
Christopher Cheleden PRINTED NAME
Lead Deputy County Counsel City Attorney
Date: ______________________________ Date: ______________________________
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EXHIBIT A
PROGRAM DESCRIPTION
The County shall provide the following services and program organization in operating the Program:
Program Coordination:
Support Request Line. The County will provide staff or contractors to receive requests for assistance
from cases, contacts, medical providers, cities’ emergency operations centers, and Public Health unit
and community-based organizations (CBOs) via telephone or email. The Program’s “call center”
would be available seven days a week from 8 am to 5 pm. Voice messages or emails received after
hours would be responded to the following day.
Coordination. The team and manager assigned to the Support Request Line would also be
responsible for coordinating with the Public Health Special Investigations Group (SIG) and CITC to
ensure that all teams are aware of and can take appropriate actions for each case and contact.
Continuous coordination with SIG and CITC will be necessary because there may be a lag between
the time when SIG or CITC become aware of a case or contact and the time when a case or contact
or their medical provider reaches out for assistance. The manager of the team would also be
responsible for data collection for reports to the County Administration and participating cities.
Resource Coordinators. Coordinators would be assigned to the Support Request Line and would
assess cases and contacts for needs and arrange for the services described below.
Support at Home. Even individuals or families who have adequate home settings may need
additional assistance including:
o Transportation to/from medically necessary appointments if the individual is not able
to use a private vehicle;
o Up to three meals per day and/or groceries;
o Medical screening and connection to medical services; and
o Weekly laundry services for linens and personal clothing; and,
Light case management services to help individuals apply for benefits (e.g.,
unemployment insurance, CalFresh) and other services.
Motels. Some individuals and/or family members may be placed at a motel to isolate or quarantine
until they are cleared to return to their home (including a congregate care setting). The Resource
Coordinators would coordinate placement at one or more motels for cases or contacts who cannot
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Countywide Isolation and Quarantine Support Program
remain at home or do not have a home. In addition to typical motel management staff and services,
the County would negotiate agreements with the motel(s), contract with a community-based
organization to provide onsite coordinators and oversee security. In some cases, the individual may
be placed in other non-congregate settings, such as a travel trailer. In these out-of-home settings,
the program would also provide transportation, food, health and behavioral health screenings and
services, laundry and light case management services, as needed.
Rental and Financial Assistance. If there is a documented need, cases and contacts would be eligible
for rental and financial assistance up to $5,000. The rental and financial assistan ce is limited to
households earning 80% or less of the Area Median Income (AMI) adjusted for household size.
Rental and financial assistance would primarily be provided by Sacred Heart Community Service
(SHCS) under contract with the County. The agreement with SHCS enables that organization to:
o Issue rental assistance or financial assistance within 72 hours of verifying eligibility;
o Connect cases and contacts to the broader network of homelessness prevention services
(e.g., additional rental assistance) which is primarily implemented through the seven CBOs of
the Emergency Assistance Network (EAN) and coordinated by SHCS; and,
o Connect cases and contacts to other community resources.
Other Services. Program resource coordinators would also be responsible for arranging access to
other services including, but not limited to, childcare, elder care, in-home support services, and,
emergency, urgent, and/or ongoing healthcare services.
Department of Employment and Benefit Services (DEBS). The Resource Coordinators would ensure
that (eligible) cases or contacts would be able to access or sign up for General Assistance,
CalWORKs, Medi-Cal, CalFresh, or other benefit programs administered by the County. The Resource
Coordinators cannot authorize these benefits directly, but the County’s DEBS has assigned an
Eligibility Supervisor to:
o Receive referrals directly from Resource Coordinators;
o Immediately contact the case or contact to help them apply for the appropriate program;
and
o When appropriate, approve the applications for assistance.
COVID-19 Assistance Navigation Hotline (CAN-19 Hotline). For workers who need additional
assistance understanding or accessing resources provided through the California Employment
Development Department (EDD), such as unemployment insurance, Resource Coordinators would
make a connection to the County’s CAN-19 Hotline. The CAN-19 Hotline assists in English, Spanish,
Vietnamese and Mandarin.
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Countywide Isolation and Quarantine Support Program
Exhibit B – Projected Needs by Jurisdiction, August 1, 2020 through December 31, 2020
Projection reflects:
Utilization June 17 through July 31, 2020
A minimum of 5 households per jurisdiction and at least one motel placement
10% of enrollees will need a motel placement and 90% can isolate or quarantine at home
60% of all enrollees request rental assistance
Imputed 60% of Enrollees
Imputed At-Home Total Program Request Rental
Motel Support Enrollments Assistance
CAMPBELL 2 22 24 14
CUPERTINO 1 4 5 3
GILROY 4 32 36 22
LOS ALTOS 1 4 5 3
LOS ALTOS HILLS 1 4 5 3
LOS GATOS 1 4 5 3
MILPITAS 2 22 24 14
MONTE SERENO 1 4 5 3
MORGAN HILL 4 32 36 22
MOUNTAIN VIEW 2 22 24 14
PALO ALTO 5 43 48 29
SAN JOSE 270 2430 2700 1620
SANTA CLARA 8 76 84 50
SARATOGA 1 4 5 3
SUNNYVALE 12 108 120 72
UNINCORPORATED 20 184 204 122
TOTAL 335 2995 3330 1997
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Countywide Isolation and Quarantine Support Program
Exhibit C – Estimate of Costs by Service Component
Fixed Costs Motel Room At-Home Support Financial Assistance
Activity Est. Rate / Per Unit Cost per Month Cost per Month Costs per HH Cost per HH
Resource Coordinators, Medical Screening, Program Coordination 7.0 FTE (~$150K per FTE annually)87,500$ -$ -$ -$
Sacred Heart Staffing, Operations & Overhead (28500/3) or $9,500 per month 9,500$ -$ -$ -$
Rental / Financial Assistance Up to $5,000 per HH / Avg. $3,500 per HH -$ -$ -$ 3,500$
Motel Room Rate & Tax Average of $107 per night -$ 3,255$ -$ -$
Motel Site Management $25,000 per site per month -$ 424$ -$ -$
Information & Referral Services $20,833 per site per month -$ 353$ -$ -$
Motel Security $48,400 per site per month -$ 820$ -$ -$
Meal Delivery Three meals $33 per person per day -$ 1,004$ -$ -$
Groceries $50 per person per week, assume 4 ppl -$ -$ 400$ -$
Transportation Up to $400 per incident (1.5/mo)-$ 600$ 400$ -$
Laundry Services $40 per household per month -$ 40$ -$ -$
Medical & Behavioral Health Services 3 FTE RN per site per month -$ 742$ -$ -$
Administration 18%17,460$ 1,303$ 144$ -$
Total 114,460$ 8,540$ 944$ 3,500$
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Countywide Isolation and Quarantine Support Program
Exhibit D – Estimate of Fixed Costs and Share by Jurisdiction
Jurisdictional Share of Monthly Fixed Costs
County Population: 1/1/2020
Source: http://www.dof.ca.gov/Forecasting/Demographics/Estimates/e-1/
% of Total Monthly Fixed Costs Aug. 1 thru Dec. 31, 2020
Campbell 42,288 2.2%2,467$ 12,335$
Cupertino 59,549 3.0%3,474$ 17,370$
Gilroy 57,084 2.9%3,330$ 16,651$
Los Altos 30,876 1.6%1,801$ 9,006$
Los Altos Hills 8,413 0.4%491$ 2,454$
Los Gatos 31,439 1.6%1,834$ 9,171$
Milpitas 77,961 4.0%4,548$ 22,741$
Monte Sereno 3,594 0.2%210$ 1,048$
Morgan Hill 46,454 2.4%2,710$ 13,550$
Mountain View 82,272 4.2%4,800$ 23,998$
Palo Alto 69,226 3.5%4,039$ 20,193$
San Jose 1,049,187 53.5%61,209$ 306,044$
Santa Clara 129,104 6.6%7,532$ 37,659$
Saratoga 31,030 1.6%1,810$ 9,051$
Sunnyvale 156,503 8.0%9,130$ 45,651$
Unincorporated 86,989 4.4%5,075$ 25,374$
Total 1,961,969 100%114,460$ 572,300$
FIXED COSTS
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Countywide Isolation and Quarantine Support Program
Exhibit E – Estimate of Total Costs by Program Component for Each Jurisdiction
For Services from August 1, 2020 through December 31, 2020
1277987.1
Fixed Motel At-Home Financial Total by
Jurisdiction Costs Costs Support Assistance Jurisdiction
Campbell 12,335$ 17,079$ 20,768$ 49,000$ 99,183$
Cupertino 17,370$ 8,540$ 3,776$ 10,500$ 40,186$
Gilroy 16,651$ 34,159$ 30,208$ 77,000$ 158,018$
Los Altos 9,006$ 8,540$ 3,776$ 10,500$ 31,822$
Los Altos Hills 2,454$ 8,540$ 3,776$ 10,500$ 25,270$
Los Gatos 9,171$ 8,540$ 3,776$ 10,500$ 31,986$
Milpitas 22,741$ 17,079$ 20,768$ 49,000$ 109,588$
Monte Sereno 1,048$ 8,540$ 3,776$ 10,500$ 23,864$
Morgan Hill 13,550$ 34,159$ 30,208$ 77,000$ 154,917$
Mountain View 23,998$ 17,079$ 20,768$ 49,000$ 110,846$
Palo Alto 20,193$ 42,698$ 40,592$ 101,500$ 204,983$
San Jose 306,044$ 2,305,717$ 2,293,920$ 5,670,000$ 10,575,682$
Santa Clara 37,659$ 68,318$ 71,744$ 175,000$ 352,721$
Saratoga 9,051$ 8,540$ 3,776$ 10,500$ 31,867$
Sunnyvale 45,651$ 102,476$ 101,952$ 252,000$ 502,080$
Unincorporated 25,374$ 170,794$ 173,696$ 427,000$ 796,864$
Total 572,300$ 2,860,797$ 2,827,280$ 6,989,500$ 13,249,877$
10.A.a
Packet Pg. 198 Attachment: City County Revenue Agreement Template Isolation and Quarantine Program - Gilroy v2 (3014 : Funding Agreement for
City of Gilroy
STAFF REPORT
Agenda Item Title: Consent of the Appointment of Cindy Murphy as Interim Finance
Director (Retired Annuitant) Effective November 2, 2020 and
Adoption of a Resolution of the City Council of the City of Gilroy
Approving the Appointment and Employment Agreement
Meeting Date: October 19, 2020
From: Jimmy Forbis, City Administrator
Department: Human Resources Department
Submitted By: LeeAnn McPhillips
Prepared By: LeeAnn McPhillips
Jimmy Forbis
Strategic Plan Goals
☐ Fiscal Stability
☐ Downtown
Revitalization
☐ Economic
Development
☐ Neighborhood Services
☐ Enhanced Public
Safety
Workforce Stability ☐ Public Engagement
RECOMMENDATION
a) Consent of the City Administrator's recommendation to appoint Cindy Murphy as
Interim Finance Director (as a retired annuitant) effective November 2, 2020.
b) Adopt a resolution approving the appointment of Cindy Murphy as Interim
Finance Director (Retired Annuitant) pursuant to California Government Code
Section 21221(h) and authorizing the City Administrator to execute the
employment agreement.
10.B
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BACKGROUND
On October 5, 2020, the City Council approved the appointment of Jimmy Forbis to the
position of City Administrator. This decision now permits the city to commence a
recruitment for a Finance Director and hire an Interim Finance Director to serve while
the recruitment is being conducted. Former Gilroy Finance Director Cindy Murphy is
available to serve as the Interim Finance Director. Ms. Murphy is a California Public
Employees’ Retirement System (CalPERS) retired annuitant. She has the education,
skills and experience to hit the ground running and serve as Gilroy’s Interim Finance
Director beginning November 2, 2020.
California Government Code Section 21221(h), allows an agency to hire a retired
annuitant to serve in an “interim” position when there is an immediate need for expertise
and specialized skills and a recruitment is underway for the position. Prior to November
2, 2020, the City will initiate a recruitment for a new Finance Director and complete the
selection process in the next four to six months. Further, the retired annuitant may not
work more than 960 hours in a fiscal year and cannot receive any compensation other
than the hourly rate of pay for t he work performed by other employees performing
comparable duties.
In the Interim Finance Director role, and as an officer of the City, Cindy Murphy agrees
to perform the following duties related to the Gilroy Finance Department:
a. Plan, direct, and coordinate the activities of the Finance Department.
b. Manage and lead the Finance Department's revenue, purchasing, treasury, and
general accounting functions, including the development and implementation of
written policy procedures, work standards, goals and obje ctives, and execution of
City Council’s action agenda items.
c. Supervise, train, and evaluate staff assigned to the Finance Department.
d. Serve as lead project manager for the Enterprise Resources Planning (ERP)
implementation.
e. Serve as Treasurer for the South County Regional Wastewater authority, the
wastewater treatment facility and JPA with Gilroy and Morgan Hill.
f. Provide executive level support to City Administrator in ensuring the fiscal
sustainability of the City, by monitoring debt and liability levels, revenue volatility,
and economic development within the City.
g. Conduct training as required for departments' staff to effectively administer all
financial transactions.
h. Assist in the management, issuance, and maintenance of bonds and other long -
term indebtedness.
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Packet Pg. 200
i. Assist in the development and implementation of contemporary financial and
internal control systems, policies, and procedures practiced within the Finance
Department.
j. Present before City Council, public agencies, civic groups, and other
organizations regarding Finance Department projects and programs.
k. Any other duties or assignments typically assigned to the Finance Director.
As Interim Finance Director, Cindy Murphy will report directly to the City Administrator
and shall comply with all City rules, policies, guidelines, regulations, and laws.
ALTERNATIVES
The alternatives would be not to approve the interim appointment and the City would
need to identify someone else to serve as the Interim Finance Director or leave the
position vacant. These alternatives are not recommended.
FISCAL IMPACT/FUNDING SOURCE
This interim appointment provides a cost savings to the City as only the hourly rate for
the position is paid to the retired annuitant and not any benefits. It is estimated that this
interim appointment will save the City approximately $7,000 per month. Over a four-six
month period, the savings will total approximately $28,000 – $42,000. Further, the
Finance Director recruitment will be conducted by the City Human Resources
Department to further save costs (typically $20,000-$24,000) associated with hiring an
outside executive search firm.
CONCLUSION
To ensure continuity in the management of the Finance Department during a critical
time period, it is recommended that the City Council consent to the appointment of
Cindy Murphy as Interim Finance Director (retired annuitant) effective November 2,
2020 and approve the resolution consenting the appointment and authorizing the City
Administrator to execute the employment agreement.
NEXT STEPS
Upon Council approval, the City Administrator will sign the employment agreement. In
addition, staff will initiate work to begin the Finance Director recruitment process prior to
November 2, 2020.
Attachments:
1. City Council Resolution for Consent of Appointment and Employment Agreement of
Cindy Murphy as Interim Finance Director
2. Exhibit A - Cindy Murphy Interim Finance Director Employment Agreement
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RESOLUTION NO. 2020-XX
RESOLUTION NO. 2020-XX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GILROY
APPOINTING CINDY MURPHY AS INTERIM FINANCE DIRECTOR
AND APPROVING EMPLOYMENT AGREEMENT
WHEREAS, Government Code Section 21221(h) permits the City Council to appoint a retired annuitant to a
vacant position requiring specialized skills during recruitment for a permanent appointment, and provides that such
appointment will not subject the retired person to reinstatement from retirement or loss of benefits so long as it is a
single appointment that does not exceed 960 hours in a fiscal year; and
WHEREAS, Cindy Murphy retired from California Public Employees’ Retirement System employment in July
2019; and
WHEREAS, Cindy Murphy served as the City of Gilroy Finance Director/City Treasurer from September 1998
to June 2009; and
WHEREAS, the position of Finance Director became officially vacant on October 6, 2020 when Jimmy Forbis
was appointed as City Administrator; and
WHEREAS, the Gilroy City Council desires to consent the City Administrator’s recommendation to appoint
retired annuitant Cindy Murphy to the vacant position of Interim Finance Director for the City of Gilroy under
Government Code Section 21221(h), effective November 2, 2020; and
WHEREAS, Cindy Murphy has nearly thirty years of experience in government finance to including experience
with budgeting, financial analysis, audit, South County Regional Wastewater Authority (SCRWA) finance, debt
administration, revenue forecasting, and implementation of new financial software systems (Enterprise Resource
Planning); and
WHEREAS, an appointment under Government Code Section 21221(h) requires an active, publicly posted
recruitment for a permanent replacement; and
WHEREAS, the recruitment for Finance Director will open for applications prior to November 2, 2020; and
WHEREAS, this Section 21221(h) appointment shall only be made once and therefore will end on the date
immediately preceding the date on which the permanent replacement for the vacant position of Finance Director for the
City of Gilroy commences his or her employment or, if earlier, the date that this appointment is terminated by the City or
Cindy Murphy; and
WHEREAS, the entire employment agreement between Cindy Murphy and the City of Gilroy has been
reviewed by this body and is attached hereto as Exhibit A; and
WHEREAS, no matters, issues, terms, and/or conditions related to this employment and appointment have been
or will be placed on the consent calendar; and
WHEREAS, the employment shall be limited to 960 hours per fiscal year; and
WHEREAS, the compensation paid to retirees cannot be less than the minimum nor exceed the maximum
monthly base salary paid to other employees performing comparable duties, divided by 173.333 to equal the hourly rate;
and
10.B.a
Packet Pg. 202 Attachment: City Council Resolution for Consent of Appointment and Employment Agreement of Cindy Murphy as Interim Finance Director
RESOLUTION NO. 2020-XX
WHEREAS, the maximum base monthly salary for this position is $17,180.00 and the hourly equivalent is
$99.12, and the minimum base monthly salary for this position is $12,793.00 and the hourly equivalent is $73.81; and
WHEREAS, the hourly rate to be paid to Cindy Murphy will be $99.12; and
WHEREAS, Cindy Murphy has not and will not receive any other benefit, incentive compensation in lieu of
benefits or any other form of compensation in addition to this hourly pay rate.
NOW, THEREFORE, the City Council of the City of Gilroy hereby finds, determines, and resolves as follows:
1. The City Council has considered the full record before it, which may include but is not limited to such
things as the staff report, testimony by staff and the public, and other materials and evidence submitted
or provided to it. Furthermore, the recitals set forth above are found to be true and correct and are
incorporated herein by reference.
2. The City Council hereby certifies the nature of the employment of Cindy Murphy as described herein
and detailed in the attachment employment agreement and that this appointment is necessary to fill the
critically needed position of Finance Director for the City of Gilroy by November 2, 2020 to provide the
specialized skills necessary to manage the City’s finance and budget functions.
3. The City Council hereby authorizes the appointment of Cindy Murphy to Interim Finance Director
effective November 2, 2020 pursuant to the authority provided under Government Code Sections
21221(h), which shall end on the date immediately preceding the date on which the permanent
replacement for the vacant position of Finance Director for the City of Gilroy commences his or her
employment or, if earlier, the date that this appointment is terminated by the City or Cindy Murphy.
4. The employment agreement with Cindy Murphy, a copy of which is attached hereto as Exhibit A and
will be maintained on file with the Human Resources Department, is approved by the City Council,
effective November 2, 2020.
5. The City Administrator is authorized to execute said agreement on behalf of the City, with such
technical amendments as may be deemed appropriate by the City Administrator and City Attorney.
PASSED AND ADOPTED this 19th day of October, 2020 by the following roll call vote:
AYES: COUNCILMEMBERS:
NOES: COUNCILMEMBERS:
ABSENT: COUNCILMEMBERS:
APPROVED:
____________________________
Roland Velasco, Mayor
ATTEST:
_________________________
Shawna Freels, City Clerk
10.B.a
Packet Pg. 203 Attachment: City Council Resolution for Consent of Appointment and Employment Agreement of Cindy Murphy as Interim Finance Director
EXHIBIT A
RETIRED ANNUITANT EMPLOYMENT AGREEMENT
The Retired Annuitant Employment Agreement (“Agreement”) is made by and between the City of
Gilroy, a municipal corporation of the State of California (“City”) and Cindy Murphy, an individual
(“Retired Annuitant”) as of November 2, 2020 (“Effective Date”).
RECITALS
A. Retired Annuitant previously was employed by the City of Gilroy and other California Public
Employees’ Retirement System (CalPERS) employers since 1991, having previously served as
Gilroy’s Finance Director/Treasurer from 1998-2009; and
B. Retired Annuitant retired from public service effective July 27, 2019 and began collecting a
retirement pension from the California Public Employees’ Retirement System (CalPERS); and
C. The City has a vacancy in the position of Finance Director, a regular position for which the City
will commence a recruitment for a permanent appointment prior to November 2, 2020; and
D. The City has an immediate need for an employee to temporarily perform the position of Finance
Director, a position involving specialized skills and training and which is critically necessary to the on-
going duties and functions of the City’s Finance Department; and
E. Retired Annuitant has the necessary qualifications, experience and abilities to assist City in the
duties of leadership and management of the Finance Department; and
F. Retired Annuitant’s employment is authorized by Government Code section 21221(h), which
permits the City to appoint a CalPERS retired annuitant to a vacant position requiring specialized skills
during recruitment for a permanent replacement; and
G. City desires to retain the services of Retired Annuitant in accordance with California Government
Code Section 21221(h) and Retired Annuitant agrees to provide certain services to City under the strict
terms and conditions set out in this Agreement; and
In consideration of this matter described above and of the mutual benefits and obligations set forth in
this Agreement, the receipt and sufficiency of which consideration is hereby acknowledged, the parties
of this Agreement agree as follows:
AGREEMENT
Section 1. Term of Services
The term of this Agreement is from November 2, 2020 until such time as a permanent replacement for
the position of Finance Director has been selected and has commenced employment, unless terminated
sooner as provided below.
DocuSign Envelope ID: A56571F3-B692-4D29-8088-9C920B48C0FC
10.B.b
Packet Pg. 204 Attachment: Exhibit A - Cindy Murphy Interim Finance Director Employment Agreement (3073 : Appointment of Cindy Murphy as Interim
Section 2. Scope of Services
Retired Annuitant, as an officer of the city, agrees to perform the following duties related to the Gilroy
Finance Department:
a. Plan, direct, and coordinate the activities of the Finance Department.
b. Manage and lead the Finance Department's revenue, purchasing, treasury, and general
accounting functions, including the development and implementation of written policy
procedures, work standards, goals and objectives, and execution of City Council’s action
agenda items.
c. Supervise, train, and evaluate staff assigned to the Finance Department.
d. Serve as lead project manager for the Enterprise Resources Planning (ERP) implementation.
e. Serve as Treasurer for the South County Regional Wastewater authority, the wastewater
treatment facility and JPA with Gilroy and Morgan Hill.
f. Provide executive level support to City Administrator in ensuring the fiscal sustainability of the
City, by monitoring debt and liability levels, revenue volatility, and economic development
within the City.
g. Conduct training as required for departments' staff to effectively administer all financial
transactions.
h. Assist in the management, issuance, and maintenance of bonds and other long-term
indebtedness.
i. Assist in the development and implementation of contemporary financial and internal control
systems, policies, and procedures practiced within the Finance Department.
j. Present before City Council, public agencies, civic groups, and other organizations regarding
Finance Department projects and programs.
k. Any other duties or assignments typically assigned to the Finance Director.
Retired Annuitant will report directly to the City Administrator. Retired Annuitant shall comply with
all City rules, policies, guidelines, regulations, and laws.
Section 3. Compensation; Hours
City agrees to compensate Retired Annuitant at $99.12 per hour for all services provided under this
Agreement. Payments from City to Retired Annuitant shall be made during the normal payroll cycles
of other City employees.
City has reviewed and compared the hourly rate set forth in this Section with other employees
performing comparable duties and the hourly rate set forth in this Section does not exceed such other
employee’s compensation.
Retired Annuitant agrees and acknowledges that she shall not perform any services under this
Agreement exceeding a total of nine hundred sixty (960) hours during any fiscal year (July 1 to June
30) inclusive of any hours worked during the same period for other CalPERS employers as a retired
annuitant. Retired Annuitant shall record his hours on a pre-approved timesheet that shall be submitted
to the City every month.
The position is a temporary, hourly assignment which is generally not expected to exceed 40 hours per
week. The City, through the City Administrator, will assign Retired Annuitant hours to work. Due to
the nature of the position, it is understood that the workday and workweek hours may vary, however
DocuSign Envelope ID: A56571F3-B692-4D29-8088-9C920B48C0FC
10.B.b
Packet Pg. 205 Attachment: Exhibit A - Cindy Murphy Interim Finance Director Employment Agreement (3073 : Appointment of Cindy Murphy as Interim
Retired Annuitant shall not work overtime (i.e. in excess of 40 hours per week) as payment of overtime
is prohibited under Government Code Section 21221(h).
There are no other benefits, incentives, compensation in lieu of benefits or other forms of
compensation in addition to the hourly pay rate set forth in this Section.
Section 4. Location
The primary location for services will be at the following address:
Gilroy City Hall, 7351 Rosanna Street, Gilroy, California 95020
Section 5. Compliance with Laws
This Agreement will be construed in accordance with and governed by the laws in the State of
California. In the event that suit shall be brought by any of the parties, the parties agree that venue
shall be exclusively vested in the state courts of the County of Santa Clara, or if federal jurisdiction is
appropriate, exclusively in the United States District Court, Northern District of California, San Jose,
California. Retired Annuitant shall comply with all applicable laws, rules, policies, and guidelines.
Retired Annuitant agrees and acknowledges that the State of California and the governing body of the
California Public Employees’ Retirement System enact strict laws, regulations and guidelines relating
to services provided by “retired annuitants” to public agencies contracting with the California Public
Employees’ Retirement System. Retired Annuitant agrees to comply with all applicable laws,
regulations and guidelines relating to the services provided under this Agreement.
Section 6. Termination
This Agreement may be terminated by either party for convenience by providing written notice to the
other party.
Section 7. Miscellaneous
a. Retired Annuitant has read each and every part of this Agreement and Retired Annuitant freely and
voluntarily has entered into this Agreement. This Agreement is a negotiated document and shall not be
interpreted for or against any party by reason of the fact that such party may have drafted this
Agreement or any of its provisions.
b. 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 adjusted 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.
c. This Agreement represents the entire and integrated agreement between City and Retired Annuitant
and supersedes all prior negotiations, representations, or agreements, either written or oral.
In witness where of the parties have duly affixed their signatures on this __ day of October, 2020.
DocuSign Envelope ID: A56571F3-B692-4D29-8088-9C920B48C0FC
10.B.b
Packet Pg. 206 Attachment: Exhibit A - Cindy Murphy Interim Finance Director Employment Agreement (3073 : Appointment of Cindy Murphy as Interim
Employer: City of Gilroy
Jimmy Forbis, City Administrator
Retired Annuitant:
Cindy Murphy
Approved as to Form:
Andrew L. Faber, City Attorney
Attest:
Shawna Freels, City Clerk
DocuSign Envelope ID: A56571F3-B692-4D29-8088-9C920B48C0FC
10/14/2020
10.B.b
Packet Pg. 207 Attachment: Exhibit A - Cindy Murphy Interim Finance Director Employment Agreement (3073 : Appointment of Cindy Murphy as Interim