Cotati City Council
January 10, 2023

7. We have identified and communicated to you all previous audits, attestation engagements, and other studies related to the audit objectives and whether related recommendations have been implemented.

8. Significant assumptions used by us in making accounting estimates, including those measured at fair value, are reasonable.

9. Related party relationships and transactions have been appropriately accounted for and disclosed in accordance with the requirements of U.S. GAAP.

10. All events subsequent to the date of the financial statements and for which U.S. GAAP requires adjustment or disclosure have been adjusted or disclosed.

11. The effects of all known actual or possible litigation and claims have been accounted for and disclosed in accordance with U.S. GAAP.

12. All component units, as well as joint ventures with an equity interest, are included and other joint ventures and related organizations are properly disclosed.

13. All funds and activities are properly classified.

14. All funds that meet the quantitative criteria in GASB Statement No. 34, Basic Financial Statements—and Management's Discussion and Analysis—for State and Local Governments, GASB Statement No. 37, Basic Financial Statements—and Management's Discussion and Analysis—for State and Local Governments: Omnibus as amended, and GASB Statement No. 65, Items Previously Reported as Assets and Liabilities, for presentation as major are identified and presented as such and all other funds that are presented as major are considered important to financial statement users.

15. All components of net position, nonspendable fund balance, and restricted, committed, assigned, and unassigned fund balance are properly classified and, if applicable, approved.

16. Our policy regarding whether to first apply restricted or unrestricted resources when an expense is incurred for purposes for which both restricted and unrestricted net position/fund balance are available is appropriately disclosed and net position/fund balance is properly recognized under the policy.

17. All revenues within the statement of activities have been properly classified as program revenues, general revenues, contributions to term or permanent endowments, or contributions to permanent fund principal.

18. All expenses have been properly classified in or allocated to functions and programs in the statement of activities, and allocations, if any, have been made on a reasonable basis.

19. All interfund and intra-entity transactions and balances have been properly classified and reported.

20. Special items and extraordinary items have been properly classified and reported.

21. Deposit and investment risks have been properly and fully disclosed.

22. Capital assets, including infrastructure assets, are properly capitalized, reported, and if applicable, depreciated.

8.A.b
Packet Pg. 206 Attachment: Letter to Those Charged with Governance (Fiscal Year 2021/22 Audited Annual Comprehensive Financial Report (ACFR))

23. All required supplementary information is measured and presented within the prescribed guidelines.

24. With regard to investments and other instruments reported at fair value:
a. The underlying assumptions are reasonable and they appropriately reflect management’s intent and ability to carry out its stated courses of action. b. The measurement methods and related assumptions used in determining fair value are appropriate in the circumstances and have been consistently applied. c. The disclosures related to fair values are complete, adequate, and in accordance with U.S.

GAAP.
d. There are no subsequent events that require adjustments to the fair value measurements and disclosures included in the financial statements.

25. With respect to providing assistance in preparation of the financial statements and related notes of the City, we have performed the following:
a. Made all management decisions and performed all management functions; b. Assigned a competent individual to oversee the services; c. Evaluated the adequacy of the services performed;
d. Evaluated and accepted responsibility for the result of the service performed; and e. Established and maintained internal controls, including monitoring ongoing activities.

Information Provided

26. We have provided you with:
a. Access to all information, of which we are aware that is relevant to the preparation and fair presentation of the financial statements of the various opinion units referred to above, such as records, documentation, meeting minutes, and other matters; b. Additional information that you have requested from us for the purpose of the audit; and c. Unrestricted access to persons within the entity from whom you determined it necessary to obtain audit evidence.
d. A final version of the annual report (including all documents that, together, comprise the annual report) in a timely manner prior to the date of the auditor’s report.

27. The financial statements and any other information included in the annual report are consistent with one another, and the other information does not contain any material misstatements.

28. All transactions have been recorded in the accounting records and are reflected in the financial statements.

29. We have disclosed to you the results of our assessment of the risk that the financial statements may be materially misstated as a result of fraud.

8.A.b
Packet Pg. 207 Attachment: Letter to Those Charged with Governance (Fiscal Year 2021/22 Audited Annual Comprehensive Financial Report (ACFR))

30. We have provided to you our analysis of the entity’s ability to continue as a going concern, including significant conditions and events present, and if necessary, our analysis of management’s plans, and our ability to achieve those plans.

31. We have no knowledge of any fraud or suspected fraud that affects the entity and involves:
a. Management;
b. Employees who have significant roles in internal control; or c. Others where the fraud could have a material effect on the financial statements.

32. We have no knowledge of any allegations of fraud, or suspected fraud, affecting the entity’s financial statements communicated by employees, former employees, vendors, regulators, or others.

33. We have disclosed to you all known actual or possible litigation, claims, and assessments whose effects should be considered when preparing the financial statements.

34. We have disclosed to you the identity of the entity’s related parties and all the related party relationships and transactions of which we are aware.

35. There have been no communications from regulatory agencies concerning noncompliance with or deficiencies in accounting, internal control, or financial reporting practices.

36. The City has no plans or intentions that may materially affect the carrying value or classification of assets and liabilities.

37. We have disclosed to you all guarantees, whether written or oral, under which the City is contingently liable.

38. We have disclosed to you all nonexchange financial guarantees, under which we are obligated and have declared liabilities and disclosed properly in accordance with GASB Statement No. 70, Accounting and Financial Reporting for Nonexchange Financial Guarantees, for those guarantees where it is more likely than not that the entity will make a payment on any guarantee.

39. For nonexchange financial guarantees where we have declared liabilities, the amount of the liability recognized is the discounted present value of the best estimate of the future outflows expected to be incurred as a result of the guarantee. Where there was no best estimate but a range of estimated future outflows has been established, we have recognized the minimum amount within the range.

40. We have disclosed to you all significant estimates and material concentrations known to management that are required to be disclosed in accordance with GASB Statement No. 62 (GASB62), Codification of Accounting and Financial Reporting Guidance Contained in Pre-November 30, 1989 FASB and AICPA Pronouncements. Significant estimates are estimates at the balance sheet date that could change materially within the next year. Concentrations refer to volumes of business, revenues, available sources of supply, or markets or geographic areas for which events could occur that would significantly disrupt normal finances within the next year.

41. We have identified and disclosed to you the laws, regulations, and provisions of contracts and grant agreements that could have a direct and material effect on financial statement amounts, including legal and contractual provisions for reporting specific activities in separate funds.

8.A.b
Packet Pg. 208 Attachment: Letter to Those Charged with Governance (Fiscal Year 2021/22 Audited Annual Comprehensive Financial Report (ACFR))

42. There are no:
a. Violations or possible violations of laws or regulations, or provisions of contracts or grant agreements whose effects should be considered for disclosure in the financial statements or as a basis for recording a loss contingency, including applicable budget laws and regulations.
b. Unasserted claims or assessments that our lawyer has advised are probable of assertion and must be disclosed in accordance with GASB-62.
c. Other liabilities or gain or loss contingencies that are required to be accrued or disclosed by GASB-62
d. Continuing disclosure consent decree agreements or filings with the Securities and Exchange Commission and we have filed updates on a timely basis in accordance with the agreements (Rule 240, 15c2-12).

43. The City has satisfactory title to all owned assets, and there are no liens or encumbrances on such assets nor has any asset or future revenue been pledged as collateral, except as disclosed to you.

44. We have complied with all aspects of grant agreements and other contractual agreements that would have a material effect on the financial statements in the event of noncompliance.

45. We have reviewed and approved the various adjusting journal entries that were proposed by you for recording in our books and records reflected in the financial statements.

46. The City has satisfactory title to all owned assets (not right to use assets that are leased), and there are no liens or encumbrances on such capital assets; nor has the City pledged any capital assets as collateral.

47. There have been no cybersecurity breaches or other cyber events whose effects should be considered for disclosure in the financial statements, as a basis for a loss contingency, or otherwise considered when preparing the financial statements.

48. We agree with the findings of specialists in evaluating the amounts related to the City’s pension and OPEB plans, and the City’s claims payable estimates, and have adequately considered the qualifications of the specialist in determining the amounts and disclosures used in the financial statements and underlying accounting records. We did not give or cause any instructions to be given to specialists with respect to the values or amounts derived in an attempt to bias their work, and we are not otherwise aware of any matters that have had an impact on the independence or objectivity of the specialists.

49. The methods and significant inputs and assumptions used to determine fair values of financial instruments are determined by the City’s investment custodians.

50. The following information about financial instruments with off-balance sheet risk and financial instruments with concentrations of credit risk has been properly disclosed in the financial statements: (a) the extent, nature, and terms of financial instruments with off-balance-sheet risk, (b) the amount of credit risk of financial instruments with off-balance-sheet risk and information about the collateral supporting such financial instruments, and (c) significant concentrations of credit risk from all financial instruments and information about the collateral supporting such financial instruments.

8.A.b
Packet Pg. 209 Attachment: Letter to Those Charged with Governance (Fiscal Year 2021/22 Audited Annual Comprehensive Financial Report (ACFR))

51. We believe that the actuarial assumptions and methods used to measure the pension and other postemployment benefit liabilities and costs for financial accounting purposes are appropriate in the circumstances.

52. With respect to the Supplementary Information on which an in-relation opinion is issued accompanying the financial statements:
a. We acknowledge our responsibility for the presentation of the Supplementary Information in accordance with U.S. GAAP.
b. We believe the Supplementary Information, including its form and content, is fairly presented in accordance with U.S. GAAP.
c. The methods of measurement or presentation have not changed from those used in the prior period.
d. There were no significant assumptions or interpretations underlying the measurement of the Supplementary Information.
e. When the Supplementary Information is not presented with the audited financial statements, management will make the audited financial statements readily available to the intended users of the Supplementary Information no later than the date of issuance by the entity of the Supplementary Information and the auditor’s report thereon. f. We acknowledge our responsibility to include the auditor’s report on the Supplementary Information in any document containing the Supplementary Information and that indicates the auditor reported on such Supplementary Information. g. We acknowledge our responsibility to present the Supplementary Information with the audited financial statements or, if the Supplementary Information will not be presented with the audited financial statements, to make the audited financial statements readily available to the intended users of the Supplementary Information no later than the date of issuance by the entity of the Supplementary Information and the auditor’s report thereon.

53. With respect to the Budgetary Comparison Schedules, pension, OPEB plan information (RSI) accompanying the financial statements:
a. We acknowledge our responsibility for the presentation of the RSI in accordance with U.S.

GAAP.
b. We believe the RSI, including its form and content, is measured and fairly presented in accordance with U.S. GAAP.
c. The methods of measurement or presentation have not changed from those used in the prior period.
d. There were no significant assumptions or interpretations underlying the measurement or presentation of the RSI.

8.A.b
Packet Pg. 210 Attachment: Letter to Those Charged with Governance (Fiscal Year 2021/22 Audited Annual Comprehensive Financial Report (ACFR))

8.A.b
Packet Pg. 211 Attachment: Letter to Those Charged with Governance (Fiscal Year 2021/22 Audited Annual Comprehensive Financial Report (ACFR)) City of
Cotati
Cotati, California
Report on Internal Control over Financial
Reporting and on Compliance and Other
Matters based on an Audit of Financial
Statements Performed in Accordance with
Government Auditing Standards
For the year ended June 30, 2022

8.A.c
Packet Pg. 212 Attachment: Report on Internal Controls Over Financial Reporting (Fiscal Year 2021/22 Audited Annual Comprehensive Financial Report

8.A.c
Packet Pg. 213 Attachment: Report on Internal Controls Over Financial Reporting (Fiscal Year 2021/22 Audited Annual Comprehensive Financial Report

REPORT ON INTERNAL CONTROL OVER FINANCIAL REPORTING AND ON COMPLIANCE AND

OTHER MATTERS BASED ON AN AUDIT OF FINANCIAL STATEMENTS PERFORMED IN

ACCORDANCE WITH GOVERNMENT AUDITING STANDARDS
Independent Auditor’s Report
To the Honorable Mayor and Members of the City Council
of the City of Cotati
Cotati, California
We have audited, in accordance with the auditing standards generally accepted in the United States of America and the standards applicable to financial audits contained in Government Auditing Standards issued by the Comptroller General of the United States, the financial statements of the governmental activities, the business-type activities, each major fund, and the aggregate remaining fund information of the City of Cotati, California (City), as of and for the year ended June 30, 2022, and the related notes to the financial statements, which collectively comprise the City’s basic financial statements and have issued our report thereon dated December 20, 2022.

Internal Control Over Financial Reporting
In planning and performing our audit of the financial statements, we considered the City’s internal control over financial reporting (internal control) as a basis for designing audit procedures that are appropriate in the circumstances for the purpose of expressing our opinions on the financial statements, but not for the purpose of expressing an opinion on the effectiveness of the City’s internal control. Accordingly, we do not express an opinion on the effectiveness of the City’s internal control.

A deficiency in internal control exists when the design or operation of a control does not allow management or employees, in the normal course of performing their assigned functions, to prevent, or detect and correct, misstatements on a timely basis. A material weakness is a deficiency, or a combination of deficiencies, in internal control such that there is a reasonable possibility that a material misstatement of the entity’s financial statements will not be prevented, or detected and corrected on a timely basis. A significant deficiency is a deficiency, or a combination of deficiencies, in internal control that is less severe than a material weakness, yet important enough to merit attention by those charged with governance.

Our consideration of internal control was for the limited purpose described in the first paragraph of this section and was not designed to identify all deficiencies in internal control that might be material weaknesses or significant deficiencies. Given these limitations, during our audit we did not identify any deficiencies in internal control that we consider to be material weaknesses. However, material weaknesses may exist that have not been identified.

8.A.c
Packet Pg. 214 Attachment: Report on Internal Controls Over Financial Reporting (Fiscal Year 2021/22 Audited Annual Comprehensive Financial Report To the Honorable Mayor and Members of the City Council
of the City of Cotati
Cotati, California

Compliance and Other Matters
As part of obtaining reasonable assurance about whether the City’s financial statements are free from material misstatement, we performed tests of its compliance with certain provisions of laws, regulations, contracts, and grant agreements, noncompliance with which could have a direct and material effect on the financial statements. However, providing an opinion on compliance with those provisions was not an objective of our audit, and accordingly, we do not express such an opinion. The results of our tests disclosed no instances of noncompliance or other matters that are required to be reported under Government Auditing Standards.

Purpose of this Report
The purpose of this report is solely to describe the scope of our testing of internal control and compliance and the results of that testing, and not to provide an opinion on the effectiveness of the entity’s internal control or on compliance. This report is an integral part of an audit performed in accordance with Government Auditing Standards in considering the entity’s internal control and compliance. Accordingly, this communication is not suitable for any other purpose.

Badawi & Associates, CPAs
Berkeley, California
December 20, 2022

8.A.c
Packet Pg. 215 Attachment: Report on Internal Controls Over Financial Reporting (Fiscal Year 2021/22 Audited Annual Comprehensive Financial Report City of Cotati
Cotati, California
Independent Accountants’ Report
For the year ending June 30, 2023

8.A.d
Packet Pg. 216 Attachment: Auditors Letter on Appropriations Limit (Fiscal Year 2021/22 Audited Annual Comprehensive Financial Report (ACFR)) INDEPENDENT ACCOUNTANTS’ REPORT
To the Honorable Mayor and City Council
of the City of Cotati
Cotati, California
We have performed the procedures enumerated below on the accompanying Appropriations Limit Schedule of the City of Cotati (City) for the fiscal year ending June 30, 2023. The City’s management is responsible for the accompanying Appropriations Limit Schedule.

The City has agreed to and acknowledged that the procedures performed are appropriate to meet the intended purpose of the requirements of Section 1.5 of Article XIII-B of the California Constitution. Additionally, the League of California Cities (as presented in the publication entitled Agreed-upon Procedures Applied to the Appropriations Limitation Prescribed by Article XIII-B of the California Constitution) has agreed to and acknowledged that the procedures performed are appropriate for their purposes. This report may not be suitable for any other purpose. The procedures performed may not address all the items of interest to a user of this report and may not meet the needs of all users of this report and, as such, users are responsible for determining whether the procedures performed are appropriate for their purposes.

The procedures performed and our findings are described below:

1. We obtained the completed worksheets used by the City to calculate its appropriations limit for the fiscal year ending June 30, 2023, and determined that the limit and annual calculation factors were adopted by resolution of City Council. We also determined that the population and inflation options were selected by a recorded vote of City Council.

Finding: No exceptions were noted as a result of our procedures.

2. For the accompanying Appropriations Limit Schedule, we added the prior year’s limit to the total adjustments, and agreed the resulting amount to the current year’s limit.

Finding: No exceptions were noted as a result of our procedures.

3. We agreed the current year information presented in the accompanying Appropriations Limit Schedule to corresponding information in worksheets used by the City.

Finding: No exceptions were noted as a result of our procedures.

4. We agreed the prior year appropriations limit presented in the accompanying Appropriations Limit Schedule to the prior year appropriations limit adopted by the City Council during the prior year.

Finding: No exceptions were noted as a result of our procedures.

8.A.d
Packet Pg. 217 Attachment: Auditors Letter on Appropriations Limit (Fiscal Year 2021/22 Audited Annual Comprehensive Financial Report (ACFR)) To the Honorable Mayor and Members of City Council
of the City of Cotati
Cotati, California
2 We were engaged by the City to perform this agreed-upon procedures engagement and conducted our engagement in accordance with attestation standards established by the AICPA. We were not engaged to and did not conduct an examination or review, the objective of which would be the expression of an opinion or conclusion, respectively, on the accompanying Appropriation Limit Schedule. Accordingly, we do not express such an opinion or conclusion. Had we performed additional procedures, other matters might have come to our attention that would have been reported to you.

We are required to be independent of the City and to meet our other ethical responsibilities, in accordance with the relevant ethical requirements related to our agreed-upon procedures engagement.

This report is intended solely for the information and use of the City Council and management of the City and is not intended to be and should not be used by anyone other than these specified parties. However, this report is a matter of public record, and its distribution is not limited.

Badawi & Associates, CPAs
Berkeley, California
December 20, 2022

8.A.d
Packet Pg. 218 Attachment: Auditors Letter on Appropriations Limit (Fiscal Year 2021/22 Audited Annual Comprehensive Financial Report (ACFR)) City of Cotati
Appropriations Limit Schedule
For the year ending June 30, 2023
Amount Source
A. Appropriations limit for the year ended June 30, 2022 $ 17,332,554 Prior year schedule B. Calculation factors:

1. Population increase % 0.9847 State Department of Finance

2. Inflation increase (deflation decrease) 1.0755 Consultant Report

3. Total adjustment factor % 1.0590 B1 * B2
C. Annual adjustment increase $ 1,022,621 [(B3-1)*A)]
D. Other adjustments:

Loss responsibility (-) - N/A
Transfers to private (-) - N/A
Transfers to fees (-) - N/A
Assumed responsibility (+) - N/A
E. Total adjustments 1,022,621 (C+D)
F. Appropriations limit for the year ending June 30, 2023 $ 18,355,175 (A+E) 3 8.A.d
Packet Pg. 219 Attachment: Auditors Letter on Appropriations Limit (Fiscal Year 2021/22 Audited Annual Comprehensive Financial Report (ACFR)) City of Cotati
Notes to Appropriations Limit Schedule
For the year ending June 30, 2022
4 1. PURPOSE OF LIMITED PROCEDURES REVIEW
Under Article XIIIB of the California Constitution (the Gann Spending Limitation Initiative), California governmental agencies are restricted as to the amount of annual appropriations from proceeds of taxes.

Effective for years beginning on or after July 1, 1990, under Section 1.5 of Article XIIIB, the annual calculation of the appropriations limit is subject to this agreed upon procedures engagement.

2. METHOD OF CALCULATION
Under Section 10.5 of Article XIIIB, for fiscal years beginning on or after July 1990, the appropriations limit is required to be calculated based on the limit for the fiscal year 1986-1987, adjusted for the inflation and population factors discussed in Notes 3 and 4 below.

3. INFLATION FACTORS
A California governmental agency may use as its inflation factor either the annual percentage change in the 4th quarter per capita personal income (which percentage is supplied by the State Department of Finance), or the percentage change in the local assessment roll from the preceding year due to the change of local nonresidential construction. The factor adopted by the City of Cotati for the fiscal year 2022-2023 represents the change in per capita income in the State of California.

4. POPULATION FACTORS
A California governmental agency may use as its population factor either the annual percentage change of the jurisdiction’s own population, or the annual percentage change in population in the County where the jurisdiction is located. The factor adopted by the City of Cotati for fiscal year 2022-2023 represents the population change in the County.

5. OTHER ADJUSTMENTS
A California government agency may be required to adjust its appropriations limit when certain events occur, such as the transfer of responsibility for municipal services to, or from, another government agency or private entity. The City had no such adjustments for the fiscal year ending June 30, 2023.

8.A.d
Packet Pg. 220 Attachment: Auditors Letter on Appropriations Limit (Fiscal Year 2021/22 Audited Annual Comprehensive Financial Report (ACFR)) Cotati City Council
Agenda Staff Report
Item type: CONSENT CALENDAR (ACTION)
To: City Council
Subject: Approval of an amendment to the Professional Services Agreement with Coastland Civil Engineering, LLP for the Design the P-1 Portal, Mercantile, and Aaron Water Main Replacement Project to add design of a water filling station Date: January 10, 2023
Written by: Craig Scott, Director of Public Works/City Engineer Recommendation
It is recommended the City of Cotati City Council approve by motion an amendment to the Professional Services Agreement with Coastland Civic Engineering, LLP to design the P-1 Portal, Mercantile, and Aaron Water Main Replacement Project to add design of a water filling station.

Background
The City owns and operates a public water system which is regulated by the State Department of Water Resources. In addition to regular operation and maintenance duties, the City plans for providing adequate existing and future capacity and for the replacement of aging system components including wells, pipelines, valves, fire hydrants, water meters and equipment used to provide drinking water to its customers. The P-1 Pipeline has been identified as a high priority project by the City’s Water System Master Plan and the City has budgeted to design and construct this project in the current fiscal year. Current information on active City Public Works capital projects is available on the City’s website.

Analysis/Discussion
On July 26, 2022, City Council approved a professional services agreement with Coastland Civil Engineering, LLC to design and provide bidding services for the P-1 Portal Street, Mercantile, Aaron Water Main Replacement Project. The design has been progressing with bidding anticipated in January or early February 2023. During design, following a City Council discussion about water hydrant meter rental issues, City staff requested a water filling station be added to the Project. The water filling station would largely obviate the need for City Administrative staff to rent out hydrant water meter equipment to contractors; an administratively labor intensive process.

Subsequent to receiving the request for additional services, the consultant prepared the attached letter proposal. City Staff have reviewed the proposal and finds it to be fair and reasonable and recommends it for approval.

8.B
Packet Pg. 221
Financial Considerations
The total amount allocated for the Project budget in the City’s adopted Fiscal Year 2022/23 budget for design through construction is $608,900, which is based on a planning level estimate of the anticipated costs. This amount was accounted for in the recently completed Water and Sewer Financial Plan which informed the City’s adopted Five-Year Rate Program. The original agreement amount is $122,255 and with the proposed amendment would increase by $8,849 to a total of $131,104. City Staff is also requesting with this approval, authorization to execute any needed future amendments to the subject agreement up to an amount of $140,000.

Environmental Issues
This action is exempt from the California Environmental Quality Act (CEQA) because it is not a project which has a potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment, pursuant to CEQA Guideline section 15378.

Attachments:

P-1 Water Main Replacement Design Proposal (PDF)

8.B
Packet Pg. 222
Santa Rosa Auburn Pleasant Hill Fairfield
1400 Neotomas Avenue 11641 Blocker Drive, Ste. 170 3478 Buskirk Avenue, Ste. 1000 324 Campus Lane, Ste. A Santa Rosa, CA 95405 Auburn, CA 95603 Pleasant Hill, CA 94523 Fairfield, CA 94534 Tel: 707.571.8005 Tel: 530.888.9929 Tel: 925.233.5333 Tel: 707.702.1961

www.coastlandcivil.com
July 13, 2022
Mr. Craig Scott
Public Works/City Engineer
City of Cotati
201 West Sierra Avenue
Cotati, CA 94931
VIA EMAL: [email protected]
Subject: Proposal for P-1: Portal, Mercantile, and Aaron Main Replacement Project Dear Craig,
In response to your request, we are pleased to present this letter proposal for professional engineering design services associated with the City of Cotati’s P-1 Main Replacement Project.

PROJECT UNDERSTANDING
The City desires to replace aging water infrastructure in Portal Street from the cul-de-sac to Mercantile Drive, Mercantile Drive, and Aaron Street from Mercantile Drive to Houser Street. The project is identified in the City’s Water Distribution System Master Plan to provide adequate fire flow in the area. The work consists of replacing approximately 2,100 lineal feet of existing undersized 6-inch and 8-inch water main.

The new water main will be 10-inch PVC per current City Standards. Existing water service laterals and fire service laterals will be moved to the new main. Replacement of existing meters and backflow devices is not included in the project scope. Fire hydrants within the project limits will be replaced.

The project is funded through the Enterprise – Water Capital funds. The City budget is $609,000 for design, construction, contingency, construction management, and City staff time.

Traffic striping, markings, and signage will be replaced where impacted by construction in accordance with the City Standards. The new water line alignment will also be required to meet the water main separation requirements of the California Department of Public Health Drinking Water Regulations. If the separation requirements cannot be met due to site constraints, proposed separation details will be submitted to the North Coast Regional Water Quality Control Board. The required Board form and details will require City sign off and must be approved prior to advertising the project for bidding.

It is also understood the City would like to include a fill station to dispense and sell bulk water in lieu of providing hydrant meters to contractors. We will work with the City to select a fills station manufacturer and model that best suites the City’s requirements. After the fill station is selected, we will evaluate the feasibility of installing a new fill station within the project limits. The new fill station will need to be placed within the City’s right-of-way and be accessible to users.

8.B.a
Packet Pg. 223 Attachment: P-1 Water Main Replacement Design Proposal (P-1 Water Line Design Amendment) July 13, 2022
Mr. Craig Scott
As the project involves replacement of existing public water mains and appurtenances it should be considered as Categorically Exempt from the provisions of the California Environmental Quality Act (CEQA).

PROJECT APPROACH
We will begin the project by evaluating project needs and reviewing available background information. Our team will coordinate closely with City staff and other stakeholders as appropriate to gain a comprehensive assessment of the project needs. Based on our local experience and knowledge of the project area, we understand many of the challenges and opportunities presented in this project. We will apply our skills and experience to provide innovative and creative solutions to project challenges.

We will assist City staff throughout the project to keep project stakeholders informed. We will prepare exhibits and provide the City with project status updates for keeping project stakeholders apprised during design and construction. We will also include requirements in the project specifications that the Contractor provide notice and coordinate transferring of water services to the new water line with residents in the project area.

To maintain a high level of quality and completeness, our team will devote themselves to managing their time wisely, developing innovative solutions, and maintaining clear and consistent communication with the City. During the initial phase, we will work closely with City staff to evaluate any non-standard design conditions, potential utility conflicts and other key issues that may affect the design of the project. Our construction management team will review the project plans to ensure constructability, as well as look for opportunities to save money by using alternate construction methods.

SCOPE OF SERVICES
Task 1 – Project Management and Coordination

1.1 Project Management
Throughout the project, we will provide project management with the project stakeholders. Our team will work closely with the City during the design phase, putting the project out to bid, and during its successful completion of construction. A project design schedule will be prepared using Microsoft Project scheduling software. The project schedule will be updated at project milestones and provided to the City frequently.

We propose to meet with City staff to discuss project details, establish goals, review the project schedule and coordinate efforts. Included are the project kick-off meeting and three (3) design review meetings at 70%, 90% submittals and final (100%) submittal.

We will assist City staff throughout the project to keep project stakeholders informed. We will prepare exhibits and provide the City with project status updates for keeping project stakeholders apprised during design and construction. We will also include requirements in the project specifications that the Contractor provide notice and coordinate transferring of water services to the new water line with businesses in the project area.

It is assumed that the project will be considered exempt from CEQA requirements. During the project design we will work with City staff about potential permitting needs if changes to the project scope occur.

8.B.a
Packet Pg. 224 Attachment: P-1 Water Main Replacement Design Proposal (P-1 Water Line Design Amendment) July 13, 2022
Mr. Craig Scott

1.2 Background Information
We will assemble the available City information pertaining to the project including as-built drawings, benchmark information, utility information, base maps, right-of-way data and additional pertinent information for the project.

We have already performed a field visit and taken digital photos of the site. We will complete this preliminary initial field walk with another visit to identify any unusual or special conditions that may affect the project design or construction.

We will work with outside utility companies to ensure that existing facilities, both underground and overhead, are identified accurately during the design phase. This task will include writing letters to PG&E, AT&T and Comcast informing them of the project and requesting their facility drawings. Under this task we will prepare submittal packages to each of the utility companies so they can verify the accuracy of their facilities and the need for relocation. We will also coordinate with the City regarding existing water, sewer and storm drain facilities.

1.3 Regional Water Quality Control Board Separation Waiver Requests If necessary, we will obtain a waiver of water and sewer main separation standards from the State of California Department of Public Health from the North Coast Water Quality Control Board. We will prepare the required forms for City sign off and submit to the Board. Additional protective measures will be added to the construction documents as required to satisfy the waiver requests. For the purposes of this proposal, we have assumed eight (8) waiver requests may be required.

Task 2 – Topographic Survey
Our subconsultant, Cinquini and Passarino, Inc. (CPI), will conduct the topographic survey of the project.

The work will include performing a ground topographic survey and prepare a map at 1” =20’ scale with a one-foot contour interval. Survey limits will be from back of sidewalk to back of sidewalk, include the street intersections at the ends of the project, and extend 25 feet along the adjoining streets.

Topographic survey will include all necessary work to produce a topographic map, including features such as, but not limited to; building corners and elevations, curb lines, water meters, sewer cleanouts, valves and manholes (including rim, invert and pipe information), utility markings on the pavement, utility poles, driveway locations, sidewalks, trees four (4) inches and larger, retaining walls or decorative walls, and other pertinent information that could apply to the project design. Topographic survey will be provided on North American Vertical Datum of 1988 and horizontally relate California Coordinate System of 1983, Epoch 2017.50.

Existing centerline monuments along the project corridor which control the right-of-way will be located and the record right-of-way will be shown on the topographic survey. This proposal assumes that there will not be any material discrepancies as defined by Section 8762, of the Professional Land Surveyor’s Act, Business and Professions Code, State of California and that a Record of Survey will not be required. If a material discrepancy is found, the City will be notified and a proposal of additional services for a right-ofway resolution and Record of Survey will be provided.

Task 3 – 70% Submittal
Following the completion of the topographic survey, field review, compiling background information, and utility coordination we will develop preliminary design documents. We will prepare a 70% design level PS&E

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Packet Pg. 225 Attachment: P-1 Water Main Replacement Design Proposal (P-1 Water Line Design Amendment) July 13, 2022
Mr. Craig Scott
submittal package which will include plans, preliminary technical specifications, and a preliminary engineer’s estimate of probable construction cost. The plans will include water main and hydrant improvements as well as trench paving and traffic striping.

Task 4 – 90% Submittal
Following the City’s review of the 70% submittal, we will prepare the 90% PS&E submittal. The submittal will address City comments on the 50% submittal and will essentially be a complete design submittal. The plans will include the proposed plan view alignment and profile of the water main. The specifications will include the City’s standard front-end specifications, provided by the City.

Task 5 – Final Submittal
Following the City’s review, we will address comments on the 90% submittal and provide the City with electronic copies of final drawings, final estimate/itemized bid sheet, and electronic technical specifications for a review to verify all comments have been addressed. Following the City’s final review, we will prepare final bid documents. The final approved drawings in electronic AutoCAD format, and all related files in MS Word, MS Excel, and PDF formats as appropriate.

Task 6 – Bid Support
During the bidding process, we will provide bid assistance to the City to answer questions that may arise during the bidding phase. This will include assisting the City in preparing up to two (2) addenda that may be necessary. If requested, we will also attend a pre-bid conference for prospective bidders.

Please note that the time associated with this task does not include any time necessary for bid protests. If a bid protest is issued by any of the bidders, we can provide this as an additional service on a time and materials basis, as the time to process the protest is unknown.

Task 7 – Design Assistance During Construction
After the project is awarded to the selected contractor, we will attend the pre-construction meeting with City staff and the contractor’s representatives. During construction, we will provide design support services, which includes assisting the City with answering up to ten (10) Request for Information (RFI’s) and up to twenty (20) submittals from the contractor and up to two (2) site visits. We understand and appreciate the importance of construction support. We will also prepare up to two (2) Contract Change Orders, if required.

Our intention is to be an extension of City staff. Please note that our effort for this task is only an estimate.

If significant input is requested during construction, we will notify the City and provide a modified scope and fee for the City’s consideration.

Task 8 – Record Drawings
Upon the completion of construction and final punch list approval, we will prepare record drawings based on red-line “as-builts” provided by the contractor. Record drawings will be submitted to the City in electronic format (AutoCAD and PDF).

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Packet Pg. 226 Attachment: P-1 Water Main Replacement Design Proposal (P-1 Water Line Design Amendment) July 13, 2022
Mr. Craig Scott

OPTIONAL TASKS
The following work is not included in our proposal. However, we would be pleased to provide these services if the City desires.
 Geotechnical investigations.
 Record of Survey preparation and recording.
 Permitting fees.
 Potholing of utility locations, associated survey or coordination.  Public participation efforts.
 Meetings beyond those noted above.
 Construction staking to be provided by contractor.

PROJECT SCHEDULE
The City would like to advertise the project for bidding in late 2022 or early 2023 with construction completion by June 2023. Assuming we are given notice to proceed by late July, we are confident we can complete the bid documents by mid-December 2022.

PROJECT FEE
Based on our scope of work, we are proposing that the design services associated with this project be completed for a not-to-exceed amount of $122,255 (see attached Work Estimate). The amount quoted is assuming that all of the work for this project will fall under the scope of work as previously described. If additional work is necessary that falls outside of this scope of work, we can either re-negotiate a new scope of work or provide these services on a time and materials basis per our adopted schedule of hourly rates.

Please also note that in the not-to-exceed amount, we have included an estimated amount of $700 for reimbursable expenses (i.e. printing, plotting, mileage, final mylars, copies and binding). These reimbursable costs will be billed at cost plus 15%.

Sincerely,
Heidi Utterback, PE Steve Van Saun, PE
Supervising Engineer, Principal Supervising Engineer

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Packet Pg. 227 Attachment: P-1 Water Main Replacement Design Proposal (P-1 Water Line Design Amendment) $215 $195 $185 $160 $160 $185 $100
1 Project Management and Coordination

1.1 Project Management 40 40 $7,800

1.2 Background Information 4 6 2 12 $2,210

1.3 RWQCB Separation Waiver Requests 2 8 10 $1,870
Subtotal 62 $11,880
2 Topographic Survey
Topographic Survey & ROW Determination 2 4 $16,100 6 $17,130 Subtotal 6 $17,130
3 70% Submittal
Plans 24 40 60 2 126 $21,880
Specifications 4 24 28 $5,220
Cost Estimate 2 6 8 16 $2,780
Subtotal 170 $29,880
4 90% Submittal
Plans 16 32 40 88 $15,440
Specifications 2 12 14 $2,610
Cost Estimate 2 4 8 14 $2,410
QA/QC Review 4 4 8 $1,600
Subtotal 124 $22,060
5 Final Submittal
Plans 8 24 32 64 $11,120
Specifications 2 6 8 $1,500
Cost Estimate 1 2 4 7 $1,205
QA/QC Review 4 4 8 $1,600
Subtotal 87 $15,425
6 Bid Support
Bidding Assistance 2 8 2 12 $2,360
Addenda (2) 2 8 2 8 20 $3,640
Pre-bid conference 4 4 $780
Subtotal 36 $6,780
7 Design Assistance During Construction
Pre-Construction Meeting 4 4 $780
RFI's (10) 8 10 18 $3,410
Submittal Review (20) 6 16 22 $4,130
Site Visits (2) 8 8 16 $3,040
Contract Change Orders (2) 2 4 8 2 2 18 $3,060
Subtotal 78 $14,420
8 Record Drawings
Prepare Record Drawings 4 20 24 $3,980
Subtotal 24 $3,980
Direct Costs (repro, mileage, etc.) $700
Total Cost 14 163 202 8 186 10 4 16,100 $ 587 $122,255
Engineering Design Services
Sub Cost
City of Cotati

WORK ESTIMATE

TASK TOTAL FEE TOTAL
HOURS
Construction
Manager
Task Information
Principal
Engineer
P-1: Portal, Mercantile, and
Aaron Main Replacement
Assistant
Engineer
Senior
Engineer
Hours & Cost
Admin Supervising
Engineer Cinquini &
Passarino, Inc
Senior Eng.

Technician

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Packet Pg. 228 Attachment: P-1 Water Main Replacement Design Proposal (P-1 Water Line Design Amendment) Cotati City Council
Agenda Staff Report
Item type: CONSENT CALENDAR (ACTION)
To: City Council
Subject: 2023 Cotatitarod Shopping Cart Race and Food Drive in La Plaza Park and through various Cotati streets, taking place on Saturday, March 4, 2023.

Date: January 10, 2023
Written by: Ashley Wilson, Recreation Manager
Recommendation
It is recommended that the City Council of the City of Cotati adopt a resolution approving the 2023 Cotatitarod Shopping Cart Race and Food Drive including food sales in La Plaza Park.

Background
The 4
th Annual Cotatitarod is proposed for Saturday, March 4th, 2023. This year’s event will be similar to the 2017-2019 Cotatitarod events with event coordinators requesting permission to use La Plaza Park, including the bandstand with electricity, as well as City streets and sidewalks.

This event is modeled after the highly successful CHIditarod, which is Chicago's 100% volunteer-driven urban shopping cart race, charity food drive, costumed beauty pageant, and pub crawl. Their philanthropic efforts help address food and hunger challenges by partnering with organizations that provide immediate hunger relief (food pantries, etc), and sustainable food empowerment through urban farming and education. More information on this event can be found at http://www.chiditarod.org/ or https://www.facebook.com/TheChiditarod/.

Hoping to mimic the success in Chicago, the North Bay Burners have submitted a completed City of Cotati Park Use and Special Event application along with sufficient descriptions of the event. They have partnered with the Redwood Empire Food Bank to donate all food collected from the event to help those locally in need. With five teams the first year and approximately 400 pounds of food gathered and seven teams the second year, bringing in over 1,000 pounds of food, this event is enthusiastically supported by the REFB. This year’s goal is to bring in ten teams and double the food donations to gather over 1 ton of food to help end hunger in the community.

Analysis/Discussion
The North Bay Burners have requested the following: 1) food and vendor sales in La Plaza Park.

The event, beginning and ending at La Plaza Park, will charge food donations of 60 lbs. per team

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to enter, as well as a registration fee that equals $20 per person. The event will take place from 11:00am until 5:00pm, with use of the park from 10:00am until 6:00pm to allow for setup, breakdown, and cleanup. The event will include vendors selling food and beverages.

Exhibits attached to the resolution describe the race route necessary to allow for the orderly movement of race participants during the event. The map shows the route, which was designed to spread the course in the City along the safest route possible. There will also be flaggers at key street crossings to ensure the safety of participants and the public.

The North Bay Burners have reviewed the insurance requirements and have indicated that they can provide adequate insurance. A Condition of Approval has been included which requires proof of insurance be supplied to the City before the event.

Financial Considerations
In accordance to the Park Use and Special Event Policy, fees will be assessed as follows:
$50 – Special Event Application Fee
$125 – Special Event Daily Fee
$150 – Medium Event Resident Permit Fee
TOTAL FEE: $325
Special Event Refundable Security Deposit - $250
TOTAL DEPOSIT: $250
Environmental Issues
This action is exempt from the California Environmental Quality Act (CEQA) because it is not a project which has a potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment, pursuant to CEQA Guideline section 15378.

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RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COTATI APPROVING THE 4TH ANNUAL COTATITAROD SHOPPING CART RACE AND FOOD DRIVE;

AUTHORIZING THE SALE OF FOOD AND NON-ALCOHOLIC BEVERAGES IN LA PLAZA PARK.

WHEREAS, the North Bay Burners submitted an application to the City for the 4 th
Annual Cotatitarod Shopping Cart Race and Food Drive scheduled for March 4 th, 2023; and
WHEREAS, the City Council finds that this event is part of a comprehensive economic development strategy by the City of Cotati in that it increases visitation to the City, promotes the Cotati community and results in increased sales tax revenues; and WHEREAS, the City Council further finds that the health, safety, and welfare of the citizens of the City of Cotati will not be jeopardized by the approval of this event; and WHEREAS, it will be necessary to conform to certain conditions as described in Exhibit A, attached hereto, to facilitate this event; and
WHEREAS, the action of approving an Annual Shopping Cart Race and Food Drive does not constitute a project as defined by California Environmental Quality Act Guidelines Section 15378; therefore, no further environmental review is required.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Cotati that the 4
th Annual Cotatitarod Shopping Cart Race and Food Drive is approved, subject to the Conditions of Approval set forth in Exhibit A; that sale of food and non-alcoholic beverages in La Plaza Park are authorized. This event is more specifically described in and subject to the application materials attached as Exhibit B.

IT IS HEREBY CERTIFIED that the foregoing resolution was duly adopted at a regular meeting of the City Council of the City of Cotati held on the January 10th, 2023, by the following vote, to wit:

Approved:________________________________
Mayor
Attest:____________________________
Kevin Patterson, Deputy City Clerk
Approved as to form:
____________________________
City Attorney
Attachments:

EXHIBIT A Conditions of Approval Cotatitarod 2023 (PDF) EXHIBIT B Cotatitarod Application and Map 2023 (PDF)
Packet Pg. 231

EXHIBIT A

CONDITIONS OF APPROVAL

1. The applicant is granted non-exclusive use of La Plaza Park from Saturday, March 4 th
,
2023 at 10:00 a.m. through 6:00 p.m. for the event scheduled from 11:00 a.m. to 5:00 p.m.

2. Applicant is to provide map of the event route clearly showing location of flaggers to be stationed along the route at street crossings, sections with no bike lane, and areas where flaggers may need to otherwise assist participants in staying on the route and for safety.

The map shall also include locations of signage along the route and traffic cones where needed to caution road traffic on the event in progress. This map is to be approved by the City Engineer and Police Chief. Volunteers are to receive traffic safety training and on the City work day prior to the event, sign a roster to verify they will be staffing the event, have received safety training, and have a safety vest and flag.

3. The applicant shall submit a deposit of $250 within 30 days of approval of this event.

4. Applicant shall provide the City with the proof of insurance for all events and vendors, as required, to the satisfaction of the City, prior to the event.

5. The applicant shall obtain the required permits and follow all regulations from the Sonoma County Environmental Health Department, and shall ensure each food vendor complies with Health Department requirements.

6. The applicant shall ensure that all vendors follow Cotati Municipal Code 8.20.030 (Prohibited food service ware and products), which bans the selling or serving of food ware that contains polystyrene foam or PFAS.

7. The applicant shall ensure the public facilities (park, parking spaces, and streets) are cleaned completely and returned to pre-event condition within 2 hours of event end time.

8. The event shall be carried out as described in the written descriptions submitted by the applicant and in compliance with these Conditions of Approval.

9. The applicant shall contact the Rancho Adobe Fire Protection District and comply with any permit requirements of the District.

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Packet Pg. 232 Attachment: EXHIBIT A Conditions of Approval Cotatitarod 2023 (2023 Cotatitarod Shopping Cart Race and Food Drive Resolution)

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Packet Pg. 233 Attachment: EXHIBIT B Cotatitarod Application and Map 2023 (2023 Cotatitarod Shopping Cart Race and Food Drive Resolution)

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Packet Pg. 234 Attachment: EXHIBIT B Cotatitarod Application and Map 2023 (2023 Cotatitarod Shopping Cart Race and Food Drive Resolution)

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Packet Pg. 235 Attachment: EXHIBIT B Cotatitarod Application and Map 2023 (2023 Cotatitarod Shopping Cart Race and Food Drive Resolution)

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Packet Pg. 236 Attachment: EXHIBIT B Cotatitarod Application and Map 2023 (2023 Cotatitarod Shopping Cart Race and Food Drive Resolution)

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Packet Pg. 237 Attachment: EXHIBIT B Cotatitarod Application and Map 2023 (2023 Cotatitarod Shopping Cart Race and Food Drive Resolution)

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Packet Pg. 238 Attachment: EXHIBIT B Cotatitarod Application and Map 2023 (2023 Cotatitarod Shopping Cart Race and Food Drive Resolution) Cotati City Council
Agenda Staff Report
Item type: CONSENT CALENDAR (ACTION)
To: City Council
Subject: Agreement to Upgrade Water/Sewer SCADA System
Date: January 10, 2023
Written by: Damien O'Bid, City Manager
Recommendation
It is recommended that the City Council adopt a motion authorizing the City Manager to execute an agreement with TESCO to upgrade the City's water and sewer Supervisory Control and Data Acquisition (SCADA) system, including change orders up to the adopted project budget.

Background
The City operates a public water and sanitary sewer system, which provides safe drinking water to all residents and businesses within the City as well as safe and efficient conveyance of wastewater for treatment by the Laguna de Santa Rosa wastewater treatment plant. To efficiently control and monitor the status of the water and sewer systems, the City utilizes a Supervisory Control and Data Acquisition (SCADA) system, which is essentially a computerized control and monitoring system.

Analysis/Discussion
The City performed a major upgrade to it’s SCADA system, as well as the in-field telemetry and local control systems approximately 7 years ago. The computer servers and related equipment have reached the end of their service life and are beginning to experience maintenance issues and end of support.

The proposed scope of work (see attached) will build in the latest security architecture and systems, as well as improving redundancy and reliability. This includes replacing the SCADA servers and related security hardware, as well as placing the primary server in a space with longterm backup power, redundant internet access and regular system backups. The system will continue the current practice of having a “hot” fail-over server ready.

Financial Considerations
The approved FY 22-23 budget includes $260,000 for this planned infrastructure project, equally split between the water and sewer enterprises. No additional funding or appropriations are requested.

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Environmental Issues
This action is exempt from the California Environmental Quality Act (CEQA) because it is not a project which has a potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment, pursuant to CEQA Guideline section 15378.

Attachments:

Cotati Wonderware UpgradeScope of Work (PDF)

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Corporate Office
8440 Florin Road, Sacramento, CA 95828
P.O. Box 299007, Sacramento, CA 95829
PH: 916.395.8800 FX: 916.429.2817
File Ref. 20I086Q04 Page | 1 of 4
To: City of Cotati Quote Date: 12/15/2022
Attn: Damien O’Bid Quote No.: 20I086Q04
Re: City of Cotati
SCADA Upgrade
Dear Damien:

Thank you for your continued interest in TESCO products, services, and solutions. We are pleased to quote the following scope of work pertaining to the above-referenced project.

Project Background
During a recent Tesco Controls, Inc. EMASS maintenance and service visit, it was found that the SCADA servers are running on unsupported Microsoft operating systems and Aveva Wonderware SCADA software versions.

Additionally, the server hardware is more than seven (7) years old and would typically be replaced every four (4) to five (5) years. TESCO understands the City of Cotati is looking to upgrade their aging SCADA system and has requested a quotation for the same.

Project Objective
This upgrade will include new server hardware to be virtualized, networking equipment following cybersecurity best practices, and new redundant auto dialer hardware and software. The City of Cotati would also like to relocate the primary SCADA equipment to city hall, with the secondary to remain at the Corp Yard. This will provide a more robust SCADA system in the event of a disaster scenario, as well as a cleaner environment for the equipment at city hall.

Scope of Work
This quote is inclusive of TESCO services to upgrade the City of Cotati's SCADA system and the procurement of the SCADA hardware and software (see "Scope of Supply") needed to allow for a fully functional SCADA system. Per the City of Cotati's request, TESCO will procure and supply all hardware and software. Upon notice to proceed, TESCO will submit on the needed hardware and software for approval by the City and KLH (City of Cotati’s IT Contractor), this will ensure a successful SCADA system upgrade.

TESCO will provide new SCADA equipment for both the primary and secondary locations. Primary SCADA will be located at City Hall and will include a new router, firewall, server (for visualization and historian data logging), and a workstation for operator interface. Secondary SCADA will be located at the Corp Yard and will include a new router, firewall, server (backup to primary), and a workstation.

The new SCADA equipment will be configured by TESCO with these primary and secondary roles. The Corp Yard equipment will function as a backup to City Hall in case of a disaster scenario or loss of network connectivity between the two sites. This will allow operations to have local SCADA functionality if such an event was to occur.

Because the Corp Yard is intended as a backup it will not have full redundant functionality of City Hall. Historical data logging and remote access to the SCADA application would not be available, though alarm callout and SCADA visualization will still function from the secondary SCADA configuration at the Corp Yard. If these features are needed or desired, the functionality can easily be added in the future with the new proposed design of this quote.

The existing SCADA system is not operating in a virtualized setup. This upgrade will move the system in line with modern SCADA system setups. The use of VMWare virtualization paired with Veeam backup software allows for quick system recovery in the event of a server hardware failure or a disaster scenario. TESCO will install and

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Packet Pg. 241 Attachment: Cotati Wonderware UpgradeScope of Work (SCADA System Upgrade) Quotation TESCO CONTROLS, INC.

File Ref. 20I086Q04 Page | 2 of 4
configure all needed SCADA software on the VMs, as well as the workstations for visualization at the Corp Yard and City Hall.

TESCO will be replacing the existing alarm auto dialer software, Win911 v7.x with TopView and required voice modems. The TopView software will have redundant capabilities and will be installed at City Hall and the Corp Yard. This transition is needed due to Win911's need for TAPI drivers and is no longer supported by Microsoft.

TESCO will convert the existing Win911 auto dialer configurations in to the new TopView software. The City of Cotati will be responsible for providing a POTs phone line at both locations if it doesn't already exist.

There is also a need for an Ethernet to Serial protocol converter for communications to the remote PLCs. In a virtualized environment, Serial devices tend to lack support and have known connectivity issues. Based on TESCO's experience we are providing the addition of one (1) DigiOne IAP at the Corp Yard for SCADA communications to the remote PLCs via the existing Serial radio. This setup will work for both primary and secondary SCADA servers at the two locations. TESCO will also add a new MODBUS communications driver, Kepware. This will allow for a reliable communications path in the new virtualized setup. TESCO will setup and configure the DigiOne and the Kepware driver for communications to existing remote PLCs.

To better adhere to cybersecurity best practices, TESCO is providing the addition of a router and firewall at both City Hall and Corp Yard locations. This will allow for SCADA network isolation from the City Business network.

TESCO's Networking Engineers will work closely with KLH in the connectivity needed between the business network and the SCADA/Controls network to allow proper functionality of the additional routers and firewalls following industry best practices.

TESCO will configure and license all servers, this includes: VMWare ESXi hypervisors and provisioning of required virtual machines (VMs) with OS installation and licensing, workstation(s), Veeam software and NAS device for VM backups, and Microsoft Office (for reporting) on three (3) operating systems. TESCO will work directly with KLH on any outward-facing networking equipment by providing guidance on cybersecurity best practices in a controls system environment. The actual configuration of these outward-facing devices will be done by KLH.

The City has maintained their Aveva Wonderware Customer FIRST Support Service. In doing so, the City is eligible to receive free upgrades to their Aveva Wonderware licenses. This project will include upgrading the existing Wonderware licenses to the most recent versions under this support agreement. TESCO will procure and install these Aveva licenses on the new equipment.

Once TESCO has completed the in-house setup, configuration and testing of all system equipment at our facilities the equipment will be shipped to site for installation and startup. Tesco will install the new servers, workstations, networking equipment and modems at both City Hall and Corp Yard, and the DigiOne IAP at Corp Yard. TESCO will provide two (2) training sessions: Four (4) hours training for City operations on the new SCADA system including remotely accessing the system. Two (2) hours with KLH to cover more IT related items such as system architecture, general functionality, backups and system upkeep.

TESCO will not be making any application graphical or control strategy changes under this contract.

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Packet Pg. 242 Attachment: Cotati Wonderware UpgradeScope of Work (SCADA System Upgrade) Quotation TESCO CONTROLS, INC.

File Ref. 20I086Q04 Page | 3 of 4
Scope of Supply
Item Qty Description
1 Lot SCADA Hardware to Include:
 Two (2) Dell Servers (Hypervisors)
 Two (2) Dell Optiplex workstations
 Microsoft Windows 10 included
 One (1) QNAP 4-Bay NAS device
 Four (4) 4 TB HDD drives
 Two (2) Firewall appliances
 With 3 years of licenses
 Two (2) Routers
 Two (2) Voice Callout Modems
 One (1) DigiOne IAP Device $67,970.00
2 SCADA Software to Include:
 Upgrade of all Wonderware licensing under customer support  Two (2) TopView Alarm Software license
 Two (2) Kepware Modbus Suite license
 Four (4) Real VNC license
 Microsoft Office
 Microsoft Server Core Licenses as Required
 Five (5) Microsoft Server Access CALs
 Veeam backup software
 5 year subscription
 VMWare ESXi Essentials $42,820.00
3 Lot Professional Services:
 Project Management
 Engineering – engineered submittals, drawings, technical data, and project records
 SCADA Programming – configuration and virtualization of servers, configuration of TopView, Wonderware version upgrade
configuration, Historian configuration, remote access configuration  Networking/Communications/Telemetry – configuration of networking equipment, remote access configuration
 Product Startup Services – product quality review, verification of product installation, product parameter adjustments, product programming, software upload/download as required, instrument/ device signal spanning, product/equipment reconfiguration as required, product function checks, and product startup.  Onsite Training
 O&M Manuals $115,930.00
TOTAL (including applicable sales tax): $226,720.00
Project Clarifications
 Unless otherwise indicated by the Scope of Work above, quote is to furnish only and does not include any trade labor, trade work, construction work, site improvement, contractor services, or any trade installation services. Any trade labor and/or related trade work shall be performed by others/contractor.  Unless otherwise indicated by the Scope of Work above, the following is not included within this quotation:
 Conduit, field wire, tubing, or basic trade installation materials (brackets, screws, bolts, j-box, stanchions, pull-box, etc.)

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Packet Pg. 243 Attachment: Cotati Wonderware UpgradeScope of Work (SCADA System Upgrade) Quotation TESCO CONTROLS, INC.

File Ref. 20I086Q04 Page | 4 of 4
 Instrumentation mounting components, brackets, stanchions, sunshields, etc.  Local control stations and/or field mounted disconnects.  Instrumentation, devices, components, or equipment not specifically identified in the above quotation.  Fiber optic patch panels, cable, splicing or terminations.  Networking infrastructure or architecture modifications to existing facilities.  Any 3rd party testing, harmonic testing/analysis, protective device coordination study, short-circuit analysis, or Arc-Flash Risk Assessment (AFRA) services.  Electrical interconnection diagrams for equipment not furnished by TESCO  ISA process control loop diagrams.
 PLC Programming
 OIT Programming
 Signal loop diagrams for equipment not furnished by TESCO.

Clauses, Terms and Conditions
 Quote is firm for 30 days unless otherwise stated.
 Intellectual Property and Confidentiality Notice: The scope of work and price quotation shall not be construed as a formal design or recommendations on design for the related project. All content contained within this quotation is the intellectual property under the proprietorship of Tesco Controls, Inc. and is subject to applicable copyright laws. Such intellectual property shall not be duplicated, replicated, copied, or shared without explicit written consent from Tesco Controls, Inc., as it contains confidential information and work product developed exclusively for use by Tesco Controls, Inc.  Submittals: to be provided approximately 12-16weeks after receipt of purchase order, written notice of intent, or notice to proceed.
 Delivery: to be scheduled approximately 40-50 weeks minimum after submittal approval.  Unless otherwise stated above, price does not include any sales tax, use tax, or applicable fees; please apply any taxes and/or fees as appropriate. Please note that all invoices will include sales tax where applicable.  TESCO price is FOB factory, full freight allowed.
 TESCO warranties against defect in design, workmanship, and materials for a period of one year from date of installation; and does not exceed 18 months from the date of shipment from the factory.  TESCO carries liability insurance, with full workman's compensation coverage.  Terms are net 30 days on approved credit accounts.
 Interest will be applied to all past due invoices.
 All merchandise sold is subject to lien laws.
 Final retention to be paid within 10 days after the project notice of completion.

Please feel free to contact us at (916) 395-8800 to discuss any questions or comments you may have regarding this quotation.

Sincerely,
TESCO CONTROLS, INC.

Caleb Ernst
Sales Estimator
[email protected]

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Packet Pg. 244 Attachment: Cotati Wonderware UpgradeScope of Work (SCADA System Upgrade) Cotati City Council
Agenda Staff Report
Item type: REGULAR AGENDA (ACTION)
To: City Council/Successor Agency to the Former Cotati Community Redevelopment Agency
Subject: Receive and File the Fiscal Year 2021/22 Popular Annual Financial Report (PAFR).

Date: January 10, 2023
Written by: Angela Courter, Director of Administrative Services Recommendation
It is recommended that the City Council receive and file the Fiscal Year 2021/22 Popular Annual Financial Report (PAFR).

Background
The Government Finance Officers Association (GFOA) established the Popular Annual Financial Reporting Awards Program (PAFR Awards Program) in 1991 to encourage and assist state and local governments to extract information from their Annual Comprehensive Financial Report (ACFR) to produce high quality popular annual financial reports specifically designed to be readily accessible and easily understandable to the general public and other interested parties without a background in public finance and then to recognize individual governments that are successful in achieving that goal.

The Popular Annual Financial Report (PAFR) for the City of Cotati provides a snapshot of financial data and City specific information as was included within the audited Annual ACFR. It highlights the topics of most frequent interest including; City overview including history, vital statistics, and resources available to the public; financial highlights including details on comparative revenues, expenses, net position fund balance; and well as strategic goals and accomplishments made during the year.

To date, the City has been awarded four consecutive annual PAFR and ACFR awards by independent reviewers as part of the GFOA awards program.

Analysis/Discussion
The purpose of the PAFR is to increase awareness throughout the community of the City’s finances. The report provides a brief analysis of the City’s revenue sources, where those dollars are spent, and an overview of the City’s financial condition. It is our goal that this report is easy to read and understand.

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Though the intent of the PAFR is to provide a basic summary of the financial information, it is a focused subset of the financial information as provided within the audited ACFR. As such, it is noted throughout the report to find the detailed financial reports within the City’s ACFR, which can be viewed at City Hall or on the City’s website at cotaticity.org. The ACFR is the complete, independently audited financial presentation, prepared in accordance with Generally Accepted Accounting Principles (GAAP).

Consistent with the prior year, the Administrative Services Department will provide the PAFR both in physical documents, available at City Hall, the Police Department, and the Chamber of Commerce, as well as digital copies available on the City Website. With the next City newsletter, we will also provide a notice to the public about the availability of both the PAFR as well as the ACFR online and at City Hall.

Financial Considerations
No financial considerations are applicable to the filing of the Popular Annual Financial Report.

This report is a summarization of the financial information provided within the audited ACFR which is available for review online or at City Hall.

Environmental Issues
The creation of a Popular Annual Financial Reporting document is not a project under the California Environmental Quality Act (CEQA), per the definition of a project identified in Section 15378 of CEQA in that there will be no direct, or reasonably foreseeable indirect physical change in the environment.

Attachments:

Popular Annual Financial Report to the Community (PAFR) 2021-22 (PDF) Annual Financial Report to the Community 2021/22 Presentation (PDF)

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Packet Pg. 247 Attachment: Popular Annual Financial Report to the Community (PAFR) 2021-22 (Annual Financial Report to the Community (PAFR) FY 21/22) To the Residents of Cotati,
The City is proud to present you with Cotati’s Popular Annual Financial Report (PAFR) to the Community for the fiscal year (FY) ended June 30, 2022. This report provides an overview of the City’s financial condition and a brief analysis of where City revenues come from and where those dollars are spent.

Most of the information in this report is drawn from the financial information appearing in the FY 2021/22 Annual Comprehensive Financial Report (ACFR). To promote complete transparency of the City finances, we remain dedicated to preparing a full ACFR as it is the “gold standard” in financial reporting and provides the following; citywide detailed statistical and demographic information; management’s discussion on the goals, economic condition and objectives for the City, as well as a complete financial presentation of basic financial statements prepared in conformance with Generally Accepted Accounting Principles (GAAP). The ACFR was audited by an independent auditor who provided a clean opinion for the year under audit. While the financial data in this document is derived from the ACFR, the supplemental statistical, economic and demographic data may be taken from various other publicly available sources.

Our goal is to provide a summary of the City’s financial information in an easy to read, informative way with reduced accounting jargon. As such we have highlighted some of the unavoidable accounting terms and provided a glossary of those terms on page 10. We hope you will find this information to be interesting and informative. We welcome your comments and suggestions for future reports and we look forward to the opportunity to explain any information provided both here and within the ACFR. Both the ACFR and this document are available for viewing at City Hall and on the City's website at www.cotaticity.org.

City Overview
Our city’s unusual name “Cotati” (ko-ta-tee) derives
from the Kota’ti, a peaceful tribe of Coast Miwok
Native Americans who populated this temperate
valley for generations.

In 1844, the Mexican government granted the
Rancho Cotate to Captain Juan Castaneda for his military services. The grant included the land on which Cotati would be built. The ranch passed hands a few times until 1849 when Dr. Thomas Page purchased it. The Page family held on to the land for many years and laid out the hexagonal plaza and roads named after his sons which are still evident today around Cotati’s downtown La Plaza Park. This hexagonal plaza is one of only two in the US and has been designated as a California Historical Landmark due to this unique layout. 1 Table of Contents:

Pages 1-2 Introduction, City Overview, Financial Highlights for Fiscal Year 2021/22 Pages 3-4 Statement of Net Position, Net Position Trends, Goals/Accomplishments Pages 5-6 Statement of Activities, Revenues Details and Discussions Pages 7-8 Expenses Details, Revenues & Expenses Trends, Property Tax Breakdown Pages 9-10 Cotati Facts, Council Members, City Resources, Cotati Maps, Glossary of Terms

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Packet Pg. 248 Attachment: Popular Annual Financial Report to the Community (PAFR) 2021-22 (Annual Financial Report to the Community (PAFR) FY 21/22) In order to retain its identity, Cotati incorporated in 1963 and currently operates under a city manager/city council structure.

The City provides a variety of services to its residents, which includes; police services, recreation services, water and sewer services, maintenance of City parks, streets and storm drains, and City buildings. Additionally, the City provides for planning and zoning, code enforcement, issuance of building permits, and acts as the flood plain administrator.

Although the City and surrounding region has continued to strengthen economically over the last year, unemployment in Cotati has risen consistent with the State and Sonoma County.

Due to new home construction and increased home prices during the past fiscal year, the County Assessor office has again increased property assessed valuations which we anticipate will result in slight growth in property taxes for the upcoming year.

The City is focused on diversifying the current sources of revenue to provide a more stable and resilient general fund and promote increased economic activity in Cotati. This includes developing local lodging options to generate a new general fund revenue stream called Transient Occupancy Taxes (TOT); and developing a local cannabis industry to generate new general fund revenue (Cannabis Business Tax). The City encourages visitation to the City and businesses to generate new economic activity for our local businesses and preserve and diversify the existing sources of sales and property taxes.

Cotati’s population decreased to 7,584 residents in 2021 due to demographic changes in household types and fewer student residents as a result of the COVID-19 closure of Sonoma State University. Cotati is projected to grow 3.3% by 2023.

Financial Highlights for Fiscal Year 2021/22
Due to the nature of financial reporting some accounting or finance terms are used in this report and are bolded throughout. Please see page 10 for a summary of these terms.

The City prepares two types of financial statements that measure its finances differently; Government-wide and Fund statements. The Government-wide Statements present the full City operations in a similar manner to those of a private business; whereas Fund Statements provide detailed financials in a short term annual budgetary basis on specific funds. In order to provide clear and consistent information, all of the following financial highlights are presented based on the Government-wide statements with notes to differentiate the City governmental operating funds (primarily the General Fund) from the Water and Sewer funds, which are also known as Enterprise funds.

Highlights of the City of Cotati’s financial activities include:
 Net position improved by $3.5 million, in part due to the ongoing Street Improvements and Traffic Safety Projects and increased property taxes due to the completion of Kessing Ranch project.
 Cash and investments increased by $0.6 million to $21.5 million. As we have emerged from COVID-19, revenues have steadily increased particularly due to increased sales and property taxes, and also increased Water and Wastewater revenues, as housing projects have been completed.
 The General Fund’s end of year fund balance declined slightly to $9.0 million; a

1.4% decrease over the prior year.
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STATEMENT OF NET POSITION
*Detailed financial reports can be found in the City’s FY 2021/22 ACFR available on the City’s website at https://fliphtml5.com/iibpe/zfiz or at City Hall. 3 The Statement of Net Position presents information on all of the City’s assets and liabilities at a point in time, with the difference between the two reported as net position. Over time, increases or decreases in net position is one indicator of whether the City's financial condition is improving or weakening.

As of
June 30, 2022
As of June 30,
2021 (restated)
Assets
Current and other assets $ 23,344,967 $ 21,982,740
Capital assets 44,215,803 40,503,415
Total Assets 67,560,770 62,486,155
Deferred Outflow of Resources
Deferred outflows or resources related to pensions 8,345,835 2,396,015 Liabilities
Current and other liabilities 1,719,757 1,479,442
Long-term liabilities 12,795,166 11,252,399
Total Liabilities 14,514,923 12,731,841

Deferred Inflows of Resources
Deferred inflows of resources related to pensions 6,522,190 698,265 Net Position
Net investment in Capital assets1 42,521,080 40,484,629 Restricted net position2 7,425,586 5,697,447
Unrestricted net position3 4,922,826 5,150,993
Total Net Position $ 54,869,492 $ 51,333,069
2 Net position whose use is restricted by statute or law. 3 Net position available to meet City obligations in future fiscal years. 1 Capital Assets less accumulated depreciation and any remaining debt used to acquire the assets.

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Packet Pg. 250 Attachment: Popular Annual Financial Report to the Community (PAFR) 2021-22 (Annual Financial Report to the Community (PAFR) FY 21/22) Total Net Position For Last Ten Years
The net position is primarily made up of investments in capital assets. These investments are all the City infrastructure such as streets, roads, wells, drainage systems and buildings less accumulated depreciation and outstanding debt. The declines in net position during 2014 and 2015 are primarily due to implementation of new accounting rules that required the reporting of an estimated future pension liability of $7.8 million.

Goals and Accomplishments
Significant strides were made in communicating the financial condition of the City by continuing to provide the budget in brief document for the public, updating our mid-year budget evaluations and receiving two different budgetary awards for multiple years.

The awards won include the California Society of Municipal Finance Officers (CSMFO) Operating Budget Excellence Award and the Government Finance Officers Association (GFOA) Distinguished Budget Award. In addition to the budgetary awards, the City became the proud recipient of the 2019 GFOA Triple Crown Award, one of only 292 government agencies across the United States and Canada, and the only city in Sonoma County to earn this recognition. The GFOA's Triple Crown recognizes governments who have received GFOA's Certificate of Achievement for Excellence in Financial Reporting, Popular Annual Financial Reporting Award, and the Distinguished Budget Presentation Award.

The City has continued to expand communication with our citizens through the use of social media, City website, YouTube, a Public Access TV channel, Nixle/WaterSmart/ Utility notifications, utility newsletters and publication of Activity Guides. Due to Covid19 this has further expanded to Zoom based City Council meetings, as well as expanded access to City Services and related forms available online for 24/7 access by our community.

To address the economic development goals of the City, we expanded support for local business by allowing flexibility with permitting to promote outdoor dining. Additionally we continued work towards the development of a 152 room hotel to be located at the City’s northern gateway area, and revisions of the zoning code to allow greater flexibility to meet the new retail environment.

To address the goal of improved community safety, the Police Department continued to build community relationships with residents by hosting the National Night Out as well as several “Coffee with a Cop” social events.

The City continues to focus infrastructure improvements on the restoration of streets and City park upgrades.
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STATEMENT OF ACTIVITIES
FY 2021/22 FY 2020/21 (restated)
Revenues:

Program revenues:1
Charges for services $ 7,532,612 $ 7,361,081
Operating grants and contributions 2,274,436 743,354
Capital grants and contributions - -
9,807,048 8,104,435
General Revenues:2
Property taxes 1,902,006 1,774,242
Sales and use taxes 6,418,733 6,004,019
Other taxes 1,344,773 1,192,032
Other revenue 15,532 281,573
9,681,044 9,251,886

Total Revenues 19,488,092 17,356,301

Expenses:3

General government 1,804,038 1,332,803
Public safety 4,219,712 4,186,303
Community development 1,672,689 972,578
Public works 2,406,759 1,857,882
Interest on long-term debt 190,521 965
Water 2,040,153 2,324,983
Wastewater 3,617,797 3,439,883

Total Expenses 15,951,669 14,115,397

Change in Net Position 3,536,423 3,240,904
Net Position - Beginning as restated $ 51,333,069 $ 48,092,165 Net Position - Ending $ 54,869,492 $ 51,333,069
1 Revenues derived directly from fees, charges and grants 2 All revenues that are not related to programs
3 The expenses for fiscal year 2020/21 and Beginning Fund balance for 2021/22 have been restated due to adjustments required for the reclassification of the Community Facilities District Fund. Total expenses in total City-Wide increased in 2021/22 by approximately $2.5 million, primarily within the Public Safety, Community Development and Public Works departments. See page 7 for further detail.

Please see the City of Cotati 2021/22 ACFR for more detail. 5 The Statement of Activities describes the revenues received, expenses paid or incurred during a fiscal year. Explanations of specific revenues and expenses are provided on the following pages.

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Packet Pg. 252 Attachment: Popular Annual Financial Report to the Community (PAFR) 2021-22 (Annual Financial Report to the Community (PAFR) FY 21/22) Where the money comes from...

For fiscal year ending June 30, 2022, revenues primarily changed due to increases in charges for services related to development and related permit issuance, and the receipt of various Operating Grants. Additionally, Sales tax revenues have continued to increase due to County Pool allocations and the Wayfair Decision. See page 5 for totals by revenue category.
*Detailed financial reports can be found in the City’s FY 2021/22 ACFR available on the City’s website at https://fliphtml5.com/iibpe/zfiz or at City Hall.

Revenues
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7 *Detailed financial reports can be found in the City’s FY 2021/22 ACFR available on the City’s website at https://fliphtml5.com/iibpe/zfiz or at City Hall.

For fiscal year ending June 30, 2022 expenses increased primarily within Public Safety, Community Development and Public Works. The increase in Public Safety is primarily due to emergency operations activities and new equipment purchases.

Increased Community Development expenses are related to increased permit issuance and inspections. Increases in Public Works is primarily due to the ongoing streets projects, and their associated engineering costs.

Expenses

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Packet Pg. 254 Attachment: Popular Annual Financial Report to the Community (PAFR) 2021-22 (Annual Financial Report to the Community (PAFR) FY 21/22) Total Revenues & Expenses Last Ten Fiscal Years
8 Overall, the City’s operational revenues vary more than expenses with major fluctuations including a decrease in 2013 of approximately $2.7 million due to the loss of the redevelopment property tax receipts, then one-time increases in 2009, 2014 and 2016 primarily related to capital infrastructure grants and contributions totaling approximately $3.4, $1.6 and $4.2 million respectively. Revenues from 2016 through 2022 have also increased due to the Voter approved Measures G & S 1% Sales tax.

City expenses have remained fairly consistent over time, but have seen an increase in the past 3 fiscal years due to significant investment in capital improvements throughout the City .

Where Your Property Tax Dollar Goes…
Under Proposition 13, property tax is levied on the assessed value of a property by the County, equal to 1% of the assessed value. For taxes levied and collected by the County on properties within the City of Cotati, the City only receives 11 cents on each property tax dollar.

Schools receive a total of 53 cents on the dollar, including the Cotati-RP Unified District, Santa Rosa Junior College District, and the State Education Augmentation Fund, and Schools Administration. The remainder is allocated to County government (20 cents); Rancho Adobe Fire District (11 cents); and other agencies (5 cents).

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Packet Pg. 255 Attachment: Popular Annual Financial Report to the Community (PAFR) 2021-22 (Annual Financial Report to the Community (PAFR) FY 21/22) Visit the City of Cotati Website at http://www.cotaticity.org/ The City’s website includes information about:
 Councilmembers
 Council Meetings/Agenda
 Recreation Programing
 Job Opportunities
 City Permits and Forms
 City Newsletter
 Department Information
 Water/Sewer Utility Management
Financial Information
 Budget
 Annual Financial Statements
(ACFR)
 Cotati Annual Report to the
Community (PAFR)
 Annual Measure S Reports
 City Master Fee Schedule
 AB 1600 Annual Reports on
Development Impact Fees
Online Services
 Provide Suggestions to City
 Register for Recreation Camp/Class
 Apply and pay for a Dog License
 Rent a City Park or Facility
 Apply for Building & Alarm Permits
 Pay Utility Bills/Stop & Start Service
 Apply for City Jobs
 Emergency Preparedness City Plan/
Alert Sign Up
 Apply and pay for a Business License
John Moore
Councilmember
Susan Harvey
Vice Mayor
Mark Landman
Mayor
City of Cotati Facts1
Population 7,3972 Area 1.88 square miles
Elevation 112 feet Miles of Streets 23
Acres of Parks 30.4 Streetlights 331
Traffic Signals 8 Manholes 9,147
Water Main Miles 30 Fire Hydrants 438
Averages
Median Age 35.8 years
Low Temperature 38-53 degrees
High Temperature 57-82 degrees
Annual Precipitation 25” October to May
1 Estimates
2 Population has decreased 2.9% from 7,619 in calendar year 2019.

Cotati City Council (June 30, 2022)
9 Laura Sparks
Councilmember
Ben Ford
Councilmember
City of Cotati Online

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Packet Pg. 256 Attachment: Popular Annual Financial Report to the Community (PAFR) 2021-22 (Annual Financial Report to the Community (PAFR) FY 21/22) City of Cotati Map
Brief Summary of Terms
Annual Comprehensive Financial Report (ACFR): is a set of comprehensive financial statements on the financial state of the City as of the fiscal year end.

Audit: an annual examination performed by an independent accountant firm of the City's internal controls and finances.

California Society of Municipal Finance Officers (CSMFO): a professional association of state, county, and local government finance officers in California.

Enterprise Funds: a part of government that accounts for the goods or services provided to the public for a fee and is self-supporting, similar to a private business. Example includes Water and Sewer operations.

Fiscal Year (FY): a twelve month period from July 1-June 30 to which the annual budget applies, and financial transactions are recorded and subsequently audited.

Fund: a grouping of accounts used to record all the special purpose financial transactions for which the fund was created.

Fund Balance: the difference between assets and liabilities—in essence, what would be left over if the assets were used to pay the liabilities.

Fund Statements: detailed information on the primary governments funds whereby fund assets are expected to be used within a year and current year liabilities are typically expected to be repaid or satisfied with current resources.

Generally Accepted Accounting Principles (GAAP): uniform minimum standards for financial accounting and recording, encompassing the conventions, rules, and procedures that define accepted accounting principles.

Government Finance Officers Association (GFOA): a professional association of state, provincial, and local finance officers in the United States and Canada.

Government-wide Statements: report financial information based on when expenses occur and revenues are earned rather than when cash transactions occur, similar to that of a private business.

Net position: the calculation of all of the City’s assets minus the current and future liabilities and net pension deferrals.

Popular Annual Financial Report (PAFR): a financial report specifically designed to be readily accessible and easily understandable to the general public.

Restricted Fund Balance: this represents funding that can only be spent for very specific purposes, generally due to laws.

Transient Occupancy Tax (TOT): a tax imposed on travelers who stay in temporary lodging facilities within the City. The current tax rate is ten percent of the rent charged by the operator (CMC

3.12.030). 10
For detailed map visit: https://tinyurl.com/2p8tzej3

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Packet Pg. 257 Attachment: Popular Annual Financial Report to the Community (PAFR) 2021-22 (Annual Financial Report to the Community (PAFR) FY 21/22) City of Cotati
Department of Admin. Services
201 West Sierra Ave.

Cotati, CA 94931
(707)792-4600
Acknowledgements
The preparation of this report could not be accomplished without the efficient and dedicated services of the entire staff of the Administrative Services Department. We would like to express our special appreciation to Angela Courter and Neil Tomlinson. We would also like to thank the Mayor and City Council members for their support, stewardship and commitment in planning and conducting the financial affairs and the long-term fiscal health of the City in a responsible and efficient manner.

For more information about the City or to view the full ACFR please visit https://fliphtml5.com/iibpe/zfiz and for more financial information visit the City Website at www.cotaticity.org.

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Packet Pg. 258 Attachment: Popular Annual Financial Report to the Community (PAFR) 2021-22 (Annual Financial Report to the Community (PAFR) FY 21/22) Annual
FinancialReport to the
Community
Fiscal Year Ended
June 30, 2022

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What is theGFOA?
What is a PAFR?
What is in Cotati’s PAFR?
DepartmentGoals

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DEPARTMENTAL GOALS
Continue to Provide the
Highest Level of Reporting to the Public
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Attachment: Annual Financial Report to the Community 2021/22 Presentation (Annual Financial Report to Citywide Annual Budget*
Budget‐in‐BriefAnnual Comprehensive Financial Report (ACFR) *Popular Annual Financial Report (PAFR)*State Controllers Office (SCO) Mandated Reporting including; Compensation, Streets, and TransactionsMaintenance of Efforts * Award Winning Documents
Annual Reporting to the Public

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Attachment: Annual Financial Report to the Community 2021/22 Presentation (Annual Financial Report to • Awards encourage our City staff to go
beyond the minimum requirements of generally accepted accounting principles • The GFOA Award is an indicator to the
public and other users of the financial statements that the statements/budget have all the information they need to assess the financial health of the City • Government Finance Officers Association• Mission is to advance excellence in public finance• 20,000 members of federal, state/provincial, and local finance officials
• Leaders of public finance best practices• Established several highly regarded professional recognition programs including reporting awards
• Award programs reviewers are combination of
GFOA professional staff and individuals with expertise in public sector financial reporting What is theGFOA?
Why is their award important to Cotati?
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Attachment: Annual Financial Report to the Community 2021/22 Presentation (Annual Financial Report to What is a PAFR?
GFOA established the Popular Annual Financial
Reporting Awards Program (PAFR Program) in
1991 to encourage and assist state and local
governments to extract information from their
Annual Comprehensive Financial Report (ACFR) to
produce high quality popular annual financial
reports specifically designed to be readily
accessible and easily understandable to the
general public.

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Attachment: Annual Financial Report to the Community 2021/22 Presentation (Annual Financial Report to PAFR Requirements
• Submit and receive the GFOA’s Certificate of Achievement for Excellence in Financial Reporting for the City Financial Statements (ACFR).• In addition:
• The PAFR must clearly advise readers of the availability of the ACFR.
• If the PAFR contains information from only selected
funds, or if the PAFR does not include all component units, that fact must be disclosed. • The financial information contained in the PAFR must
be derived from the actual GAAP data in the ACFR.
• Some form of appropriate narrative or graphical
analysis must be provided to explain items of potentially significant interest or concern.

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• Provide History of the City• Key Demographics and Facts • Photos of the City Council Members as of 06/30/2022 • Lists of Services & Information online and at City Hall

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Accomplishments
• Improved Communications of Financial
Condition
• Economic Development Support• Community Safety Outreach Programs• City Infrastructure Projects Focusing on Streets Improvements and Pedestrian Wayfinding.

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Financial Data
HIGHLIGHTS FOR
THE FISCAL YEAR
2021/22

COMPARATIVE
STATEMENT OF
NET POSITION

COMPARATIVE
STATEMENT OF

ACTIVITIES
SUMMARY OF
CITY‐WIDE REVENUES
SUMMARY OF
CITY‐WIDE

EXPENSES
COMPARATIVE OF
REVENUES AND
EXPENSES FOR 10
YEARS
ALLOCATION FOR
OUR RESIDENTS
PROPERTY TAX
DOLLAR

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11 Net position improved by $3.5 million from a City wide balance of 51.3 million in the prior year to $54.9 million., primarily due to investments in city assets or infrastructure due to the streets’ improvement projects, traffic safety projects. Current and other assets which include cash and investments and short‐term receivables increased by $1.3 million to $23.3 million.  The General Fund’s end of year fund balance was $9.5 million an almost 5.5% increase from last years $9.0 million.

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Attachment: Annual Financial Report to the Community 2021/22 Presentation (Annual Financial Report to • Like a Balance Sheet
• Presents Assets and Liabilities as of the end of the fiscal year (June 30)
• Used as an indicator of financial condition at a point in time.• Includes deferred outflows and inflows for Pensions and Other Post Employment Benefits
Statement of Net Position
12 What is it?
What is happening in Cotati?
• Increase in assets primarily due to one‐time receivables of funds from the Federal American Rescue Act (ARPA) of $0.9 million as well as investments in capital assets of approximately $3.7 million. • Increase in current and long‐term liabilities is due to the implementation of GASB 87 which adjusts the recording of lease liabilities for the City. • ACFR Management Discussion and Analysis provides high level summaries the changes to total Net Position.

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LastTenYears
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Attachment: Annual Financial Report to the Community 2021/22 Presentation (Annual Financial Report to • Presents Revenues and Expenses for the Fiscal Year (July1‐June 30) • Similar to an Income Statement
• Used as a performance indicator of operations to meet citizen needs• Includes program revenues and general revenues• Specifies expenses by function/department/program Statement ofActivities
14 What is it?
What is happening in Cotati?
• Increase in Program Revenues due Allocation of ARPA Funding of $1.7 million .• Increases in General Revenues is primarily due to increased sales tax receipts rand other taxes, primarily cannabis business tax.
• Total expenses increased by approximately 13% primarily due the additional discretionary payment made to CalPERS, which is allocated across departments as well as increased projects for public works and community development. • See ACFR Management Discussion and Analysis for more detailed analysis of the changes in Net Position.

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REVENUES
Where the Money Comes From…
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Attachment: Annual Financial Report to the Community 2021/22 Presentation (Annual Financial Report to 17 Total Revenues & Expenses
Last 10 FiscalYears

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Attachment: Annual Financial Report to the Community 2021/22 Presentation (Annual Financial Report to 18 PropertyTaxes as a Revenue Source

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Attachment: Annual Financial Report to the Community 2021/22 Presentation (Annual Financial Report to Lorem ipsum dolor sit amet, consectetuer adipiscing elit.

Maecenas porttitor congue massa. Fusce posuere, magna sed pulvinar ultricies, purus lectus malesuada libero, sit amet commodo magna eros quis urna.LOREM IPSUM DOLOR SITAMET, Get your own copy! CONSECTETUER ADIPISCING ELIT. 13Online at cotaticity.org & at City Hall 19 10.A.b
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Agenda Staff Report
Item type: REGULAR AGENDA (ACTION)
To: City Council
Subject: Council Assignments as Representatives and Liaisons to Various Committees for Calendar Year 2023
Date: January 10, 2023
Written by: Damien O'Bid, City Manager
Recommendation
It is recommended that the Council adopt a motion to assign representatives and liaisons to various committees and commissions for calendar year 2023.

Background
Each year, the City Council reviews assignments to committees, commissions and regional assignments that are directly appointed by the City Council. This is typically done concurrently with the City Council reorganization on off-election years in December. On election years when new City Council members join the City Council, appointments are typically made at the first meeting in January.

Many years ago, Cotati had weak representation regionally, so Cotati’s interests were often ignored when decisions were being made. However, over the past decade or so, Cotati has been a key player in regional discussions on a variety of issues, including water supply, transportation, solid waste and negotiating the formation of Sonoma Clean Power, all of which have directly benefited both Cotati residents and the region as a whole. Therefore, it is important to continue to be strongly engaged in regional bodies.

At the December 13, 2022 City Council meeting, each City Councilmember discussed their experiences with their current committee assignments/appointments for the collective benefit of existing and new City councilmembers.

Analysis/Discussion
The current Cotati City Council Appointments and Assignments sheet listing the active committees is attached for review. This is a worksheet listing active committees and approximate time commitments, including a calendar of the various meetings. Current appointees may take this opportunity to update the ‘Hours/Duties’ portion of the appointments and assignments worksheet as needed.

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Continuum of Care
The Continuum of Care (CoC) is Sonoma County's collaborative effort representing the homeless services system of care. Governed by a seventeen-member CoC Board, the countywide effort is responsible for oversight of funds designated to the CoC and planning/policy development for addressing homelessness. The CoC Board consists of local elected officials, nonprofit representatives, subject matter experts, and individuals with lived homeless experience, as indicated in the following table. The County of Sonoma Community Development Commission currently serves as the Lead Agency of CoC.

The Goal of the CoC is to achieve Functional Zero homelessness in Sonoma County using a Housing First model. The system of care program is designed to accomplish the following:
• Promote a community‐wide commitment to the goal of ending homelessness • Provide funding for efforts to quickly re‐house individuals and families who are homeless, which minimizes the trauma and dislocation caused by homelessness • Promote access to and effective use of mainstream programs • Optimize self‐sufficiency among individuals and families experiencing homelessness The City of Cotati and the City of Rohnert Park share one “appointed” seat on the CoC Board, which is jointly appointed by both City Councils. Currently, former City Councilmember John Moore serves in this role. However, he has indicated that he is interested in stepping down.

There are also 7 “elected” seats on the CoC Board. Each member entity of the CoC (a long list of public entities, non-profits, healthcare providers, etc.) can have a voting delegate. The voting delegate is not a CoC Board member, so the sole purpose of the voting delegate is to vote on the elected positions. The voting delegate for the City of Cotati is the City Manager.

Seats
Appointed
or Elected Categories
1 Appointed Santa Rosa
1 Appointed Petaluma
1 Appointed
North County; appointed by Cloverdale/HB/Windsor
Councils
1 Appointed West County; appointed by Sebastopol City Council 1 Appointed Sonoma Valley; appointed by Sonoma City Council 1 Appointed Rohnert Park/Cotati; appointed by City Councils 1 Appointed Board of Supervisors
1 Appointed County Safety Net Departments
1 Appointed Largest Homeless Service Provider

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1 Elected Elect by Lived Experience group or CoC Voting Members 1 Elected Elect by Youth Advisory Board or CoC Voting Members 1 Elected Second homeless services provider
1 Elected Licensed Health Care Organization
1 Elected Advocate
3 Elected At Large
0 Elected Funder
17 TOTALS
Prior to this City Council meeting, staff of both Rohnert Park and Cotati requested statements of interest from their respective City Council members. At this time, Councilmember Elward (Rohnert Park) has requested to be the primary representative on behalf of Cotati and Rohnert Park (see attached letter). Vice Mayor Sparks has requested to be appointed as the alternate for the CoC Board (see letter attached).

Don Schwartz, the Assistant City Manager with the City of Rohnert Park was recently re-elected to an “at-large” seat on the CoC Board.

Financial Considerations
None.

Environmental Issues
The action of assigning representatives and liaisons to various committees and commissions does not constitute a project as defined by California Environmental Quality Act Guidelines Section 15378; therefore, no further environmental review is required.

Attachments:

Summary Committee Assignments (DOCX)
Detail Committee Assignments (DOCX)
Elward CoC Board Ltr of Interest (DOCX)
Sparks CoC Letter of Interest (PDF)

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C:\users\kepatterson\appdata\roaming\iqm2\minutetraq\[email protected]\work\attachments\5121.docx Cotati City Council
Appointments and Assignments for 2023
REVISED 12/2/2022
Name of Committee Current
Member(s)
Alternate

POSITIONS HELD BY COUNCILMEMBERS
Standing Sub-Committees
None
Regional Committees/Boards
(City Council Appointed)
Assoc. of Bay Area Governments (ABAG) Susan Harvey Mark Landman CRPUSD (Cotati-Rohnert Park Unified School District) 2x2x2 Susan Harvey Laura Sparks Rohnert Park-Cotati Library Advisory Board John C. Moore N/A Mayors’ and Councilmembers Legislative Committee Representative Mark Landman John C. Moore REMIF/CIRA Board of Directors Damien O’Bid John C. Moore Russian River Watershed Association Ben Ford Laura Sparks Sonoma Clean Power Mark Landman Ben Ford
Sonoma Co. Transportation Authority/Regional Climate Protection Authority (SCTA/RCPA)
Mark Landman Susan Harvey
Sonoma Co. Waste Management Agency (SCWMA/Zero Waste Sonoma) Susan Harvey Damien O’Bid Sonoma Water Advisory Committee (WAC) Susan Harvey Laura Sparks Groundwater Sustainability Agency (Santa Rosa Plain) Susan Harvey Ben Ford League of California Cities’ Annual Meeting Voting Delegate (assigned prior to meeting)
(assigned prior to
meeting)
Liaisons
Cotati Chamber of Commerce John C. Moore Susan Harvey
Regional Committees/Boards
(Appointments as Indicated)
Joint Cotati City Council/Rohnert Park City Council Appointments Continuum of Care Board of Directors John C. Moore N/A
Mayors’ and Councilmembers’ Association Appointments
Executive Board/City Selection Committee Mayor Vice Mayor League of California Cities’ North Bay Exec. Board Susan Harvey N/A Recommended by City Selection Committee (Appointed by County Board of Supervisors) LAFCO Mark Landman N/A
Measure “O” Oversight Committee (County Mental Health Tax) Ben Ford N/A

POSITIONS HELD BY COTATI CITIZENS
(APPOINTED BY CITY COUNCIL OR BOARD OF SUPERVISORS, AS NOTED) AB 939 Local Task Force (Board of Supervisors appointment) Mark Soiland N/A Library Commission-Sonoma County Library (City Council appointment) Rachel Parker N/A Marin/Sonoma Mosquito Vector Control Dist. (City Council appointment) Vacant N/A

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Packet Pg. 282 Attachment: Summary Committee Assignments (City Council 2023 Committee Assignments)

C:\users\kepatterson\appdata\roaming\iqm2\minutetraq\[email protected]\work\attachments\5122.docx Cotati City Council
Appointments and Assignments Worksheet 2023
REVISED 12/2/2022
Name of
Committee
Current
Member(s)
Alternate Hours/Duties

POSITIONS HELD BY COUNCILMEMBERS
Standing Sub-Committees
None
Regional Committees/Boards
City Council Appointed Positions
Assoc. of Bay Area
Governments
(ABAG)
Susan
Harvey
Mark
Landman
Dept.: City Manager
Hours: General Assemblies meeting in spring and fall
Duties: Attend and vote as needed at general
assembly meetings
Note: ABAG Alternates have voting rights
CRPUSD (CotatiRohnert Park
Unified School
District ) 2x2x2
Susan
Harvey
Laura
Sparks
Generally meets monthly, or as needed, to discuss
issues in common with the Cities of Cotati and
Rohnert Park and the Cotati-Rohnert Park Unified
School District. Meetings are typically 1-2 hours
each. More recently has also include representatives
from Sonoma State University.

Rohnert ParkCotati Library
Advisory Board
John C.

Moore
N/A Optionally attend meetings in February, April, June, August, October and December, normally on the 3rd
Tuesday at 4:00 p.m. at the Rohnert Park-Cotati
Regional Library. Liaisons are non-voting members.

10.B.b
Packet Pg. 283 Attachment: Detail Committee Assignments (City Council 2023 Committee Assignments)

C:\users\kepatterson\appdata\roaming\iqm2\minutetraq\[email protected]\work\attachments\5122.docx Name of
Committee
Current
Member(s)
Alternate Hours/Duties
Mayors’ and
Council Members
Legislative
Committee Liaison
Mark
Landman
John C.

Moore
Dept.: City Manager.

Hours: Prior to COVID, meetings were held on the
first Friday of the month, at 9:30 a.m. in the Maple
room at the Finley Center in Santa Rosa. Meetings
are currently held over Zoom, and it’s unclear if
future meetings will be in-person again, continue to
be virtual, or some combination. Meetings are
usually 1-1/2 to 2 hours long.

Duties: Review all proposed legislation that could
have an effect on cities; provide feedback to our
League of Cities coordinator and potentially issue
letters on pending legislation. As needed, agendize
letters of support or opposition to a particular piece of legislation.

REMIF/CIRA
Board of Directors
Damien
O’Bid
John C.

Moore
Dept.: Administrative Services
Hours: Board meetings 4 times per year in
Sacramento (generally all day); 2-day annual meeting
each January (location rotates); annual PARMA
conference each February. Cotati also currently holds
the Vice Chair seat on the Executive Committee,
which generally meets monthly, primarily in person
in Sacramento.

Duties: Day to day management of risk management
activities.

Qualifications: Specialized knowledge of risk
management; recommended that staff be appointed
given operational implications of this board.

10.B.b
Packet Pg. 284 Attachment: Detail Committee Assignments (City Council 2023 Committee Assignments)

C:\users\kepatterson\appdata\roaming\iqm2\minutetraq\[email protected]\work\attachments\5122.docx Name of
Committee
Current
Member(s)
Alternate Hours/Duties
Russian River
Watershed
Association
Ben Ford Laura
Sparks
Dept.: Public Works
Hours: Meetings typically held from 9-11 am on 4th
Thursday of the month every other month in Windsor.
2 hours every other month for Board meeting, plus
time for preparation, travel, etc.

Duties: Attend RRWA Board meetings, as Cotati is a
member. This group works on a variety of watershed
issues that affect all members in the Russian River
Watershed. It is an informational and advocacy group
that focuses on watershed pollutants, permit issues,
etc. The biggest issue currently is the pending
municipal stormwater discharge permits.

Qualifications: Should have an interest and preferably
background in regional watershed issues.

Sonoma Clean
Power
Mark
Landman
Ben Ford Dept: N/A
Hours: Meets in Santa Rosa on the 1st Thursday of
every month from 9:00a – 12 noon. Allow for 3
hours every month for SCP Board meetings, plus time
for preparation, travel, etc. Agendas and related
documents can be lengthy and time consuming to
review. Allow 5-15 hours per month.

Duties: Represent Cotati on regional green power
agency. Weigh in on myriad power issues related to
procurement and provision of clean energy on a
regional basis. Involvement in representing the
interests of California’s community choice electricity
providers in the legislature and at state regulatory
agencies. Work to help lead county wide GHG
reduction efforts.

Qualifications: Should have some background and
interest in power issues, clean power, and GHG
emission reduction efforts. Preferably served as an
alternate on SCP BOD for several years before
becoming primary. Established working relationships
with Sonoma County councilmembers and
supervisors preferable.

10.B.b
Packet Pg. 285 Attachment: Detail Committee Assignments (City Council 2023 Committee Assignments)

C:\users\kepatterson\appdata\roaming\iqm2\minutetraq\[email protected]\work\attachments\5122.docx Name of
Committee
Current
Member(s)
Alternate Hours/Duties
Sonoma Co.

Transportation
Authority/Regional
Climate Protection
Authority
(SCTA/RCPA)
Mark
Landman
Susan
Harvey
Dept.: Public Works
Hours: Meetings typically held from 3:00-5:00 pm on
1st Monday of the month in Santa Rosa. 2 hours
every month for SCTA Board meetings, plus time for
preparation, travel, etc. Agendas and related
documents are lengthy and very time consuming to
review. Allow 5-15 hours minimum per month.

Duties: Weigh in on a myriad of transportation
related issues, including all modes of transportation.

Involved in local and regional (Caltrans) projects.

Also evolving to coordinate county wide GHG
reduction efforts, which will become important.

Qualifications: Should have an interest in and
preferably a background in transportation issues,
including how they relates to GHG emissions.

Preferably served as an alternate on SCTA/RCPA
BOD for several years before becoming primary.

Established working relationships with Sonoma
County councilmembers and supervisors crucial.
*This is a critical assignment.

Sonoma Co. Waste
Management
Agency (SCWMA
aka Zero Waste
Sonoma)
Susan
Harvey
Damien
O’Bid
Dept.: City Manager
Hours: Meets in Santa Rosa on 3rd Wednesday 9-11a,
time commitment approx. 6 hours/month
Duties: Joint Powers agency with oversight of landfill
and county-wide recycling efforts and hazardous
materials.

10.B.b
Packet Pg. 286 Attachment: Detail Committee Assignments (City Council 2023 Committee Assignments)

C:\users\kepatterson\appdata\roaming\iqm2\minutetraq\[email protected]\work\attachments\5122.docx Name of
Committee
Current
Member(s)
Alternate Hours/Duties
Sonoma Water
Advisory
Committee (WAC)
Susan
Harvey
Laura
Sparks
Dept.: Public Works
Hours: Meetings typically held from 9-12 am on 1st
Monday of the month at the Santa Rosa Utilities Field
Office. 3 hours every month for WAC Board
meetings, plus time for preparation, travel, etc.

Agendas and related documents are lengthy and very
time consuming to review. Allow 10 hours minimum
per month
Duties: Weigh in on issues related to SCWA water
supply. The continuing Potter Valley Project issue is
time consuming and may also require out of state
travel to advocate on behalf of the City.

Qualifications: Should have an interest in and
background in regional water supply issues. It will be
especially important as the City deals with these
issues.
*This is a critical assignment. If the representative
does not attend the City does not get a vote. Staff are not able to vote on behalf of the City.

Groundwater
Sustainability
Agency
Susan
Harvey
Ben Ford Dept: Public Works
Hours: Typically 2nd Thursday, every other month, 1-
3:30 PM
Duties: Administered by Sonoma Water, Cotati sits
on the GSA Board for the Santa Rosa Plain. This
board reviews groundwater management activities
and oversees monitoring.

Qualifications: Should have an interest in and
background in regional water supply issues.

League of
California Cities’
Annual Meeting
Voting Delegate
(assigned
prior to
meeting)
(assigned
prior to
meeting)
Votes on resolutions at the annual business meeting
during the Cal Cities annual conference.

Liaisons
Chamber of
Commerce
John C.

Moore
Susan
Harvey
Attend monthly Chamber of Commerce Board of
Director’s meetings on the 2
nd Tuesday at 5:15 p.m.

10.B.b
Packet Pg. 287 Attachment: Detail Committee Assignments (City Council 2023 Committee Assignments)

C:\users\kepatterson\appdata\roaming\iqm2\minutetraq\[email protected]\work\attachments\5122.docx Name of
Committee
Current
Member(s)
Alternate Hours/Duties
Regional Committees/Boards
Appointments as Indicated
Joint Cotati City Council/Rohnert Park City Council Appointments Continuum of Care
Board of Directors
(Cotati-Rohnert
Park
Representative)
John C.

Moore
N/A Dept.: City Manager
Hours: Monthly meetings of Board, currently with
various subcommittee appointments. Board meetings
typically 4 hours each (1 – 5 pm). Allow for 12 hours
per month, with an additional 4 hours per month of
meeting preparation.

Duties: To ensure a well-functioning homelessness
system of care in Sonoma County that works for the
entire county.

Qualifications: Can be staff, elected, or citizen jointly appointed by the Cotati and Rohnert Park City
Councils. Dense subject matter, so an understanding
of homelessness systems or long-term appointment to
be conversant in the subject matter desirable.

Mayors’ and Councilmembers’ Association Appointments
Executive Board
and City Selection
Committee
Mayor Vice Mayor Member and alternate established by Gov’t Code § 50270 et seq
League of
California Cities’
North Bay Exec.

Board
Susan
Harvey
N/A Appointed by the Mayors’ and Councilmembers’
Association Board of Directors; term expires TBD
Board of Supervisor Appointments (Recommended City Selection Committee) LAFCO Mark
Landman
N/A Dept.: Board of Supervisors appointment;
Recommended by City Selection Committee; current
term expires 5/2023
Hours: Monthly in the Board of Supervisors’
Chamber on the first Wednesday at 2:00 p.m.

Duties: To regulate the boundaries of cities and
special districts.

10.B.b
Packet Pg. 288 Attachment: Detail Committee Assignments (City Council 2023 Committee Assignments)

C:\users\kepatterson\appdata\roaming\iqm2\minutetraq\[email protected]\work\attachments\5122.docx

POSITIONS HELD BY COTATI CITIZENS
(APPOINTED BY CITY COUNCIL OR

THE BOARD OF SUPERVISORS, AS NOTED)
AB 939 Local Task
Force
Mark
Soiland
N/A Dept.: City Manager
Hours: Bi-monthly - Second Thursday of the month -
1:30-3:00 p.m. - at Sonoma County Department of
Transportation & Public Works
Duties: To develop goals, policies, and procedures
which are consistent with guidelines and regulations
adopted by the Board, to guide the development of
the Siting Element of the County-wide integrated
waste management plan.

Library
Commission –
Sonoma County
Library
Rachel
Parker
N/A Dept.: N/A
Hours: Meets at Santa Rosa City Hall, generally
meets monthly on the first Monday, but the day may
vary, with additional special meetings as needed.

Duties/term: Council-appointed citizen
commissioner.

Marin/Sonoma
Mosquito and
Vector Control
District
(MSMVCD)
Vacant N/A Dept.: N/A
Hours: Meets monthly at MSMVCD headquarters in
Cotati at 7:00 p.m. on the 2nd Wednesday of each
month.

Duties/term: Council-appointed citizen
commissioner.

10.B.b
Packet Pg. 289 Attachment: Detail Committee Assignments (City Council 2023 Committee Assignments) To whom may it may concern,
I respectfully request appointment to the Continuum of Care Board as the representative for the Cities of Rohnert Park and Cotati.

I am passionate about addressing this challenging issue. I know that it requires compassionate concern for those experiencing homelessness, as well as residents and businesses whose lives are affected by those living on our streets. I am proud that Rohnert Park took numerous positive steps last year while I served as Mayor last year, such as opening Labath Landing and reorganizing the encampment at Roberts Lake.

Additionally, I serve on the Sonoma County legislative committee for the League of California Cities.

Serving on the Continuum of Care Board would allow me to incorporate the homelessness issue into the League’s legislative efforts.

Furthermore, ethnic minorities are over-represented in the homeless population in Sonoma County, and under-represented on the Continuum of Care Board. I bring an important personal perspective as a woman of color to contribute to the Board and community.

Thank you for your consideration.

Jackie Elward

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Packet Pg. 290 Attachment: Elward CoC Board Ltr of Interest (City Council 2023 Committee Assignments) 1/4/23, 6:13 PM Mail - Damien O'Bid - Outlook
https://outlook.office.com/mail/id/AAMkAGNiMTRhYzI3LWFiYzQtNGQzZC1hNWFjLTEyMDJhOTJiZTEwMABGAAAAAAATIKDb00pAT7to2LRyTViwB… 1/1 Continuum of Care Letter of Interest
Laura Sparks <[email protected]>
Tue 1/3/2023 1:35 PM
To: Damien O'Bid <[email protected]>
Good Afternoon,
Please accept this notice of my interest in serving as the Alternate for the joint Rohnert Park/Cotati seat of the Continuum of Care Board of Directors. At the Cotati City Council meeting of Jan. 11, 2022, the council discussed and approved an approach to the CoC appointment whereby the cities of Rohnert Park and Cotati would aim to alternate which city’s representative was serving as lead and as alternate every two years, with flexibility if both cities mutually desired to deviate from this pattern. Since John Moore of the Cotati City Council has been serving most recently, it would be my preference to follow the guidelines we agreed to previously by selecting a Rohnert Park councilmember to serve as lead and a Cotati councilmember to serve as alternate. In the unlikely event that there is no other letter of interest received to be the primary representative, I would be willing to serve as the lead although it would not be my preference.

I have a strong interest and track record of speaking up for the most vulnerable in our community, and I am not afraid to challenge the status quo nor to advocate for change when I see a way that a system could be improved.

In my professional life, I have seen the impacts of homelessness and housing insecurity first hand on the SRJC student population. I have lived experience of housing insecurity during several periods of my life in which I was one emergency or illness away from being unable to pay my rent, and I have tremendous compassion for those who find themselves unhoused. I have a passion for gaining a deep, evidence-based understanding of complex systems, and finding practical and compassionate solutions that will produce real results and improve people’s lives. I have followed developments related to serving the unhoused in our community closely during the past two years of my council term, including attending the Rohnert Park Homelessness Roundtable when possible and diligently reading all the related meeting materials. I am ready and willing increase my involvement by serving as an alternate on the CoC board.

Thank you for your consideration,
Laura Sparks
City of Cotati | Vice Mayor
Phone: 707-792-4600 x194
Email: [email protected]
Under the Public Records Act (California Government Code §6250-6270), e-mail messages of local agencies are public records which are subject to disclosure to the public or may be subpoenaed.

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Packet Pg. 291 Attachment: Sparks CoC Letter of Interest (City Council 2023 Committee Assignments) Cotati City Council
Agenda Staff Report
Item type: INFORMATION RECEIVED AFTER THE AGENDA WAS POSTED To: City Council
Subject: Information received after the agenda was posted.

Date: January 10, 2023
Written by: Kevin Patterson, Deputy City Clerk
Recommendation
Information or written comments pertaining to this meeting, and which was received after the agenda was posted, is attached below.

Pursuant to City Council Policy 2021-01: City Council Rules section IV A., written Communications, interested persons or their authorized representative may address the Council by written communication on any matters concerning the City’s business, or any matters over which the Council has control.

1. To be considered for inclusion in the agenda packet, such written communication shall be delivered to the Deputy City Clerk no later than 11:00 a.m. of the Wednesday the week preceding the regular Council meeting for which such written communication is intended.

2. If received after the above date and time, but no later than noon the day before the meeting, written communications received by the Deputy City Clerk shall be posted on the website by the end of that day and notification provided to the electronic Agenda mailing list by the end of the day. All written communications received by the Deputy City Clerk by 5 pm on the City Council meeting day shall be made available to the City Council and public at the City Council meeting.

City Council Policy 2021-01 is available at the online meeting portal at www.cotaticity.org or by request from the Deputy City Clerk at 707-665-3622 or [email protected].

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