Minutes — Cloverdale City Council, March 13, 2024

City Council Minutes - March 13, 2024 - Page 1 of 5
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, MARCH 13, 2024
6:00 PM

CLOVERDALE PERFORMING ART CENTER
209 N. CLOVERDALE BOULEVARD, CLOVERDALE, CA 95425
A. OPENING PUBLIC SESSION
A.1 Call to Order
Mayor Lands called the meeting to order at 6 p.m.

A.2 Pledge of Allegiance
Mayor Lands led the pledge of allegiance.

A.3 Roll Call

Present: Mayor Lands, Vice Mayor Wheeler, Councilmembers: Bagby, Morgenstern, Wolter

Absent: None.

A.4 Conflict of Interest Declaration
None.

A.5 Agenda Review (Changes and/or Deletions)
None.

B. PUBLIC COMMENTS
Dan Wilson spoke regarding the Recreational Vehicle Parking Ordinance.

Daniel Frankston spoke regarding the Mobile Home Rent Ordinance.

Michelle Blasi spoke regarding the Recreation Vehicle Parking Ordinance.

Denyse Barr spoke regarding the Recreation Vehicle Parking Ordinance.

C. COMMUNICATIONS
None.

City Council Minutes - March 13, 2024 - Page 2 of 5
D. STUDENT LIAISON REPORT
None.

E. PROCLAMATIONS
E.1 American Red Cross Month
Vice Mayor Wheeler read the proclamation and the recipients provided comments.

Recipients: All Purpose Red Cross Volunteer Andy Witthohn and American Red Cross National Incident Command Team member Betsy Witthohn.

E.2 Women's History Month
Mayor Lands read the proclamation and the recipients provided comments.

Recipients: Sonoma County Commission on the Status of Women - Commissioner Gina Fortino Dickson and Marta Cruz-Concepción.

F. PRESENTATIONS
F.1 Cloverdale Chamber of Commerce Presentation on Accomplishments City Manager Kelley introduced the item and Chamber of Commerce Director Hanchett, Assistant Director Hemphill, and the Chamber Board of Directors.

Director Hanchett and Assistant Director Hemphill presented and responded to comments.

City Council received a presentation from the Cloverdale Chamber of Commerce providing an update on activities for Fiscal Year 2032-24 and Update on Scope of Work for Fiscal Year 2024-25 and 2025-26.

G. CONSENT CALENDAR
A motion was made by Vice Mayor Wheeler, seconded by Councilmember 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 Wheeler, Councilmembers: Bagby, Morgenstern, Wolter No: (0)
Abstain: (0)

Absent: (0)
G.1 Approval of Minutes - February 28, 2024
Action: Approved as submitted.

G.2 Purchase of All-Weather Stage Cover for the Plaza Park Stage Action: Resolution Adopted.

City Council Minutes - March 13, 2024 - Page 3 of 5
RESOLUTION NO. 007-2024 ENTITLED: RESOLUTION OF THE CITY OF COUNCIL OF THE CITY

OF CLOVERDALE APPROVING A PURCHASE AGREEMENT WITH REDWOOD EMPIRE AWNING IN THE AMOUNT OF $14,071.85 FOR THE PURCHASE AND INSTALLATION OF A STAGE COVER AWNING, $2,500 FOR COMMERCIAL COOLING FANS AND ELECTRICAL WORK, A 10% CONTINGENCY OF $1,657.00 AND APPROVAL OF A TOTAL PROJECT BUDGET AND BUDGET AMENDMENT IN THE AMOUNT OF $18,229.00 AND AUTHORIZING THE CITY MANAGER TO

EXECUTE SAID PURCHASES
G.3 Amendment No. 5 to Professional Services Agreement with West Yost Associates, Inc. to provide City Engineer Services
Action: Resolution Adopted
RESOLUTION NO. 008-2024 ENTITLED: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CLOVERDALE APPROVING AMENDMENT NO. 5 TO THE PROFESSIONAL SERVICES AGREEMENT WITH WEST YOST, INC. TO PROVIDE PROFESSIONAL CITY ENGINEERING SERVICES, AUTHORIZING THE CITY MANAGER TO EXECUTE AMENDMENT NO. 5 AND APPROVING A BUDGET AMENDMENT TO THE FISCAL YEAR 2023-24 BUDGET G.4 Addendum #1 to the Memorandum of Understanding for School Resource Officer (SRO) between the City of Cloverdale and Cloverdale Unified School District for a School Resource Officer
Action: Resolution Adopted
RESOLUTION NO. 009-2024 ENTITLED: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CLOVERDALE APPROVING AMENDMENT NO. 1 TO THE MEMORANDUM OF

UNDERSTANDING BETWEEN THE CITY OF CLOVERDALE AND CLOVERDALE UNIFIED SCHOOL

DISTRICT FOR A SCHOOL RESOURCE OFFICER AND AUTHORIZING THE CITY MANAGER TO

EXECUTE SAID AGREEMENT
H. PUBLIC HEARINGS
None.

I. NEW BUSINESS
I.1 Sign onto the Town of Windsor’s Letter of Commitment for a Regional Biosolids Facility City Manager Kelley introduced the item and City Engineer Apodaca presented and responded to Councilmember inquiries and comments.

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

RESOLUTION NO. 010-2024 ENTITLED: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CLOVERDALE AUTHORIZING SIGNING ONTO THE TOWN OF WINDSOR’S LETTER OF

COMMITMENT FOR A REGIONAL BIOSOLIDS FACILITY
City Council Minutes - March 13, 2024 - Page 4 of 5
The motion carried by the following vote:

Yes: (5) Mayor Lands, Vice Mayor Wheeler, Councilmembers: Bagby, Morgenstern, Wolter No: (0)
Abstain: (0)

Absent: (0)
I.2 Consider a Professional Services Agreement with West Yost & Associates, Inc. to provide engineering services for the design of new water storage tanks to replace the existing Southcrest Reservoir
City Manager Kelley presented, and City Engineer Apodaca responded to Councilmember inquiries and comments.

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

RESOLUTION NO. 011-2024 ENTITLED: RESOLUTION OF THE CITY COUNCIL OF THE CITY

OF CLOVERDALE APPROVING A PROFESSIONAL SERVICES AGREEMENT WITH WEST YOST

ASSOCIATES TO PROVIDE ENGINEERING SERVICES FOR THE DESIGN OF NEW WATER

STORAGE TANKS TO REPLACE THE EXISTING SOUTHCREST RESERVOIR The motion carried by the following vote:

Yes: (5) Mayor Lands, Vice Mayor Wheeler, Councilmembers: Bagby, Morgenstern, Wolter No: (0)
Abstain: (0)

Absent: (0)
J. LEGISLATIVE REPORTS, LETTERS OF SUPPORT/OPPOSITION
J.1 IPAOM Funding Request
City Manager Kelley reported.

K. CITY MANAGER/CITY ATTORNEY REPORTS
City Manager Kelley reported.

City Attorney Mog reported.

L. SUBCOMMITTEE REPORTS
Subcommittee Agendas, Approved Minutes, and Media are available at www.cloverdale.net/agendacenter.

Finance, Administration & Police: Chair Lands and Vice Chair Wolter Last Meeting Agenda | Next Meeting - April 1, 2024
Homelessness Community Advisory Group: Chair Morgenstern and Vice Chair Wheeler Last Meeting Agenda | Next Meeting - March 18, 2024 (Special Meeting) City Council Minutes - March 13, 2024 - Page 5 of 5
Joint City/Cloverdale Unified School District: Chair Lands and Vice Chair Morgenstern Last Meeting Agenda | Next Meeting - April 15, 2024
Planning and Sustainability: Chair Bagby and Vice Chair Wheeler Last Meeting Agenda | Next Meeting - April 16, 2024
Public Works and Facilities: Chair Wheeler and Vice Chair Wolter Last Meeting Agenda | Next Meeting - March 26, 2024
M. COUNCILMEMBER REPORTS
Vice Mayor Wheeler reported.

M.1 Written Reports
Councilmember Bagby provided.

N. COUNCIL DIRECTION ON FUTURE AGENDA ITEMS
Morgenstern provided recommendation on the Mobile Home Rent Control Ordinance and Council clarified direction to Staff.

Recreation Vehicle Ordinance to Finance, Admin, and Police Subcommittee.

O. ADJOURNMENT
Mayor Lands adjourned the meeting at 7:48 p.m. to the next regular meeting of the Cloverdale City Council scheduled for March 27, 2024.

APPROVED ON: March 27, 2024
_____________________________
Mike Maloney, City Clerk
124 N. Cloverdale Boulevard
Cloverdale, CA 95425
Phone: 707-894-2521
www.cloverdale.net
The Cloverdale City Council welcomes public interest, attendance, and in-person participation at meetings.

Open session meetings are held in-person at the Cloverdale Performing Art Center. You may also view the live streams online at www.zoom.us/join, by telephone: 1.669.900.6833, both using Meeting ID: 823 1668 4527, directly at https://us02web.zoom.us/j/82316684527 or on YouTube at cloverdale.net/youtube A. OPENING PUBLIC SESSION
A.1 Call to Order
A.2 Pledge of Allegiance
A.3 Roll Call
A.4 Conflict of Interest Declaration
A.5 Agenda Review (Changes and/or Deletions)
B. PUBLIC COMMENTS
Any person wishing to speak on an item not listed on the agenda may do so at this time.

C. COMMUNICATIONS
Public written communications sent to Council since the last meeting may be discussed at this time.

None.

D. STUDENT LIAISON REPORT
E. PROCLAMATIONS
E.1 American Red Cross Month
AGENDA

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

DEVELOPMENT SUCCESSOR AGENCY BOARD OF DIRECTORS
WEDNESDAY, MARCH 13, 2024
6:00 PM

CLOVERDALE PERFORMING ART CENTER
209 N. CLOVERDALE BOULEVARD, CLOVERDALE, CA 95425
1 Recipients: All Purpose Red Cross Volunteer Andy Witthohn and American Red Cross National Incident Command Team member Betsy Witthohn.

E.2 Women's History Month
Recipients: Sonoma County Commission on the Status of Women - Commissioner Gina Fortino Dickson and Marta Cruz-Concepción
F. PRESENTATIONS
F.1 Cloverdale Chamber of Commerce Presentation on Accomplishments Recommended Action(s):

Receive Presentation from the Cloverdale Chamber of Commerce providing an update on activities for Fiscal Year 2032-24 and Update on Scope of Work for Fiscal Year 2024-25 and 2025-26 G. CONSENT CALENDAR
All items under the Consent Calendar will be considered together by one acAon of the City Council unless any Councilmember or member of the public requests that an item be removed and considered separately.

G.1 Approval of Minutes - February 28, 2024
Recommended Action(s):

Approve the February 28, 2024 Draft Minutes
G.2 Purchase of All-Weather Stage Cover for the Plaza Park Stage Recommended Action(s):

Adopt A Resolution Entitled, “A Resolution Of The City Of Council Of The City Of Cloverdale Approving A Purchase Agreement With Redwood Empire Awning In The Amount Of $14,071.85 for the Purchase And Installation Of A Stage Cover Awning, $2,500 for Commercial Cooling Fans and electrical work, a 10% Contingency of $1,657.00 And Approval Of A Total Project Budget And Budget Amendment In The Amount Of $18,229.00 and Authorizing The City Manager To Execute Said Purchases.” G.3 Amendment No. 5 to Professional Services Agreement with West Yost Associates, Inc. to provide City Engineer Services
Recommended Action(s):

Adopt A Resolution Entitled, “A Resolution Of The City Council Of The City Of Cloverdale Approving Amendment No. 5 To The Professional Services Agreement With West Yost, Inc. To Provide 2024 American Red Cross Month
2024 Womens History Month
Agenda Report
Attachment 1 - Presentation
Attachment 2 - Scope of Work FY24-25 and FY25-26
February 28, 2024 - Draft Minutes
Agenda Report
Attachment 1 - Resolution
Attachment 2 - Exhibit A - Cost Estimate
Attachment 3 - Exhibit B - Budget Amendment Form
2 Professional City Engineering Services, Authorizing The City Manager To Execute Amendment No. 5 And Approving A Budget Amendment To The Fiscal Year 2023-24 Budget”.

G.4 Addendum #1 to the Memorandum of Understanding for School Resource Officer (SRO) between the City of Cloverdale and Cloverdale Unified School District for a School Resource Officer Recommended Action(s):

Adopt A resolution Entitled, “A Resolution Of The City Council Of The City Of Cloverdale Approving Amendment No. 1 To The Memorandum Of Understanding Between The City Of Cloverdale And Cloverdale Unified School District For A School Resource Officer And Authorizing The City Manager To Execute Said Agreement.”
H. PUBLIC HEARINGS
None.

I. NEW BUSINESS
I.1 Sign onto the Town of Windsor’s Letter of Commitment for a Regional Biosolids Facility Recommended Action(s):

Adopt A Resolution Entitled “A Resolution of the City Council of the City of Cloverdale Authorizing Signing onto the Town of Windsor’s Letter of Commitment for a Regional Biosolids Facility.” I.2 Consider a Professional Services Agreement with West Yost & Associates, Inc. to provide engineering services for the design of new water storage tanks to replace the existing Southcrest Reservoir Recommended Action(s):

Adopt A Resolution Entitled, “A Resolution of the City Council of the City of Cloverdale Approving a Professional Services Agreement with West Yost Associates to Provide Engineering Services for the Design of new water storage tanks to replace the existing Southcrest Reservoir.” J. LEGISLATIVE REPORTS, LETTERS OF SUPPORT/OPPOSITION
J.1 IPAOM Funding Request
Agenda Report
Attachment 1 - Resolution
Attachment 2 - Exhibit A - Proposal
Agenda Report
Attachment 1 - Adopted MOU
Attachment 2 - Resolution
Attachment 3 - Exhibit A - Addendum
Agenda Report
Attachment 1 - Resolution
Attachment 2 - Draft Letter of Committment
Agenda Report
Attachment 1 - Resolution
Attachment 2 - Exhibit A - Scope of Work
Attachment 3 - Hydraulic Evaluation
IPAOM Funding Request Letter
3 K. CITY MANAGER/CITY ATTORNEY REPORTS
L. SUBCOMMITTEE REPORTS
Subcommittee Agendas, Approved Minutes, and Media are available at www.cloverdale.net/agendacenter.

Finance, Administration & Police: Chair Lands and Vice Chair Wolter Last Meeting Agenda | Next Meeting - April 1, 2024
Homelessness Community Advisory Group: Chair Morgenstern and Vice Chair Wheeler Last Meeting Agenda | Next Meeting - March 18, 2024 (Special Meeting) Joint City/Cloverdale Unified School District: Chair Lands and Vice Chair Morgenstern Last Meeting Agenda | Next Meeting - April 15, 2024
Planning and Sustainability: Chair Bagby and Vice Chair Wheeler Last Meeting Agenda | Next Meeting - April 16, 2024
Public Works and Facilities: Chair Wheeler and Vice Chair Wolter Last Meeting Agenda | Next Meeting - March 26, 2024
M. COUNCILMEMBER REPORTS
Councilmembers may provide written and or verbal informational reports and updates on regional boards, committees, and community activities.

M.1 Written Reports
N. COUNCIL DIRECTION ON FUTURE AGENDA ITEMS
Councilmembers may request agenda items for future Council and or Council Subcommittee meetings.

O. ADJOURNMENT
To the next regular meeting of the Cloverdale City Council scheduled for March 27, 2024.

IMPORTANT NOTICES REGARDING CITY COUNCIL MEETINGS
PUBLIC COMMENTS: Members of the public may provide comment on an agenda item in-person during the public comment periods. Commenters will have three (3) minutes to speak. City Council is unable to respond directly to quesAons or enter into dialogue with commenters. Comments may also be submiNed prior to [email protected]. by 12 p.m. the day of the meeAng. Submissions and supplemental aNachments are considered public records pursuant to Government Code § 54957.5.

SPECIAL NEEDS ACCOMMODATIONS: In compliance with the Americans with DisabiliAes Act and Title VI, if you need special assistance to parAcipate in this meeAng, please contact the City Clerk's office at [email protected] or 707.894-1712. NoAficaAon at least 72 hours prior to the meeAng will enable the City to make reasonable accommodations are made to provide accessibility to the meeting.

AB 2449: Councilmembers parAcipate in person or teleconference methods consistent with tradiAonal provisions of the Brown Act,Government Code § 54953(b), unless the meeAng is being held pursuant to provisions of AB 2449. If a technical issue arises with Zoom or the dial-in opAon, the meeAng will conAnue unless it is being held pursuant to the provisions of Assembly Bill 2449.

Councilmember Bagby
4 AB 343: Any wriAngs or documents provided to a majority of the City Council regarding any item on this agenda will be made available for public inspecAon in the City Hall offices located at 124 N. Cloverdale Blvd., Cloverdale, CA 95425 during normal business hours as provided by Assembly Bill 343.

WAIVER WARNING: If you challenge decisions/direcAons 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 wriNen correspondence delivered to the City of Cloverdale, or prior to, the public hearing.

AFFIDAVIT OF POSTING
The City Clerk’s Office does hereby declare that, in accordance with California Government Code § 54954.2(a), this agenda for the above stated meeting(s) was posted at least 72 hours prior to the meeting (24 hours prior to a Special Meeting) on the outdoor bulletin board at City Hall, 124 N. Cloverdale Blvd., Cloverdale, CA, 95425 and the Cloverdale Performing Art Center, 209 N. Cloverdale Blvd., Cloverdale, CA, 95425, and online at www.cloverdale.net/agendacenter. The agenda is also available for public review at City Hall at least 24 hours in advance of the meeting.

Date posted: March 7, 2024 | Time posted: 5:25 p.m. | City Clerk Signature: s/Mike Maloney

CLOVERDALE WEEKLY NEWSLETTER
Interested in receiving useful information and updates about City events, initiatives, activities, budget and public meetings? Visit www.cloverdale.net/newsletter and subscribe to "The Cloverdale Weekly Newsletter." 5 A PROCLAMATION OF THE CITY COUNCIL OF THE CITY OF CLOVERDALE PROCLAIMING MARCH 2024 AMERICAN RED CROSS MONTH
WHEREAS, in times of crisis, people in the City of Cloverdale come together to care for one another. This humanitarian spirit is part of the foundation of our community and is exemplified by American Red Cross volunteers and donors; and
WHEREAS, in 1881, Clara Barton founded the American Red Cross, turning her steadfast dedication for helping others into a bold mission of preventing and alleviating people’s suffering; and WHEREAS, today, more than 140 years later, we honor the kindness and generosity of Red Cross volunteers here in Cloverdale, who continue to carry out Clara’s lifesaving legacy. They join the millions of people across the United States who volunteer, give blood, donate financially, or learn vital life-preserving skills through the Red Cross; and WHEREAS, In Cloverdale, the contributions of local Red Cross volunteers give hope to the most vulnerable in their darkest hours - whether it’s providing emergency shelter, food and comfort for families devastated by local disasters like home fires, donating essential blood for accident and burn victims, heart surgery and organ transplant patients, and those receiving treatment for leukemia, cancer or sickle cell disease; supporting service members and veterans, along with their families and caregivers, through the unique challenges of military life; helping to save the lives of others with first aid, CPR and other skills; or delivering international humanitarian aid and reconnecting loved ones separated by global crisis; and
WHEREAS, their support, volunteerism and generous donations are critical to our community’s resilience. We hereby recognize this month of March in honor of all those who fulfill Clara Barton’s noble words, “You must never think of anything except the need and how to meet it,” and ask everyone to join in this commitment; and WHEREAS, the work performed by the American Red Cross to prevent and alleviate human suffering is vital to strengthening our community’s resilience. During American Red Cross Month in March, we celebrate the humanitarian spirit of Cloverdale and reaffirm our commitment to help ensure no one faces a crisis alone; and WHEREAS, caring for one another is at the heart of our community and exemplified by the people of the City of Cloverdale, whose simple acts of kindness through the Red Cross provide help and hope in people’s most difficult moments, thereby continuing the lifesaving legacy of Clara Barton, who founded the organization more than 140 years ago to prevent and alleviate human suffering; and WHEREAS, the City Council of the City of Cloverdale dedicates this month of March to all those who lead with their hearts to serve people in need, and continue to advance the noble legacy of American Red Cross founder Clara Barton, who lived by her words, “You must never think of anything except the need, and how to meet it.” NOW, THEREFORE, BE IT PROCLAIMED that I Todd Lands, Mayor of the City of Cloverdale, does hereby proclaim March 2024 as Red Cross Month in Cloverdale and encourages all citizens of Cloverdale to reach out and support its humanitarian mission.

Dated: March 13, 2024
SO ORDERED:
_____________________________
Todd Lands, Mayor
6 A PROCLAMATION OF THE CITY COUNCIL OF THE CITY OF CLOVERDALE PROCLAIMING MARCH 2024 WOMEN’S HISTORY MONTH
WHEREAS, women of every race, class and ethnic background have made historic contribu�ons to the growth and strength of Cloverdale in countless recorded and unrecorded ways; and WHEREAS, women have played a cri�cal role in shaping the economic, cultural, and social fabric of our society through their par�cipa�on in the labor force, working both inside and outside the home, in leadership posi�ons, and through crea�ve inspira�on; and
WHEREAS, Na�onal Women's History Month provides an opportunity for schools and communi�es to increase the knowledge held by our children and our community of women's roles in history and their contribu�ons to the development of this na�on; and
WHEREAS, the story of American women is the story of women of all ages, races and cultural backgrounds who led campaigns for equality and civil rights, advanced professional and educa�onal opportuni�es, founded en�rely new enterprises, and contributed significantly to the arts, sciences and humanis�c causes; and WHEREAS, women from every background have long realized that an uneven playing field will never bring equality or jus�ce and as members of families, civic and community groups businesses and legisla�ve bodies, women are in the forefront of reevalua�ng the status quo; and WHEREAS, the 2024 theme for Na�onal Women's History Month is “Women Who Advocate for Equity, Diversity and Inclusion”, which directly recognizes the women throughout the country who understand that, for a posi�ve future, we need to eliminate bias and discrimina�on en�rely for our lives and ins�tu�ons; and WHEREAS, Na�onal Women’s History Month is both a call to acknowledge outstanding women we know by name and to pay homage to the nameless women who shared our collec�ve past.

NOW, THEREFORE, BE IT PROCLAIMED that I Todd Lands, Mayor of the City of Cloverdale, in recognition of the significant role played by women, whose courage and vision inspire hope and possibility for today’s women to make tomorrow’s history, does hereby proclaim March 2024 as National Women’s History Month in Cloverdale.

Dated: March 13, 2024
SO ORDERED:
_____________________________
Todd Lands, Mayor
7 City Council/Successor Agency
Agenda Item Summary Agenda Item:

Meeting Date:

F.1
March 13, 20243
Agenda Section:

Presentation
Staff Contact:

David Kelley, City Manager
Agenda Item Title:

Cloverdale Chamber of Commerce Presentation on Accomplishments ________________________________________________________________________________________ Recommended Council Action(s):

The City of Cloverdale has historically provided funding assistance to the Cloverdale Chamber of Commerce on an annual basisto support the Economic Development goals of the City of Cloverdale. City funding support for the Chamber was previously directed toward operating and staffing the Visitors Center and providing general economic development services including business attraction and retention. The City provides funding assistance to the Chamber of Commerce in order to support an enhanced level of business promotion and economic development activities including expanded Visitor Center hours, updated visitor information (maps, restaurant guides, etc.); optimized Chamber website destination pages, implementation of the “eXperience Cloverdale” marketing and promotional campaign and promotion and support of the City’s Resilient Cloverdale/CloveReady emergency preparedness initiative. ________________________________________________________________________________________ Summary:

The Cloverdale City Council maintains a focus on the importance of economic development to boost the City’s economic well-being through retaining and attracting local jobs, promoting tourism, increasing business activity, minimizing retail sales leakage, and planning/hosting events that encourage greater community unity and pride.

The City and Chamber of Commerce entered into a funding agreement for fiscal years (FY) 2022-23 and 2023- 24 funding that supports the Council’s economic development goals by continuing to build on and enhance the previous year’s successes. The scope of work covers the following tasks:

1. Chamber Accessibility/Staffing/Operations
The Chamber continues to maintain a friendly, professional, and welcoming office space for visitors, residents, and businesses, both members and non-members through staffing the Chamber of Commerce/Visitor Center. In addition, the Chamber provides referral services to local businesses, fulfills prospective business inquiries, and provides ombudsman assistance between prospective business and the City of Cloverdale including relocation information to inquiring businesses and residents. In addition, the Chamber has participated on the City’s Homelessness Subcommittee while serving as a conduit for local business input as the business point of contact for Cloverdale’s Business Watch Program co-hosted with the Cloverdale Police Department.
8 City Council/Successor Agency Agenda Item Summary
March 13, 2024

Page 2 of 2 ends

2. Marketing/Promotion & Events
The Chamber of Commerce planned and hosted various community and business events including the Annual Fourth of July Faire and Parade, Annual Cloverdale Car & Motorcycle Show in September and the Winter Festival in December. These events promote civic pride, showcase the Cloverdale community and help support local businesses.

3. Business Outreach & Economic Development
The Chamber of Commerce engages on social media platforms to increase visibility and promote local businesses. The Chamber of Commerce continues to promote and brand the city, through the on-going “eXperience Cloverdale” Initiative in advertising, videos, promotion and regional marketing material, and update brochures and local business and event informational material.

The total budget for the Chamber’s scope of work for the two fiscal years fy 2022-23 and fy 2023-24 was $150,000 ($75,000 annually). The Chamber leveraged other funding sources including local grant funds from Sonoma County Tourism and membership dues to fully implement their scope of work. Neena Hanchett, Chamber Director and Savanah Hemphill, Associate Director will provide the attached presentation to the City Council highlighting recent accomplishments and planned initiatives for fy 2024-26 and 2025-264. ________________________________________________________________________________________ Options:

1. Provide feedback on the Cloverdale Chamber of Commerce’s presentation of activities and their proposed scope of work for Fiscal Year 2024-25 and 2025-26; and/or

2. Provide direction to Chamber of Commerce and/or City staff on future activities. ________________________________________________________________________________________ Subcommittee Recommendation:

The City Council supported the Chamber’s scope of work during the annual budget adoption process and approved $75,000 in the Fiscal Year 2022-23 and 2023-24 budgets to support the Chamber’s workplan. ________________________________________________________________________________________ Budget/Financial Impact:

Funding for the Agreement with the Chamber of Commerce in the amount of $150,000 was included in the City’s Fiscal Year 2022-23 and 2023-24 budget. Funding for proposed future activities will be considered as part of the City’s budget processes.
________________________________________________________________________________________ Attachments:

1. Chamber of Commerce PowerPoint Presentation

2. Draft Chamber Scope of Work for FY 2024-25 and 2025-26 9 10
FY 2023/2024
Status for City Council
11 Accomplishments
Chamber and City Working Together
• Continue to solidify our relationship with the City of Cloverdale as the marketing and promotion “arm” (Team Cloverdale)
• “New resident” bags are delivered to renters* and home buyers in Cloverdale. The chamber encourages businesses to include discount and promotional coupons – Business promotional material (Swag, Coupons, etc.)
– Restaurant menus
– Letter from the Chamber
– Cloverdale Community map, Shopping and Dine & Drink guide, license plate cover, coasters.
*If property owners let us know.
12 Social Media Outreach
Chamber/Business/Community
• “Visit Cloverdale” on Instagram: Increase the visibility and appeal of Cloverdale, through an engaging Instagram strategy, utilizing reels and carousels to promote Cloverdale Chamber of Commerce members and showcase local businesses and services under the theme “Visit Cloverdale”and “Be Our Guest” .
13 Cloverdale Wine
Walk
• Bringing “day trippers” from other areas
• Promoted & Supported Cloverdale Wine Walk
• An idea from two local “indy” business owners
AVG 85 guest per wine walk
60% of guests are from cloverdale
20% of guests are from outside of
Cloverdale, but within Sonoma County
20% of guests are from outside of
Sonoma County
14 Community Events
• Winter Festival, Downtown Trick or
Treating, 4th of July Parade
15 Business Events
*Sidewalk Sale,
Cloverdale Car
Show, The Longest
Table, Ribbon
Cuttings, Small
Business Saturday
16 Accomplishments
Chamber/Business/Community
• Represents Cloverdale Businesses on Homeless Advisory • Clover Ready core partner in Resilient Cloverdale COAD -Created evacuation materials
• Shopping and Dine & Drink guide, license plate cover, coasters. • Annual State of the City Brunch
• Website upgrade to make navigation easier for business or guests. 17 FY 2024/2025
–
2025/2026
Review of Proposed
Scope of Work
18 1

Cloverdale Chamber of Commerce Proposed Scope of Work for the City of Cloverdale FY 2024/2025 & FY 2025/2026
Respectfully submitted by Savanah Hemphill, Associate Director, on behalf of the staff and Board of Directors of the Cloverdale Chamber of Commerce, hereinafter referred to as the Chamber.

General
The Chamber aims to provide the following services:
• A friendly, warm, professional, and inviting office environment for visitors, residents, and businesses, irrespective of membership status. • A current website, www.cloverdalechamber.com, ensuring it remains up to date. For instance, ensuring ADA compliance and keeping the community calendar current. The Chamber will actively promote the calendar to all organizations and businesses interested in using it as a centralized platform for the community.

Chamber’s Fiscal Year Budget: $220,000
Requested Reimbursement from the
City of Cloverdale for each Fiscal Year:
$83,000
19 2
• Chamber office/Visitor Center operations five days a week, with the potential for extended weekend hours as tourism demand grows.
• Timely responses to business and visitor inquiries, striving for prompt resolutions.
• Referral services to local business. Fulfill prospective business inquiries. • Relocation information to inquiring businesses and residents. • Ombudsman assistance between prospective businesses and the City of Cloverdale, as needed (Team Cloverdale).
• Formal and informal reports and feedback to City Council as requested. • Quarterly “Business After Hours” for the networking benefit of all businesses. • Supply demographic information about Cloverdale to individuals, organizations, and businesses upon request.
• Serve as a reliable channel for other organizations to raise funds for important events, like prom and yearbook.

Marketing/Promotions & Events
The Chamber aims to provide the following services:
• Organize and coordinate events aimed at showcasing Cloverdale and its businesses to its nearly 9000 residents and visitors. These events are designed to increase foot traffic, benefiting local brick-and-mortar shops, restaurants, and lodging establishments. Existing events fulfilling this purpose include the annual Sidewalk Sale in August, Cloverdale Car & Motorcycle Show in September, Small Business Saturday in November, and the Cloverdale Wine Walk from October to May.
• Organize and coordinate community events with the goal of fostering unity within the Cloverdale community and boosting tourism. These events include 20 3
The Longest Table in May, the 4th of July Faire & Parade, downtown trick-ortreating in October, and the Winter Festival in December. • Continue to brand Cloverdale across various advertising platforms, videos, promotion and regional marketing material, guided by Return on Investment principles.
• Update existing collateral and brochures as necessary. • Hand deliver ‘Welcome Bags” to new residents, including new home buyers and renters.
• Place and update event posters, city weekly newsletters, etc. on the Community Announcement Board.
• Continue to work with member businesses to help with their business social media objectives and goals, offering individual assistance when required, including one-on-one sessions.
• Continue to create consistent, meaningful content on all social media platforms, including writing and editing social media posts, improving customer engagement, and promoting social media campaigns.

Business Outreach, Economic Development
The Chamber aims to provide the following services:
• Continue to expand Chamber membership and annual sponsors. We currently have 250 members and seven annual sponsors.
• Provide ALL businesses with economic development information and the online platforms that are available for funding and operational assistance through the Sonoma County Economic Development Bureau, Small Business Administration and the Small Business Development Center. • Manage the downtown directional signage program, implementing additions, relocations, and modifications as needed.
21 4
• “Re-skin” the existing Highway 101 billboard, if operating budget permits. • Continue to promote the new “Jobs” page on the Chamber’s website.

Member businesses can post their job openings at no charge and job seekers can easily see the available positions that are posted.

22 City Council Minutes - February 28, 2024 - Page 1 of 4 124 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, FEBRUARY 28, 2024
6:00 PM

CLOVERDALE PERFORMING ART CENTER
209 N. CLOVERDALE BOULEVARD, CLOVERDALE, CA 95425
A. OPENING PUBLIC SESSION
A.1 Call to Order
Mayor Lands called the meeting to order at 6:01 p.m.

A.2 Pledge of Allegiance
Mayor Lands led the Pledge of Allegiance.

A.3 Roll Call

Present: Mayor Lands, Vice Mayor Wheeler, Councilmembers: Bagby, Morgenstern, Wolter A.4 Conflict of Interest Declaration
None.

A.5 Agenda Review (Changes and/or Deletions)
None
B. PUBLIC COMMENTS
None.

C. COMMUNICATIONS
None.

D. STUDENT LIAISON REPORT
Student Liaison provided a written report, Mayor Lands read it in her absence.

E. PROCLAMATIONS
None
At the request of Staff, Mayor Lands rearranged the agenda to see Item F after Item H.1 23 City Council Minutes - February 28, 2024 - Page 2 of 4 F. PRESENTATIONS
F.1 Promotional Position Introduction - Sergeant and Oath of Office Chief Parker recognized Sergeant Camara. Sergeant Camara received the Oath of Office.

F.2 Promotional Assignment Introduction – Detective
Chief Parker recognized Officer Vanoni.

F.3 Promotional Assignment Introduction - School Resource Officer Chief Parker recognized Officer Rhodes.

G. CONSENT CALENDAR
A motion was made by Councilmember Wolter, seconded by Vice Mayor Wheeler, to waive reading of the text and adopt the Consent Calendar.

The motion carried by the following vote:

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

Absent: (0) - None
G.1 Minutes Approval - February 14, 2024 - Special Meeting Approved as submitted.

G.2 Minutes Approval - February 14, 2024 - Regular Meeting Approved as submitted.

H. PUBLIC HEARINGS
None.

I. NEW BUSINESS
I.1 Draft City Art Program
City Manager Kelley introduced the item and Assistant City Manager Thompson presented.

City Council discussed and Staff responded to inquiries and comments.

Public Comment:

Cloverdale Chamber of Commerce Representative Hagen provided comments and inquiries.

Cloverdale Art Alliance representative Paincarr provided comments and inquiries.

Council discussed the item and provided direction on the proposed implementation of the Draft City Art Program to the Planning and Sustainability Subcommittee.

A motion was made by Councilmember Bagby, Seconded by Vice Mayor Wolter, to approve a pilot project on one of three City owned boxes as proof of concept.

The motion failed by the following vote:
24 City Council Minutes - February 28, 2024 - Page 3 of 4 Yes: (1) - Councilmember Bagby
No: (4) - Mayor Lands, Vice Mayor Wheeler, Councilmembers: Morgenstern, Wolter Abstain: (0) - None

Absent: (0) - None
Mayor Lands rearranged the Agenda to see Item F. prior to Item I.2.

I.2 Agreement with Redwood Public Law LLP for Legal Services City Attorney Sanchez left the dais due to conflict of interest.

City Manager Kelley reported.

Attorney Mog and Sanchez responded to Council inquiries and comments.

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

RESOLUTION NO. 006-2024 ENTITLED: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

CLOVERDALE APPROVING AN AGREEMENT FOR LEGAL SERVICES BETWEEN THE CITY OF

CLOVERDALE AND REDWOOD PUBLIC LAW LLP AND APPOINTING ALEX MOG AS THE CITY ATTORNEY.

The motion carried by the following vote:

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

Absent: (0) - None
City Attorney Sanchez returned to the Dais.

J. SUBCOMMITTEE REPORTS
Mayor Lands and City Manager Kelley reported.

Subcommittee Agendas, Approved Minutes, and Media are available at www.cloverdale.net/agendacenter.

Finance, Administration & Police: Chair Lands and Vice Chair Wolter Last Meeting Agenda | Next Meeting - March 4, 2024
Homelessness Community Advisory Group: Chair Morgenstern and Vice Chair Wheeler Last Meeting Agenda | Next Meeting - June 10, 2024
Joint City/Cloverdale Unified School District: Chair Lands and Vice Chair Morgenstern Last Meeting Agenda | Next Meeting - April 15, 2024
Planning and Sustainability: Chair Bagby and Vice Chair Wheeler Last Meeting Agenda | Next Meeting - April 16, 2024
25 City Council Minutes - February 28, 2024 - Page 4 of 4 Public Works and Facilities: Chair Wheeler and Vice Chair Wolter Last Meeting Agenda | Next Meeting - March 26, 2024
K. LEGISLATIVE REPORTS, LETTERS OF SUPPORT/OPPOSITION
K.1 RAISE Support Letter
City Manager Kelley reported and responded to Councilmember inquiries and comments.

L. CITY MANAGER/CITY ATTORNEY REPORTS
City Manager Kelley reported.

City Attorney Sanchez reported.

M. COUNCILMEMBER REPORTS
Vice Mayor Wheeler and Mayor Lands provided a verbal report.

M.1 Written Report(s)
Councilmember Bagby Provided.

N. COUNCIL DIRECTION ON FUTURE AGENDA ITEMS
Potter Valley Project and Town Halls
O. ADJOURNMENT
Mayor Lands adjourned the meeting at 7:43 p.m. to the next regular meeting of the Cloverdale City Council scheduled for March 13, 2024.

APPROVED ON:
____________________________
Mike Maloney, City Clerk
26 City Council/Successor Agency
Agenda Item Summary Agenda Item: G.2
Meeting Date: March 13, 2024
Agenda Section:

Consent
Staff Contact:

Kevin Thompson, Assistant City Manager / Comm. Dev. Dir.

Hector Galvan, Parks Superintendent
Agenda Item Title:

Purchase of All-Weather Stage Cover for the Plaza Park Stage ________________________________________________________________________________________ Recommended Council Action(s):

Adopt A Resolution Entitled, “A Resolution Of The City Of Council Of The City Of Cloverdale Approving A Purchase Agreement With Redwood Empire Awning In The Amount Of $14,071.85 for the Purchase And Installation Of A Stage Cover Awning, $2,500 for Commercial Cooling Fans and electrical work, a 10% Contingency of $1,657.00 And Approval Of A Total Project Budget And Budget Amendment In The Amount Of $18,229.00 and Authorizing The City Manager To Execute Said Purchases.” ________________________________________________________________________________________ Background:

The Cloverdale Plaza stage is the City’s primary event space for Downtown events including the Friday Night Live (FNL) concert series and the Chamber of Commerce’s Winter Festival. The stage serves as a focal point for local gatherings. The wooden open-air design, while aesthetically appealing is affected by weather conditions. During the summer months, FNL seeks temporary solutions to reduce sun exposure on visiting musical artists and there is often a need to deploy tents on the stage for events during the winter months. ________________________________________________________________________________________ Summary:

Staff is proposing to purchase an all-weather stage cover for the Plaza stage. The proposed stage cover is essential for providing protection from the weather year around for musical artists and other activities on the stage. City staff obtained a quote from Redwood Empire Awning in the amount of $14,071.85. City staff is also proposing the purchase and installation of two commercial fans which will require minor modifications to the stage electrical system. The estimated cost for the purchase of commercial grade fans and electrical work is $2,500. Including a 10% contingency the total cost of the project is $18,229.00 (See Table 1).

Table 1 - All-Weather Stage Cover Costs
Stage Elements Cost
All Weather Stage Cover $14,072
Lighting/Electrical $2,500
10% Contingency $1,657
Total $18,229.00
27 City Council/Successor Agency Agenda Item Summary
Meeting Date: March 13, 2024

Page 2 of 2 ends

The FY 23/24 Budget did not include funding for an all-weather stage cover and cooling fans for the City Plaza stage. The attached resolution includes a budget amendment to cover the expenses related to the Plaza Park Stage Cover project.
________________________________________________________________________________________ Options:

1. Reject the Resolution; or

2. Provide alternative direction to City staff.
________________________________________________________________________________________ Subcommittee Recommendation:

The Public Works Subcommittee recommended that the Council support the purchase of an all weather stage cover at their February 27th meeting.
________________________________________________________________________________________ Budget/Financial Impact:

The City recommends utilizing Measure M (Parks) Funds to cover the cost of the project. The current balance of Measure M is estimated at $130,000. Approval of the budget amendment would reduce the Measure M (Parks) fund balance from $130,000 to $111,771. ________________________________________________________________________________________ Attachments:

1. Resolution

2. Exhibit A - Cost Estimate

3. Exhibit B - Budget Amendment Form
28 CITY OF CLOVERDALE

CITY COUNCIL
RESOLUTION NO. XX-2024

A RESOLUTION OF THE CITY OF COUNCIL OF THE CITY OF CLOVERDALE APPROVING A PURCHASE AGREEMENT WITH REDWOOD EMPIRE AWNING IN THE AMOUNT OF $14,071.85 FOR THE PURCHASE AND INSTALLATION OF A STAGE COVER AWNING, $2,500 FOR COOLING FANS A 10% CONTINGENCY OF $1,657.00 AND APPROVAL OF A TOTAL PROJECT BUDGET AND BUDGET AMENDMENT IN THE AMOUNT OF $18,229.00 AND AUTHORIZING THE CITY MANAGER TO EXECUTE SAID PURCHASES WHEREAS, the need for an all-weather stage cover at City Plaza to mitigate bad weather and excessive heat at certain special events has occurred; and
WHEREAS, to mitigate bad weather and excessive heat for performers on the City Plaza stage staff has identified the need to install an awning cover and cooling fans for the stage; and WHEREAS, to enhance on-stage performances, staff requires additional tools; and WHEREAS, to further these efforts, the parks department is seeking to purchase an all-weather stage cover and associated equipment and two cooling fans; and

WHEREAS, Parks & Recreation FY 23/24 Measure M Funds are eligible for use in the application; and WHEREAS, due to an urgent need to provide shade prior to the beginning of Friday Night Live and the lead time for the construction of the awning and cooling fans, a budget amendment in the amount of $17,201 is needed for the FY 2023/24 budget; and
WHEREAS, Measure M Fees are available to use for to cover the short in funding (214-40-800-42150-000) and will leave an estimated fund balance of approximately $111,771; and NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Cloverdale hereby:

1. Approves a Purchase Agreement attached hereto as Exhibit A with Redwood Empire Awning for an all-weather stage cover;

2. Approves a total project budget in an amount not to exceed $18,229.00;

3. Approves a budget amendment attached hereto as Exhibit B for the use of Measure M Funds (Fund 214-40-800-42150-000) for the project in the amount of $18,229.00.

4. Authorizes the City Manager to execute said purchases on behalf of the City and amends the Fiscal Year 2023-24 Measure M Budget to include expenditures up to $18,229.00 (includes 10% contingency) to cover the cost associated with the Stage Cover Project. 29

Page 2 of 2 ends

The foregoing Resolution was duly introduced and adopted by the City Council of the City of Cloverdale at its regular meeting held on the 13th day of March 2024 by the following roll call vote:

Ayes:

Noes:

Abstain:

Absent:

SO ORDERED: ATTEST:
______________________ ______________________________
Todd Lands, Mayor Mike Maloney, City Clerk
Attachments:

Exhibit A - Redwood Empire Awning Quote
Exhibit B – Budget Amendment Form
30 31
Budget Amendment Form

REVENUES AND OTHER FINANCING SOURCES
Fund Dept Amendment
Amount

REVENUE TOTAL -

EXPENDITURES AND OTHER FINANCING USES
Fund Dept Amendment
Amount
214 40.800 18,229
EXPENDITURE TOTAL 18,229

PURPOSE
Date Date
Date Entered by Date
42150.000
Amend the FY 2023/24 Budget to include the purchase of a stage cover awning and cooling fans
Requesting Department
Account Description
City Manager
Prepared By
Susie Holmes
Department Head Finance Director
Date Prepared
March 5, 2024
Account Description Account No.

Parks
Account No.

Misc Contract Services
X:\Agenda Development\COUNCIL\2024 Reports\03-13-2024\Consent\2 Budget Amendment Stage Cover\Budget Amendment Template 32 City Council/Successor Agency
Agenda Item Summary Agenda Item:

Meeting Date:

G.3
March 13, 2024
Agenda Section:

Consent
Staff Contact:

David Kelley, City Manager
Agenda Item Title:

Amendment No. 5 to Professional Services Agreement with West Yost Associates, Inc. to provide City Engineer Services.
________________________________________________________________________________________ Recommended Council Action(s):

Adopt a Resolution entitled, “A Resolution Of The City Council Of The City Of Cloverdale Approving Amendment No. 5 To The Professional Services Agreement With West Yost, Inc. To Provide Professional City Engineering Services, Authorizing The City Manager To Execute Amendment No. 5 And Approving A Budget Amendment To The Fiscal Year 2023-24 Budget”.
________________________________________________________________________________________ Background:

On May 27, 2021, the former City Engineer/ Public Works Director submitted a letter of resignation effective June 29, 2021. The City immediately began recruitment efforts and to date has not received a qualified applicant. In response to a significant need for in house professional engineering services, the City solicited proposals from Coastland Civil Engineering and West Yost Inc. West Yost submitted a letter proposal to provide the City with a Scope of Services and Budget for providing on-call, as-needed support for interim City Engineer and Public Works Director services.

On October 13, 2021, the City Council approved a contract with West Yost Inc. to provide interim City Engineer and Public Works Director services that included planning, organizing, directing, and overseeing the activities and operations of the Engineering and Public Works Departments, including design and inspection in the areas of land development, traffic, utilities, solid waste, storm, sewer, and water and wastewater treatment. On May 25, 2022, the City Council approved Amendment No. 1 to the Professional Services Agreement to add additional budget and extend the contract. On November 9, 2022 the City Council approved Amendment No. 2 to the Professional Services Agreement to add additional budget and extend the contract. Amendment No. 3 administratively extended the contract to cover work from June 30 through December 31, 2023. On December 13, 2023, City Council approved Amendment No. 4 to the Professional Services Agreement to extend the contract to June 30, 2024.

Vanessa Apodaca, Principal Engineer, serves as the on-call contract engineer/project manager, with support provided by assigned West Yost staff, as needed. Ms. Apodaca previously served as the City’s Interim City Engineer for between 2015-2017 and is uniquely qualified to serve as the City’s City Engineer. ________________________________________________________________________________________ Summary:

Key tasks and services performed under the Professional Services Agreement with West Yost Associates, Inc. to provide City Engineer Services are as follows:
33 City Council/Successor Agency Agenda Item Summary
Meeting Date: March 13, 2024

Page 2 of 4 ends

Task 1. On-Call Support
West Yost will provide professional engineering services on an as-needed basis and as directed by the City Manager. Ms. Apodaca will be available remotely on an on-call basis for up to twelve (12) hours per week on average, including up to three (3) in-person visits to City offices or other City facilities per month. Additional hours and/or in-person meetings may be available with advance notice. In addition to Ms. Apodaca’s direct availability, West Yost has additional professional, technical, and office administrative staff available to support the on-call services. Ms. Apodaca supervises and oversees additional support staff needed to address key functions of city engineering duties of the Streets, Water, and Wastewater Divisions including critical Capital Improvements Projects. In addition, West Yost has provided grants services, project management of capital improvement projects and additional duties related to oversight and inspection of residential developments.

Duties of the City Engineer include but are not limited to the following work tasks:
• Participate in the development and implementation of both short-range and long-range goals, objectives, policies, and procedures relative to public works engineering activities and maintenance operations.
• Engineering design, construction management, inspection, and land development. • Administer contracts for engineering consultants and construction of municipal buildings and other public works.
• Interpret and/or establish technical criteria, standards, and administrative policies for subordinates, other departments, and the public.
• Determine scope of engineering projects, review plans of private contractors, and make technical engineering decisions.
• Manage, oversee, and participate in the preparation and administration of the Capital Improvement Program.
• Represent the Engineering Department at City Council, local, and regional commission meetings. • Propose, review, and negotiate development conditions and coordinate with developers, contractors, and engineers.
• Prepare and present engineering recommendations to the City Council after considering alternatives, advisability, and conformance of proposals with applicable codes, rules, regulations, and industry standards.
• Coordinate engineering activities with other City departments and with outside agencies. • Prepare reports, correspondences, special studies, and technical memorandums. • Respond to citizen inquiries and complaints.
• Provide professional and technical staff assistance.
• Support the Public Works Director and other City staff.

Under this task, West Yost staff have provided project management services for the following projects, programs, and activities:
• 4th Street Reconstruction project
• Biosolids Removal Project at the Wastewater Treatment Plant • East 2nd Street and Vista View Repair projects
• Grant applications and administration (approximately $6.2M awarded) Task 2. Project Management and Quality Assurance/Quality Control 34 City Council/Successor Agency Agenda Item Summary
Meeting Date: March 13, 2024

Page 3 of 4 ends

This task includes project management related activities, including project initiation, general project coordination, and development and review of project invoices.

Other Critical tasks performed by West Yost that are ongoing and require staffing assistance • Preparation and Administration of the successful grant application for the 2021 Urban and Multibenefit Drought Relief Grant Program ($3,005,000). West Yost staff cost associated with preparation and submittal of the grant application was approximately $27,500. Ongoing grant administration and project management costs are anticipated to be required on an ongoing basis and are reimbursable under the grant agreement.
• Preparation of Annual Water Supply and Demand Assessments required to be submitted to the State Water Board. Preparation of the assessment by West Yost generated a cost savings of approximately $15,000 when compared to cost proposals from other engineering firms that provide similar services.

In addition to preparation and submittal of the assessments, the City anticipates additional ongoing costs associated with responding to the State Board’s requirements for monitoring the City’s water supply.
• Development review support including public works inspections, processing variance requests, calculating development impact fees, technical reviews of proposed infrastructure, fielding various calls and email requests from applicants’ agents, and addressing non-compliance issues as needed.

Costs incurred on behalf of the Baumgardner Ranch, Dry Creek Rancheria (Bi’Du Khaale), Taylor Lynn Phase II, and Alexandar Valley Apartment developments are subject to reimbursement by the developers.
• City Engineering Services for the Six Acres and South Cloverdale Water Mutual Water Company Consolidation Pre-Annexation Projects. West Yost is attending monthly meetings organized by the State Water Board, reviewing design submittals by the project engineers and responding to technical information and requests related to the proposed design of sewer and water infrastructure necessary to service the project area upon annexation. All costs associated with this work are being tracked separately and the City will be seeking full reimbursement of city expenses from the State Water Board including for time allocated by the City Engineer to the project.

In order to continue to utilize West Yost as the City’s City Engineer, it is necessary to amend the existing professional services agreement. Attached is a Resolution authorizing the City Manager to execute Amendment No. 5 to the Professional Services Agreement (PSA) with West Yost, Inc. to continue to provide Professional Engineering Services needed to serve as the City’s City Engineer through the end of the 2024 calendar year. West Yost’s updated proposal attached hereto as Exhibit “A” to the resolution will enable Vanessa Apodaca to continue to provide City Engineer services for the City through the 2024 calendar year The cost of the proposed amendment is $420,000 of which $140,000 is for engineering services during the remainder of fiscal year 2023-24. The remaining $280,000 will be included in the fy 2024-2025 Fiscal year budget.
35 City Council/Successor Agency Agenda Item Summary
Meeting Date: March 13, 2024

Page 4 of 4 ends

________________________________________________________________________________________ Alternative Options:

1. Reject the proposed resolution; or

2. Recommend alternatives to Amendment No. 5 to the West Yost, Inc. PSA ________________________________________________________________________________________ Subcommittee Recommendation:

The Public Works Subcommittee recommended that the agreement with West Yost for City Engineering services be extended through December 2024.
________________________________________________________________________________________ Budget/Financial Impact:

Approximately 50 percent of the support services costs are anticipated to be reimbursable by development, annexation, and grant projects and the remaining 50 percent would be allocated by the Finance Director amongst the General Fund, Water and Wastewater Enterprise. Additional costs beyond the current fiscal year will be incorporated in the Draft Fiscal Year 2024-2025 Budget. ________________________________________________________________________________________ Attachments:

1. Resolution

2. Exhibit A - Proposal
36

Page 1 of 2 ends

CITY OF CLOVERDALE

CITY COUNCIL
RESOLUTION NO. ____ -2024
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CLOVERDALE APPROVING AMENDMENT NO. 5 TO THE PROFESSIONAL SERVICES AGREEMENT WITH WEST YOST, INC. TO PROVIDE PROFESSIONAL CITY ENGINEERING SERVICES, AUTHORIZING THE CITY MANAGER TO EXECUTE AMENDMENT NO. 5 AND APPROVING A BUDGET AMENDMENT TO THE FISCAL YEAR 2023-24 BUDGET WHEREAS, the City solicited proposals to provide the City of Cloverdale (City) with a proposed Scope of Services, Budget, and Schedule for continuing on-call, as-needed support for interim City Engineer and Public Works Director services starting in September 2021; and WHEREAS, West Yost submitted a letter proposal to provide the City of Cloverdale (City) with a proposed Scope of Services, Budget, and Schedule for providing on-call, as-needed support for City Engineer services; and
WHEREAS, West Yost’s Principal Engineer Vanessa Apodaca is uniquely qualified to serve as the City’s Acting City Engineer; and
WHEREAS, West Yost previously provided five proposals to provide City Engineer services with a total amount of One Million, One Hundred And Twelve Thousand Dollars ($1,112,000); and WHEREAS, the City Council approved a Professional Services Agreement with West Yost on October 13, 2021, and four amendments to the Professional Services Agreement on May 25, 2022, November 9, 2022, July 26, 2023, and December 13, 2023; and
WHEREAS, West Yost provided an updated proposal attached hereto as Exhibit “A” to continue to provide City Engineer services for the City through the 2024 calendar year in the amount of $420,000 of which $140,000 is for engineering services during the remainder of fiscal year 2023-24 and $280,000 will be included in the fy 2024-2025 fiscal year budget; and WHEREAS, approximately 50 % of the engineering support services costs are anticipated to be reimbursable by development, annexation, and grant projects and the remaining 50% is allocated amongst the General Fund, Water and Wastewater Enterprise.

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

1. Approve Amendment No 5 to West Yost Agreement for City Engineering Services increasing the total not to exceed amount Four Hundred Twenty Thousand Dollars ($420,000) from One Million, One Hundred And Twelve Thousand Dollars ($1,112,000) to One Million, Five Hundred And Thirty-Two Thousand Dollars ($1,532,000);

2. Authorizes the City Manager to execute amendment No. 5 on behalf of the City;

3. Approves a budget amendment to the fiscal Year (fy) 2023-24 budget in the amount of $140,000 to West Yost Agreement for City Engineering Services on behalf of the City; and

4. Directs the Finance Director to allocate the costs of the work performed by the City Engineer to reimbursable expenses (development and grants) and City budget in accordance with the current cost allocation for City Engineer services.
37

Page 2 of 2 ends

The foregoing Resolution No. ____-2024 was duly introduced and adopted by the City Council of the City of Cloverdale at its regular meeting held on the 13th day of March, 2024 by the following roll call vote:

AYES: (_)
NOES: (_)
ABSTAIN: (_)
ABSENT: (_)
APPROVED: ATTEST:
______________________________ ____________________________________ Todd Lands, Mayor Mike Maloney, City Clerk
Exhibit A – Proposal to support Amendment No. 5 to West Yost Agreement for City Engineering Services 38 2235 Mercury Way
Suite 105
Santa Rosa CA 95407
707.543.8506 phone
530.756.7991 fax
westyost.com
March 5, 2024 SENT VIA: EMAIL
Mr. David J. Kelley
City of Cloverdale
City Manager
124 North Cloverdale Boulevard
Cloverdale, CA 95425
SUBJECT: Budget and Term Increase for On Call City Engineer Services Dear David:

The purpose of this letter proposal is to request additional budget and extend our contract term to December 2024 to continue to provide the City of Cloverdale (City) with continuing on-call, as-needed support for City Engineer services through the 2024 calendar year.

We are proud of our successful collaborations with the City, including obtaining approximately $5.7 million in grant funding for Citywide Drought Relief Projects ($3,005,000), First Street ADA Sidewalk Repair ($392,000), Cloverdale Sidewalk Completion ($500,000), Cloverdale Traffic Calming ($700,000), Wastewater Treatment Feasibility Assessment ($500,000), Scout Hut ADA Upgrades ($250,000), and Measure M Local Street Rehabilitation ($398,000 to date). We hope to continue with similar achievements.

Additional budget estimated at $420,000 is required to complete the work associated with this assignment through the duration of this calendar year. Of the requested budget estimate, approximately 50 percent is anticipated to be reimbursable to the City. Reimbursable tasks include:
• Application review and Public Works inspections for development projects including coordination with Building Department, applicants, and contractors regarding development plans, as-built conditions, contractor operations, requests for information, development agreements, and bond releases.
• Urban and Multi-benefit Drought Relief Grant Program grant administration and project management including grant contract negotiations, meeting participation, public outreach tasks, environmental clearance coordination, and consultant and contractor solicitations. • Coordination, meeting participation, and review associated with municipal water system consolidations and annexations to the City of Cloverdale, as requested by the State Water Board, for the areas of Six Acres and South Cloverdale. 39 David Kelley
March 5, 2024

Page 2 ends

N-C-495-60-21-06-WP-LP 23-24 Budget Adjustment

SCOPE OF SERVICES
It is anticipated that city engineer services will include planning, organizing, directing, and overseeing the activities and operations of the Engineering Department and supporting the Public Works Department, including design and inspection in the areas of land development, traffic, utilities, solid waste, storm, sewer, and treatment. This position may formulate policy, develop goals and objectives, supervise staff, and administer the departments’ budgets.

For the purposes of this contract, Vanessa Apodaca, Senior Engineer, will serve as the on-call contract Engineer/Project Manager, with support provided by assigned West Yost staff, as needed. Key tasks necessary to perform this proposed Scope of Services are described below.

Additional hours and/or in-person meetings may be available with advance notice.

In addition to Ms. Apodaca’s direct availability, West Yost has additional professional, technical, and office administrative staff available to support the on-call services. Ms. Apodaca would supervise and oversee any additional support staff needed to accomplish anticipated duties.

Anticipated duties include but are not limited to:
• Participate in the development and implementation of both short-range and long-range goals, objectives, policies, and procedures relative to public works engineering activities and maintenance operations.
• Funding support, including grant applications and grant administration. • Propose, review, and negotiate development conditions and coordinate with developers, contractors, and engineers.
• Perform public works inspections and construction management for development projects. • Administer contracts for engineering consultants and construction of municipal buildings and other public works.
• Interpret and/or establish technical criteria, standards, and administrative policies for subordinates, other departments, and the public.
• Determine scope of engineering projects, review plans of private contractors, and make technical engineering decisions.
• Manage, oversee, and participate in the preparation and administration of the Capital Improvement Program.
• Represent the Engineering Department at City Council, local and regional commission meetings. • Prepare and administer the Engineering Departments’ budgets and authorize all requisitions and payments associated therewith.
• Prepare and present engineering recommendations to the City Council after considering alternatives, advisability, and conformance of proposals with applicable codes, rules, regulations, and industry standards.
40 David Kelley
March 5, 2024

Page 3 ends

N-C-495-60-21-06-WP-LP 23-24 Budget Adjustment
• Coordinate engineering activities with other City departments and with outside agencies. • Prepare reports, correspondences, special studies, and technical memorandums. • Respond to complex citizen inquiries and complaints.
• Provide professional and technical staff assistance.
• Support the Public Works Director and other City staff. • Perform related duties as assigned.

Anticipated duties do not include emergency command or staffing the City’s Emergency Operations Center in the event of an emergency.

Task 2. Project Management and Quality Assurance/Quality Control This task includes project management related activities, including general project coordination, and development and review of project invoices. Under this task, detailed descriptions of services performed will be developed and included with monthly invoices.

Before submitting deliverables to the City, they will undergo a QA/QC review by a qualified member of West Yost staff.

BUDGET AND SCHEDULE
West Yost will continue with the scope of services described above on a time-and-expenses basis, at the billing rates set forth in West Yost’s attached 2024 Billing Rate Schedules. We have assumed a monthly level of effort of approximately 48 hours of Ms. Apodaca’s time and 100 hours of additional technical and support staff. Actual level of effort may be less, depending on the City’s needs.

West Yost estimates the on-call support services to cost approximately $420,000 through the 2024 calendar year. Approximately 50 percentof the support services cost is anticipated to be reimbursable by development, annexation, and grant projects.West Yost will not exceed the estimated cost without written authorization.

If additional budget is required to complete work associated with this assignment, we will consult with the City to determine an appropriate scope and fee amendment. Contract extensions and budget amendments may be subject to an annual increase in billing rates.

Thank you for the opportunity to continue to be of service to the City of Cloverdale. Please contact me if you have any questions.

Sincerely,

WEST YOST
Vanessa Apodaca, PE Greg Chung
Principal Engineer I Vice President
RCE #74824
Attachment A: West Yost 2024 Billing Rate Schedule
41 West Yost’s 2024 Billing Rate Schedules
Attachment A
42 (Effective January 1, 2024, through December 31, 2024)*

POSITIONS

ENGINEERING
Principal/Vice President $355
Engineer/Scientist/Geologist Manager I / II $335 / $351 Principal Engineer/Scientist/Geologist I / II $302 / $322 Senior Engineer/Scientist/Geologist I / II $272 / $286
Associate Engineer/Scientist/Geologist I / II $226 / $243 Engineer/Scientist/Geologist I / II $176 / $205
Engineering Aide $106
Field Monitoring Services $131
Administrative I / II / III / IV $97 / $121 / $145 / $160

ENGINEERING TECHNOLOGY
Engineering Tech Manager I / II $349 / $351
Principal Tech Specialist I / II $320 / $331
Senior Tech Specialist I / II $293 / $306
Senior GIS Analyst $265
GIS Analyst $251
Technical Specialist I / II / III / IV $187 / $213 / $239 / $267 Technical Analyst I / II $134 / $160
Technical Analyst Intern $108
Cross-Connection Control Specialist I / II / III / IV $140 / $151 / $170 / $189 CAD Manager $211
CAD Designer I / II $164 / $185

CONSTRUCTION MANAGEMENT
Senior Construction Manager $338
Construction Manager I / II / III / IV $201 / $215 / $228 / $289 Resident Inspector (Prevailing Wage Groups 4 / 3 / 2 / 1) $181 / $201 / $224 / $232 Apprentice Inspector $164
CM Administrative I / II $87 / $118
Field Services $232
2024 Billing Rate Schedule

LABOR CHARGES (DOLLARS PER HOUR)
■ Hourly rates include charges for technology and communication, such as general and CAD computer software, telephone calls, routine in-house copies/prints, postage, miscellaneous supplies, and other incidental project expenses. ■ Outside services, such as vendor reproductions, prints, and shipping; major West Yost reproduction efforts; as well as engineering supplies, etc., will be billed at the actual cost plus 15%. ■ The Federal Mileage Rate will be used for mileage charges and will be based on the Federal Mileage Rate applicable to when the mileage costs were incurred. Travel other than mileage will be billed at cost. ■ Subconsultants will be billed at actual cost plus 10%. ■ Expert witness services, research, technical review, analysis, preparation, and meetings will be billed at 150% of standard hourly rates. Expert witness testimony and depositions will be billed at 200% of standard hourly rates. ■ A finance charge of 1.5% per month (an annual rate of 18%) on the unpaid balance will be added to invoice amounts if not paid within 45 days from the date of the invoice. * This schedule is updated annually Page 1 of 2 43
(Effective January 1, 2024, through December 31, 2024)* Equipment Charges

EQUIPMENT
2" Purge Pump & Control Box $300 / day
Aquacalc / Pygmy or AA Flow Meter $28 / day
Emergency SCADA System $35 / day
Field Vehicles (Groundwater) $1.02 / mile
Gas Detector $80 / day
Generator $60 / day
Hydrant Pressure Gauge $10 / day
Hydrant Pressure Recorder, Impulse (Transient) $55 / day Hydrant Pressure Recorder, Standard $40 / day
Low Flow Pump Back Pack $135 / day
Low Flow Pump Controller $200 / day
Powers Water Level Meter $32 / day
Precision Water Level Meter 300ft $30 / day
Precision Water Level Meter 500ft $40 / day
Precision Water Level Meter 700ft $45 / day
QED Sample Pro Bladder Pump $65 / day
Storage Tank $20 / day
Sump Pump $24 / day
Transducer Communications Cable $10 / day
Transducer Components (per installation) $23 / day
Trimble GPS – Geo 7x $220 / day
Tube Length Counter $22 / day
Turbidity Meter $30 / day
Turbidity Meter (2100Q Portable) $35 / day
Vehicle (Construction Management) $10 / hour
Water Flow Probe Meter $20 / day
Water Quality Meter $50 / day
Water Quality Multimeter $185 / day
Well Sounder $30 / day

BILLING RATES
2024 Billing Rate Schedule
* This schedule is updated annually Page 2 of 2 44
City Council/Successor Agency
Agenda Item Summary Agenda Item:

Meeting Date:

G.4
March 13, 2024
Agenda Section:

Consent
Staff Contact:

Chris Parker, Chief of Police
Agenda Item Title:

Addendum #1 to the Memorandum of Understanding for School Resource Officer (SRO) between the City of Cloverdale and Cloverdale Unified School District for a School Resource Officer _______________________________________________________________________________________ Recommended Council Action(s):

Since 1994, the City of Cloverdale and the Cloverdale Unified School District have been working together through Cooperative Agreements. These agreements have been updated as needed, with the most recent revision occurring in response to the retirement of the former School Resource Officer (SRO) in May 2017.

During this time, City staff and School District staff collaborated to update the Cooperative Agreement. As part of these updates, the School District requested the elimination of a class section at the high school that was taught by the SRO, focusing on introducing students to careers in First Responder roles.

Chief Ferguson started drafting a separate Memorandum of Understanding (MOU) for the School Resource Officer (SRO) program between the Cloverdale Unified School District and the City of Cloverdale in November 2019. By early March 2020, the Police Department shared a revised version of the MOU with the Cloverdale City Attorney and the Cloverdale Unified School District Superintendent, Jeremy Decker, for feedback.

Following this, Superintendent Decker and the City Attorney provided recommendations for further revisions to the draft, leading to the completion of the final version of the MOU by the department on March 11, 2020.

In December 2022, the Council passed Resolution 121-2022, authorizing the City Manager to execute a restated Memorandum of Understanding between the Cloverdale Unified School District and the City of Cloverdale. The current Cooperative Agreement is included as an attachment to this resolution. The Police Department's objective in updating the existing Cooperative Agreement was to develop a more comprehensive agreement with clear language outlining the responsibilities of both the School District and the Police Department, as well as detailing a fee structure for SRO services over a three-year period and an updated shared cost of $50,000 by the School District. The enhanced SRO role was designed to increase the Police Department's presence on School District campuses, fostering direct interaction with students. __________________________________________________________________________________ Summary:

The initial plan was for a full-time SRO role to be filled once the 10th officer was hired and completed field training successfully. However, challenges in recruitment due to economic and competitive factors have made it harder to fill this position.
45 City Council/Successor Agency Agenda Item Summary
Meeting Date: March 13, 2024

Page 2 of 2 ends

Due to staffing limitations, the Cloverdale Police Department has not been able to place an officer in the SRO position on a full-time basis. As a result, Amendment No. 1 to the SRO MOU is proposed to allow the School District and Cloverdale Police Department to introduce the SRO position one day a week until the department is fully staffed with a 10th officer. Amendment No. 1 would allow the Cloverdale Police Department to utilize current budgeted funds while having the School District honor their commitment to help fund this position responsibly.
_______________________________________________________________________________________ Options:

1. Refer the SRO Addendum to back to Subcommittee for further review and discussion; and/or

2. Do not recommend further action on the Addendum to the SRO MOU at this time; or

3. Provide alternative direction to City staff.
________________________________________________________________________________________ Subcommittee Recommendation:

The Draft SRO MOU Addendum was recommended for review by the City Council by the Finance Administration And Police subcommittee.
________________________________________________________________________________________ Budget/Financial Impact:

The fully burdened position of a full time officer is $228,960.00 not including any required overtime. The School District originally agreed to pay a portion of the salary for the position totaling $50,000 per school year with guaranteed funding for three years. The new addendum would allow the School District to contribute at an hourly rate of $34.66 under the addendum and billed monthly. The General Fund would be responsible for covering the cost difference. The remaining balance is estimated at $15,916.00 for the remaining fiscal year 2023/2024. The 2024/2025 budget has not been approved yet but the impact to the remaining 2024 calendar year would be $18,900.00. Both amounts identified can be accommodated in the current / proposed budgets.
________________________________________________________________________________________ Attachments:

1. Adopted Memorandum of Understanding

2. Resolution

3. Exhibit A - Addendum to the SRO Memorandum of Understanding 46 3431292.3

11.30.2022
1 MEMORANDUM OF UNDERSTANDING BETWEEN

CLOVERDALE UNIFIED SCHOOL DISTRICT AND

CITY OF CLOVERDALE
(REVISED 2022)
This Memorandum of Understanding and Cooperative Agreement (“MOU”) by and between the City of Cloverdale, (“City”), through its Police Department (“Department”), and the Cloverdale Unified School District (“District”), is entered into this ____ day of ___________, 202__, for the purposes and in the manner set forth below. Together the City and the District are collectively referred to as the “Parties.” WHEREAS, the Cloverdale Police Department (“Department”) and the Cloverdale Unified School District (“District”) desire to provide a safe and secure teaching and learning environment for all students and staff within the City of Cloverdale by protecting life and property; and WHEREAS, ensuring the safety of students and staff on school campuses in Cloverdale is a priority of the District and the Department. Campus security will be enhanced by the presence of a police officer who will interact with the students in both a positive and proactive manner; and WHEREAS, in addition, a police officer on campus will help improve relations between the Department and the youth of the community; and
WHEREAS, the District and the City desire to enter into this MOU setting out their expectations and responsibilities in achieving the mutual objective of providing a safe and secure teaching and learning environment for all students and staff.

NOW, THEREFORE, in consideration of the mutual promises contained herein, the Department and the City agree as follows:

A. Cloverdale Police Department School Resource Officer-Role and Responsibilities.

1. To provide enforcement, prevention, and intervention by:
a. Providing one uniformed police officer presence (the "School Resource Officer") at Cloverdale High School, Washington Middle School, Jefferson Elementary School, and JEH Continuation School (collectively, the "Campuses"). b. Responding to all law enforcement-related matters as they occur during regular school hours while the School Resource Officer is on campus and able to do so. c. Documenting all incidents of crime that occur upon the Campuses as per Department regulations, performing the necessary follow-up investigations as needed to identify perpetrators of crime, and performing any follow-up on cases as deemed necessary by the Department.
d. Attending various sporting events and school activities at the Campuses as 47 3431292.3

11.30.2022
2 needed for proactive enforcement, interaction, and presence. e. Attending truancy meetings and other parent conferences as requested or needed.

2. To work with Campuses’ staff in matters of mutual concern, such as preventing alcohol, drug use, and vaping on the Campuses; staff and student safety on and off campus; gang related violence and crime; criminal trends; campus intruders and damage or loss of property.

3. To provide a liaison in the following areas: point of contact for CPS, home visitations, district-wide critical response plan training, school safety plans, SARB and training of faculty, and campus supervisors.

4. Conduct preventative educational programs in the classrooms related to gangs (G.R.E.A.T) and drugs (D.A.R.E); partner with Youth Diversion/Healdsburg Police program; restorative and preventative programming.

5. Present increased visibility and supervision on the Campuses and surrounding neighborhoods to deter criminal activity and promote positive relationships between the schools, surrounding neighborhoods, and the Department.

6. The SRO shall not administer student discipline on any Campus.

7. The SRO will comply with all obligations of “law enforcement units” under the Family Educational Rights and Privacy Act (FERPA). In order to understand these obligations, the SRO will review the guidance document titled “School Resource Officers, School Law Enforcement Units, and the Family Educational Rights and Privacy Act (FERPA),” developed by the U.S. Department of Education, Privacy Technical Assistance Center, and released in February 2019.

8. The City will ensure that any law enforcement officer assigned as SRO will complete a basic course of training to meet the unique safety needs of a school environment before exercising the powers of a peace officer in the SRO context. (Penal Code 832.3).

9. The City reserves the right of control over the School Resource Officer in all regards, including, but not limited to, discipline, employee evaluations, job duties, temporary relocating, and the hiring, retention or termination of the School Resource Officer.

The District will have the opportunity to contribute feedback as part of the evaluation process.

B. Cloverdale Unified School District's Role and Responsibility:

1. To ensure student welfare on the Campuses; develop procedures to handle campus safety concerns; establish and follow procedures for referring the involvement of the School Resource Officer; and to cooperate with and support in a proactive manner the Department.

2. The District recognizes that the School Resource Officer is a sworn California law enforcement officer who will comply with all required training mandates, Departmental perishable skills training, federal and state laws, local ordinances, and all Department rules and regulations.
48 3431292.3

11.30.2022
3 3. The District acknowledges that the position of the School Resource Officer will be under the sole supervision of the Department as an employee of the City, with direct reporting to the Chief of Police of the City.

4. The District shall provide the following in cooperation with the Department for the School Resource Officer:
a. As available, a single office space of reasonable size and configuration that is secured against general access of students and staff on one of its campuses; b. Materials suitable for conducting day to day business related to the function of the Department such as an office desk, chair, guest chair, telephone system, office equipment, computer, and any other materials as identified by each involved entity; c. Keys and maps to all facilities within the District which depict exit routes and safety staging locations;
C. Sick/Injury/Emergency Absences:

The Department will provide general law enforcement services to the District via the Department’s patrol division whenever the regularly assigned School Resource Officer is temporarily unable to provide services due to illness, injury, vacation, or emergency leave, or when called away to perform other duties that preclude the assigned School Resource Officer's presence at the Campuses. In the event of such occurrence, calls for service will be handled based on need in relation to other demands for the Department’s services.

D. Schedule:

The School Resource Officer's workday/week schedule for the school year will generally consist of Tuesday-Friday 7:30 a.m. to 3:30 p.m. with the remaining (2) hours assigned to patrol (the “Schedule”). The Officer will be expected to attend events such as Prom, homecoming, promotion and graduation as well as other events occasionally. The School Resource Officer will have weekends off and is subject to working patrol shifts during school holidays in accordance with the Schedule.

The School Resource Officer's schedule will be flexible, to the extent that is reasonable to accommodate meetings and other after school activities. The goal of this agreement is to dedicate the Resource Officer’s time to the schools. However, in the event that there is a major emergency or critical staffing deficiency (i.e., 4 officers out due to illness, injury, etc.), the School Resource Officer may be reassigned for the necessary period of time to reestablish adequate police staffing. The police department will provide the district with at least 48 hours advanced notice if the SRO is reassigned.

The School Resource Officer will be reassigned to patrol during Winter, Spring, and Summer breaks. The School Resource Officer will be assigned to patrol shifts as needed and is not subject to shift sign-ups in accordance with current practices.

The School Resource Officer will be allowed access to compensatory time off and vacation in accordance with the provisions of the Cloverdale Police Officer's Association Memorandum of 49 3431292.3

11.30.2022
4 Understanding as it currently exists or may be amended in the future.

E. Funding:

The District agrees to pay a portion of the cost of the School Resource Officer including wages and benefits in the amount of Fifty Thousand Dollars ($50,000) per school year for three years, to commence once an officer is hired and trained. The District agrees to pay the annual lump sum of ($50,000) within 60 days of the start of each school year during the contract period, prorated based on start time within the fiscal year.

City agrees to pro-rate first year funding Twenty-Five Thousand Dollars $25,000 (August 2022- January 2023) to offset the SRO vacancy due to hiring and training of the new officer.

City agrees to pay the remaining portion of School Resource Officer costs per year during the three-year contract period, prorated based on start time within the fiscal year.

Should the District pursue and receive grant funding for a full-time School Resources Officer, the District agrees to to pay the grant award amount of a School Resource Officer position to the City for each school year, as negotiated if awarded a grant(s).

F. Joint Legal/Financial Responsibility:

The City and District agree to assume equal responsibility for any and all loss or damages caused by or related to activities and services rendered by the School Resource Officer. This joint responsibility is intended to cover any circumstance, whether it pertains to an injury to the School Resource Officer or to a third party, or any damage to property whether it be District or City property, or property of a third party. To the extent feasible, the District and the City shall cooperate in the investigation, defense and payment, where appropriate, of any and all claims and legal costs.

Except as provided above, the City and District shall otherwise each defend, indemnify, and hold harmless each other and their respective officers, employees, and agents for and against any claim, action, loss, settlement, or judgment arising out of the acts or failure to act of that party or its officers, employees, or agents.

G. Term and Termination:

This MOU will be effective _____________, 202__, and extend through June 30, 2025.

This MOU may be terminated at any time upon thirty days (30) written notice to the Party against whom the right to terminate is being exercised.

The City may terminate this MOU at any time without prior notice in the event the District has failed to make timely a payment of reimbursement. A Payment shall be deemed to be untimely if it has not been received by the City within sixty (60) days of becoming due. The City will provide written notice to the District if a Payment is forty-five (45) days overdue. In the event of termination pursuant to the provisions in this paragraph, the District will be obligated to make payments for services performed and expenses incurred to the date of termination. 50 3431292.3

11.30.2022
5 The Parties agree to meet and confer within the first year of the City staffing an SRO to review the terms of this Agreement and amend the Agreement as necessary.

Sole Agreement of the Parties:

This MOU contains the sole agreement of the Parties relating to the School Resource Officer and correctly sets forth the rights, duties and obligations of each Party to the other Party. Any prior agreements, promises, oral statements, negotiations, or representations not expressly set forth in this MOU are of no force or effect.

H. Amendments Not Valid Without Additional Written Agreement:

No alterations or variations in the terms of this MOU shall be valid unless made in writing and signed by both Parties.

I. No Waiver:

The waiver by either Party of any breach or violation of any requirement of this Agreement shall not be deemed to be a waiver of any such breach in the future, or the breach of any other requirement of this Agreement.

J. Severability:

If any term or provision of this MOU is found to be illegal or unenforceable, then, notwithstanding any such term or provision, this MOU shall remain in full force and effect, and such term or provision shall be deemed stricken.

K. Independent Parties.

City and District are and at all times shall be considered entirely independent parties. The City and the District will each act in an independent capacity and not as officers, employees, or agents of the other. No Party shall have the right to control the other, except as expressly referenced in this MOU. Nothing in this MOU establishes, constitutes or shall be construed to establish or constitute a partnership, agency, or employment relationship between the Parties.

Person(s) providing services under this MOU will remain the employees of their respective agencies, and will not be employees of the other.

CITY OF CLOVERDALE: DATE:
x____________________ __/___/___
David E. Kelley, City Manager
APPROVED AS TO FORM:
51 3431292.3

11.30.2022
6 x____________________ __/___/___
Jose M. Sanchez, City Attorney
CLOVERDALE UNIFIED SCHOOL DISTRICT: DATE:
x____________________ ___/___/___
Betha MacClain, Superintendent
APPROVED AS TO FORM:
x____________________ __/___/___
School District Attorney

3431292.1
52 CITY OF CLOVERDALE

CITY COUNCIL
RESOLUTION NO. ___-2024
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CLOVERDALE APPROVING AMENDMENT NO. 1 TO

THE MEMORANDUM OF UNDERSTANDING BETWEEN THE CITY OF CLOVERDALE AND CLOVERDALE UNIFIED

SCHOOL DISTRICT FOR A SCHOOL RESOURCE OFFICER AND AUTHORIZING THE CITY MANAGER TO EXECUTE SAID AGREEMENT.

WHEREAS, in November 2019, the police department began drafting a stand-alone School Resource Officer (SRO) Memorandum of Understanding (MOU) between the Cloverdale Unified School District and the City of Cloverdale; and
WHEREAS, the establishment of a stand-alone MOU was considered, in part, as a result of discussions between the School District and City and interest in establishing a Full-time School Resource Officer with a shared cost by the District; and

WHEREAS, the Police Department’s intent in revising the current Cooperative Agreement was to establish a more robust agreement with specific language outlining the roles and responsibilities of the School District and the Police Department and to outline a fee schedule for SRO services for three years; and WHEREAS, the goal of the enhanced SRO position was to provide increased involvement by the Police Department on School District campuses by being visible and directly interacting with students; and WHEREAS, on March 20, 2020, the school district sent a notice that due to the pandemic and recommendations by the health officer, the school would be suspended, and further educational instruction would be provided through distance learning; and WHERAS, in early 2022, city staff and the school district revisited the SRO MOU contract with the intent to establish a full-time position; and
WHEREAS, under the direction of Cloverdale Unified School District Superintendent Betha McClain, the school district sought to revise some of the terms listed in the former contract, including an increased annual contribution of $50,000 for three years; and
WHEREAS, on November 14, 2022, city staff and the school district met to review the revised SRO MOU; and
WHEREAS, the revised SRO MOU was brought forward during the Joint City/Cloverdale Unified School District Subcommittee meeting with a unanimous vote to bring the MOU before the Council; and WHEREAS, on December 14, 2002, the Cloverdale City Council adopted Resolution 121-2022 approving a Memorandum of Understanding between the City of Cloverdale and Cloverdale Unified School District for a School Resource Officer; and
WHEREAS, due to staffing limitations, the Cloverdale Police Department has not been able to place an officer in the SRO position on a full-time basis; and
53 WHEREAS, Amendment No. 1 to the SRO MOU is proposed to allow the School District and Cloverdale Police Department to introduce the SRO position one day a week until the department is fully staffed with a 10th officer; and
WHEREAS, Amendment No. 1 would allow the Cloverdale Police Department to utilize current budgeted funds while having the School District honor their commitment to help fund this position responsibly.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Cloverdale, State of California, does approve Amendment No. 1 to School Resource Officer Memorandum of Understanding attached hereto as Exhibit A and authorize City Manager to execute said Amendment No. 1 to School Resource Officer Memorandum of Understanding.

The foregoing Resolution was duly introduced and adopted by the City Council of the City of Cloverdale at its regular meeting held on the 13th day of March, 2024, by the following roll call vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

Approved: Attested:
____________________ _____________________
Todd Lands, Mayor Mike Maloney, City Clerk
Attachments:

Amendment No. 1 to the School Resource Officer Memorandum of Understanding 54 ADDENDUM #1 TO MEMORANDUM OF UNDERSTANDING

BETWEEN

CLOVERDALE UNIFIED SCHOOL DISTRICT AND

CITY OF CLOVERDALE FOR SCHOOL RESOURCE

OFFICER
This Addendum #1 to the Memorandum of Understanding and Cooperative Agreement (“MOU”) by and between the City of Cloverdale, (“City”), through its Police Department (“Department”), and the Cloverdale Unified School District (“District”), is entered into this ____ day of ___________, 202__, for the purposes and in the manner set forth below. Together, the City and the District are collectively referred to as the “Parties.”
WHEREAS, the Cloverdale Police Department (“Department”) and the Cloverdale Unified School District (“District”) desire to provide a safe and secure teaching and learning environment for all students and staff within the City of Cloverdale by protecting life and property; and WHEREAS, ensuring the safety of students and staff on school campuses in Cloverdale is a priority of the District and the Department. Campus security will be enhanced by the presence of a police officer who will interact with the students in both a positive and proactive manner; and WHEREAS, in addition, a police officer on campus will help improve relations between the Department and the youth of the community; and
WHEREAS, the District and the City desire to amend the current MOU with Addendum #1 setting out their expectations and responsibilities in achieving the mutual objective of providing a safe and secure teaching and learning environment for all students and staff.

NOW, THEREFORE, in consideration of the temporary amendment promises contained herein, the Department and the City agree as follows:

Addendum to the MOU between the Cloverdale Unified School District and the City of Cloverdale:

Temporary Agreement for the School Resource Officer Program This addendum serves as a temporary agreement to initiate the School Resource Officer program while ensuring that the Cloverdale Police Department reaches the agreed-upon staffing level of 10 Police Officers before assigning a full-time School Resource Officer. The implementation of this program will begin one day a week, depending on the schedule of the Identified School Resource Officer. The assigned officer will work on this day as overtime, in addition to their regular 40-hour work week.

Temporary Adjustments:

D. Schedule:

Currently, Officer Rhodes has agreed to work on Mondays (1 day a week), 8 hours a day, from 07:30 AM to 3:30 PM, until May 6th, which coincides with a scheduled Shift Change in the department (to commence Monday, March 25th, 2024). The district will be notified one month in advance if there are any changes to the one-day-a-week schedule. This temporary schedule supersedes section D of the MOU regarding the regular workday/week. The assigned officer may also work special events and sports events as needed, 55 depending on his availability. Special Event Schedule must comply with the POA MOU section 7.6.5 Special Events Notification with at least 14-day notice prior to the scheduled event.

E. Funding:

Under the original MOU, the District agreed to cover a portion of the cost of the School Resource Officer, including wages and benefits. Due to this addendum and the adjustment to an 8-hour day one day a week, the district will now pay 21.83% of the hourly billable rate ($159.00), at a rate of $34.66 an hour. The City of Cloverdale will bill the District monthly for the total amount accumulated each month based on the rate of $34.66 an hour. This temporary arrangement supersedes section E of the MOU, with the exception of the following:

If the District successfully pursues and receives grant funding for a full-time School Resource Officer, the District agrees to pay the grant award amount for a School Resource Officer position to the City for each school year, as negotiated if grants are awarded.

Unless otherwise specified, all other sections of the original MOU between the City of Cloverdale and the District will remain in full effect.

CITY OF CLOVERDALE:
x_____________________________ x_____________________________ David Kelley, City Manager Chris Parker, Police Chief
APPROVED AS TO FORM:
x_____________________________ x_____________________________ Alex Mog, City Attorney Mike Maloney, City Clerk
CLOVERDALE UNIFIED SCHOOL DISTRICT:
x_________________________________
Glen Senestraro, Superintendent
APPROVED AS TO FORM:
x_________________________________
Daniel Houck, School District Attorney
56 City Council
Agenda Item Summary
Agenda Item:

Meeting Date:

I.1
March 13, 2024
Agenda Section
New Business
Staff Contact
Vanessa Apodaca, City Engineer
Agenda Item Title:

Sign onto the Town of Windsor’s Letter of Commitment for a Regional Biosolids Facility.

Recommended Council Action:

The City of Cloverdale participates in the Russian River Reuse Collaborative (R3C) which is a regional wastewater focused collaboration staffed by agency leaders in the Russian River watershed. The R3C meets approximately every two months to discuss upcoming projects and grant opportunities with a focus on being competitive for grant funding opportunities. The Town of Windsor took the lead to create the group and facilitates the meetings. This regional collaboration is gaining momentum and is anticipated to be formalized in the future through a Memorandum of Understanding.

The City of Cloverdale’s wastewater treatment facility processes the City’s wastewater to secondary standards.

During wastewater treatment the liquids are separated from the solids. Those solids are then treated physically and chemically to produce nutrient-rich semisolid organic matter known as biosolids. The City currently contracts for biosolid removal approximately every three years. The most recent Cloverdale Biosolids removal project occurred in Fiscal Year 2021/2022 with bids ranging between $200,000 and $600,000.

Due to new regulations, biosolid removal and disposal costs are expected to increase dramatically in the coming years. This issue is one of the many topics discussed during the R3C meetings, including discussions around the benefits of constructing a biosolids treatment facility that could serve the region. ___________________________________________________________________________________________ Summary:

The Town of Windsor is planning for a Water Reclamation Facility Modernization Project in which they will construct a biosolids treatment facility. The proposed facility will treat biosolids to Class A, exceptional quality biochar which could be used by residents and agriculture for fertilizer. Biochar is a lightweight black residue, made of carbon and ashes, remaining after the pyrolysis of biomass, and is a form of charcoal which can be used as a soil additive. Biochar can improve plant health through neutralizing acidity, provide improved water and nutrient retention, improve drainage and aeration, and provide habitat for beneficial soil microbes.

Windsor staff has obtained the services of a consultant to apply for grant funding from the US Environmental Protection Agency’s (EPA) Climate Pollution Reduction Act program to construct the biosolids treatment facility.

Windsor can apply for grant funding as an individual agency or as a coalition. Because regional projects are more grant competitive and biosolids disposal is an issue for various agencies throughout the region, Windsor is asking for various entities to sign onto their Letter of Commitment as part of the funding application.

Windsor will move forward to construct the facility whether it is grant funded or not with an anticipated cost of $50M. If other agencies are interested in applying for funding as a coalition, Windsor would ask for additional funds to expand facility construction so participating agencies could use the facility. Windsor is prepared to cover the costs of the funding application due April 1, 2024. Fees to use Windsor’s facility are anticipated to cover operational expenses and be less than if Cloverdale contracts for biosolid disposal. 57 City Council/Successor Agency Agenda Item Summary
Meeting Date: March 13, 2024

Page 2 of 2 ends

Signing onto the Letter of Commitment will not obligate Cloverdale to funding the project or sending their biosolids to Windsor; however, the City is being asked to provide minimal data and feedback for the grant application. The facility in Windsor is expected to bring value to Cloverdale through reduced biosolids disposal costs and increased beneficial reuse of a waste product. Staff recommends signing onto the Letter of Commitment.

Ongoing participation in the project will require the City to enter into a Memorandum of Agreement (MOA) to be drafted by Windsor and submitted to the US EPA by July 1. The MOA will state the City’s agreement to participate in the project and agree to federal stipulations in the grant award. The MOA will be brought forward for City Council consideration in the future if the City chooses to participate.

Alternative Options:

1. Reject Resolution

2. Provide alternative direction to Staff
Budget/Financial Impact:

None
Subcommittee Recommendation:

This item was introduced to the Public Works and Facilities Subcommittee on February 27, 2024 with a recommendation that it be brought to City Council for consideration.

Attachments:

1. Resolution

2. Draft Letter of Commitment
58 CITY OF CLOVERDALE

CITY COUNCIL
RESOLUTION NO. ___-2024

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CLOVERDALE AUTHORIZING SIGNING ONTO THE TOWN OF WINDSOR’S LETTER OF

COMMITMENT FOR A REGIONAL BIOSOLIDS FACILITY
WHEREAS, Cloverdale staff participates in the Russian River Reuse Collaborative (R3C) which is a regional wastewater focused collaboration staffed by agency leaders in the Russian River watershed and led by the Town of Windsor; and
WHEREAS, The City’s wastewater treatment facility produces nutrient-rich semisolid organic matter known as biosolids which require periodic removal and disposal; and WHEREAS, The Town of Windsor is planning to construct a regional biosolids treatment facility to treat biosolids to Class A, exceptional quality biochar which could be used by residents and agriculture for fertilizer; and
WHEREAS, Windsor staff will apply for grant funding from the US Environmental Protection Agency’s Climate Pollution Reduction Act program to construct the biosolids treatment facility so it can accommodate biosolids from the region including those from Cloverdale; and WHEREAS, Windsor staff is asking for Cloverdale and other entities to sign onto their Letter of Commitment as part of the funding application; and
WHEREAS, the facility in Windsor is expected to bring value to Cloverdale through reduced biosolids disposal costs and increased beneficial reuse of the City’s biosolids; and WHEREAS, based upon the foregoing, staff recommends signing the Letter of Commitment on behalf of the City.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Cloverdale, State of California as follows:

1. The City Manager is hereby authorized to sign Windsor’s Letter of Commitment and affix the City’s logo to said letter.

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 the 13th day of March, 2024 by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:
59 2
APPROVED ATTEST:
_________________________________ _____________________________ Todd Lands, Mayor Michael Maloney, City Clerk
Exhibit A – Draft Letter of Commitment
60 3/4/2024
Climate Pollution Reduction Grants Program: Implementation Grants General Competition United States Environmental Protection Agency
Office of Grants and Debarment
Mail Code: 3901
1200 Pennsylvania Avenue,
N.W. Washington, D.C. 20460
Letter of Commitment: Windsor Water Reclamation Facility Modernization Project Funding Opportunity Number: EPA-R-OAR-CPRGI-23-07
We are writing to express our collaboration, commitment and participation in the project titled “Windsor Water Reclamation Facility Modernization Project” (Project), led by the Windsor Water District Water Reclamation Facility (WRF). This coordinated grant application to the US Environmental Protection Agency’s (EPA) Climate Pollution Reduction Grant program will directly support the following entities: the Town of Windsor, the City of Healdsburg, the City of Cloverdale, the City of Santa Rosa, Sonoma Water, and the Lytton Tribe. (collectively, the “Collaborative”).

The Collaborative is invested in advancing the goals outlined in the US EPA’s Climate Pollution Reduction Grants Program and building on years of climate change investments throughout Sonoma County. The EPA funding will enable the construction of a biosolids treatment plant that is protective of long-term climate resilience and adaptive capacity in Sonoma County by aligning multiple communities across the county in a regionally collaborative approach to climate risk reduction. This will be accomplished through the construction of a new biosolids treatment plant that will provide regional capacity to produce approximately 1,250 dry tons of Class A EQ biosolids per year for beneficial reuse in the immediate geographic area.

When constructed, the Collaborative will have access to a local biosolids handling facility, thus increasing environmental benefits through a reduction of solids volume, and an increase in beneficial reuse, thereby decreasing current vehicle miles traveled from the current off haul of biosolids to other counties for limited reuse or disposal.

The biosolids project will utilize pyrolysis, which has been demonstrated to reduce per-and polyfluoroalkyl substances (PFAS) and Contaminants of Emerging Concern (CEC). This self-sustaining technology will result in an approximately 90% reduction in Greenhouse Gas (GHG) emissions from the WRF current process. The regional component of these projects means the benefits will extend well beyond the Collaborative’s relative jurisdictions.

The Collaborative recognizes that by converting what was once considered waste into a valuable resource, it can mitigate the release of GHGs and align the operations of the Project with the principles of climate change reduction. The Collaborative is positive that having a regionally available biosolids handling facility will act as a solution for other communities within the County making the Project a scalable solution that can significantly amplify impact and contribute to climate change reduction. DRAFT 61 The Program will play a transformative role in changing how water and water-related climate change risk are managed in Sonoma County, and the Collaborative represents a long-term and intentionally crosssector collaborative of agencies, community organizations and stakeholders seeking a more integrated and community-driven approach to addressing climate change impacts that already taking a serious toll on communities throughout northern California.

Sincerely,
LOGOS
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62 City Council/Successor Agency
Agenda Item Summary Agenda Item:

Meeting Date:

I.2
March 13, 2024
Agenda Section
New Business
Staff Contact
David Kelley, City Manager
Agenda Item Title:

Consider a Professional Services Agreement with West Yost & Associates, Inc. to provide engineering services for the design of new water storage tanks to replace the existing Southcrest Reservoir.

Recommended Council Action:

The City of Cloverdale needs to replace the existing Southcrest Reservoir (also known as Cherry Creek Road Tank/Reservoir). The existing Southcrest Reservoir water tank, constructed in 1966, is the oldest tank in the distribution system, contains lead in the exterior coating, has interior corrosion, and does not meet current seismic or structural standards. The Southcrest Reservoir serves Zone 1 of the City’s distribution system which includes approximately 2,000 connections and accounts for 67 percent of the City’s water demand (per the City’s 2010 Water System Master Plan Update). Zone 1 has three gravity storage reservoir locations with a total of 2.5 million gallons of storage.

In April 2021, MOE Engineering Inc., completed a feasibility study for the tank. The feasibility study evaluated four alternatives, with total storage at the site ranging from 400,000 gallons to 500,000 gallons. MOE Engineering’s recommended alternative would demolish and replace the existing tank with a 500,000-gallon tank; however, City staff favors two-tank alternatives since they afford the possibility of keeping the existing tank in service while a new tank is constructed and would provide operational redundancy for future maintenance. Further, MOE Engineering’s recommendations included updating the City’s 2010 Water System Master Plan, including a hydraulic model analysis to determine if the proposed tank alternatives will operate and contribute to the City’s storage needs as desired.

As a result of MOE Engineering’s recommendations, West Yost Associates was separately authorized through the City to complete a hydraulic model analysis of the existing Zone 1 water system. The purpose of this analysis was to determine impacts to the Zone 1 area in the vicinity of the tank should the existing tank need to be taken offline during construction, including meeting reliable normal demands and fire flows during construction of the preferred alternative. In addition to the hydraulic model analysis, West Yost’s tasks included a peer review of MOE Engineering’s feasibility study to identify any data gaps or additional studies that might be required prior to tank construction, assess an implementation schedule, and identify opportunities to perform work concurrently. The final technical memorandum was provided to the City in February 2024.

The hydraulic analysis found that under near-term demand conditions there will be a slight storage deficit in Zone 1, which will increase if the Southcrest Reservoir is taken offline. Under buildout demand conditions, there will be a storage deficit in Zone 1 of 0.09 MG and 0.29 MG, with and without the existing 200,000-gallon Southcrest Reservoir, respectively. In addition, the peer review recommends that the site analysis from the 2021 feasibility study be revisited to explore previously unconsidered areas for the location of a second tank, with a potential benefit of lowering project costs for a two-tank solution.

63 City Council/Successor Agency Agenda Item Summary
Meeting Date: March 13, 2024

Page 2 of 2 ends

Based on the findings of the feasibility study, hydraulic analysis, and peer review, engineering design services are in need to develop plans for the replacement of the existing Southcrest reservoir with new above ground water storage tanks.

Key tasks included in the design services for new water storage tanks are:

1. Preparation of design documents for the storage tanks and associated site and utility work, technical specifications, and engineering estimates. Scope includes attendance at public meetings as needed.

2. Environmental compliance services,

3. Bid and contract support services, and

4. Engineering services during construction.

The proposal from West Yost Associates includes supplemental topographic and geotechnical investigations; preparation of a California Environmental Quality Act (CEQ) Initial Study/Mitigated Negative Declaration; preparation of a Basis of Design Technical Memorandum (TM), plans, technical specifications, and construction cost estimates; participation in public meetings, and bid period support. The work scope also includes an optional task to provide engineering services during construction. This proposal with a detailed scope of services is attached to this staff report. The proposed not-to-exceed fee for these services, including the optional scope, is $668,705.

The Southcrest Reservoir replacement project is identified in the adopted Cloverdale Capital Improvement Plan as the “Cherry Creek Reservoir Rehabilitation” project number WA-066 for a total cost (including construction) of $1,270,000 through 2024.

The attached resolution authorizes West Yost & Associates, Inc. to provide engineering services for the design of new water storage tanks to replace the existing Southcrest Reservoir and authorizes the City Manager to enter into an agreement with West Yost for the work.

Alternative Options:

1. Reject recommended resolution.

2. Provide alternative direction to staff.

Budget/Financial Impact:

The proposal for engineering services for the design of new water storage tanks for replacement of the Southcrest Reservoir with optional engineering services during construction is $668,705 which would come from water impact fees.

Subcommittee Recommendation:

West Yost’s proposal for the Southcrest Design Project was discussed in the Public Works Subcommittee on February 27th, 2024 with a recommendation that the Optional Task for engineering services during construction be included and the proposal brought to City Council for approval.

Attachments:

1. Resolution

2. Exhibit A – Scope of Work

3. Southcrest Reservoir Outage Hydraulic Evaluation Technical Memorandum 64 CITY OF CLOVERDALE

CITY COUNCIL
RESOLUTION NO __-2024

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CLOVERDALE APPROVING A PROFESSIONAL SERVICES

AGREEMENT WITH WEST YOST ASSOCIATES TO PROVIDE ENGINEERING SERVICES FOR THE DESIGN OF NEW

WATER STORAGE TANKS TO REPLACE THE EXISTING SOUTHCREST RESERVOIR WHEREAS, Zone 1 of the City’s water distribution system is served by three reservoir locations with a total of

2.5 Million gallons of storage; and
WHEREAS, the Southcrest Reservoir (also referred to as the Cherry Creek Road Tank) which is part of the Zone 1 system was constructed in 1966 and requires replacement; and WHEREAS, an engineering feasibility study was conducted in 2021 by MOE Engineering which identified probable costs and included a geotechnical evaluation of the site determining tank replacement is feasible; and
WHEREAS, a hydraulic evaluation was completed in 2024 by West Yost Associates to determine impacts to the Zone 1 area in the vicinity of the tank, including meeting reliable normal demands and fire flows during construction of the preferred tank replacement alternative; and WHEREAS, professional engineering services are needed to develop design documents suitable for the construction of new water storage tanks to replace the existing Southcrest Reservoir; and WHEREAS, West Yost provided a proposal for professional services attached as Exhibit A setting forth the scope to provide professional engineering services for design for a not to exceed total of $668,705; and WHEREAS, West Yost Associates has the experience and qualifications necessary to provide engineering services for the design of new water storage tanks to replace the existing Southcrest Reservoir.

NOW, THEREFORE BE IT RESOLVED, that the City Council of the City of Cloverdale does approve an agreement with and hereby appoint West Yost Associates to provide engineering services for the design of new water storage tanks to replace the existing Southcrest Reservoir and authorizes the City Manager to enter into an agreement with West Yost for the work.

Ayes:

Noes:

Absent:

Abstain:

APPROVED: ATTESTED:
_____________________________ _____________________________ Todd Lands, Mayor Michael Maloney, City Clerk
Attachment
Exhibit A - Scope of Work
65 2020 Research Park Drive
Suite 100
Davis CA 95618
530.756.5905 phone
530.756.5991 fax
westyost.com
January 12, 2024 SENT VIA: EMAIL
David Kelley
City Manager
City of Cloverdale
124 N Cloverdale Blvd
Cloverdale, CA 95425
SUBJECT: Southcrest Water Storage Tank Design Proposal
Dear Mr. Kelley:

West Yost is pleased to submit this proposal to provide engineering services to the City of Cloverdale (City) for the design of new above-grade steel water storage tanks at the Zone 1 Southcrest tank.

OVERVIEW
In April 2021, MOE Engineering completed a feasibility study (FS) that evaluated options and made a recommendation for the replacement of the Southcrest tank. The recommended option was to replace the existing 200,000-gallon tank with a single 500,000-gallon tank. That option requires the existing tank to be demolished; therefore, per the Study, site water storage would be taken out of service for up to nine months.

Recently completed hydraulic modeling confirmed that the existing tank can be taken offline during construction. Consequently, the City prefers to demolish the existing tank and construct two new tanks, to provide redundancy.

A hydraulic analysis is currently underway by separate authorization with West Yost to evaluate the City’s Zone 1 and the impacts associated with the replacement of the Southcrest tank. The purpose of the evaluation tasks is to:
• Evaluate ultimate Zone 1 storage needs based on the latest water system demand projections. • Assess whether improvements are needed to meet zone demands including fire flow during any construction outage at the Southcrest tank.
• Provide a peer review of the 2021 Feasibility Study by MOE Engineering to identify unmet needs, data gaps, or other evaluations that should be undertaken before commencing construction on the preferred tank replacement alternative.

The peer review task is underway, and specific data gaps have been identified. The gaps are included in this scope and described below.
66 David Kelley
January 12, 2024

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SCOPE OF SERVICES
The following is a list of the key tasks necessary to perform this proposed scope of services, each further described below:
• Task 1. Project Management & Meetings
• Task 2. Site Investigation & Data Collection
• Task 3. Environmental Compliance
• Task 4. Design Services
• Task 5. Public Meetings
• Task 6. Bid Period Support
• Task 7. Construction Administration and Inspection (Optional) Task 1. Project Management & Meetings
Major components include Project management, workshops/meetings, and quality control. These items are described below.

Subtask 1.1. Project Management
All phases of the work will be managed under a single project management task for project execution, monitoring task budgets and project schedule, office administration and invoicing, coordinating work of the design team, and coordinating and reporting on the progress of the Project to the City. West Yost will monitor project progress, assign labor resources, review work products, respond to the City’s requests and concerns, and maintain communications with City staff to ensure satisfactory completion of the work on schedule and within budget. We will prepare monthly progress, cost summary reports, and invoices.

Subtask 1.2. Design Workshops and Progress Meetings
Schedule up to four progress or technical review meetings to facilitate dialogue between all Project team members and to review the design submittals at subsequent phases of design completion. West Yost will prepare agendas and minutes for all meetings and update action items and decision logs.

The following design workshops are anticipated:
• Kickoff and design workshop; this will include a site visit. • Basis of Design Technical Memorandum review meeting and 30% Design Submittal Review workshop. This will be a virtual meeting.
• 60% Design Submittal Review workshop. This will be an in-person meeting. • 90% Design Submittal Review workshop. This will be a virtual meeting.

Progress teleconferences will be held bi-weekly for the duration of the project. Review teleconferences to discuss plan submittal comments will be held following the 30% and 90% submittals. 67 David Kelley
January 12, 2024

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Subtask 1.3. QA/QC
Provide quality control and quality assurance, including setting up a system for tracking work progress and expenditures. Complete formal internal review procedures prior to submittal of the Project deliverables to provide an objective check on the adequacy of the design and related work products. A principal engineer who will not be involved in the Project on a day-to-day basis will complete this review, provide a detailed cross-reference check of the documents, check calculations, and offer constructive suggestions for design improvements.

Task 1 Assumptions
• The City will schedule appropriate personnel for the design workshop. • A DRAFT and a FINAL set of meeting minutes will be issued for the design workshop. • Two review teleconferences following the 30% and 90% submittals will be held to discuss City feedback and comments, each for 1 hour duration.
• The Kickoff and 60% submittal review workshops will be in-person meetings. • Progress teleconferences will be scheduled bi-weekly and be 30 minute duration.

Task 1 Deliverables
• West Yost will provide the agenda and minutes for each meeting.

Task 2. Site Investigation & Data Collection
Subtask 2.1. Existing Document Review
Collect and review available data showing the existing facilities and infrastructure within the project area, including the following documents:
• Geographic Information System information
• Utility mapping and records
• Reports related to the project, including hydraulic modeling, geotechnical reports, preliminary/planning reports, etc.
• Available as-built information for existing infrastructure improvements • City and County Improvement Standards
• Other relevant documents
Subtask 2.2. Permitting
West Yost will identify required permits and approvals and prepare applications and supporting information for required permits on behalf of the City. We will coordinate with interested agencies, City staff, and utility companies during 30% design as needed to ensure all issues and concerns have been effectively identified and considered. Processing of many of these permits will continue through the design phase of the project.

The anticipated permits include:
• Safe Drinking Water Program Water Supply Permit Amendment (Division of Drinking Water) • Grading Permit, if necessary
• Power Application (PG&E)
• Other (to be determined during preliminary design)
68 David Kelley
January 12, 2024

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Subtask 2.3. Surveying
The survey conducted by MOE is insufficient for the proposed project; therefore, a supplemental surveying and mapping task is included. The surveying and mapping will include the following:
• Topographic survey coverage area will include the easterly one acre of the subject parcel extending 130 feet west of the existing water tank.
• Topographic survey will be provided on NAVD88 vertical Datum and NAD83 horizontal datum.

Subtask 2.4. Geotechnical Investigation
The previously completed geotechnical investigation was incomplete and recommended tank foundation improvements that, in our opinion, are unnecessary and would add significant cost the project. Consequently, we proposed to conduct a supplement geotechnical investigation to ensure the recommended geotechnical improvement are appropriate for the existing soil conditions.

The site is underlain by Franciscan Melange bedrock at shallow depth. A preliminary review of published information indicate there are no known landslides or active faults mapped at the site. We anticipate the primary geotechnical consideration for design will be temporary and permanent support of planned excavations required for tank pad construction. Our proposed investigation will focus on the collection of geotechnical data for use in evaluating geologic hazards (e.g., landslides and slope stability) and the development of geotechnical design input (e.g., tank subgrade preparation and tank foundation bearing pressures).

Field Exploration and Lab Testing
• Two (2) borings up to 50’ deep. one (1) at the top of the slope, one (1) boring near the new tank pad, and one (1) shallow boring west of the new tank pad • Percolation testing in shallow boring located west of new tank pad • Planning, County permitting, health & safety plan, coordination • Underground utility locating survey in area of planned borings • Geologic mapping of site including bedrock exposures in cut adjacent to existing tank • Review of aerial photographs and published geologic maps • Geotechnical laboratory testing of boring samples
Engineering Analysis
• Data analysis, boring logs, site geologic map development • Soil nail design criteria development
• Percolation test evaluation
PM, Coordination, and Reporting
• Project management and design team coordination meetings (2 virtual meetings) • Prepare draft geotechnical report for review
• Finalize geotechnical report addressing review comments 69 David Kelley
January 12, 2024

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Task 2 Assumptions
• City will provide historical information such as as-built records of the tank and underground piping, connections to the distribution system, upcoming or ongoing electrical and instrumentation designs by Others, and other internal or external communications that pertain to the Tasks. • Typically, the contractor prepares the necessary traffic control plan and SWPPP, and obtains the associated permits; therefore, preparation of traffic control plans and SWPP has not been included in our scope.

Task 2 Deliverables
• CAD and PFD of the topographic survey.
• Draft and final Geotechnical Report.

Task 3. Environmental Compliance
Given the potential effects of the proposed Project, it is recommending the preparation of a California Environmental Quality Act (CEQA) Initial Study/Mitigated Negative Declaration (IS/MND). Our subconsultant, Area West Environmental, Inc. (AWE), will conduct the IS/MND study. Their scope includes the following tasks and necessary technical studies.

Subtask 1. Biological Resources Technical Memo
AWE will prepare a technical memo that describes existing conditions for the Project site and that provides the information necessary for CEQA compliance. AWE will perform background review including database review from: the U.S. Fish and Wildlife Service, the California Department of Fish and Wildlife’s California Natural Diversity Database, the California Native Plant Society, U.S. Geological Survey maps, and aerial photographs. The technical memo will also include information regarding the potential for special-status species or sensitive habitats to occur in the Project area, an analysis of impacts on biological resources, and recommended measures to minimize or avoid potential Project impacts. This task will include a one-day reconnaissance site visit to the Project site to identify biological resources present.

Subtask 2. Cultural Resources Report
AWE will conduct an archaeological resources evaluation and a historic resource evaluation and prepare a cultural resources report. The cultural resources report would include database and information center searches, a pedestrian survey, and Native American coordination. Background research would include reviewing National Register listings, a cultural records search from the Northwest Information Center of the California Historical Resources Information System, and the California Native American Heritage Commission's sacred land files. The existing water tank on site, built in 1966, is more than 50 years old and may qualify as a historic resource. After reviewing database results and completing background research, AWE’s qualified archaeologist will complete a pedestrian survey of the Project site. Additionally, AWE will produce letters to aid the City in Assembly Bill (AB) 52 consultation with local Native American tribes in the vicinity of the Project. Letters will be sent on City letterhead to all Tribes who have requested notification from the City. The letters will include an invitation to participate in an environmental review for the Project, a brief Project description, a Project location map, and a request to respond within 30 days of letter receipt.

Letters will be sent via certified mail to document receipt. AWE will attend up to one onsite field meeting with interested Tribes if requested.
70 David Kelley
January 12, 2024

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Subtask 3. Visual Impact Analysis
Concerns resulting from the visual difference of the Project site from nearby residences were identified in the Feasibility Study performed by MOE Engineering, Inc. Therefore, AWE recommends a visual impact analysis to support the CEQA document. The visual impact analysis will describe the effects of the Project on the existing visual character of the site because of Project implementation. It will describe the existing character of the site and surrounding environment as seen from surrounding public and private viewpoints and evaluate the anticipated changes to the visual character resulting from the development of the Project.

The effects of the removal of vegetation and construction of new facilities on views from publicly accessible roads will be discussed. AWE will qualitatively address impacts on nearby public views, using photos to highlight the results of the aesthetic analysis. The visual assessment will result in a technical memorandum including the results/efforts of a field visit, research and review of municipal plans and Project information, and the preparation of photo exhibits and maps and development of photo simulations. This task would include a site visit; photographs will be taken at this time to be used in the analysis, for graphics, and for the photo simulations.

Subtask 4. CEQA Initial Study Mitigated Negative Declaration AWE will prepare an Administrative Draft IS/MND to comply with CEQA for the Project. The IS/MND will define the Project objectives and describe the proposed improvements. It is the goal of the IS/MND to support adoption by the City and provide the Project with CEQA compliance. The draft IS/MND will include a Project description, a list of responsible agencies who may rely on the IS/MND, and the permits or approvals required for Project implementation. The IS/MND will describe the affected environment and environmental consequences of Project impacts. AWE will use the CEQA Guidelines/Appendix G checklist as a basis for the IS/MND. AWE will apply the results from subtasks 1-3 as well as available engineering studies to describe existing conditions. The consequences of the Project will be analyzed for the construction and operational phases of the Project. Cumulative impacts, the effects of the Project in combination with other likely Projects, will be assessed.

After review by the City, AWE will incorporate comments and prepare a public draft IS/MND, notice of completion, and notice of intent to adopt an MND for use by the City. As required by CEQA, the IS/MND will be circulated among public agencies and the general public, as well as specific individuals, organizations, and agencies expressing an interest in receiving the document, for 30 days. If changes to the IS/MND are needed, AWE will complete an errata to accompany the responses to comments. AWE will provide the City with the responses to comments and errata, as well as a final Mitigation, Monitoring, and Reporting Plan. These deliverables can be used in the staff report for consideration by the City. This scope of work assumes no public meeting would be required during the CEQA comment period and the City will be responsible for mailing or publishing notices; if desired, AWE could provide those services under added scope and cost.

Optional Environmental Subtasks
The budget for the following optional tasks are not included in our budget estimate.

Optional Subtask 5. Noise Impact Assessment
Due to nearby sensitive receptors (immediate neighbors), a noise impact assessment would be used to address CEQA Appendix G checklist questions. AWE teaming partner, AMBIENT Air Quality & Noise Consulting (AMBIENT), will complete the noise impact assessment. To assess potential construction noise impacts, sensitive receptors and their relative exposure to the proposed Project area (considering topographic barriers and distance) will be identified. Noise levels of specific construction equipment will be summarized in 71 David Kelley
January 12, 2024

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included in the report. This discussion will also address applicable requirements of the City of Cloverdale for the control of construction-generated noise.

Optional Subtask 6. Air Quality and Greenhouse Gas Emissions AMBIENT will conduct the air quality and greenhouse gas (GHG) assessment that addresses CEQA Appendix G checklist questions. Relevant background information, including ambient air quality conditions and applicable regulatory framework, will be described. Nearby existing sensitive receptors and major emission sources will be identified and discussed. The assessment will include a quantitative assessment of Project-generated emissions of the criteria air pollutants of primary concern (e.g., ROG, NOX, CO, PM10, and PM2.5), as well as quantification of greenhouse gas emissions. Operational and construction-generated emissions will be quantified using the California Emissions Estimator Model (CalEEMod) computer program. Construction emissions will be quantified based on Project-specific construction information, to be provided. Estimated construction and operational emissions will be compared to Northern Sonoma County Air Pollution Control District (NSCAPCD)-recommended significance thresholds for determination of impact significance.

NSCAPCD-recommended mitigation measures will be identified and included in the report to reduce impacts found to be significant.

Optional Subtask 7. Special-status Plant Survey
A special status plant survey is not required for CEQA compliance. However, it is recommended that if potential habitat for special-status plants is identified during the initial biological surveys (Task 1), follow-up surveys be performed to document the presence or absence of special-status plant species. AWE will conduct special-status plant surveys during the blooming periods of special-status plants with the potential to occur in the vicinity. This task includes two one-day site visits during early and mid-year blooming periods. AWE will prepare a survey report of findings.

Task 3 Assumptions
• The City will be the lead agency complying with CEQA. • No public meetings will be required during the CEQA comment period. • The City will be responsible for mailing or publishing notices. • Potential impacts to traffic/transportation and hazardous materials can be discussed qualitatively; no quantitative analysis will be needed.
• The City will pay all CEQA noticing and filing fees.
• The City will provide one set of consolidated comments on each draft report including the Biological Resources Technical Memo, Cultural Resources Study, Visual Impact Analysis, Administrative Draft IS/MND, Screen Check Draft IS/MND, and responses to comment memo. • Access to the site would be granted at the time of surveys; no return visits due to access limitations will be required.
• No protocol-level wildlife surveys will be conducted; these surveys often require multiple visits over longer time periods and within seasonal limits.
• No California Endangered Species Act or federal Endangered Species Act incidental take permit authorization will be required for the Project. If required, AWE can provide those services as a subsequent phase.
• There are no permit requirements at this stage of the Project. • Cultural Resources Records search fees would not exceed $1,000. If records search is more than $1,000, client would be invoiced the difference.
72 David Kelley
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• Printing and postage associated with Native American consultation would not exceed $100. If printing and postage is more than $100, client would be invoiced the difference. • No hard copies will be required. All deliverables will be provided electronically (MS Word and PDF formats).

Task 3 Deliverables
• Biological Resources Tech Memo
• Cultural Resources Study
• Visual Impact Analysis
• Administrative Draft IS/MND
• Screen Check Draft IS/MND
• Responses to Comments Memo
• Final IS/MND
Task 4. Design Services
This task includes the preparation of the Basis of Design Technical Memorandum (TM), plans, technical specifications, and construction cost estimates. Preparation of design drawings and technical specifications will be of sufficient detail to permit final detailed design and construction by the contractor. The plans and specifications will describe in technical language the work to be done and the materials, workmanship, and equipment required for the incorporation of the project into the City’s water supply system. The plans and technical specifications are anticipated to include the following improvements:
• Demolition Plan identifying staging and stockpiling areas, facilities to be removed, and areas to be impacted by construction activities.
• Grading Plan identifying the elevation of the tank floor slab and final grades around the tank and necessary drainage improvements.
• Groundwater recharge facilities. Typically, by collecting and conveying site runoff to a rock well and/or percolation trench.
• Piping Plan including locations of pipe connections and inlet/outlet details. • Tank pipe connection details required based on seismic design consideration. Possible connections include flexible connections (such EBAA Iron Flex-Tend expansion joint) and/or seismic valves that will close the tank isolation valves if a significant seismic event is detected. • Mixing system.
• Impressed current cathodic protection system.
• Tank Details consistent with Division of Drinking Water and AWWA D100 requirements including locations of hatch, tank vent, sample tap(s), interior and exterior ladder, OHSA required fall protection, and overflow.
• Reinforced concrete ring foundation and tank anchoring system. • Prepared performance specifications for welded steel tank. • Soil nail retaining wall design.
• Replace existing electrical service and re-size for two new tanks (no pumps). • Tank levels and hatch intrusion will be monitored by the RTU panel. 73 David Kelley
January 12, 2024

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• Conduit and wire from field instruments will be brought to RTU panel. • Initiate utility service application for service replacement.

Subtask 4.1. Basis of Design TM
The Basis of Design TM will guide the design, and upon completion of the geotechnical investigation and completion of the preliminary geologic and seismic findings, West Yost will conduct an evaluation of the recommended soil and seismic design criteria to determine the governing design parameters.

West Yost will work with the City to determine a preferred site layout based on two tanks and the size of tanks needed. The configuration may be decided based on recommendations from the current Master Plan evaluation referenced above.

The civil design and earthwork, as well as any access roadway modifications, will be developed based on those discussions and any public meeting determinations. The tank sizes and civil design will drive the retaining wall system; therefore, careful planning is important to control costs.

We will also evaluate site constraints, tank overflow,site drainage (including dichlorination options), and tank appurtenances (ladder type, vent, safety features, mixing, seismic shutoff valve, flexible connection, etc.).

We will prepare a draft and final technical memorandum that summarizes our recommendation. We will submit a draft TM for City review and comments. The final TM will incorporate the City’s review comments.

Subtask 4.2. 30% Design Submittal
The 30% design will be included with the Basis of Design TM and will include a preliminary layout of the tank site and a preliminary construction cost estimate. Technical specifications will not be included.

Subtask 4.3. 60% Design Submittal
The 60% design level submittal will include drawings, technical specifications (including the City’s standard front-end specification, and a construction cost estimate.

Subtask 4.4. 90% Design Submittal
Prepare design plans at an approximate 90% design level, which will also incorporate the City’s 60% review comments. The 90% submittal will include the following:
• Design drawings
• Project specifications
• 90% level opinion of opinion of probable construction cost 74 David Kelley
January 12, 2024

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N-M-CITYOFCLOVERDALE-LP-2023_C T Southcrest
Subtask 4.5. Final Design Submittal
Prepare the final design documents for the tank, which will also incorporate the City’s 90% review comments.

The final design documents will be stamped and signed, ready for bidding. The final submittal will include the following:
• Design drawings
• Project specifications
• Final opinion of probable construction cost
Task 4 Assumptions
• Reinforced concrete ring foundations will be capable of supporting the anticipated loads. Slab-on-grade mat foundations or piles are not required.
• SCADA and a new RTU control panel and antenna system will be provided by others. • No additional area lights, cameras, security gates, or building will be provided. • Programming will be provided by others.
• Based on the low soil chloride values, cathodic protection design for piping and other buried steel components is not required or included.

Task 4 Deliverables
• Preliminary 30%, 60%, and 90% drawings, technical specifications, and construction cost estimates. • Final stamped and signed contract drawing, technical specification, and construction cost estimate.

Task 5. Public Meetings
West Yost has provided a separate task for participation in public meetings. These might include City Council meetings, or other project-specific meetings. This task contains both estimates for remote attendance and a travel allowance if in-person attendance is required.

Task 5 Assumptions
• One City Council meeting is included for up to 4 hours and can be attended remotely by teleconference.

Two hours of additional time for preparation and debriefing is included. • Depending on circumstances, project-specific meetings may be remote or will be attended in person by the Project Manager and/or Senior staff. Up to 2 project-specific meetings are included. • In-person meetings will require travel expense reimbursement. • If a Public Relations firm is necessary, the City will engage their preferred consultant. • The City will provide advance public notice, agenda, and minutes of the meetings.

Task 5 Deliverables
• West Yost will not provide any deliverables under this Task. 75 David Kelley
January 12, 2024

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N-M-CITYOFCLOVERDALE-LP-2023_C T Southcrest
Task 6. Bid Period Support
West Yost anticipates that bid period support will be necessary to support City staff. We have included time to consult with and assist City staff in preparation to issue a Request for Proposal (RFP), review of Requests for Information (RFIs) generated by bidders, as well as bid evaluations and a recommendation to award.

Task 6 Assumptions
• The City will develop the commercial documents and issue them with the technical documents as a complete bid package to qualified bidders.
• Up to 4 RFIs will be received on the technical aspects. West Yost has budgeted 4 hours per RFI for final responses.
• West Yost will evaluate Bidder’s proposal packages to consider the technical areas of contractor competence and other performance-related grading criteria announced in the RFP. Up to 4 proposals are expected to be received and reviewed.
• West Yost will not investigate or report on contractor financials, bonding capacity, license qualifications, or other business-related concerns.

Task 6 Deliverables
• Final written responses to Bidder’s RFIs.
• Formal technical bid evaluations will be conducted on all qualified bidders. A summary report and recommendation to award will be developed and submitted to the City.

Task 7. Optional. Engineering Services During Construction We have included an optional task to perform Engineering Services During Construction (ESDCs), also known as Construction Administration and Inspection, as the City’s representative.

The following describes West Yost’s approach to this work:
• Overall construction duration is assumed to be 12 months. • Site observations will be conducted 2 times per week, one visit each Tuesday and another visit each Thursday. Each visit includes travel time and mileage for the inspector and 2 hours on site.

Site observations specific to the structural designs are limited to 8 visits. • A brief 30-minute call with the General Contractor will be conducted daily. Any issues requiring immediate additional site visits and observations will be addressed as they arise. • Up to 40 construction submittals, 2 hours each (80 hours total), are included for West Yost engineering staff review and response.
• Up to 20 RFIs at 2 hours each (40 hours total) are included for West Yost engineering staff review and response.
• Prepare Record Drawings.

Task 7 Assumptions
• The cost proposal is predicated on the above descriptions. • Two new tanks will be placed and tied into the distribution system. Demolition, potential lead paint abatement, and replacement of the existing tank is not anticipated with this task. 76 David Kelley
January 12, 2024

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N-M-CITYOFCLOVERDALE-LP-2023_C T Southcrest
Task 7 Deliverables
• One daily report per site visit to observe contractor activity and progress will be generated and submitted to the City for their records. Contractor and Subcontractor daily reports can be collected and included as back-up if desired.
• Preparation and submittal of project record drawings (as-builts) based on the redlined field markups maintained by and provided by the General Contractor.

PROJECT BUDGET
West Yost’s proposed level of effort and budget for each of the tasks described above is shown in Table 1.

West Yost will perform the scope of services described above on a time-and-expenses basis, at the billing rates set forth in West Yost’s attached 2024 Billing Rate Schedule, with a not-to-exceed budget of $493,483, not including optional task. Any additional services not included in this scope of services will be performed only after receiving written authorization and a corresponding budget adjustment.

Table 1. Estimated Project Hours and Budget
Task
Level of Effort,
hours
Estimated Budget,
dollars
Task 1. Project Management & Meetings 181 56,932
Task 2. Site Investigation & Data Collection 420 112,678 Task 3. Environmental Compliance 293 80,517
Task 4. Design Services 830 219,780
Task 5. Public Meetings 34 9,646
Task 6. Bid Period Support 50 13,931
Task 7. Optional. ESDCs 678 175,221
Total Project Hours and Budget (not including Optional Task) 1,808 $493,484 Total Project Hours and Budget (including Optional Task) 2,486 $668,705

SCHEDULE
West Yost anticipates providing the following Task 1 deliverables after receiving Notice to Proceed and all required data:
• 30% preliminary plans at 10 weeks
• 60% preliminary plans and specification Table of Contents at 20 weeks • 90% preliminary plans and specifications at 30 weeks
• Final sealed plans, specifications, and Engineer’s Estimate at 40 weeks.

Bid-period services will commence at following issuance of the Construction Request for Proposals. If ESDCs are requested, the construction schedule will be confirmed at that time. 77 David Kelley
January 12, 2024

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N-M-CITYOFCLOVERDALE-LP-2023_C T Southcrest
Thank you for providing West Yost the opportunity to be of continued service to the City of Cloverdale. We look forward to working with you on this important project. Please call if you have any questions or require additional information.

Sincerely,

WEST YOST
Jeffrey Wanlass, PE Corie Moolenkamp
Principal Engineer BSL, Infrastructure
RCE #60930 Oregon PE #73588
cc: Derrick Montanye, Public Works Director
Attachment: A. West Yost 2024 Billing Rate Schedule
78 West Yost 2024 Billing Rate Schedule
Attachment A
79 (Effective January 1, 2024, through December 31, 2024)*

POSITIONS

LABOR CHARGES (DOLLARS PER HOUR)
■ Hourly rates include charges for technology and communication, such as general and CAD computer software, telephone calls, routine in-house copies/prints, postage, miscellaneous supplies, and other incidental project expenses. ■ Outside services, such as vendor reproductions, prints, and shipping; major West Yost reproduction efforts; as well as engineering supplies, etc., will be billed at the actual cost plus 15%. ■ The Federal Mileage Rate will be used for mileage charges and will be based on the Federal Mileage Rate applicable to when the mileage costs were incurred. Travel other than mileage will be billed at cost. ■ Subconsultants will be billed at actual cost plus 10%. ■ Expert witness services, research, technical review, analysis, preparation, and meetings will be billed at 150% of standard hourly rates. Expert witness testimony and depositions will be billed at 200% of standard hourly rates. ■ A finance charge of 1.5% per month (an annual rate of 18%) on the unpaid balance will be added to invoice amounts if not paid within 45 days from the date of the invoice. * This schedule is updated annually Page 1 of 2 80
(Effective January 1, 2024, through December 31, 2024)* Equipment Charges

BILLING RATES
2024 Billing Rate Schedule
* This schedule is updated annually Page 2 of 2 81
1001 Galaxy Way
Suite 310
Concord CA 94520
925.949.5800 phone
925.949.5845 fax
westyost.com
`

TECHNICAL MEMORANDUM
DATE: February 12, 2024 Project No.: 495-60-23-08
SENT VIA: EMAIL
TO: David Kelly, City Manager
CC: Darren Hernandez, Senior Water Treatment Plant Operator Derrick Montanye, Public Works Director
FROM: Kiersten Miller, PE, RCE #94596
Patrick Johnston, PE, RCE #59028
REVIEWED BY: Polly Boissevain, PE, RCE #36164
SUBJECT: Southcrest Reservoir Outage Hydraulic Evaluation The purpose of this Technical Memorandum (TM) is to summarize the findings and conclusions of West Yost’s hydraulic evaluation of the City of Cloverdale’s (City) Zone 1 and impacts associated with the replacement of the Southcrest Reservoir. In particular, West Yost evaluated Zone 1 storage needs based on the latest water demand projections, assessed impacts to Zone 1 demands during the construction outage, and provided a peer review of the 2021 Feasibility Study to identify any other evaluation needs prior to commencing construction of the preferred alternative. The following sections summarize the evaluations:
• Executive Summary
• Storage Evaluation
• Hydraulic Evaluation
• 2021 Feasibility Study Peer Review
• Recommendations

EXECUTIVE SUMMARY
Within the City’s water distribution system, Zone 1 is the primary pressure zone serving approximately 2,000 connections and accounting for 67 percent of the City’s water demand. The zone has three gravity storage reservoirs with a total of 2.5 million gallons of storage, one of which is the 200,000-gallon Southcrest Reservoir. The City is planning to replace the Southcrest Reservoir, also known as Cherry Creek Reservoir, which currently does not meet seismic or structural standards and contains lead in the exterior coating. The City requested an evaluation of Zone 1 with the Southcrest Reservoir offline, to determine potential zone impacts and mitigation required if the tank is taken offline.

Under near-term demand conditions there will be a slight storage deficit in Zone 1, which will increase if the Southcrest Reservoir is taken offline.Under buildout demand conditions, there will be a storage deficit in Zone 1 of 0.09 MG and 0.29 MG with and without the 200,000-gallon Southcrest Reservoir, respectively. 82 TM – City of Cloverdale
February 12, 2024

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Hydraulic evaluation for buildout conditions should be evaluated as part of the City’s next Water System Master Plan (WSMP) update.

Based on the evaluation of the distribution system with the hydraulic model, there will be minimal impacts to the City’s water distribution system should the Southcrest Reservoir be taken offline for the construction of a new tank. However, it should be noted that since Southcrest Reservoir aids in the water demand balance of Zone 1 and in meeting the storage requirements, the City’s water distribution system will need to be evaluated if a long-term outage of the Southcrest Reservoir is anticipated, long enough that the system demands change significantly.

In April 2021, MOE Engineering Inc., completed a feasibility study of the Southcrest Reservoir replacement.

The feasibility study evaluated four alternatives, with total storage at the site ranging from 400,000 gallons to 500,000 gallons. This report includes a peer review of the feasibility study. All alternatives in the feasibility study include replacing the existing tank. Three alternatives would involve constructing two tanks on site.

The recommended alternative in the MOE Engineering feasibility study would demolish and replace the existing tank with one 500,000-gallon tank. However, the City favors a two-tank alternative, which would allow the possibility of keeping the existing tank in service while a new tank is constructed and allow one of the two tanks to be taken out of service in the future to facilitate maintenance. West Yost recommends revisiting the siting analysis to explore locating a new second tank within a previously unconsidered area.

The potential benefit may be a considerably lower project cost. Field investigations would need to be completed and data gaps filled in prior to developing an additional alternative and associated estimated cost. However, West Yost agrees that a two-tank design would be best for the City and recommends that a two-tank design be pursued.

STORAGE EVALUATION
This section describes the storage evaluation, which included updating demands and peaking factors, revising the storage analysis presented in the 2010 Water System Master Plan (2010 WSMP), and performing a hydraulic evaluation. The 2010 WSMP based the storage analysis on 2004 total production of 529 million gallons per year (MG/yr), which was the highest production year for the City, and projected a buildout total production of 834 MG/yr. Recently, the 2020 Urban Water Management Plan (2020 UWMP) showed that the City’s water use has dropped drastically since the early 2000’s with a highest total production of 369 MG in 2020 and a projected buildout total production of 583 MG/yr by 2040. The 2020 UWMP indicates that future storage needs are significantly less than future storage identified in the 2010 WSMP and that additional storage may not be required in Zone 1. The updated storage evaluation was performed to determine the total required storage needs for the City’s water distribution system but does not determine exact storage requirements for the Southcrest reservoir, which should be evaluated in the WSMP update that the City is considering.

Existing Demand Update
The 2010 WSMP existing demands were based on average water production data from calendar year 2004, as it was determined to be the year with the peak production during the study period. To estimate maximum day and peak hour usage, City daily water production records were used. For this analysis, the existing demands were updated to be reflective of more recent demand trends.

West Yost evaluated water usage for 2018 through 2022 to establish existing demands. The City’s monthly report summary sheets were used to determine average day use and maximum day use for the system. 83 TM – City of Cloverdale
February 12, 2024

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Hourly production data was not available so peak hour demands were not calculated. Table 1 summarizes the average day and maximum day water use for 2018 through 2022.

Average day water use was generally consistent between 2018 and 2019. Water use peaked in 2020, most likely due sheltering at home during the COVID-19 pandemic. Water use started to decline in 2021 and continued to decline in 2022. Maximum day water use was generally consistent from 2018 through 2020.

Maximum use peaked in 2022 which was determined to be an anomaly. Water demands from calendar year 2018 were used for existing demand conditions as it was determined to be the most representative of normal non-drought year conditions.

Table 1. Summary of Water Use from 2018 through 2022
Year Average Day Use, gpm Maximum Day Date
Maximum Day Use,
gpm
2018 755 7/26/2018 1,222
2019 750 8/14/2019 1,256
2020 795 8/14/2020 1,267
2021 683 7/29/2021 1,041
2022 645 12/11/2022 1,477
Recommended for analysis (2018) 755 -- 1,222
Adopted in Master Plan 1,006 Jul-04 1,979
Percent Difference from Master Plan -24.9% -38.3%
Peaking Factor Updates
Water system facility evaluations and capacity requirements are based on peak demands which are projected by applying a peaking factor, a multiplier, to average day demand. For a given year, the maximum day demand peaking factor is calculated by dividing the largest single day demand by the average day demand.

Table 2 summarizes the maximum day peaking factors based on water use from 2018 through 2022 as described in the section above. The peaking factor was highest in 2022 (2.29) and determined to be an anomaly. The recommended maximum day demand peaking factor is 1.60 based on the average peaking factors between 2018 and 2021.

Table 2. Summary of Maximum Day Peaking Factors
Year Average Day to Maximum Day Peaking Factor
2018 1.62
2019 1.68
2020 1.59
2021 1.52
2022 2.29
Recommended Maximum Day Demand Peaking Factor(a) 1.60
Adopted in Master Plan 2
Percent Difference from Master Plan -18.2%
(a) Average based on 2018 through 2021 due to maximum day anomaly in 2022. 84 TM – City of Cloverdale
February 12, 2024

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Summary of Demands
Table 3 summarizes the City’s updated existing water demands by pressure zone reflecting recent water use summarized in Table 1. The 2010 WSMP states Zone 1 accounts for 67 percent of the water demand for the entire system while Zones 2 and 3 account for 13 percent and 20 percent of the water demand, respectively.

Percentages are based on billing record data collected between July 1, 2001 and March 31, 2008.

Table 3. Summary of Existing Water Demands - 2018(a)
Pressure Zone
Average Day Demand Maximum Day Demand(b)
gpm mgd gpm mgd
Zone 1 506 0.7 818 1.2
Zone 2 98 0.1 159 0.2
Zone 3 151 0.2 244 0.4
Total 755 1.1 1,222 1.8
(a) Refer to Table 1.
(b) Maximum day demand from 2018.

Table 4 summarizes the City’s near-term (2025) water demand by pressure zone. Near-Term demands were estimated using anticipated growth through 2025. A spreadsheet of proposed developments was provided to West Yost by the City’s planning department which included developments through buildout (2040). Residential and non-residential water demands were calculated for all near-term developments.

Demands were first calculated using unit water use factors from the 2010 WSMP, and then adjusted downward based on the latest buildout demand projections from the 2020 UWMP. Residential demand was calculated by multiplying the projected number of housing units per developed by 2.51 persons per household, the average household size in Cloverdale based on the City’s housing element, and then by 110.9 gallons per capita per day, the 2010 WSMP future water demand factor. Non-residential demand was calculated using the water usage per acre per day factors presented in the 2010 WSMP. Total nearterm demands were then adjusted down by a scaling factor of 1.43 , a factor used to correlate the buildout demand projected in the 2010 WSMP and the buildout demand projected in the 2020 UWMP. An additional 10 percent was included to account for additional rebound of water use anticipated to occur in the future years.

Table 4. Summary of Existing + Near-Term Water Demands - 2025 Pressure Zone
Average Day Demand(a) Maximum Day Demand(b)
gpm mgd gpm mgd
Zone 1 576 0.8 923 1.3
Zone 2 126 0.2 202 0.3
Zone 3 194 0.3 311 0.4
Totals 896 1.3 1,435 2.1
(a) Existing 2018 demand plus near-term demand through 2025 plus 10 percent. (b) Maximum day demand equal to 1.603 times average day demand. 85 TM – City of Cloverdale
February 12, 2024

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Table 5 summarizes the City’s buildout (2040) water demand by pressure zone. Buildout demands were estimated using the projected buildout demands developed for the 2020 UWMP. Zone specific demands were calculated using the same system-wide water demand percentages outlined in the 2010 WSMP; 67 percent for Zone 1, 13 percent for Zones 2 and 20 percent for Zone 3.

Table 5. Summary of Buildout Water Demands - 2040
Pressure Zone
Average Day Demand(a) Maximum Day Demand (b)
gpm mgd gpm mgd
Zone 1 743 1.1 1,191 1.7
Zone 2 144 0.2 231 0.3
Zone 3 222 0.3 356 0.5
Total 1,109 1.6 1,778 2.6
(a) Average day demand equal to the buildout demand projected in the City’s 2020 UWMP. (b) Maximum day demand equal to 1.603 times average day demand.

Storage Sizing Analysis
The principal advantages that storage provides for water systems include (1) domestic storage in case of a supply outage; (2) fire storage to fight fires; and (3) equalization storage to balance differences in demands and supplies. The City’s water storage capacity requirements are as follows:
• Domestic storage component equal to 100 percent of average day demand. • Fire storage component equal to the most severe fire flow recommended multiplied by the recommended duration for each pressure zone separately. • Equalization component equal to 25 percent of maximum day demand.

Table 6 compares the City’s available water storage capacity with the required storage capacity for each pressure zone under existing (2018) conditions. Zone 1 was evaluated twice to show storage requirements with and without Southcrest Reservoir. Without Southcrest Reservoir Zone 1 experiences a slight storage capacity deficit of 0.01 MG (10,000 gallons).

Table 7 compares the City’s available water storage capacity with the required storage capacity for each pressure zone under near-term (2025) conditions. Zone 1 experiences a 0.15 MG storage capacity deficit without the 200,000-gallon Southcrest Reservoir.
86 Table 6. Comparison of Available and Existing Required Storage Capacity [A] [B] [C] [D] [E] [F] = [D]+[E] [G] [H] [I] [J] = [G]+[H]+[I] [K] = [F]-[J] Available Storage Capacity, MG Required Storage Capacity, MG Facility
Existing Storage
Capacity
Emergency
Groundwater
Storage Credit
Total Existing
Storage Capacity Domestic(a) Fire Flow(b) Equalization(c) Total Required
Storage Capacity
Zone 1 1.2
Main Reservoir, Southcrest,
Hot Springs 1.75 0.00 1.75 0.73 0.54 0.29 1.56 0.19
Zone 1 - without
Soutcrest Tank 1.2 Main Reservoir, Hot Springs 1.55 0.00 1.55 0.73 0.54 0.29 1.56 (0.01) Zone 2 0.2 Ritter (2-tanks) 1.25 0.00 1.25 0.14 0.18 0.06 0.38 0.87 Zone 3 0.4 Clover Springs (3-tanks) 1.25 0.00 1.25 0.22 0.24 0.09 0.55 0.70 (a) Domestic storage is equal to average day demand.
(b) Fire storage is the most severe fire recommended in the pressure zone multiplied by the recommended duration. (c) Equalization storage is 25% of maximum day demand.

Pressure Zone
Maximum Day Demand,
mgd
Storage Capacity
Surplus (Deficit), MG
n-c-648-60-22-10-engr-task 2- storage capacity analysis.xlsx City of Menlo Park
WSMP Supplement
Last Revised: 09-09-22 87
Table 7. Comparison of Available and Existing + Near-Term Required Storage Capacity [A] [B] [C] [D] [E] [F] = [D]+[E] [G] [H] [I] [J] = [G]+[H]+[I] [K] = [F]-[J] Available Storage Capacity, MG Required Storage Capacity, MG Facility
Existing Storage
Capacity
Emergency
Groundwater
Storage Credit
Total Existing
Storage Capacity Domestic(a) Fire Flow(b) Equalization(c) Total Required
Storage Capacity
Zone 1 1.3
Main Reservoir, Southcrest,
Hot Springs 1.75 0.00 1.75 0.83 0.54 0.33 1.70 0.05
Zone 1 - without
Southcrest Tank 1.3 Main Reservoir, Hot Springs 1.55 0.00 1.55 0.83 0.54 0.33 1.70 (0.15) Zone 2 0.3 Ritter (2-tanks) 1.25 0.00 1.25 0.18 0.18 0.07 0.43 0.82 Zone 3 0.4 Clover Springs (3-tanks) 1.25 0.00 1.25 0.28 0.54 0.11 0.93 0.32 (a) Domestic storage is equal to average day demand.
(b) Fire storage is the most severe fire recommended in the pressure zone multiplied by the recommended duration. (c) Equalization storage is 25% of the Peak Daily Demand based on the highest demand year over the last 10 years.

Storage Capacity
Pressure Zone Surplus (Deficit), MG
Maximum Day Demand,
mgd
n-c-648-60-22-10-engr-task 2- storage capacity analysis.xlsx City of Menlo Park
WSMP Supplement
Last Revised: 09-09-22 88
TM – City of Cloverdale
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Table 8 compares the City’s available water storage capacity with the required storage capacity for each pressure zone under buildout (2040) conditions with different supply scenarios for Zone 1. The City’s buildout plan shows an additional 1 MG storage reservoir located in southern part of Zone 1 to the east of Highway 101. While the City has no current plan to construct the 1 MG storage reservoir, the reservoir was included as one of the supply options. Additionally, capacity at the Main Reservoir was shown to increase by 0.3 MG by buildout. The following scenarios were explored with and without the Southcrest Reservoir:
• With 1 MG additional storage in Zone 1
• Without 1 MG additional storage in Zone 1
Based on the City’s buildout water map, a new 1 MG storage reservoir is proposed in Zone 1. With the increase in Zone 1 storage, there is no storage deficit. Without the 1MG of additional storage, Zone 1 experiences a storage capacity deficit of 0.09 MG and 0.29 MG with and without the 200,000-gallon Southcrest Reservoir, respectively. Therefore, in the event the additional 1 MG Zone 1 storage is not constructed, additional storage is required by either a new separate reservoir or through increasing storage capacity at existing Zone 1 reservoirs.
89 Table 8. Comparison of Available and Future Required Storage Capacity [A] [B] [C] [D] [E] [F] = [D]+[E] [G] [H] [I] [J] = [G]+[H]+[I] [K] = [F]-[J] Available Storage Capacity, MG Required Storage Capacity, MG Facility Storage Capacity
Emergency
Groundwater
Storage Credit
Total Available
Storage Capacity Domestic(a) Fire Flow(b) Equalization(c) Total Required
Storage Capacity
With 1 MG Additional Storage in Zone 1 - Based on City Buildout Plan Zone 1 1.7
Main Reservoir(d),
Southcrest, Hot Springs,
New Zone 1 Reservoir (1
MG)

2.95 0.00 2.95 1.07 0.54 0.43 2.04 0.91
Zone 1 - without
Southcrest Tank 1.7
Main Reservoir(d), Hot
Springs, New Zone 1
Reservoir (1 MG)

2.75 0.00 2.75 1.07 0.54 0.43 2.04 0.71
Without 1 MG Additional Storage in Zone 1
Zone 1 1.7 Main Reservoir(d)
,
Southcrest, Hot Springs

1.95 0.00 1.95 1.07 0.54 0.43 2.04 (0.09)
Zone 1 - Without
Southcrest Tank 1.7 Main Reservoir(d), Hot
Springs

1.75 0.00 1.75 1.07 0.54 0.43 2.04 (0.29)
Upper Pressure Zones
Zone 2 0.3 Ritter (2-tanks) 1.25 0.00 1.25 0.21 0.18 0.08 0.47 0.78 Zone 3 0.5 Clover Springs (3-tanks) 1.25 0.00 1.25 0.32 0.54 0.13 0.99 0.26 (a) Domestic storage is equal to average day demand.
(b) Fire storage is the most severe fire recommended in the pressure zone multiplied by the recommended duration. (c) Equalization storage is 25% of the Peak Daily Demand based on the highest demand year over the last 10 years. (d) Main Reservoir storage increases to 750,000 gallons (two 375,000 gallon reservoirs) by buildout per City plan.

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HYDRAULIC EVALUATION
To hydraulically evaluate the impact of the City’s existing water system if the Southcrest Reservoir is offline for construction, West Yost updated the City’s hydraulic model to include the following:
• Updated the storage capacity at Ritter Reservoir in Zone 2 to include the newly constructed

0.75 MG second tank.
• Corrected distribution system piping along Asti Road to include a new 16-inch diameter pipeline.
• Updated distribution system piping south of Foothill Boulevard to include the new pipelines for the Baumgardner Ranch and Bi Du Khaale housing developments. • Added the City’s four pressure reducing valve (PRV) stations to assist with emergency demand conditions. The operational pressure settings at these locations were calculated based off the hydraulic grade line then reduced by 5 pounds per square inch (psi) to ensure the PRV only operates during emergency conditions.

Planning and Modeling Criteria
The planning and modeling criteria used to evaluate the City’s water distribution system are based on the system performance and operational criteria developed in the 2010 WSMP. The criteria used to evaluate the water system consists of the following:
• Minimum allowable service pressure is 40 psi under normal operating conditions. • Residual pressure at the flowing hydrant (during a maximum day demand plus fire flow condition) and at customer service locations throughout the system must be equal to or greater than 20 psi.

Hydraulic Evaluation
To evaluate the City’s existing water system when the Southcrest Reservoir is offline the following evaluations were performed under near-term maximum day demand conditions to assess distribution system performance and to confirm that the City’s distribution system would be able to deliver the required potable water, while meeting the City’s adopted water system performance criteria. • Near-Term Peak Hour Demand with Booster Pump Stations Online – This scenario evaluates system pressures with and without the Southcrest Reservoir under a peak hour demand condition when the booster pump stations serving Zones 2 and 3 are online. • Near-Term Peak Hour Demand with Booster Pump Stations Offline – This scenario evaluates system pressures with and without the Southcrest Reservoir under a peak hour demand condition when the booster pump stations serving Zones 2 and 3 are offline. • Near-Term Minimum Hour Demand with Booster Pump Stations Online – This scenario evaluates system pressures with and without the Southcrest Reservoir under a minimum hour demand condition when the booster pump stations serving Zones 2 and 3 are online. • Near-Term Minimum Hour Demand with Booster Pump Stations Offline – This scenario evaluates system pressures with and without the Southcrest Reservoir under a minimum hour demand condition when the booster pump stations serving Zones 2 and 3 are offline. 91 TM – City of Cloverdale
February 12, 2024

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• Near-Term Maximum Day Demand plus Fire Flow with Booster Pump Stations Online – This scenario evaluates available fire flow throughout the system with and without the Southcrest Reservoir under maximum day demand plus fire flow demand conditions when the booster pump stations serving Zones 2 and 3 are online. • Near-Term Maximum Day Demand plus Fire Flow with Booster Pump Station Offline - This scenario evaluates available fire flow throughout the system with and without the Southcrest Reservoir under maximum day demand plus fire flow demand conditions when the booster pump stations serving Zones 2 and 3 are offline.

With respect to operating conditions, the following assumptions were made:
• The City’s treatment plant is assumed to be online during peak hour scenarios supplying the system with approximately 1,130 gpm (calculated assuming the treatment plant produces

1.5 million gallons over 22 hours).
• Under minimum hour scenarios, Zone 1 tanks are filling while under peak hour scenarios Zone 1 tanks are supplying water.
• All pressure reducing stations (PRVs) are not operating in all scenarios except the emergency fire flow scenario, where the PRVs are available to operate if the pressure in Zone 1 drops too low.

Results for all scenario variations are described in detail below.

Near-Term Peak Hour Demand Scenarios
The AWWA standard flow model curve was used to determine a standard peak hour multiplier to apply to the City’s near-term maximum day demands. A demand multiplier of 1.75 times the maximum day demand was used to estimate the peak hour demand.

Figure 1 summarizes the pressure observed throughout the system with and without Southcrest Reservoir when the booster pump stations to Zones 2 and 3 are online. The Zone 1 tanks and the water treatment plant pumps are supplying the system. Since the Southcrest Reservoir is not a critical supplier the Zone 1, pressures are not significantly impacted when the Southcrest Reservoir is offline. There is only one location that visually changes near Zone 3 pump station, where the pressure decreases to below 40 psi when the Southcrest Reservoir is offline. Since the booster pump stations pump water from Zone 1 into the upper pressure zones (Zone 2 and Zone 3), pressures in Zone 1 increase when the pump stations are offline. Generally, pressures in Zone 1, North of First Street and west of South Cloverdale Boulevard, are maintained between 40 and 60 psi while pressures in the rest of Zone 1 are between 60 and 80 psi.

Figure 2 summarizes the pressure observed throughout the system with and without Southcrest Reservoir when the booster pump stations to Zones 2 and 3 are offline. Similar to when the booster pump stations were online, since Zone 1 tanks and the water treatment plant pumps are supplying the system, there are no visible changes in pressure when the Southcrest Reservoir is offline. Generally, pressures in Zone 1, north of Third Street and west of South Franklin Street, are maintained between 40 and 60 psi while pressures in the rest of Zone 1 are between 60 and 80 psi.

Under peak hour demand conditions, there is no major impact to pressure when the Southcrest Reservoir is offline.
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Near-Term Minimum Hour Demand Scenarios
The AWWA standard flow model curve was used to determine a standard minimum hour multiplier to apply to the City’s near-term maximum day demands. A demand multiplier of 0.21 times the maximum day demand was used to calculate the minimum hour demand.

For these scenarios the Zone 1 tanks are assumed to filling and the treatment plant is offline.

Figure 3 summarizes the pressure observed throughout the system with and without Southcrest Reservoir when the booster pump stations are online. Results with and without the Southcrest Reservoir are consistent with only a few pressures increasing to above 60 psi between South Franklin Street and South Cloverdale Boulevard when the Southcrest Reservoir is offline. Pressures in Zone 1 are also generally consistent with the peak hour scenario with booster pump stations online.

Figure 4 summarizes the pressure observed throughout the system with and without Southcrest Reservoir when the booster pump stations are offline. Results with and without the Southcrest Reservoir are generally consistent with only a few pressures increasing to above 60 psi along the South Cloverdale Boulevard corridor when the Southcrest Reservoir is offline. Pressures in Zone 1 are also similar to the peak hour scenario with booster pump stations offline.

Under minimum hour demand conditions, there is no major impact to pressures when the Southcrest Reservoir is offline.
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Near-Term Maximum Day Demand plus Fire Flow Scenarios
To evaluate the City’s water system for fire flow conditions, InfoWater Pro’s “Available Fire Flow Analysis” tool was used to determine the available flow at a minimum residual pressure of 20 psi under near-term maximum day demand plus fire flow demand conditions. Fire flow results presented are representative of the system capacity and do not represent the available flow from a specific hydrant as the losses through appurtenances are not included in the analyses.

The left side of Figure 5 shows available fire flow with Southcrest Reservoir when the booster pump stations are online while meeting the minimum residual pressure criterion of 20 psi. Available fire flow ranges from less than 500 gpm in Zone 2 to greater than 4,500 gpm along transmission mains throughout Zone 1. The right side of Figure 5 shows the change in available fire flow when the Southcrest Reservoir is offline, and the booster pump stations are online. Generally, there is minimal change, plus or minus 100 gpm, in available fire flow throughout Zone 1 with a handful of locations experiencing a decrease in fire flow, between 100 and 1,000 gpm. Available fire flow in Zone 3 increases slightly due to the increase in head at the pump station when the Southcrest Reservoir is offline.

The left side of Figure 6 shows available fire flow with Southcrest Reservoir when the booster pump stations are offline while meeting the minimum residual pressure criterion of 20 psi. Available fire flow ranges from less than 500 gpm in Zone 2 to greater than 4,500 gpm along transmission mains throughout Zone 1. Available fire flow slightly increases in Zone 1 when the booster pump stations are offline since water is not being pumped out of Zone 1. The right side of Figure 6 shows the change in available fire flow when the Southcrest Reservoir is offline, and the booster pump stations are offline. Generally, there is minimal change, plus or minus 100 gpm, in available fire flow throughout the system with a handful of locations in Zone 1 experiencing a decrease in fire flow, between 100 and 1,000 gpm. 98 99
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Hydraulic Evaluation Findings and Conclusions
As previously discussed in the storage analysis, there is there will slight storage deficit in Zone 1 under near-term demand conditions if Southcrest Reservoir should be taken offline. Under buildout demand conditions, there is a storage deficit in Zone 1 of 0.09 MG and 0.29 MG with and without the 200,000- gallon Southcrest Reservoir, respectively. Hydraulic evaluation for buildout conditions should be evaluated as part of the City’s next WSMP update.

Based on the hydraulic evaluation, there will be minimal impacts to the City’s water distribution system should the Southcrest Reservoir be taken offline for the construction of a new tank. However, it should be noted that since Southcrest Reservoir aids in the water demand balance of Zone 1 and in meeting the storage requirements, the City’s water distribution system will need to be evaluated if a long-term outage of the Southcrest Reservoir is anticipated, long enough that system demands change significantly.

The hydraulic evaluation performed for the analysis is based on the assumptions described above. If any of these items are changed or modified in any way, other than as described in this TM, additional hydraulic evaluation may be required.
2021 FEASIBILITY STUDY PEER REVIEW
In April 2021, MOE Engineering Inc., completed a feasibility study of the Southcrest Reservoir. The feasibility study evaluated four alternatives, with total storage at the site ranging from 400,000 gallons to 500,000 gallons. All alternatives include replacing the existing tank. Three alternatives would involve constructing two tanks on site. The recommended alternative in the feasibility would demolish and replace the existing tank with a 500,000-gallon tank. The City favors a two-tank alternative, which would allow the possibility of keeping the existing tank in service while a new tank is constructed and allow one of the two tanks to be taken out of service in the future to facilitate maintenance.

West Yost conducted a peer review of the April 2021 Feasibility Study (study) to identify additional evaluation needs prior to commencing design or construction of the preferred alternative(s). Thoughts, considerations, and data gaps requiring attention prior to design or construction are summarized below.

Site Access and Tank Sizing and Configuration
There was no mention in the study regarding site access. With two existing access points, the City may prefer to keep and maintain the north driveway from Cherry Creek Road.

Maintenance vehicles regularly accessing the site from the south only off of Cherry Creek Court may be less feasible due to the existence of an HOA and/or agreements they have with the City for the existence of the access road. Access road(s) for the site would have bearing on future tank siting.

A lack of tank siting discussion poses the question whether any new tank can be placed to the east of the existing tank. If configured this way, the existing (north) roadbed could potentially be taken out of service, the site would require less stabilization as the hillside cut would have much lower embankment stabilization requirements, and thus a retaining wall may not be necessary.

Under the City’s preferred 2-tank configuration, adding the largest size additional tank that the site can accommodate would likely be the best option. Following the study’s logic and interpretation, a second 250,000 gallon or 300,000-gallon tank is indicated instead of their recommended single 500,000-gallon tank.
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The study indicates the shell height tank capacity is 206,700 gallons; however, the approximate maximum storage volume is 197,000 gallons or less due to the estimated overflow invert elevation. While there is discussion of capacities in the study, only approximations were made.

Regardless of the number of tanks, capacities, and locations, some of the buried site piping will need to be reconfigured. Page 6 of the study discussed replacement but ignores how the tank is connected to the distribution network. As-builts of the system piping in the vicinity of the tank are required before undertaking any change(s) or initiating design for additional tanks.

The study discusses standard separate influent and effluent pipes and mechanical mixers.

However, a single bidirectional pipe connection for each tank can be designed using a passive mixing system with appropriate check valves. Regardless of pipeline-to-tank connection, these systems can be obtained for retrofits or installed in a new tank.

Alternative 3 indicates a 50-foot diameter tank with the same height as the existing will provide a nominal 500,000-gallon capacity; however, it should be noted that a 52-foot diameter tank is required to achieve a nominal 500,000-gallon capacity.

The study text appears to indicate that a revised tank projection into the skyline is not acceptable. This statement is unsupported in the study and should be clarified or omitted.

While the study’s conclusion section reiterated that several alternatives were evaluated, the study did not include a discussion surrounding the criteria and reasoning for selecting or excluding any particular alternative. All of the alternatives assume tank construction into the hillside on the southwest side of the existing tank or at the original tank location. The east side of the site should be included in evaluating siting options and alternatives.

Geotechnical and Seismic Concerns
The Geotech drill location B-4 text description indicates that 3 to 4 feet of fill was encountered on top of the bedrock below. A comprehensive boring program will be needed to identify the extent and composition of existing fill materials prior to design to ensure foundation stability.

A statement was made to identify potential issues with the existing tank concerning seismic sloshing and insufficient freeboard. However, it appears that a technical analysis of these phenomena was outside the scope of the study, as no justification of the statement was included. These can only be addressed during design of the new tank(s).

For a soil nail wall to be installed, the clearance between the retained face and existing tank must allow for the horizontal drilling rig. This infers that any existing tank must be removed first before such an earth-retaining structure can be installed which was not mentioned in the study.

Additionally in the geotechnical report discussion, a summary of drill hole depths could have been provided along with a discussion of the ramifications based on where the drill holes are located in relation to any proposed tank. Therefore, comments relating cut and fill slope delineations under the tank foundation are not introduced. This is an important consideration in the selection of acceptable foundation configurations.

Rock type and depth to refusal is left to the reader to investigate and interpret the findings.

No clear statements or interpretations were offered to support the selection of any particular foundation alternative or siting arrangement. 102
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Costs and Schedule
If a second tank is added, there is no reason given in the study to replace the existing tank until it is either declared unserviceable or future funding is scheduled for separate replacement. The study inferred that “doing things twice” would increase costs, which it would to a small effect, but the level of detail was not provided in the cost table, and it was not readily apparent from the text. With two tanks at the site, either tank can be in operation if the other tank is undergoing service or construction.

The estimated construction duration for the single 500,000-gallon tank is 9 months.

However, the study does not provide any explanation to how the construction duration was calculated. To properly evaluate the study, there should have been explanation and a basic schedule or work plan sequence by subcontractor task consisting at least of mobilization, demolition of existing 200,000-gallon tank, excavation for enlarged site, soil nail wall, foundation, piping construction, off-site tie-in preparation, construction of the tank, painting and furnishing tank, flushing, disinfecting, regulatory acceptance, commissioning, handover and demobilization.

For alternative 1 there are several statements in the study that this option costs more than another given alternative. However, no documentation is provided.

Tank Construction
No clear statement was made that the existing tank is not attached to the ring foundation.

However, this information does provide additional support for the need to replace the old tank.

The study asserts that the tank access ring is there to provide access for painting the tank.

However, that space is there to prevent impingement of earth movement and loads on the tank sidewall, and to provide ease of security and facility inspection.

The study stated, “control valves should be installed at all tanks”. However, if the remainder of the City’s Zone 1 tanks operate correctly at a hydraulic grade line of 468 feet, then the other tanks would not need control valves. No explanation was included on the type of control valve that is under consideration. Additionally, the study did not mention SCADA or remote input/output to obtain tank level information or other means to operate the valves.

While tank level monitoring and an altitude valve might be beneficial to the tank’s mechanical operation, there was no discussion included in the study of software costs or operational risks.

The study’s conclusion section is the first time that discussion of power and communications cables are introduced. The body of the text should include a discussion and explain why they are recommended to be replaced and installed underground. In addition, the study did infer that no communications currently exist between other city facilities and the tank site. It is unclear what the overall impact to this observation or recommendation might be.

Rooftop solar was briefly mentioned in the study’s conclusion and was not previously discussed in the body of the report.

The tank site is not manned or monitored for security; thus, the inclusion of a wrapped staircase is legally considered to be an attractive nuisance and should not have been recommended. CalOSHA-compliant ladders can be provided that have lockable tamperresistant entry points if a ladder is deemed necessary. The need for a ladder can be omitted from the project design entirely by only leaving the vent on the top of the tank or selection 103
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of side-access manways and bottom-mounted vandal-proofed level monitoring instrumentation can be specified for the project.

Other Items
While West Yost does agree community involvement is necessary, our recommendation would be for the City to hire a public relations firm prior to commencing design. The public relations consultant scope is narrow and would limit the City’s costs since there are a few customers who would be directly impacted. The process would allow for:
a. Communicating with the customers that the tank upgrades or replacement is necessary. b. Providing an opportunity to develop tank skyline alternatives for presentation and discussion.
c. Finding solutions to mitigate neighborhood traffic during construction. d. Allowing a platform for the City or consultant to research alternatives and then respond to concerns instead of trying to provide an answer “on the spot”.

The survey area appears to be insufficient for potential installation of a new tank to the east of the existing unit. It is recommended the survey area and the geotechnical investigation be expanded to include all potential tank area locations.

RECOMMENDATIONS
As the storage and hydraulic evaluations show that there is little effect on the operation of the City’s water system with the Southcrest reservoir out of service, the City can proceed with replacement of the Southcrest Reservoir. West Yost recommends that the City pursue a two-tank design for replacement of the Southcrest Reservoir. The benefits of a two-tank design would allow the possibility of keeping the existing tank in service while a new tank is constructed. A two-tank design would facilitate maintenance of the tanks in the future as it would allow the City to take one tank out of service at a time for maintenance and provide redundancy in the event there is a problem with one of the tanks. 104
March 7, 2024
Board of Directors
Sonoma County Agricultural Preserva�on and Open Space District 747 Mendocino Avenue, Suite 100
Santa Rosa, CA, 95401
Subject: Ini�al Public Access, and Opera�ons and Maintenance (IPAOM) Funding Request for Soda Springs Ranch Open Space Preserve
Atn: Board of Directors
I am wri�ng to formally submit a funding request on behalf of the City of Cloverdale consistent with the Sonoma County Agricultural Preserva�on and Open Space District's IPAOM Policy. Our request for the alloca�on of funds is to support the objec�ves outlined for the Soda Springs Ranch Open Space Preserve, ensuring compliance with the IPAOM Policy.

The enclosed report from Redwood Trails Alliance includes a map showing the current ranch roads and ini�al Preserve development plans, along with a work plan, budget and �meline for implementa�on.

The proposed u�liza�on of funds is summarized here, lis�ng the Tasks necessary to provide public access, implement conserva�on efforts, and support community engagement.

1. Trailhead, ADA Access, Ranch Road Closures, Repairs and Restora�on This Task includes street improvements at the 2nd. St. entrance to the Preserve, along with closing unnecessary ranch roads and repairs to the remaining roads. This task will close several dead-end roads and doubletrack spurs, unneeded for Preserve maintenance or recrea�onal uses. Repair work will allow City maintenance vehicles access throughout the Preserve. This ac�on will reduce environmental impacts, neighbors’ concerns, and long-term maintenance requirements. Cost: $714,680

2. Mul�-use Trails. By using the exis�ng ranch roads connected by three carefully located mul�-use trails, a trail system with a variety of mul�ple length loops that include significant visual and landscape features of the Preserve will be efficiently created at minimal cost with limited impacts to the environment. Cost: $79,200

3. Preserve Trail Infrastructure and Ameni�es. This component of the IPAOM work includes gates to assist with site control and opera�onal and maintenance requirements. A parking area is included with ADA accessible parking, along with eleven picnic spots for day use. Cost: $162,000

4. Preserve Management. Ini�al development, opera�on and maintenance of the Preserve requires project management including environmental review (CEQA) and contract management. Support is also needed for various City departments that will have new Preserverelated responsibili�es (Police, Park staff, Park maintenance equipment). Cost: $685,000 105
City of Cloverdale Ini�al Public Access, and Opera�ons and Maintenance (IPAOM) Funding Request for Soda Springs Ranch Open Space Preserve

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5. Foothill Blvd. Frontage Improvements. Design and construct improvements to Foothill Blvd. along its frontage with the Preserve to provide public access. Cost: $550,000 Total Requested Funding: $2,190,880
We are dedicated to adhering to the District's policies and guidelines while ensuring transparent and accountable u�liza�on of allocated funds. Your support in considering our funding request for the Soda Springs Ranch Open Space Preserve would be immensely appreciated, signifying a shared commitment to preserve and enhance the region's invaluable natural resources and community spaces.

Thank you for your �me and considera�on. We eagerly an�cipate the opportunity to discuss this proposal further and collaborate in achieving our mutual objec�ves.

Sincerely,
Todd Lands,
Mayor
Enc.

Work Plan for Soda Springs Ranch Preserve Ini�al Improvements 106
From: Michael Maloney
To: City Council
Subject: FW: Council Report 2/29-3/13
Date: Wednesday, March 13, 2024 1:57:02 PM
Councilmember Bagby Written Report:

From: Melanie Bagby <[email protected]>
Sent: Wednesday, March 13, 2024 11:54 AM
To: Michael Maloney <[email protected]>
Subject: Council Report 2/29-3/13
2/29 Met with SCTA/RCPA Executive Director James Cameron regarding board priorities and upcoming executive board activities; attended Cloverdale Chamber Breakfast at Clover Springs Clubhouse
3/7 Accepted plaque from SCP for board service
3/8 Attended Cal Cities Redwood Division meeting in Willits. Chaired Legislative meeting: voted to adopt Cal Cities sponsored bills list, voted to adopt language supporting SCP Geozone, voted to support SB 904 (Dodd) updates to SMART statutory language. In general membership meeting, received presentation on Redwood Region RISE and possible multi-agency and community funding opportunities. Received an update on State budget and ballot initiatives.

Best,
Melanie Bagby
Councilmember, City of Cloverdale
office (707) 893-7170 • [email protected]
107

Cloverdale City CouncilMarch 13, 2024

Cloverdale City Council
March 13, 2024