Cloverdale City Council
August 27, 2025

City Council Meeting Minutes - August 27, 2025 - Page 1 of 6 124 N. Cloverdale Boulevard
Cloverdale, CA 95425
Phone: 707-894-2521
www.cloverdale.net

MINUTES

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

COMMUNITY DEVELOPMENT SUCCESSOR AGENCY BOARD OF DIRECTORS WEDNESDAY, AUGUST 27, 2025
5:00 CLOSED SESSION

CITY HALL CONFERENCE ROOM
124 N. CLOVERDALE BOULEVARD, CLOVERDALE, CA 95425
6:00 PM - OPEN SESSION

CLOVERDALE PERFORMING ART CENTER
209 N. CLOVERDALE BOULEVARD, CLOVERDALE, CA 95425
CLOSED SESSION - 5:00 PM

1. OPENING CLOSED SESSION

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

1.B Roll Call

Present: Mayor Lands, Vice Mayor Wheeler, Councilmembers: Laskey, Marquez, Morgenstern

Absent: None.

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

2. PUBLIC COMMENTS ON CLOSED SESSION AGENDA:

None.

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

Mayor lands recessed to Closed Session at 5 p.m.

3.A CONFERENCE WITH LEGAL COUNCIL - ANTICIPATED LITIGATION Initiation of Litigation - One (1) Case
Pursuant to Government Code Section 54956.9(d)(4)
Item was received and filed.

3.B REAL PROPERTY NEGOTIATIONS
Pursuant to Government Code Section 54956.8
Property: APN 001-173-006
City Council Meeting Minutes - August 27, 2025 - Page 2 of 6 City Negotiator: City Manager & City Attorney
Property Owner: Sava Foundation
Under Negotiation: Price and Terms
Mayor Lands adjourned Closed Session at 5:41 p.m.

OPEN SESSION - 6:00 PM
A. OPENING PUBLIC SESSION
A.1 Call to Order
Mayor Lands called the meeting to order at 6:02 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: Laskey, Marquez, Morgenstern

Absent: None
A.4. Report Out on Closed Session
None.

A.5 Conflict of Interest Declaration
None.

A.6 Agenda Review (Changes and/or Deletions)
None.

B. PUBLIC COMMENTS
B.1 Verbal Comments
None.

B.2 Written Comments
None.

C. STUDENT LIAISON REPORT
None.

The Student Liaisons have recently been selected by the Joint City / CUSD Subcommittee and will begin their term at the September 10, 2025 meeting.

D. PROCLAMATIONS
D.1 Women's Equality Day Proclamation
Councilmember Marquez read the Proclamation.

Recipient: Sonoma County Commission on the Status of Women accepted the proclamation, but were not able to be present.

City Council Meeting Minutes - August 27, 2025 - Page 3 of 6 E. PRESENTATIONS
None.

F. CONSENT CALENDAR
Councilmember Laskey pulled item F.2.

A motion was made by Vice Mayor Wheeler, seconded by Councilmember Morgenstern, 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: Laskey, Morgenstern, Marquez No: (0) None
Abstain: (0) None

Absent: (0) None
F.1 Consider Approval of a Contract with JDS Emergency Management Specialists for Emergency Operations Center (EOC) Exercise Program and Emergency Operations Plan (EOP) Update
ACTION: Resolution Approved.

RESOLUTION NO.049-2025 ENTITLED: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

CLOVERDALE APPROVING AND AGREEMENT WITH JDS EMERGENCY MANAGEMENT

SPECIALISTS FOR EMERGENCY OPERATIONS CENTER (EOC) EXERCISE PROGRAM AND

EMERGENCY OPERATIONS PLAN (EOP) UPDATE, AUTHORIZES THE CITY MANAGER TO EXECUTE THE AGREEMENT AND AMEND THE FY 2025/26 BUDGET TO INCLUDE $25,000 FOR

THIS CONTRACT
F.3 Minutes Approval - June 11, 2025
ACTION: Approved as Submitted.

F.4 Minutes Approval - June 25, 2025
ACTION: Approved as Submitted.

F.5 Minutes Approval - July 23, 2025
ACTION: Approved as Submitted.

Mayor Lands moved to item F.2:

F.2 Consider Approving a Resolution to Amend the Budget to Increase the Authorized Expenditure of PEG Funds for Public Meeting Audio/Visual Equipment in an Amount of $66,227
City Clerk Maloney introduced the item and responded to Councilmember inquiries and comments.

City Attorney Mog clarified the action available to the Council.

City Council Meeting Minutes - August 27, 2025 - Page 4 of 6 A Motion was made by Councilmember Marquez, seconded by Vice Mayor Wheeler, to waive reading of the text and adopt:

RESOLUTION NO. 050-2025 ENTITLED: RESOLUTION OF THE CITY COUNCIL OF THE CITY

OF CLOVERDALE APPROVING A BUDGET AMENDMENT TO INCREASE THE AUTHORIZED

EXPENDITURE OF PEG FUNDS FOR PUBLIC MEETING AUDIO/VISUAL EQUIPMENT BY $66,227
The motion carried by the following vote:

Yes: (5) Mayor Lands, Vice Mayor Wheeler, Councilmembers: Laskey, Morgenstern, Marquez No: (0) None
Abstain: (0) None

Absent: (0) None
G. PUBLIC HEARINGS
None.

H. NEW BUSINESS
H.1 Direction Regarding Installation of Crosswalk on Jefferson Street near Jefferson Elementary School
Public Works Director Montanye introduced the item.

Jefferson Elementary Principal Holden presented.

The Council discussed.

Public Comments:

Amanda Harrington spoke in support of improved safety measures.

Public Works Director Montanye provided comments and addressed CUSD, Council, and Public Comment recommendations.

Council discussed and provided direction to bring the item to the Infrastructure Subcommittee for mitigation measures.

H.2 Resilient Cloverdale scope of work for Fiscal Year 2025–2026 and Consider authorizing a $10,000 funding allocation and budget amendment
City Manager Thompson and Police Chief Parker introduced the item and Resilient Cloverdale representative Ennis reported and responded to Councilmember inquiries and comments.

Public Comments:

None.

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

City Council Meeting Minutes - August 27, 2025 - Page 5 of 6 RESOLUTION NO. 051-2025 ENTITLED: RESOLUTION OF THE CITY COUNCIL OF THE CITY

OF CLOVERDALE APPROVING THE RESILIENT CLOVERDALE SCOPE OF WORK FOR FISCAL YEAR 2025–2026 AND AUTHORIZING A $10,000 FUNDING ALLOCATION AND BUDGET AMENDMENT TO THE FY 2025-26 BUDGET
The motion carried by the following vote:

Yes: (5) Mayor Lands, Vice Mayor Wheeler, Councilmembers: Laskey, Morgenstern, Marquez No: (0) None
Abstain: (0) None

Absent: (0) None
Resilient City Representative Ennis addressed the Council.

H.3 Response to 2024–2025 Sonoma County Civil Grand Jury Report, “Animal Services in Sonoma County: Separate and Not Equal.”
City Manager Thompson introduced the item and Police Chief Parker reported and responded to Councilmember inquiries.

Public Comments:

None.

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

RESOLUTION NO. 052-2025 ENTITLED: RESPONSE TO 2024–2025 SONOMA COUNTY CIVIL GRAND JURY REPORT – “ANIMAL SERVICES IN SONOMA COUNTY: SEPARATE AND NOT EQUAL.”
The motion carried by the following vote:

Yes: (5) Mayor Lands, Vice Mayor Wheeler, Councilmembers: Laskey, Morgenstern, Marquez No: (0) None
Abstain: (0) None

Absent: (0) None
I. COUNCILMEMBER REPORTS
Councilmember Morgenstern reported on the Joint City / CUSD Subcommittee meeting.

Councilmember Marquez reported on the Zero Waste Sonoma meeting, Russian River Property Association Meeting.

Vice Mayor Wheeler reported on the Infrastructure Subcommittee meeting.

Mayor Lands reported out on local Potter Valley Project updates, the Cloverdale hosted Sonoma County Mayors and Councilmembers Association general meeting and Potter Valley Project presentation, regional Potter Valley Project updates, Naloxone distribution efforts with multiple City Council Meeting Minutes - August 27, 2025 - Page 6 of 6 businesses and the Chamber of Commerce, commending Public Works Staff on recent projects and response times, commending the Police Department on their recent arrest, the Student Liaison selections, and a Car Wash update.

J. LEGISLATIVE REPORTS, LETTERS OF SUPPORT/OPPOSITION
J.1 Message From Mayor Lands (Sent to Council from the Chamber of Commerce) Mayor Lands addressed the letter.

K. CITY MANAGER/CITY ATTORNEY REPORTS
City Manager Thompson reported on the Furber Park playground ribbon cutting event.

L. COUNCIL DIRECTION ON FUTURE AGENDA ITEMS
None.

M. ADJOURNMENT
Mayor Lands adjourned the meeting at 7:10 p.m. to the next regular meeting of the Cloverdale City Council scheduled for September 10, 2025.

APPROVED ON: September 24, 2025
______________________________
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: Zoom: www.zoom.us/join Meeting ID: 823 1668 4527 | Youtube:cloverdale.net/youtube ATTENTION - the meeting location has been experiencing significant A/V technical difficulties for Livestreaming; Staff is attending to this matter, but reliability is not guaranteed to date - please attend in person.

CLOSED SESSION - 5:00 PM

1. OPENING CLOSED SESSION

1.A Call to Order

1.B Roll Call

1.C Closed Session Agenda Review (Changes and/or Deletions)

2. PUBLIC COMMENTS ON CLOSED SESSION AGENDA:

Prior to recessing to Closed Session, the Public may speak on Closed Session Items.

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

3.A CONFERENCE WITH LEGAL COUNCIL - ANTICIPATED LITIGATION Initiation of Litigation - One (1) Case
AGENDA

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

DEVELOPMENT SUCCESSOR AGENCY BOARD OF DIRECTORS
WEDNESDAY, AUGUST 27, 2025
5:00 CLOSED SESSION

CITY HALL CONFERENCE ROOM
124 N. CLOVERDALE BOULEVARD, CLOVERDALE, CA 95425
6:00 PM - OPEN SESSION

CLOVERDALE PERFORMING ART CENTER
209 N. CLOVERDALE BOULEVARD, CLOVERDALE, CA 95425
1 Pursuant to Government Code Section 54956.9(d)(4)

3.B REAL PROPERTY NEGOTIATIONS
Pursuant to Government Code Section 54956.8
Property: APN 001-173-006
City Negotiator: City Manager & City Attorney
Property Owner: Sava Foundation
Under Negotiation: Price and Terms
A. OPENING PUBLIC SESSION
A.1 Call to Order
A.2 Pledge of Allegiance
A.3 Roll Call
A.4. Report Out on Closed Session
A.5 Conflict of Interest Declaration
A.6 Agenda Review (Changes and/or Deletions)
B. PUBLIC COMMENTS
B.1 Verbal Comments
Any person wishing to speak in person on an item not listed on the agenda may do so at this time.

Pursuant to the Brown Act, the City Council is not allowed to consider issues or take action on any item not listed on the agenda. Three minutes are allotted to each speaker.

B.2 Written Comments
Public written communications sent to Council on items not listed on the agenda may be discussed at this time. Written communications to be discussed will be listed below, if any C. STUDENT LIAISON REPORT
None. The Student Liaisons have been selected and will start their term at the September 10, 2025 meeting.

D. PROCLAMATIONS
D.1 Women's Equality Day Proclamation
Recipient: Gina Fortino Dickson, Sonoma County Commission on the Status of Women E. PRESENTATIONS
None.

F. CONSENT CALENDAR
All items under the Consent Calendar will be considered together by one acFon of the City Council unless any Womens Equality 2025
2 Councilmember or member of the public requests that an item be removed and considered separately.

F.1 Consider Approval of a Contract with JDS Emergency Management Specialists for Emergency Operations Center (EOC) Exercise Program and Emergency Operations Plan (EOP) Update Recommended Action(s):

Adopt a Resolution Entitled, “A Resolution of the City Council of the City of Cloverdale Approving and Agreement with JDS Emergency Management Specialists for Emergency Operations Center (EOC) Exercise Program and Emergency Operations Plan (EOP) Update, Authorizes the City Manager to execute the Agreement and Amend the FY 2025/26 Budget to include $25,000 for this Contract.” F.2 Consider Approving a Resolution to Amend the Budget to Increase the Authorized Expenditure of PEG Funds for Public Meeting Audio/Visual Equipment in an Amount of $66,227 Recommended Action(s):

Adopt a Resolution Entitled, “A Resolution of the City Council of the City of Cloverdale Approving a Budget Amendment to Increase the Authorized Expenditure of PEG Funds for Public Meeting Audio/Visual Equipment by $66,227”.

F.3 Minutes Approval - June 11, 2025
Recommended Action(s):

Approve the June 11, 2025 Draft Minutes
F.4 Minutes Approval - June 25, 2025
Recommended Action(s):

Approve the June 25, 2025 Draft Minutes
F.5 Minutes Approval - July 23, 2025
Recommended Action(s):

Approve the July 23, 2025 Draft Minutes
G. PUBLIC HEARINGS
None.

H. NEW BUSINESS
H.1 Direction Regarding Installation of Crosswalk on Jefferson Street near Jefferson Elementary School Agenda Report
Attachment 1 - Resolution
Attachment 2 - Proposal
Attachment 3 - Exhibit A - Budget Amendment Form
Agenda Report
Attachment 1 - Resolution
Attachment 2 - Exhibit A - Budget Amendment Form
Attachment 3 - Exhibit B - Quote
CC Minutes - June 11, 2025 (Draft)
CC Minutes - June 25, 2025 (Draft)
CC Minutes - July 23, 2025 (Draft)
3 Recommended Action(s):

Provide direction to staff regarding permanent and temporary solutions for installation of a pedestrian crosswalk on Jefferson Street north of the Jefferson Elementary driveway, requested by the Cloverdale Unified School District.

H.2 Resilient Cloverdale scope of work for Fiscal Year 2025–2026 and Consider authorizing a $10,000 funding allocation and budget amendment
Recommended Action(s):

Adopt a Resolution Entitled, “A resolution of the City Council of the City of Cloverdale approving the Resilient Cloverdale scope of work for Fiscal Year 2025–2026 and authorizing a $10,000 funding allocation and budget amendment to the FY 2025-26 budget.” H.3 Response to 2024–2025 Sonoma County Civil Grand Jury Report, “Animal Services in Sonoma County:

Separate and Not Equal.”
Recommended Action(s):

Adopt a Resolution Entitled, “Response to 2024–2025 Sonoma County Civil Grand Jury Report – “Animal
Services in Sonoma County: Separate and Not Equal.”
I. COUNCILMEMBER REPORTS
Councilmembers may provide verbal informational reports regarding their participation in assigned subcommittees, regional boards and commissions, Ad Hoc committees, and other community meetings or civic activities.

J. LEGISLATIVE REPORTS, LETTERS OF SUPPORT/OPPOSITION
J.1 Message From Mayor Lands (Sent to Council from the Chamber of Commerce) K. CITY MANAGER/CITY ATTORNEY REPORTS
Staff may provide verbal informational updates on City business, legal matters, and community activities.

L. COUNCIL DIRECTION ON FUTURE AGENDA ITEMS
Councilmembers may request placement of items on future City Council or Council SubcommiNee agendas.

Placement requires consensus of the City Council.

M. ADJOURNMENT
To the next regular meeting of the Cloverdale City Council scheduled for September 10, 2025.

Agenda Report
Attachment 1 - ADA compliance requirements
Agenda Report
Attachment 1 - Resolution
Attachment 2 - Exhibit A - Scope of Work
Attachment 3 - Exhibit B - Budget Amendment Form
Agenda Report
Attachment 1 - Resolution
Attachment 2 - Exhibit A - Report
Attachment 3 - Exhibit B - Response
Message from Mayor Lands
4 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 quesFons or enter into dialogue with commenters. Comments may also be submiNed prior t o [email protected]. by 12 p.m. the day of the meeFng. Submissions and supplemental attachments are considered public records pursuant to Government Code § 54957.5.

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

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

AB 343: Any wriFngs or documents provided to a majority of the City Council regarding any item on this agenda will be made available for public inspecFon 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/direcFons 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: August 21, 2025 | Time posted: 6:55 p.m. | City Clerk Signature: s/Mike Maloney 5 A PROCLAMATION OF THE CITY COUNCIL OF THE CITY OF CLOVERDALE DECLARING AUGUST 26, 2025 WOMENS EQUALITY DAY IN CLOVERDALE WHEREAS, on August 26, 2025, we mark the 105th anniversary of the enactment of the 19th Amendment to the United States Constitution which secured the right to vote for women; and WHEREAS, in 1976, the Sonoma County Board of Supervisors established one of the first Commissions on the Status of Women in the State of California with the purpose of promoting “equal rights and opportunities that enhance the quality of life for all women and girls” and addressing “issues of discrimination and prejudice that negatively affect women in Sonoma County”; and WHEREAS, women now constitute nearly 50 percent of our workforce, the majority of the students in our colleges and graduate schools, and an increasing number of primary sources of income; and WHEREAS, in 2024-2025, Sonoma County women working full time earned 86% of what men earned and those women working in agriculture and service areas such as the majority of women workers in Sonoma Valley, earned even less; and
WHEREAS, even with the gains women have made, work remains to be done in many areas that directly impact equal pay for equal work including access to quality, affordable childcare, affordable housing and comprehensive healthcare for women, including reproductive and mental health care; and WHEREAS, the mandate for Womens Equality Day in 2025 is to “accelerate efforts to eliminate systemic barriers and biases that impede women’s progress…emphasizing the need for swift and decisive measures to achieve gender equity’’
NOW, THEREFORE, BE IT PROCLAIMED, that Mayor Lands, and the City Council of the City of Cloverdale, do hereby declare August 26, 2025 as Women’s Equality Day in Cloverdale, marking the 105th anniversary of the enactment of the 19th Amendment, celebrating the achievements of women, and recommitting to gender equality in the City of Cloverdale, including equal pay for equal work, and accelerating the overall progress of women and girls.

Dated: August 27, 2025
SO ORDERED:
_______________________
Todd Lands, Mayor
6 City Council/Successor Agency
Agenda Item Summary Agenda Item:

Meeting Date:

F.1
August 27, 2025
Agenda Section:

Consent
Staff Contact:

Chris Parker, Chief of Police
Agenda Item Title:

Consider Approval of a Contract with JDS Emergency Management Specialists for Emergency Operations Center (EOC) Exercise Program and Emergency Operations Plan (EOP) Update ________________________________________________________________________________________ Recommended Council Action(s):

Adopt a Resolution Entitled, “A Resolution of the City Council of the City of Cloverdale Approving and Agreement with JDS Emergency Management Specialists for Emergency Operations Center (EOC) Exercise Program and Emergency Operations Plan (EOP) Update, Authorizes the City Manager to execute the Agreement and Amend the FY 2025/26 Budget to include $25,000 for this Contract.” Summary
The Cloverdale Police Department is responsible for coordinating the City’s Emergency Operations Center (EOC) and maintaining the City’s Emergency Operations Plan (EOP). The EOP serves as the City’s guiding document for coordinated emergency response in the event of natural disasters, public safety incidents, or other emergencies.

It is critical that City staff remain up to date on emergency operations protocols, systems, and planning methods. A well-trained and informed team can act decisively in the first minutes and hours of a crisis—time that often determines whether lives are saved or lost. Across the country, there have been documented cases where cities failed to provide adequate responses to disasters, leading to preventable tragedies. Examples include delays in evacuation orders during major hurricanes, poor coordination during wildfire evacuations, and communication breakdowns during mass casualty events. In each of these cases, inadequate training, outdated plans, and a lack of coordinated exercises were identified as major contributing factors. Cloverdale cannot afford to risk such failures; regular training and plan updates are an investment in community safety and resilience.

In July 2025, JDS Emergency Management Specialists successfully designed and conducted an initial EOC orientation exercise for City staff. This session marked the first step in a larger multi-phase program intended to strengthen the City’s preparedness and operational coordination.

JDS Emergency Management Specialists
Diana Homsey is an emergency management professional with more than 25 years of experience in disaster response, public safety, and large-scale event coordination. She launched her career in Alaska as a helicopter glacier guide and first responder, later managing search and rescue operations in both Alaska and California.

In San Francisco, Diana has served in senior leadership roles with the Department of Emergency Management, the Port of San Francisco, UCSF Police Department, and the Department of Public Works— leading emergency planning efforts, opening Emergency Operations Centers, and streamlining special event operations. A driving force behind San Francisco Fleet Week for over 15 years, she served as Chief of Staff while founding her consulting firm, JDS Emergency Management Specialists, in 2023. 7 Daniel Homsey is an internationally recognized leader in community disaster resilience, blending emergency management principles with modern community organizing to create culturally competent, neighborhooddriven action plans. His work—honored by the UN, FEMA, the CDC, the World Bank, Harvard’s Ash Institute, and the Rockefeller Foundation—focuses on protecting vulnerable populations during times of crisis. A fourth-generation San Franciscan with over 40 years in public and private sectors, Daniel most recently led resilience initiatives for the City and County of San Francisco and now heads his own consulting firm.

JDS Emergency Management Specialists submitted a proposal to provide a series of four exercises, associated training modules, and a comprehensive update to the City’s EOP. The program will utilize a Whole Community approach, integrating City staff, Resilient Cloverdale (the City’s Community Organizations Active in Disasters), and Sonoma County partners in realistic, scenario-based exercises.

Project Goals:
• Strengthen the ability of City staff to effectively operate within the EOC during activations. • Enhance the coordination between Resilient Cloverdale and the EOC during emergencies. • Improve Sonoma County’s ability to support Cloverdale’s emergency response operations.

Core Capabilities:
• Planning: Review, test, and update the EOP; practice the use of Incident Command System (ICS) forms; create an Incident Action Plan (IAP).
• Operational Coordination: Improve initial EOC setup, activate Care and Shelter Branch, and test communications and coordination plans.

Program Deliverables:

1. Twelve planning meetings with the Cloverdale Police Department and City Manager’s Office.

2. Development of all exercise documentation, evaluation tools, and training materials.

3. On-site facilitation of four exercises between November 2025 and May 2026.

4. A comprehensive update to the City’s EOP with revised checklists, forms, and annexes.

5. After-Action Reports and Improvement Plans for each exercise.

Program Timeline:
• July 2025: Exercise One – EOP/EOC Orientation (Completed) • November 2025: Exercise Two – Section Trainings
• February 2026: Exercise Three – EOC Forms and Data Sharing Systems Workshop • May 2026: Exercise Four – Functional Exercise with Community Branch Integration • June 2026: Final Updated EOP
Fiscal Impact
The total cost for the services outlined in the JDS proposal is $25,000. This includes planning, facilitation, documentation, after-action reporting, and the EOP update. Funding is proposed from the City’s general fund which is expected to have an unreserved balance of approximately $2,405,000 at June 30, 2026 or 21% (including this adjustment).

Recommendation
Staff recommends the City Council:

1. Approve the contract with JDS Emergency Management Specialists for the Emergency Operations Center Exercise Program and Emergency Operations Plan update in the amount of $25,000. 8 2. Authorize the City Manager to execute the agreement and approve any minor amendments as necessary to carry out the program.

Attachments:

1. Resolution

2. JDS Emergency Management Specialists Proposal – August 1, 2025

3. Budget Amendment Form
___________________________________________________________________________________ 9 CITY OF CLOVERDALE

CITY COUNCIL
RESOLUTION NO. ____ –2025

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CLOVERDALE APPROVING AN AGREEMENT

WITH JDS EMERGENCY MANAGEMENT SPECIALISTS FOR THE EMERGENCY OPERATIONS CENTER

EXERCISE PROGRAM AND EMERGENCY OPERATIONS PLAN UPDATE AND AUTHORIZING THE CITY

MANAGER TO EXECUTE THE AGREEMENT
WHEREAS, the City of Cloverdale maintains an Emergency Operations Center (EOC) and Emergency Operations Plan (EOP) to coordinate citywide response during natural disasters, public safety incidents, and other emergencies; and
WHEREAS, it is essential that City staff remain current with best practices in emergency management, operational coordination, and planning to ensure rapid and effective responses that protect life and property; and
WHEREAS, documented examples from other municipalities show that inadequate training, outdated plans, and poor coordination during emergencies have resulted in preventable loss of life, underscoring the necessity of ongoing preparedness; and WHEREAS, in July 2025, JDS Emergency Management Specialists successfully facilitated an EOC orientation exercise for the City, marking the first step in a multi-phase program designed to strengthen staff capabilities, enhance coordination with Resilient Cloverdale and Sonoma County partners, and update the City’s EOP; and
WHEREAS, JDS Emergency Management Specialists has proposed a comprehensive program that includes four exercises, EOC section and forms training, a functional community integration exercise, and a full update of the City’s EOP; and
WHEREAS, the total cost for the services provided by JDS Emergency Management Specialists is $25,000, which will be funded from the City’s emergency preparedness budget; NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Cloverdale as follows:

1. The City Council hereby approves the agreement with JDS Emergency Management Specialists to conduct the Emergency Operations Center Exercise Program and update the Emergency Operations Plan in the amount of $25,000.

2. The City Manager is authorized to execute said agreement and approve minor amendments as necessary to carry out the scope of work.

3. The City Council hereby approves the budget amendment. 10 IT IS HEREBY CERTIFIED that the foregoing Resolution was duly adopted by the City Council of the City of Cloverdale at a regular meeting held on [Insert Date], by the following vote:

Ayes: (_)
Noes: (_) None

Absent: (_)
Abstaining: (_) None
APPROVED: ATTEST:
______________________________ ____________________________________ Todd Lands, Mayor Michael Maloney, City Clerk
11 JDS Emergency Management Specialists
Response for Quotation
Cloverdale Police Department
1 August 1, 2025
Chief Chris Parker
Cloverdale Police Department
JDS Emergency Management Specialists are pleased to present our quote in response to a request from the Cloverdale Police Department to provide an exercise program for the continued review and updating of Cloverdale’s Emergency Operations Center and its Emergency Operations Plan.

We are proud to be recognized as leaders in emergency management in California. Using a comprehensive, innovative and simplified planning method, we ensure your emergency management program will be rejuvenated and better prepared to respond to any event.

By utilizing a Whole Community approach to our exercises, we have shown that when you bring communities and government agencies together in small tabletop exercises with real world scenarios, relationships and communities grow stronger and more resilient.

Developing an effective exercise program involves careful consideration and uniquely designed exercise documents and play. In July 2025, we successfully designed and conducted an exercise for the Cloverdale Police Department and City staff to launch these efforts.

Please feel free to reach out with any questions you may have regarding this proposal. We appreciate your consideration.

Respectfully,
Diana Homsey
12 JDS Emergency Management Specialists
Response for Quotation
Cloverdale Police Department
2 Exercise Program Scope
Goals
• Strengthen the ability of City staff to quickly and effectively perform their roles within Cloverdale’s Emergency Operations Center (EOC) during an activation. • Enhance the capacity of Resilient Cloverdale, the local Community Organizations Active in Disasters (COAD), to coordinate with and support the EOC during emergencies. • Improve Sonoma County’s awareness of and ability to support Resilient Cloverdale’s response efforts through the Cloverdale EOC.

Core Capabilities & Objectives
Planning Review, test and update the City’s
Emergency Operations Plan (EOP)
Planning Practice the use of Incident Command (ICS)
forms and the creation of an Incident Action
Plan (IAP).

Operational Coordination Evaluate and improve the initial set up and first operational period of an emergency in
the City’s EOC.

Operational Coordination Activate the Care and Shelter Branch of the EOC and test communications and plans.
13 JDS Emergency Management Specialists
Response for Quotation
Cloverdale Police Department
3 Exercise Program Overview
Emergency Operations Plan (EOP) Review and Basic Update Review and update the current EOP throughout the project replacing forms, checklists, organizational chart and annexes.

Exercise One: EOP/EOC Orientation
Module 1: EOP Workshop
Module 2: EOC Activation Tabletop Exercise
Exercise Two: EOC Section Trainings
Module 1: Planning
Module 2: Operations
Module 3: Finance Administration/Logistics
Exercise Three: EOC Forms Trainings
Exercise Four: Functional Exercise with Community Branch Integration Exercise Program Timeline
Date Deliverable
July 2025 Exercise One (complete)
November 2025 Exercise Two
February 2026 Exercise Three
May 2026 Exercise Four
June 2026 Updated EOP
14 JDS Emergency Management Specialists
Response for Quotation
Cloverdale Police Department
4 Exercise Program Costs
Deliverable Description Cost
Exercise 1 Conduct an exercise including all planning
meetings, documentation and facilitation. ____
Exercise 2 Conduct an exercise including all planning
meetings, documentation and facilitation $6250
Exercise 3 Conduct an exercise including all planning
meetings, documentation and facilitation $6250
Exercise 4 Conduct an exercise including all planning
meetings, documentation and facilitation $6250
Emergency Operations Plan
Update
Revise all checklists and forms for EOP
and streamline the plan. $6250
TOTAL $25,000
Disclaimer: The prices listed in the preceding table are an estimate for the services discussed. This summary is not a warranty of final price. Estimates are subject to change if project specifications are changed or costs for outsourced services change before a contract is executed. 15 JDS Emergency Management Specialists
Response for Quotation
Cloverdale Police Department
5 Exercise Program Description
Exercise One - Module 1: EOP Workshop
A one-hour workshop exercise that will review the current roles and responsibilities in the EOC. • Exercise Type: Workshop
• Participants: City staff that fill roles of Command and General Staff in the EOC. • Duration: 1 Hour
• Description:
o Review EOP and Incident Command structure and positions. o Review forms and checklists used during an activation.

Exercise One - Module 2: EOC Activation Tabletop Exercise A two-hour functional exercise that will test the activation of the EOC with physical set up of the room as well as initial actions and resource requests that may take place in the first operational period.
• Exercise Type: Tabletop Exercise
• Participants: City staff that fill roles of Command and General Staff in the EOC • Duration: 2 Hours
• Description:
o Activation of the EOC with full room set up.
o Run through initial response actions, Incident Action Plan (IAP) development, and resource requests.

Exercise Two – Section Training Workshops (Planning, Operations, Finance/Admin/Logistics)
A three-hour workshop that will review the current roles and their checklists in the EOC. • Exercise Type: Workshops
• Participants: City staff that fill roles of Command and General Staff in the EOC • Duration: 3 Hours Total - 1 Hour per section
• Description:
o Review section roles, responsibilities and checklists. 16 JDS Emergency Management Specialists
Response for Quotation
Cloverdale Police Department
6 Exercise Three – EOC Forms and Data Sharing Systems Workshop A three-hour workshop exercise that will review, update and train staff on the EOC forms and data sharing systems such as Web EOC.
• Exercise Type: Workshop
• Participants: City staff that fill roles of Command and General Staff in the EOC • Duration: 3 Hours Total
• Description:
o Review, update and train the staff on the EOC Forms.
o Train on how to use WebEOC with the County
Exercise Four – EOC Tabletop Exercise with Community Branch A three-hour tabletop exercise that will activate all Sections and Branches in the EOC, utilizing the checklists and forms to create an Incident Action Plan (IAP) for the next operational period. • Exercise Type: Tabletop Exercise
• Participants: City staff that fill roles of Command and General Staff in the EOC • Duration: 3 Hours Total
• Description:
o Run through an major disaster scenario from activation through the first operational period.
o Activate the Community Branch to assist with activation including operations and logistics.
17 JDS Emergency Management Specialists
Response for Quotation
Cloverdale Police Department
7 The following is a list of tasks to be completed for this exercise. It includes the requested deliverables as well as additional exercise services.

Exercise Program Design and Development
Foundation
o Review existing plans and procedures in order to create an appropriate experience.
o Develop draft exercise project timeline
o Develop exercise overview document
Planning Team
o Identify representatives from sponsor organization for Exercise Planning Team o Schedule planning meetings
Planning Meetings
Initial Planning Meeting
Coordinate meeting logistics, prepare meeting presentation, prepare and send invitations and read-ahead packets
Meeting Outcomes
o Finalized scope, objectives, and core capabilities
o Determine evaluation elements (capability targets and critical tasks) o Determine scenario elements threat, scope, venue, conditions) o List of participating organizations and extent of play o Identify exercise logistics needs and responsible party (date, location, including breakout locations or specific exercise play sites, if needed) o Assign responsibilities and due dates for tasks and determine date for next planning meeting
Follow up
o Develop and distribute meeting minutes
o Develop and distribute draft exercise documentation
Midterm Planning Meeting
Coordinate meeting logistics, prepare meeting presentation, prepare and send invitations and read-ahead packets
Meeting Outcomes
o Review and refine all exercise materials, documents, and tasks o Well-developed scenario and MSEL injects if no MSEL meeting scheduled) o Finalize decisions on exercise site and logistics requirements 18 JDS Emergency Management Specialists
Response for Quotation
Cloverdale Police Department
8 o Assign responsibilities and due dates for tasks, and determine date for next planning meeting
Follow up
o Develop and distribute meeting minutes
o Develop and distribute draft exercise documentation
Final Planning Meeting
Coordinate meeting logistics, prepare meeting presentation, prepare and send invitations and read-ahead packets
Meeting Outcomes
o Final approval of exercise documents and material for production o All identified issues resolved
o Confirm all exercise logistical elements (including exercise site(s), equipment, and schedule)
o Assign any remaining responsibilities and due dates for tasks Follow up
o Develop and distribute meeting minutes
o Finalize all publications
o Prepare supporting materials
Exercise Documentation
o Develop Situation Manual
o Develop Player Handout
o Develop Facilitator’s Guide (as needed)
o Develop Presentation
o Develop Exercise Evaluation Guides
o Develop Participant Feedback Forms
Exercise Logistics
o Identify exercise venue – provided by client
o Identify parking – provided by client
o Arrange exercise supplies (pens, markers, flipcharts) Exercise Staffing
o Determine exercise staff requirements
Conduct
Exercise Play Preparation
o Distribute exercise documentation
o Set up exercise site
o Present pre-exercise official briefing
o Conduct evaluator training
o Print exercise documentation
19 JDS Emergency Management Specialists
Response for Quotation
Cloverdale Police Department
9 Exercise Conduct
o Facilitate exercise play
Wrap-up Activities
o Conduct post exercise player hotwash
o Conduct evaluator debrief
o Collect participant feedback forms
Evaluation
Data Analysis
o Complete and submit all EEGs
After-Action Report
o Develop draft AAR
o Distribute draft AAR to client for review
After-Action Meeting
o Schedule Meeting
o Coordinate meeting logistics including presentation and read ahead packets o Receive feedback on draft AAR, make any revisions, and develop draft list of corrective actions.

Meeting Outcomes
o Reach consensus on AAR/Improvement Plan (IP)
o Reach consensus on draft corrective actions
o Propose concrete deadlines for implementation of corrective actions o Reach consensus on assigned corrective actions to preparedness stakeholders
Follow up
o Finalize AAR/IP
o Distribute final AAR/IP
Improvement Planning
o Share lessons learned, best practices and successes identified in AAR/IP o Identify how corrective actions will be integrated into exercise cycle o Implement corrective actions
o Track AAR/IP implementation
o Identify corrective actions to be addressed at future exercises 20 JDS Emergency Management Specialists
Response for Quotation
Cloverdale Police Department
10 Exercise Program Deliverables
Deliverable Description Exercise Service Responsible
Party

1. Schedule and conduct
twelve planning meetings
with Cloverdale PD/City
Manager.

Facilitate all meetings. Take
notes and distribute after the
meetings
Planning Meetings JDS

2. Create Exercise Plan
and Exercise Evaluation
Guides
Create all exercise documents
including Sit Man, EEGs,
Presentations, Templates,
Maps, Surveys.

Documentation JDS

3. EOC infrastructure Visit EOC, recommend
improvements. Logistics JDS

4. Facilitate the Exercises
the day of Facilitate the exercise. Conduct JDS

5. Participant Evaluation
and Feedback:

Create, deliver, and analyze
the participation evaluation
and feedback forms.

Evaluation JDS

6. Conduct After Action
Meeting and Produce
Report.

Draft a detailed AAR capturing
the performance of each core
capability and tasks with input
from planning team.

Identify and record gaps and
recommendations for
improvement in each area.

Evaluation JDS

7. Update Emergency
Operations Plan
Revise all checklists and forms
for EOP and streamline the
plan.

Evaluation/Planning JDS
21 Budget Amendment Form

REVENUES AND OTHER FINANCING SOURCES
Fund Dept Amendment
Amount

REVENUE TOTAL -

EXPENDITURES AND OTHER FINANCING USES
Fund Dept Amendment
Amount
100 30.301 25,000
EXPENDITURE TOTAL 25,000

PURPOSE
Date Date
Date Entered by Date
Prepared By
Chris Parker
Department Head Finance Director
Date Prepared
August 13, 2025
Account Description Account No.

Police
Account No.

Misc Contract Services
Requesting Department
Account Description
City Manager
42150.000
Emergency Operatings Center Exercise Program and Emergency Operations Plan X:\Agenda Development\COUNCIL\2025 Reports\8-27-2025\Consent\JDS EOC\Attachment 3 - Budget Amendment Form 22 City Council/Successor Agency
Agenda Item Summary Agenda Item:

Meeting Date:

F.2
August 27, 2025
Agenda Section:

Consent
Staff Contact:

Mike Maloney, City Clerk
Agenda Item Title:

Consider Approving a Resolution to Amend the Budget to Increase the Authorized Expenditure of PEG Funds for Public Meeting Audio/Visual Equipment in an Amount of $66,227 ________________________________________________________________________________________ Recommended Council Action(s):

Adopt a Resolution Entitled, “A Resolution of the City Council of the City of Cloverdale Approving a Budget Amendment to Increase the Authorized Expenditure of PEG Funds for Public Meeting Audio/Visual Equipment by $66,227”.
_______________________________________________________________________________________ Background/Summary:

The City of Cloverdale has an agreement with the Cloverdale Performing Arts Center (CPAC) to use the facility for public meetings, including City Council, Planning Commission, and town halls. The audio/visual system at CPAC, which supports recording, virtual participation, online streaming, and hybrid in-person/virtual access, was installed after the pandemic and worked reliably for several years. However, beginning in late 2024, the system increasingly experienced recurring issues that escalated to catastrophic failures, resulting in the disruption and cancellation of public meetings. The City shares space with the Performing Arts Theater, and technical settings for performances often alter City presets, further destabilizing the system. The equipment is no longer under warranty and attempts to secure support from the original vendor were unsuccessful.

Staff sought assistance from multiple vendors, but Staff recommended KLH Consulting, the City’s IT provider, which had already been troubleshooting the system and can provide ongoing support. This service capacity is essential, as CPAC’s A/V technicians cannot perform the level of technical troubleshooting previously handled by the City’s contracted A/V technician. The City has since expanded KLH’s scope of services to include CPAC, and KLH conducted a site review with Staff, worked with vendors, and provided a replacement and upgrade quote of $45,218.45 (Exhibit B). The proposed equipment purchases are intended to create a fully standalone system for City use, bypassing the theater’s aging sound board and speakers, as well as replacing any faulty City-owned equipment. The current balance in the Public, Educational, and Governmental Access (PEG) Fund is $71,727. The remaining fund balance of $21,009 may be needed for additional audio/visual equipment to ensure consistent reliability and public access. Comcast contributes approximately $18,000 annually to this fund through franchise fees. While staff does not anticipate exceeding the quoted amount, additional backup equipment may be needed to ensure uninterrupted public access to meetings.

PEG Funds are restricted revenues collected through cable franchise fees and are designated exclusively for capital expenditures related to public, educational, or government access facilities and equipment. The City currently budgets $5,500 per year for PEG Fund expenditures; therefore, a budget amendment is required to authorize the higher level of spending necessary for this project. The proposed use of these funds for upgrading the City’s public meeting audio/visual system is consistent with the intended purposes.

This matter was reviewed by the City Council on June 25, 2025, at which time the Council unanimously directed staff to return with a formal quote and agreed to utilize the maximum balance of the PEG Fund if necessary to ensure consistency and reliability.
_______________________________________________________________________________________ 23 City Council/Successor Agency Agenda Item Summary
Meeting Date: August 27, 2025

Alternative Options:

1. Reject the proposed resolution approving the budget amendment.

2. Request modifications to the amendment and continue the matter to a future Regular Council meeting.
________________________________________________________________________________________ Subcommittee Recommendation:

None.
________________________________________________________________________________________ Budget/Financial Impact:

The proposed budget amendment of $66,227 (213-00-000-43120-000) will reduce the PEG Fund balance. ________________________________________________________________________________________ Attachments:

1. Resolution

2. Exhibit A - Budget Amendment Form

3. Exhibit B - KLH Vendor A/V Quote
24 CITY OF CLOVERDALE

CITY COUNCIL
RESOLUTION NO. ____-2025

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CLOVERDALE APPROVING A BUDGET

AMENDMENT TO INCREASE THE AUTHORIZED EXPENDITURE OF PEG FUNDS FOR PUBLIC MEETING AUDIO/VISUAL EQUIPMENT BY $66,227
WHEREAS, the City of Cloverdale has an agreement with the Cloverdale Performing Arts Center (CPAC) to use the facility for public meetings, including City Council, Planning Commission, and town halls; and WHEREAS, the audio/visual system at CPAC, which supports meeting recording, meeting streaming, hybrid in-person/virtual access, was installed after the pandemic but has since experienced recurring failures that disrupted and cancelled public meetings; and WHEREAS, the City Council of the City of Cloverdale previously adopted a FY 2025-26 budget of $5,500; and
WHEREAS, KLH Consulting, the City’s IT provider, conducted a site review and provided a quote of $45,218.45 (Exhibit B) for technology replacement and upgrades, to be funded from the Public, Educational, and Governmental Access (PEG) Fund, which has a fund balance of $71,727; and WHEREAS, The remaining balance of $21,009 may be needed for additional audio/visual equipment to ensure consistent reliability and public access; and
WHEREAS, the City Council of the City of Cloverdale previously received a staff report and presentation on June 25, 2025, regarding proposed adjustments to the Fiscal Year 2025-26 budget which included increasing the PEG fund expenditures; and
WHEREAS, the City Council finds that this budget amendment is necessary to improve public meetings and enhance public participation and access; and
WHEREAS, staff has prepared a Budget Amendment Form (Exhibit A) and a service quote (Exhibit B) that reflects the revised appropriations.

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

1. The above recitals are true and correct and are hereby incorporated by reference.

2. The City Council approves a Fiscal Year 2025-26 Budget Amendment, as detailed in Exhibit A, to increase the authorized expenditure of PEG Funds for public meeting audio/visual equipment in an amount not to exceed the balance available in the fund.

3. The Finance Director is authorized and directed to make the necessary accounting and budget entries to reflect these changes.
25 The foregoing Resolution was duly introduced and adopted by the City Council of the City of Cloverdale at its regular meeting held on the 27 day of August, 2025, by the following vote:

Ayes: (0)
Noes: (0)

Absent: (0)
Abstaining: (0)
APPROVED: ATTEST:
_________________________ __________________________
Todd Lands, Mayor Mike Maloney, City Clerk
Attachments:

Exhibit A - Budget Amendment Form
Exhibit B - Quote
26 Budget Amendment Form

REVENUES AND OTHER FINANCING SOURCES
Fund Dept Amendment
Amount

REVENUE TOTAL -

EXPENDITURES AND OTHER FINANCING USES
Fund Dept Amendment
Amount
213 00.000 45,218
213 00.000 21,009
EXPENDITURE TOTAL 66,227

PURPOSE
amount not to exceed the balanace available in the fund.

Date Date
Date Entered by Date
Date Prepared
August 20, 2025
Account Description Account No.

City Clerk's Office / City Council
Account No.

Requesting Department
Account Description
Prepared By
Mike Maloney
Department Head Finance Director
Misc Small Tools & Equipment
KLH Vendor Quote for CPAC A/V 43120-000
43120-000
Increase the authorized expenditure of PEG funds for public meeting audio/visual equipment City Manager
X:\Agenda Development\COUNCIL\2025 Reports\8-27-2025\Consent\Budget Amendment - PEG Funds\Attachment 2 - Exhibit A - Budget Amendment Form 27 4702 East Second St | Benicia CA 94510
www.signalsolutions.com | 707-747-1100
48949 - Cloverdale City Council
AV install
CA C-7 #541778 Page 1

CONFIDENTIAL AND PROPRIETARY
KLH Consulting LLC
Soni Lampert
181 Concourse Blvd Ste B
Santa Rosa, CA 95403-0000
Quote Number: 48949
Quote Reference: Cloverdale City Council AV install
Quote Date: 08/13/2025
Quote Valid Until: 08/28/2025
Site: Cloverdale City Council meeting
space
209 North Cloverdale Boulevard
Cloverdale, CA 95425
Salesperson: Ed VanWaes
[email protected]
Council Chambers AV
Audio - Microphones, DSP and Speakers
Provide and install the following:
 Twelve (12) channels of Shure MXW Next Gooseneck wireless microphones, including transceivers and charging bases.
 One (1) Q-Sys Core 8 Flex Digial Signal Processor (DSP) to route all system audio. Core 8 flex will provide a noise cancelling USB speakerphone to the Room Room PC and send far-end and microphone audio to the amplifer.
 One (1) 7" touchscreen for microphone and system control to be installed in the sound booth.  Two (2) JBL CBT 100LA-1 straight line array speakers to be mounted left and right of the dais.  One (1) Q-Sys SPA2-200 power amplifier. Amplifier will be fed from a Flex output on the Core 8 Flex DSP and feed through to the Speakers with 14/2 speaker cable.

Equipment will be connected to the customer LAN which must support the technologies outlined in the Dante Information for Network Administrators, specifically QoS/DSCP. Additional time may be chargeable for troubleshooting of audio issues stemming from misconfiguration of the customer network. Customer LAN must also provide the following number of ports and support PoE as indicated:

DEVICE DESCRIPTION POE?
Q-Sys Core 8 Flex Digital Signal Processor (Audio
Mixer) NO
Q-Sys TSC-70-G3 Touchscreen YES
28 Signal Solutions Corporation
48949 - Cloverdale City
Council AV install
CA C-7 #541778 2

CONFIDENTIAL AND PROPRIETARY
Shure MXWAPX8 - 1 of 2 Microphone Transceiver - 1 of 2 YES Shure MXWAPX8 - 2 of 2 Microphone Transceiver - 2 of 2 YES Shure MXWNDX8G - 1 of 2 Microphone Charging Dock - 1 of 2 NO Shure MXWNDX8G - 2 of 2 Microphone Charging Dock - 2 of 2 NO Service Service Port for Tech Laptop NO
Video - Projector and Content Input
Provide and install the following:
 One (1) Panasonic WUXGA Projector with 6,200 Lumen Output.  One (1) Decora HDMI wall plate transmitter to serve as content input to the projector from the dais or sound booth.

Cable Installation Services, General
 Install all cables and components in accordance with ANSI/TIA/EIA 568-C.1, ANSI/TIA/EIA 569-A, ANSI/TIA/EIA 606-A, ANSI/TIA/EIA 607, IEEE 802.x and BICSI standards, the National Electric Code and State & Local building codes.
 Install cable hangers at 4’-5’ intervals in the ceiling as needed to independently support all horizontal cable runs.
 Install a 6’-8’ service loop at the outlet end of each cable to accommodate potential minor outlet relocations in the future.
 Sleeve and seal all fire rated wall penetrations per National Electric Code guidelines.  Install machine generated labeling on all cables, panels and faceplates labeled per KLH Consulting LLC specifications.

Category 6 Cable Testing Services
 Test all Category 6 outlets per ANSI/TIA/568 C.1 standards using a cable analyzer and certify for Category 6 compliance.
 Test results are available in detailed and/or summary hard and soft copy formats. Service fees apply.

Contact your Signal Solutions Corporation representative for details.

Project Management Services
 A Signal Solutions Corporation project manager will attend design, planning and construction meetings as needed and will coordinate all Signal Solutions Corporation activities with KLH Consulting LLC staff, design team, general contractor, electrician, furniture vendor, telecom vendor(s), network consultant and other applicable parties as needed throughout the course of the project.

Material Deposit, Scheduling & Hours of Work
 A material deposit is not required.
 Services can commence with 2 weeks from the date of award depending on material availability. We estimate this project will require approximately 4 days complete.  Unless otherwise specified within, our proposal assumes that all services will be provided during normal business hours between the hours of 6:00 am – 5:00 pm, Monday through Friday, excluding holidays. If off-hours labor is required through no fault of Signal Solutions Corporation, overtime rates may apply.

Lifetime Warranty
29 Signal Solutions Corporation
48949 - Cloverdale City
Council AV install
CA C-7 #541778 3

CONFIDENTIAL AND PROPRIETARY
Signal Solutions Corporation warrants all workmanship to be free from defect for the life of the installation (defined as the useful life of the building). We will remedy any workmanship found to be defective free of charge during this period. The warranty applies to the original owner of the installation and is non-transferable.

The manufacturers’ warranty applies to all materials provided by Signal Solutions Corporation for this project, typically 1 year from the installation date. Additional extended material and workmanship warranties are also available through Signal Solutions Corporation for selected manufacturers. Contact your Signal Solutions Corporation representative for further details.

Total Inc Tax $45,218.45
Section Total inc Tax $45,218.45
Total inc Tax $45,218.45
30 Signal Solutions Corporation
48949 - Cloverdale City
Council AV install
CA C-7 #541778 4

CONFIDENTIAL AND PROPRIETARY

SIGNAL SOLUTIONS CORPORATION TERMS & CONDITIONS
These Terms & Conditions apply to all proposals issued by Signal Solutions Corporation (“SSC”) and shall govern the contractual relationship between SSC and KLH Consulting LLC (“Customer”).

1. Scope of Work. SSC shall provide the services, labor, and materials as outlined in the attached proposal (“Proposal”). The Proposal defines the scope of work to be performed at the Customer’s designated worksite.

2. Proposal Acceptance & Pricing. The pricing in the Proposal is valid for 30 calendar days from the date of issuance unless otherwise stated.

Acceptance of the Proposal constitutes agreement to these Terms & Conditions. Any additional work not explicitly stated in the Proposal will require a Change Order (see Section 4).

3. Payment Terms. Payment is due within 30 calendar days (Net 30) from the invoice date, unless otherwise specified in the Proposal. SSC invoices monthly, based on the percentage of work completed. Late payments may result in a finance charge of 1% per month (12% per annum) and may result in work suspension. SSC reserves the right to pursue legal remedies and/or terminate the contract for non-payment.

4. Change Orders & Additional Work. Any modifications or additional work requested beyond the original Proposal must be documented in a written Change Order or email. Change Orders must be signed by both parties and will be subject to additional costs and revised scheduling.

5. Compliance with Laws. SSC shall make all commercially reasonable efforts to perform all work in accordance with applicable federal, state, and local laws and regulations, including but not limited to, compliance with OSHA, labor laws, and building codes.

6. Warranty. SSC warrants all workmanship to be free from defect for the life of the installation (defined as the useful life of the building) (“Warranty”).

We will remedy any workmanship found to be defective free of charge during this period. The Warranty applies to the original owner of the installation and is non-transferable. Any applicable manufacturers’ warranties apply to all materials provided by SSC for this project, typically 1 year from the installation date. Additional extended material and workmanship warranties are also available through SSC for selected manufacturers. Contact your SSC representative for further details.

7. Confidentiality. Any proprietary information provided by either party (the “Disclosing Party”) to the other party (the “Receiving Party”) shall be treated as strictly confidential. The Receiving Party and its employees shall not disclose or use the Disclosing Party’s confidential information for any purpose other than fulfilling contractual obligations. “Confidential Information” shall mean all proprietary and trade secret information, including but not limited to technical, financial, and operational data, which shall be returned or destroyed upon contract termination. The confidentiality obligations shall survive the termination of this Agreement for a period of five (5) years.

8. Marketing and Media Rights. Customer grants Signal Solutions Corporation the right to reference its name, logo, and a general description of the project in marketing materials, including but not limited to case studies, proposals, and websites. Signal Solutions may also capture and use photos or videos of work performed at the Customer’s facility, provided no proprietary content or specific location information is shared without prior written approval.

9. Default and Termination. The following shall constitute default under this agreement: (1) Non-payment by the Customer beyond the agreed terms; (2) Customer is in bankruptcy; (3) failure of Customer to comply with any non-monetary obligation under the Agreement within 30 days of receiving notice of Customer’s failure to comply. If default occurs, SSC may suspend or terminate services, pursue legal action for owed amounts, or retain ownership of installed materials until payment is received.

10. Force Majeure (Delays Beyond Control). SSC shall not be liable for delays or inability to perform due to: natural disasters, pandemics, fire, or extreme weather; labor strikes, material shortages, or supplier failures; government actions, regulations, or changes in law. If a force majeure event occurs, SSC will notify the Customer and work to resume operations as soon as feasible.

11. Insurance. SSC maintains industry standard insurance coverage for the protection of its employees, operations, and contractual obligations. SSC shall provide copies of Certificates of Insurance upon reasonable request by Customer.

12. Liability Limitation. SSC’s total aggregate liability is limited to the fees paid under this Agreement, and in no event shall SSC be liable for any indirect, consequential, special, punitive, or exemplary damages. This limitation shall apply regardless of the form of action, whether in contract, tort, or otherwise, and to the maximum extent permitted by applicable law. The parties understand this allocation of risk and that the pricing reflects this limitation.

13. Dispute Resolution. In the event of any dispute, controversy, or claim arising out of or relating to this Agreement, the parties shall first attempt in good faith to resolve any dispute by negotiation between representatives who have authority to settle the controversy. Notwithstanding the foregoing, either party may seek injunctive relief in any court of competent jurisdiction to protect its intellectual property rights or Confidential Information without first engaging in negotiation. EACH PARTY HEREBY WAIVES ITS RIGHT TO A JURY TRIAL IN ANY ACTION ARISING OUT OF OR RELATING TO THIS AGREEMENT.

14. Indemnification. Each party (the "Indemnifying Party") shall defend, indemnify and hold harmless the other party and its officers, directors, employees, and agents (the "Indemnified Party") from and against any third-party claims, actions, suits, demands, damages, liabilities, expenses (including reasonable attorneys' fees), and costs arising from or in connection with: (a) the Indemnifying Party's breach of this Agreement; (b) the gross negligence or willful misconduct of the Indemnifying Party or its personnel; or (c) the Indemnifying Party's violation of applicable laws. The Indemnified Party shall: (i) promptly notify the Indemnifying Party in writing of any claim; (ii) give the Indemnifying Party sole control of the defense and settlement of the claim; and (iii) provide reasonable cooperation in the defense of such claim at the Indemnifying Party's expense.

15. General. This Agreement shall be binding on each party and the party's successors, assigns, executors, and administrators. This Agreement: (1) may be executed in a number of counterparts (including separate signature pages and electronically transmitted copies), each of which shall be deemed an original and all of which shall constitute one and the same agreement; (2) shall be governed and construed under California law without regard to the conflicts-of-law provisions thereof; (3) contains the entire agreement between the parties concerning the subject matter of this Agreement; and (4) may be amended only by a written instrument signed by the parties. Any waiver of any default under this Agreement, or any waiver of any provisions or conditions of this Agreement, must be made in writing by the waiving party. In any legal action to enforce this Agreement, the prevailing party shall be entitled to recover its reasonable attorneys’ fees and costs. Any document, including counterparts of this Agreement, may be transmitted by facsimile or other electronic means.
31 Signal Solutions Corporation
48949 - Cloverdale City
Council AV install
CA C-7 #541778 5

CONFIDENTIAL AND PROPRIETARY
Quote Summary and Acceptance
Council Chambers AV Total Inc Tax $45,218.45
Total inclusive of labor, materials, and tax: $45,218.45 Thank you for giving us this opportunity to quote our services.

Material Pricing Disclaimer: Pricing is based on material costs as of the date on this document. Due to potential changes in tariffs or other trade regulations, material costs may fluctuate. If any tarriff-related increases occue after this date, Signal Solutions Corporation reserves the right to adjust pricing accordingly.

Any such changes will be communicated prior to material procurement.

I, the undersigned, accept the terms of this Quote, Signal Solutions Corporation Terms and Conditions, and the Material Pricing Disclaimer and authorize Signal Solutions to carry out the work described herein:

Ed VanWaes
Business Development Manager
32 City Council Meeting Minutes - June 11, 2025 - Page 1 of 5 124 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, JUNE 11, 2025
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: Laskey, Morgenstern, Marquez A.4 Conflict of Interest Declaration
Various Conflicts based on proximity to project. See item G.1.

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

B. PUBLIC COMMENTS
B.1 Verbal Comments
Nicky Lane spoke regarding the Cloverdale Food Pantry accomplishments and funding B.2 Written Comments
None.

C. STUDENT LIAISON REPORT
None
D. PROCLAMATIONS
None.

E. PRESENTATIONS
None.
33 City Council Meeting Minutes - June 11, 2025 - Page 2 of 5 F. CONSENT CALENDAR
A motion was made by Vice Mayor Wheeler, seconded by Councilmember Morgenstern, 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: Laskey, Morgenstern, Marquez No: (0) None
Abstain: (0) None

Absent: (0) None
F.1 Consider the Termination of Participation in BayREN Water Upgrades Save Program ACTION: Terminated Agreement with ABAG for BayREN Water Upgrades Program terminated F.2 Consider Waiving Collection of Code Enforcement Liens for 650 & 680 S. Cloverdale Boulevard ACTION: Resolution Approved
RESOLUTION NO. 025-2025 ENTITLED: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CLOVERDALE WAIVING COLLECTION OF CODE ENFORCEMENT LIENS FOR 650 & 680 S.

CLOVERDALE BLVD
F.3 Roadway Improvement Project list for fiscal year 2025/2026 funded by SB 1: The Road Repair and Accountability Act of 2017
ACTION: Resolution Approved.

RESOLUTION NO. 026-2025 ENTITLED: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CLOVERDALE ADOPTING A LIST OF PROJECTS FOR FISCAL YEAR 2024/2025 FUNDED BY SB 1: THE ROAD REPAIR AND ACCOUNTABILITY ACT OF 2017
F.4 Consider Authorization to Participate in the SS4A FY25 Planning Grant Application, Approval of Local Match, and Direction to Proceed with Execution of Letter of Commitment
ACTION: Resolution Approved.

RESOLUTION NO. 027-2025 ENTITLED: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CLOVERDALE AUTHORIZING PARTICIPATION IN THE SS4A FY25 PLANNING GRANT, COMMITTING A $20,000 LOCAL MATCH, EXECUTION OF A LETTER OF COMMITMENT,

AND AUTHORIZING THE CITY MANAGER TO ENTER INTO AN AGREEMENT WITH THE

SONOMA COUNTY TRANSPORTATION AND CLIMATE AUTHORITY (SCTCA) F.5 Approval of Minutes - May 14, 2025
ACTION: Approved as Submitted.
34 City Council Meeting Minutes - June 11, 2025 - Page 3 of 5 G. PUBLIC HEARINGS
G.1 Consider Approval of the Annual Engineer’s Report for the Cloverdale Landscaping and Lighting Assessment District and Resolutions Authorizing Assessments for Fiscal Year 2025-26
Coastland Engineer Representative Melman presented and responded to Councilmember inquiries.

Mayor Lands opened and closed the Public Hearing at 6:15 p.m.

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

RESOLUTION NO. 028-2025 ENTITLED: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CLOVERDALE APPROVING THE ANNUAL ENGINEER’S REPORT, CONFIRMING THE

ASSESSMENT DIAGRAM AND THE ANNUAL ASSESSMENT AMOUNTS, AND AUTHORIZING THE LEVYING AND COLLECTION OF ASSESSMENTS FOR FISCAL YEAR 2025-26 FOR THE CLOVERDALE LANDSCAPING AND LIGHTING ASSESSMENT DISTRICT FOR ZONE 1, 4, 5, 6 AND 7
Public Comments: None
The motion carried by the following vote:

Yes: (5) Mayor Lands, Vice Mayor Wheeler, Councilmembers: Laskey, Morgenstern, Marquez No: (0) None
Abstain: (0) None

Absent: (0) None
Vice Mayor Wheeler left the dais at 6:16 p.m.

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

RESOLUTION NO. 029-2025 ENTITLED: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CLOVERDALE APPROVING THE ANNUAL ENGINEER’S REPORT, CONFIRMING THE

ASSESSMENT DIAGRAM AND THE ANNUAL ASSESSMENT AMOUNTS, AND AUTHORIZING THE LEVYING AND COLLECTION OF ASSESSMENTS FOR FISCAL YEAR 2025-26 FOR THE CLOVERDALE LANDSCAPING AND LIGHTING ASSESSMENT DISTRICT FOR ZONE 3 Public Comments: None
The motion carried by the following vote:

Yes: (4) Mayor Lands, Councilmembers: Laskey, Morgenstern, Marquez No: (0) None
35 City Council Meeting Minutes - June 11, 2025 - Page 4 of 5 Abstain: (1) Vice Mayor Wheeler

Absent: (0) None
Vice Mayor Wheeler returned to the dais at 6:17 p.m. and Mayor Lands and Councilmember Marquez left the dais at 6:17 p.m.

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

RESOLUTION NO. 030-2025 ENTITLED: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CLOVERDALE APPROVING THE ANNUAL ENGINEER’S REPORT, CONFIRMING THE

ASSESSMENT DIAGRAM AND THE ANNUAL ASSESSMENT AMOUNTS, AND AUTHORIZING THE LEVYING AND COLLECTION OF ASSESSMENTS FOR FISCAL YEAR 2025-26 FOR THE CLOVERDALE LANDSCAPING AND LIGHTING ASSESSMENT DISTRICT FOR ZONE 2 Public Comments: None
The motion carried by the following vote:

Yes: (3) Vice Mayor Wheeler, Councilmembers: Laskey, Morgenstern No: (0) None
Abstain: (2) Mayor Lands, Councilmember Marquez

Absent: (0) None
Mayor Lands and Councilmember Marquez returned to the dais at 6:18 p.m.

H. NEW BUSINESS
H.1 Consider a Resolution Establishing Citizen Oversight Tax Committee for Sales Tax and Utilities User Tax and Adopting Bylaws
City Attorney Mog introduced the item and responded to Councilmember inquiries.

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

RESOLUTION NO. 031-2025 ENTITLED: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

CLOVERDALE ESTABLISHING A CITIZEN TAX OVERSIGHT COMMITTEE AND ESTABLISHING BYLAWS
The motion carried by the following vote:

Yes: (5) Mayor Lands, Vice Mayor Wheeler, Councilmembers: Laskey, Morgenstern, Marquez No: (0) None
Abstain: (0) None

Absent: (0) None
36 City Council Meeting Minutes - June 11, 2025 - Page 5 of 5 I. POTTER VALLEY PROJECT (PVP)
Mayor Lands provided an update on the recently attended Lake County PVP forum and responded to Councilmember inquiries.

Councilmember Marquez attended a Russian River Water meeting and provided information.

J. SUBCOMMITTEE REPORTS
Councilmember Laskey provided an update from the Infrastructure Subcommittee regarding the “Vulcan Property.”
Vice Mayor Wheeler provided updates including updates from assigned regional boards.

K. COUNCILMEMBER REPORTS
Mayor Lands provided accolades to the Public Works and Parks divisions for recent work throughout town, and updates regarding the sale of the vacant car wash property.

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

M. CITY MANAGER/CITY ATTORNEY REPORTS
City Manager Thompson reminded Councilmembers of the upcoming Sonoma County Mayors’ and Councilmembers’ Association (SCMCA) meeting and dinner.

N. COUNCIL DIRECTION ON FUTURE AGENDA ITEMS
Councilmember Marquez provided suggestions on a Food Pantry and presentations.

Councilmember Morgenstern provided suggestions for a Senior Citizen Subcommittee.

The Council discussed the suggestions and provided direction to Staff.

O. ADJOURNMENT
Mayor Lands adjourned the meeting at 6:35 p.m. to the next regular meeting of the Cloverdale City Council scheduled for June 25, 2025
APPROVED ON: August 27, 2025
__________________________
Mike Maloney, City Clerk
37 City Council Meeting Minutes - June 25, 2025 - Page 1 of 5 124 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, JUNE 25, 2025
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: Laskey, Marquez, Morgenstern

Absent: None.

A.4 Conflict of Interest Declaration
None.

A.5 Agenda Review (Changes and/or Deletions)
Councilmember Marquez requested to take an item out of order: Item N. Future Agenda Items be
seen immediately after item D. Proclamations.

B. PUBLIC COMMENTS
B.1 Verbal Comments
None
B.2 Written Comments
“Potterville Valley Project” - Buonviri
C. STUDENT LIAISON REPORT
None
38 City Council Meeting Minutes - June 25, 2025 - Page 2 of 5 D. PROCLAMATIONS
D.1 Pride Month Proclamation
Councilmember Laskey read the Proclamation and Councilmembers provided comments.

Public Comments:

Steve Cava spoke in support of the proclamation.

Eric Tuiary with the Cloverdale Arts Alliance spoke in support of the Proclamation.

Mayor Lands reordered the agenda to see item N. prior to item E.

See item N. below.

E. PRESENTATIONS
None.

F. CONSENT CALENDAR
A motion was made by Councilmember Morgenstern, 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: Laskey, Marquez, Morgenstern No: (0) None
Abstain: (0) None

Absent: (0) None
F.1 Consider Approving the City of Cloverdale’s Salary Schedule effective July 1, 2025.

ACTION: Resolution Approved.

RESOLUTION NO. 031-2025 ENTITLED: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CLOVERDALE ADOPTING THE CITY OF CLOVERDALE’S CURRENT SALARY SCHEDULE EFFECTIVE JULY 1, 2025
City Manager Thompson reported and responded to Councilmember inquiries.

The item was received and filed.

F.2 Consider Approving the Agreement Between the City of Cloverdale and Axon Enterprise, Inc. for the Purchase of TASER 7 Units, Body-Worn Cameras, and Related Services and Equipment, and Authorizing a Budget Adjustment of $5,000 to Cover Implementation Costs
ACTION: Resolution Approved.

RESOLUTION NO. 032-2025 ENTITLED: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CLOVERDALE APPROVING AN AGREEMENT WITH AXON ENTERPRISE, INC. FOR THE 39 City Council Meeting Minutes - June 25, 2025 - Page 3 of 5 PURCHASE OF TASER 7 CONDUCTED ENERGY DEVICES, BODY-WORN CAMERAS, ASSOCIATED

SOFTWARE, DATA STORAGE, AND SERVICES, FURTHER APPROVING A BUDGET ADJUSTMENT TO THE FISCAL YEAR 2025-26 BUDGET YEAR OF $5,000 FOR IMPLEMENTATION COSTS AND

AUTHORIZE THE CITY MANAGER OR HIS DESIGNEE TO EXECUTE THE AXON CONTRACT FOR A FIVE YEAR TERM.

F.3 Consider Approving the Cloverdale Police Department Military Equipment Use Policy 708 Annual Report
ACTION: Policy 708 Approved
F.4 Consider a Budget Amendment for the Fiscal Year 2025-26 Cost of Living Adjustments ACTION: Resolution Approved.

RESOLUTION NO. 033-2025 ENTITLED: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CLOVERDALE APPROVING A BUDGET AMENDMENT TO THE FY 2025-26 BUDGET FOR $289,399 FOR SALARY AND EMPLOYEE BENEFITS EXPENSES ASSOCIATED WITH THE

APPROVAL OF MEMORANDUM OF UNDERSTANDINGS WITH THE CLOVERDALE POLICE

OFFICERS ASSOCIATION (CPOA), CLOVERDALE DISPATCH ASSOCIATION (CDA), CLOVERDALE CLASSIFIED EMPLOYEES’ ASSOCIATION (CCSEA), A COMPENSATION PLAN

WITH THE UNAFFILIATED EMPLOYEES, AND A COMPENSATION PLAN WITH AT-WILL

EMPLOYEES
G. PUBLIC HEARINGS
G.1 2025 Presentation of the status of vacancies in the City of Cloverdale City Manager Thompson presented.

The City Council received the presentation of City Vacancies for 2025 in a public hearing to fulfill the requirements of the new Government Code Section 3502.3 (AB 2561).

City Manager Thompson responded to Councilmember inquiries.

H. NEW BUSINESS
H.1 Esmeralda Approval Timeline
Esmeralda Representatives Zuegel and Yarne attempted to present virtually, however, due to CPAC technical difficulties, City Manager Thompson presented and responded to Councilmember inquiries.

Public Comments:

Eric Tuiary spoke in support of the project.

H.2 Departmental Updates and Budget Review – June 2025 Presentation City Manager Thompson introduced the item and various Department Heads reported and responded to Councilmember inquiries.
40 City Council Meeting Minutes - June 25, 2025 - Page 4 of 5 Public Comment: Kathleen Engram spoke in support of the City.

The Council reviewed the proposed budget amendments and funding requests, and provided direction to staff on implementation priorities for fiscal year 2025–26.

H.3 Discussion and Possible Action on the Appointment of Two Council Members to an Ad Hoc Committee for the Purpose of discussing senior citizen related topics City Manager Thompson introduced the item and the Council provided comments.

Public Comments:

None.

A motion was made by Councilmember Marquez, seconded by Councilmember Morgenstern, to create an Ad Hoc Committee with Councilmembers Morgenstern and Councilmember Laskey for the discussion of local Senior Citizen topics.

The motion carried by the following vote:

Yes: (5) Mayor Lands, Vice Mayor Wheeler, Councilmembers: Laskey, Marquez, Morgenstern No: (0) None
Abstain: (0) None

Absent: (0) None
I. POTTER VALLEY PROJECT
Mayor Lands introduced the item and provided updates.

Councilmembers provided comments.

J. SUBCOMMITTEE REPORTS
None.

K. COUNCILMEMBER REPORTS
Councilmember Marquez provided comments from the Zero Waste Board and attended a webinar by WELL.

Councilmember Laskey provided comments on properties and potential partnerships.

Vice Mayor Wheeler provided comments regarding the Air Board and the tour of the Geysers and new geothermal projects.

Mayor Lands provided comments on a Sonoma County Mayor and Councilmembers Association Board meeting regarding CalCities opposition and support to upcoming bills and legislation, and the July 4th parade and concert.

L. LEGISLATIVE REPORTS, LETTERS OF SUPPORT/OPPOSITION
None.
41 City Council Meeting Minutes - June 25, 2025 - Page 5 of 5 M. CITY MANAGER/CITY ATTORNEY REPORTS
None.

N. COUNCIL DIRECTION ON FUTURE AGENDA ITEMS
Councilmember Marquez requested a Commemorative Flag Policy Amendment to Council.

During item H.2 - Councilmember Morgenstern requested additional grant funding research.

O. ADJOURNMENT
Mayor Lands adjourned the meeting at 8:41 p.m. to the next regular mee ng of the Cloverdale City Council scheduled for July 23, 2025 (July 11, 2025 Canceled) APPROVED ON: August 27, 2025
___________________________
Mike Maloney, City Clerk
42 City Council Meeting Minutes - July 23, 2025 - Page 1 of 7 124 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, JULY 23, 2025
5:00 CLOSED SESSION

CITY HALL CONFERENCE ROOM
124 N. CLOVERDALE BOULEVARD, CLOVERDALE, CA 95425
6:00 PM - OPEN SESSION

CLOVERDALE PERFORMING ART CENTER
209 N. CLOVERDALE BOULEVARD, CLOVERDALE, CA 95425
CLOSED SESSION - 5:00 PM

1. OPENING CLOSED SESSION

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

1.B Roll Call

Present: Mayor Lands, Vice Mayor Wheeler, Councilmembers: Laskey, Marquez, Morgenstern

Absent: None.

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

2. PUBLIC COMMENTS ON CLOSED SESSION AGENDA:

None.

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

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

3.A PUBLIC EMPLOYEE EVALUATION
Pursuant to Government Code Section 54957(b)
Title: City Manager
Item was received and filed.

3.B CONFERENCE WITH LABOR NEGOTIATOR
Pursuant to Government Code Section 54957.6
43 City Council Meeting Minutes - July 23, 2025 - Page 2 of 7 Labor Negotiator: City Attorney & Mayor
Employee: City Manager
Item was received and filed.

3.C REAL PROPERTY NEGOTIATIONS
Pursuant to Government Code Section 54956.8
Property: APN 001-173-006
City Negotiator: City Manager & City Attorney
Property Owner: Sava Foundation
Under Negotiation: Price and Terms
Item was received and filed.

Mayor Lands Adjourned Closed Session and reconvened to Open Session.

OPEN SESSION - 6:00 PM
Due to technical issues at the Cloverdale Performing Art Center (CPAC), items A - D.1 were not recorded.

A. OPENING PUBLIC SESSION
A.1 Call to Order
Mayor Lands called the meeting to order at 6:02 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: Laskey, Marquez, Morgenstern

Absent: None
A.4. Report Out on Closed Session
None.

A.5 Conflict of Interest Declaration
None.

A.6 Agenda Review (Changes and/or Deletions)
None.

B. PUBLIC COMMENTS
B.1 Verbal Comments
Jeffrey McCastian spoke on issues.

B.2 Written Comments
-“City streets and sidewalks”
-“Sales tax and streets and sidewalks”
44 City Council Meeting Minutes - July 23, 2025 - Page 3 of 7 C. STUDENT LIAISON REPORT
None
D. PROCLAMATIONS
D.1 Disability Pride Month
Councilmember Morgenstern read the proclamation.

Recipient: None
D.2 National Night Out
Vice Mayor Wheeler read the proclamation.

Recipient: Chief Parker on behalf of the Cloverdale Police Department Chief Parker presented.

E. PRESENTATIONS
None.

F. CONSENT CALENDAR
Councilmember Marquez requested to pull item F.2.

A motion was made by Councilmember Morgenstern, seconded by Vice Mayor Wheeler, to waive reading of the text and adopt Consent Calendar items F.1, F.3, F.4, F.5. F.6, and F.7.

The motion carried by the following vote:

Yes: (5) Mayor Lands, Vice Mayor Wheeler, Councilmembers Laskey, Marquez, Morgenstern.

No: (0)
Abstain: (0)

Absent: (0)
F.1 Consider the Annual Adoption of a Resolution to Approve the Ad Valorem 2025-26 Tax Rate for Inclusion on Property Tax Bills to Fund CalPERS Retirement Expenses ACTION: Resolution Approved.

RESOLUTION NO. 034-2025 ENTITLED: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

CLOVERDALE SETTING THE AD VALOREM TAX RATE FOR PUBLIC EMPLOYEE RETIREMENT SYSTEM RETIREMENT BENEFITS FOR FISCAL YEAR 2025-26
F.3 Consider the Annual Maintenance Services Agreement with Miksis Services, Inc. to Provide Sewer Maintenance and Rehabilitation
ACTION: Resolution Approved.
45 City Council Meeting Minutes - July 23, 2025 - Page 4 of 7 RESOLUTION NO. 035-2025 ENTITLED: RESOLUTION OF THE CITY COUNCIL OF THE CITY

OF CLOVERDALE APPROVING A NEW ANNUAL MAINTENANCE SERVICES AGREEMENT WITH MIKSIS SERVICES, INC. TO PROVIDE SEWER MAINTENANCE/REHABILITATION IN AN AMOUNT NOT TO EXCEED $$218,497.40 AND AUTHORIZING THE CITY MANAGER TO

EXECUTE SAID AGREEMENT
F.4 Consider the Roadway Improvement Project list for fiscal year 2025/2026 funded by SB 1:

The Road Repair and Accountability Act of 2017
ACTION: Resolution Approved.

RESOLUTION NO. 036-2025 ENTITLED: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CLOVERDALE ADOPTING A LIST OF PROJECTS FOR FISCAL YEAR 2025/2026 FUNDED BY SB 1: THE ROAD REPAIR AND ACCOUNTABILITY ACT OF 2017
F.5 Consider action to declare all weeds growing within the City to be a public nuisance and declaring the City’s intention to remove and abate the same upon specified private properties under and in accordance with the provisions of the City of Cloverdale Municipal Code Chapter 8.16, entitled Weed Abatement
ACTION: Resolution Approved.

RESOLUTION NO. 037-2025 ENTITLED: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

CLOVERDALE DECLARING ALL WEEDS GROWING WITHIN THE CITY TO BE A PUBLIC

NUISANCE AND DECLARING ITS INTENTION TO REMOVE AND ABATE THE SAME UPON

SPECIFIED PRIVATE PROPERTIES UNDER AND IN ACCORDANCE WITH THE PROVISIONS OF THE CITY OF CLOVERDALE MUNICIPAL CODE CHAPTER 8.16, ENTITLED WEED ABATEMENT F.6 Approval of Minutes - May 14, 2025
ACTION: Approved as Submitted.

F.7 Approval of Minutes - May 28, 2025
ACTION: Approved as Submitted.

Mayor Lands moved to item F.2 pulled from the Consent Calendar by Councilmember Marquez.

F.2 Consider Approving a Resolution Amending the Fiscal Year 2025-26 budget to reflect previously discussed increased expenses
Councilmember Marquez provided comments and the Council discussed.

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

RESOLUTION NO. 038-2025 ENTITLED: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

CLOVERDALE APPROVING A BUDGET AMENDMENT TO INCREASE ALLOCATIONS FOR DOG PARK ADA IMPROVEMENTS, 2ND STREET GAZEBO, DOWNTOWN DRINKING FOUNTAIN

REPLACEMENTS, PORTERFIELD CREEK TRAIL REPAIRS, EMPLOYEE APPRECIATION, 46 City Council Meeting Minutes - July 23, 2025 - Page 5 of 7

STUDENT LIAISON PROGRAM, RECREATION PROGRAMMING, AND CHAMBER OF

COMMERCE
The motion carried by the following vote:

Yes: (5) Mayor Lands, Vice Mayor Wheeler, Councilmembers Laskey, Marquez, Morgenstern.

No: (0)
Abstain: (0)

Absent: (0)
G. PUBLIC HEARINGS
G.1 Consider a Resolution Establishing and Updating the Schedule of Fees and Charges for City Services and Repealing Previously Adopted and Conflicting Fees and Charges for Such Services
Finance Director Holmes introduced the item and responded to Councilmember inquires and comments.

Mayor Lands opened the Public Hearing at 6:23 p.m.

Public Comments: None
Mayor Lands closed the Public Hearing at 6:24 p.m.

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

RESOLUTION NO. 039-2025 ENTITLED: A RESOLUTION OF THE CITY COUNCIL OF THE CITY

OF CLOVERDALE ESTABLISHING AND UPDATING THE SCHEDULE OF FEES AND CHARGES

FOR CITY SERVICES AND REPEALING THE PREVIOUSLY ADOPTED AND CONFLICTING FEES

AND CHARGES FOR SUCH SERVICES
The motion carried by the following vote:

Yes: (5) Mayor Lands, Vice Mayor Wheeler, Councilmembers Laskey, Marquez, Morgenstern.

No: (0)
Abstain: (0)

Absent: (0)
G.2 Consider a Resolution Adopting a Subsequent Environmental Impact Report (SEIR) and Mitigation Monitoring and Reporting Program (MMRP) in connection with the Circulation Element and approving a General Plan Amendment to update the Circulation Element of the General Plan.

City Manager Thompson introduced the item and Consultant representative Bean presented and responded to Councilmember inquiries and comments.

Public Comments:

An unidentified member of the public spoke regarding SMART train updates. 47 City Council Meeting Minutes - July 23, 2025 - Page 6 of 7 Councilmembers provided additional comments.

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

RESOLUTION NO. 040-2025 ENTITLED: RESOLUTION OF THE CITY OF CLOVERDALE CITY

COUNCIL ADOPTING A SUBSEQUENT ENVIRONMENTAL IMPACT REPORT (EIR) AND

MITIGATION MONITORING AND REPORTING PROGRAM (MMRP) IN CONNECTION WITH THE

CIRCULATION ELEMENT AND APPROVING A GENERAL PLAN AMENDMENT TO UPDATE THE

CIRCULATION ELEMENT OF THE GENERAL PLAN
The motion carried by the following vote:

Yes: (5) Mayor Lands, Vice Mayor Wheeler, Councilmembers Laskey, Marquez, Morgenstern.

No: (0)
Abstain: (0)

Absent: (0)
H. NEW BUSINESS
H.1 Cloverdale Citizen Recognition Program (CCRP)
City Clerk and Public Information Officer Maloney introduced the item and responded to Councilmember inquiries and comments.

Public Comments:

Neena Hanchett provided comments.

Council provided direction to staff.

I. POTTER VALLEY PROJECT
Mayor Lands provided an update on the Potter Valley Project.

Councilmember Marquez requested the public comment be read aloud.

I.1 Supplemental Attachment(s)
Public Comment – Shirley Davis
City Clerk Maloney read the Public Comment at the Mayor’s direction.

Staff and Mayor Lands addressed the inquiries and comments in the Public Comment Letter.

Councilmember Marquez provided clarification on the flyer for the record.

Public Comments:

None.

Councilmember Marquez reported and provided comments and suggestions to the Council. 48 City Council Meeting Minutes - July 23, 2025 - Page 7 of 7 Councilmember Marquez raised a point of order concerning Public Comments.

Mayor Lands re-opened Public Comment:

Annabelle Burke inquired on where to find information on the Potter Valley Project Mayor Lands and City Clerk Maloney responded to the Public Comment.

Councilmember Marquez provided comments.

J. SUBCOMMITTEE REPORTS
Councilmember Marquez reported on the repair fair.

K. COUNCILMEMBER REPORTS
Councilmember Laskey reported on Councilmember Social Media views may not be reflective of the entire City Council. and other projects.

Councilmember Morgenstern reported on her attendance of the recent Town Hall, and Water Talk in Geyserville hosted by the Russian River Property Owners Association, and coordination of the Sonoma County Mayors and Councilmembers meeting, and an upcoming Regional Ag and Open Space meeting.

Vice Mayor Wheeler reported on the Geysers tour.

Councilmember Laskey reported on the 4th of July parade, the Russian River Property Association meeting, a recent mural at the Cloverdale High School Gymnasium, District 4 office aggregate management plan, funding for the Scouts Cabin, Cloverdale Food Pantry, and additional items.

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

M. CITY MANAGER/CITY ATTORNEY REPORTS
City Manager Thompson reported on the Furber Park playground opening.

N. COUNCIL DIRECTION ON FUTURE AGENDA ITEMS
Scouts Cabin request by Councilmember Marquez.

Mayor Lands requested clarification from Staff and City Manager Thompson provided comments.

The Council did not agendize the request.

O. ADJOURNMENT
Mayor Lands adjourned the meeting at 7:06 p.m. to the next regular meeting of the Cloverdale City Council scheduled for August 13, 2025.

APPROVED ON: August 21, 2025
___________________________
Mike Maloney, City Clerk
49 City Council/Successor
Agency
Agenda Item Summary
Agenda Item:

Meeting Date:

H.1
August 27, 2025
Agenda Section:

New Business
Staff Contact:

Derrick Montanye, Public Works Director
Agenda Item Title:

Direction Regarding Installation of Crosswalk on Jefferson Street near Jefferson Elementary School Recommended Council Action(s):

Provide direction to staff regarding permanent and temporary solutions for installation of a pedestrian crosswalk on Jefferson Street north of the Jefferson Elementary driveway, requested by the Cloverdale Unified School District.
________________________________________________________________________________________ Background:

At the request of the Cloverdale Unified School District, the Joint City of Cloverdale and Cloverdale City Schools Subcommittee discussed the installation of a crosswalk on Jefferson Street just north of the Jefferson Elementary driveway. The intent is to enhance student safety during pick-up and drop-off times ________________________________________________________________________________________ Summary:

The proposed crosswalk location currently lacks Americans with Disabilities Act (ADA) compliant curb ramps.

Installing a crosswalk in this condition may expose the City to liability, especially in a high-pedestrian-traffic school zone. Due to this concern, Subcommittee Chair Councilmember Morgenstern directed staff to bring this item to the full City Council for discussion and direction.

Staff is requesting Council input on:
• Contracting Traffic/Engineering study to inform needed traffic mitigation in the area and prioritization of installing ADA-compliant curb ramps at the proposed location. • Interim measures or temporary pedestrian safety improvements that may be implemented until a permanent solution can be designed and funded.
• Consideration of inclusion larger more encompassing multi-site Project in future Capital Improvement Projects lists.
________________________________________________________________________________________ Options:

1. Direct staff to secure traffic study, design and budget for ADA-compliant crosswalk infrastructure at the proposed location and explore possible temporary safety measures (e.g., signage, crossing guard, temporary markings) until permanent improvements are completed.

2. Provide alternat Direction

3. Take No action
________________________________________________________________________________________ Subcommittee Recommendation:

Chair Morgenstern recommended bringing this item to the full Council discussion ________________________________________________________________________________________ 50 City Council/Successor Agency Agenda Item Summary
Meeting Date August 27, 2025

Budget/Financial Impact:

Unknown at this time. Costs for permanent ADA improvements would need to be assessed by Public Works.

Temporary solutions may incur minimal costs, depending on the selected alternative. ________________________________________________________________________________________ Attachments:

1. ADA compliance requirements provided at subcommittee meeting 51 The City has received requests for a mid-block crosswalk Behind Jefferson school at the rear Jefferson school vehicle exit at Jefferson St. to address student safety and encourage safer walking routes.

Staff evaluated the possibility of installing the crosswalk before ADA curb ramps are constructed. This briefing outlines the benefits, risks, and compliance implications of that decision.

Pros of Installing Mid-Block Crosswalk Immediately
Immediate visual cue to drivers
• A marked crossing may prompt drivers to slow down near the school zone.

May reduce unsafe crossings
• If students are already crossing at this location, a crosswalk may help consolidate behavior.

Demonstrates city responsiveness
• Fast implementation shows commitment to Safe Routes to School concerns.

Can be staged
• Could install signage and striping now, and add ramps shortly after.

Cons / Legal Risks of Installing Without ADA Ramps
Violates ADA Title II
• Under 28 CFR §35.151 and 2010 ADA Standards, new pedestrian facilities must be accessible at time of installation.

Excludes users
• People using wheelchairs or walkers would be unable to cross at this location.

Liability exposure
• Creates legal and civil rights risk for the City. DOJ has pursued cases where accessibility was delayed.

State oversight
• Caltrans, if involved (e.g. in funding), may view this as out of compliance.

Non-compliance with Caltrans ADA Handbook
• Caltrans requires compliant curb ramps for all crossings – see 2018 ADA Compliance Handbook, pp. 12–19.
52 Perception of inequity
• Creates a visual crossing for able-bodied pedestrians only, undermining equity goals.

Guiding Documentation
• ADA 2010 Standards (Section 406): Ramps must be installed when a curb is altered or a new crossing is created.
• Caltrans ADA Handbook (2018): “Curb ramps must be provided at marked crossings” (p. 13).
• CA MUTCD (2025 Rev 9): Mid-block crossings must meet accessibility requirements at time of installation.
• City of Cloverdale Standards: ADA compliance is required for all new pedestrian facilities.

Proposes Crosswalk
53 City Council/Successor Agency
Agenda Item Summary Agenda Item:

Meeting Date:

H.2
September, 2025
Agenda Section:

New Business
Staff Contact:

Chris Parker, Chief of Police
Agenda Item Title:

Resilient Cloverdale scope of work for Fiscal Year 2025–2026 and Consider authorizing a $10,000 funding allocation and budget amendment.
________________________________________________________________________________________ Recommended Council Action(s):

Adopt Resolution titled, “A resolution of the City Council of the City of Cloverdale approving the Resilient Cloverdale scope of work for Fiscal Year 2025–2026 and authorizing a $10,000 funding allocation and budget amendment to the FY 2025-26 budget.”
________________________________________________________________________________________ Background/Summary:

Resilient Cloverdale is a collaborative community disaster preparedness initiative operated in partnership with the Cloverdale Police Department, the Cloverdale Chamber of Commerce, and local organizations. The program promotes public safety and readiness through culturally inclusive outreach, education, and neighborhood-level engagement, with a focus on reaching all residents—including those with limited or no internet access—through bilingual printed materials, social media, community events, and in-person engagement. Using the “Clover Ready” brand to unify messaging and build public recognition, the program delivers evacuation maps, “Know Your Zone” billboards, and other preparedness resources, and hosts activities such as Neighborfest Block Parties. For Fiscal Year 2025–2026, the proposed scope of work also includes volunteer incentives, a bilingual Nixle campaign, and maintenance of the program’s website and social media platforms. The requested $10,000 allocation—$3,000 for outreach, printing, and communications, and $7,000 for community engagement, events, and infrastructure—will ensure continued progress toward a fully CloverReady community prepared for any emergency.

The proposed Scope of Work for Fiscal Year 2025–2026 outlines key program elements, including:
• Outreach and Education:

Development and distribution of culturally appropriate materials such as brochures, evacuation maps, “Know Your Zone” billboards, and door tags. All materials will include bilingual translation services and will be featured in both print and digital formats. • Community Engagement:

Promotion of Neighborfest Block Parties, volunteer incentives, emergency preparedness giveaways, and participation in high-visibility community events such as National Night Out, Safety Expo, and Friday Night Live.
• Communication Infrastructure:

Maintenance of the Resilient Cloverdale website, management of social media content, administration of domain names, and coordination of a Cloverdale Nixle campaign in English and Spanish. The program will also develop a shared content repository for partner organizations. 54 City Council/Successor Agency Agenda Item Summary
August 27, 2025

• Brand and Administrative Support:

Resources for brand management, program administration, and procurement of services from local businesses whenever possible.

The $10,000 funding request is itemized as follows:
• $3,000 annually – Outreach, social media, website, graphics, printing, and distribution. • $7,000 annually – Community engagement, Neighborfest programming, backbone infrastructure, and content development.

Financial Impacts:

Approval of this item will allocate an additional $10,000 from the City’s Fiscal Year 2025–2026 budget to support the Resilient Cloverdale program. The current budget already includes $10,000 for this program; if this additional funding is approved, the total allocation for the fiscal year will be $20,000. The Cloverdale Chamber of Commerce will act as the fiduciary agent for managing these funds. The funds would come out of the general fund, which is expected to have an unreserved balance of approximately $2,405,000 at June 30, 2026 or 21% (including this adjustment).

Alternatives:

1. Approve the Scope of Work and full funding request as presented.

2. Approve the Scope of Work with a reduced funding allocation.

3. Provide direction to staff for modifications to the Scope of Work.

4. Decline to approve the Scope of Work and funding allocation.

Subcommittee Recommendation:

The Administration subcommittee requested it be brought to the full council for consideration.

ATTACHMENTS

1. Proposed Resilient Cloverdale Scope of Work – FY 2025–2026

2. Budget Amendment Form
55 CITY OF CLOVERDALE

CITY COUNCIL
RESOLUTION NO. 000-2025

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CLOVERDALE APPROVING THE RESILIENT CLOVERDALE SCOPE OF WORK FOR FISCAL YEAR 2025–2026 AND AUTHORIZING A $10,000 FUNDING ALLOCATION AND BUDGET AMENDMENT TO THE FY 2025-26 BUDGET WHEREAS, Resilient Cloverdale is a collaborative community disaster preparedness initiative operated in partnership with the Cloverdale Police Department, the Cloverdale Chamber of Commerce, and local organizations; and
WHEREAS, the program promotes public safety and readiness through culturally inclusive outreach, education, and neighborhood-level engagement, with a focus on reaching all residents—including those with limited or no internet access—through bilingual printed materials, social media, community events, and in-person engagement; and WHEREAS, the program uses the “Clover Ready” brand to unify messaging and build public recognition, delivering evacuation maps, “Know Your Zone” billboards, and other preparedness resources, and hosting activities such as Neighborfest Block Parties; and WHEREAS, the Fiscal Year 2025–2026 scope of work includes volunteer incentives, a bilingual Nixle campaign, and maintenance of the program’s website and social media platforms; and WHEREAS, the requested $10,000 allocation—$3,000 for outreach, printing, and communications, and $7,000 for community engagement, events, and infrastructure will ensure continued progress toward a fully CloverReady community prepared for any emergency; and WHEREAS, the Cloverdale Chamber of Commerce will serve as the fiduciary agent for these funds on behalf of the Cloverdale Police Department and Resilient Cloverdale; NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Cloverdale hereby approves the Resilient Cloverdale scope of work for Fiscal Year 2025–2026 and authorizes a $10,000 allocation from the City’s general fund budget to support the program as outlined and the budget amendment.

The foregoing Resolution was duly introduced and adopted by the City Council of the City of Cloverdale at its regular meeting held on the 27th day of August by the following roll call vote:

AYES: () -
NOES: () -
ABSTAIN: () -
ABSENT: () -
56 Approved: Attested:
____________________ _____________________
Todd Lands, Mayor Mike Maloney, City Clerk
Exhibit A – Scope of work
Exhibit B – Budget Amendment form
57 Proposed Resilient Cloverdale Scope of Work
The City of Cloverdale Fiscal Year 2025/26
Respectfully submitted by Becky Ennis, from the Cloverdale Chamber of Commerce, fiduciary agent, on behalf of the Cloverdale Police Department and Resilient Cloverdale.

Requested City Reimbursement: $10,000
Outreach, Social Media, Website, Graphics, Printing & Distribution- $3,000 Annually Community Engagement, Neighborfest, Backbone Infrastructure and Content-$7,000 Annually
Outreach to all Community Demographics
● Resilient Cloverdale and community partners will collaborate to create culturally appropriate community resilience promotional and educational materials, including tri-fold brochures, evacuation maps, "Know Your Zone" billboards, and door tags. ● Translation services will be provided for website content, social media posts, printed materials, and events.
● Print advertisements in the "Cloverdale Connect" newsletter will target the Cloverdale population without social media or online access.
● The "Clover Ready" brand will be featured on all disaster-related materials, in addition to the City of Cloverdale website.
● Volunteers engaging with their communities in any Resilient Cloverdale programming will receive incentives like gift certificates and recognition events. Purchase emergency preparedness giveaways, such as key chain flashlights, ice/hot packs, reflective bands for wrists or ankles. ● Provide resources on a block level to promote Neighborfest Block Parties for emergency preparedness. (e.g. similar in structure to Neighborhood Watch groups) ● Resources will be allocated for brand management and administration. ● Services will be procured from local businesses whenever possible.

Resilient Cloverdale Content, Printing and Graphics
58 ● Development of graphic assets for all platforms.
● Payment for the production and printing of graphic assets. ● Execution of direct mail campaigns targeting Cloverdale residents, as required. ● Flyers, posters, banners, and other larger event style promotional materials.

Communication Infrastructure
• Administer and update the website as necessary.
• Manage and publish content to all social media platforms, including Instagram, Website, and Facebook, as well as print and online media.
• Oversee the maintenance of registered domain names and social media handles. • Collect content from collaborating partners such as, Cloverdale Citrus Fairgrounds, COPE/CERT of Northern Sonoma County.
• Develop and manage a content repository for partners to contribute materials such as flyers, photos, and articles.
• Promote a Cloverdale Nixle campaign with Cloverdale Police guidance, targeted at all demographics in English and Spanish.
• Ensure partner representation at community events, including but not limited to Friday Night Live, Safety Expo, National Night Out, and the Citrus Fair.
• Organize Neighborhood Block parties to educate the public about CloveReady and its related initiatives to achieve 100% CloveReady status.
59 Budget Amendment Form

REVENUES AND OTHER FINANCING SOURCES
Fund Dept Amendment
Amount

REVENUE TOTAL -

EXPENDITURES AND OTHER FINANCING USES
Fund Dept Amendment
Amount
100 30.301 10,000
EXPENDITURE TOTAL 10,000

PURPOSE
Date Date
Date Entered by Date
Prepared By
Chris Parker
Department Head Finance Director
Date Prepared
August 13, 2025
Account Description Account No.

Police
Account No.

Misc Contract Services
Requesting Department
Account Description
City Manager
42150.000
Resilient Cloverdale - additional scope of work
X:\Agenda Development\COUNCIL\2025 Reports\8-27-2025\New Business\Resil Cloverdale\Budget Amendment Form - Resilient Cloverdale 60 City Council/Successor Agency Agenda Item Summary
August 27, 2025

City Council/Successor Agency
Agenda Item Summary Agenda Item:

Meeting Date:

H.3
August 27, 2025
Agenda Section:

New Business
Staff Contact:

Kevin Thompson, City Manager
Agenda Item Title:

Response to 2024–2025 Sonoma County Civil Grand Jury Report, “Animal Servicesin Sonoma County:

Separate and Not Equal.”
Recommended Council Action(s):

Adopt a Resolution Entitled, “Response to 2024–2025 Sonoma County Civil Grand Jury Report – “Animal Services in Sonoma County: Separate and Not Equal.”
Background/Summary:

In May 2025, the Sonoma County Civil Grand Jury released its report titled “Animal Services in Sonoma County: Separate and Not Equal.” The report examined governance, oversight, and operational challenges related to animal services across the county, with a particular focus on North Bay Animal Services (NBAS), the nonprofit contractor serving Cloverdale, Windsor, Sebastopol, and Petaluma.

The Grand Jury concluded that NBAS has been operating with insufficient oversight, failing to consistently comply with contract obligations and state laws, and that contracting cities including Cloverdale have not adequately evaluated performance. Specific concerns included:
• Inconsistent rabies vaccination and licensing enforcement. • Shelter maintenance and sanitation issues.
• Failure to track and report dog bites as required.
• Low licensing compliance rates (approx. 17% in Cloverdale compared to higher rates countywide). • Lack of standardized data collection and reporting across jurisdictions.

Contract History: The City of Cloverdale issued a Request for Proposals (RFP) in 2018 to provide animal control and shelter services. North Bay Animal Services (NBAS) was awarded the contract that same year.

The agreement was initiated in 2018/2019 and has since been extended to its current form.

Service Relationship: The City of Cloverdale has been working with NBAS for over seven years, during which time the organization has been responsive to the City’s needs. This responsiveness has included answering calls for service after hours and outside the scope of the contract, assisting in placing pets into homes for adoption, and ensuring animals receive necessary medical treatment while in their care.

Under California Penal Code §§ 933 and 933.05, Cloverdale is required to respond to all findings and recommendations directed at the City.
61 City Council/Successor Agency Agenda Item Summary
August 27, 2025

Summary of City of Cloverdale’s Response
On July 23, 2025, the Cloverdale City Council approved the following responses to the Grand Jury’s findings and recommendations:
• Task Force Participation (R1 & R2): Cloverdale will participate in a countywide Animal Services Task Force to standardize services, licensing, and oversight. The City will appoint representatives and commit to contributing to governance reforms.
• Public Education (R4): The City will work with county staff and NBAS to expand public awareness campaigns regarding rabies prevention and licensing requirements. This includes support for bilingual outreach, increased vaccination clinics, and community education. • Facility Evaluation (R5): Cloverdale is committed to evaluating NBAS’s shelter facilities and operations. A standardized inspection checklist is recommended to ensure consistency and accountability across agencies. The Chief of Police’s recent site visit confirmed generally acceptable conditions at the Petaluma shelter, though ventilation improvements were noted as needed. • Contract Amendments (R6): Cloverdale will amend its NBAS contract to require quarterly reporting of performance metrics, including licensing compliance, rabies vaccination data, and service response times.
• Findings Responses(F1–F11):
o Cloverdale agrees that the lack of shared countywide standards and oversight has contributed to inconsistent service delivery.
o The City partially concurs with criticisms of NBAS, noting recent commitments by NBAS to increase vaccination clinics and transparency.
o The City supports enhanced emergency coordination, improved licensing efforts, and centralized training opportunities.
o Cloverdale acknowledges past shortcomings in oversight but commits to formalizing inspection and reporting protocols going forward.

Financial Impacts:

Implementation of quarterly reporting and enhanced inspections will require additional staff oversight, though costs are expected to be absorbed within existing administrative resources.

Recommended Action
Staff recommends that the City Council:

1. Receive and file the official response to the 2024–2025 Sonoma County Civil Grand Jury Report.

2. Direct staff to implement quarterly performance reporting requirements with NBAS.

3. Authorize City representativesto participate in the countywide Animal Services Task Force.

4. Continue to monitor NBAS operations through inspections and public feedback 62 City Council/Successor Agency Agenda Item Summary
August 27, 2025

Subcommittee Recommendation:

The Administration subcommittee did not review this item.

ATTACHMENTS

1. Sonoma County Civil Grand Jury released its report titled “Animal Services in Sonoma County Grand Jury Report

2. Sonoma County Civil Grand Jury released its report titled “Animal Services in Sonoma County” City of Cloverdale Response Letter
63 CITYOF CLOVERDALE

CITY COUNCIL
RESOLUTION NO. XX-2025
A resolution of the City Council of the City of Cloverdale approving the Response to 2024–2025 Sonoma County Civil Grand Jury Report – “Animal Services in Sonoma County: Separate and Not Equal.” WHEREAS, the 2024–2025 Sonoma County Civil Grand Jury released a report entitled “Animal Services in Sonoma County: Separate and Not Equal” identifying deficiencies in governance, oversight, and compliance with state law related to animal services across the county; and WHEREAS, the Grand Jury report directed specific findings and recommendations to the City of Cloverdale pursuant to California Penal Code Sections 933 and 933.05; and WHEREAS, the City of Cloverdale has carefully reviewed the report and acknowledges the importance of improving oversight, accountability, and coordination of animal services for the protection of public health and safety; and
WHEREAS, the City of Cloverdale has contracted with North Bay Animal Services (NBAS) since 2018, and over the past seven years NBAS has been responsive to the City’s needs, including responding to calls for service after hours and outside of contract requirements, assisting in the placement of pets into homes for adoption, and ensuring animals receive necessary medical treatment; and WHEREAS, the Cloverdale City Council, on July 23, 2025, approved formal responses to the Grand Jury’s findings and recommendations, including:
• Participation in a countywide Animal Services Task Force; • Support for enhanced rabies vaccination clinics and public education campaigns; • Evaluation of North Bay Animal Services’ (NBAS) shelter operations and facilities; • Contract amendmentsrequiring quarterly performance reporting; and • Strengthening oversight and accountability measures to ensure compliance with state law and contractual obligations; and
WHEREAS, the official response of the City of Cloverdale has been submitted to the Presiding Judge of the Sonoma County Superior Court in accordance with the law; NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Cloverdale hereby approves the official response to the 2024–2025 Sonoma County Civil Grand Jury report entitled “Animal Services in Sonoma County: Separate and Not Equal.”
BE IT FURTHER RESOLVED that the City Council directs City staff to take all necessary steps to implement the commitments contained in the response, including contract amendments with NBAS, inspections, and participation in the countywide Animal Services Task Force.

The foregoing Resolution was duly introduced and adopted by the City Council of the City of Cloverdale at its regular meeting held on the 27th day of August 2025 by the following roll call vote:
64 AYES: () -
NOES: () -
ABSTAIN: () -
ABSENT: () -
Approved: Attested:

Todd Lands, Mayor Mike Maloney, City Clerk
Exhibit A – Sonoma County Grand Jury Animal Control Report Exhibit B – City of Cloverdale Response Letter to the Sonoma County Grand Jury Animal Control Report 65 READ AND CONSIDERED
The 2024-2025 Sonoma County
Civil Grand Jury
Release Date
Animal Services in Sonoma County
Separate and Not Equal
The Costs and Consequences of Decentralization
Photo olour three Honorary Jurors
o*, ff )a/r,
66 Sonoma County Civil Grand Jury Animal Services in Sonoma County Animal Services in Sonoma County
Separate and Not Equal
The Costs and Consequences of Decentralization

SUMMARY
In addition to approximately 480,000 residents, Sonoma County households include an estimated I13,000 dogs and 100,000 cats. Feral cats and other domestic and wild species add to the animal population. State law mandates that county and city govemments provide humane care for animals and operate animal control programs to protect public health and safety. Because the entire state of Califomia is a declared Rabies Area, every dog owner is required to maintain current rabies vaccination and licensing oftheir pet. Every county and city goverrunent must implement a Rabies Control Plan that includes ensuring availability of low-cost rabies vaccination, quarantine of dangerous animals, enforcement oflicensing, and submission ofdog licensing data to the state. Spay/neuter programs for population control are strongly recommended.

A citizen complaint prompted the 2024-2025 Civil Grand Jury (Grand Jury) to investigate the Petaluma-based North Bay Animal Services (NBAS). This led to a broader study of county-wide animal services. The work was guided, in par! by a2012 study of animal services and subsequent updates undertaken for the Board of Supervisors by the Department of Health Services (DHS). The initial report mapped existing services, identified best practices, and explored altemative govemance models to provide consistent, cost-effective animal services. It called for a task force to establish shared standards and resources and explore altemative govemance models to provide consistent, cost-effective animal services. The task force members failed to agree on recommendations for a governance model, oversight, shared resources, or standards. One respondent told the Jurors that after two years of sporadic work, the only agreement was on a logo. While the task force was ultimately disbanded, the Grand Jury found a high level ofvoluntary compliance with industry standards during visits to the Humane Society ofSonoma County (HSSC) and the Rohnert Park Animal Shelter (RPAS). Report updates have documented the continuous improvement ofSonoma County Animal Services (SCAS). This public agency serves the 660% of county residents who reside in the unincorporated areas, the City of Healdsburg, and the City of Santa Rosa.

A discussion of animal services in the remaining third ofthe county is largely absent from recent county DHS reports. Mapping and evaluating agencies serving this area became a focus ofthe Grand Jury investigation. Jurors leamed that Rohnert Park's municipal shelter also serves Cotati in cooperation with the cities'police departments. The City of Sonoma Police Departrnent manages that city's dog licensing and sends animals to SCAS or Pets Lifeline when needed.

NBAS is responsible for providing animal services to more than 207o of the county through contracts with the Cities of Cloverdale, Windsor, Sebastopol, and Petaluma.

Evidence collected by the Jurors confirmed the complainant's allegation that a lack of city oversight is allowing NBAS to operate in violation of applicable laws and other terms of its contracts. The Grand Jury also confirmed the absence ofoversight by the organization's board of directors. Its dog licensing rates are approximately halfofthe national average of 23o/" and arc far below those reported by SCAS. It is placing animals in foster-to-adopt homes without prior, 1 67
Sonoma County Civil Grand Jury Animal Services in Sonoma County or timely scheduling of sterilization. lt fails consistently to report dog bites to the county health officer. It lacks an established role in the corunty's Animols in Disasler Response Plan. Shelter maintenance and operation fall short of industry standards specified in its contracts. Staff are over-burdened and under-qualified. Given the extensive reach ofNBAS, these shorrcomings are a matter ofconcem for public health and safety and are a source of potential liabitity for the cities it serves. The govemments contracting with NBAS have failed to exercise their right and responsibility to ensure that NBAS is providing the services it has contracted to perform and that animals are getting services that are legally required.

More than a decade has passed since Sonoma County convened public and private partners in an animal services task force to identifr a govemance model conducive to uniform and costefficient provision of animal control and shelter. Shortcomings and inefficiencies in the current system include the inability to ensure county-wide compliance with state laws or to mount a fully coordinated emergency animal evacuation. Uneven license rates undermine rabies control and fail to secure funds needed for animal services.

Based on these furdings, the Grand Jury strongly recommends that county and city govemments and their non-govemmental partners renew efforts to coordinate and standardize animal services throughout Sonoma County and adopt an effective system ofoversight.

GLOSSARY
c Aninal Control includes field calls by certified Animal Control Officers (ACO) and implementation of programs to comply with state law and local ordinances that require rabies vaccination, licensing ofdogs, and provision ofspay/neuter programs. o Animal Control Ollicer/Animal Regulation OlJicer (ACO) certification requires completion ofthe 40-hour PC 832 Arrest and Firearrns Course and three months offield training.
c Shelter Care includes the housing, feeding, tracking and care ofanimals, provision of veterinary care, and management ofadoption programs.
. Foster-lo-Adopl Progroms enlist volunteers to care for and socialize animals to prepare them for adoption.
o Fear Free Shelter Cenijlcalioa is a program designed to minimize stress and optimize the safe handling of shelter animals. https ://fearfreeDets.conyfear-free-certifi cationoverview/ Communityferal cdrs are cats with no acknowledged owner. Government agencies are responsible for managing the cat population through accessible, free spay/neuter programs.
7I{X is the acronym for TrapNeuter/Return, a program in which cats in feral cat communities are trapped, sterilized and vaccinated, and then retumed to the communityRabies Areo means any area determined by the Califomia Public Health and Safety Director where the existence ofrabies constitutes a public health hazard. As a rabies area, Sonoma County and is city govemments must comply with Califomia's Health and Safety Code.

NGO is the acronym for a non-government organization.
2 a
68 Sonoma County Civil Grand Jury Alimal Services in Sonoma County . Memorandum of Understonding (MOU) is a legal agreement that specifies responsibilities, obligations, and privileges between entities. o A Joinl Powers Agreement (JPA) is a legal contract between two or more public agencies, like cities or counties, that allows them to cooperate on shared services or powers. These agreements enable agencies to combine resources and expertise to achieve goals that might be difficult or impossible for a single agency to accomplish alone.

METHODOLOGY
The Grand Jury visited the shelters, reviewed animal data, budgets, websites, service contracts, city council minutes and memoranda and coverage provided by print and social media. The Grand Jury researched industry standards for animal care and shelter design and interviewed the complainant, other NBAS clients, and representatives from the following organizations:
. Sonoma County Animal Services (SCAS)
o Humane Society of Sonoma County (HSSC)
r North Bay Animal Services (NBAS)
. Rohnert Park Animal Shelter (RPAS)
o The Cities of Cloverdale, Windsor, Healdsburg, Rohnert Park, Sonom4 Sebastopol, Petaluma" and Santa Rosa
. The Sonoma County Board of Supervisors

BACKGROT'ND
A citizen complaint regarding North Bay Animal Shelter (NBAS) prompted this investigation by the 2024-2025 Civil Grand Jury. Among the alleged shortcomings were unacceptable shelter conditions and failure to comply with state laws that mandate humane care, vaccination and licensing ofdogs, quarantine and tracking ofdangerous animals, and spay/neuter surgery of animals prior to placement in foster or adoptive homes. NBAS provides animal control and shelter services to four of Sonoma County's nine cities comprising more than 20olo of its residents. Its contracts with three cities require that it comply with all relevant laws and that the Petaluma shelter shall be maintained in compliance with tlC Dovis Standards of Care for Shelter Animals. The current industry guidelines for standards ofcare (now used by U.C. Davis) are published by the Association of Shelter Veterinarians.r The fourth city requires that it perform at the /rgfi est industry stondards. The complaint alleged multiple violations ofthese terms and an absence of city oversight to ensure compliance.

The Grand Jury broadened its focus to explore how Sonoma County and its nine city govemments provide legally mandated animal control and care. Its approach was guided, in part, by a 2012 stud,v., of animal sen'ices and subsequent updates undertaken for the Board of Supervisors by the Department of Health Services (DHS).2 These studies map existing services, identifu best practices, and explore altemative govemance models to provide consistent, costeffective animal services. In exploring altemative forms ofgovemance, the 2012 study suggested I httos :irsonoma-countl.legis tar.conlrl-esislatiooDetail.aspx?tF56'16253&GLTID:D 0C6 I C0A200 l.l&Options=&SearchF 62 | 0 26 -22 I 6- 4 6 1 I - 87 CE - 3 I httos:,/6smcah.orgindex.phpijasv',/issue,/vierr.l2
69 Sonoma County CiYil Grand Jury Animal Services in Sonoma County either ajoint powers agreement (JPA) or a county-wide public/private partnership. It noted that without a mechanism for oversight, there would be risks ofinconsistent service. The current situation with NBAS is evidence that this was a valid concem.

Subsequent reports have documented the continuous improvement ofSCAS, the public agency that serves the 66%o ofcounty residents who reside in the unincorporated areas, the City of Healdsburg, and the City of Santa Rosa.l Conspicuously absent from these reports was a discussion of what happens in the remaining third of the county. This omission became the focus ofextensive research by the Grand Jury.

The Grand Jury also revisited recommendations that were made by the 2017-2018 Sonoma County Civil Grand Jury in its report titled: The Eyacuation and Shehering of Animals During the Firestorm qf October 2017.4 Through interviews and public documents, the Grand Jury determined that the recommended actions have been largely accomplished. The Director of Animal Services now serves as the animal liaison for emergency operations planning. An Animals in Disaster Response Plan has been annexed to the Sonoma Coun?* Emergeno' Operations Phn.5 Several MOUs have been adopted, and others are pending with NGOs to specify their roles as emergency responders. Work is underway to establish a regional partnership encompassing Sonoma, Marin, Napa, Lake, and Mendocino Counties. Agreements are in place with Code 3 Associates6 and the American Association of Prevention of Cruelty to Animals. Regrettably, not all cities have developed municipal emergency response plans and NBAS has no defined role as the agency responsible for animal control for four ofthe County's nine cities.

Provision of animal care and compliance with state and local animal regulations is a large and growing challenge for city and county governments. A Forbes reoon ofpet ownership found that some 66% of U.S. households now include a pet. About a third of U.S. households have more than one pet.7 Based on the Pet Ownership Calculator provided by the California Department of Food and Agriculture, Sonoma County is home to approximately I13,000 dogs and 100,000 pet cats.E Feral cats and other domestic and wild animals add to this population.

A study by Pew Research found that 5l% of respondents consider their companion animals to be members of the family, but along with the benefits of companionship and comfort come responsibilities both for owners and for county and city govemmens. These responsibilities are codified in state, county, and municipal codes that require humane treatment of animals and address risks that dogs pose for public health and safety (See Appendix A). County and city govemments are responsible for enforcement of these laws through their designated Animal Control Officers.

Since 1987, detection of endemic rabies among bats and small mammals has caused every Califomia county to be declared a Rabies Are a. In 2024, the virus was detected in Sonoma County bat and fox populations. In a Rabies Area, dog owners and county and city governments are required to comply with legal obligations set forth in the Food and Agricultural section of I https:r:,'sonoma-countr.leeistar.comrl-egislationDetail-as n ?IF5646 53&GL-ID=DF62 1 026 -22 16-1648-87 CE - 0C6 I C0A200 ll&ODtlsts-&S@!ElL th e 0-18 f
J htms:,,/sonomacountv.ca.sov./administrative-su -and-6scal-sen ces,'amersencv-manasementolans 6 https://code3associates.orq,/
' https ;./,/uuw. forbes.com/advisor,/pet-insurance/pet-o*nership-statistics 8 httos:,4wu rv.cd fa.ca. sov,/,A.tIFSSl Anim al Ith,eors/docslrrcr o$nershio calculator.odf 4 70
Sonoma County Civil Grand Jury Animal Services in Sonoma County spay/neuter for low-income pet owners and partners with Forgotten Felines to spay/neuter Community Cats tkough is TrapAigr{grEglqrn _plegran.ro
A table is provided in Appendix A that summarizes animal-related regulations referenced in this report.

Industry Standards for Shelter Facilities and Care of Shelter Animals The Association ofShelter Veterinarians publishes Guidelines for Standards of Care in Animal Shelters which are widely accepted as industry standards. Best Practices cited in the Sonoma County 2012 Animal Services Report are based on the first edition of this document which was produced with input from U.C. Davis shelter veterinarians. ln making assessments of animal care and shelter management and maintenance during shelter visits, Jurors referenced the 2022 Second Edition oithe guidelinesrrand a 2023 Checklist of Ke-v %ttps://library.municode.com/ca./sonoma_county/codes/code_of_ordinances?nodeld{H5SOCOANREOR_ARTXI V]VIASPNEALDORTJLAA LPIBU_S5.

IToMASPNEALDOLA#:-:texFArticleo/o2DXIY .o/o2oo/o2tr/o20MandatogP/o20Spayo/o20andTo20Neutering,Running "/o20Ato/oz0Laryeyo20ando/AlAllYo20Pitolo20Bulls.
r0 https://sonomacounty.ca.gov/health-and-human-services/ttealth-services/divisions/public-health/animalsewices/spay-and-neuter tl https: https://sonomacounty.ca.gov/health-and-human-serviceJhealth-services/divisions/public-health/animalservices/spay-and-neuter//wr w.aspcapro.org/sites/default/fi1es2023-05/asvguidelinessecondedition-2022.pdf 5 California Govemment Codes, the Penal Code, Civil Code, the Corporations Code, and Health and Safety Code.

Laws Governing Animal Services
Penal Code $597 requires each county and city govemment to ensure that all animals in its jurisdiction are reated in a humane manner.

Heahh and Safeq S II I690 (a) requires pet owners to maintain current rabies vaccinations for dogs over three months ofage and license dogs over the age offour months. Licensing is the mechanism to ensure timely rabies vaccination. Animal control agencies enforce this law. The county health officer is required to collect county-wide data and submit reports to the state to document the level of county-wide licensing compliance. A Sonoma Counr:- Ordinance also requires vaccination ofcats although licensing is optional except for the City of Rohnert Park.

Health and Safetr" $ 121 690 (0 t l) requires each county or city govemment to provide dog vaccination clinics or arrange for dog vaccination at clinics operated by veterinary groups or associations for a charge not to exceed the actual costCalifomia Code ofRegulation $2606.-l sets forth vaccination and licensing procedures and reporting requirements for any city or county govemment in a declared rabies area.

Food and Aq $i050i mandates that no public animal control agency or shelter, Society for the Prevention of Cruelty to Animals shelter, humane society shelter, or rescue group shall sell or give away to a new owner any dog or cat that has not been spayed or neutered. (A veterinarian may approve a temporary delay when required by the dog's health.) While not required by the state mandated rabies control plan, Sonoma County recognizes the role of spay/neuter programs to reduce the population of unowned and stray animals that are less likely to be vaccinated and more likely to roam, fight or bite, potentially spreading rabies. The counq'mandates sterilization of pit bull breeds and ofdogs running at large.e SCAS supports 71 Sonoma County Civil Grand Jury Animal Services in Sonoma County S!a!9rn-q4!.r2 Each ofthe 553 actionable statements made in this 64-page document is presented as unacceptable, must, should, ot ideal.The stabments are presented in l3 sections covering all aspects ofshelter care. The Grand Jury focused on statements where compliance could be assessed based on physical inspection, interviews, or document review.

An over-arching admonition made throughout the shelter standards is that ".. .Operating beyond an organization's capacity for care is unacceptable." Certain other statements, paraphrased below, are included in multiple sections of the guidelines:

Animal Care
o A formal relationship with a veterinarian mar, be in place to ensure oversight of medical and surgical care in the shelter.
. Veterinarians should be integrally involved with development ofthe shelter's development and updates to wriuen policies and protocols for animal care. o Each animal zrrs, receive at least a cursory health assessment by trained personnel at intake to check for signs of infectious disease or problems that require emergency care. . Medical, surgical, and behav ioral services for foster animals nrzst be provided in a manner that promotes animal welfare and minimizes length of stay (at the shelter). . Shelters zasl have comprehensive protocols in place for recognizing and mitigating stress and associated negative emotions including fear, anxiety, and frustration. . Foster care providers should be given clear instructions about how and when to access emergency and after-hours care.
. Shelters sftould sterilize all animals before adoption or ensure that they will be sterilized after their outcome. INOTE: ln Califomia this is mandated by Food andAg {30503.] Shelter Staffine
. Shelters nrzsl have adequate, qualified personnel.
o Shelters nrzst provide training for each shelter task and continuing education , as, be provided for all personnel to improve skills and maintain credentials. . Continuing education mffi, be provided for all personnel to improve skills and maintain credentials.

Shelter Maintenance
o Written protocols for animal care and shelter sanitation zasl be developed and documented in sufficient detail to achieve and maintain accepted industry standards. . Ventilation rz s, be maintained at a high enough rate to ensure adequate air quality in all areas ofthe shelter including in the primary enclosure. . Noise rzars, be minimized in animal housing areas.
o All food zzsl be protected from wildlife, rodents and insects. 6 r: htlps://www.sheltervet.orglassetvdocv2o22-ASV-GL-Checklist.pdf 72 Sonoma Couuty Civil Grand Jury Animal Services in Sonoma County 7 . Shelters responding to disasters as part of a coordinated response should draft memoranda of understanding (MOUs) with their governmental and nongovemmental response partners.

DISCUSSION
Decentraliz:tion and Fragmentation of Animal Services
As dictated by Califomia state law, Sonoma County, and each of its nine cities determines how it will meet Califomia's animal-related regulations. The county and each city govemment is responsible for implementing is own Rabies ControI Plan. Central to rabies control is legally mandated vaccination and licensing. The ten govemments have set different license and service fees and fee concessions for animals within their jurisdictions. These fees are presented in Appendix B. The resulting patchwork of fees and concessions is confusing to the public. lt complicates ellcient, cost-effective license enforcement and collection of license fees. It's confusing to pay one fee when a friend in a nearby city pays another. Agreement among the county and city govemments on a common fee schedule and online license management vendor would resolve thgse issues.

SCAS provides animal control and animal shelter services to 66010 of Sonoma County's population. NBAS serves 2l%. The remaining l37o receive animal control services through local police departments and shelter care through the Rohnert Park Animal Shelter, the Humane Society of Sonoma County and numerous private and non-profit organizations that prov ide shelter, adoption, and spay/neuter programs for Sonoma County pets. Among these, the privately funded Pets Lifeline, Dogwood, and Forgotten Felines stand out for their adoption programs and Trap/Ileuter/Return (TNR) work to reduce community/feral cat populations. . Sonoma County Animal Services (SCAS) operates within DHS to provide animal control to the 660Z ofcounty residents who reside in the unincorporated areas, and the Cities of Healdsburg and Santa Rosa. It also shelters pets from the City ofSonoma and is responsible for the full range of domestic and wild animals. It has overall responsibility for implementing the rabies control plan and emergency animal evacuations. o North Bay Animal Services (NBAS) contracts with the Cities of Cloverdale, Windsor, Sebastopol, and Petaluma to provides animal control field services and shelter to more than 20olo of Sonoma County.
o Rohnert ParkAnimal Shelter (RPAS) is owned and managed by the City of Rohnert Park.

The shelter serves both Rohnert Park and Cotati in cooperation with the cities'police departments. Municipal funding is augmented by a non-profit foundation. . The Humane Society of Sonoma County (HSSC) cares for animals from Healdsburg, citizen sunendered animals from throughout the county, and transfers from other shelters.

It operates a veterinary hospital that provides pet care for low-income owners, including low-cost spay/neuter surgery and routine vaccinations (but not rabies vaccinations).

HSSC cunently oubources animal control for Healdsburg to SCAS. It is primarily funded by private contributions and grants and is overseen by its board ofdirectors. An MOU with the county for emergency response is pending.
o The City of Sonoma Police Department provides residents with animal control, including licensing. Shelter care is provided as needed by SCAS and Pets Lifeline. 73 Sonoma County CiYil Crand Jury Animal Services in Sonoma County Common Challenges to Animal Service Providers
This investigation and a review of Civil Grand Jury reports from nearby counties revealed animal services to be a costly, labor and facilities intensive endeavor. Several issues were mentioned repeatedly and were observed, to a greater or lesser degree, in Sonoma County facilities.

Collaboration among the county and cities could ameliorate many ofthese challenges, which include:
o Underfunding: Animal services compete with other compelling needs for public tax dollars. Limited county and city funds are augmented by license and service fees and fines. Collection of these fees can be difficult and time consuming for staff. o License Enforrement: License compliance is important, both for rabies control, and because it generates needed income, but agencies struggle to achieve high rates of compliance. A srud.'- conducted bv the on-line license management vendor. DocuPet, found an average nationwide compliance rate ofonly 23%o. The highest rate found by the Grand Jury was 507o. In Sonoma County,2024 rates range from \2Yo to 3lYo as shown in Appendix C. Among the obstacles to improved licensing compliance that were identified by DocuPet was a lack ofpublic outreach to explain: l) the importance ofvaccination and licensing for rabies control; 2) the legal requirement for owners to license their dogs; and 3) the benefit of retuming a lost pet regardless ofwhere it has wandered. o Aging Facilities: Constant maintenance and costly upgrades are required to ensure that aging facilities meet the health and safety needs of animals, staff, and visitors. Operating in aging, outgrown facilities makes daily operations more difiicult. o Insufficient Veterinary Services: A nationwide veterinarian shortage limits access to needed professional care, including affordable rabies vaccination and spay/neuter clinics that are mandated for public safety and population control. Demand has driven up costs and reduced availability ofpro bono services.
. Insuflicient Stafling and Personnel Turnover: Shelter staff are stretched to accomplish a wide range ofduties, ranging from animal care to data entry website managemen! license management, and interaction with the public. Understaffrng and turnover of experienced staff and volunteers requires effective recruitment, supervision, and training and professional development programs that can exceed organizational capacity. o Public Demands for "No Kill" Outcomes: Public sentiment can fail to recognize differences between private agencies that can limit acceptance to adoptable animals and public shelters that are obligated to accept animals regardless of medical or behavioral issues that may preclude live outcomes. The resulting negative impact on public perception can undermine needed support.
. A Lack of Centralized Communication and Data Sharing: Mthout the means to communicate and coordinate activities, agencies are hampered in meeting regularly occurring needs such as rehoming lost pets, coordinating responses to calls for animal control, and sharing knowledge and resources. It impairs the ability to prepare accurate state-mandated licensing repors, track dangerous animals, or mount a fully coordinated, county-wide disaster response.
8 74
Sonoma County Civil Grand Jury Animal Services in Sonoma Comty Tax-Supported Agencies Providing Animal Control and/or Shelter Sonoma County Animal Servtces (SCAS) operates within the Department of Health Services to provide animal services to the 667o ofcounty residents who reside in the unincorporated areas and the Cities of Santa Rosa and Healdsburg. It also has an MOU to shelter companion animals from the City of Sonoma.

Scope of Service: In addition to companion animals, SCAS is responsible for farm animals, livestock and wild animals. As a govemment agency it is required to accept and manage animals regardless oftheir physical condition or adoptability. It enforces local, state, and federal laws that pertain to animal care and public safety. SCAS administers the state-mandated rabies control program which includes facilitating rabies vaccinations and managing bite reports and quarantine ofdangerous animals. It engages legal services to handle cases involving animal bites and incidents ofneglect and abuse cases. It collecs and compiles license compliance data from all jurisdictions and submits county-wide reports to the state. SCAS is also the lead agency for animal emergency evacuation planning and coordination ofemergency response.

Facilities: Demand for pet sheltering sometimes exceeds capacity ofthe 1O0-kennel shelter that was built in the late 1980s and was last renovated in 2001. It must also provide housing for a full range of domestic and wild animals. On October 6, 2015, the BOS approved funds for an assessment ofthe facility and design ofneeded improvements. After being intemrpted by Covid, the design process is funded and underway. Projects will be done in phases starting with ventilation improvement and noise reduction in the kennels and upgrades to the entry area to enhance interactions with the public.

Stalfing: Thirty-two full-time positions include certified veterinary technicians, ten licensed animal control officers, other specialists. and public service and operations staff. It has a contract veterinarian six hours/day, five days a week and hires extra veterinary services at times.

It also has a network of veterinarians who volunteer in emergencies. Volunteers provide essential support for animal and shelter care. Volunteers, shelter staff and animal control officers have access to extensive training and continuing education.

Veterinarians, assisted by vet techs conduct intake examinations, care for sheltered and fostered animals and perform spay/neuter surgery. Animals are vaccinated at intake and are sterilized prior to placement in foster or adoptive homes. Low cost spay/neuter services are provided to community members though limited resources create long lead times for surgeries.

Revenue and Cost of Service: Seventy-five to eighty percent ofthe SCAS $6.7 mitlion budget comes from Sonoma County, Santa Ros4 and Healdsburg taxes. This is supplemented by collection of license and service fees and tax-deductible donations. Collection rates for service fees are low. Follow up is staffintensive. The SCAS Director estimated an outstanding balance ofas much as $2 million in service fees and penalties. As a county agency, SCAS is required to pay county salaries and benefits.

SCAS is nearing the end ofa three-year contract with DocuPet for online license management. A $25,000 annual payment covers collection of license fees and fines and all correspondence, including sending timely renewal notices. The SCAS Director reported that service has been so efficient that it allowed a reduction to license fees while achieving the highest licensing rates in the county.

The SCAS budget of $6.7 million dollars provides an extensive range of animal control and shelter services for approximately 305,000 residents of Santa Rosa, Healdsburg, and 9 75
Sonoma County Civil Grand Jury Animal Services in Sonoma County unincorporated Sonoma County. Santa Rosa's $3,346,000 contract accounts for about 407o of animal control and shelter budget, or about $191,000 per 10,000 residents.

Rohnert Park Animal Shelter is owned and managed by the City ofRohnert Park through its Community Services Departrnent.

Scope of Service: RPAS provides shelter care for companion animals for both Rohnert Park and Cotati. The two cities' Police Departments provide animal control. RPAS has recently assumed licensing responsibility from the Rohnert Park Finance Departrnent. It outsources license management to DocuPet and shares data with SCAS. DocuPet retains a small fee for each license. lt maintains records and sends renewal reminders. Rohnert Park is the only city that requires cat licensing. Cotati offers a one-time voluntary cat license.

Facilities: Like other shelters, RPAS was built in the 1990s, but it underwent a major renoyation in 2005 and has had many smaller upgrades. It is immaculately maintained with 35 dog runs, "flexible capacity" for cats, rabbis, and other small mammals. Designated areas for surgeries, food preparation, and laundry are clean and well-organized.

RPAS has eamed cedification as a Fear Free Shelter by implementing facility improvements and animal management practices that minimize stress and optimize safety for pes and humans.

These include using sound baffles for noise control and minimizing unnecessary disruption that can lead to loud outbursts. Potential adopters view videos ofavailable pets and meet those they wish to interview in a pleasant, private space away from other animals. Positive animal behaviors are reinforced with small treats. Instead ofthe frantic barking Jurors experienced in other shelters, they were met with cakn, friendly, and noticeably more "adoptable" animals.

Staffing: Staffing includes the supervisor, who holds animal control, vet tech, and euthanasia certifications; a second vet tech; and a community service assistant. A contract veterinarian visits twice a week to provide animal care and perform surgeries. Every animal of required age or size is spayed/neutered and fully vaccinated prior to placement in a foster or adoptive home. Microchipping is lree for Rohnert Park and Cotati residents. While the shelter offers low-cost spay/neuter services to its community members, the wait time for an appointrnent can be long.

Fifteen to 20 of the 100 volunteers schedule regular shifts to assist staff with animal care and shelter maintenance. Many more assist with special projects and activities such as adoption events.

Revenue and Cost of Services: The RPAS budget of$565,000 provides a high standard ofshelter care to a population of44,000 at a cost of $128,409 per 10,000. In addition to its municipal funding, the shelter benefits from an independent foundation that raises funds for shelter improvements and to support a variety olprograms that support the community ofpet owners. These include pet collars and leashes for newly adopted pets and Silver Paws funding to offset the cost ofpet ownership for low-income seniors.

The Humane SocieSt ofSonoma County (HSSC) is included in this list ofkey agencies because ofthe limited tax revenue it receives through a contract with the City of Healdsburg to oversee animal control and shelter care. HSSC provides the shelter care and sub-contracts animal control.

A $104,000 animal control sub-contract with NBAS, that was near expiration, was terminated and a new $l14,000 contract with SCAS took effect on March 1,2025. l0
76 Sonoma County Civil Grand Jury Animal Services in Sonoma County Scope of Service: HSSC cares for animals from Healdsburg, citizen surrendered pets, and transfers from other shelters. Because it is not a government agency HSSC can be selective in its admission and focuses on adoptable animals.

Facilities: HSSC operates in an immaculate, well-maintained facility purposely built to a high standard ofshelter design with donated funds. An adjacent building houses a veterinary hospital that provides pet care for low-income owners and offers low-cost spay/neuter surgery and routine vaccinations. It does not offer rabies clinics and does not manage licensing.

Staffing: HSSC staff includes veterinary professionals and development and communication professionals who manage its fundraising, community relations, and a website that provides a wealth of information on animal care and services throughout the county. Other staff provide maintenance, cleaning, and sanitation. Multiple well-trained volunteers are on site at any given time, interacting as team members with animals and staff. Training and continuing education are provided at all levels.

Funding: HSSC is primarily funded by private contributions and grants and is overseen by its board ofdirectors. The Grand Jury did not pursue detailed budget information because of its focus on the county and municipal agencies.

The City of Sonoma Police Deparlmenl provides residents with animal control, including licensing which is done on an in-person, walk-in basis. The licensing rate in 2024 was -15%o.

Shelter care is provided as needed by SCAS and Pets Lifeline.

Nonh Bay Animal Services (NBAS) was incorporated as a 501-(c)-3 organization in 2018 to operate the c ity-owned Petaluma shelter and provide the city with animal control services. It succeeded Petaluma Animal Services in this role.

Scope of Service: NBAS cunently provides animal control and shelter services to more than 20% of the county's residents through contracts with the Cities of Cloverdale, Windsor, Sebastopol, and Petaluma. It also contracts with Calistoga and operates the Clearlake shelter.

Responsibilities include responding to field calls for domestic and wild animals, providing shelter and veterinary care for companion and small farm animals in compliance with industry standards, managing pet licensing and reporting data to the county, and complying with all animal-related laws on behalfofthe cities it serves.

Facilities: NBAS rents the city-owned Petaluma shelter for $l/year. The facility is aging and suffering from deferred maintenance. Shelter capacity was described as 40-50 dogs and up to 100 cats. The NBAS contract with Petaluma requires the non-profit to provide routine maintenance. The city is responsible for major repairs and improvements. In recent years, these have included roof work.

Stafling: The Dhector and eight staff serve the four Sonoma County cities from the Petaluma shelter and a storefront in Windsor. One Animal Control Officer is assigned to Windsor and Cloverdale. A second ACO works from Petaluma. The Executive Director is also an ACO who reported that calls are monitored 2417. Shelter staff also include shelter technicians for cleaning and basic animal care, customer service, a social media position, one "coordinator" each for dogs and cats. No specific qualifications for shelter care of animals were listed either on the stafflist provided to the Crand Jury, or on the bios that appear on the agency website.

Revenue and Cost of Service: Annual contract revenue totals $1,233,000 from the four Sonoma County cities, with a combined population of 100,000. At only $123,300 per 10,000, ll
77 Sonoma County Civil Crand Jury Animal Services in Sonoma County this is even less than the RPAS budget that does not include the cost of animal control field operationsGrand Jury Observations about NBAS Performance NBAS's city contracts require it to comply with all applicable laws for animal shelters. including quarantine and tracking ofdangerous animals, sterilization of animals placed in foster or adoptive homes, and enforcement of licensing/vaccination for rabies control. The Grand Jury identified sigaificant failures to comply with these laws and other terms of its city contracts:
o Multiple professionals and private citizens stated that NBAS places unaltered animals in foster and "foster-to-adopt" homes and that appointments for legally mandated spay/neuter surgery can be delayed for many months. The Grand Jury obtained an email which confirmed that NBAS was aware of multiple similar complaints about delays in sterilization and vacc ination.
. NBAS doesn't facilitate rabies vaccination. State law assigns responsibility for vaccination and licensing both to dog owners and every government jurisdiction. Cities are responsible for enforcing these laws through their designated Animal Control Officers, which is NBAS in the case of Petaluma, Cloverdale, Windsor and Sebastopol. . Jurors were told that NBAS received 350 to 370 bite calls a year, but the Jurors were unable to secure evidence that legally mandated bite reports had been filed or that potentially dangerous animals were being quarantined as required by state law. This is a matter ofconcern for public safety and poses the potential for city liability resulting from dog bites.
o NBAS does a poor job of facilitating dog licensure and license renewal. NBAS licensing dxa for 2024 showed only l27o compliance across NBAS cities compared witt 23%o in Santa Rosa and 3 I % in unincorporated Sonoma County. (See Appendix C for licensing rates as estimated based on a state methodology.)
o NBAS advised the Grand Jury that animals are taken to one ofseveral veterinarians when in need ofemergency or routine care, so there is no supervising veterinarian in charge of animal medicine. The shelter has no single veterinarian contracted to consult on written protocols for physical, conditions, sanitation, or general animal care at the shelter. o No NBAS staff member is identified as having had the training and oversight by a veterinarian that is required to conduct physical and behavioral assessment of incoming animals.
. Employees serving in the key positions ofDog Coordinator and Cat Coordinator were described as "experienced," but without any specific veterinary certifications included in their bios on the NBAS website.
. There is no documentation of training or continuing education of staffor volunteers. o The workspace for food preparation observed by the Grand Jury is cramped and cluttered; open bags ofpet food, some stacked on the floor, are accessible to rodents and other pests, in violation of shelter standards.
. During visits to the sheltel the Grand Jury experienced an overpowering foul odor that suggests that the ventilation system is unlikely to be providing air quality consistent with the health and safety of both animals and humans.
t2
78 Sonoma County Civil Grand Jury Animal Services in Sonoma County . NBAS does not have a written plan for emergency response. Nor does it have an MOU with the county to speciry its role as an emergency responder.

NBAS is contractually required to maintain its facility either "in compliance with industry standards," or U.C. Davis Guidelines for Standards of Care in Animal Shelters. The list above demonstrates that it fails to comply with industry standards for animal care, shelter management, and maintenance.

The NBAS Executive Director has an extraordinary-and unrealistic-range of responsibilities.

The Director manages staffat the Sonoma County locations, the City of Calistoga, and a second shelter in Clearlake. Although NBAS reports 24/7 call monitoring, multiple sources noted that reaching the shelter and securing a response to messages is extremely difficult.

The Director manages the organization's operations, its finances and shelter data. The Director is responsible for negotiating and fulfilling the city contracts, which include complying with all applicable laws and maintaining the shelter in compliance with industry standards.

The Director also maintains the agency website where essential information, including online pet licensing, is absent, out-of-date, or inaccessible due to broken links. License renewal notices are not cunently being senq reportedly because ofthe cost and stafftime. Data provided to the Grand Jury showed that the number of license renewals fell from 1,816 in 2023 a 733 n 2024 resulting in a loss ofrevenue and undermining rabies vaccination enforcement. (See Appendix C for License Compliance data.)
Two or three of an estimated 40-60 volunteers assist staff during each of the moming and aftemoon shifu. Unlike other shelters, the number of volunteers has reportedly not recovered since it dropped during COVID.

In short, the Grand Jury concluded that NBAS is extended beyond its financial and organizational capacity to comply with either its contrac6 or applicable laws, a circumstance which, according to shelter standards, is unacceptable. [t is surviving despite a perfect storm of underfunding, an aging facility, insufficient use ofveterinary services, and a staff that is too small, lacking in continuing education and relevant certification, and wearing too many hats.

City Oversight of Animal Services is Inadequate
Each of the four cities that contract with NBAS have failed to adequately monitor or evaluate the quality ofservice being provided by NBAS. None ofthese four cities can be sure they are futfitling their legal responsibility to facilitate vaccinations, report dog bites to the State of Califomia, ensure that dogs are licensed, or require that sheltered animals be spayed or neutered prior to release for adoption.

Since NBAS has been the animal services contractor, only one city official reported ever visiting the Petaluma shelter, and that wasjust once. Without periodic inspections, how can these cities be sure they are getting the service they are conkacted to receive? None ofthe city contracts require NBAS to submit reports that contain quantifiable performance criteria in order to evaluate compliance. How are the cities evaluating contract compliance without any reporting? Only Petaluma requires reporting (annually) to the City Council, and in the 7 years that NBAS has been the animal services contractor, only 3 reports have been submiued-the last one was frled in 2022. Some contracts specify an acceptable response time for calls for animal control, but NBAS does not track response time, and the cities are not requiring it.
13 79
Sonoma County Civil Grand Jury Animal Services in Sonoma County Jurors questioned how contracts were awruded. It became clear that NBAS proposals offered a full range ofservices for prices below those of competitors. Most ofthe multi-year contracts, including one for 10 years, are for flat annual payments without escalation clauses to accommodate increased costs.

It is unsurprising that the cities did not question whether NBAS bids were sufficient to provide contract services. The low cost would be desirable fthe terms ofthe contracts were being fulfilled. However, they are not. What the Jurors did not anticipate was the uniform lack of oversight and outright denial about NBAS shortcomings that was revealed in every city interview.

Each city official interviewed by the Grand Jury stated that they weren't aware ofsignificant issues with NBAS. Based on multiple interviews, the Grand Jury confirmed the original complaint, that NBAS is operating with insu{ficient oversight by its board of directors or the cities with which it contracts.

CONCLUSIONS
a Most Sonoma County residents are receiving animal services that approach, achieve, or even exceed industry standards. However, this is not the case for the over 20%o aflected by city contracts with NBAS.

The existing decentralization of animal control and shelter services and the lack of oversight by the county, the four Sonoma County cities with NBAS contracts, or by the agency's board ofdirectors, has allowed unacceptable performance by NBAS to persist without intervention.

The NBAS proposals on which its contracts are based promise an extensive range of services for a cost that is far below the budgeted costs of either SCAS or RPAS. The result is that NBAS is inadequately funded to fulfill its responsibilities.

In recent years, as an underfunded and underperforming non-profit agency, NBAS has failed to provide animal services which are compliant with state mandates and contract provisions. The 2012 DHS report cautioned that insufficient oversight could lead to this situation.

The existing fragmentation of services is inefficient and confusing for members of the public. It makes it difficult to know where to call in an emergency, or how to access needed services. Fees for licensing and services vary as does the range and quality of information available on websites and the ability to contact a shelter or animal control officer.

The lack ofshared data and communication channels poses unique challenges for animal control agencies, the County Deparunent of Health Services, and the Ofiice of Emergency Management. lt hampers compliance with legally mandated management and reporting of licensing data and the quarantine and tracking ofpotentially dangerous animals. It makes it more difficult for owners to locate lost pes. It can delay or disrupt response to emergency situations.

Following a series of disastrous fires and floods, the County appointed the SCAS Director as animal liaison to participate in development of the Sonoma County Emergency Operations Plan. ln 2018, it added an animal disaster response plan with t4
80 Sonoma County CiYil Grand Jury Animal Services in Sonoma County defined procedures and established MOUs to define roles for key NGOs. NBAS is not among these partners and not all cities have developed such plans. . Funding constraints and a lack ofcoordination among agencies leaves most municipal and non-profit shelters struggling to accomplish support functions that are essential to all such as timely license renewals and invoicing for fees, staff and volunteer Eaining, and maintenance of websites to provide effective public outreach. Thoughtful centralization ofsome or all these functions could lead to improved, cost-efficient solutions, and increased revenue collection.
. Rabies control efforts are undermined by failure to achieve high levels ofpet licensing and implement spay/neuter programs for population control. Failure to collect license and shelter service fees results in the loss of revenue to support animal services.

COMMENDATIONS
The Grand Jury recognized the steady progress achieved by SCAS to comply with best practices, and other recommendations contained in the 2012 DHS report. This progress is acknowledged in subsequent reports to the Board of Supervisors and is, in part, due to the Board's on-going oversight and support of improved animal services.

The exceptional volunteer and financial support provided to the Rohnert Park Animal Shelter by its community is testimony to the value of well-run, conveniently located facilities. At the Humane Society ofSonoma County, we experienced an independent non-profit shelter with minimal public funding whose public engagement and service on behalf of animals extends across city and county boundaries.

While our investigation did not extend to the dozens of private and non-profit programs caring for Sonoma County animals, we would be remiss not to call out the outstanding shelter and adoption services provided by Pets Lifeline and Dogwood and the exemplary work of Forgotten Felines to control populations ofpet and feral cats. These non-profit organizations depend on the generosity and volunteer support ofthe community. Our hats are offto all those who care for the county's companion animals.
15 81
Sonoma County Civil Grand Jury Animal Services in Sonoma County

FINDINGS
Fl. Failure by the county and its nine cities to adopt recommendations in the 2012 DHS Animal Services Report has left Sonoma County animal service agencies operating without shared standards, communication channels, data sharing or oversight.

F2. Services provided to the four Sonoma County cities by North Bay Animal Services are non-compliant either with state laws or industry standards for the care ofshelter animals as specified in its contracts.

F3. A lack of coordination between SCAS and NBAS is an obstacle to a fully coordinated implementation of the county-wide disaster response plan for animal evacuations.

F4. [nsufficient funding and stafling make it difficult for some agencies to provide effective training for staff and volunteers.

F5. Insufficient funding and staffmg make it difficult for agencies to maintain websites and social media content required for effective public relations.

F6. Having multiple different fee structures for animal licenses and services is confusing to the public and complicates billing and collection oflicense fees and fines.

F7. Failure to achieve high levels of licensing in all govemment jurisdictions and provide access to shared information undermines mandated rabies control, makes it more difficult to retum lost pets, and results in a loss of revenue.

F8. Based on SCAS data, uniform adoption of online licensing management through DocuPet (or a comparable vendor) would increase county-wide licensing rates and enhance compliance with state law.

F9. Failure to promote the benefits and legal requirement to license dogs, and failing consistently to send license renewal reminders, contribute to low license compliance and loss ofrevenue.

Fl0. Making centralized training resources available could enhance performance of animal services employees and volunteers.

Fll. Insufticient oversight either by the cities or by the organization's board ofdirectors has allowed NBAS to be non-compliant with state law and the terms of its contracts by:
failing to effectively manage licensing and renewals; failing to offer legally mandated rabies vaccination clinics; lailing to perlorm legally mandated spay/neuter of animals prior to placement; failing to consistently submit bite reports to the county health officer (through SCAS); failing to maintain the Petaluma animal shelter in compliance with industry standards; and failing to collect accurate data and provide reports that demonstrate compliance with contract terms.

Fl2. A lack ofresponsiveness to phone calls has eroded public confidence in the ability of NBAS to respond in a timely manner to calls for service or follow-up.

F13. While NBAS is responsible for general maintenance of the shelter, the City of Petaluma is not exercising due diligence with regard to facilities maintenanca and repair, which may include an adequate ventilation system based upon the Grand Jury's observations during its visits,

RECOMMENDATIONS
l6
82 Sonoma County Civil Grand Jury Animal Services in Sonoma County Rl. By November 1,2025, the Board of Supervisors will direct DHS to establish an Animal Services Task Force comprising county, city, and shelter representatives to revisit the 2012 DHS Animal Services Report and recommend a govemance structure for animal services that will: 1) provide county-wide oversight to ensure compliance with State Law; 2) standardize fees and engage a common licensing vendor to enhance public health and safety, licensing rates and revenue, and; 3) achieve economic efficiencies through shared resources. (Fl, F3, F4-F6 and F9-Fl0)
R2. By January l, 2026, each of Sonoma County's 9 cities will delegate one or more representatives to participate in the county-wide Animal Services Task Force convened by DHS. (Fl)
R3. By January l, 2026, the director or supervisor of SCAS, HSSC, RPAS, and NBAS will commit to participating in the county-wide Animal Services Task Force. (F I ) R4. By May 1,2026, the Board of Supervisors will direct DHS to launch a county-wide public information campaign in cooperation with the cities to explain the legal imperative and benefits of licensing pets. The campaign will commence no later than July 1,2026. (F7-F9)
R5. By November l, 2025, each city contracting with North Bay Animal Services will inspect and evaluate the shelter condition, and evaluate the shelter operation and animal control services, to determine whether NBAS is complying with legal mandates and other terms of its contract. (F2, Fl l-Fl2)
R6. By September 30, 2025, each of the cities that contracts with NBAS will require quarterly reports that include data and performance criteria sufficient to eyaluate compliance with its contract and all relevant laws. (F2, Fl l) R7. By November 1,2025, the Petaluma City Council will direct staff to implement a facilities assessment of the city-owned shelter and submit a report offindings related to the adequacy ofthe HVAC system and any improvements that may be required for the health and safety of animals and humans. (F13)
R8. By June l,2026, the City of Petaluma will correct any identified ventilation and/or other defects that put animal and/or human health and safety at risk. (F 13)

REQUTRED RESPONSES
Pursuant to Penal Code $$ 933 and 933.05, the grand jury requires responses as follows:
. Sonoma County Board of Supervisors (Rl, R4, and F1, F3-F10) o Departsnent of Health Services Director (Rl, R4, and Fl, F3-Fl0) o The Cloverdale City Council (Rl-R2, R4-6, Fl-F3, F6-F1l) o The Cotati City Council (R1-R2, R4-R5, and Fl and F3-Fl0) o The Healdsburg City Counci[ (Rl-R2, R4-7, F1-F3, F6-Fll) o The Petaluma City Council (Rl-R2, R4-8, Fl-F3, F6-Fl3) o The Rohnert Park City Council (R1-R2, R4-R5, F1, F3-Fl0) o The Santa Rosa City Council (Rl-R2, R4-R5, Fl, F3-Fl0) t7
83 Sonoma County Civil Grand Jury Animal Services in Sonoma County . The Sebastopol City Council (Rl-R2, R4-6, Fl-F3, F6-Fll) . The Sonoma City Council (Rl-R2, R4-R5, F1, F3-Fl0)
o The Windsor City Council (RI -R2, R4-6, F1-F3, F6-F I l) The governing bodies indicated above should be aware that their comments and responses must be conducted subject to the rctice, agenda, and open meeting requirements of the Brown Act.

IIIVITED RESPONSES
The Grand Jury invites the following to respond:
o Sonoma County Animal Services Director (Rl, R4, R5, Fl, F3-F10) . The Petaluma City Manager (Rl-R2, R4-8, Fl-F3, F6-Fl3) o Humane Society ofSonoma County (Rl, R3-5, Fl, F3-12)
r North Bay Animal Shelter Executive Director (Rl, R4-R8, Fl -F13) o Rohnert Park Animal Shelter Supervisor (Rl, R3-5, and F I , F3- 12) Reslxtnses must be submitted to the presidingjudge of the Sonoma County Superior Court in accordance with the provisions of the Penal Code section 933.05. Responses must include the information requircd by section 933.05.

BIBLIOGRAPHY
. The Association of Shelter Veterinarians, Guidelines for Standords ofCare in Animal Shelters. Second Edition, December 2022.
https:,/,'g.u'w.aspcapro.ors,rsites/defaululiles./20?l-05/asvsuidelinessecondedition-2022.pdf . The Association of Shelter Veterinarians, Sanitotion in Animal Shelters. September 1, 2023.
https://w'wrv.sheltervet.org/assets/docs/5 Sanitation Final 06AUG?0?4.pdf o County of Sonoma-Department of Health Services, Sonoma County Animal Care and Control Govemance Model Review and Best Practices, August 2012. https://sonoma-counfy.sanicus.com,&letaVierver.pho?vieu' id=Z&clip id=?43&meta id+4249 o Animal Services Facility Needs Assessment Report to the Board of Supervisors, September 12,2023
https:,?sono ma-county . leqistar.c om./gatervav.asox?rn=l&id=lmatter.asox?kev= I 2398 County of Sonoma - Animal Services, Sonoma County Animab in Disaster Response Plan, December 2018
s:,/ l 0 lv F calo/o
?0 Sen'ic e s,Em e rgenclo/o20 IVlanagement/Doc uments/Archive/Administration/Services/2 I 4755365415CA SAnimaLAnnexo/o20FT,\{AL%2020 I 8%20DEC.odf
o State of Califomia Department of Finance, Population and Housing Estimates for Cities, Counties, and the State-January l, 2023, and 2021,May 2024. https://dof.ca. gov/forecastin&/demographics/estimates-e I / l8
84 Sonoma County Civil Grand Jury Animal Services in Sonoma Countv . Califomia Department of Food and Agricultr-rre, Pet Ownership Calculator https://$rrrr.cdfaca.sov/ffi al_Heahh/eDrydocs/pet_ownersh o 2017 -2018 Sonoma County Civil Grand lrury, The Evacuation and Sheltering of Animals During the Firestorm of October 2017 .
httos://sonoma.courts.ca.govis-vstemitiles/grand-jury/gi-2017-201 8-finalrepon.odf l9
85 Sonoma County Civil Grand Jury

APPENDIX A
Animal Related Regulations

ANIMAL CONTROL/SHELTERING

LICENSINGMICROCHIPPING

RABIES & VACCINATIONS

SPAYTNEUTER
Animal Sewices in Sonoma Countv
Depositary of animals must provide food,
shelter & veterinary care
Civil Code $1834.4 No animal shall be euthanized if it is adoptable
Humane Offi cers Appointment.

Reappointment & Training
Food and Ag $30503.5 Dog bite disclosure
Food and Ag $31 105 The taking up and impounding of alt dogs found running at large
Food and Ag $31 108 Provide for holding period for lost animals Food and Ag $g3l60l -31626; $$31641-
31646
Dangerous and vicious dog
Penal Code $597 Humane treatment of animals
Penal Code $599(d) Policy on euthanasia of adoptable or treatable animal
Food and Ag $30502 € Dog license tags provide for the keeping of a record to identity ofthe dog owner
Food and Ag $30652 Use offees for issuance ofdog license tags and fines
Food and Ag $3 I 752.1 Cats: Microchip implants requirement Health and Safety $ 121690 (a) Owner required to license any dog over the age of 4 months.

Califomia Code of Regulation $2606 Rabies, requires reporting of bites and quarantine of animals
Califomia Code of Regulation $2606.4 Officialty declared rabies areas along with requirement of licensing and vaccination:
requires rabies control activities reporting
Health and Safety Code $ I 2 1585
Health and Safety $ 12 1690 (a) - (e) Rabies Areas, licensing and vaccinations; duty ofthe goveming body to provide for a
rabies control program
Health and Safety $ I 2l 690 (0 Requires govemments to provide rabies clinics
Food and Ag $30503 Spay/neuter of dogs
Food and Ag $30503(aXl ) Spay/neuter of dogs prior to adoption Food and Ag $3 I 75 I .3 Spay and neuter of cats prior to adoption 20 Civil Code $1834
Corporations Code $ 14502
Defi nition of rabies area
86 Sonoma County Civil Grand Jury

APPENDIX B
Animal Services in Sonoma County
Dog License Fees*
Citv/Aree Spayed/
Neutered
Intact
Animal
UDincorporated County sl6 $r9
Santa Rosa $r6 $r9
Cloverdale $20 s40
Healdsburg sls $30
Petaluma $20 $25
Windsor $20
Sebastopol $20 $50
Citv of Sonoma s2s s50
Rohnert Park (Dogs & Cats) $18 $36
Cotati (Cats voluntary) s20 $40
+Jurisdictions also offer different corrcessions, e.g., for seniors, veterans, or multiple pets.
2l
87 Sonoma County Civil Grand Jury Animal Services in Sonoma County

APPENDIX C
Dog Licensing Compliance Data
Area 2023-24
Population*
Estimated
#of
Dogs**
2023
Licenses
Unincorporated 130,777 30,904 I3, 160 43Yo 9,726 3t%
Santa Rosa 174,890 41,328 I1,86? 29o/o 9,629 23%
Total SCAS* 305,667 72,2i2 25,027 3s%o 19,355 27v"
Cloverdale 8,710 2.058 617 30% 350 t7%
Healdsburg 10,985 2,596 39i l5Yo 282 |%
Petaluma 58,445 r3,81r 1,833 l3o/o 1,488 tr%
Sebastopol 7,295 1,724 230 l3Yo t4%
Windsor 25,394 6,001 1 .017 lTYo 822 t4%
Total NBAS 110,829 t,090 t6v" 3,175 t2v"
Sonoma City 10.532 2.489 NA 368 t5%
Rohnert Park 43,821 10,355 NA NA NA NA
Cotati 7,303 t,726 NA NA NA NA
Total Other 61,656 14,570
Countl.wide 178,152 112,992
*Population data source: hnDs:idofca.qor,:forecastingrdemosraDhicsi estimater-e1.' **Pet Calculator hnps:r','**rv.cdli.ca.eov/.A.HFSS,j.A.nimal Healthrepn,rdocs,'oet ownershiD calculator.pdf License dara provided by SCAS and NBAS
Note: NBAS contract with Healdsburg tel]Jj,inated2129l25 Reports issued by the Civil Grand Jury do not identify individuals interviewed. Penal Code Section 929 requires thal reports ofthe Grand Jury nol contain the name of any person or facts leading lo lhe identity ofany person who provides information to lhe Civil Gra d Jury. 22 2024
Licenses #oA
26,190
NA
88 P.O. Box 217 • 124 North Cloverdale Blvd. • Cloverdale, CA 95425-0217 • Telephone (707) 894-1700 • FAX (707) 894-3451 City of Cloverdale
124 N. Cloverdale Blvd.

Cloverdale, CA 95425
June 26, 2025
Presiding Judge
Sonoma County Superior Court
600 Administration Drive Santa Rosa, CA 95403
RE: Response to the 2024–2025 Sonoma County Civil Grand Jury Report “Animal Services in Sonoma County: Separate and Not Equal”
Dear Honorable Presiding Judge,
Pursuant to California Penal Code Sections 933 and 933.05, the Cloverdale City Council submits its official response to the findings and recommendations contained in the 2024–2025 Sonoma County Civil Grand Jury report titled “Animal Services in Sonoma County: Separate and Not Equal.”
The City of Cloverdale acknowledges the concerns raised in the report and supports improvements in oversight, transparency, and coordination among jurisdictions. Below are the City’s approved responses on July 23, 2025, to the specific recommendations and findings directed at Cloverdale:

RECOMMENDATIONS
R1. The City of Cloverdale will implement this recommendation. We fully support the establishment of a countywide Animal Services Task Force and commit to participating in its efforts to create consistent and compliant animal service standards. 1) What is the background or criteria of expertise to be assigned on this task force? R2. The City of Cloverdale will implement this recommendation and will appoint one or more city representatives to participate in the task force by the specified deadline depending on how often the task force meets.
1) Please outline the expertise required to participate in the task force. 2) How often will the task force meet?
R4. The City of Cloverdale will implement this recommendation. We will collaborate with county staff to help educate the public on licensing requirements and rabies prevention measures as part of the campaign launch by July 1, 2026. It is important to note that, prior to the release of this report, North Bay Animal Services (NBAS) had already agreed to increase the frequency and availability of rabies and vaccination clinics within the City of Cloverdale. 89 2
R5. The City of Cloverdale will implement this recommendation. We are committed to conducting a thorough evaluation of North Bay Animal Services’ shelter conditions and operational performance. Additionally, we recommend that the Grand Jury or alternatively, the proposed Animal Services Task Force develop and publish a standardized animal shelter inspection checklist.

The Chief of Police conducted an inspection of the NBAS facility and observed no open bags of food on the ground or signs of mistreatment of animals. The animal enclosures were clean, and both dogs and cats appeared healthy and well cared for. The facility was orderly, free of clutter, and no concerning conditions were noted. While a few enclosed rooms had stale air, the majority of the facility was well ventilated and maintained.

R6. The City of Cloverdale will implement this recommendation. We will amend our agreement with North Bay Animal Services to include quarterly reporting with quantifiable metrics that demonstrate legal and contractual compliance.

FINDINGS
F1. Failure by the county and its nine cities to adopt recommendations in the 2012 DHS Animal Services Report has left Sonoma County animal service agencies operating without shared standards, communication channels, data sharing or oversight.

Response: The City of Cloverdale agrees with this finding. The lack of centralized coordination has created service inconsistencies and hindered effective animal control and public health efforts across jurisdictions. However, if the data-sharing component involves proprietary or competitively sensitive information, we believe any such exchange must be agreed upon voluntarily by all the participating animal shelters. Compelled disclosure of confidential operational data between service providers, especially nonprofit agencies operating in overlapping markets, may raise legal or ethical concerns and could jeopardize cooperation.

F2. The City of Cloverdale agrees in part with this finding. While there are areas for improvement, the City has received a recent commitment from NBAS to increase rabies vaccination clinics and improve operational transparency. We will be conducting a formal evaluation of services to ensure future compliance.

F3. The City of Cloverdale agrees with this finding. Coordination during emergencies is critical, and the city supports efforts to clarify roles and improve interoperability among agencies. Our local Citrus Fair (fairgrounds) coordinates with their own non-profit organizations to house pets during emergencies.

F6. The City of Cloverdale concurs with this finding. A uniform fee structure could enhance public understanding and improve the efficiency of enforcement and revenue collection.

However, such a structure must not impede the City’s ability to negotiate costs based on the specific level of service provided. Standardizing fees across jurisdictions may place smaller cities like Cloverdale at a disadvantage due to limited resources. Additionally, it is important to note 90 3
that the fee structure for violations within the City is established by the Cloverdale City Council not the County of Sonoma.

F7. The City of Cloverdale agrees with this finding and is committed to improving licensing compliance through outreach, clinics, and contract revisions. Prior to this report NBAS sent out annual licensing compliance letters to residents of Cloverdale. Licensing was also posted on our city’s website listed under the Quick links, Animal Licensing.

F8. The City of Cloverdale agrees with this finding. The City will evaluate online licensing options as part of its broader service review process. The City already promotes licensing on its website and within City Hall. Licensing mailers had already gone out to members of the public to support these efforts by NBAS.

F9. The City of Cloverdale agrees with this finding. Future efforts will include community education and working with NBAS to implement a consistent reminder system.

F10. The City of Cloverdale agrees with this finding. Shared training programs would improve professionalism and service consistency across the county. Please consolidate and provide these available programs or direct the task force to do so upon its creation. The City of Cloverdale will look at the available programs and request those available / suitable to the City of Cloverdale.

F11. The City of Cloverdale agrees in part with this finding. While previous oversight may have been limited, the city has taken steps to improve accountability and will formalize reporting and inspections moving forward.

Respectfully submitted,
Kevin Thompson
City Manager, City of Cloverdale
cc: Cloverdale City Council
Sonoma County Department of Health Services
Sonoma County Civil Grand Jury
91 From: Savanah Hemphill
To: Michael Maloney
Subject: Message from Mayor Lands
Date: Monday, August 18, 2025 2:57:18 PM
92 This email was sent on behalf of Cloverdale Chamber of Commerce located at 126 N Cloverdale Blvd., Cloverdale, CA 95425. To unsubscribe click here. If you have questions or comments concerning this email contact Cloverdale Chamber of Commerce at [email protected]. 93