Minutes — Cloverdale City Council, November 12, 2025 (part 3 of 3)

73. Prior to final preparation of the subgrade and placement of base materials, all underground utilities shall be installed and service connections stubbed out behind the sidewalk. Public utilities, Cable TV, sanitary sewers, and water lines, shall be installed in a manner which will not disturb the street pavement, curb, gutter and sidewalk, when future service connections or extensions are made.

74. If grading is to take place between October 15 and April 15, both temporary and permanent erosion control plans shall be submitted for review and approval along with the grading plan.

Permanent erosion control measures shall include hydroseeding of all graded slopes within 60 days of completion of grading.

75. The developer shall keep adjoining public streets free and clean of project dirt, mud, materials, and debris during the construction period, as is found necessary by the City Engineer.

76. All haul routes shall be approved by the City Engineer. Haul routes shall be limited to graded area only.

77. Where soil or geologic conditions encountered in grading operations are different from that anticipated in the soil and/or geologic investigation report, or where such conditions warrant changes to the recommendations contained in the original soil investigation, a revised soil or geologic report shall be submitted for approval by the City Engineer. It shall be accompanied by an engineering and geological opinion as to the safety of the site from hazards of land slippage, erosion, settlement, and seismic activity.

78. Prior to placing the final lift of asphalt, all public sanitary sewer lines shall be video inspected at the expense of the contractor/developer. All video tapes shall be submitted to the City. If any inadequacies are found, they shall be repaired prior to the placement of the final lift of asphalt.

79. Prior to beginning construction, the applicant shall obtain a demolition permit from the City for removal of all existing structures on the site.

PRIOR TO ACCEPTANCE OF PUBLIC IMPROVEMENTS AND BOND EXONERATION, THE FOLLOWING CONDITIONS SHALL BE SATISFIED:

80. Sufficient surety guaranteeing the public improvements for a period of one year shall be provided.

81. If substantial changes in the size, alignment, grades, etc. during construction, original "as-built" plans on the standard size sheets will be certified by the Civil Engineer and returned to the City Engineer's office.

OTHER SPECIAL CONDITIONS:

STREETS

82. All public and private street improvements shall be constructed in accordance with the City’s Design and Construction Standards.

83. Sidewalks shall be ADA compliant as determined by the City Engineer. Sidewalks shall be contained either within street right-of-way or within a public sidewalk easement offered to the City. Curb ramps shall be ADA compliant and provided at every crosswalk.

84. New sidewalks shall be provided along both sides of the Washington St. and the new private street and along the project frontage at Citrus Fair Drive as shown on the civil engineering plans dated May 21, 2019.
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85. Broken or displaced curb and gutter and sidewalk along the property frontage of Lot B at South Cloverdale Boulevard shall be repaired to the satisfaction of the City Engineer.

86. Should any damage occur to City Streets during construction the Contractor and/or Developer shall be responsible for repair at no cost to the city. Repairs to the City’s streets shall be to the satisfaction of the City Engineer.

87. Washington Street shall be classified as a Minor Street and shall be extended to the south from the intersection with the private drive aisle road separating Lots A & B to Healdsburg Avenue and shall meet the following requirements:
a) Street section shall comply with the Minor Street Section of the City’s Design and Construction Standards with a curb to curb width of 46 feet (10’ travel lanes, 5’ Class II bike lanes, and 8’ parking lanes).
b) Curb and gutter and sidewalk shall be constructed on both sides of the street. Sidewalks shall have a minimum width of 5’.
c) Street trees and lighting to be provided in accordance with the City’s Design and Construction Standards.
d) Pavement structural sections shall be designed to a Traffic Index (TI) of 6.0. e) Reimbursement by the City to the Developer shall be per the terms of the Development Agreement.

88. Citrus Fair Drive shall be provided with a new curb & gutter and sidewalk along the northerly property line of Lot B and shall meet the following requirements and as shown on the Civil Engineering plans dated May 21, 2019:
a) Curb and gutter, and sidewalk to be constructed in accordance with the City’s Design and Construction Standards.
b) Sidewalks shall have a minimum width of 5’.
c) Pavement structural sections shall be designed to a Traffic Index (TI) of 6.0. d) Any modifications to the existing traffic signal at the South Cloverdale Boulevard shall be approved by the City Engineer.

89. The Private Road, connecting Washington St. to South Cloverdale Blvd shall be classified as a Minor Street and shall be built from South Cloverdale Boulevard to the extension of Washington Street and shall meet the following requirements and as shown on the Civil Engineering plans dated May 21, 2019:
a) Street section shall comply with the Minor Street Section of the City’s Design and Construction Standards with a curb to curb width of 24 feet (12’ travel lanes). b) Curb and gutter and sidewalk shall be constructed on the north side of the street. Sidewalks shall have a minimum width of 5’.
c) Pavement structural sections shall be designed to a Traffic Index (TI) of 6.0. d) Reimbursement by the City to the Developer shall be per the terms of the Development Agreement.

STORM DRAIN

90. Storm drains shall be installed in accordance with the City Design and Construction Standards in all new or improved streets.
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91. The existing storm drain across Lot A shall be modified to accept collected storm flow from Lot B, portions of Lot C and portions of the Washington Street extension. Modifications shall include a new manhole at the connection point, and one 30” diameter capped stub to the south (for future extension). Should calculated storm flows plus existing storm flows exceed the capacity of the existing 24” storm drain downstream of the new connection, then the existing storm drain across Lot A shall be abandoned in accordance with City Standards and a new Storm Drain with adequate capacity shall be installed within the new Washington Street right-of-way and within the Healdsburg Avenue right-of-way to the existing storm drain system located at the corner of Healdsburg Avenue and South Cloverdale Boulevard. Any additional downstream, offsite improvements necessary to convey the 10 year storm flows shall also be constructed at Developer’s expense. Improvements shall be subject to review and approval by City Engineer.

92. The applicant shall demonstrate for each building pad to the satisfaction of the City of Cloverdale as follows:
a) Adequate protection from 100-year frequency storm; and b) Feasible access during a 10-year frequency storm.

A copy of the applicable FIRM map and hydrology and hydraulic calculations shall be submitted with the improvement plans per current City and Sonoma Water Standards.

93. The applicant shall submit to the City of Cloverdale for review and approval, drainage plans and hydraulic calculations prepared by a Registered Civil Engineer; shall enter into an agreement with the City of Cloverdale to complete the improvement and shall post sufficient surety guaranteeing the construction of the improvements. The drainage plans and calculations shall indicate the following conditions before and after development:
a) Quantities of water, water flow rates, major water courses, drainage areas and patterns, diversions, collection systems, flood hazard areas, sumps and drainage courses. Hydrology shall be per current Sonoma County Water Agency Standards. b) Any facilities needed to accommodate this (i.e. oversized pipes, detention facilities, etc.) shall be installed within the development and be privately owned and maintained.

94. All storm drain calculations shall analyze the 10-year frequency design storm and all storm drain facilities shall accommodate 10-year storm flows. Additionally, the 100-year shall be analyzed and provisions must be made to accommodate overland flows that exceed pipe capacity.

95. Drainage facilities shall be constructed to intercept any drainage runoff from offsite properties and conveyed to an approved storm drain.

96. The applicant shall submit to the City of Cloverdale for review and approval a Final Storm Water Low Impact Development Submittal prepared by a Registered Civil Engineer in conformance with the Santa Rosa Storm Water LID Technical Design Manual.

97. Maintenance and inspection of all storm water BMP facilities on private land are the responsibility of the property owner. This responsibility shall run with the land and be legally recorded, executed, and transferred upon sale of the property. Property owners shall inspect, or ensure the inspection by a qualified professional, of all storm water BMP facilities at least once a year.

Records of maintenance and inspections shall be retained on the property for a period of 5 years. 307

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98. Runoff from improvements within the public right of way shall be directed to BMP facilities that are located within the public right of way. Runoff from private improvements shall not be permitted to be directed to these BMP facilities.

99. A legally binding, signed maintenance agreement, or equivalent mechanism approved by the City of Cloverdale, is required for all storm water BMP facilities prior to issuance of certificate of occupancy.

GRADING
100. The grading plan shall clearly show all existing survey monuments and property corners and shall state that they shall be protected and preserved. Should monuments or property corners be damaged or destroyed during construction, they shall be replaced by the developer. 101. Improvement plans shall include an erosion control plan. The plan must include an order of work and staging/scheduling component indicating when facilities must be installed and when they may be removed. A separate Rain Event Action Plan (REAP) shall be required and prepared as part of the Storm Water Pollution Prevention Plan (SWPP). A copy of the REAP shall be kept on-site throughout the duration of construction activities.
102. Tree protection plan must be shown on the grading plan(s). 103. During construction, dust control must be maintained to the City’s satisfaction.

WATER & SANITARY SEWER IMPROVEMENTS
104. All public water mains must be located in the public right-of-way. If unavoidable, public water mains may be located in public utility easements meeting City standards and as approved by the City Engineer. Any and all rights-of-way, or if unavoidable, easement dedications must be made by the property owner to the City, at the property owner’s expense, prior to approval of the improvement plans. The developer shall prepare all necessary legal descriptions and deeds and submit the documents to the City Engineer for review and approval prior to recordation. 105. All private water mains, fire mains, sanitary sewer mains, laterals, and privately owned appurtenances, must be located with the private property and clearly identified as private on the improvement plans.

WATER
106. The applicant shall submit with the improvement plans a water analysis demonstrating that the size of the lines and appurtenances proposed for the project are adequate for fire protection.

Plans and calculations shall be submitted to both the City and Cloverdale Fire Protection District for review and approval.

Provide one domestic water meter and one irrigation meter with reduced pressure backflow prevention device for the proposed project in accordance with City standards. The meters and device shall be located in the public right-of-way or a utility easement accessible to City staff at all times.
107. Public fire hydrants shall be installed where required by City Standards and where requested by the Cloverdale Fire Protection District.

SEWER
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108. All on-site sewer improvements shall be privately owned and privately maintained and shall be constructed to City public standards and as approved by the City Engineer. 109. All public sewer improvements shall be constructed in accordance with the City’s Design and Construction Standards.
110. A new public sewer main shall be constructed from the intersection of Healdsburg Avenue and South Cloverdale to the project site. The sewer main shall be a minimum of 8-inches in diameter and terminate at a new manhole. The project sewer service lateral shall be connected to the new public main in accordance with the City Design and Construction Standards. 111. If required by the City’s Building Department, provide a grease interceptor in conformance with the City’s Design and Construction Standards.
112. If the project's design sewer discharge flows are greater than anticipated for this property in the sewer master plan, the applicant shall provide for a sewer capacity study to evaluate the adequacy of the existing sewer mains to convey the proposed project's peak wet weather flows. Any sewer capacity deficiencies identified in the analysis, beyond which is identified in the 2009 Sewer Master Plan, shall be corrected at the applicant's sole expense. * * * * * * * * * * * * *
It is hereby certified that the foregoing Resolution No. was duly introduced and adopted by the City Council of the City of Cloverdale at its regular meeting held on this 12th day of November 2025 by the following roll call vote:

Yes ()
No ()
Abstain ()
Absent ()
APPROVED: ATTEST:
_________________________ __________________________
Todd Lands, Mayor Mike Maloney, City Clerk
Attachments:

Exhibit A – Development Agreement
309

RECORDING REQUESTED BY AND
WHEN RECORDED MAIL TO:

City of Cloverdale
124 N. Cloverdale Blvd.

Cloverdale, CA 95425
Attn: City Manager
Exempt from Recording Fees
Pursuant to Government
Code Sections 6103 and 27383
____________________________________________________________________________ APNs: 001-440-052 (Space Above This Line Reserved for Recorder’s Use Only)

FIRST AMENDMENT TO

DEVELOPMENT AGREEMENT

BY AND BETWEEN THE

THE CITY OF CLOVERDALE,
a California Municipal Corporation
AND

COPPERTOWER FAMILY MEDICAL CENTER,
a California nonprofit public benefit corporation,
doing business as

ALEXANDER VALLEY HEALTHCARE
310

FIRST AMENDMENT TO DEVELOPMENT AGREEMENT
This FIRST AMENDMENT TO DEVELOPMENT AGREEMENT (“First
Amendment”) is entered into as of the __________(the “Effective Date”) by and between the City of Cloverdale, a municipal corporation (“City”), and Coppertower Family Medical Center, a California nonprofit public benefit corporation, doing business as Alexander Valley Healthcare (“Developer”). City and Developer are referred to individually as “Party,” and collectively as the “Parties.

RECITALS
A. Developer is the owner of that certain real property consisting of approximately 2.8 acres (the “Property”), and more particularly described and depicted in Exhibit A, attached hereto and incorporated herein.

B. City and Developer previously entered into that certain Development Agreement dated ________ and recorded in the Official Records of Sonoma County on __________, as Document No. ______________ (the “Development Agreement”). Except as otherwise defined, all capitalized terms used herein shall have the meanings ascribed thereto in the Development Agreement.

C. The Development Agreement governed the construction of a 47,000 square foot, three story community wellness center (the “Project”) by the Developer. As part of the Development Agreement, the City agreed to provide a grant of $250,000 to Developer for the installation of a storm drain in Citrus Fair Drive.

D. The City owns property adjacent to the Property as a housing asset (“City Property”).

Certain infrastructure required for the Project will also benefit the City Property.

E. The Parties desire to amend the Development Agreement to update the description of the Project, as well as increase the support the City will be providing for infrastructure that will both serve the Project and benefit the City Property.

F. On August 5, 2025, the City’s Planning Commission considered and recommended approval of the proposed changes to the Project.

G. On November 12, 2025, the City Council held a public hearing to consider this First Amendment, at which time all interested parties had an opportunity to be heard. At the conclusion of that meeting, the City Council approved modification to the approved Design Review and Conditional Use Permit (DR/CUP 024-2019) for construction of the Alexander Valley Healthcare Wellness Center and related site improvements.

H. On December 10, 2025, the City Council adopted its Ordinance No. ____ approving this First Amendment and authorizing its execution.
311
I. The City Council previously adopted a Mitigated Negative Declaration and accompanying MMRP for the Project on ________________ by Resolution No. _______________. No further environmental review is necessary for this First Amendment.

NOW, THEREFORE, in consideration of the mutual covenants and promises set forth herein and other valuable consideration, City and Developer agree as follows:

1. Recital.

The above recitals are true and correct, and are incorporated into this Agreement by reference.

2. Property.

The Parties agree that the location of the Property is commonly known as 321 S. Cloverdale Blvd., Cloverdale, CA 95425.

3. Project.

A. As used in the Development Agreement, the term “Wellness Center” shall be amended to now refer to a two-story, 27,031 square foot community wellness center with one hundred on-site staff members to serve 175-225 patient visits per day together with other improvements described in Section 1.4 of the Development Agreement.

B. Notwithstanding anything in the Development Agreement to the contrary, the Project Approvals shall include the modification of the Design Review and Conditional Use Permit (DR/CUP 024-2019) for Wellness Center and related site improvements approved by the City Council on November 12, 2025.

4. Infrastructure Improvements.

Section 1.4.2, “Infrastructure Improvements”, of the Development Agreement is hereby amended to read as follows (with additions underlined and deletions in strikethrough). “1.4.2 Infrastructure Improvements (excluding Storm Drain Improvements).

Developer shall construct the infrastructure improvements (“Infrastructure Improvements”)that are set forth in the conditions of approval (“Conditions of Approval”) attached to the conditional use permit (the “Conditional Use Permit”), including, but not limited to sewer improvements, water improvements, street improvements, curb and gutter, sidewalks and improvements necessary for fire protection. All public Infrastructure Improvements must be dedicated to City at no cost to City. Developer must provide payment and performance bonds in the amount of the cost of the construction of the public Infrastructure Improvements.

City shall reimburse the Developer for the costs of the specific Infrastructure Improvements identified in Exhibit B, attached hereto and incorporated herein by 312
reference, up to a maximum amount of One Million Two Hundred Fifty Thousand Dollars ($1,250,000). Such reimbursement may be for actual construction costs, or other reasonably related expenses, including but not limited to engineering and construction management. The Infrastructure Improvements identified in Exhibit B serve the Property and also benefit adjacent City owned property. City and Developer shall enter into a reimbursement agreement (the “Reimbursement Agreement”) prior to the disbursement of any funds by the City to the Developer.

The City Manager is authorized to execute the Reimbursement Agreement, in a form approved by the City Attorney, without further approval from the City Council.”

5. Stormwater Improvements.

The Parties acknowledge that the City’s obligations to provide a Two Hundred Fifty Thousand Dollar ($250,000) grant to the Developer for the Drainage Improvements remain in effect and is in addition the City’s obligations established by Section 4 above.

6. Impact Fees.

A. Subsection (a) of Section 2.6.3, “Impact Fees”, of the Development Agreement is hereby amended to read as follows (with additions underlined and deletions in strikethrough). “a. Only the specific Impact Fees listed in Exhibit E shall apply to the Project.

The amount of any Impact Fees applicable to the Project shall be calculated based on the rate in effect at the time that an application for a building permit is submitted. The Developer shall pay all Impact Fees applicable to the Project no later than the date the first temporary certificate of occupancy is issued for the Project. The Parties expressly acknowledge and agree that the City may withhold the issuance of any temporary certificate of occupancy until such Impact Fees are paid in whole.”
B. Exhibit E of the Development Agreement is hereby replaced in its entirety with the City’s current Impact Fee schedule, attached to this First Amendment as Exhibit C, and incorporated herein by reference.

7. Developer Address.

The address of the Developer as specified in Section 1.1.2 and 9.3 of the Agreement is hereby amended to be 106 E. 1st Street, Cloverdale, CA 95425.

8. Covenants Run with Land.

The Development Agreement, as amended by this First Amendment, remains a covenant upon the entire Property pursuant to the Development Agreement.

9. Counterparts.
313
This First Amendment may be executed by each Party on a separate signature page, and when the executed signature pages are combined, shall constitute one single instrument.

10. Authority.

The persons signing below represent and warrant that they have the authority to bind their respective Party and that all necessary board of directors,’ shareholders,’ partners,’ city councils or other approvals have been obtained.

11. Effect.

Except as expressly provided in this First Amendment, all other terms and conditions of the Development Agreement, as previously amended, shall remain in full force and effect.

SIGNATURES ON FOLLOWING PAGE
314
IN WITNESS WHEREOF, City and Developer have executed this Second Amendment as of the date first set forth above.

DEVELOPER:

COPPERTOWER FAMILY MEDICAL CENTER,
a California nonprofit public benefit corporation,
By: __________________________________
[Name, Title]
CITY:

City of Cloverdale,
a municipal corporation
By: __________________________________
Kevin Thompson, City Manager
ATTESTATION:

By: __________________________________
Michael Maloney, City Clerk
APPROVED AS TO FORM:

By: __________________________________
Alex Mog, City Attorney

SIGNATURES MUST BE NOTARIZED
315

ACKNOWLEDGMENT
A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document.

State of California )
County of _____________________ )
On ____________________, before me, ____________________________, a Notary Public, personally appeared _______________________________, who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument.

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

WITNESS my hand and official seal.

Signature
316

EXHIBIT A
Property Description & Depiction
317

EXHIBIT B

IMPROVEMENTS
Project Description Estimated Construction Costs

1. North Washington Street Improvements $544,955

2. Access Road (Via South Washington Street) Improvements $243,715

3. South Washington Street Extension $586,129

4. Property Drainage Improvements $43,010
318

EXHIBIT C

IMPACT FEE SCHEDULE
Rates for FY 25-26. Fee rates are adjusted annually on July 1 IMPACT FEE Commercial Rate
Public Facilities Development Impact Fee
Reso. 035-2011
$1,096 per 1,000 square feet
Administration Reso. 038-2011 $131 per 1,000 square feet Water Capacity Reso. 033-2011 $26 per gallon per day
Wastewater Capacity Reso. 034-2011 $80 per gallon per day Street and Thoroughfare Reso. 046-2011 Downtown Commercial - $4,453 per 1,000 sf Service Commercial - $4,749 per 1,000 sf
Destination Commercial - $4,453 per 1,000 sf
Storm Drainage Reso. 045-2011 $1,442 per acre
Fire Facilities $1,295 per 1,000 square feet
Health Care $98 per 1,000 square feet
319
ORDINANCE NO. 2025-XX

AN ORDINANCE APPROVING AN AMENDMENT TO THE DEVELOPMENT AGREEMENT WITH

COPPERTOWER FAMILY MEDICAL CENTER PERTAINING TO THE DEVELOPMENT OF THE ALEXANDER VALLEY WELLNESS CENTER PROJECT LOCATED ON THE 2.8-ACRE PROJECT SITE LOCATED AT THE CORNER OF S. CLOVERDALE BOULEVARD AND CITRUS FAIR DRIVE (APN 001-440-049); AND AUTHORIZING A GRANT OF $1,250,000 FROM THE LOW-MODERATE

INCOME HOUSING FUND FOR SPECIFIED INFRASTRUCTURE IMPROVEMENTS WHEREAS, the City and Coppertower Family Medical Center, a California nonprofit public benefit corporation, doing business as Alexander Valley Healthcare (“Developer”) previously entered into a Development Agreement governing the development of a wellness center on the

2.8 acres of property located at the corner of South Cloverdale Boulevard and Citrus Fair Drive, commonly known as APN 001-440-049 (the “Property”); and WHEREAS, the Development Agreement governed the construction of a 47,000 square foot, three-story community wellness center (the “Project”) by the Developer. As part of the Development Agreement, the City agreed to provide a grant of $250,000 to Developer for the installation of a storm drain in Citrus Fair Drive; and WHEREAS, the City owns property adjacent to the Property as a housing asset (“City Property”); and
WHEREAS, the Developer will be constructing certain infrastructure required for the Project, including roads to provide access to the Property and City Property; and WHEREAS, the identified infrastructure projects will also serve the City Property, and will benefit future affordable housing built on the City Property; and WHEREAS, if the City Property is not used for affordable housing, the infrastructure projects will increase the market value of the Property, which would benefit the Low-Moderate Income Housing Fund; and
WHEREAS, the City Council desires to contribute $1,250,000 from the Low-Moderate Income Housing Fund for the infrastructure improvements identified in the First Amendment to the Development Agreement; and
WHEREAS, the Parties desire to amend the Development Agreement to update the description of the Project, as well as increase the support the City will be providing for infrastructure that will both serve the Project and benefit the City Property; and WHEREAS, the Project will decrease from three stories to two stories, and will decrease in size to 27,031 square feet; and
320
WHEREAS, the City Council previously adopted a Mitigated Negative Declaration and accompanying MMRP for the Project on February 8, 2022, by Resolution; and WHEREAS, the proposed Development Agreement Amendment would authorize a decrease in the size of the Project, and so it can be seen with certainty that the environmental impacts of the Project will be the same as, or less than, those identified by the Mitigated Negative Declaration and accompanying MMRP, which remains in full force and effect; and WHEREAS, on August 5, 2025, the City’s Planning Commission considered and recommended approval of the proposed changes to the Project; and
WHEREAS, on November 12, 2025, the City Council held a public hearing to consider the proposed amendment to the Development Agreement, at which time all interested Parties had an opportunity to be heard.

NOW THEREFORE, the City Council of the City of Cloverdale does ordain as follows:

SECTION 1. Findings.

On the basis of: (a) the foregoing recitals, which are hereby incorporated herein; (b) the staff report dated November 12, 2025, as well as any oral and written testimony at the November 12, 2025 City Council meeting; (c) the City of Cloverdale’s General Plan; and d) the Alexander Valley Wellness Center Project IS/MND, the City Council finds and determines that:

A. Pursuant to Government Code section 65867.5, the Development Agreement Amendment is consistent with the objectives, policies, general land uses, and programs specified and contained in the City’s General Plan in that the property is designated for an employment destination use project that includes state-of the-art medical services and community educational and supportive services uses.

B. The Development Agreement Amendment is compatible with the uses authorized in, and the regulations prescribed for, the land use area in which the real property is located and entitlements associated with such land use area, is consistent with the overall zoning for the site, Station Area/Downtown Plan and General Plan.

C. The Development Agreement Amendment is in conformity with public convenience, general welfare and good land use policies in that the Development Agreement Amendment will continue to implement land use guidelines set forth in the General Plan and help ensure a successful development that meets community and market needs.

The Development Agreement Amendment is consistent with the policies of the Transit Oriented Development land use designation within the applicable General Plan, in that it would establish a state-of-the-art health care facility proximate to the downtown area 321
that would employ over 50 people on-site staff, less than 1/3 mile from the future train station, and less than ¼ mile to downtown Cloverdale.

D. The Development Agreement Amendment will not be detrimental to the health, safety, and general welfare in that the Project will proceed in accordance with the programs and policies of the General Plan and other Project Approvals.

E. The Development Agreement Amendment will not adversely affect the orderly development of the Property, or the preservation of property values, in that the Project is consistent with the applicable General Plan and the Station Area/Downtown Plan, and there is no evidence to suggest that this Project will lower property values.

F. The Development Agreement Amendment is consistent with and includes the substantive elements of 2 Government Code sections 65864 through 65869.5 and has been processed consistent with all the procedural requirements thereof.

SECTION 2. Approval of Development Agreement Amendment.

The City Council hereby approves the First Amendment to the Development Agreement between the City of Cloverdale and Coppertower Family Medical Center attached to this Ordinance as Exhibit 1, and authorizes the City Manager to execute the Development Agreement with such minor non-substantive changes as approved by the City Attorney.

SECTION 3. Funding for Infrastructure.

The City Council hereby authorizes $1,250,000 from the Low-Moderate Income Housing Fund to be provided as a grant to the Developer for the infrastructure project specified in the First Amendment to the Development Agreement. Such infrastructure projects will serve and benefit the City Property.

SECTION 3. CEQA.

The City Council previously adopted a Mitigated Negative Declaration and accompanying MMRP for the Project on February 8, 2022, by Resolution. The Development Agreement Amendment would authorize a decrease in the size of the Project, and so it can be seen with certainty that the environmental impacts of the Project will be the same as, or less than, those identified by the Mitigated Negative Declaration and accompanying MMRP, which remains in full force and effect. Accordingly, no further environmental review is necessary.

SECTION 4. Severability.
322
If any section, subsection, sentence, clause, or phrase of this Ordinance is for any reason held to be invalid or unconstitutional by a decision of any court of competent jurisdiction, such decision shall not affect the validity of the remaining portions of this Ordinance. The City Council hereby declares that it would have passed the Ordinance, and each and every section, subsection, sentence, clause, or phrase not declared invalid or unconstitutional without regard to whether any portion of this Ordinance would be subsequently declared invalid or unconstitutional.

SECTION 5. Publication and Effective Date.

This Ordinance shall become effective thirty (30) days after its adoption. The City Clerk shall have this Ordinance published in a newspaper of general circulation within fifteen (15) days after its adoption or have a summary of the Ordinance published twice in a newspaper of general circulation, once five (5) days before its adoption and again fifteen (15) days after its adoption.

The foregoing Ordinance was PASSED AND ADOPTED by the City Council of the City of Cloverdale, at a regular meeting of said Council on December 10 by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

ATTEST:
_____________________
Mike Maloney, City Clerk
APPROVED:
_____________________
Todd Lands, Mayor
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GeoTechnical Engineer: Bauer &
Associates
Forestville, CA [707]-887-2505
Civil Engineer / Survey: Brelj & Race
Santa Rosa, CA [707]-576-1322
Structural Engineer: Tipping Structural Engineers
Berkeley, CA [510]-549-1906
Design / Build MEP: Wright ContracƟŶŐ
Santa Rosa, CA [707]-293-6834
Landscape Architect: RHA
A Landscape Architects + Planners
Mill Valley, CA [415]-383-7900
AcousƟĐ
ŶŐŝŶĞeƌ͗ CSDA Design Group
San Francisco, CA [415]-693-9800
Dental: Henry Schein Integrated Design Studio
New Berlin, WI [925]-413-1157
not for construcƟŽŶ
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0 0
0 enƟƚůĞŵĞŶƚƐ ĚƌĂǁŝŶŐ ŝŶĚĞǆ
g-000
g-001
g-002
g-003
g-004
g-005
a-100
a-110
a-111
a-112
a-120
a-121
a-122
a-123
a-200
a-300
L-1.00
L-2.00
c-101
c-102
c-103
c-105
SD cover sheet
site photos
3d views
materials & colors
shadow studies
signage plans
site plan
ĮƌƐƚ ŇŽŽƌ ƉůĂŶ
second ŇŽoƌ ƉůĂŶ
roof plan
ĮƌƐƚ ŇŽŽƌ ZW
second ŇŽoƌ ZW
ĮƌƐƚ ŇŽŽƌ Ͳ K^,W
second ŇŽoƌ Ͳ K^,W
exterior elevaƟŽŶƐ
secƟŽŶƐ
landscape site plan
planƟŶŐ ƉĂůlĞƩĞ Θ ŶŽƚĞƐ
grading plan
uƟůŝƚǇ ƉůĂŶ
layout and striping plan
surfacing plan
building ŇŽoƌ ĂƌĞĂ
ŇŽoƌ
ĮƌƐƚ ŇŽŽƌ
second ŇŽoƌ
area (sf)
13,464
13,567
27,031 Ōϸ
north north
1 exterior - east
project locaƟŽŶ project locaƟŽŶ
project locaƟŽŶ
project descripƟŽŶ͗
This applicaƟŽŶ ĨŽƌ Ă ŵŽĚŝĮĐĂƟŽŶ ƚŽ tŚĞ ĂƉƉƌŽǀĞĚ ŽŶĚŝƟŽŶĂů hƐĞ WĞƌŵŝƚ ŝƐ ĨŽƌ Ă reduced size & height Wellness Center. Whereas the previously approved Wellness Center was 47,639 SF / 3-story, this modiĮĞĚ ĚĞƐŝŐŶ ŝƐ Ϯϳ͕Ϭϯϭ ^& ͬ ϮͲƐƚŽƌǇ͘ Ɛ ďĞĨŽƌĞ͕ this project complies with all of the development standards speciĮĐ ƚŽ ƚŚĞ dƌĂŶƐŝƚ Oriented District and the Cloverdale Municipal Code.

The Wellness Center is a licensed OSHPD 3 primary care clinic (per sec. 1200 H&SC) oīĞƌŝŶŐ ƉƌŝŵĂƌǇ ĐĂƌĞ ΀ ϭϮ2ϲ͘ϲ ;ŶŽƚ ĂƐsŽĐŝĂƚĞĚ ǁŝƚŚ Ă ŚŽƐƉŝƚĂůͿ΁͕ ĂŶĚ ŝŶ ĂĚdŝƟŽŶ ƚŽ primary care, will provide urgent care, dental examinaƟŽŶ Θ ƚƌĞĂƚŵĞŶƚ ƐĞƌǀŝĐĞƐ ΀ 1226.1.3], behavioral health, wellness programming and administraƟǀĞ ƐƉĂĐĞ͘ dŚĞ project will also include landscaping site work, on-site and oīƐŝƚĞ ƵƟůiƚǇ ǁŽƌŬ͕ including a new above grade transformer and future back-up generator, trash enclosure, and the construcƟŽŶ ŽĨ Ă ŶĞǁ ŽŶ ŐƌĂĚĞ ƉĂƌŬŝŶŐ ůŽƚ͘ area map vicinity map
codes referenced:
2022 california building code
2022 california electrical code
2022 california mechanical code
2022 california plumbing code
2022 california energy code
2022 california ĮƌĞ ĐŽĚĞ
2022 california green building code
2022 california administraƟǀĞ ĐŽĚĞ
city of cloverdale municipal code
property address:
apn:
occupancy:
zoning district:
type of construcƟŽŶ͗
lot square footage:

ŇŽoƌ ĂƌĞĂ͗
lot coverage:

ŇŽoƌ ĂƌĞĂ ƌĂƟŽ͗
building height:
front setback:
rear setback:
side setback:

ĮƌĞ ƐƉƌŝŶŬůĞƌƐ͗
auto parking:
321 south cloverdale blvd
cloverdale, ca
001-440-052-000
b occupancy w/ non-separated accessory a-3, s-1, u
t.o.d. (transit oriented development)
5B
123,275 s.f.
1st ŇŽoƌ͗ ϭϯ͕ϰϲϰ Ɛ͘Ĩ͘
2nd ŇŽoƌ͗ ϭϯ͕ϱϲϳ Ɛ͘Ĩ͘
total: 27,031 s.f.
13,464 / 123,275 = .109 = 10.9% lot coverage
27,031/ 123,275 = .219
40'-0"
none required
none required
none required
fully sprinklered
see parking summary on site plan sheet a-100
proposed:

APN map
Alexander Valley Health & Wellness Center
Federally QualiĮĞĚ ŽŵmƵŶŝƚǇ ,ĞĂůƚŚ ĞŶƚĞƌ
[modiĮĐĂƟŽŶ ƚŽ ĂƉƉƌŽǀĞĚ ŽŶĚŝƟŽŶĂů hƐĞ Weƌŵŝƚ Z ϬϮϰͲ2Ϭϭϵ΁ 324
revision date descripƟŽŶ
north
sheet ƟƚůĞ͗
g-002
revision: project: consultants:

BIMcloud: strombergarchitecture - BIMcloud SoŌǁĂƌĞ ĂƐ Ă ^ĞƌǀŝĐĞͬs, Ͳ Ϯ ƐƚŽƌǇ 18215thStreet
Berkeley,CA94710
510-255-4520
www.strombergarchitecture.com

ALEXANDER VALLEY HEALTH &

WELLNESS CENTER
federally qualiĮĞĚ ĐŽŵmƵŶŝƚǇ ŚĞĂůƚŚ ĐĞŶƚĞƌ
StrombergArchitecture,Inc.
date: 7/04/25phase: schemaƟĐ ĚĞƐŝŐŶcopyright: © 2025 stromberg architecture, inc.

This document, as an instrument of service, is the property ofstromberg architecture, inc. 3d views
GeoTechnical Engineer: Bauer & Associates
Forestville, CA [707]-887-2505
Civil Engineer / Survey: Brelj & Race
Santa Rosa, CA [707]-576-1322
Structural Engineer: Tipping Structural Engineers
Berkeley, CA [510]-549-1906
Design / Build MEP: Wright ContracƟŶŐ
Santa Rosa, CA [707]-293-6834
Landscape Architect: RHAA Landscape Architects + Planners Mill Valley, CA [415]-383-7900
AcousƟĐ
ŶŐŝŶĞeƌ͗ CSDA Design Group
San Francisco, CA [415]-693-9800
Dental: Henry Schein Integrated Design Studio
New Berlin, WI [925]-413-1157
notforconstrucƟŽŶ
321 South Cloverdale Blvd.

Cloverdale, CA 95425
APN: 001-440-052-000
1 exterior-east
2 exterior-west
3 exterior-northeast
4 exterior-northwest
325
revision date descripƟŽŶ
north
sheet ƟƚůĞ͗
g-003
revision: project: consultants:

BIMcloud: strombergarchitecture - BIMcloud SoŌǁĂƌĞ ĂƐ Ă ^ĞƌǀŝĐĞͬs, Ͳ Ϯ ƐƚŽƌǇ 18215thStreet
Berkeley,CA94710
510-255-4520
www.strombergarchitecture.com

ALEXANDER VALLEY HEALTH &

WELLNESS CENTER
federally qualiĮĞĚ ĐŽŵmƵŶŝƚǇ ŚĞĂůƚŚ ĐĞŶƚĞƌ
StrombergArchitecture,Inc.
date: 7/04/25phase: schemaƟĐ ĚĞƐŝŐŶcopyright: © 2025 stromberg architecture, inc.

This document, as an instrument of service, is the property ofstromberg architecture, inc. materials & colors
GeoTechnical Engineer: Bauer & Associates
Forestville, CA [707]-887-2505
Civil Engineer / Survey: Brelj & Race
Santa Rosa, CA [707]-576-1322
Structural Engineer: Tipping Structural Engineers
Berkeley, CA [510]-549-1906
Design / Build MEP: Wright ContracƟŶŐ
Santa Rosa, CA [707]-293-6834
Landscape Architect: RHAA Landscape Architects + Planners Mill Valley, CA [415]-383-7900
AcousƟĐ
ŶŐŝŶĞeƌ͗ CSDA Design Group
San Francisco, CA [415]-693-9800
Dental: Henry Schein Integrated Design Studio
New Berlin, WI [925]-413-1157
notforconstrucƟŽŶ
321 South Cloverdale Blvd.

Cloverdale, CA 95425
APN: 001-440-052-000
DEFGHI
elevatoroverrun
verƟĐĂůĮďĞƌĐĞŵeŶƚƐŝĚiŶŐΗǁŽŽĚΗ
anodizedaluminumpunchedwindows
blackanodizedaluminum
storefrontwindowsanddoors
smoothconcrete
metalcladcanopy
raised,illuminatedmetalleƩĞƌŝŶŐ
blackanodizedaluminumstorefront
windowsanddoors
woodsoĸƚ
smoothacrylicstuccosiding
metalroofparapetcoping,ptd.
verƟĐĂůĮďĞƌĐĞŵeŶƚƐŝĚiŶŐΗĮŶĞΗ
mechanicalscreen,ptd.
smoothacrylicstuccosidingaluminumstorefrontaluminumwindows woodsoĸƚƐ
material&colorpaleƩĞc
eracladĮďĞƌĐĞŵĞŶƚƐŝĚŝŶŐ
verƟĐĂůĮŶĞ
ceracladĮďĞƌĐĞŵĞŶƚƐŝĚŝŶŐ
verƟĐĂůΗǁŽoĚΗ
326
revision date descripƟŽŶ
north
sheet ƟƚůĞ͗
g-005
revision: project: consultants:

BIMcloud: strombergarchitecture - BIMcloud SoŌǁĂƌĞ ĂƐ Ă ^ĞƌǀŝĐĞͬs, Ͳ Ϯ ƐƚŽƌǇ 18215thStreet
Berkeley,CA94710
510-255-4520
www.strombergarchitecture.com

ALEXANDER VALLEY HEALTH &

WELLNESS CENTER
federally qualiĮĞĚ ĐŽŵmƵŶŝƚǇ ŚĞĂůƚŚ ĐĞŶƚĞƌ
StrombergArchitecture,Inc.
date: 7/04/25phase: schemaƟĐ ĚĞƐŝŐŶcopyright: © 2025 stromberg architecture, inc.

This document, as an instrument of service, is the property ofstromberg architecture, inc. signage plans
GeoTechnical Engineer: Bauer & Associates
Forestville, CA [707]-887-2505
Civil Engineer / Survey: Brelj & Race
Santa Rosa, CA [707]-576-1322
Structural Engineer: Tipping Structural Engineers
Berkeley, CA [510]-549-1906
Design / Build MEP: Wright ContracƟŶŐ
Santa Rosa, CA [707]-293-6834
Landscape Architect: RHAA Landscape Architects + Planners Mill Valley, CA [415]-383-7900
AcousƟĐ
ŶŐŝŶĞeƌ͗ CSDA Design Group
San Francisco, CA [415]-693-9800
Dental: Henry Schein Integrated Design Studio
New Berlin, WI [925]-413-1157
notforconstrucƟŽŶ
321 South Cloverdale Blvd.

Cloverdale, CA 95425
APN: 001-440-052-000
1'-41/2"
29'-1" 2'-0"
1"deep,powdercoatedaluminumleƩĞƌŝŶŐ͕
setoīϭͬϮΗĨƌŽŵĨĂĐĞŽĨďƵŝůĚŝŶŐ͕
non-illuminated
1'-4"
45'-11/4"
1'-0"
1"deep,powdercoatedaluminumleƩĞƌŝŶŐ͕
setoīϭͬϮΗĨƌŽŵĨĂĐĞŽĨĐĂŶŽƉǇ͕
non-illuminated
1"deep,powdercoatedaluminumaddress,
setoīϭͬϮΗĨƌŽŵĨĂĐĞŽĨďƵŝůĚŝŶŐ͕
externallyilluminated
scale:1/4"=1'-0"
2 signage-northelevaƟŽŶ
scale:1/4"=1'-0"
1 signage-eastelevaƟŽŶ
327
revision date descripƟŽŶ
north
sheet ƟƚůĞ͗
a-100
revision: project: consultants:

BIMcloud: strombergarchitecture - BIMcloud SoŌǁĂƌĞ ĂƐ Ă ^ĞƌǀŝĐĞͬs, Ͳ Ϯ ƐƚŽƌǇ 18215thStreet
Berkeley,CA94710
510-255-4520
www.strombergarchitecture.com

ALEXANDER VALLEY HEALTH &

WELLNESS CENTER
federally qualiĮĞĚ ĐŽŵmƵŶŝƚǇ ŚĞĂůƚŚ ĐĞŶƚĞƌ
StrombergArchitecture,Inc.
date: 7/04/25phase: schemaƟĐ ĚĞƐŝŐŶcopyright: © 2025 stromberg architecture, inc.

This document, as an instrument of service, is the property ofstromberg architecture, inc. site plan
GeoTechnical Engineer: Bauer & Associates
Forestville, CA [707]-887-2505
Civil Engineer / Survey: Brelj & Race
Santa Rosa, CA [707]-576-1322
Structural Engineer: Tipping Structural Engineers
Berkeley, CA [510]-549-1906
Design / Build MEP: Wright ContracƟŶŐ
Santa Rosa, CA [707]-293-6834
Landscape Architect: RHAA Landscape Architects + Planners Mill Valley, CA [415]-383-7900
AcousƟĐ
ŶŐŝŶĞeƌ͗ CSDA Design Group
San Francisco, CA [415]-693-9800
Dental: Henry Schein Integrated Design Studio
New Berlin, WI [925]-413-1157
notforconstrucƟŽŶ
321 South Cloverdale Blvd.

Cloverdale, CA 95425
APN: 001-440-052-000
pg&e
transformer
back-up
gnerator
parkinglot
lighƟŶŐ͕ƚǇƉ͘
outlineofsolar
carport,typ.,
max.1000sf
outlineofsolar
carport,typ.,
max.1000sf
outlineofsolar
carport,typ.,
max.1000sf
outlineofsolar
carport,typ.,
max.1000sf
sitefeatures,typ.
seelandscape
plans
trash
enclosure
south
cloverdale
blvd.
citrus fair drive (private)

FIRE LANE NO PARKING FIRE LANE NO PARKING
parkingrequirements:
-1vanaccessible-EVready
-1autoaccessible-EVready
-4autostandard-EVready
-19autostandard-EVcapable
-1vanaccessible
-8autoaccessible
-114autostandard
164totalparkingspots
[where109min.required]

FIRELANE

FIRE LANE

NO PARKING

NO PARKING
N
I
K
R
AP
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G
P
ON
I KRA
GN
ON
AP
KR
GNI
ON
AP
KR
GNI
FIRE
LANE

WASHINGTONSTREET

FIRELANE

FIRE LANE
FIRE
LANE
10'-0"min
switchgear
closet
1 SCALE:1"=30'
siteplan-architectural
328
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Į
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GeoTechnical Engineer: Bauer &
Associates
Forestville, CA [707]-887-2505
Civil Engineer / Survey: Brelj & Race
Santa Rosa, CA [707]-576-1322
Structural Engineer: Tipping Structural Engineers
Berkeley, CA [510]-549-1906
Design / Build MEP: Wright ContracƟŶŐ
Santa Rosa, CA [707]-293-6834
Landscape Architect: RHA
A Landscape Architects + Planners
Mill Valley, CA [415]-383-7900
AcousƟĐ
ŶŐŝŶĞeƌ͗ CSDA Design Group
San Francisco, CA [415]-693-9800
Dental: Henry Schein Integrated Design Studio
New Berlin, WI [925]-413-1157
not for construcƟŽŶ
3 2
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F
F
E
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G
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H
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L
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D
C
C
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B
4 4
3 3
2 2
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A
12'-0" 12'-0" 12'-0" 12'-0" 12'-0"
7 8'-0"
1 9'-6" 1
9'-6" 1
9'-6" 1
9'-6"
12'-0" 12'-0" 12'-0" 12'-0" 12'-0" 12'-0" 12'-0" 12'-0" 12'-0" 12'-0" 12'-0" 12'-0" 12'-0" 12'-0" 12'-0" 6'-0" 3'-9"
189'-9"
12'-0" 12'-0" 12'-0" 12'-0" 12'-0" 12'-0" 12'-0" 12'-0" 12'-0" 12'-0" 6'-0" 3'-9" ĮƌƐƚ ŇŽŽƌ ƚŽtĂů ĂƌĞĂ͗ ϭϯ͕ϰϲ4 ƐƋ Ō
glass storefront, typ.
glass storefront, typ.
glass storefront, typ.
storage 144
234 sq Ō
pharmacy (public) 117
317 sq Ō
oĸĐĞ ϭϰϲ
127 sq Ō
hall 135
165 sq Ō
storage 150
37 sq Ō
2 a-200
6 g-003
3 a-20
0 elev. shall
accommodate
medical stretcher
open oĸĐĞ ϭϬ1
652 sq Ō
mens toilet 111
187 sq Ō
womens toilet 113
188 sq Ō
janitor 112
33 sq Ō
so. co. lease space 102
1,345 sq Ō ĮŶ͘ ƐĞƌǀŝĐĞƐ ϭϬϰ
87 sq Ō
ĮŶ͘ ƐĞƌǀŝĐĞƐ ϭϬϯ
88 sq Ō
entry 100
1,338 sq Ō
recepƟŽŶ ϭϬϱ
108 sq Ō
b.o.h. 106
209 sq Ō
elev. mach. 107
44 sq Ō
elec. room 108
73 sq Ō
idf/mpoe 109
87 sq Ō
vaccines 115
468 sq Ō
laboratory 116
319 sq Ō
waiƟŶŐ ϭ1ϰ
197 sq Ō
oĸĐĞ ϭϭϵ
113 sq Ō
shared space 120
112 sq Ō
oĸĐĞ ϭϮ1
271 sq Ō
urgent care providers 123
1,173 sq Ō
soiled 124
82 sq Ō
clean 125
82 sq Ō paƟĞŶƚ ƚŽŝůĞƚ ϭϮϲ
71 sq Ō
mgr. oĸĐĞ ϭϮϴ
92 sq Ō
treatment room 129
146 sq Ō
treatment room 130
146 sq Ō
exam room 132
100 sq Ō
admin 133
791 sq Ō
call center 134
396 sq Ō
mgr. oĸĐĞ ϭϯϱ
93 sq Ō
mgr. oĸĐĞ ϭϯϳ
93 sq Ō
mgr. oĸĐĞ ϭϯϵ
93 sq Ō staī ƚŽŝůĞƚ ϭϰϬ
64 sq Ō
IT oĸĐĞ ϭϰ1
73 sq Ō
switchgear 142
170 sq Ō
ĮƌĞ ƌŝƐĞƌ ϭϰϯ
25 sq Ō
exam room 131
131 sq Ō
tenant toilet 145
62 sq Ō
staī ƚŽŝůĞƚ ϭϰϲ
50 sq Ō
pharmacy (staīͿ ϭ1ϴ
261 sq Ō
hallway 110
491 sq Ō
waste holding 110
18 sq Ō
1 a-300
1 a-300
2 a-30
0 2 a-30
0 4
a-20
0 ĮƌƐƚ ŇŽŽƌ ƉƌŽŐƌĂŵ ĂƌĞĂ
program
admin oĸĐĞƐ
b.o.h. / building systems
community room
ĮŶĂŶĐŝĂů ƐĞƌǀŝĐĞƐ
laboratory
lobby / hallway
pharmacy
recepƟŽŶ ͬ ǁĂŝƟŶŐ
restrooms
so. co. lease space
urgent care
vaccines
requested
area (sqŌͿ
1500
1597
365
200
400
800
477
1200
1248
400
designed
area (sqŌͿ
2,391
930
652
175
319
1,829
628
305
375
1,407
2,023
468
1 SCALE: 1/8" = 1'-0"
ĮƌƐƚ ŇŽŽƌ ƉůĂŶ Ͳ ƉƌŽŐƌĂŵŵĂƟĐ
329
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GeoTechnical Engineer: Bauer &
Associates
Forestville, CA [707]-887-2505
Civil Engineer / Survey: Brelj & Race
Santa Rosa, CA [707]-576-1322
Structural Engineer: Tipping Structural Engineers
Berkeley, CA [510]-549-1906
Design / Build MEP: Wright ContracƟŶŐ
Santa Rosa, CA [707]-293-6834
Landscape Architect: RHA
A Landscape Architects + Planners
Mill Valley, CA [415]-383-7900
AcousƟĐ
ŶŐŝŶĞeƌ͗ CSDA Design Group
San Francisco, CA [415]-693-9800
Dental: Henry Schein Integrated Design Studio
New Berlin, WI [925]-413-1157
not for construcƟŽŶ
3 2
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F
F
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G
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H
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J
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K
K
L
L
M
M
N
N
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2 a-200
12'-0" 12'-0" 12'-0" 12'-0" 12'-0" 12'-0" 12'-0" 12'-0" 12'-0" 12'-0" 12'-0" 12'-0" 12'-0" 12'-0" 12'-0" 6'-0" 3'-9" 7 8'-0"
1 9'-6" 1
9'-6" 1
9'-6" 1
9'-6"
189'-9"
12'-0" 12'-0" 12'-0" 12'-0" 12'-0" 12'-0" 12'-0" 12'-0" 12'-0" 12'-0" 12'-0" 12'-0" 12'-0" 12'-0" 12'-0" 6'-0" 3'-9" 189'-9"
second ŇŽoƌ ƚŽƚĂů ĂƌĞĂ͗ ϭϯ͕ϱϲϳ ƐƋ Ō
locker alcove 207
130 sq Ō
6 g-003
3 a-20
0 1
a-300
1 a-300
2 a-30
0 2 a-30
0 recepƟŽŶ ϮϬϭ
291 sq Ō
janitor 219
44 sq Ō
staī ůĂĐƚĂƟŽŶ Ϯϱϯ
66 sq Ō
m.e.p. 254
154 sq Ō
oĸĐĞ ϮϬϯ
737 sq Ō
staī ďƌĞĂŬ ϮϬϳ
820 sq Ō
public toilet 204
51 sq Ō
public toilet 205
52 sq Ō
staī ƚŽŝůĞƚ ϮϬϲ
65 sq Ō
upper hall 200
933 sq Ō dental open area 208
1,858 sq Ō
consult 209
119 sq Ō
oĸĐĞ Ϯϭϭ
141 sq Ō
pediatric exam 213
137 sq Ō
lab 214
94 sq Ō
equip. 215
21 sq Ō
storage 216
23 sq Ō
equip. 217
33 sq Ō
paƟĞŶƚ ƚŽŝůĞƚ Ϯϭϴ
48 sq Ō
medical hall 220
825 sq Ō
electrical 221
74 sq Ō
idf 222
80 sq Ō
medical staī Ϯ2ϯ
725 sq Ō
exam 224
117 sq Ō
exam 225
120 sq Ō
exam 226
114 sq Ō
exam 227
114 sq Ō
exam 228
114 sq Ō
exam 229
114 sq Ō
paƟĞŶƚ ƚŽŝůĞƚ ϮϯϬ
49 sq Ō
paƟĞŶƚ ƚŽŝůĞƚ Ϯϯϭ
49 sq Ō
exam 232
114 sq Ō
exam 233
114 sq Ō
exam 234
114 sq Ō
exam 235
114 sq Ō
exam 236
114 sq Ō
exam 237
114 sq Ō
exam 238
114 sq Ō
exam 239
114 sq Ō
oĸĐĞ Ϯϱϲ
281 sq Ō
dental / medical shared hallway 240
880 sq Ō
oĸĐĞ Ϯϰϭ
85 sq Ō
oĸĐĞ Ϯϰ2
71 sq Ō
shared sterilizaƟŽŶ Ϯϰϯ
298 sq Ō
clean 244
48 sq Ō
soiled 245
66 sq Ō
staī ƚŽŝůĞƚ Ϯϰϲ
74 sq Ō
b.h. oĸĐĞ Ϯϰϳ
84 sq Ō
b.h. oĸĐĞ Ϯϰϴ
101 sq Ō
b.h. oĸĐĞ Ϯϰϵ
109 sq Ō
b.h. shared space 250
212 sq Ō
b.h. oĸĐĞ Ϯϱϭ
134 sq Ō
b.h. oĸĐĞ Ϯϱ2
w 100 sq Ō aiƟŶŐ ϮϬϮ
322 sq Ō
storage 257
154 sq Ō
4 a-20
0 second ŇŽoƌ ƉƌŽŐƌĂŵ ĂƌĞĂ
program
b.o.h. / building systems
behavioral health
dental pod
hallway
medical pod
oĸĐĞƐ
recepƟŽŶ ͬ ǁĂŝƟŶŐ
restrooms
staī ďƌĞĂŬ ĂƌĞĂ
staī ďƌĞĂŬ ĂƌĞĂ
sterilizaƟŽŶ
requested
area (sqŌͿ
261
1774
2789
800
1000
1000
200
designed
area (sqŌͿ
506
740
2,474
880
3,253
1,174
1,546
177
130
951
412
1 SCALE: 1/8" = 1'-0"
second ŇŽoƌ ƉůĂŶ Ͳ ƉƌŽŐƌĂŵmĂƟĐ
330
revision date descripƟŽŶ
north
sheet ƟƚůĞ͗
a-112
revision: project: consultants:

BIMcloud: strombergarchitecture - BIMcloud SoŌǁĂƌĞ ĂƐ Ă ^ĞƌǀŝĐĞͬs, Ͳ Ϯ ƐƚŽƌǇ 18215thStreet
Berkeley,CA94710
510-255-4520
www.strombergarchitecture.com

ALEXANDER VALLEY HEALTH &

WELLNESS CENTER
federally qualiĮĞĚ ĐŽŵmƵŶŝƚǇ ŚĞĂůƚŚ ĐĞŶƚĞƌ
StrombergArchitecture,Inc.
date: 7/04/25phase: schemaƟĐ ĚĞƐŝŐŶcopyright: © 2025 stromberg architecture, inc.

This document, as an instrument of service, is the property ofstromberg architecture, inc. roof plan
GeoTechnical Engineer: Bauer & Associates
Forestville, CA [707]-887-2505
Civil Engineer / Survey: Brelj & Race
Santa Rosa, CA [707]-576-1322
Structural Engineer: Tipping Structural Engineers
Berkeley, CA [510]-549-1906
Design / Build MEP: Wright ContracƟŶŐ
Santa Rosa, CA [707]-293-6834
Landscape Architect: RHAA Landscape Architects + Planners Mill Valley, CA [415]-383-7900
AcousƟĐ
ŶŐŝŶĞeƌ͗ CSDA Design Group
San Francisco, CA [415]-693-9800
Dental: Henry Schein Integrated Design Studio
New Berlin, WI [925]-413-1157
notforconstrucƟŽŶ
321 South Cloverdale Blvd.

Cloverdale, CA 95425
APN: 001-440-052-000

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elevatoroverrun
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1 SCALE:1/8"=1'-0"
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331
revision date descripƟŽŶ
north
sheet ƟƚůĞ͗
a-200
revision: project: consultants:

BIMcloud: strombergarchitecture - BIMcloud SoŌǁĂƌĞ ĂƐ Ă ^ĞƌǀŝĐĞͬs, Ͳ Ϯ ƐƚŽƌǇ 18215thStreet
Berkeley,CA94710
510-255-4520
www.strombergarchitecture.com

ALEXANDER VALLEY HEALTH &

WELLNESS CENTER
federally qualiĮĞĚ ĐŽŵmƵŶŝƚǇ ŚĞĂůƚŚ ĐĞŶƚĞƌ
StrombergArchitecture,Inc.
date: 7/04/25phase: schemaƟĐ ĚĞƐŝŐŶcopyright: © 2025 stromberg architecture, inc.

This document, as an instrument of service, is the property ofstromberg architecture, inc. exterior elevaƟŽŶƐ
GeoTechnical Engineer: Bauer & Associates
Forestville, CA [707]-887-2505
Civil Engineer / Survey: Brelj & Race
Santa Rosa, CA [707]-576-1322
Structural Engineer: Tipping Structural Engineers
Berkeley, CA [510]-549-1906
Design / Build MEP: Wright ContracƟŶŐ
Santa Rosa, CA [707]-293-6834
Landscape Architect: RHAA Landscape Architects + Planners Mill Valley, CA [415]-383-7900
AcousƟĐ
ŶŐŝŶĞeƌ͗ CSDA Design Group
San Francisco, CA [415]-693-9800
Dental: Henry Schein Integrated Design Studio
New Berlin, WI [925]-413-1157
notforconstrucƟŽŶ
321 South Cloverdale Blvd.

Cloverdale, CA 95425
APN: 001-440-052-000

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revision: project: consultants:

BIMcloud: strombergarchitecture - BIMcloud SoŌǁĂƌĞ ĂƐ Ă ^ĞƌǀŝĐĞͬs, Ͳ Ϯ ƐƚŽƌǇ 18215thStreet
Berkeley,CA94710
510-255-4520
www.strombergarchitecture.com

ALEXANDER VALLEY HEALTH &

WELLNESS CENTER
federally qualiĮĞĚ ĐŽŵmƵŶŝƚǇ ŚĞĂůƚŚ ĐĞŶƚĞƌ
StrombergArchitecture,Inc.
date: 7/04/25phase: schemaƟĐ ĚĞƐŝŐŶcopyright: © 2025 stromberg architecture, inc.

This document, as an instrument of service, is the property ofstromberg architecture, inc. secƟŽŶƐ
GeoTechnical Engineer: Bauer & Associates
Forestville, CA [707]-887-2505
Civil Engineer / Survey: Brelj & Race
Santa Rosa, CA [707]-576-1322
Structural Engineer: Tipping Structural Engineers
Berkeley, CA [510]-549-1906
Design / Build MEP: Wright ContracƟŶŐ
Santa Rosa, CA [707]-293-6834
Landscape Architect: RHAA Landscape Architects + Planners Mill Valley, CA [415]-383-7900
AcousƟĐ
ŶŐŝŶĞeƌ͗ CSDA Design Group
San Francisco, CA [415]-693-9800
Dental: Henry Schein Integrated Design Studio
New Berlin, WI [925]-413-1157
notforconstrucƟŽŶ
321 South Cloverdale Blvd.

Cloverdale, CA 95425
APN: 001-440-052-000

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GeoTechnical Engineer: Bauer &
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Forestville, CA [707]-887-2505
Civil Engineer / Survey: Brelj & Race
Santa Rosa, CA [707]-576-1322
Structural Engineer: Tipping Structural Engineers
Berkeley, CA [510]-549-1906
Design / Build MEP: Wright ContracƟŶŐ
Santa Rosa, CA [707]-293-6834
Landscape Architect: RHA
A Landscape Architects + Planners
Mill Valley, CA [415]-383-7900
AcousƟĐ
ŶŐŝŶĞeƌ͗ CSDA Design Group
San Francisco, CA [415]-693-9800
Dental: Henry Schein Integrated Design Studio
New Berlin, WI [925]-413-1157
not for construcƟŽŶ
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LIMIT OF WORK S15°13'49"E 301.42'
N14°34'51"W 234.49'
N74°46'11"E 75.00'

POLICE STATION DRIVE

CITRUS FAIR DRIVE (PRIVATE) SOUTH WASHINGTON STREET

LIMIT OF WORK

PROPERTY LINE
19' WIDE PRIVATE ACCESS

IFO LOT A & PUE
60' WIDE PUBLIC ACCESS
& PUE IFO LOT A & LOT B
15' WIDE PUE

IFO LOT A & B

PRIVATE DRAINAGE
EASEMENT IFO LOT B 6' WIDE PUBLIC

SIDEWALK EASEMENT
(E) 15' WIDE PUE CITY OF

CLOVERDALE

FUTURE COMMUNITY

PARKLET

STREET PARKING

STORMWATER

PLANTING
AREA

STORMWATER

PLANTING AREA

STORMWATER

PLANTING AREA

SHADE TRELLIS

W/ SEATING

MEDITATION

GARDEN W/ SEATING

INFORMAL GARDEN

SEATING
BIKE RACKS (7)
PHASE 2 BUILDING

AREA W/ TEMPORARY

LANDSCAPING

PLANTED

BOLLARDS

DROP OFF AREA

SEATING

VISITOR GARDEN

W/ SEATING

CONCRETE PAVING

ENTRY PLAZA W/

SPECIAL PAVING

SPECIAL PAVING SPECIAL PAVING

SPECIAL PAVING

ARTISAN WALL

W/ MONUMENT

SIGNAGE

ORCHARD VISITOR

GARDENS

LINEAR PARKLET BOULDER SEAT

COMMUNITY PARKLET W/

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SEATING

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ADA STALL, TYP
.
.
.
.

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PLANTING AREA

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PLANTING AREA

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PLANTING AREA

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PLANTING AREA

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PLANTING AREA

STORMWATER

PLANTING AREA

TRANSFORMER

BOULDER SEAT

LIGHT POLE, TYP

LIGHT POLE, TYP
0 10' 20' 40'
Site Plan
L-1.00revision date description
north
sheet title: revision: project: consultants:

BIMcloud: strombergarchitecture - BIMcloud Software as a Service/AVH - 2 story 1821 5th Street
Berkeley, CA 94710
510-255-4520
www.strombergarchitecture.com ALEXANDER VALLEY HEALTH & WELLNESS CENTER federally qualified community health center Stromberg Architecture, Inc. date: 6/20/25 phase: schematic design / entitlements copyright: © 2025 stromberg architecture, inc. This document, as an instrument of service, is the property of stromberg architecture, inc. GeoTechnical Engineer: Bauer & Associates Forestville, CA [707]-887-2505 Civil Engineer / Survey: Brelj & Race Santa Rosa, CA [707]-576-1322 Structural Engineer: Tipping Structural Engineers Berkeley, CA [510]-549-1906 Design / Build MEP: Wright Contracting Santa Rosa, CA [707]-293-6834 Landscape Architect: RHAA Landscape Architects + Planners Mill Valley, CA [415]-383-7900 Acoustic Engineer: CSDA Design Group San Francisco, CA [415]-693-9800 Dental: Henry Schein Integrated Design Studio New Berlin, WI [925]-413-1157 not for construction
321 South Cloverdale Blvd.

Cloverdale, CA 95425
APN: 001-440-052-000
334
revision date descripƟŽŶ
north
sheet ƟƚůĞ͗
L-2.00
revision: project: consultants:

BIMcloud: strombergarchitecture - BIMcloud SoŌǁĂƌĞ ĂƐ Ă ^ĞƌǀŝĐĞͬs, Ͳ Ϯ ƐƚŽƌǇ 18215thStreet
Berkeley,CA94710
510-255-4520
www.strombergarchitecture.com

ALEXANDER VALLEY HEALTH &

WELLNESS CENTER
federally qualiĮĞĚ ĐŽŵmƵŶŝƚǇ ŚĞĂůƚŚ ĐĞŶƚĞƌ
StrombergArchitecture,Inc.
date: 7/04/25phase: schemaƟĐ ĚĞƐŝŐŶcopyright: © 2025 stromberg architecture, inc.

This document, as an instrument of service, is the property ofstromberg architecture, inc. planƟŶŐ ƉĂůlĞƩĞ Θ ŶŽƚĞƐ
GeoTechnical Engineer: Bauer & Associates
Forestville, CA [707]-887-2505
Civil Engineer / Survey: Brelj & Race
Santa Rosa, CA [707]-576-1322
Structural Engineer: Tipping Structural Engineers
Berkeley, CA [510]-549-1906
Design / Build MEP: Wright ContracƟŶŐ
Santa Rosa, CA [707]-293-6834
Landscape Architect: RHAA Landscape Architects + Planners Mill Valley, CA [415]-383-7900
AcousƟĐ
ŶŐŝŶĞeƌ͗ CSDA Design Group
San Francisco, CA [415]-693-9800
Dental: Henry Schein Integrated Design Studio
New Berlin, WI [925]-413-1157
notforconstrucƟŽŶ
321 South Cloverdale Blvd.

Cloverdale, CA 95425
APN: 001-440-052-000
QTY SYMBOL ABBR. SCIENTIFIC NAME COMMON NAME MATURE
HEIGHT
MATURE

WIDTH WUCOLS
TREES- ACE GRI ACER GRISEUM PAPERBARK MAPLE 25' 25'-0" MODERATE - ACE MAC ACER MACROPHYLLA BIG LEAF MAPLE 40' 30'-0" MODERATE - AES CAL AESCULUS CALIFORNICA CALIFORNIA BUCKEYE 30 30 LOW - CER CAN CERCIS CANADENSIS EASTERN REDBUD 25' 25' MODERATE - CER OCC CERCIS OCCIDENTALIS WESTERN REDBUD 15' 15'-0" LOW - CER BET CERCOCARPUS BETULOIDES MOUNTAIN IRONWOOD 10' 10'-0" LOW - CHI LIN CHILOPSIS LINEARIS 'TIMELESS

BEAUTY' MULTI-STEM

TIMELESS BEAUTY DESERT
WILLOW MULTI-STEM 20' 20'-0" LOW
- FRA BON FRAXINUS VELUTINA 'BONITA' BONITA ASH 35' 35' MODERATE - FRE CAL

FREMONTODENDRON

CALIFORNICA 'CALIFORNIA
GLORY'

CALIFORNIA GLORY
FLANNEL BUSH 20' 20' LOW
- PLA ACE PLATANUS ACERIFOLIA LONDON PLANE TREE 45' 35' LOW - PLA ACE PLATANUS RACEMOSA CALIFORNIA SYCAMORE 45' 35' LOW - PRU PER PRUNUS PERSICA 'HELEN

BORCHERS'

FRUITLESS PINK FLOWERING
PEACH 10' 10' MODERATE
- QUE KEL QUERCUS KELLOGI BLACK OAK 40' 40' LOW - QUE LOB QUERCUS LOBATA VALLEY OAK 40' 40' LOW NOTES:

1. IRRIGATION & PLANTING DESIGN WILL COMPLY WITH CALIFORNIA'S MODEL WATER EFFICIENT LANDSCAPE ORDINACE (MWELO) & APPLICABLE LOCAL CODE.

2. ALL PLANTING AREAS TO RECEIVE SOIL AMENDMENT BASED ON THE RECOMMENDATIONS OUTLINED IN SOIL REPORTS BY A SPECIFIED SOILS TESTING AGENCY FOR EACH SOIL TYPE. ALL PRODUCTIVE (EDIBLE) GARDENS TO RECEIVE CERTIFIED ORGANIC SOILS AND AMENDMENTS. ALL STORMWATER PLANTING AREAS TO RECEIVE AMENDED PLANTING SOIL THAT MEETS THE INFILTRATION RATES REQUIRED AND APPROVED BY CIVIL ENGINEERING AND LANDSCAPE ARCHITECT.

3. ALL PLANTING AREAS TO RECEIVE 6” OF AMENDED PLANTING SOIL, MINIMUM, UNLESS OTHERWISE SPECIFIED IN THE SOIL REPORT. ALL PLANTING AREAS TO RECEIVE 3” OF MULCH.

4. PLANTS AND TREES TO BE DROUGHT TOLERANT, NATIVE, AND/OR ADAPTED TO LOCAL CLIMATIC CONDITIONS.

5. IRRIGATION SYSTEM TO UTILIZE A WEATHER-BASED IRRIGATION CONTROLLER.

PLANTING PALETTE PLANTING PALETTE
revision date description
north
sheet title: revision: project: consultants:

Cloverdale, CA 95425
APN: 001-440-052-000
Planting Palette & Notes
L-2.00
335
revision date descripƟŽŶ
north
sheet ƟƚůĞ͗
c-101
revision: project: consultants:

BIMcloud: strombergarchitecture - BIMcloud SoŌǁĂƌĞ ĂƐ Ă ^ĞƌǀŝĐĞͬs, Ͳ Ϯ ƐƚŽƌǇ 18215thStreet
Berkeley,CA94710
510-255-4520
www.strombergarchitecture.com

ALEXANDER VALLEY HEALTH &

WELLNESS CENTER
federally qualiĮĞĚ ĐŽŵmƵŶŝƚǇ ŚĞĂůƚŚ ĐĞŶƚĞƌ
StrombergArchitecture,Inc.
date: 7/04/25phase: schemaƟĐ ĚĞƐŝŐŶcopyright: © 2025 stromberg architecture, inc.

This document, as an instrument of service, is the property ofstromberg architecture, inc. grading plan
GeoTechnical Engineer: Bauer & Associates
Forestville, CA [707]-887-2505
Civil Engineer / Survey: Brelj & Race
Santa Rosa, CA [707]-576-1322
Structural Engineer: Tipping Structural Engineers
Berkeley, CA [510]-549-1906
Design / Build MEP: Wright ContracƟŶŐ
Santa Rosa, CA [707]-293-6834
Landscape Architect: RHAA Landscape Architects + Planners Mill Valley, CA [415]-383-7900
AcousƟĐ
ŶŐŝŶĞeƌ͗ CSDA Design Group
San Francisco, CA [415]-693-9800
Dental: Henry Schein Integrated Design Studio
New Berlin, WI [925]-413-1157
notforconstrucƟŽŶ
321 South Cloverdale Blvd.

Cloverdale, CA 95425
APN: 001-440-052-000
revision date description
sheet title: revision: project: consultants:
1821 5th Street
Berkeley, CA 94710
510-255-4520
www.strombergarchitecture.com ALEXANDER VALLEY HEALTH & WELLNESS CENTER federally qualified community health center Stromberg Architecture, Inc. date: JUNE 2025 phase: schematic design / entitlements copyright: © 2025 stromberg architecture, inc. This document, as an instrument of service, is the property of stromberg architecture, inc. GeoTechnical Engineer: Bauer & Associates Forestville, CA [707]-887-2505 Civil Engineer / Survey: Brelj & Race Santa Rosa, CA [707]-576-1322 Structural Engineer: Tipping Structural Engineers Berkeley, CA [510]-549-1906 Design / Build MEP: Wright Contracting Santa Rosa, CA [707]-293-6834 Landscape Architect: RHAA Landscape Architects + Planners Mill Valley, CA [415]-383-7900 Acoustic Engineer: CSDA Design Group San Francisco, CA [415]-693-9800 Dental: Henry Schein Integrated Design Studio New Berlin, WI [925]-413-1157 321 South Cloverdale Blvd. Cloverdale, CA 95425 APN: 001-440-052-000 Brelje&Race
www.brce.com
Santa Rosa, CA 95403
475 Aviation Boulevard, Suite 120
v: 707-576-1322
f: 707-576-0469

CONSULTING ENGINEERS

GRADING PLAN
C-101
336
revision date descripƟŽŶ
north
sheet ƟƚůĞ͗
c-102
revision: project: consultants:

BIMcloud: strombergarchitecture - BIMcloud SoŌǁĂƌĞ ĂƐ Ă ^ĞƌǀŝĐĞͬs, Ͳ Ϯ ƐƚŽƌǇ 18215thStreet
Berkeley,CA94710
510-255-4520
www.strombergarchitecture.com

ALEXANDER VALLEY HEALTH &

WELLNESS CENTER
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GeoTechnical Engineer: Bauer & Associates
Forestville, CA [707]-887-2505
Civil Engineer / Survey: Brelj & Race
Santa Rosa, CA [707]-576-1322
Structural Engineer: Tipping Structural Engineers
Berkeley, CA [510]-549-1906
Design / Build MEP: Wright ContracƟŶŐ
Santa Rosa, CA [707]-293-6834
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San Francisco, CA [415]-693-9800
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New Berlin, WI [925]-413-1157
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321 South Cloverdale Blvd.

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federally qualiĮĞĚ ĐŽŵmƵŶŝƚǇ ŚĞĂůƚŚ ĐĞŶƚĞƌ
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date: 7/04/25phase: schemaƟĐ ĚĞƐŝŐŶcopyright: © 2025 stromberg architecture, inc.

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GeoTechnical Engineer: Bauer & Associates
Forestville, CA [707]-887-2505
Civil Engineer / Survey: Brelj & Race
Santa Rosa, CA [707]-576-1322
Structural Engineer: Tipping Structural Engineers
Berkeley, CA [510]-549-1906
Design / Build MEP: Wright ContracƟŶŐ
Santa Rosa, CA [707]-293-6834
Landscape Architect: RHAA Landscape Architects + Planners Mill Valley, CA [415]-383-7900
AcousƟĐ
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San Francisco, CA [415]-693-9800
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New Berlin, WI [925]-413-1157
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321 South Cloverdale Blvd.

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Berkeley,CA94710
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ALEXANDER VALLEY HEALTH &

WELLNESS CENTER
federally qualiĮĞĚ ĐŽŵmƵŶŝƚǇ ŚĞĂůƚŚ ĐĞŶƚĞƌ
StrombergArchitecture,Inc.
date: 7/04/25phase: schemaƟĐ ĚĞƐŝŐŶcopyright: © 2025 stromberg architecture, inc.

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GeoTechnical Engineer: Bauer & Associates
Forestville, CA [707]-887-2505
Civil Engineer / Survey: Brelj & Race
Santa Rosa, CA [707]-576-1322
Structural Engineer: Tipping Structural Engineers
Berkeley, CA [510]-549-1906
Design / Build MEP: Wright ContracƟŶŐ
Santa Rosa, CA [707]-293-6834
Landscape Architect: RHAA Landscape Architects + Planners Mill Valley, CA [415]-383-7900
AcousƟĐ
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San Francisco, CA [415]-693-9800
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New Berlin, WI [925]-413-1157
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321 South Cloverdale Blvd.

CONSULTING ENGINEERS

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City Council/Successor
Agency
Agenda Item Summary
Agenda Item: H.1
Meeting Date: Nov. 12, 2025
Agenda Section:

New Business
Staff Contact:

Mike Maloney, City Clerk
Alex Mog, City Attorney
Agenda Item Title:

Review and Discussion of Proposed Updated City Council Governance Manual Recommended Council Action(s):

Staff recommends that the City Council review the updated City Council Governance Manual and, after discussion, provide direction to staff regarding any desired revisions, additions, or formatting changes prior to bringing the document forward for Council consideration. ________________________________________________________________________________________ Background:

The City Council Governance Manual serves as the procedural and policy guide for the City Council, establishing standards for governance, meeting conduct, and interaction between Council, staff, and the community. The current version of the Governance Manual was last formally adopted in 2011 and no longer fully reflects the way the Council conducts business. In 2021, the former City Manager, former City Clerk, and staff began drafting substantial updates to modernize the manual’s content. For reasons that are unclear, though likely due to staff turnover, progress on that effort halted before a revised version was completed. Recognizing the continued need for an updated and functional document, the City Clerk initiated a comprehensive overhaul of the Governance Manual in 2025. This effort used the 2011 manual with their 2021 drafts as a foundation, drawing on Councilmember feedback and recommendations, updating procedures to reflect current practice, and integrating governance policies from neighboring and comparable jurisdictions as well as larger municipalities. The draft was reviewed by the City Attorney, whose legal and procedural updates have been included in the current version.

After an exhaustive process that integrated best practices, modernized procedures, and improved organization, the resulting draft more accurately reflects how the City Council and staff operate. Consistent with Council direction, the revised manual is less prescriptive and more adaptable, providing clear guidance while maintaining flexibility in daily governance. Staff’s goal is to bring forward a finalized version for formal adoption at the December 10, 2025 City Council meeting, ensuring the updated manual is in place prior to 2026. This updated manual also consolidates procedural guidance for the Planning Commission, replacing its current Rules and Regulations to create one comprehensive governance document for the City. ________________________________________________________________________________________ Summary:

The City Council Governance Manual has been comprehensively updated to reflect current practices, Council preferences, and legal guidance. Staff is presenting the draft for Council review and discussion to ensure it accurately represents the City’s governance procedures. Council’s Direction will guide any final revisions before the document is brought back for Council consideration at the December 10, 2025 meeting. ________________________________________________________________________________________ 340
City Council/Successor Agency Agenda Item Summary

Page 2 of 2 ends

Options:

1. Provide feedback and direction on revisions to the updated Governance Manual and authorize staff to bring the revised document back for Council consideration and possible adoption at the December 10, 2025 meeting.

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

None.
_______________________________________________________________________________________ Attachments:

1. Proposed Governance Manual

2. Current Governance Manual
341
1 CLOVERDALE

CITY COUNCIL
GOVERNANCE MANUAL: PROCEDURES, PROTOCOLS, AND RULES OF CONDUCT Adopted October X, 2025
Resolution No. XXX-2025
342

Cloverdale City Council and Planning Commission Governance Manual 2 TABLE OF CONTENTS
1 INTRODUCTION..........................................................................................................................6

1.1 PURPOSE & SCOPE...........................................................................................................6 2 CITY INFORMATION ...................................................................................................................6

2.1 MISSION, VISION AND VALUES.........................................................................................6

2.1.1 MISSION..........................................................................................................................7

2.1.2 VISION.............................................................................................................................7

2.1.3 VALUES...........................................................................................................................7

2.2 GENERAL LAW CITY ..........................................................................................................7

2.3 COUNCIL-MANAGER FORM OF GOVERNMENT .............................................................. 7

2.3.1 City Council (Elected).......................................................................................................7

2.3.2 City Manager (Appointed).................................................................................................8 3 COUNCIL/COMMISSION INFORMATION ...................................................................................8

3.1 ORGANIZATION..................................................................................................................8

3.2 BODY ROLES......................................................................................................................8

3.2.1 CITY COUNCIL (CITY GOVERNMENT) .......................................................................... 8

3.2.2 CLOVERDALE COMMUNITY DEVELOPMENT SUCCESSOR AGENCY........................ 9

3.2.3 PLANNING COMMISSION (LAND USE REVIEW AUTHORITY)...................................... 9

3.3 COMPENSATION AND BENEFITS......................................................................................9

3.3.1 COUNCIL.........................................................................................................................9

3.3.2 COMMISSION................................................................................................................10

3.3.3 SUSPENSIONS .............................................................................................................10

3.4 ELIGIBILITY REQUIREMENTS.......................................................................................... 10

3.4.1 COUNCIL.......................................................................................................................10

3.4.2 COMMISSION................................................................................................................10

3.5 COUNCIL ELECTIONS...................................................................................................... 10

3.6 VACANCIES ......................................................................................................................10

3.6.1 COUNCIL.......................................................................................................................10

3.6.2 COMMISSION................................................................................................................11

3.7 ASSUMING OFFICE.......................................................................................................... 11

3.7.1 COUNCIL.......................................................................................................................11

3.7.2 COMMISSION................................................................................................................11

3.8 INDIVIDUAL TERM AND TERM LIMITS ............................................................................ 11

3.8.1 COUNCIL.......................................................................................................................11

3.8.2 COMMISSION................................................................................................................11

3.9 TRAINING..........................................................................................................................11

3.9.1 COUNCIL.......................................................................................................................11 343

Cloverdale City Council and Planning Commission Governance Manual 3 3.9.2 COMMISSION................................................................................................................12

3.10 SUBCOMMITTEE AND REGIONAL BOARD APPOINTMENTS ........................................ 12

3.11 OFFICER ROLES ..............................................................................................................12

3.11.1 MAYOR......................................................................................................................13

3.11.2 VICE MAYOR.............................................................................................................13

3.11.3 PLANNING COMMISSION CHAIR............................................................................. 13

3.11.4 PLANNING COMMISSION VICE CHAIR.................................................................... 14

3.12 ROLES IN AN EMERGENCY............................................................................................. 14

3.12.1 COUNCIL ...................................................................................................................14

3.12.2 COMMISSION............................................................................................................14 4 COMMUNICATIONS..................................................................................................................15

4.1 INTERACTION WITH CITY STAFF.................................................................................... 15

4.2 COUNCIL-COMMISSION INTERACTION.......................................................................... 15

4.3 COLLECTIVE RESPONSIBILITY....................................................................................... 16

4.4 PERSONAL EXPRESSION / LOCAL AFFAIRS ................................................................. 16

4.5 WRITTEN COMMUNICATIONS......................................................................................... 16

4.6 SOCIAL MEDIA..................................................................................................................17 5 LEGISLATIVE POLICY...............................................................................................................17

5.1 GENERAL..........................................................................................................................17 6 MANDATES ...............................................................................................................................18

6.1 CONFLICT OF INTEREST................................................................................................. 18

6.1.1 POLITICAL REFORM ACT............................................................................................. 18

6.1.2 CALIFORNIA GOVERNMENT CODE 1090.................................................................... 18

6.1.3 OTHER ..........................................................................................................................18

6.2 ETHICS TRAINING (AB1234) ............................................................................................ 19

6.2.1 REQUIREMENT.............................................................................................................19

6.2.2 EXPIRATION .................................................................................................................19

6.3 SEXUAL HARASSMENT PREVENTION TRAINING (AB1661).......................................... 19

6.3.1 REQUIREMENT.............................................................................................................19

6.3.2 EXPIRATION .................................................................................................................19

6.4 CALIFORNIA PUBLIC RECORDS ACT ............................................................................. 19

6.5 RALPH M. BROWN ACT.................................................................................................... 20 7 ADMINISTRATIVE SUPPORT ................................................................................................... 21

7.1 CITY MANAGER’S OFFICE............................................................................................... 21

7.2 CITY ATTORNEY’S OFFICE.............................................................................................. 21

7.3 CITY CLERK’S OFFICE..................................................................................................... 21

7.4 E-MAIL...............................................................................................................................22

7.5 ISSUANCES ......................................................................................................................22 344

Cloverdale City Council and Planning Commission Governance Manual 4 7.5.1 ELECTRONIC DEVICES................................................................................................ 22

7.5.2 IDENTIFICATION CARDS.............................................................................................. 22

7.5.3 OTHER CITY PROPERTY ............................................................................................. 22 8 MEETINGS.................................................................................................................................23

8.1 PARLIAMENTARY PROCEDURE ..................................................................................... 23

8.2 TYPES AND FREQUENCY................................................................................................ 23

8.2.1 REGULAR MEETINGS .................................................................................................. 23

8.2.2 SPECIAL MEETINGS..................................................................................................... 24

8.2.3 EMERGENCY MEETINGS............................................................................................. 24

8.2.4 WORK SESSIONS.........................................................................................................24

8.2.5 JOINT MEETINGS ......................................................................................................... 24

8.2.6 SUBCOMMITTEE MEETINGS....................................................................................... 24

8.2.7 REGIONAL MEETINGS ................................................................................................. 25

8.2.8 AD HOC MEETINGS...................................................................................................... 25

8.2.9 OTHER ..........................................................................................................................25

8.3 QUORUM...........................................................................................................................25

8.4 ATTENDANCE...................................................................................................................26

8.4.1 UNEXCUSED ABSENCES............................................................................................. 26

8.4.2 EXCUSED ABSENCES.................................................................................................. 26

8.4.3 REMOTE PARTICIPATION............................................................................................ 26

8.5 ATTENDANCE BY THE PUBLIC ....................................................................................... 27

8.6 SEATING ARRANGEMENTS ............................................................................................ 27

8.7 DRESS CODE ...................................................................................................................27

8.8 DUTY TO VOTE.................................................................................................................27

8.9 STAFF ROLES AT COUNCIL MEETINGS......................................................................... 28

8.9.1 CITY MANAGER............................................................................................................28

8.9.2 CITY ATTORNEY...........................................................................................................28

8.9.3 CITY CLERK ..................................................................................................................28

8.9.4 DEPARTMENT HEADS AND STAFF............................................................................. 28

8.10 STAFF ROLES AT PLANNING COMMISSION MEETINGS............................................... 28

8.10.1 COMMUNITY DEVELOPMENT DIRECTOR .............................................................. 28

8.10.2 CITY PLANNER ......................................................................................................... 28

8.10.3 CITY CLERK ..............................................................................................................29

8.11 AGENDAS .........................................................................................................................29

8.11.1 PREPARATION OF AGENDAS:................................................................................. 29

8.11.2 PLACEMENT OF ITEMS ON AGENDAS:................................................................... 29

8.12 AGENDA ORDER ..............................................................................................................30

8.13 AGENDA ITEMS................................................................................................................30 345

Cloverdale City Council and Planning Commission Governance Manual 5 8.13.1 CLOSED SESSION.................................................................................................... 30

8.13.2 OPEN SESSION ........................................................................................................ 30

8.13.3 OPENING PUBLIC SESSION .................................................................................... 30

8.13.4 PUBLIC COMMENTS................................................................................................. 31

8.13.5 STUDENT LIAISON REPORT.................................................................................... 31

8.13.6 PROCLAMATIONS & RECOGNITIONS..................................................................... 31

8.13.7 PRESENTATIONS ..................................................................................................... 32

8.13.8 CONSENT CALENDAR.............................................................................................. 32

8.13.9 PUBLIC HEARINGS................................................................................................... 32

8.13.10 NEW BUSINESS........................................................................................................ 32

8.13.11 COUNCILMEMBER REPORTS.................................................................................. 33

8.13.12 LEGISLATIVE REPORTS, LETTERS OF SUPPORT/OPPOSITION.......................... 33

8.13.13 STAFF REPORTS...................................................................................................... 33

8.13.14 DIRECTION ON FUTURE AGENDA ITEMS............................................................... 33

8.13.15 ADJOURNMENT........................................................................................................ 33

8.14 MEETING MINUTES.......................................................................................................... 34 9 CODE OF ETHICS .....................................................................................................................35

9.1 PREAMBLE .......................................................................................................................35

9.2 ACT IN THE PUBLIC INTEREST ....................................................................................... 35

9.3 COMPLY WITH THE LAW ................................................................................................. 35

9.4 CONDUCT OF MEMBERS ................................................................................................ 36

9.5 GIFTS AND FAVORS ........................................................................................................ 36

9.6 CONFIDENTIAL INFORMATION ....................................................................................... 36

9.7 USE OF PUBLIC RESOURCE........................................................................................... 37

9.8 CONFLICT OF INTEREST................................................................................................. 37

9.9 POSITIVE WORKPLACE ENVIRONMENT........................................................................ 37

9.10 COMPLIANCE, INVESTIGATION, AND ENFORCEMENT................................................. 37

9.10.1 COMPLAINTS OF POLICY VIOLATIONS .................................................................. 37

9.10.2 POTENTIAL ACTIONS............................................................................................... 38

9.10.3 DUE PROCESS ......................................................................................................... 40

9.10.4 DE-ESCALATION/INFORMAL RESOLUTION............................................................ 40

9.10.5 VIOLATIONS OF LAW ............................................................................................... 40 10 CLERICAL EDITS / CONFORMING UPDATES.......................................................................... 41 11 FAILURE TO OBSERVE RULES................................................................................................ 41 12 INCONSISTENCIES...................................................................................................................41 13 SEVERABILITY..........................................................................................................................41

346

Cloverdale City Council and Planning Commission Governance Manual 6 1 INTRODUCTION

1.1 PURPOSE & SCOPE
This governance manual is a comprehensive document, approved by official resolution, that outlines the currently accepted practices, principles, policies, structures, roles, and procedures by which the City of Cloverdale (“City”) operates in order to promote good governance and provide clarity on how the municipality conducts its affairs. It serves as a practical guide for elected officials to ensure transparency, accountability, and effective decision-making. This manual applies to the City Council, Council Subcommittees, Ad Hoc Committees, Boards, and the Planning Commission.

The City Council is authorized to establish rules for the conduct of its proceedings and to govern the conduct of its members and subordinate legislative bodies. This manual serves as the written record of those rules and guidelines, adopted to support orderly governance, public trust, and consistent application of local procedures. The policies and expectations outlined in this manual apply to the Planning Commission to the extent they are consistent with applicable state laws, the Cloverdale Municipal Code, and the Planning Commission’s advisory role. (Government Code §36813)
This Governance Manual was adopted by resolution of the City Council and may not be altered or amended except by formal Council review and adoption. City staff may, however, make nonsubstantive administrative revisions as needed to ensure accuracy, correct formatting, or maintain legal compliance, provided such changes remain consistent with the spirit and intent of the originally adopted document. To the extent anything in this Governance Manual conflicts with state or federal law, those laws shall control.
2 CITY INFORMATION

2.1 MISSION, VISION AND VALUES
A public-facing municipal mission statement is more than symbolic. It is a foundational element of good governance that articulates what Cloverdale’s leadership, including the City Council and Senior Staff, strives to accomplish while reflecting the community’s local character and shared values. This strategic clarity forms the basis for setting goals, evaluating performance, guiding budget decisions, and considering new programs.

The City’s Mission, Vision, and Values should serve as touchstones for all governance decisions.

Councilmembers and staff are encouraged to ask: Does this action advance our mission? Are we remaining true to our core values and long-term vision? Are we serving the community equitably, transparently, and effectively?
347

Cloverdale City Council and Planning Commission Governance Manual 7 2.1.1 MISSION
Deliver exceptional public services while preserving Cloverdale’s character, natural beauty, and inclusive small-town spirit.

2.1.2 VISION
To be a healthy, diverse, and family-centered community that honors its heritage while embracing sustainable growth and opportunity.

2.1.3 VALUES
Excellence, Equity, Efficiency, Integrity, Innovation, Transparency, Sustainability (We act with integrity, communicate openly, seek creative solutions, support a thriving community, use resources responsibly, work towards equality, and strive for quality and professionalism in all we do.)

2.2 GENERAL LAW CITY
California law recognizes two types of cities: General Law and Charter cities. Approximately 20% of California’s 480+ cities—mostly larger ones—are Charter cities, governed by their own voterapproved charters, unless state law specifically applies. These cities generally have broader local authority and may exercise powers not explicitly outlined in state law.

Cloverdale, like 80% of California cities, is a General Law city. Its council structure, planning procedures, and many aspects of governance are defined by State law. The City's Municipal Code contains its local laws, but as an incorporated city, certain powers are vested in the elected City Council by State Code. These powers include taxing, setting service fees, , regulating land use, and adopting laws regulating conduct. The Council’s authority directly impacts the lives and property of Cloverdale residents.

2.3 COUNCIL-MANAGER FORM OF GOVERNMENT
The City of Cloverdale follows a Council-Manager form of government, where the elected City Council sets policy and direction, and the City Manager handles day-to-day operations and implements Council decisions. The Council oversees only the City Manager and City Attorney, who both serve at its pleasure. All other staff, including contractors and consultants, ultimately report to the City Manager, who also serves as Executive Director of the Community Development Successor Agency.

2.3.1 City Council (Elected)
• Serves as the Legislative body.
• Sets policies, passes ordinances, adopts budgets, and represents the public. • Composed of five councilmembers, elected at-large. Two councilmembers are selected by the Council to serve as Mayor and Vice-Mayor. 348

Cloverdale City Council and Planning Commission Governance Manual 8 2.3.2 City Manager (Appointed)
• Serves as the Executive Branch.
• Appointed by the City Council based on professional qualifications. • Acts as the Chief Executive Officer of the city.
• Responsible for:
o Overseeing daily operations of all departments.
o Implementing council policies.
o Managing the budget.
o Hiring and firing department heads.
• Intended to be non-political and focus on efficiency, effectiveness, and professionalism.

The advantages of this form of government are as follows:
• Professional management brings expertise and continuity. • Clear separation of powers: Elected officials focus on policy; the manager focuses on administration.
• Reduced political interference in day-to-day operations. • Results in more stable and efficient government.
3 COUNCIL/COMMISSION INFORMATION

3.1 ORGANIZATION
The Cloverdale City Council is comprised of five Councilmembers, each elected at large, on a nonpartisan basis, by eligible voters during the General Municipal Election. The City Council appoints the Mayor and Vice Mayor annually at its first regular meeting in December. Each Councilmember serves a four-year term and represents the City as a whole.

The Planning Commission is comprised of five regular members and two alternate members. All Commissioners are appointed by the Mayor and confirmed by the City Council. Regular members serve four-year terms, and alternates serve two-year terms. Alternates may be seated when a regular member is absent, with rotation between the two alternates. Commissioners serve at the pleasure of the City Council and may be removed or reappointed. (Municipal Code Chapter 2.36)

3.2 BODY ROLES

3.2.1 CITY COUNCIL (CITY GOVERNMENT)
The City Council is the legislative branch of municipal government. It provides the policy direction of the City. This includes establishing and revising City codes; setting shortand long-term goals and objectives for the City; and monitoring the administrative/executive branch by hiring and overseeing the performance of the City 349

Cloverdale City Council and Planning Commission Governance Manual 9 Manager and City Attorney. The City Council may undertake any action related to city affairs unless such actions are explicitly forbidden or preempted by state or federal law.

Specifically, the Council has the authority, in the name of the City, to perform all acts appropriate to a municipal corporation and necessary for the general welfare of its residents, as long as such acts are not prohibited by the Constitution or laws of the State of California. Councilmembers may not simultaneously hold two public offices that are incompatible. Offices are considered incompatible if:
• There is any significant clash of duties between the two offices, • The dual office holding would be improper due to public policy concerns, or • One office exercises supervisory, audit, or removal power over the other.

3.2.2 CLOVERDALE COMMUNITY DEVELOPMENT SUCCESSOR AGENCY The City has a Community Development Successor Agency within its jurisdiction, and City Councilmembers also serve as its governing board. In this capacity, they are responsible for overseeing the completion of the outstanding obligations of the former redevelopment agency . Although the redevelopment agency has been dissolved, the successor agency remains a distinct legal entity, with all actions taken separately from regular City Council business.

3.2.3 PLANNING COMMISSION (LAND USE REVIEW AUTHORITY)
The Planning Commission is comprised of five members and two alternates, appointed by the City Council to review and make decisions on land use matters, such as development proposals, use permits, and zoning-related issues. The Commission also makes recommendations to the
City Council on General Plan amendments, rezoning applications, and major planning policies. As an advisory body, it plays a key role in shaping the physical and environmental future of Cloverdale in accordance with state law and local ordinance. Its actions must be consistent with the City’s adopted planning documents and are guided by principles of transparency, fairness, and public input. Alternates may participate in Commission discussions, but may only vote when serving in place of an absent member. (Municipal Code Ch. 2.36)

3.3 COMPENSATION AND BENEFITS

3.3.1 COUNCIL
Councilmembers receive a monthly salary of $950 consistent with the requirements of the Government Code. (Government Code §36516. Ord. 757-2024 § 1, Ord. 709-2016 § 1, 2016: Ord. 525-98, 1998)
Councilmembers are eligible for fringe benefits as allowed to non-safety City employees generally, including, but not limited to, health insurance benefits for eligible dependents, as allowed by general law. (Municipal Code Ch. 2.04. Ord. 626-2004 § 1, 350

Cloverdale City Council and Planning Commission Governance Manual 10 2004: Ord. 411-86 § 3, 1986) Although Councilmembers receive certain benefits and compensation, they are not employees of the City.

3.3.2 COMMISSION
Planning Commissioners receive compensation in the amount of $50 per meeting attended.

3.3.3 SUSPENSIONS
Stipends and compensations are suspended if either of the required Ethics (Gov. Code §53234) or Harassment (Gov. Code §53237.1) training courses are more than 60 days overdue, with no retroactive payment.

3.4 ELIGIBILITY REQUIREMENTS

3.4.1 COUNCIL
In order to be eligible to hold Council office in Cloverdale as a member of a municipal body, a person must be a U.S. citizen, 18 years of age on or before Election Day, and a registered voter of the City of Cloverdale at the time nomination papers are issued for his or her candidacy, and shall continue to reside in the City of Cloverdale during the term of office. A person is disqualified from holding any office upon conviction of designated crimes as specified in the California Constitution and laws of California. (Government Code §34882, §34904, §36502, §1021)

3.4.2 COMMISSION
Planning Commissioners must be a U.S. citizen, 18 years of age, residents of the City of Cloverdale, appointed by the Mayor, and confirmed by the City Council.

3.5 COUNCIL ELECTIONS
General Municipal Elections are held in even-numbered years to elect City Councilmembers and address local ballot measures. Councilmembers serve staggered four-year terms, with either two or three seats up for election at each cycle. The City Clerk coordinates with the County Registrar of Voters to ensure compliance with state law, manage candidate filings, and certify results.

Additional elections may be held to fill vacancies or consider urgent matters, as authorized by law.

3.6 VACANCIES

3.6.1 COUNCIL
A City Council seat becomes vacant under certain conditions, including death, resignation, recall, felony conviction, disqualification, extended unexcused absences, loss of residency, or failure to qualify. The City Council must either fill the vacancy by appointment or call a special election within 60 days from the commencement of the 351

Cloverdale City Council and Planning Commission Governance Manual 11 vacancy. Depending on when the vacancy occurs, either an individual appointed to fill a vacancy will serve out the remainder of the term or a special election to fill the remainder of the term will occur at the next regular municipal election.

3.6.2 COMMISSION
If a vacancy occurs on the Planning Commission, the most senior Alternate Planning Commissioner shall be seated to fill the vacancy for the remainder of the unexpired term. The City will then initiate a recruitment process to fill the open Alternate seat. If no Alternate is available or eligible, the City Council may appoint a new Commissioner directly in accordance with standard procedures.

3.7 ASSUMING OFFICE

3.7.1 COUNCIL
Following the Certification of Election by the Registrar of Voters, the City Clerk shall present the certified results to the City Council. The Council must adopt a resolution accepting the results, after which the newly elected Councilmembers will be formally sworn into office.

3.7.2 COMMISSION
Similarly, newly appointed Planning Commissioners must take the oath of office prior to participating in any official action.

3.8 INDIVIDUAL TERM AND TERM LIMITS

3.8.1 COUNCIL
Councilmembers serve staggered four-year terms, with regular elections held during the General Municipal Election in November of even-numbered years. Three Council seats are filled at one election, and the remaining two at the subsequent election. There are no term limits.

3.8.2 COMMISSION
Planning Commissioners are appointed by the City Council to serve four-year terms.

Terms are staggered to maintain continuity. Commissioners may be reappointed at the discretion of the City Council, and there are no term limits. Alternate Commissioners serve a two-year term.

3.9 TRAINING

3.9.1 COUNCIL
352

Cloverdale City Council and Planning Commission Governance Manual 12 The City of Cloverdale values ongoing training, professional development, and conference participation for Councilmembers to enhance leadership, stay informed on public policy, and foster regional collaboration. To support this, the City allocates a predetermined travel and training budget that is evenly divided among the five Councilmembers. This allotment is intended to support registration fees, lodging, and related travel expenses as outlined in the City’s Travel, Advance, and Reimbursement Policy. Councilmembers should coordinate their use of this budget with the City Manager and Finance Department to ensure expenses remain within the allocated amount and comply with the policy’s criteria for eligibility, advance requests, and reimbursement requirements. Out-of-state or international travel, or expenses exceeding the annual allocation, require formal approval by the City Council.

In addition to the individual training allocation, a separate pooled amount is designated specifically to cover Councilmember attendance at Sonoma County Mayors and Councilmembers Association meetings and dinners; and when attending regional boards, committees, or agencies to which they have been formally appointed as City representatives.

3.9.2 COMMISSION
Planning Commissioners also benefit from City-supported training and development, but their budget is managed collectively, not on a per-person basis. Commissioners should coordinate any conference or training participation with the City Manager or Community Development Director, who will assess requests based on budget availability, training alignment with Commission duties, and overall value to the City.

3.10 SUBCOMMITTEE AND REGIONAL BOARD APPOINTMENTS
At the beginning of each calendar year, typically during the first regular meeting in January, the Council will review a comprehensive list of all Council subcommittees, regional boards, and agency appointments that require Council representation. The City Council then reviews and assigns members to each role by consensus, with final appointments approved by formal action.

These appointments are generally for one-year terms, or until new assignments are made. The process ensures balanced participation and provides opportunities for Councilmembers to contribute in areas aligned with their interests or expertise, while maintaining continuity in representation across local and regional partnerships.

3.11 OFFICER ROLES
While the Mayor and Vice Mayor may have additional ceremonial or administrative responsibilities, particularly in chairing meetings, representing the City at official functions, and positions at the Emergency Operation Center and Disaster Council, these roles do not grant additional policy-making power. In all legislative functions—establishing policy, voting, and making decisions of consequence—each councilmember has an equal vote.

The Mayor and Vice Mayor are selected annually by a majority vote of the City Council to serve a one-year term. While their service in these roles is subject to the duration of their elected terms 353

Cloverdale City Council and Planning Commission Governance Manual 13 on the Council, there are no limits on the number of times a Councilmember may be selected to serve as Mayor or Vice Mayor, including serving consecutive terms. No Councilmember is required to serve as Mayor or Vice Mayor unless they are willing to do so.

3.11.1 MAYOR
The Mayor serves as the Presiding Officer of the City Council. The Presiding Officer opens and adjourns meetings, facilitates deliberations and voting, and manages speaker recognition. The Mayor has the authority to adjust the time for public comment, and reorder items on the agenda. While the Presiding Officer generally takes a less active role in discussions, they retain full rights to participate and typically speak last. They should avoid making or seconding motions except when necessary.

Additional Duties:
• Signs official documents approved by the Council unless authority has been delegated.
• Collaborates with the City Manager to set meeting agendas, focusing on timing and workload rather than policy direction. Any significant disagreements regarding scheduling are resolved by the full Council. Staff maintains a tentative “Forward Calendar” of upcoming agenda items.
• Signs current Proclamations and Reviews new proclamation requests. • Appoints Planning Commissioners, which are confirmed by the City Council.) • Serves Emergency Operation Center Roles in an Emergency.

3.11.2 VICE MAYOR
The Vice Mayor shall perform the duties of the Mayor during the Mayor’s absence or unavailability, including presiding over meetings and signing official documents when authorized. The Vice Mayor serves in this role at the pleasure of the City Council and assumes no additional authority beyond that delegated by Council action or code.

3.11.3 PLANNING COMMISSION CHAIR
The Chair serves as the Presiding Officer of the Planning Commission. The Presiding Officer opens and adjourns meetings, facilitates deliberations and voting, and manages speaker recognition. While the Presiding Officer generally takes a less active role in discussions, they retain full rights to participate and typically speak last. They should avoid making or seconding motions except when necessary. Additional duties:
• Signs official documents approved by the Commission unless authority has been delegated.
• Collaborates with the Community Development Director to set meeting agendas, focusing on timing and workload rather than policy direction. Any significant disagreements regarding scheduling are resolved by the full Commission. 354

Cloverdale City Council and Planning Commission Governance Manual 14 3.11.4 PLANNING COMMISSION VICE CHAIR
The Vice Chair shall perform the duties of the Chair during the Chair’s absence or unavailability, including presiding over meetings and signing official documents when authorized. The Vice Chair serves in this role at the pleasure of the Planning Commission and assumes no additional authority beyond that delegated by Commission action or code.

3.12 ROLES IN AN EMERGENCY

3.12.1 COUNCIL
In a declared disaster or major emergency, the City Council assumes special responsibilities and authorities. The City Manager, serving as Emergency Services Director, may direct the Council to convene at the City’s Emergency Operations Center (EOC) to provide policy guidance and receive operational updates.

Councilmembers are welcome to visit the EOC during an activation to observe operations and stay informed. However, they should avoid interfering with staff duties or disrupting the chain of command. The Mayor may have specific responsibilities at the EOC and or Disaster Council. (Municipal Code §2.44.030) During an activation, Councilmembers should refrain from making independent statements to the media. Public communications are managed by the Mayor, the City Manager, and the Public Information Officer. Additional responsibilities and procedures are outlined in the City's Emergency Operations Plan, which is coordinated under SEMS and NIMS standards.

3.12.2 COMMISSION
Planning Commissioners do not have a role in emergency operations. 355

Cloverdale City Council and Planning Commission Governance Manual 15 4 COMMUNICATIONS

4.1 INTERACTION WITH CITY STAFF
Under the Council-Manager form of government, all administrative authority, including personnel matters, rests with the City Manager. Councilmembers are encouraged to engage in open and wide-ranging discussions with the City Manager. These conversations may be ended at any time by either party or referred to the full Council for further discussion if broader input is needed.

Councilmembers and Commissioners may not direct or attempt to influence the appointment, removal, or actions of City staff or volunteers, whether publicly or privately. This ensures the clear separation between legislative and administrative functions and helps preserve the professional independence of staff. Informal communication between Councilmembers and City staff is permitted for the purposes of information-gathering or clarification, so long as it does not involve direction, the appearance of policy influence, or impose additional workload. Staff are expected to notify their supervisor and the City Manager of such interactions and to share the same information with them to ensure transparency and consistency.

Councilmembers and Commissioners should direct any concerns related to the behavior or work of a City employee to the City Manager. Councilmembers should not reprimand employees directly nor should they communicate their concerns publicly. Administrative complaints received by Councilmembers should be referred directly to the City Manager for appropriate handling. While Councilmembers may request follow-up on the outcome of such referrals, the City Manager may not disclose confidential personnel or disciplinary information.

Councilmembers and Commissioners should also avoid using staff as intermediaries to share views or build consensus among other Councilmembers, as doing so may constitute a serial meeting in violation of the Brown Act. (Government Code §54952.2) Councilmembers should not solicit political campaign support from City staff. Although City staff may, as private citizens with constitutional rights, support political candidates, such activities must take place away from the workplace.

Planning Commissioners are encouraged to maintain open and respectful communication with the Community Development Director, City Planner, and other relevant staff to support informed decision-making. However, as with the Council-Manager structure, Commissioners hold no supervisory authority over staff and may not direct work, request special studies, or influence operational matters. Commissioners and staff are expected to work cooperatively while maintaining clear professional boundaries.

4.2 COUNCIL-COMMISSION INTERACTION
Planning Commissioners and City Councilmembers collaborate respectfully, but have distinct roles. Commissioners should direct questions, requests, or concerns through the assigned Council liaison or, when appropriate, through the Mayor or Community Development Director. This 356

Cloverdale City Council and Planning Commission Governance Manual 16 structure maintains appropriate boundaries while supporting clear communication and alignment.

4.3 COLLECTIVE RESPONSIBILITY
The City Council and Planning Commission respectively operate as collective decision-making bodies, with no individual member holding authority above that of their colleagues. Each individual is free to express their views during deliberation. Once the Council or Commission reaches a majority decision, all members are encouraged to support and uphold that decision publicly and in practice. If a councilmember or commissioner continues to publicly disagree with a majority decision, the councilmember or commissioner must be clear that they are expressing their individual opinions, and not the position of the Council or Commission. This principle ensures institutional integrity by reinforcing democratic governance and maintaining clear, unified policy direction, even in the presence of disagreement.

Actions are taken by majority vote unless a higher threshold, such as a 4/5 vote, is required by law.

4.4 PERSONAL EXPRESSION / LOCAL AFFAIRS
Councilmembers and Commissioners play a critical role in communication: engaging with the public to understand community needs, and with staff to provide policy direction and evaluate options. Because the Council and Commission act as collective bodies, members should clarify when speaking that they represent either the full bodies position or their own personal views.

When asked to speak on behalf of the City Council, Commission, or comment on an issue, Councilmembers should reflect the official position of the Council as a whole. It is acceptable to clarify a personal vote, such as by stating, “While I voted against X, the Council/Commission voted in support.” In public forums or meetings, the goal is to communicate the City Council’s adopted position, not an individual viewpoint.

The Presiding Officer typically serves as the primary spokesperson for their respective body when engaging with the media. If staff are contacted by the press, they refer requests to the Mayor and City Manager unless directed otherwise. The City Manager determines whether staff may respond to media inquiries directly.

4.5 WRITTEN COMMUNICATIONS
Councilmembers and Commissioners may occasionally be asked to correspond with citizens, businesses, or public agencies.

The Mayor typically signs letters that reflect the City’s official position on policy matters. These are prepared on City letterhead and may also be signed by the City Manager, depending on the context. Any letter sent on behalf of the full Council must reflect Council consensus typically through the approved legislative policy.
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Cloverdale City Council and Planning Commission Governance Manual 17 4.6 SOCIAL MEDIA
The City of Cloverdale uses social media to enhance transparency and service delivery. While social media supplements traditional communications, it is essential that Councilmembers and Commissioners not engage in serial meetings or deliberations on social platforms.

Councilmembers and Commissioners shall always comply with the requirements of the Brown Act when responding, liking, sharing, or otherwise interacting with posts on matters within their jurisdiction.
5 LEGISLATIVE POLICY

5.1 GENERAL
The City of Cloverdale generally opposes any legislation or regulations that preempt local authority, negatively impact the City’s budget, and/or impose unfunded mandates on the City.

The City supports legislation that provides funding opportunities, protects local government revenue, incentives to encourage local government action, rather than the imposition of mandates, and or generally align with the City’s Mission, Vision, and Values.

For proposed legislation, either consistent with this general guideline or consistent with positions the City has taken in the past, staff shall be authorized to prepare position letters for the Mayor’s signature. In the absence of the Mayor, the Vice Mayor may sign position letters on behalf of the City. If any member of Council chooses to transmit their position on any issue as an individual Councilmember, they must clearly state they are not addressing the issue on behalf of the Council or the City. Items may be requested for Council discussion to provide direction to staff.
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Cloverdale City Council and Planning Commission Governance Manual 18 6 MANDATES

6.1 CONFLICT OF INTEREST
State laws exist to prevent Councilmembers and Commissioners from engaging in actions that create actual or perceived conflicts of interest, ensuring that all decisions are made in the public interest. Because these laws are complex and violations can carry serious consequences, including criminal prosecution, elected and appointed officials are strongly encouraged to consult the City Attorney or their own legal counsel whenever a potential conflict arises. City staff may also seek an opinion from the City Attorney on a Councilmember’s behalf. The Fair Political Practices Commission (FPPC) provides additional guidance and resources on Conflict-ofInterest Rules. Two primary laws govern conflicts of interest for public officials in California:

6.1.1 POLITICAL REFORM ACT
Elected and appointed officials are prohibited from participating in governmental decisions where they have a financial interest. In addition, official may not take part in certain proceedings if a party to or participant in the proceeding made a campaign contribution exceeding $500 to the official in the proceeding 12 months. An official is also prohibited from accepting, soliciting, or directing a contribution exceeding $500 from a party or participant in the proceeding for 12 months after a final decision is rendered in such a proceeding.

If a conflict exists, the official must disqualify themselves from any involvement in the decision. Councilmembers, Commissioners, and certain staff are required to file annual Statements of Economic Interests (Form 700) to support compliance. Each official is responsible for filing their required Statements of Economic Interests directly with the Fair Political Practices Commission (FPPC), including assuming and leaving office filings for both the City Council and any regional board or agency to which they have been appointed by Council (Political Reform Act)

6.1.2 CALIFORNIA GOVERNMENT CODE 1090
Elected and appointed officials are prohibited from having a financial interest in contracts involving the City. Unlike the Political Reform Act, a conflict under §1090 may bar the City from entering into the contract entirely. Violations carry severe penalties.

Any Councilmember with a potential financial interest in a contract must seek legal advice immediately. (Government Code §1090)

6.1.3 OTHER
Councilmembers and Commissioners must also comply with broader legal and ethical obligations, including prohibitions on secrecy, discrimination, and misuse of public funds. Violations may result in personal liability. Contact the City Attorney for additional information.
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Cloverdale City Council and Planning Commission Governance Manual 19 6.2 ETHICS TRAINING (AB1234)

6.2.1 REQUIREMENT
All elected and appointed officials in the City of Cloverdale are required to complete two hours of ethics training every two years. Newly elected or appointed individuals must complete this training within one year of assuming office. The training must address ethics laws and principles and must comply with regulations established by the Fair Political Practices Commission (FPPC) and the California Attorney General. State-level ethics courses do not satisfy this local requirement. (Government Code §532.35)

6.2.2 EXPIRATION
Training certification is valid for two years from the date of completion.

Councilmembers and Commissioners whose required ethics training is more than 60 days overdue shall be ineligible to receive their stipend until proof of compliance is submitted. Stipends will not be backdated or retroactively issued for any period of noncompliance.

6.3 SEXUAL HARASSMENT PREVENTION TRAINING (AB1661)

6.3.1 REQUIREMENT
All elected and appointed officials in the City of Cloverdale are required to complete sexual harassment prevention training in accordance with Assembly Bill 1661. This requirement applies to any local agency that provides compensation, salary, or a stipend to its officials. (Government Code §53237-53237.5)

6.3.2 EXPIRATION
Training certification is valid for two years from the date of completion.

Councilmembers and Commissioners whose required sexual harassment prevention training is more than 60 days overdue shall be ineligible to receive their stipend until proof of compliance is submitted. Stipends will not be backdated or retroactively issued for any period of noncompliance.

6.4 CALIFORNIA PUBLIC RECORDS ACT
The California Public Records Act ensures public access to information concerning the conduct of the people’s business. Councilmembers should understand that most written communications, such as emails, text messages, and handwritten notes, relating to City business may be considered public records and subject to disclosure upon request (even if the correspondence is on private devices or accounts).
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Cloverdale City Council and Planning Commission Governance Manual 20 Maintaining transparency is essential. However, Councilmembers must also exercise care to protect confidential or exempt information as defined by law. To support compliance, Councilmembers are encouraged to use official City communication channels and consult the City Clerk or City Attorney for guidance on records retention, disclosure obligations, and exemptions. (Government Code §7920.000-7331.000)

6.5 RALPH M. BROWN ACT
The Brown Act is California’s open meetings law that ensures transparency and public participation in local government. It requires that meetings of legislative bodies, such as the City Council and its standing committees, be conducted openly with agendas posted in advance, and that the public be allowed to attend and provide comment.

The Act prohibits a majority of members from discussing City business outside of properly noticed meetings. This includes email exchanges, social media discussions, or serial conversations that result in consensus outside of public view. Limited exceptions allow for closed sessions, such as those involving personnel matters, litigation, or real property negotiations.

Violations of the Brown Act can carry legal consequences and may result in the invalidation of Council actions. Councilmembers should consult the League of California Cities Guide or consult with the City Attorney. (Government Code §54950)

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Cloverdale City Council and Planning Commission Governance Manual 21 7 ADMINISTRATIVE SUPPORT

7.1 CITY MANAGER’S OFFICE
The City Manager is the Chief Executive Officer of the City of Cloverdale, appointed by and serving at the pleasure of the City Council. As the head of the administrative branch of City government, the City Manager is responsible for overseeing the day-to-day operations of all City departments, implementing the policies and direction established by the City Council, and managing City staff, including hiring, supervision, and discipline (except for the City Attorney).

The City Manager advises the Council, provides policy recommendations, and ensures that municipal services are delivered effectively, efficiently, and in alignment with adopted goals. In addition to these responsibilities, the City Manager also serves as the Executive Director of the Community Development Successor Agency.

7.2 CITY ATTORNEY’S OFFICE
The City Attorney is a contract position that reports directly to the City Council and serves as the legal adviser to the Council, Commission, City Manager, and all City departments. Primary responsibilities include providing legal guidance on City policies and actions, representing the City in legal proceedings, drafting and reviewing ordinances, contracts, and other legal documents, and keeping the City informed of relevant legal developments. The City Attorney represents the Council as a body, not individual members, and acts in the City’s overall legal interest. When needed, the City Attorney may retain outside legal counsel to assist with specialized matters or conflicts.

Because the City Attorney is contracted through an outside firm, it may be prudent to first consult with the City Manager and or City Clerk before initiating a formal legal inquiry, particularly when a question may be addressed through existing policies, procedures, or staff experience. This practice helps manage legal costs while ensuring that appropriate matters are brought forward for legal review.

The attorney-client relationship is between the City Attorney and the City, not individual members. Councilmembers may not disclose any attorney-client privileged information, unless authorized by the City Council. The City Attorney may not represent or advise individual councilmembers in private matters, unrelated to their roles as councilmembers.

7.3 CITY CLERK’S OFFICE
The City Clerk’s Office serves as the official liaison between the public and the City Council and Planning Commission and provides essential municipal services, including acting as the City’s Elections Official, recording all Council / Commission actions, and ensuring compliance with applicable statutory requirements. The City Clerk’s Office facilitates public access to government by maintaining transparent, accurate, and timely legislative processes, safeguarding the City’s legislative history, administering open elections, and delivering reliable information to the public and review authorities.
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Cloverdale City Council and Planning Commission Governance Manual 22 Councilmembers and Commissioners may request information, assistance, or research directly from the City Clerk’s Office, provided the request can reasonably be fulfilled in a minimal amount of time and the City Clerk agrees. Requests requiring more extensive time or resources will be directed to the City Manager for review. Any request that would result in a direct expenditure beyond routine maintenance, or that involves new information or policy direction, must be presented to the full Council for consideration at a regular meeting.

7.4 E-MAIL
Councilmembers and Commissioners are provided with a City email and are strongly encouraged to use this account exclusively for all City-related communications. This supports transparency, protects sensitive information, and ensures compliance with public records laws. Most correspondence related to City business, including emails sent or received on personal devices or accounts, may be considered a public record and subject to disclosure. City-related emails will be retained in accordance with the City’s adopted Records Retention Policy. (Government Code §6252)

7.5 ISSUANCES
Councilmembers and Commissioners may be issued City-owned property or equipment for use in performing their official duties. All of which remain the property of the City and must be returned promptly upon request and at the conclusion of an officials term:

7.5.1 ELECTRONIC DEVICES
Councilmembers (and the Planning Commission Chair) are issued a City-owned iPad for conducting official City business. This may include accessories such as keyboards, electronic pens, charging cables, adapters, and protective cases. Upon receipt, each Councilmember must sign the City's Electronic Device User Acknowledgment form, agreeing to comply with all applicable policies related to use, care, security, and return of equipment.

7.5.2 IDENTIFICATION CARDS
Council/Commission issued identification cards may be provided for use during official functions and City business. These cards must be returned at the end of a Councilmember’s term.

7.5.3 OTHER CITY PROPERTY
Officials may also receive other City-owned items such as electronic cases, building keys, official shirts/hats with City logos, business cards, or similar materials. All such items are issued for official use only and must be returned upon leaving office, unless otherwise authorized by the City Manager or City Council. 363

Cloverdale City Council and Planning Commission Governance Manual 23 8 MEETINGS

8.1 PARLIAMENTARY PROCEDURE
The City of Cloverdale has not formally adopted a parliamentary code for City Council or the Planning Commission, but generally follows Robert’s Rules of Order, the national standard for meeting procedure. These rules serve as a flexible guide to promote fairness, clarity, and order during public meetings. The Presiding Officer exercises discretion in applying them, consistent with the Brown Act and local norms. The Council has expressed a preference for minimizing rigid procedures and instead relies on the professionalism of its members to maintain effective meeting flow. Points of order are used sparingly, and formal motions—such as to reconsider, take items out of order, motion process, or suspend rules—are not detailed in this manual to preserve flexibility and efficiency. To support a civil and professional meeting environment, Councilmembers and staff are expected to:
• Maintain appropriate order and decorum.
• Avoid side conversations, disruptions, and unnecessary delays. • Notify the Presiding Officer before leaving a meeting. • Limit disruptive behavior. The Presiding Officer may call a recess, remove disruptive individuals, or take other appropriate action. Applause, booing, or similar audience reactions are discouraged.
• Ensure only Councilmembers, staff, designated presenters, and those authorized by the Presiding Officer are seated at the dais or staff tables. • Limit breaks to 5-10 minutes. If a quorum remains, the Presiding Officer may resume the meeting without waiting for all members to return.

8.2 TYPES AND FREQUENCY

8.2.1 REGULAR MEETINGS
Regular meetings are the primary forum for conducting official City business, including the consideration of ordinances and resolutions, approval of contracts and agreements, issuance of proclamations, and other legislative or administrative actions. These meetings also provide time for Councilmembers and Commissioners to report on their work including but not limited to City subcommittees, regional boards, and community activities.

8.2.1.1 COUNCIL
Regular meetings of the City Council are held on the second and fourth Wednesdays of each month at 6:00 p.m.

8.2.1.2 PLANNING COMMISSION
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Cloverdale City Council and Planning Commission Governance Manual 24 Regular meetings of the Planning Commission are held on the first Tuesday of each month at 6:00 p.m.

8.2.1.3 LOCATION
Both the City Council and Planning Commission meetings take place at 209 North Cloverdale Boulevard. Dates, times, and or locations may be adjusted as needed and will be noticed in accordance with applicable law. (Government Code §36805 and §54954; Municipal Code Chapter 2.36)

8.2.2 SPECIAL MEETINGS
Special meetings of the City Council or Planning Commission may be called by the Presiding Officer, City Manager, or a majority of the legislative body. These meetings are used to address time-sensitive or specific matters that cannot wait until a regular meeting. Written notice must be provided at least twenty-four (24) hours in advance to all members and the public, identifying the time, place, and purpose of the meeting.

Only the items listed in the notice may be considered or discussed. Public notice must be posted in accordance with the Brown Act. (Government Code §54956)

8.2.3 EMERGENCY MEETINGS
Emergency meetings may only be held under strict legal conditions, such as a crippling disaster, work stoppage, or other situations that severely impair public health or safety.

In such cases, the City will comply with all applicable laws and executive orders issued by the Governor at the time of the declared emergency. (Government Code §54956.5)

8.2.4 WORK SESSIONS
The City Council may convene for work sessions or training meetings to receive in-depth information, review policy topics, or participate in educational discussions. These sessions are typically informational in nature and do not involve formal action.

8.2.5 JOINT MEETINGS
The City Council may hold joint meetings with other public agencies, boards, or commissions—such as the Cloverdale Fire Protection District or the Planning Commission—to discuss topics of mutual interest. These meetings allow for collaborative discussion, coordination of policies, and shared updates on issues that span multiple jurisdictions. Joint meetings are open to the public and must be noticed in accordance with the Brown Act.

8.2.6 SUBCOMMITTEE MEETINGS
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Cloverdale City Council and Planning Commission Governance Manual 25 Council Subcommittees consist of two Councilmembers and staff, focusing on specific policy areas. Meetings are open to the public and noticed in advance, and do not require a quorum. Subcommittees do not take formal action but serve as advisory bodies to support detailed discussion and early review of issues before they reach the full Council.

Subcommittee meetings are open to the public and must be noticed in accordance with the Brown Act.

8.2.7 REGIONAL MEETINGS
The City Council participates on a variety of regional and state boards, committees, and commissions to ensure Cloverdale’s needs are represented in broader policy discussions. Some appointments are mandated and filled by Council action. Others, such as League of California Cities committees, may be pursued based on a Councilmember’s interest or expertise, with Council approval required before seeking appointment, if any financial impact to or reimbursement from the City is expected. If selected, the Councilmember must coordinate with the City Manager to confirm budget availability and obtain Council direction before representing the City’s position. If an individual appointed to regional board is unable to attend a meeting, the individual shall notify the alternate as early as possible so that the City will still be represented at the meeting.

Appointments are typically made in December or January for one-year terms or until successors are appointed. Councilmembers are expected to serve on at least one regional body and provide brief updates at Council meetings to keep colleagues and the public informed. These reports may cover subcommittee business, regional board discussions, and relevant trainings or events.

8.2.8 AD HOC MEETINGS
Ad Hoc Committees are temporary advisory bodies created by the City Council to focus on a specific issue or project for a limited duration. Each Ad Hoc Committee consists of two Councilmembers, and dissolves once its assigned task is complete. Ad Hoc Committees are not subject to Brown Act public meeting requirements, provided they meet infrequently and do not have continuing jurisdiction over a subject matter. These committees do not take formal action but may develop recommendations to bring back to the full Council for consideration.

8.2.9 OTHER
The City Council may establish standing City boards or commissions and or advisory committees. Such boards or commissions will typically be established by Resolution defining its purpose, membership, etc.

8.3 QUORUM
The City Council consists of five members. A quorum is established when at least three members are present, which is sufficient to conduct official business. If fewer than three Councilmembers 366

Cloverdale City Council and Planning Commission Governance Manual 26 are present at a regular meeting, the attending members may adjourn the meeting. If no Councilmembers are present, the City Manager may adjourn the meeting. (Government Code §36810) The Planning Commission consists of five regular members and two alternates. A quorum is established when at least three members are present, which is sufficient to conduct official business. If fewer than three regular members are present at a regular meeting, the attending members may adjourn the meeting. Alternate members may be seated in place of absent regular members in accordance with the City's Municipal Code and established procedures. (Government Code §54952.2 and Cloverdale Municipal Code Chapter 2.32)

8.4 ATTENDANCE
Elected and appointed officials are expected to take their responsibilities seriously and attend all scheduled meetings.

8.4.1 UNEXCUSED ABSENCES
If a Councilmember or Commissioner is absent without permission from all regular meetings for sixty (60) consecutive days from the last regular meeting they attended, their office becomes vacant and shall be filled in the same manner as any other vacancy.

Councilmembers are also expected to attend all board, commission, or committee meetings to which they have been appointed as City representatives. If a scheduling conflict arises, the Councilmember or Commissioner should notify the City Clerk’s Office as early as possible. City staff will then inform the Presiding Officer of the excused absence. (Government Code §36513(a).)

8.4.2 EXCUSED ABSENCES
Absences from regular meetings may be considered excused if the elected/appointed official notifies the City Clerk in advance of the meeting and provides a reason such as illness, family emergency, unavoidable conflict, or official City business. Timely notification is expected whenever possible.

Staff will document the absence and report it to the applicable Presiding Officer.

Excused absences will be noted in the official meeting minutes. Repeated absences, whether excused or unexcused, may be referred to the City Council for discussion or action if they impact the effectiveness of the body.

8.4.3 REMOTE PARTICIPATION
Participation by teleconference by Council or Commission members is discouraged and only permitted in extraordinary cases such as emergencies. Any remote participation must comply with the requirements of the Brown Act
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Cloverdale City Council and Planning Commission Governance Manual 27 8.5 ATTENDANCE BY THE PUBLIC
The Cloverdale City Council and Planning Commission welcomes public interest, attendance, and in-person participation at open session meetings. While meetings are often livestreamed on various platforms to enhance accessibility, public comment is only accepted in person during meetings. Members of the public are encouraged to attend and participate in accordance with the posted agenda and applicable public participation guidelines.

Approved presenters, consultants, and staff may attend and participate remotely.

8.6 SEATING ARRANGEMENTS
The Presiding Officer (Mayor or Chair) sits at the center of the dais. The Vice Mayor or Vice Chair is traditionally seated to their immediate right, and the most recent former Mayor or Chair—when applicable—is seated to their left. The Presiding Officer may adjust seating arrangements for meetings at their discretion.

Alternate (non-voting) Planning Commissioners are seated adjacent to the dais. They may participate in discussions but do not vote on agenda items unless officially seated in place of an absent Commissioner.

At their respective meetings, the City Manager, City Attorney, City Clerk, Community Development Director, and Planning Staff are seated at tables adjacent to the dais. Department Heads and outside presenters typically provide remarks from the podium.

8.7 DRESS CODE
Clothing at meetings should reflect professionalism and respect for the formal setting, avoiding overly casual or distracting items such as shorts, ripped jeans, flip-flops, or graphic t-shirts.

While no formal policy is adopted, the City encourages a consistent, presentable appearance that reinforces public trust and civic credibility. Name badges or other City-issued identifiers should be worn when applicable. Logos or branding other than City-approved identifiers should not be visible during meetings to avoid bias or distraction.

8.8 DUTY TO VOTE
Every member should vote on every item unless prevented from doing so by virtue of an actual or potential conflict of interest under applicable State Law. Any member who believes he or she has a conflict or potential conflict of interest must announce such at the initiation of discussion or when such conflict or potential conflict becomes apparent, and shall refrain from any part in the debate, deliberations, or voting on that issue, except as allowed by State Law. 368

Cloverdale City Council and Planning Commission Governance Manual 28 8.9 STAFF ROLES AT COUNCIL MEETINGS

8.9.1 CITY MANAGER
Supports the Council during meetings by introducing agenda items, calling on presenting staff or consultant representatives, and offering administrative or policy context. They respond to Council questions, clarify staff recommendations, and help facilitate informed decision-making from the dais.

8.9.2 CITY ATTORNEY
Advises the Council on legal matters to ensure compliance with applicable laws during meetings and decision-making. They provide legal context on agenda items, respond to questions, and may serve as lead staff for policy issues with legal implications.

8.9.3 CITY CLERK
The City Clerk supports the legislative process by recording meeting minutes, managing the agenda, and ensuring accurate documentation of Council actions. The Clerk facilitates public participation, assists with presentations, tracks speaker time, and supports compliance with noticing and procedural requirements.

8.9.4 DEPARTMENT HEADS AND STAFF
Department Heads and assigned staff may attend meetings to present agenda items within their areas of responsibility. They respond to Councilmember questions, provide technical expertise, and support informed decision-making during deliberations. Staff may attend remotely.

8.10 STAFF ROLES AT PLANNING COMMISSION MEETINGS

8.10.1 COMMUNITY DEVELOPMENT DIRECTOR
Supports the Council during meetings by introducing agenda items, calling on presenting staff, and offering administrative or policy context. They respond to Commission questions, clarify staff recommendations, and help facilitate informed decision-making from the dais.

8.10.2 CITY PLANNER
They are responsible for presenting agenda items, providing technical planning analysis, and responding to Commissioner questions. The City Planner may also coordinate staff presentations, explain applicable codes or policies, and offer professional recommendations to support the Commission’s deliberations and decision-making.
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Cloverdale City Council and Planning Commission Governance Manual 29 8.10.3 CITY CLERK
The City Clerk supports the legislative process by recording meeting minutes, managing the agenda, and ensuring accurate documentation of Council actions. The Clerk facilitates public participation, assists with presentations, tracks speaker time, and supports compliance with noticing and procedural requirements.

8.11 AGENDAS

8.11.1 PREPARATION OF AGENDAS:

The City Clerk is responsible for preparing the agenda in coordination with the City Manager and Mayor (City Council Agendas) and the Community Development Director and Chair (Planning Commission). Agendas are typically posted the week before a meeting when possible and must be posted no later than 72 hours before regular meetings, and 24 hours before special meetings, in accordance with the Brown Act.

Agendas are posted at City Hall, the meeting venue, online via the City’s Agenda Center, and delivered electronically to issued devices.

The finalized agenda, also known as an Agenda Packet, include staff reports providing background on each item, and full copies of Resolutions, Ordinances, or other materials scheduled for action. In compliance with AB 343, any writings or documents distributed to a majority of the City Council or Planning Commission regarding an agenda item will be made available for public inspection at City Hall (124 N. Cloverdale Blvd.) during regular business hours and is available online at the Agenda Center.

8.11.2 PLACEMENT OF ITEMS ON AGENDAS:

Agenda items may be placed through several channels:

8.11.2.1 CITY MANAGER
The City Manager places items related to City operations and administration.

8.11.2.2 COUNCIL SUBCOMMITTEES
Subcommittees may recommend items for Council consideration.

Timing is coordinated with the City Manager and Mayor based on meeting availability and staff workload.

8.11.2.3 COUNCILMEMBERS/COMMISSIONERS
A Councilmember or Commissioner may raise a topic under the “Direction on Future Agenda Items” at their respective meetings. With consensus, the item may be referred to a future agenda or to a subcommittee for further consideration. Topics requiring formal action, 370

Cloverdale City Council and Planning Commission Governance Manual 30 such as ballot measures or code amendments, should be raised at a meeting to obtain majority interest before proceeding.

If a Councilmember needs feedback from the full Council related to their service on a regional or state board, they may coordinate with the Mayor and City Manager to agendize the item.

8.12 AGENDA ORDER
The order of agenda items traditionally follows a standard structure to promote consistency and public understanding. However, the City Clerk’s Office, in coordination with the Presiding Officer and City Manager, may adjust the order of items prior to agenda publication based on timing, content, or anticipated public interest. Once the meeting begins, the Presiding Officer retains discretion to reorder items as appropriate during the meeting.

8.13 AGENDA ITEMS
Below are the typical meeting items for the City Council and Planning Commission:

8.13.1 CLOSED SESSION
Closed Session is a portion of the meeting where the City Council may meet in private to discuss limited matters authorized under the Brown Act. Permissible topics include personnel issues, pending or anticipated litigation, labor negotiations, real property negotiations, and threats to public services or facilities. All Closed Session items must be listed on the agenda with sufficient detail to inform the public of the subject matter. Any reportable action taken in Closed Session will be announced by the City Attorney or presiding officer once the Council reconvenes into open session. (Government Code §54954.5 and §54957)

8.13.2 OPEN SESSION
Open Session refers to the publicly accessible portion of a meeting where the City Council or Planning Commission conducts official business in compliance with the Brown Act. Members of the public may attend, observe, and provide comment on agendized and non-agendized matters as permitted. All deliberations and actions on policy, legislative items, and most City business must occur during Open Session, unless a specific Closed Session exception applies. The agenda must clearly list all Open Session items, and any action taken is recorded in the official meeting minutes. (Government Code §54950 et seq.)

8.13.3 OPENING PUBLIC SESSION
Each meeting of the City Council or Planning Commission begins with the Opening Public Session, which includes a series of procedural items to establish the meeting. These typically include the Call to Order, Pledge of Allegiance, Roll Call, Report Out on Closed Session (if applicable), Conflict of Interest Declarations, and Agenda Review for any 371

Cloverdale City Council and Planning Commission Governance Manual 31 changes or deletions. This structure ensures transparency, legal compliance, and a clear starting point for the conduct of public business.

8.13.4 PUBLIC COMMENTS
The City Council and Planning Commission encourage public participation and provide time at each meeting for members of the public to address the body on matters not listed on the agenda, so long as the topic falls within the purview of the body. Verbal public comment is accepted in person and generally limited to three (3) minutes per speaker. The Mayor may adjust the amount of time allowed for public comment based on the number of speakers. In accordance with the Brown Act, the Council and Commission may not take action or engage in substantive discussion on non-agendized items. Written comments submitted in advance on non-agendized topics may also be acknowledged or briefly discussed, if listed on the agenda.

Public comment on agendized items is accepted at the time the item is heard and is subject to the same time limits. Written comments are not read aloud unless requested by the Presiding Officer.

8.13.5 STUDENT LIAISON REPORT
The Student Liaison Report provides an opportunity for the appointed student representative to share updates from the Cloverdale Unified School District with the City Council and community. This report may include information on school events, student activities, achievements, and other matters of interest. While the Student Liaison does not vote or participate in Council deliberations, their report helps strengthen communication and civic engagement between the City and local schools.

8.13.6 PROCLAMATIONS & RECOGNITIONS
Proclamations are ceremonial recognitions issued by the City Council to honor causes of community significance. To ensure meetings remain focused and efficient, no more than two proclamations are typically scheduled per meeting. Each year, the City Council will designate an annual calendar of standard proclamations to be issued throughout the year. The Mayor selects the recipient. Any additional proclamation requests must be submitted using the City’s Proclamation Request Form. Requests will be reviewed by the Mayor and City Manager for consideration and potential placement on a future agenda.

In addition to proclamations, the City Council has established a Community Recognition Program that allows each Councilmember to honor one individual or entity per calendar year in accordance with the adopted policy. Recognitions may highlight outstanding contributions to the community, civic engagement, or notable achievements. Selections must follow the established criteria and process outlined in the Recognition Program guidelines.
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Cloverdale City Council and Planning Commission Governance Manual 32 Staff also reserves the right to recognize individuals, groups, or achievements at its discretion, including but not limited to New Staff Oath’s of Office, City staff, Councilmembers, Planning Commissioners, Student liaisons, businesses, volunteers, students, community leaders, and local sports teams for notable accomplishments or contributions to the community.

8.13.7 PRESENTATIONS
Presentations provide an opportunity for City staff, partner agencies, community organizations, or subject matter experts to share information with the City Council and public. These items are informational in nature and do not typically require Council action. Presentations may be scheduled at the discretion of the City Manager and City Clerk, in coordination with the Mayor, and are generally limited in length to ensure the efficient conduct of the meeting.

8.13.8 CONSENT CALENDAR
The Consent Calendar (also referred to as the Consent Agenda) includes routine, noncontroversial items that do not require discussion and can be approved in a single motion. These items may include meeting minutes, second readings of ordinances, contract approvals, or administrative actions that have been previously reviewed or are self-explanatory.

Any Councilmember, staff member, or member of the public may request that an item be removed from the Consent Calendar for separate discussion. Items pulled from the Consent Calendar will be heard immediately following its approval unless otherwise directed by the Mayor.

8.13.9 PUBLIC HEARINGS
Public Hearings are formal agenda items that require advance public notice and a structured opportunity for public testimony before the City Council or Planning Commission may take action. These hearings are typically mandated by law for certain decisions, such as land use entitlements, ordinance adoption, assessments, or adjustments to fees. While public comment is permitted on all agenda items, it is legally required during public hearings. Each hearing follows a standard format: the presiding officer opens the hearing, staff and applicant presentations may be made, public comment is received, and the hearing is then closed before the Council deliberates and votes.

8.13.10 NEW BUSINESS
New Business items are typically individual action or discussion items that have not been previously reviewed by the City Council. These items may include new policy proposals, contracts, agreements, project approvals, or direction to staff. Each item includes a staff report and recommended action, and the Council may take action, 373

Cloverdale City Council and Planning Commission Governance Manual 33 provide direction, or request additional information. Public comment is allowed before Council deliberation.

8.13.11 COUNCILMEMBER REPORTS
Councilmembers may provide brief verbal reports regarding their participation in assigned subcommittees, regional boards and commissions, Ad Hoc committees, and other community meetings or civic activities. These reports are intended to keep the full Council and the public informed of relevant discussions, developments, or events occurring within the Councilmember’s assigned roles. Reports should be informational only and should not involve deliberation or action.

8.13.12 LEGISLATIVE REPORTS, LETTERS OF SUPPORT/OPPOSITION This section provides the City Council with an opportunity to receive updates on state or federal legislative matters that may impact the City of Cloverdale. Reports may be presented by staff, legislative advocates, or Councilmembers. When appropriate, the Council may consider taking formal positions of support or opposition on pending legislation or regulatory matters. Letters of support or opposition are listed on the agenda for public transparency

8.13.13 STAFF REPORTS
The City Manager, City Attorney, or Department Head may provide verbal informational updates. These reports may include general updates on City business, legal matters, community activities, upcoming initiatives, or administrative issues not otherwise listed on the agenda. No action is taken under this item, and reports are brief in nature.

8.13.14 DIRECTION ON FUTURE AGENDA ITEMS
Councilmembers and Commissioners may request the placement of items on their respective future agendas. Councilmembers may also request items for Subcommittees when applicable. Formal placement of an item requires consensus of the body. Requests should be made during the designated portion of the meeting and must clearly identify the topic and intended purpose for discussion or action. Members may ask questions or make brief comments about the item, but extended discussion is not permitted. If consensus is reached, staff will coordinate with the Presiding Officer to schedule the item at an appropriate future meeting.

8.13.15 ADJOURNMENT
At the conclusion of all agendized business, the Presiding Officer will formally adjourn the meeting. The adjournment is recorded in the official minutes and marks the end of the meeting for legal and procedural purposes. No additional actions can be made post adjournment. In some cases, meetings may be adjourned to a specified date, time, and location for continuation. If no quorum is present, the City Manager or attending members may adjourn the meeting in accordance with state law. In the event of 374

Cloverdale City Council and Planning Commission Governance Manual 34 emergency, such as a fire, threatened violence, or inability to retain good order, the Presiding Officer shall declare the meeting adjourned or continued and the body shall immediately leave the meeting room. (Government Code §36810 and §54955)

8.14 MEETING MINUTES
The City Clerk’s Office is responsible for preparing and maintaining the official minutes of City Council, Subcommittee, and Commission meetings. Cloverdale exclusively utilizes action minutes, which document motions made, votes cast, and final actions taken, rather than a verbatim or narrative record. This streamlined format provides a legally sufficient and transparent summary of decisions (actions). Meetings are also video recorded and retained in accordance with the City's adopted records retention schedule, serving as a supplementary reference to the written record.

Draft minutes are presented to their body for review once prepared and, once approved as submitted or amended, become the official public record of the meeting and are added to the online agenda center for public transparency and filed appropriately. 375

Cloverdale City Council and Planning Commission Governance Manual 35 9 CODE OF ETHICS

9.1 PREAMBLE
Elected and appointed officials are individuals with a wide variety of backgrounds, personalities, values, opinions, and goals. Despite this diversity, all have chosen to serve in public office in order to preserve and protect the present and the future of the community. In all cases, this common goal should be acknowledged even though individuals may not agree on every issue. Additionally, the citizens, businesses, and Staff of Cloverdale deserve a fair, ethical, and accountable local government—one that earns and maintains the public’s full confidence in its integrity and is in alignment with the City’s mission and values. Such a government depends on elected and appointed public officials who:
• Comply with both the letter and the spirit of laws and policies governing City operations. • Act with independence, impartiality, and fairness in their judgments and decisions. • Use their public office to serve the community, not for personal benefit. • Conduct public deliberations and processes openly—except when confidentiality is legally required—and in a manner that upholds respect and civility. • Shall prepare themselves for public issues, listen courteously and attentively to all public discussions before the body, and focus on the business at hand.

The City Council and Planning Commission Code of Ethics, in alignment with the mandatory ethics training, governs the ethical conduct of elected and appointed officials. A violation of this Code of Ethics shall not be grounds for invalidating any action or decision of the body.

9.2 ACT IN THE PUBLIC INTEREST
Recognizing that stewardship of the public interest is their primary responsibility, Councilmembers and Commissioners shall serve the common good of the people of Cloverdale, rather than any private or personal interests, and shall strive to treat all individuals, claims, and matters with fairness and equity.

9.3 COMPLY WITH THE LAW
Councilmembers and Commissioners shall comply with all applicable laws of the United States, the State of California, and the City of Cloverdale in the performance of their official duties. These include, but are not limited to, the U.S. and California Constitutions; laws governing financial disclosures, employment practices, and open government processes; as well as all City ordinances and adopted policies, including this Governance Manual. 376

Cloverdale City Council and Planning Commission Governance Manual 36 9.4 CONDUCT OF MEMBERS
The professional and personal conduct of Councilmembers and Commissioners must be above reproach and avoid even the appearance of impropriety. Elected and Appointed Officials shall refrain from abusive conduct, personal charges, or verbal / written attacks upon the character or motives of other members of the City Council, Commissions, Committees, Staff, and the public.

Respect for each other, the institution, the staff, and the public, is critical to maintaining an environment where free and open discussion leads to better decision-making for the City. As such, the City Council, Commission, and each of its members will:
• Honor the role of the Presiding Officer in maintaining order. If there is disagreement about the agenda or their actions, those objections should be voiced politely and with reason. • Practice civility and decorum in discussions and debate. Free debate does not require nor justify public officials to make belligerent, personal, impertinent, slanderous, threatening, abusive, or disparaging comments.
• Avoid personal comments that could offend other members. Should a member be personally offended by the remarks of another, the offended member may call for a “point of personal privilege” that challenges the other member to justify or apologize for the language used.
• Demonstrate effective problem-solving approaches. Members have a responsibility to show how individuals with disparate points of view can find common ground and seek compromise that benefits the community as a whole.
• Make effort for the public to feel welcome as part of the democratic process. No signs of partiality, prejudice or disrespect should be evident on the part of individual members towards an individual participating in a public forum.
• Understand that elected and appointed officials are always on display, and their actions, demeanor, fitness, mannerisms, language and timing and form of communications are monitored.

It is acceptable to publicly disagree on an issue, but it is unacceptable to make derogatory remarks about other Councilmembers, Commissioners, Staff, their opinions, and or actions.

9.5 GIFTS AND FAVORS
Councilmembers and Commissioners must comply with the requirements of the Political Reform Act when accepting any gifts or favors to prevent anything that might compromise their independence of judgment or action or give the appearance of being compromised.

9.6 CONFIDENTIAL INFORMATION
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Cloverdale City Council and Planning Commission Governance Manual 37 Councilmembers and Commissioners must maintain the confidentiality of all written materials and verbal information provided to members which is confidential or privileged, and shall not disclose said information without legal authorization, nor use such information to advance their personal, financial, or other private interests.

9.7 USE OF PUBLIC RESOURCE
Councilmembers and Commissioners must not use public resources unavailable to the public in general, such as City staff time, equipment, supplies, or facilities, for private gain or personal purpose.

9.8 CONFLICT OF INTEREST
To assure their independence and impartiality on behalf of the common good, Councilmembers and Commissioners must not use their official positions to influence government decisions in which they have a material financial interest or where they have an organizational responsibility or personal relationship, which may give the appearance of a conflict of interest.

9.9 POSITIVE WORKPLACE ENVIRONMENT
Councilmembers and Commissioners shall support the maintenance of a positive and constructive workplace environment for City employees and for citizens and businesses dealing with the City. Members shall recognize their special role in dealings with City employees to in no way create the perception of inappropriate direction or interaction with Staff.

9.10 COMPLIANCE, INVESTIGATION, AND ENFORCEMENT
City Council has the primary responsibility to ensure that ethical standards are understood, upheld, and that public confidence in the integrity of City government is maintained. Upon assuming office each Councilmember, and each Board, Committee and Commission Member (“Member”), affirm understanding and adherence to the Governance Manual and Code of Ethics.

9.10.1 COMPLAINTS OF POLICY VIOLATIONS
Where any person has substantial evidence that a Member has materially violated the Code of Ethics, they may file a written statement with the complaint naming a Councilmember or Planning Commissioner for a potential violation of this Governance Manual or other City policies with the City Attorney or the City Clerk’s Office. If not initially submitted to the City Attorney, it will be promptly forwarded to them. The name of the complainant shall initially be redacted and kept confidential and not disclosed 378

Cloverdale City Council and Planning Commission Governance Manual 38 until it has been determined there is substantial evidence that the Member has materially violated the Code of Ethics.
“Substantial evidence” means evidence that reasonably supports a conclusion. It does not mean simply any evidence, nor does it include mere opinions. It must be reasonable in nature, credible, and of solid value.

The City Attorney will present the complaint to the appropriate body. When permitted by the Brown Act, the presentation will occur in closed session without the named individual in attendance. The City Council may direct the City Attorney to initiate an independent investigation by a qualified neutral party. Upon completion of any investigation, the City Attorney will present the findings to the full body ( in closed session and excluding the named individual, when legally permissible). When warranted by the specific allegations, the City Attorney may commence an investigation after consultation with the City Manager without prior Council authorization. Unless otherwise permitted under open meeting laws, discussion will generally be limited to the complaint, the investigation, and any determination of policy violation.

9.10.2 POTENTIAL ACTIONS
The City Council, in its sole discretion, shall enforce the Code of Ethics against Members depending upon the extent and severity of the violation. If, after reviewing a complaint or findings of an investigation, the Council determines that a policy violation occurred, it may undertake one or more of the following:

9.10.2.1 DISMISSAL
Where the Council, based on the Report and any statement from the affected Member, determines that it is clear that no violation occurred or that only a trivial or de minimus violation occurred, or that the Complaint was motivated by revenge or other improper motive, the Council may dismiss the Complaint.

9.10.2.2 ADMONISHMENT
This is the least severe form of action. An admonishment is a reminder directed to all Councilmembers and or Commissioners that a particular type of behavior is in violation of City policy and that, if it occurs or is found to have occurred, could make a member subject to a higher level of action. An admonition may be issued by the Council or Commission prior to any investigation into a complaint, and, because it is a warning or reminder, does not require a separate hearing to determine whether the complaint is true.
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Cloverdale City Council and Planning Commission Governance Manual 39 9.10.2.3 WARNING
This is the next most severe form of action. This warning to a particular Councilmember or Commissioner should be used for cases in which the Council determines, based on review of the findings of an investigation, a policy violation occurred, but the violation is considered not sufficiently serious to warrant censure. The matter will be properly agendized, and the Council will make a motion and vote during a public meeting whether to issue the warning. The named Councilmember(s) will be provided appropriate notice and, prior to the vote on the motion, an opportunity to provide a written or verbal response to the complaint(s). A warning to the named Councilmember or Commissioner is distinguished from censure in that it is not a punishment.
he placement of items on their respective future agendas.

9.10.2.4 CENSURE
Censure is the most severe form of action. Censure is a formal statement of the Council or Commission officially reprimanding one of its members and may be combined with other actions, including but not limited to, loss of committee assignments, suspension of City-sponsored attendance at conferences, meetings, workshops, seminars and similar gatherings, or removal of other privileges deemed appropriate by Council or the Commission. Censure should be used for cases in which the Council determines, based on review of the findings of an investigation, the policy violation is a serious offense.

A decision to censure requires Council to adopt a Resolution and make findings regarding policy violations at a public meeting. Prior to the adoption of the Resolution, the named member will be provided sufficient notice and the opportunity to provide a written or verbal response to the complaint. After the named member provides a written or verbal response to the complaint, if any, the majority of the Council may vote not to adopt the Resolution but may decide to issue a lower action.

To protect the overriding principle of freedom of speech, neither the Council or Commission will impose censure on any of its members for the exercise of their First Amendment rights, no matter how distasteful the expression was to the body and or the City. However, nothing herein may be construed to prohibit the Council from collectively condemning and expressing their strong disapproval.
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Cloverdale City Council and Planning Commission Governance Manual 40 9.10.2.5 REMOVAL
Under California law, the Council does not have the legal authority to remove Members elected or appointed to the City Council or to otherwise deprive them of their office but may remove the Councilmember from any regional board appointments, subcommittee appointments, or the position of mayor/vice-mayor. The Council may also elect to suspend the individual’s ability to be reimbursed for any training or travel. The City Council may remove any Commissioner, Committee or Board member appointed by the City Council at its pleasure, and nothing in the Code of Ethics or these rules effects or diminishes such power nor vests such Commissioners or Board members with any additional rights.

9.10.3 DUE PROCESS
In all instances, the Council or Commission shall ensure that all due process requirements are met. The individual subject to the complaint shall always be given the opportunity to respond to the complaint (and investigation, if any). Any consideration by the City Council of potential punishment shall occur during open session. The City Attorney may recommend variations to procedures to ensure due process.

9.10.4 DE-ESCALATION/INFORMAL RESOLUTION
In addition to the actions above, the Council is encouraged to take steps to de-escalate the behavior that could lead to a complaint before a complaint is filed and consider addressing the complaint informally, if appropriate, in an effort to bring the named Councilmember or Commissioner into compliance with this Code.

9.10.5 VIOLATIONS OF LAW
Any violations of applicable laws as referred to in these Protocols, which include, but are not limited to, violations of the United States and California Constitutions, United States and California codes, regulations, interpretive administrative findings and relevant case law, may be reported to the appropriate governing agencies. 381

Cloverdale City Council and Planning Commission Governance Manual 41 10 CLERICAL EDITS / CONFORMING UPDATES
The City Clerk and or City Attorney are authorized to make non-substantive administrative corrections to this Governance Manual, such as correcting typographical errors, formatting inconsistencies, and internal cross-references, at their discretion without Council approval. In addition, the City Clerk or City Attorney may update this manual and council approved documentation to reflect minor changes adopted by City Council or required by law, such as updated stipends, official meeting procedures, or reorganized municipal codes, so long as the changes do not alter the substance or intent of the Council’s adopted actions. Substantive policy or procedural changes not yet approved by Council shall not be made without formal Council review and approval. 11 FAILURE TO OBSERVE RULES
These rules are adopted to facilitate the orderly and efficient conduct of City Council and Planning Commission business. They do not limit the inherent authority of the Council, Commission, or their Presiding Officer to manage meetings as circumstances require. Failure to follow these rules strictly does not affect the Council’s jurisdiction or invalidate lawful actions taken. The Council may waive any provision of this manual by majority vote when good cause exists based on the situation at hand. 12 INCONSISTENCIES
If any provision of this manual conflicts with the Brown Act, the Cloverdale Municipal Code, or other controlling state or federal law, the latter shall prevail. 13 SEVERABILITY
If any provision or part of this Governance Manual is held by a court of competent jurisdiction to be illegal, invalid, or unenforceable, the validity, legality and enforceability of the remaining provisions and parts hereof shall not in any way be affected or impaired thereby and shall remain in full force and effect.
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P.O. Box 217 • 124 North Cloverdale Blvd. • Cloverdale, CA 95425-0217 • Telephone (707) 894-2521 • FAX (707) 894-3451 Cloverdale Governance Manual
An Operational Framework for the Legislative and Executive Branches of the City
October 12, 2011
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Cloverdale Council Governance Manual (Oct. 2011) Page 2 of 19 Table of Contents
Article No. Page No.

One: Purpose ........................................................................................................................ 3 Two: General ........................................................................................................................ 3 Three: Duties and Privileges of Members ............................................................................ 5 Four: Governance at Council Meetings ................................................................................ 7 Five: Committees, Boards & Commissions .......................................................................... 17 Six: Council Procedures ........................................................................................................ 19 384
Cloverdale Council Governance Manual (Oct. 2011) Page 3 of 19 ARTICLE 1 – PURPOSE
The purpose of the Cloverdale Governance Manual is to describe the framework within which the legislative and the executive branches of municipal government operate.

ARTICLE 2 – GENERAL

1. Form of Government
The City of Cloverdale operates under the Council-Manager form of government. Under this form, the elected Board (City Council) sets the policy and direction of the City (the Legislative Branch). The appointed City Manager is responsible for the operations of the city government and for carrying out Council direction (the Administrative or Executive Branch).

2. City Council
a. General. There are five City Council positions. Council members are volunteers who are non-partisan and serve at-large. The City of Cloverdale is not divided into districts. b. Term. Council members serve staggered four-year terms. Regular elections to fill fullterm Council positions take place during the general election (November of even numbered years). Registered voters decide who should fill three Council positions at one election, and two Council positions at the subsequent election. Council members typically take office in mid-December.
c. Role.
i. City Government – The City Council is the legislative branch of municipal government. It provides the policy direction of the City. This includes establishing and revising City codes; setting short- and long-term goals and objectives for the City; and monitoring the administrative/executive branch by hiring and overseeing the performance of the City Manager. ii. Redevelopment Agency – Because the City has a redevelopment area within its City limits, the City Council members also serve as the Board of the Redevelopment Agency. In this capacity, Board members consider and approve the issuance and use of redevelopment bonds; and approve and oversee programs and capital projects intended to accomplish the redevelopment agency’s mission.

3. Staff Direct Reports
In the Council-Manager form of government, the City Council does not have authority over City staff. The City Manager is the sole employee directly reportable to the City Council. All other 385
Cloverdale Council Governance Manual (Oct. 2011) Page 4 of 19 City employees, including contract employees and consultants, report to the City Manager and are answerable to him/her. In Cloverdale, there is an exception – the City Attorney also reports directly to the City Council.
a. City Manager. The City Manager is the Chief Executive Officer and head of the administrative branch of the City. It is an at-will position serving at the pleasure of Council. As the CEO of the municipal government, the City Manager directs operations of each City Department, including administration, community development, finance, risk management, human resources, police, engineering, and public works; analyzes and makes policy recommendations to Council; and implements Council’s policy direction.

The City Manager also serves as the Executive Director of the Redevelopment Agency within the City of Cloverdale.
b. City Attorney. The Cloverdale City Attorney is a contract position reporting directly to City Council; however, s/he works closely with the City Manager and other City staff.

The City Attorney provides advice and counsel on City operational and policy issues; interprets and recommends revisions to City codes and regulations; and defends the City in matters of litigation. The City Attorney represents the City and not any individual Council member or staff person.

4. Relationship between City Council and City Manager
The City Manager reports to the City Council as a whole; however, this does not preclude him/her from working and communicating directly with individual Council members. a. Collaborative Working Relationship. While the City Council and City Manager recognize that there are clear lines of authority and responsibility between the legislative and administrative branches, they are committed to working together in a team approach to meet the needs of the community.
i. Subcommittee Meetings – The Council Subcommittee system (CMC 2.06) was created to assist the City Council in carrying out its oversight and improvement responsibilities to meet the needs of the Community. (See Article 4, Section 1 below for more information.) Subcommittee meetings take place in an informal, sometimes brainstorming atmosphere, especially when the Subcommittee is developing policy recommendations for full Council consideration. In the spirit of this environment, Council members and staff are encouraged to fully express their viewpoints. Council members may make suggestions to or ask questions of staff about operations. These questions and suggestions are not intended to be directions to staff. While the discussion is collaborative, it is ultimately the responsibility of the City Manager to ensure that the discussion does not result in staff direction of which s/he does not approve.
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Cloverdale Council Governance Manual (Oct. 2011) Page 5 of 19 ii. Discussions between the City Manager and Council Members – Council members and the City Manager are encouraged to discuss issues or areas of concern. Topics may be wide-ranging, may extend beyond the boundaries of the traditional Council-Manager form of government, and may be initiated by either person. The conversation is only limited by the first person who states that they should agree to disagree. Both parties agree to end the discussion on that note; however, they may agree or either individual may separately decide that the issue should be discussed with the full City Council. b. Administrative Interference by Council members. Neither the Council nor individual members may direct or request the City Manager or his/her subordinates to appoint or remove any individual to or from office. Neither the Council nor individual members may give any orders to any subordinate of the City Manager, either publicly or privately. c. Informal Communications Encouraged. Section 4b is not intended to prevent informal communications with City staff, so long as that communication does not involve orders or direction, or is meant to influence actions or administrative policy. Members of the Council are encouraged to interact informally and casually with City staff for the purpose of gathering information, obtaining explanations of policies and programs, or providing incidental information to staff relevant to their assignment. Such informal contacts can serve to promote better understanding of specific City functions and problems. While maintaining open lines of communication, City staff responding to information requests from Council members will inform their supervisor and the City Manager of such contact, and provide them with the same information shared with the Council member.
d. Administrative Complaints Made Directly to Individual Council members. When administrative policy or administrative performance complaints are made directly to individual Council members, he or she will refer the matter directly to the City Manager for review and/or action. The individual Council member may request to be informed of the action or response made to the complaint. However, the City Manager is not required to divulge information he/she deems confidential in conformity with applicable statutes, ordinances, regulations, policies or practices. When appropriate, the issue may be referred to a Council subcommittee for review/discussion.

ARTICLE 3 – DUTIES AND PRIVILEGES OF MEMBERS

1. Respect and Civility
The City Council desires to establish and maintain a civil environment in conducting City business. It strives to treat with respect fellow Council members, City staff, and the general 387
Cloverdale Council Governance Manual (Oct. 2011) Page 6 of 19 public. While the Council is in session, members will preserve order and decorum. Council members, staff, and members of the audience will not, by conversation or otherwise, delay or interrupt the proceedings of the Council session, or disrupt or disparage any Council member while speaking; and will obey the orders of the presiding officer.

Any person making disruptive, disparaging, or impertinent remarks or unreasonably disturbing the business of the Council, either while addressing the Council or attending its proceedings, will be asked to leave or be removed from the meeting. Continued disruptions may result in a recess or adjournment as described in Article 4, Section 6e below.

2. Principles of Civil Governance
Recognizing that civil governance has many different definitions, the Cloverdale City Council provides the following principles for maintaining a civil environment:
• Setting high standards of decorum and courtesy;
• Encouraging open and productive conversation among Council members and with the community about legislative matters;
• Demonstrating respect for divergent points of view expressed by citizens, fellow Council members, and staff;
• Honoring each other and the public by debating issues without casting aspersions on members of Council, the staff, or the public; and
• Accepting the principle of majority rule and working to advance the success of Council decisions.

3. Election of Officers
a. Mayor. The Mayor is the titular head of the City Council. He or she presides over Council meetings and serves as spokesperson on behalf of the City. The Mayor votes along with the rest of Council on Council decisions.
b. Vice Mayor. The Vice Mayor is responsible for fulfilling the responsibilities of the Mayor in the Mayor’s absence.
c. Process for Electing Officers. The Mayor and Vice Mayor are elected for a one-year term by a majority of the City Council. This typically takes place at the first meeting in December or the meeting at which the new Council is sworn in, as applicable. The position of Mayor is not typically filled by the same person for more than one year at a time. However, there is nothing to preclude this from occurring, and there is no limit to the number of times a Council member may be elected as Mayor. The role of Vice Mayor is an opportunity, especially for Council members in their first term of office, to experience on an occasional basis the responsibilities of the Mayor. As a result, the Vice Mayor is typically elected to be the Mayor in the following year. No Council member is required to serve as Mayor or Vice Mayor unless s/he desires it. 388
Cloverdale Council Governance Manual (Oct. 2011) Page 7 of 19 ARTICLE 4 – GOVERNANCE AT COUNCIL MEETINGS

1. Ralph M. Brown Act
The City complies with the Ralph M. Brown Act and other state laws pertaining to the public’s accessibility to its elected officials and their deliberation process. These laws govern the types of issues that may or may not be discussed in public view; the amount of public notice required for various types of meetings; and similar issues, such as what types of documents are subject to public disclosure.

2. Council Meeting
a. Types of Meetings.
i. Regular Meeting – The purpose of the regular meeting is to conduct regularly scheduled Council business, such as consideration of ordinances and resolutions; approval of contracts and agreements; and issuance of proclamations. Regular Council meetings provide a forum for Council members to report on their activities on behalf of the community, e.g., through their participation on state and regional Boards, as well as their participation on Cloverdale City Council subcommittees. The Cloverdale City Council’s regular meetings are typically the 2nd and 4th Wednesdays of the month at the Cloverdale Performing Arts Center. Times and location may change as needed. ii. Special/Emergency Meeting – Under certain circumstances, the City may call for a special or emergency meeting. Only certain topics qualify for special or emergency status. Special meetings require 24 hour notice. iii. Work Session – The City Council may meet for work or training sessions on certain topics. The City is not required to accept public comment during such sessions, but they are typically open to the public.
iv. Joint Meeting – The City Council may meet with other Boards (e.g., the Fire District) or Commissions (e.g., the Planning Commission) on topics of mutual interest.
b. Meetings Open or Closed to the Public.
i. Open Session – Most City Council business is discussed in open session, i.e., the public may attend the meeting and provide input at appropriate times. ii. Closed Session – The State has determined that it is in the community’s best interest for certain types of issues to be discussed by the City Council without public attendance. Closed Sessions are meetings to discuss such issues.

Examples of closed session topics include but are not limited to real property and labor negotiations; anticipated and actual litigation; and the evaluation of employees reporting directly to the City Council, e.g., the City Manager or City 389
Cloverdale Council Governance Manual (Oct. 2011) Page 8 of 19 Attorney. In compliance with the Brown Act, the City Council reconvenes in Open Session following the recess of the Closed Session and reports out as appropriate on certain types of actions and votes that may have taken place in Closed Session.
c. Council Meeting Agendas, Minutes, and Information Packets. i. Meeting Agendas – City staff prepare an agenda based on the status of subcommittee workplan items and general business needs. The City Council has approved an Agenda format and amends it from time to time. ii. Meeting Minutes – City staff draft minutes of each Council meeting for Council consideration at a subsequent meeting. The minutes contain any action Council takes, including direction to staff, as well as a summary of the discussion leading to any decision.
iii. Placing an Item on an Agenda – There are a number of mechanisms for placing an item on a Council meeting agenda.

1. The City Manager places items on the agenda pertaining to City operations.

2. When a Subcommittee wishes to forward a topic to the City Council for feedback or consideration, the Subcommittee and the City Manager will agree on the timing of placing it on an agenda, taking into consideration other items already scheduled and staff workload constraints. If the item is not able to be scheduled on the intended agenda, the City Manager will notify the Subcommittee members of the delay.

3. When a Councilmember wishes to initiate a policy item for Council discussion, there are two approaches:
a. Raise the topic under the “Council Direction on Future Agenda Items” section of a meeting. So long as there is general consensus or at least three Council members wishing to discuss the topic, the Council will refer it to a Subcommittee. In order to avoid a quorum of Council, the initiating Councilmember will write a summary of the issue and forward it to the
Subcommittee so that the Subcommittee has sufficient
background information on the topic.
b. Discuss the topic with the Mayor who, if s/he agrees it should be agendized, will coordinate with the City Manager its placement on an upcoming agenda.

4. When a Councilmember through his/her responsibility as a representative on a regional or state board or committee requires feedback from Council on a pending policy issue to be discussed by that 390
Cloverdale Council Governance Manual (Oct. 2011) Page 9 of 19 body, he/she will coordinate with the City Manager its placement on an upcoming agenda.
iv. Agenda Information Packets – City staff prepare a packet of information and distribute it in advance of the Council meeting. The packet includes the finalized agenda and a staff report of background information for each scheduled item.

Full copies of Resolutions, Ordinances, or other items intended for Council action are also included. The agenda packet is typically distributed in City Council members’ inboxes outside of the Council office on the Friday before the regular meeting. Agenda packets for specially scheduled meetings will be distributed as soon as available.
v. Public Notice of Council Meetings – The City Council meeting agendas are posted in a display box outside of Cloverdale City Hall. In addition, the agenda is published in the Cloverdale Reveille and provided to public access television. vi. Public Distribution of Agendas and Agenda Packets – The City Council meeting agenda packets are uploaded onto the City’s website and are provided to the Cloverdale Reveille. Full paper copies of the agenda packets are available for public display at Cloverdale City Hall, at the Cloverdale Senior Center, and at the Cloverdale Public Library. Individuals may receive paper copies of agendas by providing pre-stamped envelopes. They may also be placed on the “notify me” subscriber list of the City’s Website, which provides them with a notification and a link either to agendas or to agenda packets as those documents are uploaded.

3. Role of Mayor and Council Members at Council Meetings a. Presiding Officer. The Presiding Officer calls the meeting to order and adjourns it; calls for deliberation and votes of the Council; and determines whether or not to recognize individuals wishing to address the Board. Individuals wishing to address the Council must be recognized by the Presiding Officer before speaking.

The Mayor typically serves as the Presiding Officer of the Council meeting. If he/she is unavailable or must recuse him/herself from an issue, the Vice Mayor becomes the Presiding Officer for all or part of the meeting.

Since the Presiding Officer conducts the meeting, it is usual courtesy for him or her to play a less active role in the debate and discussion than other members of the Council.

This does not mean that the Presiding Officer should not participate in the debate or discussion. To the contrary, the Presiding Officer as a member of the Body has the full right to participate in the debate, discussion and decision-making of the Council. The Presiding Officer will normally be the last to speak at the discussion and debate stage, and the Presiding Officer will normally not make or second a motion unless he or she is convinced that no other member of the Body will do so.
391
Cloverdale Council Governance Manual (Oct. 2011) Page 10 of 19 b. Meeting Quorum. A quorum requires a majority of the Council. With a five-member Board, at least three members need to be in attendance in order for the Council to deliberate and to take action. The Council may meet without a quorum for general discussion or presentation purposes.
c. Attendance/Excused Absences. As volunteers, the City recognizes that Council members have other commitments that occasionally conflict with Council activities.

However, the City Council takes its responsibilities seriously and expects fellow members to make every effort to fulfill those responsibilities. When a Council member is unable to attend a meeting or other official Council activity, he or she will notify the City Manager as far in advance as possible, in order for that absence to be excused. The City Manager will notify the Mayor and remaining members of Council of the excused absence.
d. Council Votes. Board decisions typically require a majority vote of those in attendance, so long as a quorum of the members is in attendance.
e. Council Member Support of Board Decisions. The Cloverdale City Council votes as a Board on a number of policy issues. Once those decisions are made, even if an individual Council member has not voted in favor of the majority decision, it is his/her responsibility to support that Board decision. The power of the Council rests at the Board rather than the individual level. Therefore, every Council member works for the successful accomplishment of the decision made by the majority. That good faith support does not necessarily mean that individual Council members have changed their opinions about the decision.

4. Role of City Staff at Council Meetings
a. City Manager. The City Manager provides staff support for City Council meetings, either directly or indirectly via other staff. This support includes research, analysis and recommendations on policy issues, and updates on operational activities. In addition to verbal support during the meeting, s/he coordinates the production of agenda packets which are provided to Council in advance of the meeting. These packets include written staff reports and other documentation for items scheduled on the agenda. b. City Attorney. The City Attorney provides legal advice and counsel to ensure Council deliberations and decision-making occurs in compliance with local, state, and federal rules and regulations. S/he also provides the lead staff support to Council for some policy issues and provides legal advice and counsel to City staff on certain other issues before the City Council.
c. Sergeant-at-Arms. The Police Chief typically performs the function of maintaining order at the direction of the Presiding Officer. In the event s/he will not be attending the 392
Cloverdale Council Governance Manual (Oct. 2011) Page 11 of 19 meeting, the Chief notifies the City Manager and the Mayor in advance with the name of his/her designee.

5. “Two-Touch” Principle
The two-touch principle is used to ensure Council is fully informed as it considers significant and/or complex policy issues. The City Council operates using a Council Subcommittee and Management by Objectives system. There are currently four subcommittees and two interagency subcommittees (City/School District and City/Fire District). The purpose of these subcommittees is to fully discuss policy issues within their subject area and make recommendations to the full City Council for deliberation and decision.

Once a subcommittee is prepared to make recommendations to the City Council, the topic is scheduled on a Council meeting agenda. The purpose of this “first touch” is to describe the issue and the subcommittee recommendations and seek Council feedback and direction.

Depending upon that feedback, the issue may be returned to the subcommittee for further consideration. The issue may come to the City Council multiple times for feedback.

When the issue is ready, it is returned to a subsequent Council meeting for the “second touch.” The second touch is Council’s official deliberation and decision. This may take more than one meeting, e.g., if the Council action is consideration of an ordinance.

Simple or straight-forward policy issues may not require the use of the Two-Touch Principle.

6. Council Meeting Procedures
a. Meeting Proceedings. The City Council has adopted a Council Meeting agenda format.

At the beginning of each meeting, the Presiding Officer asks staff if there are any changes to the agenda. Scheduled items may be removed but unscheduled items typically may not be added, because items can only be added with sufficient public notice. After considering those changes and any requests from Council members to reorder the scheduled items, the Council will vote or agree by consensus on approval of the agenda. Approval of the agenda is the appropriate time for Council members to consider removing an item from the Consent Agenda (see below). Following is an explanation of the typical sections of the public business session during a regular Council Meeting agenda:
i. Public Comments – During Public Comments, anyone may provide input or comment on any topic of municipal concern that is not already agendized for the meeting. The public may also provide verbal or written input to the City Council before it takes action on any item on the agenda as it is being considered. See section 6f for more information.
ii. Proclamations/Presentations – Proclamations and presentations are presented to the City Council as a way to relay information when no official action or 393
Cloverdale Council Governance Manual (Oct. 2011) Page 12 of 19 decision is expected. Typically, there are no more than two items scheduled for any given meeting, and this section of the meeting is anticipated to last twenty (20) minutes or less.

1. Proclamations are Council statements of support, recognition or appreciation for events, activities or actions by individuals or groups.

Proclamations are typically issued by the Mayor.

2. Presentations are provided to Council from non-profit organizations and other governments of programs and activities affecting the Cloverdale community. They may also be presented by City staff.
iii. Council Reports – City Council members serve on a variety of regional and state boards. The Council Reports section provides a forum for updating fellow Council members and members of the public on actions taken or pending policy discussions. This section of the meeting is also used to mention activities and events of particular community interest. The City Council strives to limit the total time spent on Council Reports to 15 minutes or an average of 3 minutes per Council member, at the discretion of the presiding officer. iv. Consent Agenda – All of the items on a Consent Agenda are considered and approved as a body in one vote with a motion such as, “I move approval of the consent agenda.” Items on the Consent Agenda are not separately discussed.

Since approval of any item on the consent agenda implies unanimous consent, prior to accepting such a motion, the Presiding Officer should confirm that no Council member wishes to remove an item. If a Council member wishes to remove an item, that item is placed later in the agenda, typically under New Business. It may also be rescheduled for a subsequent meeting. The types of items that are appropriate for Consent Agenda include items that:

1. Have been previously discussed by the Council and for which no known dissenting council viewpoint have been expressed;

2. Can be reviewed and voted on based on the information delivered by administration without additional explanation;

3. Are so routine, technical, or “housekeeping” in nature that passage without discussion is likely; or

4. Otherwise deemed in the best interest of the City.
v. Communications – When Council receives written communications from citizens or other agencies, they are typically forwarded to a Subcommittee for consideration if they are more than simple requests. Occasionally, the City receives requests that are time sensitive or do not fall within the subject areas of the Subcommittees. In such cases, the communication is agendized at a Council meeting for Council feedback and direction. An example is a request by a regional representative for a City position on a pending regional issue. 394
Cloverdale Council Governance Manual (Oct. 2011) Page 13 of 19 vi. Public Hearings – Certain Council decisions are legally required to include public hearings, during which the public may comment on the proposals or drafts.

Public Hearings are separately noticed, both via the newspaper and by mailings to affected property owners, according to timelines and other requirements of city, state or federal laws.
vii. New Business – The new business section of the agenda is used for items requiring Council action during the current meeting or an upcoming meeting, when the item is a) not a topic for which there is a public hearing on the same agenda; or b) not a topic that was previously assigned to a Subcommittee. viii. Subcommittee Action Items – Many of the policy issues that the City Council is considering are first discussed by a Subcommittee. As a result, most of the items requiring a Council decision are placed in the Subcommittee section of the agenda.
ix. Subcommittee Reports – The Subcommittee Reports section includes as reference only the minutes of Subcommittee meetings once they have been approved by the Subcommittee. In order to have timely knowledge of Subcommittee discussions, all Council members receive an information-only copy of draft minutes of the Subcommittee meetings that occurred since the last Council meeting. The Presiding Officer will ask for verbal Subcommittee reports. This is the opportunity for Council members to ask questions about the approved Subcommittee minutes, or for the Subcommittee Chair to alert fellow Council members and members of the public of issues or activities that will take place before the next Council meeting. The City Council strives to limit the total time spent on Subcommittee Reports to 15 minutes.
x. Legislative Reports – Reports on specific issues being considered by the State Legislature or the U.S. Congress may be pre-agendized and discussed. This section is also used to provide general updates during legislative or congressional sessions.
xi. City Manager/City Attorney Reports – Occasionally, the City Manager and/or the City Attorney will provide a verbal update on topics of interest. These topics are informational only, unless separately agendized.
xii. Council Direction on Future Agenda Items – When individual Councilmembers want to request of Council that a topic be discussed at a later date, they raise the topic during Council Direction. The purpose of this section is not to deliberate on the topic; rather it is to seek consensus for the topic to be scheduled for a future meeting.
b. Enacted Ordinances, Resolutions, and Motion Orders. Official Council action can take a variety of forms. Ordinances, Resolutions and Motion Orders have separate numbering systems; however, these systems are solely intended for reference purposes. 395
Cloverdale Council Governance Manual (Oct. 2011) Page 14 of 19 i. Ordinance – An enacted ordinance is a legislative act prescribing general rules of organization for the city government or conduct relating to the business of the municipality, e.g., topics concerning public health, safety, and welfare. Council action is taken by ordinance when required by law, or where prescribed conduct may be enforced by penalty.

1. Ordinances are typically developed through discussions at the appropriate subcommittee. Due to the amount of Council and staff time involved, the creation of an ordinance is typically directed by the City Council. That direction occurs either via the adopted Goals, Objectives, and Strategies, or through discussion at a regular Council meeting. This is done to ensure the appropriate priority is placed on the ordinance compared to the rest of the City’s workplan.

2. Ordinances typically have two (2) separate readings at separate Council meetings, and are typically read by title only. Under certain emergency circumstances, an ordinance may be enacted in one reading. When appropriate, the second reading may be placed on the Consent Agenda (see 6a above). If so, the Ordinance’s title is not read aloud.

3. If a motion to pass an ordinance to a second reading fails, the ordinance is considered lost, unless a subsequent motion directs its revision and resubmission to second reading.

4. Any ordinance repealing any portion of the Cloverdale Municipal Code will also repeal the respective portions of the underlying ordinance(s).

Ordinances repealing earlier ordinances do not apply to acts, incidents, transactions or decisions occurring before such repeal.

5. If significant changes occur between the first and second reading of the ordinance, the ordinance may need to be re-introduced.

6. An Ordinance does not typically take effect immediately, depending upon its purpose.
ii. Resolution – An enacted resolution is an administrative act which is a formal statement of policy concerning matters of special or temporary character.

Council action is taken by resolution when required by law and in those instances where an expression of policy more formal than a motion is desired.

1. A Resolution is typically enacted in one reading, and is read by title only.

If it is approved via the Consent Agenda, its title is not read aloud.

2. A Resolution typically takes effect immediately upon passage. iii. Motion Order – An enacted motion is taken by the Council to direct that a specific action be taken on behalf of the municipality. A motion, once approved and entered into the record, is the equivalent of a resolution in those instances where a resolution is not required by law, and where such motion is not in conflict with existing State or Federal statutes, City ordinances, or resolutions. 396
Cloverdale Council Governance Manual (Oct. 2011) Page 15 of 19 c. Rules of Order. For rules of order not specified by statute, ordinance, or resolution, the City Attorney will keep a copy of the most current Robert’s Rules of Order to be used only as a reference during Council meetings.
d. Motions and Discussion.
i. In order to promote full deliberation of a policy issue, the Council normally follows this approach:

1. The Presiding Officer asks each Council member to make a brief introductory statement summarizing his/her preliminary thoughts.

2. During the deliberation, the Presiding Officer takes an informal “rotation” approach, making sure that each Council member has the opportunity to speak before Council members who have already spoken are recognized. There is no limit to the number of rotations – it takes place until the issue has been fully discussed.

3. Before the vote is taken, the Presiding Officer asks each Council member if they want to make a final statement. The Presiding Officer then calls for the vote.
ii. When possible, Council members should direct questions to the City Manager or City Attorney, or to the designated presenter, as appropriate. e. Adjournment Due to Emergency or Disruption. In the event of emergency, such as a fire, threatened violence, or inability to retain good order, the Presiding Officer shall declare the meeting adjourned or continued and the City Council shall immediately leave the meeting room.
f. Public Input at Council Meetings. There are several opportunities for public input in the City Council’s deliberation process.
i. Public Comment Periods

1. General Public Comment – At the beginning of the meeting, time for general public comment is typically scheduled for items not already listed on that meeting’s agenda. Three (3) minutes are typically allotted to each speaker. However, Council may at its discretion revise the amount of time allotted. The Presiding Officer determines the time allowed for each speaker.

2. Comment on a Specific Item – Members of the public may also address Council on items requiring official Council action. That time for comment occurs prior to the Council’s discussion and vote on that item.

3. Out of Order Requests – Occasionally a member of the public may wish to speak on an agenda item but cannot remain until the item is reached on the agenda. During general Public Comments at the beginning of the meeting, that person may request permission to speak by explaining the 397
Cloverdale Council Governance Manual (Oct. 2011) Page 16 of 19 circumstances. The Presiding Officer at his/her sole discretion will decide whether or not to allow that out of order request.

4. Written Comments – Members of the public may provide written comments to the City Council. If they are provided sufficiently in advance, staff will distribute them to Council for review in advance of the meeting. Members of the public who provide written material to the City Council during the meeting will give them to the City Manager for distribution. If written comments are not provided until the meeting, the Council may not be able to fully consider them. ii. Citizen Complaints Expressed During Council Meetings – The City Council does not typically respond immediately to complaints or issues raised by citizens during public meetings. The Council wishes to make sure that any response from the City is fully considered.

1. Legislative – If a citizen expresses complaints or concerns about a policy issue, the Council will typically refer it to the appropriate subcommittee for discussion and potential recommendation. If the issue does not fall within the topic area of any subcommittee, the Council will typically ask the City Manager to review the issue and return at a later date.

2. Administrative – if a citizen expresses complaints or concerns about an administrative or operational issue, the Council will typically ask the City Manager to review the issue and return at a later date. iii. Public Comment Procedures

1. Members of the public may address the City Council only after being recognized by the Presiding Officer. This is done to ensure the smooth proceedings of the meeting, and to ensure that all comments made during the meeting are heard and recorded.

2. Comments will be made from the microphone, with the speaker first providing his/her name, city of residence, and subject. No comments will be made from any other location, and anyone making “out of order” comments will be subject to removal from the meeting.

3. All comments and/or questions will be directed to the Presiding Officer.

The Presiding Officer may ask the City Attorney, City Manager, or appropriate staff person to respond.

4. There will be no demonstrations during or at the conclusion of anyone’s presentation. Any disruptive behavior, as determined by the Presiding Officer, is cause for removal from the meeting room.

5. Once a Council meeting has been called to order, stepping between the podium and the dais will not be allowed. This includes, but is not limited to, video recording, still photography, tape recording, and 398
Cloverdale Council Governance Manual (Oct. 2011) Page 17 of 19 written handouts. However, the Council reserves the right to invite anyone forward to be addressed at the dais.

6. A written summary of how to address the Council is included at the beginning of the Council agenda.

ARTICLE 5 – COMMITTEES, BOARDS, AND COMMISSIONS

1. Council Subcommittees
The City Council operates under a Council Subcommittee and Management by Objectives system. The purpose of the subcommittees is to provide for more detailed discussion of policy issues than what can typically occur at a Council meeting. Subcommittees are made up of two Council members and are supported by staff. The subcommittees may form ad hoc working groups to accomplish specific activities, such as the planning of an event. The ordinance establishing the Subcommittee system is codified in CMC 2.06 and the current resolution implementing it is Resolution No. 01-2010. In addition, the Council from time to time adopts Resolutions revising Subcommittee member appointments, as well as typical meeting days, times and locations. Council Subcommittees comply with the Brown Act.

2. City Ad Hoc Committees and Working Groups
Occasionally the City Council may establish a short-term ad hoc committee or working group.

These committees may be made up of a subset of City Council members and may or may not include members of the public. The ad hoc committees are issue specific, are created by consensus or informal motion, and automatically disband once the issue has been addressed to Council’s satisfaction.

3. Other City Boards and Commissions
The City Council may establish standing City boards or commissions. Such boards or commissions will typically be established by Resolution defining its purpose, membership, etc.

Currently, the Planning Commission is the City’s only commission.

4. Participation on Regional and State Committees and Commissions The City Council has determined that participation on regional and state committees and commissions are in the best interest of Cloverdale, in order to represent the community’s priorities as regional and state decisions are being made.

Some committees and commissions require Cloverdale’s representation. In those cases, the City Council officially appoints its representative from among the City Council or, if appropriate, from 399
Cloverdale Council Governance Manual (Oct. 2011) Page 18 of 19 City staff. Such appointments typically occur in January and are one-year terms or until new representatives are appointed.

In some cases, individual Council members have a specific interest or expertise. They may wish to serve on standing committees of various regional or state bodies, such as the League of California Cities, in order to represent Cloverdale in those topic areas. Such standing committees help to shape broader policy discussions. For such committees, the Council member will seek approval from the City Council to submit his or her name for consideration by the regional or state body that has convened the committee if that membership would have a financial impact on the City.

If selected to serve on such a committee, the Council member will work with the City Manager to determine the budgetary impact before incurring expenses and will seek Council direction before representing an official City position to the Committee.

5. Participation on Committees, Boards and Commissions
The City Council relies on Council Subcommittees and ad hoc committees to conduct the in depth review and discussion necessary to ensure Council decisions take into account as many perspectives as possible. Therefore, each Council member is expected to serve on at least two Subcommittees so that the burden of research, analysis and deliberation is distributed evenly among members. Regular attendance at Subcommittee meetings is important. Since a Subcommittee is made up of only two Council members, subcommittee business cannot be conducted if both members are not available. Typically, if both Subcommittee members are not available, the meeting is either canceled or rescheduled.

Likewise, the City Council relies on regional and state Committees and Commissions to ensure Cloverdale’s needs and perspectives are adequately represented. Therefore, each Council member is expected to serve on at least one regional or state Committee or Commission.

The fundamental responsibility of state/regional representation is that of liaison. Council members should report to the City Council on the activities and future policy decisions being considered by the regional/state body with enough frequency and level of detail to allow the City Council to provide feedback. In addition, Council members should participate in the regional/state meetings and events frequently enough to effectively represent Cloverdale’s interests.
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Cloverdale Council Governance Manual (Oct. 2011) Page 19 of 19 ARTICLE 6 – COUNCIL PROCEDURES

1. Council Budget
The budget for the City Council’s activities resides within the General Fund. Council training and travel, as well as Citywide dues/memberships are the main expenditures. Development of the Council’s budget typically occurs at a regular Council meeting during the annual City budget process. Staff provides the current year budget including year-to-date expenditures for reference during the process. Staff will update the Finance & Administration Subcommittee on the Council budget on an as-needed basis.

2. Council Training and Travel
Funding is included in the Council budget for City business related travel expenses. These monies may be used to defray expenses for transportation, lodging, meals and incidental expenses incurred in the conduct of City business. This includes events such as regional and state conferences, as well as participation on standing regional and state committees. 401

Cloverdale City CouncilNovember 12, 2025

Cloverdale City Council
November 12, 2025