Minutes — Cloverdale City Council, February 8, 2023

Page | 1
124 N. Cloverdale Boulevard
Cloverdale, CA 95425
Phone: 707-894-2521
www.cloverdale.net

MINUTES - FINAL

REGULAR MEETING OF THE CITY COUNCIL AND JOINT MEETING OF THE CLOVERDALE

COMMUNITY DEVELOPMENT SUCCESSOR AGENCY BOARD OF DIRECTORS WEDNESDAY, FEBRUARY 8, 2023
CLOSED SESSION: 5PM | OPEN SESSION: 6PM

CLOVERDALE PERFORMING ART CENTER
209 N. CLOVERDALE BOULEVARD, CLOVERDALE, CA 95425

CLOSED SESSION
A. OPENING CLOSED SESSION:

Call to Order - Mayor Lands called the meeting to order at 5 p.m.

Roll Call - Present: Mayor Lands, Vice Mayor Wolter, Councilmembers Bagby, Morgenstern, Wheeler

Absent: None.

Closed Session Agenda Review (Changes and/or Deletions) - None.

PUBLIC COMMENTS ON CLOSED SESSION AGENDA:

None.

RECESS TO CLOSED SESSION TO HEAR THE FOLLOWING ITEM(S):

Mayor Lands recessed the meeting to Closed Session at 5:01 p.m.

A.2 CONFERENCE WITH REAL PROPERTY NEGOTIATORS:
(Pursuant to Government Code Section 54956.8)
Property: APN: 117-040-070
Property Owner: County of Sonoma
Agency Negotiator: City Attorneys Sanchez and Mog, City Manager Kelley, and Assistant City Manager Thompson
Negotiating Parties: Jeremy Fonseca , County Counsel’s Office Under negotiation: Price and Terms
ACTION: The item was received and filed.

Mayor Lands adjourned Closed Session at 5:52 p.m.

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OPEN SESSION
B. OPENING PUBLIC SESSION
Call to Order - Mayor Lands called the meeting to order at 6:08 p.m.

Pledge of Allegiance - Mayor Lands led the pledge of allegiance.

Roll Call - Present: Mayor Lands, Vice Mayor Wolter, Councilmembers: Bagby, Morgenstern, Wheeler - Absent: None.

Report Out on Closed Session - None.

Conflict of Interest Declaration - None.

Due to technical issues the Mayor re-addressed item B. for the record.

Agenda Review (Changes and/or Deletions) - None.

Mayor Lands provided a ceremonial retirement of the City Council and Planning Commission gavel, after 87 years of use, and recognized Paul Giovannetti, a direct descendant of A. Jos. Giovannetti, ExCity Clerk who presented the gavel on January 1, 1936. Paul Giovannetti addressed the Council, and Vice Mayor Wolter provided appreciation for his family’s contribution to the City of Cloverdale.

C. PUBLIC COMMENTS
None.

D. COMMUNICATIONS
None.

E. PROCLAMATIONS/PRESENTATIONS
E.1 Presentation - Student Liaison Report
Student Liaison Garcia reported.

E.2 Proclamation - Recognizing Black History Month
Mayor Lands presented the proclamation.

F. CONSENT CALENDAR
Mayor Lands pulled item F.8 from the Consent Calendar at the request of Vice Mayor Wolter.

ACTION: A motion was made by Councilmember Bagby, seconded by Vice Mayor Wolter, to waive reading of the text and adopt items F.1-F.7, excluding item F.8 of the Consent Calendar.

The motion carried by the following vote:

Yes (5) - Mayor Lands, Vice Mayor Wolter, Councilmembers: Bagby, Morgenstern, Wheeler No (0) - None.

Absent (0) - None.

Abstain (0) - None.

F.1 Minutes Approval - January 11, 2023
ACTION: Approved as submitted
F.2 Minutes Approval - January 25, 2023
ACTION: Approved as submitted
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F.3 A Resolution of the City Council of the City of Cloverdale Authorizing Remote Teleconference Meetings of the City in Compliance with Assembly Bill 361 ACTION: Resolution was adopted
RESOLUTION NO. 008-2023 ENTITLED: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

CLOVERDALE AUTHORIZING REMOTE TELECONFERENCE MEETINGS OF THE CITY OF CLOVERDALE OF THE CITY IN COMPLIANCE WITH ASSEMBLY BILL 361 F.4 A Resolution of the City Council of the City of Cloverdale designating the City of Cloverdale’s Priority Project and authorizing submittal of application to the Sonoma County Community Development Commission for fiscal Year 2023-24 Community Development Block Grant Funding for the City 1st street sidewalk ADA improvement project ACTION: Resolution was adopted
RESOLUTION NO. 009-2023 ENTITLED: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CLOVERDALE DESIGNATING THE CITY OF CLOVERDALE’S PRIORITY PROJECT AND AUTHORIZING

SUBMITTAL OF AN APPLICATION TO THE SONOMA COUNTY COMMUNITY DEVELOPMENT COMMISSION FOR FISCAL YEAR 2023-2024 COMMUNITY DEVELOPMENT BLOCK GRANT (“CDBG”) FUNDING FOR THE 1ST STREET SIDEWALK ADA PROJECT F.5 Minor Construction Agreement with PumpMan Norcal for pump repair services for the City of Cloverdale Water Treatment Plant and Water Distribution System ACTION: Resolution was adopted
RESOLUTION NO. 010-2023 ENTITLED: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

CLOVERDALE APPROVING A MINOR CONSTRUCTION AGREEMENT WITH PUMPMAN NORCAL IN AN AMOUNT NOT TO EXCEED $107,248.46 TO 1.) REBUILD EFFLUENT PUMP WITH A NEW MOTOR ($41,055.71); 2.) 20HP FLOWAY TURBINE TRANSFER PUMP AND INSTALL ($57,070.72); AND 3.) FOOTHILL PUMP SERVICE ($9,122.03) FOR PUMP REPAIR SERVICES FOR THE CITY OF

CLOVERDALE WATER TREATMENT PLANT AND WATER DISTRIBUTION SYSTEM AND

AUTHORIZING THE CITY MANAGER TO EXECUTE SAID AGREEMENT
F.6 Resolution authorizing the City Manager to sign and record a deed restriction to fulfill the requirements of the Per Capita Grant Program partially funding the installation of two full sized basketball courts at 2nd Street City Park
ACTION: Resolution was adopted
RESOLUTION NO. 011-2023 ENTITLED: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

CLOVERDALE AUTHORIZING THE CITY MANAGER TO SIGN AND RECORD A DEED

RESTRICTION FOR THE CITY PARK BASKETBALL COURT PROJECT TO SATISFY CONDITIONS

CONTAINED IN THE PER CAPITA PROGRAM GRANT CONTRACT
F.7 Memorandum of Understanding between the City of Cloverdale and Northern Sonoma County Community Emergency Response Team (CERT)
ACTION: Resolution was adopted
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RESOLUTION NO. 012-2023 ENTITLED: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

CLOVERDALE APPROVING A MEMORANDUM OF UNDERSTANDING BETWEEN THE CITY OF

CLOVERDALE AND THE NORTHERN SONOMA COUNTY COMMUNITY EMERGENCY

RESPONSE TEAM (CERT) AND AUTHORIZING THE CITY MANAGER TO EXECUTE SAID

AGREEMENT
Consent Calendar Pulled Items:

F.8 Appointment of Brooke Greene to Serve a Four-Year Term as Cloverdale’s Representative on the Sonoma County Library Commission
Vice Mayor Wolter introduced the item and Brooke Greene addressed the Council.

Public Comment: Reece Foxen, previous Sonoma County Library Commissioner, spoke in support of the appointment.

ACTION: A motion was made by Councilmember Bagby, seconded by Councilmember Wheeler, to waive reading of the text and adopt:

RESOLUTION NO. 013-2023 ENTITLED: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

CLOVERDALE APPOINTING BROOKE GREENE TO SERVE A FOUR-YEAR TERM AS CLOVERDALE’S REPRESENTATIVE ON THE SONOMA COUNTY LIBRARY COMMISSION The motion carried by the following vote:

Yes (5) - Mayor Lands, Vice Mayor Wolter, Councilmembers: Bagby, Morgenstern, Wheeler No (0) - None.

Absent (0) - None.

Abstain (0) - None.

City Clerk Maloney swore Sonoma County Library Commissioner Greene into Office.

G. PUBLIC HEARINGS
None.

H. NEW BUSINESS
Mayor Lands re-ordered the agenda to see item H.3, followed by H.1, H.2, and H.3.

H.1 Mid-Year Review of Adopted Budget Goals for the City of Cloverdale Fiscal Year 2022-2024 Budget
City Manager Kelley introduced the item and presented.

Chief Ferguson presented.

Staff responded to Council inquiries and comments.

ACTION: Council received an update on budget goals for the fiscal year 2022-2024 operating budget and provided direction to staff.

H.2 Mid-Year Financial Report for Fiscal Year 2022-23
City Manager Kelley introduced the item and Finance Director Holmes presented.

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Staff responded to Council inquiries and comments.

ACTION: Council accepted the Mid-Year Financial Report for Fiscal Year 2022-23 and provided direction to staff.

H.3 Review Request by Cloverdale Rotary Policy to Install a Flagpole on the Cloverdale Park Plaza for Display of a “Peace” Flag
City Manager Kelley presented and responded to Councilmember inquiries and comments.

Vice Mayor Wolter added correspondence regarding a “Peace Pole” at the Veterans building into the record.

Rotary representative Green addressed the Council.

Councilmembers and the Student Liaison provided their preferences based on the attached flag exhibits.

ACTION: Council discussed the request by Cloverdale Rotary Policy to install a flagpole at the Park Plaza for display of a “Peace” flag and provide direction to City Staff.

Public Comment:

Reece Foxen commented and provided policy and location recommendations.

Jane Elias commented and provided policy and location recommendations.

Mayor Lands responded to Public Comment.

H.4 City of Cloverdale Travel, Advance, And Reimbursement Policy City Manager Kelley presented and responded to Councilmember inquiries.

ACTION: A motion was made by Vice Mayor Wolter, seconded by Councilmember Bagby, to waive reading of the text and adopt:

RESOLUTION NO. 014-2023 ENTITLED: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

CLOVERDALE APPROVING A TRAVEL, ADVANCE, AND REIMBURSEMENT POLICY The motion carried by the following vote:

Yes (5) - Mayor Lands, Vice Mayor Wolter, Councilmembers: Bagby, Morgenstern, Wheeler No (0) - None.

Absent (0) - None.

Abstain (0) - None.

I. SUBCOMMITTEE REPORTS
Subcommittee Agendas, Approved Minutes, and Media are available at www.cloverdale.net/agendacenter
Finance, Administration & Police: Chair Lands reported.

Last Meeting Agenda | Next Meeting - February 6 and March 6, 2023 Planning & Sustainability: Chair Bagby reported.

Last Meeting Agenda | Next Meeting - February 21, 2023
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Public Works & Facilities: Chair Wolter reported.

Last Meeting Agenda | Next Meeting - February 28, 2023
Joint City/Cloverdale Unified School District: Chair Lands reported.

Last Meeting Agenda | Next Meeting - April 17, 2023 (February 20, 2023 Cancelled) Homelessness Community Advisory Group: Chair Wheeler reported.

Last Meeting Agenda | Next Meeting - February 13, 2023
Councilmember Bagby addressed potential scheduling changes.

J. COUNCIL REPORTS
J.1 Written Reports - None.

K. INFORMATIONAL REPORTS
None.

L. LEGISLATIVE REPORTS, LETTERS OF SUPPORT/OPPOSITION
None.

M. CITY MANAGER/CITY ATTORNEY REPORT(S)
City Manager Kelley and City Attorney Mog reported and responded to Council inquiries.

N. STATUS UPDATES
WINTER STORMS - City Manager Kelley reported.

CURRENT IMPACTS TO WATER SUPPLY - City Manager Kelley reported.

COVID-19 EMERGENCY - City Manager Kelley reported.

O. COUNCIL DIRECTION ON FUTURE AGENDA ITEMS
Mayor Lands - Downtown striping item to Public Works and Facilities Subcommittee.

P. ADJOURNMENT
Mayor Lands adjourned the meeting at 8:39 p.m. to the next regularly scheduled meeting of the City Council scheduled for February 22, 2023.

Approved on: February 22, 2023
________________________
Mike Maloney, City Clerk
124 N. Cloverdale Boulevard
Cloverdale, CA 95425
Phone: 707-894-2521
www.cloverdale.net
CLOSED SESSION: 5 PM

THIS PORTION OF THE MEETING IS CLOSED TO THE PUBLIC
OPEN SESSION: 6 PM

THIS PORTION OF THE MEETING IS OPEN TO THE PUBLIC
PUBLIC PARTICIPATION:

City Council welcomes public interest, attendance, and participation at meetings.

Attendees may join open session both in-person at theCloverdale Performing Arts Center, 209 N. Cloverdale Blvd, virtually at www.zoom.us/join, or by telephone: 1.669.900.6833, both using Meeting ID: 823 1668 4527; or directly online at https://us02web.zoom.us/j/82316684527 Regular City Council meetings are also streamed on YouTube via live webcast at cloverdale.net/youtube.

Members of the public may provide comment on an agenda item in-person or online via Zoom during the public comment periods. Zoom attendees will be muted until they are called upon by the Mayor or City Clerk. To make a public comment on Zoom, use the raise hand icon, or dial*9 if you are calling in. Please state your name for the record. Once you start, you will have three (3) minutes to speak. Please note the Council is unable to respond directly to questions or enter into dialogue with commenters. Written comments may alternatively be submitted prior to the meeting via email to the City Clerk at [email protected]. Please note, all written comments received are considered public records and subject to disclosure under the California Public Records Act.

Council may recess for breaks and agenda items may be taken out of order.

Members of the City Council may participate in the meeting in person or via Zoom consistent with the provisions of the Brown Act.

AGENDA

REGULAR MEETING OF THE CITY COUNCIL AND JOINT MEETING OF THE CLOVERDALE COMMUNITY

DEVELOPMENT SUCCESSOR AGENCY BOARD OF DIRECTORS
WEDNESDAY, FEBRUARY 8, 2023

CLOVERDALE PERFORMING ART CENTER
209 N. CLOVERDALE BOULEVARD, CLOVERDALE, CA 95425
1 CLOSED SESSION
A. OPENING CLOSED SESSION:

Call to Order
Roll Call
Closed Session Agenda Review (Changes and/or Deletions) PUBLIC COMMENTS ON CLOSED SESSION AGENDA:

Prior to recessing into Closed Session, the public may speak on items to be addressed in Closed Session. Per City Council Policy, three minutes are allotted to each speaker.

RECESS TO CLOSED SESSION TO HEAR THE FOLLOWING ITEM(S):

A.1 CONFERENCE WITH REAL PROPERTY NEGOTIATORS:
(Pursuant to Government Code Section 54956.8)
Property: APN 116-110-025, APN 116-110-024, 115-220-004 Agency Negotiator: City Attorney Sanchez, City Manager Kelley, and Assistant City Manager Thompson
Negotiating Parties: Johnson Michael L TR ET AL c/o Gerald Angeli Under Negotiation: Price and terms
A.2 CONFERENCE WITH REAL PROPERTY NEGOTIATORS:
(Pursuant to Government Code Section 54956.8)
Property: APN: 117-040-070
Property Owner: County of Sonoma
Agency Negotiator: City Attorneys Sanchez and Mog, City Manager Kelley, and Assistant City Manager Thompson
Negotiating Parties: Jeremy Fonseca , County Counsel’s Office Under negotiation: Price and Terms

OPEN SESSION
B. OPENING PUBLIC SESSION
Call to Order
Pledge of Allegiance
Roll Call
Report Out on Closed Session
Conflict of Interest Declaration
Agenda Review (Changes and/or Deletions)
C. PUBLIC COMMENTS:

Any person wishing to speak to the City Council on any item not listed on the agenda may do so at this Eme.

Members of the public have the right to speak on any item on the Council Agenda at the Eme the item comes up for consideration. Pursuant to the Brown Act, the City Council is not allowed to consider issues or take action on any item not listed on the agenda. Three minutes are typically allotted to each speaker.

D. COMMUNICATIONS
Council may discuss at this Eme wriFen communications sent to Councilmembers since the last council meeEng.

Written communications to be discussed will be listed below, if any. 2 E. PROCLAMATIONS/PRESENTATIONS
E.1 Presentation - Student Liaison Report
E.2 Proclamation - Recognizing Black History Month
F. CONSENT CALENDAR:

All items under the Consent Calendar will be considered together by one acEon of the City Council unless any Councilmember or member of the public requests that an item be removed and considered separately.

F.1 Minutes Approval - January 11, 2023
Recommended Action(s):

Approve the January 11, 2023 Draft Minutes.

F.2 Minutes Approval - January 25, 2023
Recommended Action(s):

Approve the January 25, 2023 Draft Minutes.

F.3 A Resolution of the City Council of the City of Cloverdale Authorizing Remote Teleconference Meetings of the City in Compliance with Assembly Bill 361 Recommended Action(s):

Adopt a Resolution Entitled, “A Resolution of the City Council of the City of Cloverdale Authorizing Remote Teleconference Meetings of the City of Cloverdale of the City in Compliance with Assembly Bill 361.”
F.4 A Resolution of the City Council of the City of Cloverdale designating the City of Cloverdale’s Priority Project and authorizing submittal of application to the Sonoma County Community Development Commission for fiscal Year 2023-24 Community Development Block Grant Funding for the City 1st street sidewalk ADA improvement project
Recommended Action(s):

Adopt a Resolution Entitled, “A Resolution of the City Council of the City of Cloverdale Designating the City of Cloverdale’s Priority Project and authorizing submittal of an application to the Sonoma County Community Development Commission for fiscal year 2023-2024 Community Development Block Grant (“CDBG”) funding for the 1st Street Sidewalk ADA Project.” F.5 Minor Construction Agreement with PumpMan Norcal for pump repair services for the City of Cloverdale Water Treatment Plant and Water Distribution System Recommended Action(s):

Adopt a Resolution Entitled, "A Resolution of the City Council of the City of Cloverdale approving a Proclamation - Recognizing Black History Month
January 11, 2023 - Draft Minutes
January 25, 2023 - Draft Minutes
Agenda Report
Attachment 1 - Resolution
Agenda Report
Attachment 1 - Resolution
3 Minor Construction Agreement with Pumpman Norcal in an amount not to exceed $107,248.46 to 1.) Rebuild Effluent Pump with a new motor ($41,055.71); 2.) 20HP Floway Turbine Transfer Pump and install ($57,070.72); and 3.) Foothill pump service ($9,122.03) for pump repair services for the City of Cloverdale Water Treatment Plant and Water Distribution System and authorizing the City Manager to execute said agreement."
F.6 Resolution authorizing the City Manager to sign and record a deed restriction to fulfill the requirements of the Per Capita Grant Program partially funding the installation of two full sized basketball courts at 2nd Street City Park
Recommended Action(s):

Approve a Resolution Entitled, “A Resolution of the City Council of the City of Cloverdale authorizing the City Manager to sign and record a deed restriction for the City Park basketball court project to satisfy conditions contained in the Per Capita Program Grant Contract.” F.7 Memorandum of Understanding between the City of Cloverdale and Northern Sonoma County Community Emergency Response Team (CERT)
Recommended Action(s):

Adopt a Resolution Entitled “Resolution of the City Council of the City of Cloverdale approving a Memorandum of Understanding between the City of Cloverdale and the Northern Sonoma County Community Emergency Response Team (CERT) and Authorizing the City Manager to Execute said Agreement.”
F.8 Appointment of Brooke Green to Serve a Four-Year Term as Cloverdale’s Representative on the Sonoma County Library Commission
Recommended Action(s):

Adopt a Resolution Entitled, “A Resolution of the City Council of the City of Cloverdale Appointing Brooke Green to Serve a Four-Year Term as Cloverdale’s Representative on the Sonoma County Library Commission.”
G. PUBLIC HEARINGS
H. NEW BUSINESS
Agenda Report
Attachment 1 - Resolution
Attachment 2 - Exhibit A - Rebuild Effluent Pump
Attachment 3 - Exhibit B - Rebuild 20HP Floway Turbine Transfer Pump Attachment 4 - Exhibit C - Service Foothill Pump System Agenda Report
Attachment 1 - Resolution
Attachment 2 - Exhibit A - Deed Restriction
Agenda Report
Attachment 1 - Resolution
Attachment 2 - Exhibit A - Memorandum of Understanding
Attachment 3 - Exhibit B - California DSW Rules
Agenda Report
Attachment 1 - Resolution
4 H.1 Mid-Year Review of Adopted Budget Goals for the City of Cloverdale Fiscal Year 2022-2024 Budget Recommended Action(s):

Receive update on Budget Goals for the Fiscal Year 2022-2024 City of Cloverdale Bi-annual Two-Year Operating Budget and provide direction to City staff on next steps.

H.2 Mid-Year Financial Report for Fiscal Year 2022-23
Recommended Action(s):

Accept Mid-Year Financial Report for Fiscal Year 2022-23 H.3 Review Request by Cloverdale Rotary Policy to Install a Flagpole on the Cloverdale Park Plaza for Display of a “Peace” Flag
Recommended Action(s):

Discuss Request by Cloverdale Rotary Policy to Install a Flagpole on the Park Plaza for display of a “Peace” Flag and provide direction to City Staff on Next Steps.

H.4 City of Cloverdale Travel, Advance, And Reimbursement Policy Recommended Action(s):

Adopt a Resolution Entitled, “Resolution of the City Council of the City of Cloverdale Approving a Travel, Advance, and Reimbursement Policy.”
I. SUBCOMMITTEE REPORTS
Subcommittee Agendas, Approved Minutes, and Media are available at www.cloverdale.net/agendacenter Finance, Administration & Police:

Last Meeting Agenda | Next Meeting - February 6 and March 6, 2023 Planning & Sustainability:

Last Meeting Agenda | Next Meeting - February 21, 2023
Public Works & Facilities:

Last Meeting Agenda | Next Meeting - February 28, 2023
Joint City/Cloverdale Unified School District:

Agenda Report
Attachment 1 - Presentation
Agenda Report
Attachment 1 - Presentation
Attachment 2 - Draft Mid-Year Report
Attachment 3 - Budget Amendments Running Totals
Agenda Report
Attachment 1 - Adopted Flag Policy
Attachment 2 - Rotary Peace Flag Exhibits
Attachment 3 - Rotary Flagpole Specification
Agenda Report
Attachment 1 - Resolution
Attachment 2 - Exhibit A - Draft Travel and Advance Policy Attachment 3 - Exhibit B - Reimbursement Form
5 Last Meeting Agenda | Next Meeting - April 17, 2023 (February 20, 2023 Cancelled) Homelessness Community Advisory Group:

Last Meeting Agenda | Next Meeting - February 13, 2023
J. COUNCIL REPORTS
J.1 Written Reports
K. INFORMATIONAL REPORTS
L. LEGISLATIVE REPORTS, LETTERS OF SUPPORT/OPPOSITION
M. CITY MANAGER/CITY ATTORNEY REPORT(S)
N. STATUS UPDATES

WINTER STORMS -

CURRENT IMPACTS TO WATER SUPPLY -
COVID-19 EMERGENCY -
O. COUNCIL DIRECTION ON FUTURE AGENDA ITEMS
(City Council and Council Subcommittee)
P. ADJOURNMENT
To the next regularly scheduled meeting of the City Council scheduled for February 22, 2023.

CERTIFICATE OF POSTING
I, Mike Maloney, City Clerk, do hereby declare under penalty of perjury that the foregoing agenda was posted on 1) the outdoor bulletin board at City Hall, 124 N. Cloverdale Blvd., Cloverdale, CA 95425, and 2) Cloverdale Performing Arts Center, 209 N. Cloverdale Blvd., Cloverdale, CA 95425; online at www. cloverdale.net/agendacenter
and made available for public review at least 72 hours prior to the meeting as required by the Brown Act.

Date posted: 2.2.2023 Time posted: 6 p.m. City Clerk Signature: s/Mike Maloney

IMPORTANT NOTICES REGARDING CITY COUNCIL MEETINGS
SPECIAL NEEDS ACCOMMODATIONS: In compliance with the Americans with DisabiliEes Act and Title VI, if you need special assistance to parEcipate in this meeEng, please contact the City Clerk's office at [email protected] or 707.894-1712. NoEficaEon at least 72 hours prior to the meeEng will enable the City to make reasonable accommodations are made to provide accessibility to the meeting.

AB343 REQUIREMENTS: Any wriEngs or documents provided to a majority of the City Council regarding any item on this agenda will be made available for public inspecEon in the City Hall offices located at 124 N. Cloverdale Blvd., Cloverdale, CA 95425 during normal business hours.

WAIVER WARNING: If you challenge decisions/direcEons of the City Council in court, you may be limited to raising only those issues you or someone else raised at public hearings described in this agenda, or in wriFen correspondence delivered to the City of Cloverdale, or prior to, the public hearing.

TRANSCRIPTIONS: The City does not transcribe its proceedings, however, Zoom translaEon may be available upon request. Anyone who desires a verbal or wriFen record of this meeEng should arrange for an aFendant by a court reporter or for other acceptable means of recording. Such arrangement will be at the sole expense of the individual requesEng the recordaEon. QuesEon about this agenda should be directed to City Hall at 707-894-2521. Video recordings are available at www.cloverdale.net/agendacenter 6 7

A PROCLAMATION OF THE CITY COUNCIL OF THE CITY OF CLOVERDALE DECLARING FEBRUARY 2023 BLACK HISTORY MONTH IN CLOVERDALE WHEREAS, During Black History Month, we celebrate the many achievements and contributions made by African Americans to our economic, cultural, spiritual, and political development; and WHEREAS, Black History Month grew out of the establishment, in 1926, of Negro History Week by Carter G.

Woodson and the Association for the Study of African American Life and History, an organization dedicated to researching and promoting achievements by Black Americans and other peoples of African descent; and WHEREAS, the Association for the Study of African American Life and History (ASALH) sponsored a national Negro History week in 1926, choosing the second week of February to coincide with the birthdays of Abraham Lincoln and Frederick Douglass. The event inspired schools and communities nationwide to organize local celebrations, establish history clubs and host performances and lectures becoming a month-long celebration in 1976; and WHEREAS, since 1976, every American president has designated February as Black History Month and endorsed a specific theme; and
WHEREAS, Black History Month honors the contributions of African Americans to U.S. history. Among prominent figures are Madam C.J. Walker, who was the first U.S. woman to become a self-made millionaire; George Washington Carver, who derived nearly 300 products from the peanut; Rosa Parks, who sparked the Montgomery Bus Boycott and galvanized the civil rights movement; and Shirley Chisholm, who was the first African American woman elected to the U.S. House of Representatives; and WHEREAS, the Black History Month 2023 theme, “Black Resistance“ explores how "African Americans have resisted historic and ongoing oppression in all forms; and WHEREAS, the observance of Black History Month calls our attention to the continued need to battle racism and build a society that lives up to its democratic ideals; and WHEREAS, the City of Cloverdale continues to work toward becoming an inclusive community in which all citizens—past, present, and future—are respected and recognized for their contributions to our community, the state, the country, and the world; and
WHEREAS, the City of Cloverdale is proud to honor the history and contributions of African Americans in our community, throughout our state, and nation.

NOW, THEREFORE, BE IT PROCLAIMED that the City Council of the City of Cloverdale does hereby declare February 2023 as Black History Month in Cloverdale and encourages all citizens to celebrate our diverse heritage and culture and continue our efforts to create a world that is more just, peaceful, and prosperous for all.

Dated: February 8, 2023
SO ORDERED:
_____________________________
Todd Lands, Mayor
8 124 N. Cloverdale Boulevard
Cloverdale, CA 95425
Phone: 707-894-2521
www.cloverdale.net

MINUTES - DRAFT

REGULAR MEETING OF THE CITY COUNCIL AND JOINT MEETING OF THE CLOVERDALE COMMUNITY

DEVELOPMENT SUCCESSOR AGENCY BOARD OF DIRECTORS
WEDNESDAY, JANUARY 11, 2023
6:00 PM

CLOVERDALE PERFORMING ART CENTER
209 N. CLOVERDALE BOULEVARD, CLOVERDALE, CA 95425
A. OPENING PUBLIC SESSION
Call to Order - Mayor Lands called the meeting to order at 6:00 p.m.

Pledge of Allegiance - Mayor Lands led the pledge of allegiance.

Roll Call - Present: Mayor Lands, Vice Mayor Wolter, Councilmembers: Bagby, Morgenstern, Wheeler.

Absent: None.

Conflict of Interest Declaration - None.

Agenda Review (Changes and/or Deletions) - None.

B. PUBLIC COMMENTS:

Neena Hanchett, Chamber of Commerce, spoke and Council responded.

C. COMMUNICATIONS
None.

D. PROCLAMATIONS/PRESENTATIONS
D.1 Student Liaison Report - None.

E. CONSENT CALENDAR:

ACTION: A motion was made by Councilmember Bagby, Seconded by Vice Mayor Wolter, to waive reading of the text and adopt the Consent Calendar.

The motion carried by the following vote:

Yes (5) Mayor Lands, Vice Mayor Wolter, Councilmembers: Bagby, Morgenstern, Wheeler No (0)
Absent (0)
E.1 Minutes Approval - December 14, 2022
ACTION: Approved as submitted.

E.2 Authorizing Remote Teleconference Meetings of the City in Compliance with Assembly Bill 361.

ACTION: Resolution was adopted
RESOLUTION NO. 001-2023 ENTITLED: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

CLOVERDALE AUTHORIZING REMOTE TELECONFERENCE MEETINGS OF THE CITY OF CLOVERDALE OF THE CITY IN COMPLIANCE WITH ASSEMBLY BILL 361. 9 E.3 Appointment to the North Council seat on the Sonoma County Continuum of Care Board.

ACTION: Appointments approved
Approve the appointment of Margaret Sluyk, The Chief Executive Officer of Reach for Home to the North County seat on the Sonoma County Continuum of Care Board and Stephen Sotomayor, the City of Healdsburg’s Housing Administrator as the alternate.

E.4 Appointment of Ms. Carol Pigoni-Giovanatto as the City of Cloverdale’s Representative on the Marin/Sonoma Mosquito and Vector Control District Board of Trustees.

ACTION: Resolution was adopted
RESOLUTION NO. 002-2023 ENTITLED: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CLOVERDALE APPOINTING MS. CAROL GIOVANATTO TO SERVE AS CLOVERDALE’S REPRESENTATIVE ON MARIN/SONOMA MOSQUITO & VECTOR CONTROL DISTRICT.

E.5 Professional Services Agreement with West Yost & Associates, Inc. to prepare a water system hydraulic evaluation for replacement of the Southcrest Reservoir.

ACTION: Resolution was adopted
RESOLUTION NO. 003-2023 ENTITLED: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

CLOVERDALE APPROVING A PROFESSIONAL SERVICES AGREEMENT WITH WEST YOST & ASSOCIATES, INC. TO PREPARE A WATER SYSTEM HYDRAULIC EVALUATION FOR REPLACEMENT OF THE SOUTHCREST RESERVOIR.

F. PUBLIC HEARINGS
None.

G. NEW BUSINESS
G.1 Resolution Ratifying the Director of Emergency Services’ Proclamation Declaring the Existence of a Local Emergency
City Manager Kelley introduced the item and presented.

Police Chief Ferguson and Public Works Director Montanye presented.

Staff responded to Councilmember inquiries and comments.

ACTION: A motion was made by Councilmember Bagby, seconded by Councilmember Wolter, to waive reading of the text and adopt:

RESOLUTION NO. 004-2023 ENTITLED: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CLOVERDALE, RATIFYING THE DIRECTOR OF EMERGENCY SERVICES’ PROCLAMATION

DECLARING THE EXISTENCE OF A LOCAL EMERGENCY RELATED TO THE JANUARY STORM EVENT AND HIGH-RISK FLOOD AND LANDSLIDE WEATHER CONDITIONS.

The motion carried by the following vote:

Yes (5) Mayor Lands, Vice Mayor Wolter, Councilmembers: Bagby, Morgenstern, Wheeler No (0)
Absent (0)
10 G.2 Review and discussion of Updated City Council 2023 Subcommittee, Joint Committee and Regional Board/Committee Appointments.

City Manager Kelly introduced the item.

Council reviewed the Preference Indication Ranking Worksheet Results and finalized recommendations for Council Subcommittee, Joint Committee and Regional Board/Council Assignments, and directed staff to return with a Resolution to ratify the appointments and set the meeting dates and times at the January 25, 2023, City Council meeting.

H. SUBCOMMITTEE REPORTS
None.

I. COUNCIL REPORTS
None.

I.1 Written Reports
Councilmember Bagby
J. INFORMATIONAL REPORTS
None.

K. LEGISLATIVE REPORTS, LETTERS OF SUPPORT/OPPOSITION
None.

L. CITY MANAGER/CITY ATTORNEY REPORT(S)
None.

M. STATUS UPDATES
CURRENT IMPACTS TO WATER SUPPLY - City Manager Kelly reported and Council commented.

COVID-19 EMERGENCY - None.

Assistant City Manager Thompson responded to Councilmember inquiries.

N. COUNCIL DIRECTION ON FUTURE AGENDA ITEMS
None.

O. ADJOURNMENT
Mayor Lands adjourned the meeting at 7:33 p.m. to the next regularly scheduled meeting of the City Council on January 25, 2022.

Approved On: February 8, 2023
____________________________
Mike Maloney, City Clerk
11 124 N. Cloverdale Boulevard
Cloverdale, CA 95425
Phone: 707-894-2521
www.cloverdale.net

MINUTES - DRAFT

REGULAR MEETING OF THE CITY COUNCIL AND JOINT MEETING OF THE CLOVERDALE COMMUNITY

DEVELOPMENT SUCCESSOR AGENCY BOARD OF DIRECTORS
WEDNESDAY, JANUARY 25, 2023
6:00 PM

CLOVERDALE PERFORMING ART CENTER
209 N. CLOVERDALE BOULEVARD, CLOVERDALE, CA 95425
A. OPENING PUBLIC SESSION
Call to Order - Mayor Lands called the meeting to order at 6 p.m.

Pledge of Allegiance - Mayor Lands led the pledge of allegiance.

Roll Call - Present: Mayor Lands, Vice Mayor Wolter, Councilmembers: Bagby, Morgenstern, Wheeler.

Absent: None.

Conflict of Interest Declaration - None.

Agenda Review (Changes and/or Deletions) - None.

B. PUBLIC COMMENTS:

None.

C. COMMUNICATIONS
None.

D. PROCLAMATIONS/PRESENTATIONS
D.1 Student Liaison Report
Student Liaison Garcia reported.

D.2 Presentation - Russian River Watershed Association
City Manager Kelley introduced the item.

RRWA Representative Rodgers presented and responded to Councilmember inquiries and comments.

E. CONSENT CALENDAR:

ACTION: A motion was made by Councilmember Bagby, seconded by Vice Mayor Wolter, to waive reading of the text and adopt the Consent Calendar.

The motion carried by the following vote:

Yes (5) - Mayor Lands, Vice Mayor Wolter, Councilmembers: Bagby, Morgenstern, Wheeler No (0) - None
E.1 Appointing the Engineer of Work for the Cloverdale Landscaping and Lighting Assessment District for Fiscal Year 2023-24
12 ACTION: Resolution was adopted
RESOLUTION NO. 005-2023 ENTITLED: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

CLOVERDALE APPOINTING COASTLAND CIVIL ENGINEERING AS THE ENGINEER OF WORK FOR THE

CITY OF CLOVERDALE LANDSCAPING AND LIGHTING ASSESSMENT DISTRICT AND DIRECTING THE PREPARATION AND FILING OF THE ENGINEER’S REPORT FOR FISCAL YEAR 2023-24 (PURSUANT TO THE LANDSCAPING AND LIGHTING ACT OF 1972).

E.2 Adoption of the 2023 City Council Subcommittee, Joint Subcommittee and Regional Board/Committee Appointments
ACTION: Resolution was adopted
RESOLUTION NO. 006-2023 ENTITLED: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CLOVERDALE ADOPTING THE 2023 ROSTER OF SUBCOMMITTEE, JOINT COMMITTEE AND REGIONAL BOARD/COMMITTEE APPOINTMENTS AND THE 2023 SUBCOMMITTEE MEETING SCHEDULE.

F. PUBLIC HEARINGS
None.

G. NEW BUSINESS
G.1 Resolution Revising the Current Stage 4 Water Shortage Emergency, Mandating Water Conservation Measures to a Stage 3 and Terminating the Previously Enacted Suspension of New or Enlarged Water System Connections enacted Pursuant to Cloverdale Municipal Code section 13.05.030 City Manager Kelley presented and responded to Councilmember comments and inquires.

Public Comment:

Al Meyers commented on the item.

City Manager Kelley responded to public and councilmember comments ACTION: A motion was made by Councilmember Bagby, seconded by Vice Mayor Wolter, to waive reading of the text and adopt:

RESOLUTION NO. 007-2023 ENTITLED: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CLOVERDALE AMENDING THE CURRENT STAGE 4 WATER SHORTAGE EMERGENCY TO A STAGE 3

WATER SHORTAGE EMERGENCY REQUIRING MANDATORY RATIONING WITH A WATER REDUCTION TARGET OF 25% PERCENT FROM 2020 WATER USE PURSUANT TO CHAPTER 13.05 “CONSERVATION OF WATER SUPPLY” OF THE CLOVERDALE MUNICIPAL CODE AND TERMINATING THE PREVIOUSLY

ENACTED SUSPENSION OF NEW OR ENLARGED WATER SYSTEM CONNECTIONS PURSUANT TO CLOVERDALE MUNICIPAL CODE SECTION 13.05.030.

The motion carried by the following vote:

Yes (5) - Mayor Lands, Vice Mayor Wolter, Councilmembers: Bagby, Morgenstern, Wheeler No (0) - None
G.2 Letter of Interest Submitted to the Sonoma County Mayors’ and Councilmembers’ Association for City Selection Committee and Board of Directors Appointments 13 City Manager Kelley introduced the item.

ACTION: Council reviewed the letters of Interest submitted to the Sonoma County Mayors’ and Councilmembers’ Association and provided direction to the Mayor to support appointments that will be made by the Sonoma County Mayors’ and Councilmembers’ Association’s City Selection Committee and Board of Directors that will be made at its February 9, 2023 regular meeting.

H. SUBCOMMITTEE REPORTS
None.

I. COUNCIL REPORTS
Councilmembers reported on various conferences and activities.

I.1 Written Reports
Councilmember Bagby
J. INFORMATIONAL REPORTS
None.

K. LEGISLATIVE REPORTS, LETTERS OF SUPPORT/OPPOSITION
None.

L. CITY MANAGER/CITY ATTORNEY REPORT(S)
City Manager Kelley reported.

Mayor Lands reported.

City Attorney Sanchez reported.

M. STATUS UPDATES
-WINTER STORMS - City Manager Kelley Reported.
-CURRENT IMPACTS TO WATER SUPPLY - City Manager Kelley Reported and Councilmembers commended staff
-COVID-19 EMERGENCY - City Manager Kelley Reported.

N. COUNCIL DIRECTION ON FUTURE AGENDA ITEMS
Councilmember Bagby requested addressing infrastructure issues.

O. ADJOURNMENT
Mayor Lands adjourned the meeting at 7:08 p.m. to the next regularly scheduled meeting of the City Council on February 8, 2023
Approved On: February 8, 2023
____________________________
Mike Maloney, City Clerk
14 City Council/Successor Agency
Agenda Item Summary Agenda Item:

Meeting Date:

F.3
February 8, 2023
Agenda Section:

Consent
Staff Contact:

Jose M. Sanchez, City Attorney
Agenda Item Title:

A Resolution of the City Council of the City of Cloverdale Authorizing Remote Teleconference Meetings of the City in Compliance with Assembly Bill 361
________________________________________________________________________________________ Recommended Council Action(s):

Adopt a Resolution entitled, “A Resolution of the City Council of the City of Cloverdale Authorizing Remote Teleconference Meetings of the City of Cloverdale of the City in Compliance with Assembly Bill 361.” ________________________________________________________________________________________ Background:

All meetings of the City Council and the City’s other legislative bodies are open and public, as required by the Ralph M. Brown Act, Government Code section 54950 et seq., so that any member of the public may attend, participate, and watch the City’s legislative bodies conduct their business. On March 17, 2020, in response to the COVID-19 pandemic, Governor Newsom issued Executive Order N-29-20 suspending certain provisions of the Ralph M. Brown Act in order to allow local legislative bodies to conduct meetings telephonically or by other means in order to slow the spread of COVID-19. As a result of Executive Order N-29-20, staff set up virtual meetings for all City Council meetings and other City legislative bodies. On June 11, 2021, Governor Newsom issued Executive Order N-08-21, which, effective September 30, 2021, ended the provisions of Executive Order N-29-20 that allowed local legislative bodies to conduct meetings telephonically or by other means.

On September 16, 2021, Governor Newsom signed Assembly Bill 361 (2021) (“AB 361”), which allows for local legislative bodies to continue to conduct meetings via teleconferencing under specified conditions and includes a requirement that legislative bodies make specified findings. AB 361 took effect upon the expiration of Executive Order N-29-20 on October 1, 2021. AB 361 allows a local agency legislative body to hold a meeting utilizing teleconferencing without complying with the standard teleconferencing requirements if the Governor has proclaimed a State of Emergency and if the local Public Health Officer recommends social distancing measures to protect the public’s health and safety during local government meetings. These conditions currently exist.
________________________________________________________________________________________ Summary:

Governor Newsom’s March 4, 2020 Proclamation of Emergency related to the COVID-19 pandemic, which is still in effect. In addition, the Sonoma County Public Health Officer continues to recommend teleconferencing or social distancing to protect the public’s health and safety during local government meetings.

The attached Resolution makes the findings to confirm the current conditions to allow continued teleconference meetings pursuant to AB 361 for the City Council and other legislative bodies of the City. The attached Resolution will become effective upon adoption. This will allow members of the public to safely observe and participate in local government meetings during the continued pandemic. 15 City Council
February 8, 2023
Item No. E.2

Page 2 of 2 ends

If a meeting is held via teleconference under AB 361, the following requirements apply:

1. Notices and agenda requirements remain the same under the Brown Act;

2. No physical location is required for public attendance or public comment. However, the public must be able to access and participate in the meeting through a call-in or an internet-based service, and instructions for how to participate must appear in the posted notices or agenda;

3. Teleconference meetings must protect the statutory and constitutional rights of the parties and the public;

4. If there is any disruption of the call-in or internet-based service, the agency must suspend the meeting until the problem is fixed;

5. Legislative bodies may allow public comments to be submitted prior to a meeting but must also allow the public to participate in real time through call-in or internet-based service;

6. If an internet-based service requires registration through a third-party, individuals can be required to register with the third-party to participate in the meeting; and

7. When providing a public comment period, whether after each item or during a general comment period, a legislative body must allow reasonable time for members of the public to comment and must also include reasonable time for members to register with a third-party host if applicable.

In order to continue to hold remote meetings, the City Council may declare every 30 days that they have reconsidered the state of emergency conditions and either (i) the state of emergency continues to directly impact the ability of the members to meet safely in person, or (ii) state or local officials continue to impose or recommend measures to promote social distancing. The City Council may also readopt their original findings under AB 361 to hold remote teleconference meetings if more than 30 days have passed. ________________________________________________________________________________________ Alternative Options:

1. Do not adopt the Resolution authorizing continued remote meetings. ________________________________________________________________________________________ Subcommittee Recommendation:

N/A
________________________________________________________________________________________ Budget/Financial Impact:

Continued remote access to City Council meetings will continue current additional expenses. ________________________________________________________________________________________ Attachments:

1. Resolution
16 CITY OF CLOVERDALE

CITY COUNCIL
RESOLUTION NO. XXX-2023

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CLOVERDALE AUTHORIZING REMOTE TELECONFERENCE MEETINGS OF THE CITY IN COMPLIANCE WITH ASSEMBLY BILL 361 WHEREAS, the City of Cloverdale (the “City”) is committed to preserving and promoting public access and participation in meetings of the legislative bodies; and WHEREAS, all meetings of the City are open and public, as required by the Ralph M. Brown Act (Cal. Gov.

Code §54950 – 54963), so that any member of the public may attend, participate, and watch the City conduct their business; and
WHEREAS, the Ralph M. Brown Act makes provisions for remote teleconferencing participation in local government meetings, without compliance with the requirements of Government Code Section 54953(b)(3), subject to the existence of certain conditions; and WHEREAS, on March 4, 2020, Governor Newsom declared a State of Emergency to make additional resources available, formalize emergency actions already underway across multiple state agencies and departments, and help the state prepare for a broader spread of the novel coronavirus disease (“COVID19”); and WHEREAS, on March 18, 2020, the City Council adopted Resolution Number 032-2020, ratifying the proclamation of a local emergency by the Director of Emergency Services due to COVID-19; and WHEREAS, on March 17, 2020, in response to the COVID-19 pandemic, Governor Newsom issued Executive Order N-29-20 suspending certain provisions of the Ralph M. Brown Act in order to allow local legislative bodies to conduct meetings telephonically or by other means; and WHEREAS, on June 11, 2021, Governor Newsom issued Executive Order N-08-21, which, effective September 30, 2021, repealed the provisions of Executive Order N-29-20 that allowed local legislative bodies to conduct meetings telephonically or by other means; and WHEREAS, on September 16, 2021, Governor Newsom signed Assembly Bill 361 (2021) (“AB 361”), which allows for remote teleconferencing participation in meetings by members of a legislative body without compliance with the requirements of Government Code section 54953(b)(3), subject to the existence of certain conditions; and
WHEREAS, a required condition of AB 361 is that a state of emergency is declared by the Governor pursuant to Government Code section 8625, proclaiming the existence of conditions of disaster or of extreme peril to the safety of persons and property within the state caused by conditions as described in Government Code section 8558; and
WHEREAS, AB 361 further requires that state or local officials have imposed or recommended measures to promote social distancing, or, the legislative body meeting in person would present imminent risks to the health and safety of attendees; and
WHEREAS, the City may make certain findings within thirty (30) days to continue teleconferencing under Government Code section 54953(e)(3), including reconsideration of the State of Emergency declared by the Governor pursuant to Government Code section 8625, and state or local officials continue to impose or recommend measures to promote social distancing; and 17 WHEREAS, the State of Emergency declared by the Governor pursuant to Government Code section 8625 continues to be in effect; and
WHEREAS, the Sonoma County Public Health Officer continues to recommend teleconferencing or social distancing during public meetings of all legislative bodies to protect the community’s health against the spread of COVID-19; and
WHEREAS, the City Council, acting for itself and for the benefit of all of the City’s commissions, committees, and other bodies (collectively referred to as the “Legislative Bodies”), does hereby find that the Legislative Bodies shall conduct their meetings without compliance with Government Code section 54953(b)(3), as authorized by Government Code section 54953(e), and that the Legislative Bodies shall comply with the requirements to provide the public with access to the meetings as prescribed in Government Code section 54953(e)(2) as a consequence of the ongoing state of emergency and the continued social distancing measures recommended by local officials.

NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF CLOVERDALE AS FOLLOWS:

Section 1. Recitals. The Recitals set forth above are true and correct and are incorporated into this Resolution by this reference.

Section 2. Current Conditions Authorize Teleconference Public Meetings of the Legislative Bodies. Based on the California Governor’s continued declaration of a State of Emergency and the Sonoma County Public Health Officer’s recommendation to continue teleconferencing or social distancing during public meetings, the City Council finds that the conditions exist pursuant to Government Code section 54953(e)(1) to allow Legislative Bodies to use teleconferencing to hold public meetings in accordance with Government Code section 54953(e)(2) to ensure members of the public have continued access to safely observe and participate in local government meetings.

Section 3. Authorize Legislative Bodies to Conduct Teleconference Meetings. The Legislative Bodies are hereby authorized to take all actions necessary to carry out the intent and purpose of this Resolution including, conducting open and public meetings in accordance with Government Code section 54953(e)(2) and other applicable provisions of the Brown Act.

Section 4. Effective Date. This Resolution shall take effect immediately upon its adoption.

REGULARLY PASSED AND ADOPTED by the City Council of the City of Cloverdale on this 8th day of February, 2023 by the following vote:

AYES: ()
NOES: ()
ABSTAIN:()
ABSENT: ()
APPROVED: ATTEST:
_______________________ ______________________
Todd Lands, Mayor Mike Maloney, City Clerk
18 City Council/Successor Agency
Agenda Item Summary
Agenda Item:

Meeting Date:

F.4
February 8, 2023
Agenda Section
Consent
Staff Contact
Kevin Thompson, Assistant City Manager / Comm. Dev. Director Agenda Item Title: A Resolution of the City Council of the City of Cloverdale designating the City of Cloverdale’s Priority Project and authorizing submittal of application to the Sonoma County Community Development Commission for fiscal Year 2023-24 Community Development Block Grant Funding for the City 1st street sidewalk ADA improvement project
___________________________________________________________________________________________ Recommended Council Action:

Adopt a Resolution entitled, “A Resolution of the City Council of the City of Cloverdale Designating the City of Cloverdale’s Priority Project and authorizing submittal of an application to the Sonoma County Community Development Commission for fiscal year 2023-2024 Community Development Block Grant (“CDBG”) funding for the 1st Street Sidewalk ADA Project.”
Background:

On October 11, 2022, the City Council adopted a resolution authorizing the submittal of a CDBG application for the 1st Street Sidewalk ADA Project. At that time, the requested amount was $155,000. Since then, staff has expanded the scope, Based on feedback from the Sonoma County Community Commission, City engineering staff conducted a thorough evaluation of project costs and updated the project budget accordingly based on current construction cost estimates for similar projects. Therefore, construction budget for this application was developed based on the increased scope and recent similar project costs, which reflect increased construction costs. Additionally, the budget includes construction management services and environmental costs which were not previously included in the project budget. The revised project delivery cost estimate is $755,000.

The Sonoma County Community Development Commission recently released a Notice of Funding Availability (NOFA) for a CDBG, HOME, CDBG-CV and LMIHAF Funding programs. These programs provide funding for a variety of activities including affordable housing, COVID relief, ADA improvements, perseveration of rental housing, and homelessness. Staff has analyzed the NOFA and determined that applying for a CDBG project is most appropriate for Cloverdale this funding round. Staff has alerted local affordable housing and service providers about the NOFA in case they are interested in applying. The project selected for funding would complete a missing stretch of approximately 300’ of sidewalk along the south side of 1st Street near Mulberry Street. The project will support pedestrian movement from the proposed Asti Road affordable housing project.

The total CDBG funding allocation for this round is $1,115,164. The cost estimate for the ADA sidewalk project is $755,000.

Previous CDBG grant funding awards are identified in Table 1 below:

Table 1 – Previous CDBG funded projects
Fiscal Year Project Funding Amount
2014-15 S. Cloverdale Blvd ADA Improvements $48,353
2015-16 S. Cloverdale Blvd ADA Improvements (Citrus Fair to S. Franklin) $120,000 2016-17 S. Cloverdale Blvd ADA Improvements (Healdsburg Ave to Tarman Dr.) $116,000 2017-18 ADA Trail improvements at 2nd Street Park $90,000 19 ___________________________________________________________________________________________ Summary:

The purpose of this agenda item is to request that the City council designate a priority project for Community Development Block Grant (CDBG) funding for fiscal year 2023-2024. The City Council has previously identified the need to improve pedestrian infrastructure serving the Asti Road area in anticipation of the proposed affordable housing project. The 1st Street sidewalk ADA improvement project will assist in this objective and is eligible for CDBG funding. One of the specific objectives for Non-Housing Community Development in Sonoma County CDC’s Funding Policies is to, “Construct, renovate or install access modifications to reduce or eliminate architectural barriers to meet the special needs of persons with disabilities and the elderly in accordance with the ADA in public facilities, including but not limited to public parks, restrooms, youth centers, senior centers, fire stations, libraries and community recreation facilities.” The 1st Street Sidewalk ADA Improvement project will meet the goals and objectives of the HUD approved Sonoma County Consolidated Plan for federal CDBG, HOME and ESG funding and is considered a completive project for funding.

Options:

1. Approve the resolution designating the 1st Street Sidewalk ADA Improvement project as the City Council priority project and reauthorize submittal of a CDBG grant application to the Sonoma County CDC for fiscal year 2023-24; or

2. Provide other direction to staff.

Budget/Financial Impact:

Staff time is involved in preparing and administering the CDBG grant; however, CDBG funding does not require local matching funds. Additional local funding could be required in the future if the project cost exceeds the amount of CDBG funding.

Recommended Council Action:

Approve the resolution designating the 1st Street Sidewalk ADA Improvement project as the City Council priority project and recommend authorizing submittal of a CDBG grant application to the Sonoma County Community Development Commission for fiscal year 2023-24.

Attachments:

1. Resolution

20 CITY OF CLOVERDALE

CITY COUNCIL
RESOLUTION NO. XX-2023
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CLOVERDALE DESIGNATING THE CITY OF CLOVERDALE’S

PRIORITY PROJECT AND AUTHORIZING SUBMITTAL OF APPLICATION TO THE SONOMA COUNTY COMMUNITY DEVELOPMENT COMMISSION FOR FISCAL YEAR 2023-24 COMMUNITY DEVELOPMENT BLOCK GRANT FUNDING FOR THE CITY 1st STREET SIDEWALK ADA IMPROVEMENT PROJECT WHEREAS, the Community Development Commission (CDC) administers the Community Development Block Grant (CDBG) program grant funds received from the United States Secretary of Housing and Urban Development (HUD) under Title I of the Housing and Community Development Act of 1974, objectives of which include improving communities by providing decent housing and a suitable living environment, and expanding economic development opportunities, principally for persons of low and moderate income; and WHEREAS, the City of Cloverdale participates in the CDBG program administered by the CDC pursuant to a Joint Powers Agreement (JPA); and
WHEREAS, by participating in the JPA, the City of Cloverdale can apply for a share of the annual block grant funding that is provide to Sonoma County by HUD instead of having to compete individually on the State level; and
WHEREAS, each year the City Council is asked to submit housing and non-housing projects to the Sonoma County Community Development Commission for consideration in priority order; and WHEREAS, the City acknowledges that residents of the City may submit an application for the Countywide Housing Rehabilitation program which will be considered, on a first come, first served basis, for funding from the general Countywide Housing Rehabilitation Program funds or from funds derived from City reprogrammed funds earmarked specifically for use within the boundaries of the incorporated areas participating in the Urban County, subject to funding availability; and
WHEREAS, the City Council authorizes the City Manager to evaluate and establish the CDBG program priorities; and
NOW, THEREFORE BE IT RESOLVED, that the City Council of the City of Cloverdale does hereby endorse and support submittal of fiscal year 2023-24 CDBG grant application of $755,000 for Americans with Disabilities Act (ADA) improvements to the sidewalk along the south side of 1st Street.

BE IT FURTHER RESOLVED, that the City Council of the City of Cloverdale hereby authorize the City Manager or her designee to execute all necessary agreements with the CDC including environmental review for implementation of said Project pursuant to the National Environmental Policy Act.

It is hereby certified, that the foregoing Resolution was duly introduced and duly adopted by the City Council of the City of Cloverdale at its regular meeting held on February 8, 2023, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

Approve: Attest:
_________________________ _________________________________ Todd Lands, Mayor Mike Maloney, City Clerk
21 City Council/Successor Agency
Agenda Item Summary
Agenda Item: F.5
Meeting Date: February 8, 2023
Agenda Section:

Consent
Staff Contact:

Derrick Montanye, Public Works Director
Darren Hernandez, Senior Water Treatment Plant Operator Agenda Item Title:

Minor Construction Agreement with PumpMan Norcal for pump repairservices for the City of Cloverdale Water Treatment Plant and Water Distribution System
Recommended Council Action(s):

Adopt a Resolution Entitled, "A Resolution of the City Council of the City of Cloverdale approving a Minor Construction Agreement with Pumpman Norcal in an amount not to exceed $107,248.46 to 1.) Rebuild Effluent Pump with a new motor ($41,055.71); 2.) 20HP Floway Turbine Transfer Pump and install ($57,070.72); and 3.) Foothill pump service ($9,122.03) for pump repair services for the City of Cloverdale Water Treatment Plant and Water Distribution System and authorizing the City Manager to execute said agreement."
Background:

Various repairs are needed for the effluent pump and transfer pump located at the City’s Water Treatment Plant.

In addition, service of the Foothill Pump is needed as part of the required upkeep and maintenance of the pump.

The existing Effluent pump and motor are approximately 28 years old. The Pump and Motor have received normal routine maintenance but have never been completely rehabilitated. The effluent pump is used to pump water from Water Treatment Plant to the Distribution System as needed. The effluent pump needs new parts including new bearings/seals/main shaft to new fittings that have worn out. In addition, it is necessary to have a new more efficient motor installed while the pump is out of the wet well. The pump and motor work will be done by Pumpman/Bartley pump.

The Transfer pump pumps water from the wet well to the Chlorine contact tank at the water treatment plant. The transfer pump being replaced is a 10 hp pump and motor that is original equipment from the Treatment plant Construction in 1995. The estimate for the transfer pump rehabilitation includes up sizing the transfer pump to a 20 hp pump and motor, as well as up sizing the piping to allow the increased production capacity.

The foothill pump and motor rebuild is an annual maintenance task. Each year one of the three foothill pumps are chosen to be removed from service and rebuilt based on run times, production capability, and maintence records.

Summary:

PumpMan Norcal has previously provided repair services at the City’s Water Treatment Plant (WTP) and distribution pumping system and has an in-depth knowledge of the equipment at the City’s WTP. PumpMan Norcal provided a scope of work (outlined below) for the replacement of the existing electrical service panel.

Scope of work:

Pumpman provided the following proposals:

1. Rebuild Effluent Pump with a new motor in the amount of $41,055.71. (Attachment 2)

2. Rebuild 20HP Floway Turbine Transfer Pump and install in the amount of $57,070.72 (Attachment 3)

3. Service Foothill Pump System in the amount of $9,122.00 (Attachment 4)

4. The total cost of the three proposals for pump repair services is in the amount of $107,248.46.

Options:
22 Agenda Item:

Meeting Date: February 8, 2023
Page: 2

1. Deny Resolution; or

2. Provide alternative direction to Staff.

Subcommittee Recommendation:

Due to time considerations, This project was not presented to the Public Works & Facilities Subcommittee for a recommendation.

Budget/Financial Impact:

The project is proposed to be funded by the City’s FY 2023-2024 budget. This work is budgeted under 600-800- 49130 -$50k for the transfer pump, 600-800-49130 -$50k for the effluent pump, and 600-801-42218 general repairs for the Foothill pump. Fund 600 has sufficient budget to cover the expense of the proposed work.

Attachments:

1. Resolution

2. PumpMan Norcal Proposal - Rebuild Effluent Pump

3. PumpMan Norcal Proposal - Rebuild 20HP Floway Turbine Transfer Pump

4. PumpMan Norcal Proposal - service Foothill Pump System 23 CITY OF CLOVERDALE

CITY COUNCIL
RESOLUTION NO. XXX-2023

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CLOVERDALE APPROVING A MAINTENANCE AGREEMENT WITH PUMPMAN NORCAL IN THE AMOUNT OF $107,248.46, A TOTAL PROJECT BUDGET OF $117,973.30 AND AUTHORIZING THE CITY MANAGER TO EXECUTE THE MAINTENANCE AGREEMENT WHEREAS, the City of Cloverdale maintains and operates a Water Treatment Plant (WTP) on West First Street and maintains vaiorus pumping systems; and
WHEREAS, PumpMan Norcal is uniquely qualified to perform the pump maintenance and repair work at the City’s WTP and water distribution pump system; and
WHEREAS, the City requested cost proposals from PumpMan Norcal for the pump maintenance and repair work at the City’s WTP; and
WHEREAS, PumpMan Norcal provided a cost proposal for pump maintenance and repair work at the City’s WTP attached hereto as Exhibit A, B and C in the amount of $ 41,055.71, $57,070.72 and $9,122.00 in a total amount of$107,248.46; and
WHEREAS, the City of Cloverdale has identified sufficient funding in the Water Budget (Fund 600) in the City’s adopted Fiscal Year 2023-24 budget sufficient to complete the repair and maintenance projects.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Cloverdale hereby:

1. Approve a Maintenance agreement with PumpMan Norcal in the amount of $107,248.46;

2. Establish a 10% Project Contingency with a Total Project Budget of $117,973.30; and

3. Authorize the City Manager to sign a minor construction management agreement and any necessary changes orders with PumpMan Norcal in a form approved by the City Attorney.

It is hereby certified, that he foregoing Resolution was duly introduced and adopted by the City Council of the City of Cloverdale at its regular meeting held on the 8th day of February, 2023, by the following vote:

Ayes: (_)d Mayor Bagby
Noes: (_) None

Absent: (_)
Abstaining: (_) None
APPROVED: ATTEST:
____________________________ _______________________________ Todd Lands, Mayor Mike Maloney, City Clerk
Exhibit A – PumpMan Norcal Proposal - Rebuild Effluent Pump Exhibit B - PumpMan Norcal Proposal - Rebuild 20HP Floway Turbine Transfer Pump Exhibit C - PumpMan Norcal Proposal - service Foothill Pump System 24 Quote
REMIT TO:

Bartley Pump PM LLC
4000 S. Moorland Ave.

Santa Rosa, CA 95407
T 707-584-9191
F 707-584-9198
www.pumpmannorcal.com
DIR# 1000054366
Customer:

RE:

JOBSITE:

NOTE: This quote is to pull the Effluent pump in the corner and rebuild it with a new motor.

QUANT ITEM DESCRIPTION TAXABLE TOTAL
0 0 REBUILD 20HP PUMP $ -
1 EA 1" Head Nut $ 68.90
1 EA 1" Head Shaft SS $ 328.90
1 EA Water Lube Bearing 1" x 2" $ 16.90
1 EA SS Shaft 1" Special Length $ 377.00
2 EA Suction/Discharge Bronze Bearing 1-11/16" $ 538.20 3 EA Intermediate Bronze Bearing 1-11/16" $ 557.70
1 EA SS Bowl Shaft 1-11/16" $ 573.30
3 EA Bowl Wear Rings 12" $ 893.10
1 EA Strainer Basket SS 7" Tall w/ Anti Vortex $ 618.00 1 LOT Misc. Hardware & gaskets $ 300.00
0 0 NEW 60HP MOTOR $ -
1 Each US 60 Hp Motor VHS WP1
460v 3Ph 1800 rpm
$ 9,116.90
0 0 NOTE: This quote assumes the old column pipe is re-usable, we will clean, sandblast and epoxy coat it. In the event the column needs to be replaced, we will provide you with a cost for new column pipe. $ -
0 0 0 $ -
Total for materials $ 13,388.90
Sales Tax $ 1,138.06
Freight $ 600.00

LABOR DESCRIPTION
Labor to pull pump $ 6,400.00
Labor to Disassemble Pump $ 850.00
Labor to Disassemble Bowl $ 510.00
Labor to Clean and Repair Head $ 510.00
Rebuild Packing Assy $ 516.25
Labor Machine Shop
Machine Bowls & Impellers For Wear Rings
$ 850.00
Dynamically Balance Impeller 12" $ 967.50
Labor to Clean for Reassembly $ 340.00
Labor to Assemble Bowl $ 510.00
Labor to Assemble Pump $ 850.00
Labor to Sandblast & Epoxy Coat
In & Out
$ 2,365.00
Week's charge for 15 Ton Carry Deck Crane width 7' 10.5" should fit thru doorway
$ 4,860.00
Labor to reinstall pump $ 6,400.00
Sincerely, TOTAL $ 41,055.71
Ron Foster
Operations Manager
License No. 1033562: Class A General Engineering & C-57 Drilling Contractor C-10 Electrical Contractor & C-55 Water Treatment & C-16 Fire Protection & C61/D21 Pumps and Machines Wednesday, January 11, 2023
124 N. Cloverdale Blvd.

Cloverdale, CA
City of Cloverdale
Rebuild Effluent Pump with a new motor
Water Plant
25 Quote
REMIT TO:

Bartley Pump PM LLC
4000 S. Moorland Ave.

Santa Rosa, CA 95407
T 707-584-9191
F 707-584-9198
www.pumpmannorcal.com
DIR# 1000054366
Customer:

RE:

JOBSITE:

NOTE: This quote is to rebuild the 20HP Floway we removed the 10HP pump to install the rebuilt 20HP pump. We will remove all of the discharge piping up to the 14" manifold and increase all of the piping coming off of the discharge head to 14"

QUANT ITEM DESCRIPTION TAXABLE TOTAL
0 0 REBUILT 20HP PUMP $ -
1 EA Head Nut 1-1/2" $ 98.80
1 EA Head Shaft SS 1-1/2" $ 598.00
1 EA SS Shaft 1-1/2" Special Length $ 634.40
1 EA Line Shaft 1-1/2" x 10' 416SS T&C $ 497.90
2 EA Water Luber Bearing 1-1/2" X 2-1/2" $ 33.80
1 EA SS Bowl Shaft 2-1/4" $ 806.00
2 EA Suct/Disch Brz Bearing 2-1/4" $ 785.20
1 EA Inter. Brz Bowl Bearing 2-1/4" $ 296.40
1 EA Bowl Wear Ring 16" $ 449.80
0 0 0 $ -
0 0 REBUILT 20HP MOTOR $ -
1 Each 20HP Motor Rebuild to include bake and dip with new bearings $ 4,057.04 0 0 0 $ -
0 0 0 $ -
0 0 LARGER DISCHARGE PIPING $ -
1 Each 14" Flanged Check Valve $ 10,315.50
1 Each 14" Flanged Gear Operated Butterfly Valve $ 5,380.95 1 Each 14" x 12" Fl x Fl Spool $ 1,861.60
1 Each 14" x 48" Fl x Plain End Spool $ 2,013.70
1 Each 14" FCA $ 4,170.40
1 Each 14" Flanged 90 $ 1,409.20
10 Feet 7/8" All Thread to tie pump to check valve $ 73.19 16 Each 7/8" Nuts $ 22.46
16 Each 7/8" Washers $ 12.69
6 Each 14" S.S. Nut and bolt set $ 1,068.60
4 Each 14" FF rubber gasket $ 72.80
1 Each 2" Air Vac Release (we will reuse your existing one unless it is bad.) Replacement cost is $1,254.36 (not included in this quote) $ -
1 Each 2" LF Gate Valve $ 61.23
License No. 1033562: Class A General Engineering & C-57 Drilling Contractor C-10 Electrical Contractor & C-55 Water Treatment & C-16 Fire Protection & C61/D21 Pumps and Machines Monday, December 19, 2022
124 N. Cloverdale Blvd.

Cloverdale, CA
City of Cloverdale
REBUILD 20HP Floway Turbine Transfer Pump and install
Water Plant
26 0 0 0 $ -
Total for materials $ 34,719.65
Sales Tax $ 2,951.17
Freight $ -

LABOR DESCRIPTION
Labor to remove 10HP pump $ 2,820.00
Labor to remove the 10HP discharge piping all the way up to the larger 14" pipes
$ 940.00
Labor to clean and repair pump head $ 468.00
Rebuild Packing Assy $ 536.90
Labor Machine Shop- Machine Bowl & Impeller For New Wear Ring $ 468.00 Dynimically Balance Impeller 16" $ 622.70
Labor to Assemble Bowl $ 312.00
Labor to Assemble Pump $ 780.00
Labor to Sandblast & Epoxy Coat $ 3,342.30
Pick up and delivery $ 650.00
Labor to install Rebuilt 20HP pump $ 3,760.00
Labor to install the larger discharge pipes and fittings and do start up $ 4,700.00 0 $ -
TOTAL $ 57,070.72
Sincerely,
Ron Foster
Operations Manager
27 Quote
REMIT TO:

Bartley Pump PM LLC
4000 S. Moorland Ave.

Santa Rosa, CA 95407
T 707-584-9191
F 707-584-9198
www.pumpmannorcal.com
DIR# 1000054366
Customer:

RE:

JOBSITE:

NOTE:

QUANT ITEM DESCRIPTION TAXABLE TOTAL
1 each Sleeve shft 1.75 Idx x 2 1/8 $ 401.28
1 each Gasket Volute Case $ 41.28
1 each Gasket Balance Ring $ 20.74
1 each Gasket 3.25" Id 4-7/8 Od 1/32" T Veg Fib $ 19.39 1 each Seal Mechanical Shft 2-1/8" Type 22 Lomg Fork Berk Cent $ 1,671.36 2 each Stud 3/8-16NCx2-1/2 LG 416 SS (3/8-16 NC $ 131.26 2 each Nut Hex Brass $ 53.95
1 each Wear Ring $ 306.24
1 each Hex Hd 1/2-13 Nd 1-1/4 L 303 SS $ 16.66
1 each Gasket Suc Cover 18-1 $ 81.60
1 each Key, Machine, Square $ 25.60
1 each Lock Washer, Impeller $ 430.40
1 each Shielded bearing $ 150.70
1 each Shielded bearing $ 282.77
Total for materials $ 3,633.23
Sales Tax $ 308.82
Freight $ -

LABOR DESCRIPTION
Shop Labor $ 160.00
Shop Labor $ 560.00
Shop Labor $ 960.00
Shop Labor $ 240.00
Shop Labor $ 480.00
Pick up pump $ 480.00
Wash, bake, & dip motor stater $ 300.00
Bore sleeve both end bells $ 1,250.00
Repair job $ 750.00
0 $ -
TOTAL $ 9,122.06
Sincerely,
Shaun Payne
Project Manager
License No. 1033562: Class A General Engineering & C-57 Drilling Contractor C-10 Electrical Contractor & C-55 Water Treatment & C-16 Fire Protection & C61/D21 Pumps and Machines Monday, September 19, 2022
124 N. Cloverdale Blvd.

Cloverdale, CA 95425
City of Cloverdale
Foothill pump service
999 South Foothill Cloverdale, Ca
28 City Council
Agenda Item Summary
Agenda Item:

Meeting Date:

F.6
February 8, 2023
Agenda Section
Consent
Staff Contact
Kevin Thompson, Assistant City Manager / Comm. Dev. Dir Agenda Item Title:

Resolution authorizing the City Manager to sign and record a deed restriction to fulfill the requirements of the Per Capita Grant Program partially funding the installation of two full sized basketball courts at 2nd Street City Park
Recommended Council Action:

On September 22, 2020, staff presented park projects eligible for funding through the California Department of Parks and Recreation Per Capita Program. After consideration, the Council directed staff to pursue the reconstruction of new basketball courts at 2nd Street City Park.

On July 1, 2020, the City of Cloverdale was awarded a Per Capita Program grant in the amount of $183,610.

Pursuant to the grant contract signed by the City Manager, the City of Cloverdale must sign and record a deed restriction ensuring that funding is used in the manor outlined in the contract. The attached resolution authorizes the City Manager to sign and record the attached deed restriction. Recordation of the Deed restriction is a required step in order to submit for reimbursement of project expenses from the California Department of Parks and Recreation.

Alternative Options:

1. Reject the Resolution;

2. Provide alternative Direction to Staff.

Budget/Financial Impact:

Funding for the project is included in the adopted FY 22/23 Budget.

Subcommittee Recommendation
N/A
Attachments:

1. Resolution

2. Exhibit A – Deed Restriction
29 CITY OF CLOVERDALE

CITY COUNCIL
RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CLOVERDALE AUTHORIZING THE CITY MANAGER

TO SIGN AND RECORD A DEED RESTRICTION FOR THE CITY PARK BASKETBALL COURT PROJECT TO

SATISFY CONDITIONS CONTAINED IN THE PER CAPITA PROGRAM GRANT CONTRACT WHEREAS, on September 22, 2020, the City Council identified the reconstruction of the City Park Basketball Courts as the best project to pursue for Per Capita Program funding; and WHEREAS, on July 1, 2020, the City of Cloverdale was awarded a Per Capita Program grant in the amount of $183,610; and
WHEREAS, on March 8, 2022, the City manager signed two contracts with the California Department of Parks and Recreation solidifying partial funding for the project; and WHEREAS, pursuant to the contract signed by the City Manager, the City of Cloverdale must sign and record a deed restriction ensuring that funding is used in the manor outlined in the contract; and NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Cloverdale does hereby:

1. Authorizes the City Manager, to sign and record a Deed Restriction, in a form acceptable to the City Attorney incorporated herein as Exhibit A.

It is hereby certified that the foregoing Resolution was duly introduced and adopted by the City Council of the City of Cloverdale at its regular meeting held on the 8th day of February 2023, by the following vote.

Ayes:

Noes:

Absent:

Recuse:

APPROVED: ATTESTED:
_________________________ ____________________________
Todd Lands, Mayor Mike Maloney, City Clerk
Attachment:

Exhibit A – Deed Restriction
30 1
RECORDING REQUESTED BY:

California Department of Parks and Recreation
Office of Grants and Local Services
WHEN RECORDED MAIL TO:

Office of Grants and Local Services
PO Box 942896
Sacramento, CA 94296-0001
Attn: Erin Spencer
SPACE ABOVE THIS LINE RESERVED FOR RECORDER’S USE

DEED RESTRICTION
I. WHEREAS, _____________________________________________________________ _____________________________________ (hereinafter referred to as “Owner(s)” is/are recorded owner(s) of the real property described in Exhibit A, attached and incorporated herein by reference (hereinafter referred to as the “Property”); and
II. WHEREAS, the California Department of Parks and Recreation (hereinafter referred to as “DPR”) is a public agency created and existing under the authority of section 5001 of the California Public Resources Code (hereinafter referred to as the “PRC”). And III. WHEREAS, Owner(s) (or Grantee) applied to DPR for grant funds available pursuant to the California Drought, Water, Parks, Climate, Coastal Protection, and Outdoor Access for All of 2018 Parks Bond Act, 2018 Parks Bond Act Per Capita Program to Remove and replace existing concrete pad and install hoops with new backboards, drinking on the Property; and IV. WHEREAS, on _July 1, 2020 , DPR’s Office of Grants and Local Services conditionally approved Grant 18-49-010 , (hereinafter referred to as “Grant”) to Remove and replace existing concrete pad and install hoops with new backboards, drinking on the Property, subject to, among other conditions, recordation of this Deed Restriction on the Property; and V. WHEREAS, but for the imposition of the Deed Restriction condition of the Grant, the Grant would not be consistent with the public purposes of the 2018 Parks Bond Act, 2018 Parks Bond 31 2
Act Per Capita Program and the funds that are the subject of the Grant could therefore not have been granted; and
VI. WHEREAS, Owner(s) has/ve elected to comply with the Deed Restriction of the Grant, so as to enable Owner(s), to receive the Grant funds and perform the work described in the Grant; NOW, THEREFORE, in consideration of the issuance of the Grant funds by DPR, the undersigned Owner(s) for himself/herself/themselves and for his/her/their heirs, assigns, and successorsin-interest, hereby irrevocably covenant(s) with DPR that the condition of the grant (set forth at paragraph(s) 1 through 5 and in Exhibit B hereto) shall at all times on and after the date on which this Deed Restriction is recorded constitute for all purposes covenants, conditions and restrictions on the use and enjoyment of the Property that are hereby attached to the deed to the Property as fully effective components thereof.

1. DURATION. (a) This Deed Restriction shall remain in full force and effect and shall bind Owner(s) and all his/her/their assigns or successors-in-interest for the period running from July 1, 2018 through June 30, 2048.

2. TAXES AND ASSESMENTS. It is intended that this Deed Restriction is irrevocable and shall constitute an enforceable restriction within the meaning of a) Article XIII, section 8, of the California Constitution; and b) section 402.1 of the California Revenue and Taxation Code or successor statue. Furthermore, this Deed Restriction shall be deemed to constitute a servitude upon and burden to the Property within the meaning of section 3712(d) of the California Revenue and Taxation Code, or successor statue, which survives a sale of tax-deeded property.

3. RIGHT OF ENTRY. DPR or its agent or employees may enter onto the Property at times reasonably acceptable to Owner(s) to ascertain whether the use restrictions set forth above are being observed.

4. REMEDIES. Any act, conveyance, contract, or authorization by Owner(s) whether written or oral which uses or would cause to be used or would permit use of the Property contrary to the terms of this Deed Restriction will be deemed a violation and a breach hereof. DPR may pursue any and 32 3
all available legal and/or equitable remedies to enforce the terms and conditions of this Deed Restriction up to and including a lien sale of the property. In the event of a breach, any forbearance on the part of DPR to enforce the terms and provisions hereof shall not be deemed a waiver of enforcement rights regarding any subsequent breach.

5. SEVERABILITY. If any provision of these restrictions is held to be invalid, or for any reason becomes unenforceable, no other provision shall be affected or impaired.

Dated: ______________________, 20 ____
Business Name (if property is owned by a business): __________________________________________ Owner(s) Name(s): ____________________________________________________________________ _____________________________________________________________________________________ Signed: ________________________________ Signed: ________________________________ ________________________________ ________________________________

PRINT/TYPE NAME & TITLE OF ABOVE PRINT/TYPE NAME & TITLE OF ABOVE (GRANTEE’S AUTHORIZED REPRESENTATIVE) (ADDITIONAL SIGNATURE, AS REQUIRED) **NOTARY ACKNOWLEDGEMENT ON THE NEXT PAGE**
33 4
State of California
County of _______________
On __________________ before me, __________________________, a Notary Public, personally appeared _____________________________________, who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument.

I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct.

WITNESS my hand and official seal.

Signature ______________________________ (Seal)
A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document.
34 City Council/Successor Agency
Agenda Item Summary Agenda Item:

Meeting Date:

F.7
February 8, 2023
Agenda Section:

Consent
Staff Contact:

Jason Ferguson, Chief of Police
Agenda Item Title:

Memorandum of Understanding between the City of Cloverdale and Northern Sonoma County Community Emergency Response Team (CERT).
_______________________________________________________________________________________ Recommended Council Action(s):

Adopt a Resolution Entitled “Resolution of the City Council of the City of Cloverdale approving a Memorandum of Understanding between the City of Cloverdale and the Northern Sonoma County Community Emergency Response Team (CERT) and Authorizing the City Manager to Execute said Agreement.”
________________________________________________________________________________________ Background:

The Northern Sonoma County Fire Protection District and the Cloverdale Fire Protection District are the official sponsoring agencies for the Northern Sonoma County Community Emergency Response Team (CERT), an unincorporated voluntary association. The City of Cloverdale is authorized under the California Emergency Services Act to act as an accredited Local Disaster Council and may, when circumstances warrant, declare an emergency or disaster.

The Northern Sonoma County Community Emergency Response Team (CERT) organization is recognized by the California Office of Emergency Services and by FEMA as an operating CERT organization that has trained and deployed CERT volunteers in declared disasters and emergencies.

The Northern Sonoma County Community Emergency Response Team wishes to register its trained and certified volunteers with the City of Cloverdale pursuant to the California Disaster Service Worker laws and regulations so that such volunteers are covered by State of California worker’s compensation and have immunity from liability pursuant to said laws and regulations should they elect to volunteer to assist in a declared emergency or disaster.

In alignment with the City’s existing Emergency Response protocols, the City Council is being asked to consider adopting the MOU to encourage the assistance of the Northern Sonoma County Community Emergency Response Team (CERT) volunteers when requested by appropriate City authorities and officers. ________________________________________________________________________________________ Summary:

In the event that the City of Cloverdale declares an emergency or disaster, and if the appropriate City authorities or officers request the assistance of CERT-trained volunteers, those persons registered with the Northern Sonoma County Community Emergency Response Team who choose to volunteer and are assigned 35 City Council/Successor Agency Agenda Item Summary
Meeting Date: February 8, 2023
duties to provide assistance will be immediately be considered Disaster Service Worker Volunteers for the duration of the emergency or disaster or until their services are no longer requested.

CERT-trained volunteers will work using standard Incident Command System protocols under and at the direction of the named City officer who will be designated at the time the request for assistance is made to either the CERT Incident Commander (Program Manager or his or her deputy) or to either of the Fire Chiefs of Cloverdale Fire Protection District or Northern Sonoma County Fire Protection District.

The City may also request non-emergency “Good Samaritan” volunteers to participate in appropriate local events, emergency and disaster preparation efforts, or training activities in preparation for wildfire, earthquake, or other hazard reduction activities, however only CERT-approved training activities will be covered under the Disaster Service Worker program.

The agreement is approved subject to final approval as to form and any minor revisions by the City Attorney.
________________________________________________________________________________________ Options:

1. Recommend the CERT MOU for adoption as is.

2. Do not recommend further action on the MOU at this time.

3. Provide further direction to staff.
________________________________________________________________________________________ Subcommittee Recommendation:

The CERT MOU was not brought forward to a subcommittee meeting. ________________________________________________________________________________________ Budget/Financial Impact:. No fiscal impact.
________________________________________________________________________________________ Attachments:

1. Resolution

2. Exhibit A - Memorandum of Understanding

3. Exhibit B - California DSW rules
36 CITY OF CLOVERDALE

CITY COUNCIL
RESOLUTION NO. XXX-2023

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CLOVERDALE

APPROVING A MEMORANDUM OF UNDERSTANDING BETWEEN THE CITY

OF CLOVERDALE AND THE NORTHERN SONOMA COUNTY COMMUNITY

EMERGENCY RESPONSE TEAM (CERT) AND AUTHORIZING THE CITY MANAGER TO EXECUTE SAID AGREEMENT.

WHEREAS, the Northern Sonoma County Fire Protection District and the Cloverdale Fire Protection District are the official sponsoring agencies for the Northern Sonoma County Community Emergency Response Team (CERT) an unincorporated voluntary association; and WHEREAS, the City of Cloverdale is authorized under the California Emergency Services Act to act as an accredited Local Disaster Council and may, when circumstances warrant, declare an emergency or disaster; and

WHEREAS, the Northern Sonoma County Community Emergency Response Team (CERT) organization is recognized by the California Office of Emergency Services and by FEMA as an operating CERT organization which has trained and deployed CERT volunteers in declared disasters and emergencies; and WHEREAS, the Northern Sonoma County Community Emergency Response Team wishes to register its trained and certified volunteers with the City of Cloverdale pursuant to the California Disaster Service Worker laws and regulations so that such volunteers are covered by State of California worker’s compensation and have immunity from liability pursuant to said laws and regulations should they elect to volunteer to assist in a declared emergency or disaster; and WHEREAS, in the event that the City of Cloverdale declares an emergency or disaster, and if the appropriate City authorities or officers request the assistance of CERT-trained volunteers, those persons registered with the Northern Sonoma County Community Emergency Response Team who choose to volunteer and are assigned duties to provide assistance will be immediately be considered Disaster Service Worker Volunteers for the duration of the emergency or disaster or until their services are no longer requested; and WHEREAS, in the event that another authorized entity declares an emergency or disaster (e.g. County, State of California, President of the United States), and if CERT is activated thereunder, and if the appropriate City authorities or officers request the assistance of CERT-trained volunteers such request will be prioritized by the Northern Sonoma County Community Emergency Response Team and if there are sufficient CERT resources it will be fulfilled; and
WHEREAS, CERT-trained volunteers will work using standard Incident Command System protocols under and at the direction of the named City officer who will be designated at the time the request for assistance is made to either the CERT Incident Commander (Program Manager or his or her deputy) or to either of the Fire Chiefs of Cloverdale Fire Protection District or Northern Sonoma County Fire Protection District. 37 WHEREAS, the Northern Sonoma County Community Emergency Response Team Program Manager will work with appropriate City authorities and officers to ensure that the City is regularly kept aware of CERT capabilities to ensure that the City is able to optimize the use of trained CERT volunteers and CERT equipment and supplies; and
WHEREAS, in alignment with the City’s existing Emergency Response protocols, the City Council is being asked to consider adopting the MOU to encourage the assistance of the Northern Sonoma County Community Emergency Response Team (CERT) volunteers when requested by appropriate City authorities and officers; and
WHEREAS, the MOU agreement attached hereto as Exhibit A is approved subject to final approval as to form and any minor revisions by the City Attorney.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Cloverdale, State of California, does authorize City Manager to execute the Memorandum of Understanding.

It is hereby certified, the foregoing Resolution was duly introduced and adopted by the City Council of the City of Cloverdale at its regular meeting held on the 8th day of February, 2023 by the following roll call vote:

Ayes: (_)
Noes: (_) None

Absent: (_)
Abstaining: (_) None
APPROVED: ATTEST:
______________________________ ____________________________________ Todd Lands, Mayor Michael Maloney, City Clerk
Attachment 1:

Exhibit A - MOU
38 Memorandum of Understanding
By Between and Among
Northern Sonoma County Fire Protection District
Cloverdale Fire Protection District
Northern Sonoma County CERT
Incorporated City of Cloverdale California
Whereas the Northern Sonoma County Fire Protection District and the Cloverdale Fire Protection District are the official sponsoring agencies for the Northern Sonoma County Community Emergency Response Team (CERT) an unincorporated voluntary association; and Whereas the City of Cloverdale is authorized under the California Emergency Services Act to act as an accredited Local Disaster Council and may, when circumstances warrant, declare an emergency or disaster; and
Whereas the Northern Sonoma County Community Emergency Response Team (CERT) organization is recognized by the California Office of Emergency Services and by FEMA as an operating CERT organization which has trained and deployed CERT volunteers in declared disasters and emergencies; and
Whereas the Northern Sonoma County Community Emergency Response Team wishes to register its trained and certified volunteers with the City of Cloverdale pursuant to the California Disaster Service Worker laws and regulations so that such volunteers are covered by State of California worker’s compensation and have immunity from liability pursuant to said laws and regulations should they elect to volunteer to assist in a declared emergency or disaster; and Whereas the City of Cloverdale wishes to encourage the assistance of the Northern Sonoma County Community Emergency Response Team (CERT) volunteers when requested by appropriate City authorities and officers.

Now, therefore, be it resolved that all signatories agree:

In the event that the City of Cloverdale declares an emergency or disaster, and if the appropriate City authorities or officers request the assistance of CERT trained volunteers, those persons registered with the Northern Sonoma County Community Emergency Response Team who choose to volunteer and are assigned duties to provide assistance will be immediately be considered Disaster Service Worker Volunteers for the duration of the emergency or disaster or until their services are no longer requested.

In the event that another authorized entity declares an emergency or disaster (e.g. County, State of California, President of the United States), and if CERT is activated thereunder, and if the appropriate City authorities or officers request the assistance of CERT trained volunteers such request will be prioritized by the Northern Sonoma County Community Emergency Response Team and if there are sufficient CERT resources it will be fulfilled. If there are resources conflicts, they will be addressed by the CERT Incident Commander requesting instruction on priorities from its sponsoring fire protection districts’ fire chiefs. 39 Those CERT trained volunteers will work using standard Incident Command System protocols under and at the direction of the named City officer who will be designated at the time the request for assistance is made to either the CERT Incident Commander (Program Manager or his or her deputy) or to either of the Fire Chiefs of Cloverdale Fire Protection District or Northern Sonoma County Fire Protection District.

The Northern Sonoma County Community Emergency Response Team Program Manager will work with appropriate City authorities and officers to ensure that the City is regularly kept aware of CERT capabilities to ensure that the City is able to optimize the use of trained CERT volunteers and CERT equipment and supplies. The City is aware that CERT may have requests made of it under mutual aid agreements with other Sonoma County and Napa, Marin, Lake and Mendocino County fire districts or CERT organizations, thus resources and capabilities may be limited during emergencies and disasters that are geographically diverse.

The City may also request non-emergency “Good Samaritan” volunteers to participate in appropriate local events, emergency and disaster preparation efforts or training activities in preparation for wildfire, earthquake, or other hazard reduction activities, however only CERT approved training activities will be covered under the Disaster Service Worker program.

Agreed to this ____ Day of ____________ 2023:
__________________________ _________________________
Marshall Turbeville, Chief Jason Jenkins, Chief
Northern Sonoma County Cloverdale Fire Protection District Fire Protection District
__________________________ __________________________
Geoffrey Peters, Program Manager David Kelly, Cloverdale City Manager and CERT Incident Commander on behalf of and with the approval of the Northern Sonoma County CERT Cloverdale City Council
40 Ca. Gov. Code §3101 – “ ‘disaster service worker’ includes . . . all volunteers in any disaster council or emergency organization accredited by the Office of Emergency Services.” Ca. Gov. Code §3102(a) – “All disaster service workers shall, before they enter upon the duties of their employment, take and subscribe to the oath or affirmation required by this chapter.” Ca. Gov. Code §3102(c) – “the oath taken and subscribed by a person who is a member of an emergency organization sanctioned by a state agency or an accredited disaster council, whose members are duly enrolled or registered with the Office of Emergency Services, or any accredited disaster council of any political subdivision, shall be effective for the period the person remains a member with that organization.”
Ca. Gov. Code §3105(d) – “The oath or affirmation of any disaster service worker of any other public agency, including any district, shall be filed with any officer or employee of the agency that may be designated by the agency.”
Ca. Gov. Code §8657 – “(a) Volunteers duly enrolled or registered with the Office of Emergency Services or any disaster council of any political subdivision, or unregistered persons duly impressed into service during a state of war emergency, a state of emergency, or a local emergency, in carrying out, complying with, or attempting to comply with, any order or regulation issued or promulgated pursuant to the provisions of this chapter or any local ordinance, or performing any of their authorized functions or duties or training for the performance of their authorized functions or duties, shall have the same degree of responsibility for their actions and enjoy the same immunities as officers and employees of the state and its political subdivisions performing similar work for their respective entities. (Limits on liability of volunteers)
“(b) No political subdivision or other public agency under any circumstances, nor the officers, employees, agents, or duly enrolled or registered volunteers thereof, or unregistered persons duly impressed into service during a state of war emergency, a state of emergency, or a local emergency, acting within the scope of their official duties under this chapter or any local ordinance shall be liable for personal injury or property damage sustained by any duly enrolled or registered volunteer engaged in or training for emergency preparedness or relief activity, or by any unregistered person duly impressed into service during a state of war emergency, a state of emergency, or a local emergency and engaged in such service. The foregoing shall not affect the right of any such person to receive benefits or compensation which may be specifically provided by the provisions of any federal or state statute nor shall it affect the right of any person to recover under the terms of any policy of insurance.” (Limits on liability of public agencies) Excerpts from: State of California – Office of Emergency Services – Disaster Service Worker Volunteer Program Guidance – October 2016 - https://www.caloes.ca.gov/wpcontent/uploads/Admin-Services/Documents/2.-DSW-Program-GUIDANCE-10.2016.pdf “The California Governor’s Office of Emergency Services (Cal OES) administers the Program whose authority is in the California Emergency Services Act (ESA), Government Code Section 8585.5. The appropriation for the DSWVP is approved bythe State Legislature on an annual basis out of the General Fund. There is no cost to local government to use this Program.” P.6 “Workers’ compensation benefits continue to be provided to registered volunteers who contribute their services to help protect lives and property of the State. Additionally, Disaster 41 Service Workers are entitled to limited immunity from liability when acting in the course of their disaster service duties.” P.8
“A disaster service worker volunteer is “…any natural person who is registered with an accredited disaster council…for the purpose of engaging in disaster service…without pay or other consideration.” Registered DSW volunteers are persons who chose to volunteer their time to assist a disaster or emergency services agency in carrying out the responsibilities of that agency. The person must: be officially registered with the Accredited Disaster Council; and, receive no pay or compensation, monetary or otherwise, for the service being provided. Food and lodging provided or expenses reimbursed for these items DSW volunteers during their activation does not constitute other consideration and does not prevent them from receiving DSW Program benefits.”
“Eligible DSW activities must be approved, documented and supervised by the Accredited Disaster Council or authorized registering entity. These activities include: Proclaimed emergencies; Official deployments; Activities when mitigating an imminent threat of extreme peril to life, property, and resources; Vaccination clinics during a pandemic event; Search and rescue (SAR) missions; Travel directly to and from the incident site (may include: stopping for gas on way to incident site, picking up equipment located at a remote or different site which is required to perform disaster service duties; Training, which must be authorized in advance.” “Volunteers, as well as the disaster council with which they are affiliated, who engage in emergency response but who are not properly registered DSW volunteers may under state and federal Good Samaritan have some liability protection. However, these volunteers and the organizations with which they are affiliated may not be entitled to the same immunity afforded to properly registered DSW volunteers and their organizations.” “Workers’ compensation is the exclusive remedy of a DSW volunteer for injury or death as against the state, disaster council with which he or she is registered, and the county which has empowered the disaster council to register and direct his or her activities. (Lab.Code,§4351.)” “To be properly registered, the required information below must be on file with . . . the appropriate authority as stated in the File Retention and Record Keeping section. (Cal. Code Regs.,§2573.2.)

1. name of registrant

2. address of registrant

3. date enrolled (established as date loyalty oath is administered)

4. name of registering government agency including
a. signature and
b. title of authorized person

5. classification (scope of disaster service duties-more than one may be listed on a single registration)

6. a signed statement that the loyalty oath or affirmation was subscribed to or taken “For an active DSW volunteer, the registration is effective for the period the person remains a member with that organization, and he or she may perform disaster service duties for multiple events.”
42 “All registered DSW volunteers must be officially activated by their supervising authority before carrying out volunteer work. Official activation provides the DSW volunteer the benefits and protections of the DSW Volunteer Program. Activation must also be documented by the authorizing agency. Official activation may include:
• verbal request by supervising agency
• written instruction via standard operating procedures, (SOPs), emergency operations plans, (EOPs), activation guidelines
• written procedures/training
• emergency radio announcements
• pre-determined text messages
• notification from supervisor, team leader”
43 “Volunteers may be requested to assist a disaster impacted community when sufficient resources are unavailable locally and/or cannot be acquired through existing mutual aid or assistance agreements. DSW volunteers deployed for official mutual aid to assist jurisdictions outside their registering entity are eligible for program benefits.”
“File retention and record keeping of the DSW volunteer subscription or affirmation with registration is a requirement program benefits.”
“Documented proof of the oath or affirmation of a registered DSW volunteer is a critical component and an integral part of an injury/illness claim submission to be considered for workers’ compensation.”
“File DSW volunteer registration/oaths with an agency or district designated officer or employee according to the same retention rules as other public personnel records.” DSW volunteers may file a claim for injuries sustained while engaged in approved, documented and supervised: activities authorized by and carried on pursuant to the California Emergency Services Act while assisting any unit of the emergency organization during a proclaimed emergency or during a search and rescue mission, activities performed to mitigate an imminent threat of extreme peril to life, property, and resources, and training necessary to engage in such activities; excludes travel to and from the training site.” Accredited Disaster Councils in Sonoma County:

Sonoma County
Cloverdale
Cotati
Healdsburg
Petaluma
Rohnert Park
Santa Rosa
Sebastopol
Sonoma
Windsor
The accredited disaster council may delegate the authority to administrate the oath of office and record keeping responsibilities. Similarly the accredited disaster council may delegate responsibility for training and supervision.
44 City Council/Successor Agency
Agenda Item Summary Agenda Item:

Meeting Date:

F.8
February 8, 2023
Agenda Section:

Consent
Staff Contact:

Mike Maloney, City Clerk
Agenda Item Title:

Appointment of Brooke Greene to Serve a Four-Year Term as Cloverdale’s Representative on the Sonoma County Library Commission
________________________________________________________________________________________ Recommended Council Action(s):

Adopt a Resolution Entitled, “A Resolution of the City Council of the City of Cloverdale Appointing Brooke Green to Serve a Four-Year Term as Cloverdale’s Representative on the Sonoma County Library Commission.” ________________________________________________________________________________________ Background/Summary
At the Council Meeting of May 14, 2014, the Cloverdale City Council approved the new Sonoma County Library Commission Joint Powers Authority and the new JPA took effect on August 1, 2014. The amended JPA requires that the initial terms of Commission appointments be staggered between two-, and four-year terms so that there will not be full turnover of the Commission at one time. In response, the Cloverdale City Council made their appointment to the Library Commission in 2014 (Resolution No. 049-2014), and a reappointment in 2016 (Resolution No. 042-2016) for a four-year term. The incumbent Commissioner continued to serve after the conclusion of their term while the City searched for a replacement. After receiving multiple applications, at their December 5, 2022, meeting, the Finance, Administration, and Police Subcommittee provided direction for the interested applicants to participate in an interview process for recommendation to City Council. On January 30, 2023, an interview panel consisting of Mayor Lands, Vice Mayor Wolter, and Incumbent Commissioner Foxen, interviewed interested candidates and is recommending Brooke Greene to be appointed by the City Council to the Sonoma County Library Commission.
________________________________________________________________________________________ Alternative Options:

Do not adopt the Resolution appointing Brooke Greene to serve on the Sonoma County Library Commission ________________________________________________________________________________________ Subcommittee Recommendation:

Finance, Administration, and Police Subcommittee recommends City Council follow the interview panel recommendation to appoint Brooke Greene.
________________________________________________________________________________________ Budget/Financial Impact:

There is no direct financial impact to the City of Cloverdale ________________________________________________________________________________________ Attachments:

1. Resolution
45 CITY OF CLOVERDALE

CITY COUNCIL
RESOLUTION NO. XXX-2023

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CLOVERDALE APPOINTING BROOKE GREENE TO SERVE A FOUR-YEAR TERM AS CLOVERDALE’S REPRESENTATIVE

ON THE SONOMA COUNTY LIBRARY COMMISSION
Whereas, on May 14, 2014, the Cloverdale City Council approved an amended Sonoma County Library Joint Powers Agreement; and
Whereas, the amended Joint Powers Agreement took effect on August 1, 2014, and expands the jurisdiction membership on the reformed Library Commission, including a Commissioner to represent Cloverdale; and Whereas, the Cloverdale City Council may appoint one representative to sit on the Library Commission as a voting member; and
Whereas, Cloverdale’s appointed Commissioner must be a Sonoma County resident, and shall be appointed and serve pursuant to the rules of appointment adopted by the City of Cloverdale; and Whereas, the City of Cloverdale was seeking interested persons to apply to the City; and Whereas, Brooke Greene submitted an application for the appointment to be Cloverdale’s representative on the Library Commission and meets the qualification to serve as a Library Commissioner set forth in the amended Joint Powers Agreement; and
Whereas, Brooke Greene interviewed to serve as the Cloverdale representative with an interview panel consisting of Mayor Lands, Vice Mayor Wolter, and incumbent Commissioner Reece Foxen, and the panel recommended to the City of Cloverdale City Council to appoint Brooke Greene to sit on the Library Commission.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Cloverdale, State of California, does hereby appoint Brooke Greene to be Cloverdale’s voting representative on the Sonoma County Library Commission effective February 8, 2023 for a four-year term ending February 9, 2027.

It is hereby certified that, the foregoing Resolution was duly introduced and adopted by the City Council of the City of Cloverdale at its regular meeting held on the 8th day of February, by the following vote:

Ayes: (_)
Noes: (_) None

Absent: (_)
Abstaining: (_) None
APPROVED: ATTEST:
________________________ ________________________
Todd Lands, Mayor Michael Maloney, City Clerk
46 City Council/Successor Agency
Agenda Item Summary Agenda Item:

Meeting Date:

H.1
February 8, 2023
Agenda Section:

New Business
Staff Contact:

David Kelley, City Manager
Agenda Item Title:

Mid-Year Review of Adopted Budget Goals for the City of Cloverdale Fiscal Year 2022-2024 Budget _______________________________________________________________________________________ Recommended Council Action(s):

Receive update on Budget Goals for the Fiscal Year 2022-2024 City of Cloverdale Bi-annual Two-Year Operating Budget and provide direction to City staff on next steps. ________________________________________________________________________________________ Background:

The budget for the current Fiscal Year (FY) 2022-24 was developed based on the workplan goals set by the City Council during the budget development process in March 2022. The budget goal statements supported by the City Council reflected the Council’s key priorities and enabled staff to prioritize budget expenditures that were based on a strategic workplan focused on implementation of the Council’s Goals.

Budget Goal Statements included in the adopted FY 2022-24 City of Cloverdale budget are as follows:
• Drought Response - Promote water conservation and water development projects that enhance and support our local water supply. Continue developing response to the on-going drought conditions pursuing federal and state funding for drought relief project. • Revenue Enhancement (Economic development) – Explore and implement progressive strategies to enhance fiscal responsibility and raise municipal revenue to fund vital public services and projects that enhance Cloverdale’s quality of life.
• Housing and Homelessness – Address the City’s housing needs by completing the update of the General Plan Housing Element. Complete, adopt and begin implementing the homelessness strategic plan with strategies that provide permanent housing options and address the fundamental causes of homelessness.
• Infrastructure - Invest in the completion of key infrastructure (streets, parks, water/wastewater and city facilities) projects identified in the Adopted Capital Improvement Program. • Technology – Invest in technology improvements that enhance cyber security and protects the City’s IT Infrastructure.
• Planning & Sustainability – Implement planning initiatives that reduce costs and improve resiliency while meeting sustainability targets and environmental goals. • Emergency Preparedness – Continue to support investments to enhance the City’s emergency preparedness and response.

The budget goals enable the City to focus on completing its workplan. 47 City Council/Successor Agency Agenda Item Summary
Meeting Date: February 8, 2023
Item No. X

Page 2 of 2 ends

________________________________________________________________________________________ Summary:

Staff utilized the Council’s goal statements to guide preparation of the budget for FY 2022-2024.The budget working goal has been to maintain a sustainable budget which includes developing a budget that enables the city to maintain minimum required reserve balances, while funding mandated activities and continuing to make measured progress on the Council’s workplan.

Staff prepared a PowerPoint presentation providing an update on the progress of meeting the budget goals contained within the adopted FY 2022-24 budget. Following presentation by staff and Council review of the adopted Budget Goal statements for FY 2022-24, staff recommends that the City Council take the following steps:

1. Conduct an assessment of the existing budget goal statements.

2. Review accomplishments during the fiscal year including projects still in progress.

3. Discuss current workplan initiatives for FY 2022-23 and FY 2023-24 and provide feedback.

4. Update/modify existing goals that Council would like to continue and add key strategies or objectives that will focus the goal statements and enable measurable achievement of progress.

5. Add new goals that reflects the Council’s and staff’s proposed workplan for the coming year. ________________________________________________________________________________________ Options:

1. Provide staff with recommended changes or updates to the FY 2022-24 Budget goals; or

2. Recommend staff to conduct further evaluation of the adopted budget goals and bring back for additional discussion at a future Council meeting prior to a budget workshop and/or preparation of a draft budget for FY 2022-24.
________________________________________________________________________________________ Subcommittee Recommendation:

This agenda item was directed to the City Council.
________________________________________________________________________________________ Budget/Financial Impact:

There is no direct budget or financial impacts associated with the mid year budget goal review process.

Approval of the Final budget in June 2022 established the budget authority for Fiscal Years 2022-24. ________________________________________________________________________________________ Attachments:

1. Power Point Presentation
48 Mid Year Budget
& Budget Goal Update
FEBRUARY 8, 2023
49 Budget Themes for FY 2022-24
Drought Response
Revenue
Enhancement
(economic
development)
Housing and
Homelessness Infrastructure
Information
Technology
Planning &
Sustainability
Emergency
Preparedness
50  Drought Response - Promote water conservation and water development projects that enhance and support our local water supply. Continue developing response to the on-going drought conditions by pursuing federal and state funding.  Revenue Enhancement (economic development) – Explore and Implement Progressive Strategies to enhance fiscal responsibility and raise municipal revenue to fund vital public services and projects that enhance Cloverdale’s quality of life.  Housing and Homelessness – Address the City’s housing needs with a primary focus on completing the update of the General Plan Housing Element. Complete, adopt and begin implementing the homelessness strategic plan with strategies that provide permanent housing options and address the fundamental causes of homelessness.  Infrastructure - Invest in the completion of key infrastructure (streets, parks, water/wastewater and city facilities) projects identified in the Adopted Capital Improvement Program
 Technology – Invest in technology improvements that enhance cyber security and protected the City’s IT Infrastructure.  Planning & Sustainability – Implement planning initiatives that reduce costs and improve resiliency while meeting sustainability targets and environmental goals.
 Emergency Preparedness – Continue to support investments that enhance emergency preparedness and response.

Budget Goal Statements for FY 2022-24
3 51
Drought Response
Successful $3.2 Million DWR Multibenefit Grant Application

1. Advanced Metering Infrastructure (AMI) Upgrades
Replace and upgrade approximately 3,300 existing water meters throughout the City to Advanced Metering Infrastructure (AMI) system with radio read capabilities.

2. SCADA Expansion
Expand the current supervisory control and data acquisition (SCADA) system at the Water Treatment Plant to integrate the City's potable water distribution infrastructure.

3. Well Replacement & Rehabilitation
Replacement of supply Well 7 which includes drilling exploratory borings, constructing a new Well 7 with a new well pump station and tieing into the existing Well 7 piping and electrical infrastructure, rehabilitation of Grantee supply Well 8 which includes installing updated well equipment and a new well casing at existing Well 8.
52 Revenue Enhancement

IMPLEMENTATION OF

CALIFORNIA ARREARAGE

PAYMENT PROGRAM

IMPLEMENTATION OF LOW

INCOME HOUSEHOLD

WATER ASSISTANCE

PROGRAM

UPDATED WATER AND

WASTEWATER RATES TO

ENSURE FINANCIAL
VIABILITY OF CITY’S WATER

FUND GRANT WRITER &

PURSUE GRANT FUNDING

FOR CITY INITIATIVES

PG&E TURNKEY PROGRAM
53 Housing &
Homelessness
Completion of the Cherry Creek Affordable
Housing Project
Adopted Homelessness Strategic Plan /
Continued Homeless Advisory Mtgs
Adopted Camping Ordinance to address Homeless
Encampments and protection of Critical
Infrastructure
Update of the City’s General Plan Housing
Element – In Process
Close collaboration with Sonoma County for river
vegetation management and metal health and law
enforcement services – In Process
54 Infrastructure

ADVANCED

WATER METER

PROJECT/ WELL

REHABILITATION
SEWER

MAINTENANCE &

REHABILITATION

PROJECT

ASTI ROAD CIP -
$80,000
(FUNDED WITH

IMPACT FEES)
ANNUAL

STRIPING &

PAVEMENT

MAINTENANCE -
$200,000
* W. 2ND STREET
* VISTA VIEW
PARK

IMPROVEMENTS

AT CITY &

FURBER PARK

COMPLETE

STREETS SAFETY

ASSESSMENT BY
U.C. BERKELEY
55 Information Technology
Improvements to the City
Website
Investment in online
permitting and permit
software
Investment in budget
transparency software
Cybersecurity Enhancements
– Multifactor Authentication
for access to the City’s IT
systems
56 Planning & Sustainability
 Continued Processing Baumgardner Development and Bi Du Khaale Tribal Housing Projects  Processed Planning Applications, 101 N., Alexander Valley Medical, Affordable Housing  Rate & Apportionment Study for Community Facility District for FD  Housing Element Update
 Updated Code Enforcement Ordinance / and program initiation  South Cloverdale Infrastructure Study
Updated Downtown Commercial Zoning District / Transit Oriented Zoning District  Response to Grand Jury inquiry regarding affordable housing  Expanded use of online permitting- including special event permit Vehicle Miles Traveled (VMT) Circulation Element Amendment 57 Parks
Reorganization of the Parks Department – Creation of a Parks Superintendent Position and Maintenance Worker, initiate recreation department
Implementation of Park Improvement projects – Pickleball, Plaza Restrooms, City Park Basketball Courts, and Dog Park Pursue acquisition of 200 ac. Lyda Ranch Open Space
Implementation/Completion of Vegetation Management
Project at Porterfield Creek Open Space
Updated Parks Website
58 Parks -
Maintenance
Senior Center, Police Station, Arbors – Painting
Brush Chipping: All parks
Preventative Tree Pruning - Clark Park, Library, River Park, Plaza, Senior Center
Preventative Tree Pruning - 2nd St City Park & Furber Park 2nd St City Park Repave
NEW: Recreation Dept. - venue rental/hiring PT coaches & sports equipment – In Progress
Implement Security for Parks (Furber & Clark Park) – In progress Purchase New Chipper & Dump Truck - Completed
59 Public Safety & Emergency Preparedness
Approval of a 10th Police Officer Renewal of Animal Services Contract Ballot Measure for fireworks
Emergency Preparedness –
Update of Emergency
Operation Plan
• Implementation of the Resilient
Cloverdale and CloveReady initiatives
to bolster emergency preparedness
and readiness.

Preparation of Hazard
Mitigation Grant Application
for backup generation at the
Corps Yard.
60 Public Safety Accomplishments
10th Police Officer
Council approval to hire
Implement the School Resource Officer (SRO) program ($50,000) Shared cost CUSD Council approval/hiring incentive
Police Vehicle Upgrades
Purchased two new Dodge Chargers to replace the aging fleet Animal Control Services
Council approval to renew the contract
No longer CSO responsibility-shift in priorities
61 Emergency Preparedness Accomplishments
Resilient Cloverdale & CloveReady Campaign
Council approved a two-year commitment $100,000 to enhance emergency preparedness Provides for neighborhood outreach programs, and the interactive website Radar trailer and messaging board purchase
CalOES grant application
Successfully submitted a Hazard Mitigation Grant through CalOES Critical Infrastructure site
Intended for the purchase and installation of a large generator Installation at the Corp Yard for backup generation during emergencies 62 Staff
Recommendation:

1. Conduct an assessment of the existing budget goal
statements.

2. Review accomplishments during the fiscal year including projects still in progress.

3. Discuss current workplan initiatives for FY 2022-23 and FY 2023-24 and provide feedback

4. Update/modify existing goals that Council would like to continue and add key strategies or objectives that will focus the goal statements and enable measurable achievement of progress

5. Add new goals that reflects the Council’s and staff’s proposed workplan for the coming year.
63 Questions & Comments
64 City Council/Successor Agency
Agenda Item Summary Agenda Item:

Meeting Date:

H.2
February 8, 2023
Agenda Section:

New Business
Staff Contact:

Susie Holmes, Finance Director
Agenda Item Title:

Mid-Year Financial Report for Fiscal Year 2022-23
_______________________________________________________________________________________ Recommended Council Action(s):

Accept Mid-Year Financial Report for Fiscal Year 2022-23 ________________________________________________________________________________________ Background:

A budget is a financial plan identifying revenue and expenditures for a defined period of time. On June 8, 2022, the City Council adopted resolution No. 054-2022 approving the biennial operating budget for Fiscal Years 2022-23 and 2023-24 for the City of Cloverdale. The Operating Budget is for the fiscal year beginning July 1, 2022 and ending June 30, 2024.The Fiscal Year 2022-23 adopted budget identified general fund operating revenues and transfers in totaling $10,636,140 and general fund operating expenses (expenditures) and transfers out totaling $11,216,541. Budget reserves totaling $580,401 were required to balance the budget. The adopted budget identified an estimated ending general fund balance on June 30, 2023, in the amount of $6,196,501 or 55.2% reserve balance 15% of which is unreserved. (Fund Balances of the FY 2022-23 budget).
________________________________________________________________________________________ Summary:

The Fiscal Year 2022-23 Budget was developed based on the strategies and goals set forth by the City Council. The budget working goal has been to maintain a sustainable budget, and budget at a level that enables the City to maintain minimum required reserve balances while continuing to plan for the future.

Attached is a mid-year financial report (Attachment A) that provides an overview of the FY 2022-23 budget including expenditures and revenue for the General Fund, major enterprise funds (sewer, water, and airport), special funds (Measure M Transportation Fund) and other special funds. The mid-year financial update covers the 6-month time period from July 1, 2022, to December 31, 2022.

The City Council approved various budget amendments (Attachment B) during the 6-month time period throughout the months of July – December for projects and additional general fund expenditures not known at the time of adoption of the budget totaling $317,088. The budget adjustments reduced the overall general fund reserve balance to 51%. Additional budget amendments for Enterprises Funds have been approved by the City Council including the Water Enterprise Fund in the amount of $56,341 and the Sewer Enterprise Fund in the amount of $43,561.

With the completion of 2021-22 audit, reserve balances will be re-calculated according to the reserve and surplus policies.
65 City Council/Successor Agency Agenda Item Summary
Meeting Date: February 8, 2023
Item No. H.2

Page 2 of 2 ends

________________________________________________________________________________________ Alternative Options:

1. Refer to the Finance Administration & Finance Subcommittee for further review. ________________________________________________________________________________________ Subcommittee Recommendation:

None
________________________________________________________________________________________ Budget/Financial Impact:

None
________________________________________________________________________________________ Attachments:

1. Presentation

2. Mid-Year Financial Report for Fiscal Year 2022-23

3. Budget Adjustment Worksheet for Fiscal Year 2022-23
66 City of
Cloverdale
FISCAL YEAR 2022-23

MID-YEAR REVIEW
67 General Fund
Revenue
68 General Fund Revenue Budget vs Actual
MID-YEAR REPORTING AS OF DECEMBER 31, 2022
General Fund Revenue FY 22-23 Budget YTD as of 12/31/22 % of Total General Taxes $5,557,078 $2,635,830 47%
Operating Transfers In 3,056,440 1,528,220 50%
Charges for Services 111,339 46,969 42%
Overhead & Administration 1,064,236 532,118 50%
Miscellaneous Revenues 231,572 142,477 62%
Intergovernmental Revenue 377,952 7,552 2%
Licenses and Permits 248,085 248,632 100%
Fines & Special Assessments 16,000 21,662 135%
Total General Fund Revenues $10,662,702 $5,163,460 48%
69 City of Cloverdale Property Tax Collected
For the period of July – December for Fiscal Years 2018-19; 2019-20; 2020-21; 2021-22 and 2022-23 $1,335,975.42
$1,406,446.24
$1,583,137.22 $1,565,165.00
$1,630,863
$1,000,000.00
$1,100,000.00
$1,200,000.00
$1,300,000.00
$1,400,000.00
$1,500,000.00
$1,600,000.00
$1,700,000.00
FY 2018-19 FY 2019-20 FY 2020-21 FY 2021-22 FY 2022-23
70 Other General Fund Revenue Sources
For the period of July – December for Fiscal Years 2018-19; 2019-20; 2020-21; 2021-22 and 2022-23 $-
$50,000.00
$100,000.00
$150,000.00
$200,000.00
$250,000.00
$300,000.00
$350,000.00
$400,000.00
$450,000.00
Sales Tax Cannabis Excise Tax Franchise Fees TOT UUT Business License Licenses & Permits 2018-19 2019-20 2020-21 2021-22 2022-23
71 General Fund
Expenditures
72 General Fund Expenditures Budget vs Actual
MID-YEAR REPORTING AS OF DECEMBER 31, 2022
GF Expenditures by Department Budget YTD % of Total
City Administration $2,859,754 $1,217,592 43%
Police Protection & Public Safety 5,067,264 2,529,497 50% Parks & Facilities Maintenance 1,949,778 635,152 33%
Planning & Community Development 785,477 336,866 43%
Building & Engineering 453,954 64,228 14%
Transfer Out to other funds 445,135 222,568 50%
Total General Fund Expenditures $11,116,227 $4,783,334 43% 73 City of Cloverdale General Fund Expenditures by Type For the period of July – December for Fiscal Year 2022-23 Wages & Benefits Expense,
$2,857,411.27 , 60%
Conference & Training Expense,
$18,685.46
Membership Dues/Subscriptions,
$12,123.00
Operating Expenditures
$228,372.35 , 5%
Repairs and Maintenance,
$51,823.46 , 1%
Contracted Services,
$1,218,084.49 , 25%
Grants and Other Govt Services,
$27,407.08 , 1%
Capital Outlay, $369,727.11 , 8%
Description
Wages & Benefits Expense
Conference & Training Expense
Membership Dues/Subscriptions
Operating Expenditures
Repairs and Maintenance
Contracted Services
Debt Payment Expense
Interest Expense
Grants and Other Govt Services
Capital Outlay
Other Financing Uses
74 General Fund Expenditures by Department
For the period of July – December for Fiscal Year 2022-23 City Administration
$1,217,592
26%
Police Protection & Public Safety
2,529,497
53%
Parks & Facilities Maintenance
635,152
13%
Planning & Community Development
336,866
7%
Building & Engineering
64,228
1%
City Administration
Police Protection & Public Safety
Parks & Facilities Maintenance
Planning & Community
Development
Building & Engineering
75 General Fund
Fund Balance
76 Budgeted
General Fund
Balances by
Category
AS OF DECEMBER 31, 2022
Assigned Budgeted FY 22-23
Vehicle Replacement $ 146,356
Bldg Mtnce & Repairs 154,821
Comp Absences 85,444
Equipment Replacement 61,348
CIP Water - ARPA 1,145,872
CIP Sewer - ARPA 250,000
CIP General Fund - ARPA 405,760
Total Assigned $ 2,249,601
Committed
Emergency Reserve $ 588,105
Contingency Reserve 1,619,542
Undergrounding 98,400
Total Committed $ 2,306,047
Total Assigned or Reserved $ 4,555,648
Unassigned $ 1,413,765
General Fund Fund Balance $ 5,969,413
Actual General Fund expenditures for FY
2021-22 were lower than the budgeted
amounts. Beginning Fund balances are
anticipated to be higher than identified.

Final General fund expenses and
revenues for FY 2021-22 will be identified
in the finalized audit expected by March
1, 2023. Any additional fund balances
will be treated in accordance with the
City’s Budget Reserve Policy.
77 General Fund Balance Comparison
Audited FY 2016-17 through 2020-21 balance. Budgeted FY 2021-22 and FY 2022-23 balances Assigned $271,660 Assigned $271,660 Assigned $303,298 Assigned $451,448 Assigned $336,040 Assigned $1,533,785
Assigned $2,249,601
Committed
$1,147,634
Committed
$1,441,317
Committed
$1,624,767
Committed
$1,890,714
Committed
$1,924,679
Committed
$2,306,047
Committed
$2,306,047
Unassigned
$524,616
Unassigned
$1,304,886
Unassigned
$2,416,988
Unassigned
$2,740,266
Unassigned
$3,942,888
Unassigned
$2,937,070
Unassigned
$1,413,765
-
1,000,000
2,000,000
3,000,000
4,000,000
5,000,000
6,000,000
7,000,000
8,000,000
FY 2016-17 FY 2017-18 FY 2018-19 FY 2019-20 FY 2020-21 Budget 2021-22 Budget FY 22-23 Assigned Committed Unassigned
78 Public Works CITY OF CLOVERDALE
FISCAL YEAR 2022-23

MID-YEAR REVIEW
79 Public Works Revenue Sources Budget vs Actual
MID-YEAR REPORTING AS OF DECEMBER 31, 2022
Gas Tax Fund Revenues Budget YTD % of
Total
Gas Tax $272,768 $104,399 38%
SB1 – Road Maintenance Rehab 208,184 66,333 30%
Measure M Streets Sales Tax 85,502 26,774 31%
Transfers In 528,879 71,191 13%
Total Revenues $1,095,333 $268,697 25%
80 Public Works Expenditures by Department
Budget vs Actual
MID-YEAR REPORTING AS OF DECEMBER 31, 2022
Public Works Expenditures Budget YTD %
Facilities Maintenance (100) $600,787 $288,308 23%
Parks Maintenance (100) 1,336,491 346,844 40%
Streets Maintenance (210) 749,987 281,936 34%
Storm Drain Maintenance (210) 58,689 17,055 28%
Cemetery (100) 12,500 0 0%
Total Public Works Expenditures $2,758,454 $934,143 34% 81 Water Enterprise CITY OF CLOVERDALE
FISCAL YEAR 2022-23

MID-YEAR REVIEW
82 Water
Enterprise
Revenue
83 Water Enterprise Revenue Budget vs Actual
MID- YEAR REPORTING AS OF DECEMBER 31, 2022
Water Enterprise Revenues Budget YTD %
Water Charges $ 3,382,400 $1,838,542 54%
Penalties 20,000 25,466 127%
Other Revenues 185,148 317,321 171%
Operating Transfers In 382,824 191,412 53%
Total Revenues 3,970,372 $2,372,741 60%
84 Water Enterprise
Revenue Sources
For the period of July – December for Fiscal Years 2017-18; 2018-19; 2019-20; 2020-21; 2021-22 and 2022-23
1,600,000.00
1,700,000.00
1,800,000.00
1,900,000.00
2,000,000.00
2,100,000.00
2,200,000.00
2,300,000.00
Charges for Service
FY 2017-18 FY 2018-19 FY 2019-20 FY 2020-21 FY 2021-22 FY 2022-23 85 Water Enterprise
Charges for Service
For the period of July – December for Fiscal Years 2017-18; 2018-19; 2019-20; 2020-21; 2021-22 and 2022-23 less penalties and surcharge 1,600,000.00
1,650,000.00
1,700,000.00
1,750,000.00
1,800,000.00
1,850,000.00
1,900,000.00
1,950,000.00
2,000,000.00
2,050,000.00
Charges for Service
FY 2017-18 FY 2018-19 FY 2019-20 FY 2020-21 FY 2021-22 FY 2022-23 86 Water
Enterprise
Expenditures
87 Water Enterprise Expenditures Budget vs Actual
MID-YEAR REPORTING AS OF DECEMBER 31, 2022
Water Enterprise Expenditures by Type Budget YTD %
Debt Service $311,173 $119,643 38%
Salaries and Benefits 1,279,574 605,670 46%
Services and Supplies 1,375,605 393,957 26%
Construction/Vehicle Capital Outlay/OH 1,471,312 122,405 11% Total Expenditures $3,640,871 $1,084,776 30%
88 City of Cloverdale General Fund Expenditures by Type For the period of July – December for Fiscal Years 2022-23 Debt Service
119,643.00 9%
Services &
Supplies
393,957.00
32%
Construction/Vehicle
Capital Outlay/OH
122,405.00 10%
Salaries and
Benefits
605,670.00 49%
89 Sewer
Enterprise
Revenue
90 Sewer Enterprise Revenue Budget vs Actual
MID- YEAR REPORTING AS OF DECEMBER 31, 2022
Sewer Enterprise Revenues Budget YTD %
Sewer Charges $ 2,212,000 $ 1,119,965 50%
Penalties 7,000 6,902.37 99%
Industrial WW Permits 10,000 5,638 56%
Interest Income 7,500 844 11%
Transfers 157,962 78,981 50%
Total Revenues $ 2,394,462 $ 1,212,330 51%
91 Sewer Enterprise Revenue Sources
For the period of July – December for Fiscal Years 2018-19; 2019-20; 2020-21; and 2022-23 $-
$200,000.00
$400,000.00
$600,000.00
$800,000.00
$1,000,000.00
$1,200,000.00
Charges for Services Misc Revenues Interest Income Transfers In 18-19 Actual 19-20 Actual 20-21 Actual YTD 21-22 YTD 22-23 92 Sewer
Enterprise
Expenditures
93 Sewer Enterprise Expenditures Budget vs Actual
MID-YEAR REPORTING AS OF DECEMBER 31, 2022
Sewer Enterprise Expenditures by Type Budget YTD %
Debt Service $ 12,932 6,735 52%
Salaries & Benefits 1,045,280 491,313 47%
Services and Supplies 1,026,495 379,322 37%
Construction/Capital/Transfers
Out/OH/Contingency 510,000 61,726 12%
Total Expenditures $ 2,594,708 $ 939,097 36%
94 Sewer
Enterprise Fund
Expenditures by
Type
For the period of July – December for
Fiscal Years 2022-23
Debt Service,
$6,735 , 1%
Salaries & Benefits,
$491,313 , 52%
Services and
Supplies, $379,322 ,
40%
Construction/Capital/Transf
ers Out/OH/Contingency,
$61,726 , 7%
95 Airport Enterprise
CITY OF CLOVERDALE FISCAL YEAR 2022-23 MID-YEAR REVIEW
96 Airport Enterprise Revenue Budget vs Actual
MID-YEAR REPORTING AS OF DECEMBER 31, 2022
Airport Revenues Budget YTD %
Grants for Operations $ 222,625 $ - 0%
Fuel Sales 71,000 28,665 40%
Rents & Royalties 57,942 26,494 46%
Transfers In 42,726 21,363 50%
Total Revenues $ 394,293 $ 76,522 19%
97 Airport Enterprise Expense Budget vs Actual
MID-YEAR REPORTING AS OF DECEMBER 31, 2022
Airport Expenses by Type Budget FY 2022-23 YTD 12/31/2022 % Salaries and Benefits $ 12,828 $ 6,631 51%
Services and Supplies 125,755 16,211 13%
Capital Improvement/OH 255,711 - 0%
Total Expenses $ 394,294 $ 22,843 5%
98 Brief Overview
Revenues are expected to meet or exceed the budgeted amounts for FY 2022-23 Expenses are expected to meet or exceed the currently budgeted amounts.

Fund Balances will be updated when audited financials are available, staff anticipated that the General Fund, fund balance will increase based on actual expenditures coming in lower than budgeted.
99 Questions? CITY OF CLOVERDALE
FISCAL YEAR 2022-23

MID-YEAR REVIEW
100

MID-YEAR FINANCIAL REPORT
December 31, 2022
1 THE GENERAL FUND
The General Fund revenue sources are outlined below. Revenues are about 48% of budget at midyear, which is typical due to the timing of payments for franchise fees and sales tax. Property tax is estimated to increase 4% over the previous year. Cannabis Excise Tax was expected to decline based on the change in cannabis tax rates in March of 2022. However, the actual tax received is even lower and is 7% lower than budgeted. Sales Tax received is 31% of the amount in the adopted budget with 2/3 of the payments received from the state. At Mid-Year Transient Occupancy Tax received is at 51% of budget. As of December 31, 2022, the City has received approximately 52% of the budgeted Utility User Tax revenue. Operating Transfers and the annual overhead allocation are calculated and recorded at year-end; a 50% placeholder has been assigned to these line items.

Overall, General Fund revenues are projected to be at or slightly above budget for the fiscal year.

The FY 2022-23 estimated ending General Fund unassigned fund balance corresponds to a budget reserve of 27.5% and a total reserve balance of 68.1%.

General Fund Revenue FY 22-23 Budget YTD as of 12/31/22 % of Total General Taxes $5,557,078 $2,635,830 47%
Operating Transfers In 3,056,440 1,528,220 50%
Charges for Services 119,539 46,969 39%
Overhead & Administration 1,064,236 532,118 50%
Miscellaneous Revenues 231,572 142,477 62%
Intergovernmental Revenue 377,952 7,552 2%
Licenses and Permits 248,085 248,632 100%
Fines & Special Assessments 16,000 21,662 135%
Total General Fund Revenues $10,670,902 $5,163,460 48%
A more reasonable indicator of General Fund trends at this point in time is a snapshot of the yearto-date expenditures for activities such as City administration, police protection, planning and building, parks and recreation, and public works. The table below reports expenditures by department.

GF Expenditures by Department Budget YTD % of Total
City Administration $2,859,754 $1,217,592 43%
Police Protection & Public Safety 5,067,264 2,529,497 50% Parks & Facilities Maintenance 1,949,778 635,152 33%
Planning & Community Development 785,477 336,866 43%
Building & Engineering 453,954 64,228 14%
Transfer Out to other funds 445,135 222,568 50%
Total General Fund Expenditures $11,116,227 $4,783,334 43% 101

MID-YEAR FINANCIAL REPORT
December 31, 2022
2 Street and Storm Drain expenses are reported in the Gas Tax Fund, Fund 210. Any deficit in the Gas Tax Fund will be cleared at year-end with a transfer out from the General Fund.

General Fund expenditures are on target on December 31st, with Planning at 43% and Building & Engineering at 14% of budget. These funds are expected to be at 100% of budget by year end.

Salaries & Benefits are at 52% of budget, Services & Supplies at 37 and Capital Outlay which includes plaza restroom, basketball courts and pickleball court projects.

Transfers Out of the General Fund included in the budget total $445,135, consists of the following transfers: annual payment to the Successor Agency, which is made in January; a transfer to cover Gas Tax Fund deficit; Porterfield Creek Open Space non-construction expenses; Airport Fund deficit; Parks and Lighting and Landscape Districts deficit and contributions.

GF Expenditures by Type Budget YTD % of Total
Salaries & Benefits $5,474,539 $2,857,411 52%
Services & Supplies 4,253,404 1,555,813 37%
Transfers Out 445,135 - 0%
Capital Outlay 1,108,392 369,727 33%
Total General Fund Expenditures $11,281,470 $4,782,951 42% 102

MID-YEAR FINANCIAL REPORT
December 31, 2022
3 PUBLIC WORKS
Year to date expenses in the public works departments are slightly under budget. Facilities Maintenance expenses are about 23% of the budget; Expenses in the Parks Department are at 40% of budget at mid-year. In the Gas Tax Fund, Street Maintenance expenses are about 34% of budget and Storm Drain Maintenance is at 28%. Expenses are expected to come closer to the budget by year-end.

Public Works Expenditures Budget YTD %
Facilities Maintenance (100) $600,787 $288,308 23%
Parks Maintenance (100) 1,336,491 346,844 40%
Streets Maintenance (210) 749,987 281,936 34%
Storm Drain Maintenance (210) 58,689 17,055 28%
Cemetery (100) 12,500 0 0%
Total Public Works Expenditures $2,758,454 $934,143 34%

GAS TAX FUND
With the release of SB1 the estimate for Cloverdale, for the current fiscal year, gas tax revenues increased from previous year estimate of $423,316 to $480,952, a difference of $57,636. As of December 31st, we have received 35% of budget.

TRANSPORTATION
The City receives a portion of Measure M sales tax collected by the County of Sonoma to fund transportation projects. The City’s portion of these funds is estimated to be $85,502 of which 31% has been received year-to-date. On July 1, 2022 there was a roll-over balance of approximately $320,495 which is available to fund future projects and/or maintenance.

Gas Tax Fund Revenues Budget YTD % of Total
Gas Tax $272,768 $104,399 38%
SB1 – Road Maintenance Rehab 208,184 66,333 30%
Measure M Streets Sales Tax 85,502 26,774 31%
Transfers In 528,879 71,191 13%
Total Revenues $1,095,333 $268,697 25%
103

MID-YEAR FINANCIAL REPORT
December 31, 2022
4 RETIREMENT FUND
The City of Cloverdale funds a portion of its employee retirement costs through an Ad Valorem tax approved by the voters in 1974. Each year a calculation is made to estimate the annual cost of retirement benefits, plus reserves. In August of 2022 the City Council set the rate at $0.098 per one hundred dollars of full assessed valuation to stabilize reserves in the fund and keep the tax rate at a reasonable level. Based on the first installment of property taxes received in December, and the estimated cost of retirement expenses on June 30, 2023, we expect the reserve account to end the fiscal year with a balance of approximately $950,000.

PORTERFIELD OPEN SPACE DISTRICT
In 2011 the Sonoma County Agricultural Preservation and Open Space District (District) transferred ownership of 250 acres of land located on Skyview Drive, known as the Clover Springs property, to the City of Cloverdale for scenic and natural resource protection, and for recreational and educational use. The District also provided the City with a $275,000 endowment to be used for planning and development of a park and preserve on the property and provided a draft trail and native plant regeneration plan to assist with the planning for uses of the property.

In 2014 the District granted an additional $313,250 to fund project management and administration, CEQA analysis, trails system and bridge design, and permits. The CEQA Initial Study and Mitigated Negative Declaration was completed in the spring of 2016, and the City has contracted with RRM Design Group for trail layout, footbridge, and trailhead final design. The City has established a partnership with the non-profit Sonoma County Trails Council to assist with the planning and construction of the trails project. As of December 31, 2022, the City has utilized all but $25,000 of the grant funds for trail and trailhead construction and peripheral equipment. 104

MID-YEAR FINANCIAL REPORT
December 31, 2022
5 LIGHTING AND LANDSCAPE DISTRICTS
The Cloverdale Landscape & Lighting Assessment District was formed in 1997 beginning with the Jefferson Springs Subdivision. Since that time six other areas have been annexed into the District including The Cottages, Vintage Meadows, Ioli Ranch, Vineyards at Cloverdale, Brookside Terrace and Sunrise Hills.

Each year an annual Engineer's Report is prepared to determine the appropriate annual assessment for each zone within the district. Revenues in each zone are expected to be very close to the projections in the report.

Landscape & Lighting Districts Revenues Budget YTD % of Total Jefferson Springs $14,345 $5,207 36%
Vintage Meadows 70,796 27,212 38%
The Cottages 87,574 28,392 32%
Vineyards @ Cloverdale 10,405 5,113 49%
Ioli Ranch 4,851 2183 45%
Brookside Terrace 11,428 4,571 40%
Sunrise Hills 14,235 6,588 46%
Total $213,634 $79,266 37%
The districts that are not close to the 50% mark are districts that are budgeted to receive General Fund allocation at year-end, if needed.

Expenditures in each zone are at or below budget at mid-year, it is anticipated that the districts will be at budget by year-end as the majority of the expenditures fall in the spring and summer months.

Landscape & Lighting Districts Expenses Budget YTD % of Total Jefferson Springs $21,759 $7,647 35%
Vintage Meadows 90,346 32,390 36%
The Cottages 98,764 33,112 34%
Vineyards @ Cloverdale 13,909 4,038 29%
Ioli Ranch 4,871 1,793 37%
Brookside Terrace 11,344 4,701 41%
Sunrise Hills 25,248 7,958 32%
Total $266,241 $91,639 34%
105

MID-YEAR FINANCIAL REPORT
December 31, 2022
6 The target minimum reserve balance for each zone is 25% of operating expenditures. Jefferson Springs, Vintage Meadows, The Cottages, Vineyards, Ioli Ranch, and Sunrise Hills are expected to end the fiscal year with reserves in the range of 25%. Brookside Terrace, however, is expected to have no reserve balance and an allocation from the General Fund is expected to cover costs associated with this Zone.

WATER ENTERPRISE FUND
Water Charges are just slightly above budget on December 31st. The water rates increased on July 1, 2022, based on the Water Rate Study that was approved on June 9, 2021. Penalties that were discontinued during the COVID pandemic are now being charged. In addition, a Stage 4 Water Shortage Surcharge of 25% was approved on August 11, 2021, and continues. The City charges a uniform water usage rate for all residential and non-residential customers.

Water charges are at 54% a five percent increase over the prior year and still less that the typical 58% of revenues received between July 1 and December 31 each year. The water charges do not include the water shortage surcharge. Revenues are based on billing totals, not receipts, as of 1/19/2022 there are 114 past due accounts totaling $7,907 a $65,000 decrease over last year. The decrease is due in part to the City applying for and receiving grant funds from the state for those accounts that had a past due amount for the period of March 4, 2020, to June 15, 2021.

Expenditures in the Water Fund are below budget as of December 31st are on target. The large discrepancy in Operations is due to the timing of construction projects and the allocation of overhead, which will be completed at year-end.

Water Fund Expenses by Department Budget YTD %
Debt Service $311,173 $119,643 38%
Metering & Revenue 340,995 170,513 50%
Operations/Distribution 3,482,322 895,640 26%
Total Expenses $4,134,490 $1,185,796 29%
Water Enterprise Revenues Budget YTD %
Water Charges $3,382,400 $1,838,542 54%
Penalties 20,000 25,466 127%
Other Revenues 185,148 317,321 171%
Operating Transfers In 382,824 191,412 53%
Total Revenues $3,970,372 $2,372,741 60%
106

MID-YEAR FINANCIAL REPORT
December 31, 2022
7 Most of the expense categories are expected to be within the amounts in the budget.

SEWER ENTERPRISE FUND
Sewer Charges are as expected and budgeted. Rates increased on July 1, 2022, based on the Wastewater Rate Study approved on June 9, 2021. Revenues are based on billing totals, not receipts, as of 1/19/2022 there are 114 past-due accounts totaling $5,625, a decrease of more than $37,000 from last year at this time. The decrease is due in part to the City applying for and receiving grant funds from the state for those accounts that had a past due amount for the period of March 4, 2020, to June 15, 2021.

Sewer Enterprise Revenues Budget YTD %
Sewer Charges $2,212,000 $1,119,965 50%
Penalties 7,000 6,902.37 99%
Industrial WW Permits 10,000 5,638 56%
Interest Income 7,500 844 11%
Transfers 157,962 78981 50%
Total Revenues $2,394,462 $1,212,330 51%
Overall, the Sewer Fund is on target and in good fiscal shape. Overhead is calculated at the end of the year and several large projects are budgeted for the 3rd and 4th Quarters of Fiscal Year 2022- 23 including SCADA System Installation, Sewer Main Slip Lining, and blower replacements Sewer Enterprise Expenditures by Type Budget YTD %
Debt Service $12,932 6,735 52%
Salaries & Benefits 1,045,280 491,313 47%
Services and Supplies 1,026,495 379,322 37%
Construction/Capital/Transfers Out/OH/Contingency 510,000 61,726 12% Total Expenditures $2,594,708 $939,097 36%
Water Enterprise Expenditures by Type Budget YTD %
Debt Service $311,173 $119,643 38%
Salaries and Benefits 1,279,574.00 605,670 46%
Services and Supplies 1,375,605.00 393,957 26%
Construction/Vehicle Capital Outlay/OH 1,471,312.00 122,405 11% Total Expenditures $3,640,871 $1,084,776 30%
107

MID-YEAR FINANCIAL REPORT
December 31, 2022
8 AIRPORT ENTERPRISE FUND
Included in the airport hangar rental is an insurance policy which is reimbursed by tenant in the amount of $3,500 which is offset by expenditures in the same amount. Income from the sale of fuel is at 40% of budget. The City receives a $10,000 annual grant for operations which has not yet been received.

The City receives 90% reimbursement of expenses incurred for Airport Capital Improvement Projects from the FAA. In the current fiscal year, no funds have yet been expended.

Salaries and benefits are at 51% of budget, and services and supplies below budget. However, we expect the expenses to be at or equal to budget due to the timing of payments for contract services.

The Capital Improvement project budgeted is Infield Drainage Improvement – Environmental Phase.

Airport Expenses by Type Budget YTD %
Salaries and Benefits $12,828 $6,631 51%
Services and Supplies 125,755 16,211 13%
Capital Improvement/OH 255,711 - 0%
Total Expenses $394,294 $22,843 5%
Airport Revenues Budget YTD %
Grants for Operations $ 222,625 $ - 0%
Fuel Sales 71,000 $ 28,665.15 40%
Rents & Royalties 57,942 $ 26,493.84 46%
Transfers In 42,726 $ 21,363.00 50%
Total Revenues $ 394,293 $ 76,522 19%
108

MID-YEAR FINANCIAL REPORT
December 31, 2022
9 REDEVELOPMENT AGENCY
The City of Cloverdale elected to serve as the Successor Agency to the Community Development Agency of the City of Cloverdale when Redevelopment Agencies were dissolved in 2012. The Successor Agency is required to identify its obligations in a Recognized Obligations Payment Schedule (ROPS) in February of each year. The City receives only the amount of tax increment necessary to pay enforceable obligations approved by the Department of Finance (DOF).

At the time the redevelopment agency was dissolved, the County Auditor-Controller was required to complete an Agreed Upon Procedures report, or Due Diligence Review (DDR), to be submitted to the DOF by October 1, 2012. This report was prepared prior to the completion of the City’s audited financial statements and significantly overstated the amount of available cash in the Successor Agency Fund at June 30, 2012. As a result, there has been an on-going operating cash deficit in the fund.

DEVELOPMENT IMPACT FEES
The City of Cloverdale levies development impact fees to finance the planning, design, construction and acquisition of public improvements including facilities and equipment necessary to accommodate future growth and development within the City. The imposition of development impact fees is intended to address the impacts of new residential, commercial, and industrial development and enable the city to fund infrastructure improvements necessary to serve the increase in population associated with growth.

The table below shows the impact fees collected in the first six months of FY 2022-2023 and the ending balance in the Funds on December 31, 2022.

Impact Fees
Beginning Balance
07/01/22
YTD Revenues/Exp
12/31/21
Balance
12/31/22
Admin Impact Fees $36,280 $51,308 $87,588
Thoroughfare Impact Fees 413,537 118,096 531,633
Storm Drain Impact Fees 77,208 6,868 84,076
Quimby Act Impact Fees 225,514 451,844 677,358
Parks & Recreation (Non-Quimby) Fees 829,195 117,539 946,734 Public Safety Impact Fees 15,035 - 15,035
Civic Center Impact Fees 86,710 - 86,710
Corp Yard Impact Fees 418,170 - 418,170
Public Facility Impact Fees 557,729 426,927 984,656
Water Impact Fees 809,161 428,358 1,237,519
Sewer Impact Fees 1,527,235 831,836 2,359,071
Total $4,995,774 $2,432,776 $7,428,550
109

MID-YEAR FINANCIAL REPORT
December 31, 2022
10 The City is recently approved a five-year Capital Improvement Plan (CIP) based on Council determined goals. Through the CIP, the City will be able to systematically plan, schedule, and finance capital projects to ensure cost effectiveness and conformance with established policies.

The City’s CIP encompasses infrastructure projects and equipment purchases over the next five years, using a phased approach to funding projects and equipment replacement needs necessary to maintain the City’s infrastructure assets over a five-year period. 110
BA Estm Ending Reserve BA Estm Ending Reserve BA Estm Ending Reserve Amendment Description: Amount Total Exp UA Fund Balance % Amount Total Exp Fund Balance % Amount Total Exp Fund Balance % Budget FY 22-23 10,771,406 1,730,853 16.07% 3,823,318 2,182,648 57.09% 2,581,775 2,044,346 79.18% 1 8/10/2022 PD Paint and Arbor Stain 49,662 10,821,068 1,681,191 15.54% 3,823,318 2,182,648 57.09% 2,581,775 2,044,346 79.18% 2 9/16/2022 MOUs - COLA & One time bonus 224,102 11,045,170 1,457,089 13.19% 56,341 3,879,659 2,126,307 54.81% 43,561 2,625,336 2,000,785 76.21% 3 11/9/2022 Aluminum Doors 19,324 11,064,494 1,437,765 12.99% 3,879,659 2,126,307 54.81% 2,625,336 2,000,785 76.21% 4 11/9/2022 PW Inspections 24,000 11,088,494 1,413,765 12.75% 3,879,659 2,126,307 54.81% 2,625,336 2,000,785 76.21% 5 11,088,494 1,413,765 12.75% 3,879,659 2,126,307 54.81% 2,625,336 2,000,785 76.21% 6 11,088,494 1,413,765 12.75% 3,879,659 2,126,307 54.81% 2,625,336 2,000,785 76.21% 7 11,088,494 1,413,765 12.75% 3,879,659 2,126,307 54.81% 2,625,336 2,000,785 76.21% 8 11,088,494 1,413,765 12.75% 3,879,659 2,126,307 54.81% 2,625,336 2,000,785 76.21% 9 11,088,494 1,413,765 12.75% 3,879,659 2,126,307 54.81% 2,625,336 2,000,785 76.21% 10 11,088,494 1,413,765 12.75% 3,879,659 2,126,307 54.81% 2,625,336 2,000,785 76.21% 11 11,088,494 1,413,765 12.75% 3,879,659 2,126,307 54.81% 2,625,336 2,000,785 76.21% 12 - 11,088,494 1,413,765 12.75% 3,879,659 2,126,307 54.81% 2,625,336 2,000,785 76.21% 11,088,494 2,625,336
11,088,494 2,625,336
11,088,494 2,625,336
11,088,494 2,625,336
Total 317,088 56,341 43,561
General Fund + Streets Water Enterprise Wastewater Enterprise 111
City Council/Successor Agency
Agenda Item Summary Agenda Item:

Meeting Date:

H.3
February 8, 2023
Agenda Section:

New Business
Staff Contact:

David Kelley, City Manager
Agenda Item Title:

Review Request by Cloverdale Rotary Policy to Install a Flagpole on the Cloverdale Park Plaza for Display of a “Peace” Flag.
________________________________________________________________________________________ Recommended Council Action(s):

Discuss Request by Cloverdale Rotary Policy to Install a Flagpole on the Park Plaza for display of a “Peace” Flag and provide direction to City Staff on Next Steps. ________________________________________________________________________________________ Background:

The City maintains flag poles on City owned property including City Hall, Cloverdale Police Department, Library, City Park and Wastewater Treatment Plant. The U.S. Flag and California State Flag are displayed on City owned/maintained flag poles in accordance with the Federal and State laws (Title 4, Chapter 1 of the United States Code and Sections 430 through 439 of the California Government Code).

From time to time the City has flown commemorative flags including the commemorative flag bringing attention to Violence against Children and the Pride (rainbow) Flag in recognition of Pride Month. On August 10, 2022, the City of Cloverdale adopted a resolution approving flag policy regarding the display of commemorative flags. In order to enable the display of additional Commemorative flag on City owned property, City Council authorization is required.
________________________________________________________________________________________ Summary:

The Cloverdale Rotary Club submitted a request to the City for installation of a flagpole on City property for display of a Commemorative “Peace” Flag”. In collaboration with Rotary staff, City staff reviewed the following locations for installation of a new flagpole:
• Cloverdale City Plaza
• Cloverdale Library, and
• Cloverdale 2nd Street City Park.

As part of review of potential alternative locations for installation of a new flagpole on City maintained property, Cloverdale Rotary Cub requested consideration of the following criteria:
• a Rotary Peace Flagpole should have a bit more prominence than another flagpole; • a "peace" statement be considered a great focal point for the community to meet and hold peace & community vigils; and
• Consideration of a showcase location to promote peace and harmony in the world. 112
City Council/Successor Agency Agenda Item Summary
February 8, 2023
Item No. H.3

Page 2 of 2 ends

After review of possible locations for installation of a flagpole and display of a “peace” flag, Rotary requested that the City support installation of a Rotary provided flagpole and commemorative “peace” flag in the northwest corner of the lawn area on City Park Plaza. Rotary provided six (6) exhibits depicting potential alternative “peace” flags. The alternative flags are shown in Attachment 1. In addition, Rotary provided a specification (Attachment 2) for a flagpole that Rotary would purchase and provide to the City.

Pursuant to the City of Cloverdale’s adopted Flag Policy, the display of a commemorative “Peace” flag at City facilities requires Council Authorization. Staff recommends that the City Council Discuss the request by Cloverdale Rotary Policy to install a Flagpole on the Park Plaza for display of a “Peace” Flag and provide direction to City Staff on next steps including the following:

1. Whether or not to support Rotary’s requested location for installation of a new flagpole and

2. Whether or not to amend the adopted flag policy to include the Rotary “Peace” Flag. ________________________________________________________________________________________ Options:

1. Provide direction on the installation of a flagpole on City Plaza for the display of a Rotary Peace Flag; or

2. Provide alternative direction to City staff and/or refer policy matter to a Council Subcommittee for further deliberation and policy development.
________________________________________________________________________________________ Subcommittee Recommendation:

Installation of a Flagpole and display of a commemorative “Peace “flag by the Cloverdale Rotary Club was not discussed by a Council Subcommittee prior to the matter being reviewed by the City Council. ________________________________________________________________________________________ Budget/Financial Impact:

There is no immediate budget or financial impact associated with providing direction to Staff on Installation of a Flagpole and display of a commemorative “Peace “flag by Rotary. ________________________________________________________________________________________ Attachments:

1. Adopted Flag Policy

2. Cloverdale Rotary Peace Flag Exhibits

3. Rotary Flagpole Specification
113

CITYOF CLOVERDALE

CITY COUNCIL
RESOLUTION NO. 077- 2022

A RESOLUTION OF THE CITY COUNCIL OF THE CITYOF CLOVERDALE APPROVING A POLICY FOR THE

OUTDOOR DISPLAY OF FLAGS
WHEREAS, the City of Cloverdale (City) displays the Flag of the United States and the Flag of the State of California at City facilities; and
WHEREAS, the City has not historically had a flagpole policy regarding the display of such flags or the display of any commemorative flags; and
WHEREAS, the City Council desires to adopt a policy regarding (1) the display of the United States Flag, and the California State Flag; and (2) the display of commemorative flags at City Hall; and WHEREAS, the City's flagpoles are not intended to serve as a forum for free expression by the public, but rather for the display of the Federal, State, and any commemorative flag as may be authorized by the City Council as an expression of the City Council's official sentiments.

NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Cloverdale does hereby adopt the policy, regarding Outdoor Display of Flags, as set forth in the attached Exhibit A.

The foregoing Resolution No. 077-2022 was duly introduced and adopted by the City Council of the City of Cloverdale at its regular meeting held on the 10th day of August 2022 by the following roll call vote:

AYES: (5) Mayor Lands, Vice Mayor Wolter, and Councilmembers: Bagby, Cruz, Palla NOES: (0)
ABSTAIN: (0)
ABSENT: (0)
APPROVED ATTEST:

Todd Lands (Aug 30, 2022 21:47 PDT)
Todd Lands, Mayor
Exhibit A – Cloverdale Flag Policy
Michael Maloney, City Clerk
114

1. Background

OUTDOOR DISPLAY OF FLAGS POLICY
DRAFT
The Cloverdale City Council desires to establish a policy regarding (1) the display of the United States Flag, and the California State Flag; and (2) the display of commemorative flags at the Civic Center and City Green. In adopting this policy, the City Council declares that the City of Cloverdale's flagpoles are not intended to serve as a forum for free expression of the public, but rather for the display of Federal, State, and any commemorative flag as may be authorized by resolution of the City Council as an expression of the City Council's official sentiments. Requests by Councilmembers for commemorative flags must follow Council policies for placing items on Council meeting agendas.

2. Purpose and Scope
The purpose of this Policy is to establish guidance for the outdoor display of flags at City Facilities, including the display of commemorative flags. The Outdoor Display of Flags Policy may be referenced to herein as "this Policy." Nothing in this Policy is intended to control the City's indoor display of flags, including commemorative flags, within City Facilities.

3. Definitions
The following definitions shall apply to this Policy:
"U.S. Flag" means the flag of the United States, as defined by 4 USC 1. "California Flag" means the State Flag of California (also known as the "Bear Flag"), as defined by California Government Code Section 420. "City Facility" means any real property that is owned or operated by the City. "Commemorative Flag" means any flag other than the U.S. Flag or the California Flag.

4. Standards
Flags shall be displayed in accordance with Federal and State statutes, including, but not limited to, Title 4, Chapter 1 of the United States Code and Sections 430 through 439 of the California Government Code, and this Policy. 115

5. Displaying the U.S. Flag and California Flag

5.1 No other flag shall be placed above the U.S. Flag and no other flag shall be larger than the U.S. Flag. Other flags may be flown at the same height and in the same size, in accordance with this Policy. Where both the U.S. Flag and the California Flag are flown, they shall be of the same size.

5.2 Flags should be hoisted briskly and lowered ceremoniously. The U.S. Flag should be hoisted first and lowered last.

5.3 Flags shall be displayed during operating hours on all days on which the City is open for business, and on national and state holidays. Flags may be displayed twenty four (24) hours a day as long as they are illuminated during darkness.

5.4 Flags shall not be displayed during inclement weather. However, allweather flags may be displayed twentyfour (24) hours a day as long as they are illuminated during darkness.

5.5 The City shall display the U.S. Flag and the California Flag at City Facilities. The U.S. Flag shall be displayed in the first position of honor. The California State Flag shall be placed in the second position of honor.

6. Displaying Commemorative Flags

6.1 The City's flagpoles are not intended to serve as a forum for free expression by the public. The City shall display commemorative flags only if authorized by the City Council as an expression of the City Council's official sentiments. Any such authorization shall be given at a duly noticed meeting of the City Council.

6.1.1 The City Council shall only consider a request to display a commemorative flag if the request is made by a member ofthe Cloverdale City Council.

6.1.2 Current Commemorative Flags approved by the City Council include:

Flag Location Time Period
Children’s
Memorial Flag
City Hall April 1 – April
30 Pride Flag City Hall June 1 – June
30 6.2 Commemorative flags shall be displayed for a period of time that is reasonable or customary for the subject that is to be commemorated, but nolonger than thirtyone (31) continuous days, unless City Council expressly authorizes a longer period in accordance with this Policy and to the extent, such display does not conflict with Federal and State laws.
116

6.3 Commemorative flags shall be displayed exclusively on the City Hall Flagpole and shall not be displayed on flagpoles at the Police Station, Public Works Corporation Yard, Library, City Park, or Senior Center unless an alternative location is approved by the City Council.

6.4 Commemorative flags displayed on the City Hall flagpole shall be displayed in the last position of honor.

7. Displaying Flags at HalfStaff

7.1 Only the U.S. President or Governor of California can order the U.S. Flag or California State Flag to fly at halfstaff. Itshall be City custom to follow the lead of the federal and state governments when the President and/or Governor orders the flags to be flown at halfstaff.

7.2 Whenever the U.S. Flag is flown at halfstaff, all displayed flags shall also be flown at halfstaff. When lowering a flag to halfstaff, the flag shall first be hoisted to its peak for an instant and then lowered to halfstaff. At the end of the day, the flag shall again be raised to its peak before being lowered for the day.
117
Created: 2022-08-23
By:

Status:

Transaction ID:

Mike Maloney ([email protected])
Signed
CBJCHBCAABAAgDDhsT6KNyIAPQSVW4jidj2U704j00nP
Resolution No. 077-2022 - Flag Policy
Final Audit Report 2022-08-31
"Resolution No. 077-2022 - Flag Policy" History
Document created by Mike Maloney ([email protected]) 2022-08-23 - 5:00:41 PM GMT
Document emailed to [email protected] for signature 2022-08-23 - 5:01:07 PM GMT
Email viewed by [email protected]
2022-08-31 - 4:01:15 AM GMT
New document URL requested by [email protected] 2022-08-31 - 4:01:17 AM GMT
Signer [email protected] entered name at signing as Todd Lands 2022-08-31 - 4:47:08 AM GMT
Document e-signed by Todd Lands ([email protected]) Signature Date: 2022-08-31 - 4:47:10 AM GMT - Time Source: server Agreement completed.
2022-08-31 - 4:47:10 AM GMT
118
Proposed Rotary Flag Examples
Example 1 – Blue Peace Circles
Example 2 – Rainbow Peace Symbols with Doves
119
Proposed Rotary Flag Examples
Example 3 – Tie dyed Peace Symbol
Example 4 – World Flags
120
Proposed Rotary Flag Examples
Example 5 – Hope Love Equality Inclusion Kindness
Example 6 – Green Peace Flag with Doves
121
Single sheave truck, cast aluminum
revolving, non-fouling, internal
halyard truck
Neoprene coated 2" diameter
steel counterweight
Aluminum flash collar
3000 PSI concrete
Hardwood wedges
(supplied by others)
Dry sand tightly tamped
after aligning pole
Foundation sleeve -16 ga
hot dip galvanized steel
Steel centering wedges
1/4" Steel base plate
1/4" Steel support plate
welded to grounding spike
Tapered portion: 17'-3" Straight portion: 15'-9"
Project:

Location:

Architect:

Contractor
Customer:

EDER FLAG

MANUFACTURING COMPANY
1000 W. Rawson Avenue
Oak Creek, WI 53154
Date:

Revision:

Job:

Overall length: 33'-0"
Foundation: 3'-6" Access door : 4' - 0"
Model ECA30 IH
8"
16"
30"
12"
6"
Exposed height: 30'-0"
Ground set tapered aluminum flagpole: ALLOY: 6063T6
Exposed height: 30'-0" Overall height: 33'-0"
Ship in 1 section Butt diameter: 6"
Top diameter: 3-1/2" Wall thickness: .156"
Finish: 100 grit polish
Filename: ECA30 IH single sheave_revolving truck.ai
3'-0"
All shafts with overall
length of more than
38'-6" are shipped in
two sections.

Each section matched marked
for field assembly. Exposed
portion of jam sleeve must
be well lubricated prior to
assembly.
1-1/2" maximum shop
gap allowed for field fitting
(ram for tight joint)
Winch Detail
Nylon beaded retainer ring
1/8" x 7x19 Mil-C-5424
Stainless steel aircraft cable
Gearless, self locking direct
drive winch with six tumbler
cylinder lock
Revolving non-fouling internal halyard
truck, cast aluminum body, 26
stainless steel ball bearings,
and 2-1/2" diameter plated
steel sheave.

Standard flag arrangement:
5' x 8'
122
City Council/Successor Agency
Agenda Item Summary Agenda Item:

Meeting Date:

H.4
February 8, 2023
Agenda Section:

Consent
Staff Contact:

Mike Maloney, City Clerk
Agenda Item Title:

City Of Cloverdale Travel, Advance, And Reimbursement Policy ________________________________________________________________________________________ Recommended Council Action(s):

Adopt a Resolution Entitled, “Resolution of the City Council of the City of Cloverdale Approving a Travel, Advance, and Reimbursement Policy.”
________________________________________________________________________________________ Background/Summary
It is the intent of the City of Cloverdale to reimburse City Council members and Senior staff traveling on authorized City business for all legitimate expenses incurred as a result of the travel and/or training.

Councilmembers and city staff traveling on official business are expected to exercise care in incurring expenses to minimize the cost to the City in the same manner that a prudent person would exercise if traveling on personal business and expending personal funds. Council members will be responsible for unauthorized costs and any additional expenses incurred for personal preference or convenience.

AB 1234, enacted in 2005, affords cities some discretion in defining reimbursable expenses, provided that the reimbursement policy is set forth in writing and adopted at a public meeting. In order to comply with AB 1234, City staff develop a Travel policy in conjunction with the City Attorney’s Office. The purpose of this policy is to provide guidance and establish a written policy to Senior Staff, City Council members, and Councilappointed members of City boards and Commissions, on the use and expenditure of City resources for advances and reimbursement of necessary expenses.
________________________________________________________________________________________ Alternative Options:

1. Do not adopt the Resolution;

2. Provide Alternative Direction to City Staff and/or Refer to a Council Subcommittee for further review. ________________________________________________________________________________________ Subcommittee Recommendation:

The Draft City of Cloverdale Travel, Advance, And Reimbursement Policy was reviewed by the Finance Administration & Police Subcommittee and recommended for Council consideration. ________________________________________________________________________________________ Budget/Financial Impact:

There is no direct budget impact related to adoption of the City Of Cloverdale Travel, Advance, And Reimbursement Policy.
________________________________________________________________________________________ Attachments:

1. Resolution

2. Exhibit A - Travel and Advance Policy

3. Exhibit B - Reimbursement Form
123

CITY OF CLOVERDALE

CITY COUNCIL
RESOLUTION NO. XX-2023

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CLOVERDALE

APPROVING A TRAVEL, ADVANCE, AND REIMBURSEMENT POLICY
WHEREAS, the State of California enacted AB 1234, requiring the adoption of a travel and expense reimbursement policy as a condition precedent to the City’s reimbursement of expenses incurred by a Councilmember; and
WHEREAS, the City has developed a Travel, Advance, and Reimbursement Policy in order to implement and satisfy the State requirements of AB 1234 and promote sound financial management practices; and WHEREAS, the City of Cloverdale takes stewardship over the use of its limited public resources seriously.

Public resources should only be used when there is a substantial benefit to the City; and WHEREAS, the City of Cloverdale recognized the constructive value of professional conferences, seminars, meetings, and trainings and provides necessary travel funds and reimbursement; and WHEREAS, the purpose of this policy is to provide guidance, clear standards, and criteria to Senior Staff, City Councilmembers, and Council-appointed members of City boards and Commissions by establishing a written policy on the use and expenditure of City resources for advances and reimbursement of necessary expenses properly incurred; and
NOW, THEREFORE BE IT RESOLVED, that the City Council of the City of Cloverdale does hereby adopt the travel, advance, and reimbursement policy and authorize the City Manager or her designee to implement the policy.

AYES:

NOES:

ABSENT:

ABSTAIN:

Approve: Attest:
_________________________ _________________________________ Todd Lands, Mayor Mike Maloney, City Clerk
124

Page 1 of 6 ends

CITY OF CLOVERDALE

TRAVEL, ADVANCE, AND REIMBURSEMENT POLICY

BACKGROUND
The City of Cloverdale (“City”) takes stewardship over the use of its limited public resources seriously. Public resources should only be used when there is a substantial benefit to the City.

PURPOSE
The purpose of this Policy is to provide guidance and establish a written policy to Senior Staff, City Council Members, and Council-appointed members of City Boards and Commissions on the use and expenditure of City resources for advances and reimbursement of necessary expenses.

These rules and guidelines are designed to safeguard public funds and to ensure that City personnel is using the most economical and welldocumented procedures in a consistent manner.

GENERAL POLICY
The City recognizes that, in some instances, it is necessary and/or convenient for authorized City personnel to incur expenses for travel, training, and other business purposes in connection with the official business of the City. Additionally, the City recognizes the benefit of attendance at meetings, conferences, and other functions which advance professional knowledge and provide opportunities to exchange information related to local government operations and issues. The policy of the City is to pay or reimburse City personnel for such expenses, travel, and fees that a reasonable and prudent person would incur when traveling on official business and which serve a City purpose and are deemed necessary and/or advantageous to the City.

LIMITATIONS
Travel and meeting expenditures shall not exceed the approved budget, except with justification and documentation, and shall be consistent with associated policies established by the City. Eligible City personnel is entitled to claim reimbursement for actual, reasonable, and necessary expenses for eligible expenses incurred in the discharge of their official duties, subject to the limitations set forth herein.

California Government Code section 53232 et seq. provides restrictions on expense reimbursements paid to members of legislative bodies, which include members of the City Council, appointed officials, and members of special boards, commissions, and committees created by ordinance, resolution, or formal action of the City Council. Members of a legislative body may only be reimbursed for actual and necessary expenses incurred in the performance of official duties, and their travel claims must be accompanied by receipts documenting each expense.

ADMINISTRATION
It shall be the responsibility of the City Manager to administer these procedures. The Finance Director shall assist the City Manager in the administration of this regulation, and the dissemination and review of forms, receipts, documentation, and other information necessary to process and audit claims.

POLICY
SECTION 1 – ELIGIBLE PERSONNEL
Expenses are authorized for City Council Members, appointed officials, members of special boards, commissions, committees, employees, or other personnel approved by the City Manager (“City personnel”).

SECTION 2 - AUTHORIZED EXPENSES
City funds, equipment, supplies (including letterhead), titles, and staff time must only be used for authorized City business. Expenses incurred in connection with the following types of activities generally constitute authorized expenses provided they are included in the Adopted Budget, and the other requirements of this Policy are met:
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Page 2 of 6 ends

1. Communicating with representatives of regional, state, and national government on City policy positions;

2. Registration fees for attending conferences, seminars, conventions, meetings, or other training of professional societies or community organizations;

3. Participating in regional, state, and national organizations whose activities affect the City's interests;

4. Recognizing service to the City and commemorating events of significance to the City;

5. Implementing a City-approved strategy for attracting or retaining businesses to the City, which will typically involve at least one staff member;

6. Meetings such as those listed above for which a meeting stipend is expressly authorized under the law and/or this Policy;

7. Attending City events;

8. Purchase of necessary training or conference materials or supplies; and

9. Unforeseen or unusual expenses which are justified, necessary, and substantiated The following expenses also require prior City Council approval:

1. International and out-of-state travel for Officials; and

2. Expenses which exceed the annual budget established by the City Council for travel expenses.

SECTION 3 - UNAUTHORIZED EXPENSES
Examples of personal expenses that the City will not reimburse include, but are not limited to:

1. The personal portion of any trip;

2. Political or charitable contributions or events;

3. Expenses for which travelers receive reimbursement from another agency;

4. Family expenses, including partner's expenses when accompanying attendees on City related business, as well as children or petrelated expenses, unless such expenses are required to accommodate a disability;

5. Entertainment expenses that are not included in the standard registration or event programming, examples include: theater, movies (either in-room or at the theater), sporting events (including gym, massage, and/or golf-related expenses), or other recreational events;

6. Non-mileage personal automobile expenses, including repairs, traffic citations, insurance, or gasoline; and

7. Personal losses incurred while on City business.

SECTION 4 - COST CONTROL
To conserve City resources and keep expenses within community standards for staff and public officials, expenditures should adhere to the following guidelines. In the event that expenses are incurred which exceed the guidelines, the cost borne or reimbursed by the City will be limited to the costs that fall within the guidelines. City personnel are required to submit the official Travel, Advance, & Reimbursement request to the Finance Department prior to booking to ensure funding availability. 126

Page 3 of 6 ends

Reimbursement of costs shall be based on the minimum number of days and hours required to transact City business. Costs incurred due to early or late arrival shall be at the traveler’s expense unless it is shown that the savings in airfare outweigh other costs. In that event, it is up to the traveler’s discretion as to whether he or she wishes to take advantage of the reduced airfare by traveling at an earlier/later date.

Travel arrangements should be made as far in advance as possible to obtain the best possible fares and rates. If travel arrangements must be canceled for any reason, the person who made the arrangements shall cancel them in sufficient time to prevent the City from incurring unnecessary costs. Any charge for an unused reservation shall be considered the travelers personal expense unless failure to cancel the reservation was due to circumstances beyond their control.

1. Conferences/Meetings
Fees charged for registration to attend City business-related conferences, meetings, and training are allowable expenses and will be reimbursed by the City. Registrations are to be handled by the attending party.

2. Lodging
Lodging expenses will be reimbursed or paid for when travel on official City business reasonably requires an overnight stay. Unless otherwise determined by the City Manager, an overnight stay is reasonably necessary if available travel options would not allow City personnel to return home before 6 p.m. If such lodging is in connection with a conference, lodging expenses must not exceed the group rate published by the conference sponsor for the meeting in question if such rates are available at the time of booking. If group rates are not available, reimbursement shall not exceed available government rates established at the time of travel. If government rates are not available, reimbursement for lodging expenses shall not exceed one hundred and fifty percent (150%) of the GSA per diem limits (see www.gsa.gov), and any charges in excess will be the responsibility of the traveler.

City personnel will be expected to be prudent in the choice of lodging and, if overnight stay is required, will submit proper documentation to justify the expense. The City Manager or Finance Director will approve the lodging as part of the approval of the travel request and reserves the right to determine which lodging is prudent based on economic, comfort, safety, and reasonability considerations. If lodging is required in connection with a conference or activity, lodging shall be at the location where the conference or activity is being held.
a. Hotel Internet
Hotel internet costs related to City business are reimbursable.

3. Transportation
The most economical mode and class of transportation reasonably consistent with scheduling needs and cargo space requirements must be used, using the most direct and time-efficient route. Government and group rates must be used when available. a. Airfare
The City of Cloverdale has no negotiated air discounts; thus, air travel should be booked by the attendee with the airline that offers the best fare and routing for the destination. Advance arrangements for air travel should be made in order to receive the best rate for the travel period. All air travel on City business will be reimbursed at the coach/economy class rate, and any upgrade cost will be the responsibility of the traveler. Air travel is expected to be arranged via the most direct route available.

Employees traveling are encouraged to obtain the most economical airfare whenever practicable. As applicable, employees may arrive early to take advantage of a reduced airfare if the cost of meals, lodging, etc., for the additional period does not exceed the cost of the regular direct airfare. If air travel would otherwise be the preferred method of travel, but the employee chooses to drive a personal vehicle, the City shall reimburse the lesser amount of airfare versus mileage, parking, and bridge tolls to and from the airport.

Charges or loss of refunds resulting from failure to cancel reservations in accordance with the carrier’s rules and time limits will not be reimbursed unless it can be shown that such failure resulted from circumstances beyond the control of City personnel.

Unused portions of transportation tickets are subject to refund, and when purchased by the City, the individual traveler is responsible for seeing that they are turned in promptly to secure such a refund. 127

Page 4 of 6 ends

i. Baggage Fees
Baggage fees for air travel on City business may be reimbursed for one (1) carry-on, and one (1) checked bag, not to exceed the airline’s posted weight limit. If City personnel checks more than one (1) bag in, an explanation of the circumstances and payment receipts must accompany the claim for reimbursement. ii. Airport Parking
Long-term parking must be used for all air travel exceeding twenty-four (24) hours. Only parking charges during the business portion of the trip are reimbursable.
b. Local Travel
City Personnel and Officials are encouraged to make optimum use of available public transit services and carpooling for local area travel. The following modes of transportation are to be used in the following priority:

1. Public transportation;

2. Privately-owned motor vehicles;

3. Taxis, cabs, or transportation network companies; and

4. Rental cars, after exhausting all other available options. c. Air and Rail Travel
City personnel shall use coach-class or equivalent accommodations for air and rail travel whenever possible. Any additional fees for seat location upgrades, seat spacing upgrades, or preferential boarding will not be reimbursed unless documentation is provided that there were no other reasonable options available and unless authorized by the City Manager for special circumstances (e.g., physical or medical conditions).
d. Automobile
i. Personal Vehicle
Automobile mileage is reimbursed at Internal Revenue Service rates presently in effect (see www.irs.gov). These rates are designed to compensate the driver for gasoline, insurance, maintenance, and other expenses associated with operating the vehicle. This amount does not include bridge and road tolls, which are also reimbursable. When actual mileage exceeds by ten percent (10%) of the reasonable distance between points, City personnel must justify such excess. The inability to do so will result in the reimbursement being based on mileage for the most direct route. The mileage rate of reimbursement will be adjusted as required. City personnel who use their privately-owned motor vehicles for transportation while on official City personnel must carry at least the minimum automobile liability insurance for privately-owned motor vehicles as required by the State of California. Reimbursement for this minimum automobile liability insurance coverage shall not be allowed. When using privately-owned motor vehicles, City personnel will not be reimbursed for any damages that may occur.

Property damage to the automobile owned by City personnel incurred without fault or cause of the traveler shall be reimbursed in an amount up to Two Hundred Fifty Dollars ($250) or the amount of the deductible on the traveler’s auto insurance policy, whichever is the lesser amount, for each accident. The City will assume an assignment of subrogation rights up to the amount expended for recovery of such sums from third parties, known or unknown, at the time of such payment.
ii. City Vehicle
The City’s Vehicle Use Policy Outlines the guidelines for all City vehicle use for conducting City business (If applicable). iii. Car Rental
Rental automobiles may be used when such rental is considered to be more advantageous to the City than the use of other means of transportation. Advance reservations should be made whenever possible, and City personnel is expected to be prudent in the selection of an automobile model. The traveler must obtain full collision coverage. Any additional 128

Page 5 of 6 ends

charge for this coverage will be allowed for reimbursement. The City will reimburse for the most economical rental vehicle if needed for business purposes and is the most cost-effective option for transportation. iv. Bridge Tolls
Bridge tolls are reimbursable expenses. Bay area bridge tolls will be reimbursed based on actual costs as published online by the Bay Area Toll Authority in their toll schedule at the following web address http://www.batolls.info/. Charges for ferries, bridges, tunnels or other toll roads will be allowed. Reasonable charges will also be allowed for necessary parking. v. Taxis/Shuttles/Rideshares (Uber/Lyft)
Taxis, shuttle, or rideshare fares for business purposes will be reimbursed, including a fifteen percent (15%) gratuity per fare only when complimentary transportation is not provided by the event/hotel.

4. MEALS
Meal expenses and associated gratuities will be reimbursed at the following Per Diem rates:

Breakfast: $15
Lunch: $25
Dinner: $40
Meals included in registration fees, whether consumed or not, cannot be claimed for reimbursement under the above schedule.

SECTION 5 - CASH ADVANCE POLICY
From time to time, it may be necessary for City Personnel to request a cash advance to cover anticipated expenses while traveling or doing business on the City's behalf. Such requests for an advance should be submitted to the City Manager fourteen (14) days prior to the need for the advance on a City approved form with the following information:
• The purpose of the expenditure(s);
• The anticipated amount of the expenditure(s) (for example, hotel rates, meal costs, and transportation expenses); and • The dates of the expenditure(s).

Any unused advance must be returned to the City Finance Department within five (5) business days of the traveler’s return, along with an expense report and receipts documenting how the advance was used in compliance with this expense Policy.

In the event the City Manager is uncertain as to whether a request complies with this Policy, the official seeking a cash advance must seek resolution from the City Council. In the event where an expense does not qualify for reimbursement under this Policy, to be reimbursable, the expense shall be approved by the City Council in a public meeting before the expense is incurred, unless the expense is related to lodging in connection with a conference or organized educational activity conducted in compliance with California Government Code § 54952.2(c), including but not limited to ethics training required by Article 2.4 (commencing with §. 53234) of the Government Code.

SECTION 6 - EXPENSE REPORTS
All cash advance expenditures and expense reimbursement requests must be submitted on an expense report form provided by the City. All expenses reported must comply with the City’s policies relating to expenses and use of public resources. The information submitted is a public record. Penalties for misusing public resources and violating the City’s policies include loss of reimbursement privileges, restitution, civil and criminal penalties, as well as additional income tax liability.

Expense reports must document that the expense meets the requirements of this Policy. Council Members, Commissioners, or Staff must submit their expense reports within thirty (30) days of an expense being incurred, accompanied by receipts documenting each expense.

Itemized restaurant receipts, excluding alcohol, in addition to any credit card receipts, are also part of the necessary documentation. The inability to provide such documentation may result in the expense being borne by the Council Members, Commissioners, or Staff.

Itemized receipts shall be obtained and submitted with the expense report. If a receipt cannot be obtained or has been lost for expenses greater than Twenty-Five Dollars ($25), a statement to that effect shall be made on the expense report and the reason given. In the absence of a satisfactory explanation, the amount involved shall not be allowed. 129

Page 6 of 6 ends

All expenses are subject to verification that they comply with this Policy.

SECTION 7 - COMPLIANCE WITH LAWS
Council Members, Commissioners, and Staff should keep in mind that some expenditures may be subject to reporting under the Political Reform Act and other laws. All City expenditures are public records subject to disclosure under the Public Records Act and any other relevant law.

SECTION 8 - VIOLATIONS OF THIS POLICY
Use of public resources or falsifying expense reports in violation of this Policy may result in any or all of the following:
1) Loss of reimbursement privileges;
2) A demand for restitution to the City;
3) The City will report the expenses as income to the elected official to state and federal tax authorities; 4) Civil penalties up to One Thousand Dollars ($1,000) per day and three (3) times the value of the resources used; and/or 5) Prosecution for misuse of public resources.

SECTION 9 - DISCRETION
This Policy does not claim to have addressed all contingencies and conditions. Expenses will be reviewed for reasonableness. Any necessary and reasonable expense that may, from time-to-time be justified due to circumstances or opportunities for the City will be honored upon approval by the Department head or City Manager. Those expenses will be reimbursed to the traveler with adequate documentation and justification. Unnecessary or exorbitant expenses will be disallowed. 130
Attachment 3 - Exhibit B - Reimbursement Form Page 1 of 2

CITY OF CLOVERDALE

REQUEST FOR TRAINING AND REIMBURSEMENT OF TRAINING EXPENSES Instructions:

1. This form is used: (a) to request training, (b) to request reimbursement for approved training expenses, and (c) to complete the training documentation process. All training must be related to City work and approved in advance.

2. To request training, complete Section A and attach a copy of the training registration form and other pertinent information. Present to supervisor, allowing as much time as possible in advance of the scheduled training for approvals.

3. After Section B is completed, this form is returned to the requesting person.

4. To request reimbursement for approved training expenses and/or to complete the training documentation process, complete the schedule of actual expenses under Section A and the certification under Section C. Except for Credit Card receipts, all training receipts must be attached to this form. Within ten days after the training, or as soon as reasonably possible, submit form to supervisor, who will approve and forward to Finance for processing and filing.

5. For Educational Development training, see City/employee MOUs for specific limits and requirements.

Section A – Request for Training
Employee name: Job title:

Department: Division:

Name of training session:

Date(s) and time(s):

Location: Mode of travel:

Purpose / Justification (training must be related to City work):

Expenses:  None  See following schedule
Description
Estimated Expenses –
Complete Before
Training
Actual Expenses – Complete After Training
Paid by City* Paid by
Employee Total
$ $
Totals $ $
*Include City Credit Card charges, but attach credit
card receipts to the Credit Card statement. Amount advanced by City ( ) Amount due employee (City) $
Requesting employee’s signature: ____________________________________ Date:
131
Attachment 3 - Exhibit B - Reimbursement Form Page 2 of 2 Section B – Approval of Request for Training – Please route quickly Supervisor’s approval of request:  Yes  No
If not approved, explain: ______________________________________________________________ Supervisor’s approval of advanced payment of training expenses:  Yes  No If not approved, explain: ______________________________________________________________ Funding:  Department/Division training budget  Educational Development training budget Account coding: _____-___-___-_____-_____-___ %
_____-___-___-_____-_____-___ __________%
_____-___-___-_____-_____-___ __________%
Supervisor’s signature: __________________________________________ Date: _______________ Department Director’s approval: __________________________________ Date: _______________ City Manager’s approval: ______________________________________ Date: ________________ Note: The City Manager shall only approve training requests of $500 or more, or for training held outside the State of California.

Comments: ________________________________________________________________________ Section C – Approval of Expense Reimbursement / Completion of Training Employee’s certification: I certify that the above expenses are reasonable and accurate for the approved training.

A certificate of completion with a passing or “C” grade is attached:  Yes  No  Not applicable Employee’s signature: ___________________________________________ Date: ______________ Reimbursement approved:  Yes  No  Not applicable
Supervisor’s signature: ____________________________________________ Date: _____________ Finance Director’s signature: _________________________________ Date: _____________ Comments: ________________________________________________________________________ 132

Cloverdale City CouncilFebruary 8, 2023

Cloverdale City Council
February 8, 2023