Agenda packet — Cotati City Council, May 9, 2023

AGENDA

JOINT MEETING OF THE COTATI CITY COUNCIL AND THE SUCCESSOR

AGENCY TO THE FORMER COTATI COMMUNITY REDEVELOPMENT AGENCY City Council Chamber, City Hall 201 W. Sierra Avenue
Tuesday May 9, 2023
6:00 PM REGULAR MEETING
The Cotati City Council welcomes you to its meetings that are generally scheduled for the 2nd and 4th Tuesday of every month. Your interest and participation are encouraged and appreciated.

City Council meeting agendas, minutes, and recordings are posted on the City’s Meeting Portal at www.cotaticity.org.

For questions about the agenda of to receive the City Council agenda by email, contact the Deputy City Clerk at [email protected] or (707) 665-3622.

Cotati City Council Meetings will be conducted in person in the Council Chamber, and, as a courtesy, participate virtually through Zoom Online video conferencing, and will be available to watch or listen in the following ways:

1. Using the following online livestream meeting portal link: http://cotaticityca.iqm2.com/citizens/default.aspx;

2. Cable T.V. Broadcast, local channel 28
Members of the public can participate in the meeting online by clicking the link below:
https://us02web.zoom.us/j/81991979113?pwd=M1YrN2Q3eW9idzE4VmNIZWNsWHgrQT09 If you do not have the ability to join online, but would like to participate in the meeting, you can call into the meeting using your telephone, by dialing one of the following numbers and entering the meeting credentials:

Webinar ID: 819 9197 9113
Passcode: 823796
+1 (669) 900-6833 or +1 (346) 248-7799 or +1 (253) 215-8782 or +1 (301) 715-8592 or +1 (312) 626-6799 or +1 (929) 436-2866
Attendees may join the meeting any time after 5:45pm. Attendees will be muted until they are called upon for Public Comment. To make a public comment, use the “raise hand” icon on your smart device or desktop computer, or dial *9 if you are using just your telephone. Please listen carefully for the Mayor or City Clerk to address you by name (or phone number) and for the audible Zoom notification that you have been unmuted. Once you begin your public comment, your three minutes will begin.

If you would prefer to submit your public comment in writing, please email your comments to [email protected]. If you are commenting on a specific agenda item or items, please state the agenda item number(s) in the subject line of the email. All comments received via email will be provided to the City Council or Planning Commission in writing and included as part of the record of the meeting. ###
Notice is hereby given that Council may discuss and/or take action on any or all of the items listed on this agenda.

Any writings or documents provided to a majority of the Cotati City Council regarding any item on this agenda will be made available for inspection in the online Meeting Portal at www.cotaticity.org and in the City Manager’s office located at 201 West Sierra Ave, Cotati, CA during the City’s posted business hours.

Disabled Accommodations: Upon request, this agenda will be made available in appropriate formats to persons with disabilities as required by Section 202 of the Americans with Disabilities Act of 1990. Any person with a disability who Cotati City Council Agenda May 9, 2023

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requires a modification or accommodation in order to participate in a meeting should contact the Deputy City Clerk at [email protected], or (707) 665-3622, at least 48 hours in advance of the meeting.

Closed Captioning/Live Transcription: This meeting will be transcribed live via the Zoom platform. Zoom attendees running Zoom version 5.0.2 or higher will be able to see the transcription at the bottom of their personal Zoom screen.

Learn more at https://support.zoom.us by searching “closed captions.” Rules of Decorum: To avoid distraction, the following meeting etiquette shall be enforced. • Silence electronic devices, including cell phones.
• Audience members are advised to keep conversations to a minimum of conduct them outside the building. • Photographs or video recordings using tri-pods or other means that would be distracting are to be taken only from the designated media area.
• The Presiding Officer shall request that the audience withhold expressions of support or opposition for speakers in the interest of time and to encourage the full expression of differing views. (City Council Policy 2021-01 III.B.1.)
Public Comment (Action Items): Public comment on any one agenda item where the City Council will be taking some action is limited to no more than three (3) minutes per person. Action items are typically designated on the agenda title.

Public Comment (Non-Action Items): Public comment on non-action agenda items shall be received during the designated portion of the agenda. Comments shall be limited to no more than three (3) minutes for all non-action agenda items.

Waiver Warning: If you challenge decisions/direction of the City Council of the City of Cotati in court, you may be limited to raising only those issues you or someone else raised at public hearing(s) described in this agenda, or in written correspondence delivered to the City of Cotati at, or prior to, the public hearing(s).

City Council meetings are conducted according to City Council Policy 2021-01: City Council Rules. This policy is available for inspection in the online Meeting Portal at www.cotaticity.org and in the City Manager’s office located at 201 West Sierra Ave, Cotati, CA, during the City’s posted business hours.

Those wishing to address the Council are asked to complete a speaker card and give it to the Deputy City Clerk. When you are called, step to the podium and state your name and address for the record. Persons wishing to address the Council are not required to identify themselves or complete a speaker card; (Gov’t Code § 54953.3); however, this information assists the Mayor by ensuring that all persons wishing to address the Council are recognized and it assists the Deputy City Clerk in preparing the City Council meeting minutes.

1. CALL TO ORDER
Members of the public may participate in the meeting at 201 W. Sierra Ave, or online by pasting the follwing link into your web browser:
https://us02web.zoom.us/j/81991979113?pwd=M1YrN2Q3eW9idzE4VmNIZWNsW HgrQT09

2. ROLL CALL

3. PLEDGE OF ALLEGIANCE

4. APPROVAL OF MINUTES AND NOTICE OF WAIVING OF READING OF ALL

RESOLUTIONS AND ORDINANCES INTRODUCED AND/OR ADOPTED

UNDER THIS AGENDA (ACTION)
A. COTATI CITY COUNCIL - REGULAR MEETING - APR 25, 2023 6:00 PM

5. ANNOUNCEMENTS
Cotati City Council Agenda May 9, 2023

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A. Meeting Orientation for New Attendees/Viewers. In conformance with the Brown Act and the adopted City Council Rules, the meeting agenda includes items labeled as Action Items, where the City Council will consider the item and citizens are afforded the opportunity to provide comments relevant to the item being discussed. The meeting agenda also includes a Citizens Business item, which is the designated place on the agenda where citizens have the right to say whatever they wish.

The City Council may, or may not, choose to respond to comments, as the Government Code allows. However, if the City Council declines to respond, it should not be perceived as giving credence to or agreeing with any statements that the City Council or its members believe are incorrect, misinformed or purposefully biased.

B. Measure S supports police services, a variety of recreation programs for all ages, and the maintenance of our streets, parks, and public buildings. See details on the web at cotaticity.org
C. Citizens interested in receiving City of Cotati community alerts via text or email are encouraged to sign up with Nixle by downloading the Everbridge app from the IOS or Android app store or by texting your zip code (94931) to 888777.

D. Like always, we love to hear from you, so please feel free to contact the City at 707- 792-4600 or [email protected]. If you have a non-emergency issue after normal business hours, you can contact us at 707-792-4611 and of course if you have an emergency, please contact 9-1-1. Continue to look for updates on the City's website and social media channels available on Facebook, Instagram, and Nixle.

6. PROCLAMATIONS
A. PROCLAMATION OF THE CITY COUNCIL OF THE CITY OF COTATI DECLARING MAY 2023 AS BIKE TO WORK MONTH

7. APPROVAL OF FINAL AGENDA (ACTION)

8. CITIZEN BUSINESS AND PUBLIC COMMENT FOR CONSENT CALENDAR ITEMS
Any member of the public wishing to speak to the Council on any item(s) listed on the Consent Calendar or any matter(s) not listed on the agenda that are within the subject matter jurisdiction of the Council may do so at this time. Pursuant to the Brown Act, the Council is not allowed to consider issues or take action on any item not listed on the agenda during this period. Pursuant to City Council Policy 2021-01, comments of any member of the public are normally restricted to a total of three (3) minutes in length per person for matters not on the agenda and a total of three (3) minutes per person in length for any and all items on the Consent Calendar.

The Mayor may extend the time limit for a reasonable time where a disability accommodation has been requested.

9. CONSENT CALENDAR (ACTION)
A. PURCHASE OF A PRE-MANUFACTURED CONSTRUCTION WATER

FILLING STATION
It is recommended the City of Cotati City Council adopt a resolution approving the Cotati City Council Agenda May 9, 2023

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purchase of Water Filling Station equipment and associated software license and technical support and appropriating water enterprise funds for the purchase.

B. CYPRESS SEWER REPAIR DESIGN AGREEMENT
It is recommended the City Council adopt a resolution approving 1) a Professional Services Agreement with Brelje & Race Consulting Engineers to Design and prepare Bid Documents for Cypress Avenue Sewer Repairs, and 2) approve appropriation of funds for these efforts.

C. ANNUAL CANCELLATION OF CITY COUNCIL MEETINGS AND

HOLIDAY CLOSURE OF CITY HALL
It is recommended that the City Council adopt a motion to cancel the regular City Council meetings of July 11 and December 26, 2023.

D. APPROVAL OF A MINOR CONSTRUCTION AGREEMENT WITH DC
ELECTRIC, INC. TO INSTALL BICYCLE AND PEDESTRIAN SAFETY

IMPROVEMENTS ON VALPARAISO AVENUE
It is recommended that the City of Cotati City Council adopt a motion approving a Construction Agreement with DC Electric, Inc. to install bicycle and pedestrian safety improvements on Valparaiso Avenue for a total project not to exceed amount of $36,000, and authorize the City Manager to execute the agreement and approve any needed change orders up to the authorized amount.

E. ADDITION OF POLICE TRAINEE JOB CLASSIFICATION AND RELATED

COMPENSATION
It is recommended that the City Council adopt a resolution to implement a revised salary schedule and revisions to the Non-Represented Compensation Plan to incorporate the Police Officer Trainee position.

10. DIRECTION ON FUTURE AGENDA ITEMS

11. REGULAR AGENDA (ACTION)
A. APPOINTMENT OF LIBRARY COMMISSIONER
It is recommended that the Mayor nominate a Cotati representative on the Sonoma County Library Commission and that the City Council adopt a motion to approve the Mayor's nomination.

B. NOR CAL OAKS BASEBALL AND SOFTBALL LICENSE AGREEMENT

FOR USE OF CITY RECREATION FACILITIES
It is recommended that the City Council adopt a motion authorizing the City Manager to execute a license agreement between the City of Cotati and Nor Cal Oaks for use of Cator Field and Putnam Park Baseball Fields.

Cotati City Council Agenda May 9, 2023

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C. CONSIDERATION OF A RESOLUTION ADOPTING THE SONOMA

COUNTY VISION ZERO ACTION PLAN
It is recommended that the City Council adopt a resolution adopting the Sonoma County Vision Zero Action Plan.

D. ADOPTION OF THE REVISED CITY OF COTATI INVESTMENT POLICY

AND CONTRACT APPROVAL TO IMPLEMENT ACTIVE INVESTMENT

MANAGEMENT
It is recommended that the City Council adopt a Resolution approving the update of the Investment Management Policy within the City of Cotati’s Financial Principles and Policies and authorize the City Manager to take actions necessary to begin actively managing the City's surplus funds in compliance with the Investment Policy, including engaging with Optum Investment Partners.

E. DASH CAMERA AGREEMENT FOR POLICE ELECTRIC VEHICLES
It is recommended that the City Council adopt a motion authorizing the City Manager to execute a 5 year agreement with Axon for deployment of dash cameras in the police electric vehicles.

F. APPROVAL OF FINAL CITY SEAL
It is recommended that the City Council adopt a motion to approve a final City seal, including a rounded hexagon and basket border pattern.

12. CITY MANAGER'S REPORT

13. CITY COUNCIL MEMBER REPORTS

14. PUBLIC COMMENT ON NON-ACTION AGENDA ITEMS

15. INFORMATION RECEIVED AFTER THE AGENDA WAS POSTED
A. INFORMATION RECEIVED AFTER THE AGENDA WAS POSTED
Information or written comments pertaining to this meeting, and which was received after the agenda was posted, is attached below.

16. ADJOURNMENT
Certification of Posting of the Notice: I declare under penalty of perjury that I am employed by the City of Cotati and that I posted this notice on the City's website, bulletin boards of City Hall, Veterans' Memorial Building and the SMART Train Depot, on or before May 5, 2023.
/s/ Kevin Patterson, Deputy City Clerk

MINUTES

JOINT MEETING OF THE COTATI CITY COUNCIL AND THE SUCCESSOR

AGENCY TO THE FORMER COTATI COMMUNITY REDEVELOPMENT AGENCY City Council Chamber, City Hall 201 W. Sierra Avenue
Tuesday April 25, 2023
6:00 PM REGULAR MEETING

1. CALL TO ORDER
Mayor Harvey called the meeting to order at 6:00pm.

2. ROLL CALL
Attendee Name Title Status
Susan Harvey Mayor Present
Laura Sparks Vice Mayor Present
Ben Ford Councilmember Present
Sylvia Lemus Councilmember Present
Kay Rivers Councilmember Present
Staff present: City Attorney John Bakker, City Manager Damien O’Bid, Deputy City Clerk Kevin Patterson, Police Chief Michael Parish, Director of Public Works/City Engineer Craig Scott, Director of Administrative Services Angela Courter, Director of Community Development Noah Housh, Associate Planner Autumn Buss.

3. PLEDGE OF ALLEGIANCE

4. APPROVAL OF MINUTES AND NOTICE OF WAIVING OF READING OF ALL

RESOLUTIONS AND ORDINANCES INTRODUCED AND/OR ADOPTED

UNDER THIS AGENDA (ACTION)
A. COTATI CITY COUNCIL - REGULAR MEETING - APR 11, 2023 6:00 PM RESULT: ACCEPTED [UNANIMOUS]
MOVER: Laura Sparks, Vice Mayor
SECONDER: Ben Ford, Councilmember
AYES: Harvey, Sparks, Ford, Lemus, Rivers

5. ANNOUNCEMENTS

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Minutes Acceptance: Minutes of Apr 25, 2023 6:00 PM (APPROVAL OF MINUTES AND NOTICE OF WAIVING OF READING OF ALL Cotati City Council Minutes April 25, 2023

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6. PROCLAMATIONS
A. PROCLAMATION OF THE CITY COUNCIL OF THE CITY OF COTATI RECOGNIZING APRIL 2023 AS SEXUAL ASSAULT AWARENESS MONTH Representatives from Verity accepted the proclamation.

Councilmembers comment.

No public comment.

7. APPROVAL OF FINAL AGENDA (ACTION)
Mayor Harvey announced that item 11A would be continued to a future meeting.

8. CITIZEN BUSINESS AND PUBLIC COMMENT FOR CONSENT CALENDAR ITEMS

9. CONSENT CALENDAR (ACTION)

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Minutes Acceptance: Minutes of Apr 25, 2023 6:00 PM (APPROVAL OF MINUTES AND NOTICE OF WAIVING OF READING OF ALL Cotati City Council Minutes April 25, 2023

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RESULT: ADOPTED [UNANIMOUS]
MOVER: Laura Sparks, Vice Mayor
SECONDER: Ben Ford, Councilmember
AYES: Harvey, Sparks, Ford, Lemus, Rivers
A. SUPPORT FOR MAYORS MONARCH BUTTERFLY PLEDGE

10. DIRECTION ON FUTURE AGENDA ITEMS

11. REGULAR AGENDA (ACTION)
A. APPOINTMENT OF LIBRARY COMMISSIONER
Item was continued to May 9th.

B. ANNUAL POLICE CHIEF REPORT TO THE COMMUNITY
Presentation by Chief of Police Michael Parish.

Councilmembers comment.

Public Comment:

Carol Williams of Cotati
Adrienne Lauby of Cotati
Mel Browning of Cotati
Jessica Needham of Cotati
City Council requested the following for the Annual Police Report next year or midyear:
· Breakdown of traffic stops in mechanical vs. safety stops · Outcome of targeted environment efforts (Downtown trucks, speeding, pedestrian enforcement, etc.)
· Liked comparison to other Sonoma County cities but would like to also see statistics for California overall and some other comparable cities outside of Sonoma County.

Despite the various factors that can affect the accuracy of the stop numbers by ethnicity, continue to critically review the data and how it might inform ways to improve how we serve the community. If possible, for 2022, look at police data outside of RIPA to understand the general percentage of contacts that are Cotati residents versus non-residents. There was speculation that stops may be related to poverty level and how pre-textual stops may bias towards this.

As more data is available, would like to see more granular data on what happens after a stop, perhaps working with the Sonoma County Public Safety Consortium for data analysis. Would like to discuss civilian review of citizen complaints to bolster public trust in outcomes; likely to be further discussed as part of options around civilian

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Minutes Acceptance: Minutes of Apr 25, 2023 6:00 PM (APPROVAL OF MINUTES AND NOTICE OF WAIVING OF READING OF ALL Cotati City Council Minutes April 25, 2023

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oversight. Look into the possibility of a "fix-it fund" to help repair minor mechanical or registration issues on vehicles for lower income citizens.

C. COUNCIL WORKSHOP ON POTENTIAL REACH CODE RELATED TO

ALL-ELECTRIC BUILDINGS AND ELECTRIC VEHICLE CHARGING
Presentation by Associate Planner Autumn Buss.

Councilmembers comment.

Public Comment:

Laurie-Ann Barbour of Cotati
The City Council agreed with the staff recommendations, with the following comments:
· Council would like to implement the EV charging requirements prior to the midcycle building code update at Tier 1 Cal Green. · All Electric vs. Electric Ready: For remodels, would like to see electric ready required, prohibit plumbing new gas appliances, but allow existing gas appliances to remain.
· Blanket exception for propane powered generators.

12. CITY MANAGER'S REPORT
Report by City Manager Damien O'Bid

13. CITY COUNCIL MEMBER REPORTS
Councilmembers report out on local and regional events and meetings.

14. PUBLIC COMMENT ON NON-ACTION AGENDA ITEMS
No public comment.

15. INFORMATION RECEIVED AFTER THE AGENDA WAS POSTED
A. INFORMATION RECEIVED AFTER THE AGENDA WAS POSTED

16. ADJOURNMENT
Mayor Harvey adjourned the meeting at 9:46pm.
/s/ Kevin Patterson, Deputy City Clerk

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Minutes Acceptance: Minutes of Apr 25, 2023 6:00 PM (APPROVAL OF MINUTES AND NOTICE OF WAIVING OF READING OF ALL Cotati City Council
Agenda Staff Report
Item type: CONSENT CALENDAR (ACTION)
To: City Council
Subject: Purchase of a Pre-Manufactured Construction Water Filling Station Date: May 09, 2023
Written by: Craig Scott, Director of Public Works/City Engineer Recommendation
It is recommended the City of Cotati City Council adopt a resolution approving the purchase of Water Filling Station equipment and associated software license and technical support and appropriating water enterprise funds for the purchase.

Background
As the owner and operator of a public water system, the City provides construction water to contractors. Construction water is provided by lending contractors a hydrant meter, collecting a security deposit, and charging the contractors for water used. The process of providing hydrant meters involves many steps, is labor intensive, and inefficient. An alternative approach to this practice has been identified and is projected to significantly reduce staff time and increase City control of this operation.

Analysis/Discussion
The City’s long-standing procedure of lending hydrant meters to contractors for construction water is problematic for several reasons and City Staff have evaluated the problem and have come up with a solution. The present practice is problematic because it is labor intensive with the many steps to process and issue the meters, many contractors do not return the meters and results in a shortage available meter, contractors will hookup to hydrants and the unusual high flow will cause turbulence resulting in turbid water in those areas.

An alternative approach to providing construction water is to use a self-service water filling station. The self-service water filling station dispenses water after the user provides a code on a keypad and pays for a certain amount of water. The filling station dispenses the water, and the transaction is complete. Only contractors which have registered and have paid fees on-line will be issued codes to be accepted by the self-serve filling station. The data for the transaction is kept track of by a Cloud based application and includes the transfer of funds from the contractor to the City. The water would be charged in accordance with the quantity charge specified by City resolution as is the current practice.

Use of a Water Filling Station avoids the problems from the current practice. For example,

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having a predetermined location avoids stirring up sediment in the pipe as the City will ensure this hydrant and the surrounding pipelines are adequately flushed or cleaned ahead of operation, and the regular use as a water filling station will prevent sediment from accumulating. Also, the staff time to process the provision of construction water is reduced and frees up staff for more critical City processes. Missing or lost hydrant meters and their replacement would no longer be a problem as the City would not make hydrant meters available.

The Water Filling Station is the only such unit manufactured in the US with other manufactures located in Canada. Therefore, Staff recommends purchasing the unit as sole source since the manufacturer is uniquely qualified. The manufacturer has stated the delivery time, once ordered is 8 to 10 weeks. Upon delivery, the City would inspect the unit for damage then install it, along with connecting to City water, solar power, and configuring the payment software. The payment software would be leased for a monthly fee. The Water filling station would be located entirely in City right of way behind the sidewalk with trucks to use the existing parking lane while using the filling station.

Financial Considerations
The proposed Water Filling Station, including the hardware, one-year Cloud Hosting subscription, payment software (Portalogic), Warranty and IT support for 2 years, training on the software, and solar package is to cost $39,255. City Public Works Staff is proposed to do the installation and Administrative Services train in using the software. Total City labor costs are estimated at $12,000 which is include in the proposed budget as the labor would be completed by current staffing levels. The proposed FY23/24 budget includes $75,000 for this effort to account for extra contract services if necessary. Funds from the Water Enterprise unappropriated fund balance would be encumbered in the remaining months of FY22/23 for this effort with most of the funds encumbered in FY23/24.

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:
2023.04.13 Cotati Project PA 061 - Water Filling Station (PDF) 2108-057-2 Elemech FS-43 Quote (PDF)

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LOCATION MAP

PROJECT

VICINITY MAP

LOCATION

PROJECT
SITE
COASTLAND | DCCM
1400 Neotomas Avenue
Santa Rosa, CA 95405
707.571.8005 | coastlandcivil.com
APRIL 2023 ALDER AVE WATER FILLING STATION
Sheet List Table

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Attachment: 2023.04.13 Cotati Project PA 061 - Water Filling Station (Water Filling Station) LEGEND
ABBREVIATIONS: GENERAL NOTES:
483
CONSTRUCTION NOTE DESIGNATIONS COASTLAND | DCCM 1400 Neotomas Avenue Santa Rosa, CA 95405 707.571.8005 | coastlandcivil.com APRIL 2023 2 5ABBREVIATEIONS, LEGEND CITY OF COTATI
PA-061 AND GENERAL NOTES ALDER AVE WATER FILLING STATION

SHEET INDEX
SHT-4

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Attachment: 2023.04.13 Cotati Project PA 061 - Water Filling Station (Water Filling Station)

ALDER CL DESIGN CONTROL LINE DATA SURVEY CONTROL DATA
COASTLAND | DCCM
1400 Neotomas Avenue
Santa Rosa, CA 95405707.571.8005 | coastlandcivil.com
APRIL 2023
3 5SURVEY CONTROL

CITY OF COTATI
PA-061
PLAN

ALDER AVE WATER FILLING STATION

BENCHMARK BASIS OF BEARINGS SURVEYOR'S STATEMENT
”

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Attachment: 2023.04.13 Cotati Project PA 061 - Water Filling Station (Water Filling Station) STOP

PROFILE VIEW
Alder Ave CNTRL Profile

PROFILE VIEW
(E) 8 SERVICE LATERAL Profile

CONSTRUCTION NOTES

WATER NOTES
COASTLAND | DCCM
1400 Neotomas Avenue
Santa Rosa, CA 95405707.571.8005 | coastlandcivil.com
APRIL 2023 4 5 PLAN & PROFILE ALDER AVE WATER FILLING STATION ALDER AVE WATER FILLING STATION

CITY OF COTATI
PA-061

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Attachment: 2023.04.13 Cotati Project PA 061 - Water Filling Station (Water Filling Station) COASTLAND | DCCM 1400 Neotomas Avenue Santa Rosa, CA 95405 707.571.8005 | coastlandcivil.com APRIL 2023 5 5 CITY OF COTATI DETAILS
PA-061 ALDER AVE WATER FILLING STATION

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Attachment: 2023.04.13 Cotati Project PA 061 - Water Filling Station (Water Filling Station)

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ELEMECH INC.  2275 WHITE OAK CIR.  AURORA, IL 60502  TELEPHONE (630) 499-7080  FAX (630) 499-7760 Date: March 15, 2023
Quote Number: 2109-057-R2
Quote
Email: [email protected]
Cotati
California
Phone: (415) 858-2767
Attention:

Portalogic Bulk Water Fill Station
EleMech Inc.
2275 White Oak Circle
Aurora, IL 60502
Phone: (630) 499-7080
Nathan Fishman From: Danielle Gorder
ext. 32
Included Scope:

Item # Part No. Description Quantity Unit Price Expanded Price X
1 FS-43 Bulk Water Station
- Painted Steel Enclosure, With Lockable Door
- 48“ L, 36“ W, 75“ H
- Keypad Access & Display panel
- Manual Shutoff Valve
- 2" Backflow Prevention
- Flow Meter
- 2" Control Valve
- Single Outlet Configuration
- Drain Solenoid
- Cold Climate Package: Heater, T-Stat, Insulated
1 $31,500.00 $31,500.00
X
2 Cellular Modem Cellular Modem for network connectivity (if hard wired or other network connection is NA) Verizon or
AT&T SIM provided by owner.
*If this option is chosen, you must also include cloud
hosting option
1 $955.00 $955.00
X 3 Cloud Hosting Cloud Hosting of Portalogic Software, yearly 1 $1,600.00 $1,600.00 X
4 Included
Software
Portalogic - Station and User Management software
- Remote Software Training Session
- Portapay customer payment portal included.
1 $0.00 $0.00
X
5 Warranty & IT
Support
Parts Warranty - (1) Year
Software and IT Support- (2) Years
Online Startup services included.
1 $0.00 $0.00
X 6 Crating Crating is included. Shipping is charged at cost. 1 $0.00 $0.00 Total $34,055.00
Suggested Options:

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Attachment: 2108-057-2 Elemech FS-43 Quote (Water Filling Station)

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ELEMECH INC.  2275 WHITE OAK CIR.  AURORA, IL 60502  TELEPHONE (630) 499-7080  FAX (630) 499-7760 Quote Number: 2109-057-R2
Item # Part No. Description Quantity Unit Price Expanded Price X 1 Startup/Training Daily Onsite Startup/Training, (quoted upon request) 0 $0.00 $0.00 X 2 Solar Panel Solar Power System. Panel(s) to be mounted by owner. 200+ Ah battery capacity per station.
1 $5,200.00 $5,200.00
Total from Above
Total $5,200.00
$34,055.00
Grand Total $39,255.00
X
Operation Instruction:

1. Display will prompt users to log in with their established account number and PIN.

2. Water purchases will be made by using either the customer's linked online payment method (Portapay) or via generated invoice.

3. Display will prompt user to either enter desired volume or operate manually.

4. Start and Stop buttons will control the water flow.

5. Transaction concluded when the volume is dispensed or when Stop button pressed.

6. Volume is logged to Portalogic along with date, time.

NOTES:

1. Additional panels and mounting hardware may be required based on total power requirements and location. Capacity does not include heaters, site lighting or other power consuming loads. Any additional mounting hardware that is required is not included within this scope of supply.

2. Any Item not specifically listed above is not considered part of this scope of supply. Please contact our representatives listed above for further clarification.

3. Pricing is valid for (30) days from noted date and may be subject to change due to current market conditions.

4. FS-20 Controller requires a meter with pulse output and solenoid valve. Meter and valve can be provided by EleMech (request for quote) or owner.

Special Information and Exceptions
• Price does not include any unloading or any applicable fees or taxes (Local, Federal, or Final Destination) • Prices are in U.S. Dollars unless noted otherwise
• Freight is not included. Actual price of delivery will be added to final invoice. • Price does not include installation or building modifications

Terms of Payment
Payment terms shall be as stated below or as agreed upon terms:
• 15% upon approval of submittals (net 30 days)
• 85% upon delivery of equipment (net 30 days)

Submittals
EleMech will provide documentation to the customer per the following schedule:
• Drawings for approval including layouts, connection details, anchorage, and control panel • Complete Bill of Material of all products furnished.

Shipment
EleMech will maintain the following schedule:
• Submittals 2 weeks after acceptance of a written purchase order if required. • Equipment delivery 8-10 weeks after approved submittal or notice to proceed • O&M manuals prior to equipment start-up.
• For any delays in delivery which are beyond EleMech's responsibility, a finance charge of 1.5% of the contract value per month will

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Attachment: 2108-057-2 Elemech FS-43 Quote (Water Filling Station)

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ELEMECH INC.  2275 WHITE OAK CIR.  AURORA, IL 60502  TELEPHONE (630) 499-7080  FAX (630) 499-7760 Quote Number: 2109-057-R2
be due and payable to EleMech.

Purchase Orders-- Send, Fax or email to:

This quote can be accepted by signature with return to [email protected].

Authorized Signature __________________________________________ Date ___________________

Purchase Order No. __________________________________________

EleMech Acceptance __________________________________________ Date __________________

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Attachment: 2108-057-2 Elemech FS-43 Quote (Water Filling Station) RESOLUTION NO.

RESOLUTION OF THE CITY OF COTATI CITY COUNCIL APPROVING THE

PURCHASE OF WATER FILLING STATION EQUIPMENT, APPROVING THE

APPROPRIATION OF FUNDS FROM THE WATER ENTERPRISE UNENCUMBERED

BALANCE FOR THE WATER FILLING STATION, AND AUTHORIZING THE CITY

MANAGER TO EXECUTE THE PURCHASE AGREEMENT AND ANY OTHER

NEEDED EXPENSES UP TO THE AUTHORIZED AMOUNT
WHEREAS, as the owner and operator of a public water system, the City provides construction water to contractors, and construction water is provided by lending contractors a hydrant meter, collecting a security deposit, and charging the contractors for water used; and WHEREAS, the process of providing hydrant meters involves many steps, is labor intensive, and inefficient and an alternative approach to this practice has been identified and is projected to significantly reduce staff time and increase City control of this operation; and WHEREAS, an alternative approach to providing construction water by way of individual hydrant meters, is to use a self-service water filling station which dispenses water after the user provides a code on a keypad and pays for a certain amount of water; and WHEREAS, the filling station dispenses the water, and the transaction is complete, and only contractors which have registered and have paid fees on-line will be issued codes to be accepted by the self-serve filling station; and
WHEREAS, the data for the transaction is kept track of by a Cloud based application and includes the transfer of funds from the contractor to the City, and the water would be charged in accordance with the quantity charge specified by City resolution as is the current practice; and
WHEREAS, use of a Water Filling Station avoids the problems from the current practice, for example, having a predetermined location avoids stirring up sediment in the pipe as the City will ensure this hydrant and the surrounding pipelines are adequately flushed or cleaned ahead of operation, and the regular use as a water filling station will prevent sediment from accumulating; and
WHEREAS, also, the staff time to process the provision of construction water is reduced and frees up staff for more critical City processes, and missing or lost hydrant meters and their replacement would no longer be a problem as the City would not make hydrant meters available; and
WHEREAS, the Water Filling Station is the only such unit manufactured in the US and Staff recommends purchasing the unit as sole source since the manufacturer is uniquely qualified; and
WHEREAS, the manufacturer has stated the delivery time, once ordered is 8 to 10 weeks, and, upon delivery, the City would inspect the unit for damage then install it, along with connecting to City water, solar power, and configuring the payment software; and WHEREAS, the payment software would be leased for a monthly fee, and the Water filling station would be located entirely in City right of way behind the sidewalk with trucks to Packet Pg. 20
use the existing parking lane while using the filling station.

WHEREAS, the proposed Water Filling Station, including the hardware, one-year Cloud Hosting subscription, payment software (Portalogic), Warranty and IT support for 2 years, training on the software, and solar package is to cost $39,255; and WHEREAS, City Public Works Staff is proposed to do the installation and Administrative Services train in using the software; and WHEREAS, total City labor costs are estimated at $12,000 which is include in the proposed budget as the labor would be completed by current staffing levels, and the proposed FY23/24 budget includes $75,000 for this effort to account for extra contract services if necessary; and
WHEREAS, funds from the Water Enterprise unappropriated fund balance would be encumbered in the remaining months of FY22/23 for this effort with most of the funds encumbered in FY23/24; and
WHEREAS, 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.

NOW THEREFORE BE IT RESOLVED THAT the City of Cotati City Council determines:

1. The purchase of the Water Filling Station equipment from Elemech, Inc. for an amount of $39,255, is approved, and

2. Appropriation of unappropriated Water Enterprise funds in the amount of $75,000 is approved for the Water Filling Station Equipment and ancillary costs for making it fulling operational, and

3. The City Manager is authorized to approve purchases of the Water Filling Station, software, training and any other needed expenses for full operation of the Water Filling Station up to the approved project amount.

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 May 9th, 2023, by the following vote, to wit:

Approved:________________________________
Mayor
Attest:____________________________
Kevin Patterson, Deputy City Clerk
Approved as to form:
____________________________
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City Attorney
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Cotati City Council
Agenda Staff Report
Item type: CONSENT CALENDAR (ACTION)
To: City Council
Subject: Cypress Sewer Repair Design Agreement
Date: May 09, 2023
Written by: Craig Scott, Director of Public Works/City Engineer Recommendation
It is recommended the City Council adopt a resolution approving 1) a Professional Services Agreement with Brelje & Race Consulting Engineers to Design and prepare Bid Documents for Cypress Avenue Sewer Repairs, and 2) approve appropriation of funds for these efforts.

Background
The City owns and operates a sewer collection system and relies on the Santa Rosa Subregional Wastewater Treatment Plant for wastewater treatment. The costs for treating the wastewater make up nearly 80 percent of the City’s sewer enterprise fund costs and these costs are directly proportional to the amount of flow sent to the Wastewater Plant for treatment. The City can reduce its wastewater treatment costs by decreasing the amount of groundwater and rainwater entering the collection system through joints and cracks in the pipelines and manholes. To this end, the City has identified locations to repair the sewers and this proposed contract is to design and obtain a contractor to make these repairs.

Analysis/Discussion
The City completed video inspections of areas suspected of having high inflow and infiltration.

As part of this inspection process, sewer defects were located and described. This information was provided to Brelje and Race Consulting Engineers to design a project to repair the defects.

Sewer pipelines in both West Sierra Avenue and Cypress Avenue had a significant number of structural deficiencies and are significant because these sewers are within streets slated for paving in the near-term. Sewer repairs in West Sierra Avenue were completed in January this year, ahead of the Downtown Civic Center Connectivity and Safety Improvements Project and it is now necessary to design repairs to the Cypress Avenue sewer and have the repairs made before the paving of that street as part of the Redwood Drive/Cypress Avenue Pavement Rehabilitation Project which is scheduled for bidding in December this year.

In August 2018, Staff issued a Request for Proposals for engineering companies with sewer repair design expertise. Brelje & Race Consulting Engineers were identified as the most qualified

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firm and were asked to provide a proposal to design and prepare bid documents for the identified sewer repairs.

City Staff requested and Brelje & Race provided a proposal, attached to the resolution, for services to design and bid the project to replace or repair the sewer in Cypress Avenue extending from West Sierra Avenue to approximately Nelson Lane. Staff has reviewed the proposal and finds it to be fair and reasonable. Upon completion of the design and bidding, Staff will return to City Council for award of the construction contract. Bidding is expected in late summer with construction to be completed ahead of the paving project starting early in 2024.

Financial Considerations
The adopted annual City budget has no funds allocated for this project which is included in the Capital Plan for Fiscal Years 2024 ($200k for design) and 2025 ($600k for construction). This planned schedule will need to be moved up if the pipeline repairs are to be installed ahead of the Redwood Drive/Cypress Avenue street paving project – for which construction is expected to begin in early calendar year 2024. Therefore, Staff is requesting appropriation of $95,000 (includes the proposal for $88,700 plus contingency), for the current fiscal year from unappropriated sewer enterprise fund balance, and the remaining needed funds for completing the Project are accounted for in the draft FY 24 City budget.

Environmental Issues
The project is Categorically Exempt under Section 15301 of the California Environmental Quality Act (CEQA) Guidelines as it consists of the repair and maintenance of an existing facility.

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RESOLUTION NO.

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COTATI APPROVING 1)

A PROFESSIONAL SERVICES AGREEMENT WITH BRELJE & RACE

CONSULTING ENGINEERS TO DESIGN AND PREPARE BID DOCUMENTS FOR CYPRESS AVENUE SEWER REPAIRS, AND 2) APPROVE APPROPRIATION OF FUNDS FOR THESE EFFORTS.

WHEREAS, the City owns and operates a sewer collection system and relies on the Santa Rosa Subregional Wastewater Treatment Plant for wastewater treatment, and the costs for treating the wastewater make up nearly 80 percent of the City’s sewer enterprise fund costs and these costs are directly proportional to the amount of flow sent to the Wastewater Plant for treatment; and
WHEREAS, the City can reduce its wastewater treatment costs by decreasing the amount of groundwater and rainwater entering the collection system through joints and cracks in the pipelines and manholes, and to this end, the City has identified locations to repair the sewers and this proposed contract is to design and obtain a contractor to make these repairs; and WHEREAS, the City completed video inspections of areas suspected of having high inflow and infiltration, and, as part of this inspection process, sewer defects were located and described; and
WHEREAS, this information was provided to Brelje and Race Consulting Engineers to design a project to repair the defects, and sewer pipelines in both West Sierra Avenue and Cypress Avenue had a significant number of structural deficiencies and are significant because these sewers are within streets slated for paving in the near-term; and WHEREAS, sewer repairs in West Sierra Avenue were completed in January this year, ahead of the Downtown Civic Center Connectivity and Safety Improvements Project and it is now necessary to design repairs to the Cypress Avenue sewer and have the repairs made before the paving of that street as part of the Redwood Drive/Cypress Avenue Pavement Rehabilitation Project which is scheduled for bidding in December this year; and WHEREAS, in August 2018, Staff issued a Request for Proposals for engineering companies with sewer repair design expertise and Brelje & Race Consulting Engineers were identified as the most qualified firm and were asked to provide a proposal to design and prepare bid documents for the identified sewer repairs; and
WHEREAS, City Staff requested and Brelje & Race provided a proposal, attached to the resolution, for services to design and bid the project to replace or repair the sewer in Cypress Avenue extending from West Sierra Avenue to approximately Nelson Lane; and WHEREAS, Staff has reviewed the proposal and finds it to be fair and reasonable, and, upon completion of the design and bidding, Staff will return to City Council for award of the construction contract, and bidding is expected in late summer with construction to be completed ahead of the paving project starting early in 2024; and WHEREAS, the adopted annual City budget has no funds allocated for this project which is included in the Capital Plan for Fiscal Years 2024 ($200k for design) and 2025 ($600k for construction); and
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WHEREAS, this planned schedule will need to be moved up if the pipeline repairs are to be installed ahead of the Redwood Drive/Cypress Avenue street paving project – for which construction is expected to begin in early calendar year 2024; and WHEREAS, therefore, Staff is requesting appropriation of $95,000, for the current fiscal year from unappropriated sewer enterprise fund balance, and the remaining needed funds for completing the Project are accounted for in the draft FY 24 City budget; and WHEREAS, the project is Categorically Exempt under Section 15301 of the California Environmental Quality Act (CEQA) Guidelines as it consists of the repair and maintenance of an existing facility.

NOW THEREFORE BE IT RESOLVED THAT the City Council of the City of Cotati hereby

1. Approves the Professional Services Agreement with Brelje & Race Consulting Engineers for Design and Bid assistance services for the Cypress Avenue Sewer Repairs Project, and

2. Approves the appropriation of $95,000, including costs for the agreement plus contingency, from unappropriated sewer enterprise funds, and

3. Authorizes the City Manager, or designee, to execute the subject agreement and any needed amendments up to the authorized amount.

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 May 9th, 2023, by the following vote, to wit:

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

Proposed Scope of Work (PDF)
Proposed Fee Detail (PDF)
Rate Schedule Std-2023 (PDF)
Cypress Ave Defects (PDF)
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SCOPE OF ENGINEERING SERVICES
for

CYPRESS AVENUE SEWER REPAIRS

CITY OF COTATI (CLIENT)
prepared by

BRELJE & RACE CONSULTING ENGINEERS (CONSULTANT)
APRIL 4, 2023

PROJECT UNDERSTANDING
Brelje & Race prepared the Sewer Collection System Repairs Memo (Repairs Memo), dated March 2022, which provides recommendations to address identified defects as well as prioritization and cost estimation for each recommended repair. The prioritization considered planned road repair and reconstruction projects so that excavation in new pavement might be avoided. The first phase of repairs was completed on West Sierra Avenue in 2022 in advance of the pavement rehabilitation project to occur in 2023. At the time the memo was produced, pavement repairs on Cypress Avenue were initially scheduled to be completed in 2025, and therefore sewer repairs were to be completed in 2024. The pavement repairs are now planned to be completed in 2024 so the sewer repairs are planned to be completed one year sooner as well.

The existing sewer in Cypress Avenue is 6-inch diameter. The Repairs Memo indicated that the main in Cypress Avenue was to be replaced with 8-inch diameter pipe to comply with the minimum main size in the City Standards. Closer examination of the conditions at the downstream end of the pipe near West Sierra Avenue revealed that the existing 6-inch pipe crosses beneath Cotati Creek. Replacement of that portion of pipe would require environmental permitting and resulting mitigation measures which would not likely allow the work to be completed before the scheduled pavement project is to begin. Therefore, the existing 6-inch main beneath the creek will remain, and all upstream piping shall also be 6-inch diameter to avoid creation of a flow restriction in the sewer. The defects identified in the Repair Memo will be addressed through spot repairs on the approximately 1,200 linear feet of the existing 6-inch sewer. Field conditions and the proximity of defects will be considered to determine the quantity and length of each spot repair. The project will also include the replacement of at least one manhole where defects occur at the connection to or within a manhole.

Below is an outline description of a phased approach to developing the design and preparing construction documents.

SCOPE OF SERVICES
Project Preparation

1.01 Conduct kickoff meeting with City staff to review project goals and design constraints.

1.02 Review project site and observe conditions that may affect design.

1.03 Prepare a topographic map in AutoCAD Civil 3D format including elevations from County LiDAR information, approximate parcel boundaries from County GIS mapping, information from water system record plans and maps from other utilities (PG&E, AT&T, etc.), and major features approximated from aerial imagery.

1.04 Conduct field surveys to obtain select data necessary to supplement topographic map.

Targeted data includes manhole rim and inverts, existing water facilities marked by City staff, surface evidence of underground utilities, and other significant features (trees, curbs, driveways, fences, etc.) which may be disturbed by the proposed repairs.

Construction Documents

2.01 95% Progress Design

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Attachment: Proposed Scope of Work (Cypress Sewer Design) 2 of 3
A. Prepare improvement plans to the 95% progress level for spot repairs along approximately 1,200 linear feet of sewer main, including replacement of manhole(s) as appropriate. Plan set is anticipated to include eight (8) sheets.

B. Prepare Project Manual to the 95% progress level including “front end” contract and technical specifications to guide selection and use of materials, equipment, and project construction methods.

C. Prepare 95% progress level engineer’s estimate of probable construction costs.

D. Submit 95% design package to City for review and comment. Conduct a 95% design review phone meeting with City staff.

2.02 Prepare final construction documents package, incorporating 95% design review comments where applicable.

Assistance During Bidding

3.01 Assist with preparation of Notice to Bidders for bid advertisement.

3.02 Review bidder questions and issue addenda, as needed.

3.03 Review bid tabulation prepared by City. Check references of bidders as needed.

FEES
Our fees for this work will be billed monthly on a time and materials basis. Estimated fee budgets are based on the attached Task, Work Hour and Cost Tabulation and our current services rate schedule (also attached). The estimated fee budgets are as follows:

Phase 1: $19,300; Phase 2: $53,800; Phase 3: $7,500
Including a 10% contingency, the total estimated fee budget is $88,700.

SCHEDULE
We are prepared to begin work immediately upon authorization to proceed. It is understood that construction of sewer improvements should be completed before construction of paving improvements begin in Spring 2024. Anticipated milestones and dates of completion are as follows:

Project Kickoff: May 1, 2023
95% Design Package: June 30, 2023
95% Review Meeting: July 7, 2023
Final Bid Documents: July 28, 2023
Bid Advertisement: August 1, 2023
Receive Bids: September 1, 2023

ASSUMPTIONS AND LIMITATIONS

1. Existing utility locations, including sewer main, will be approximated from the location of surface features, mapping, and record drawings. Underground utility locating efforts are not included.

Modifications to this scope of services can be made to include such services should they become necessary.

2. Environmental investigations, document preparation and other services related to processing and obtaining permits from agencies having jurisdiction over biological resources, waters of the State or waters of the United States within or adjacent to the project site are not included. Modifications to this scope of services can be made to include such services should they become necessary.

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Attachment: Proposed Scope of Work (Cypress Sewer Design) 3 of 3

3. Placement of and payment for the bid advertisement and bid document distribution are not included.

Modifications to this scope of services can be made to include such services should they be desired.

4. Construction phase services are not included in the proposed scope. Modifications to this scope of services can be made to include such services should they be desired.

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Attachment: Proposed Scope of Work (Cypress Sewer Design)

TASK DESCRIPTION
Senior
Principal
Managing
Engineer
Engineer I CAD
Technician
Senior
Surveyor
Survey
Technician
Survey Crew Technical
Writer
Beazor Stetina
1 1.01 Kickoff meeting 4 4 2

1.02 Review project site 4 4 12

1.03 Prepare topographic map 1 2 12 16

1.04 Conduct field surveys and update topo 2 8 16 4 2 8 Subtotal 9 12 34 32 4 2 8 0
2 2.01 95% Progress Design
A Improvement Plans 6 24 56 48
B Project Manual 8 20 28 8
C Engineer's Estimate 2 4 8
D Submit and review with City 2 4 2

2.02 Final Construction Documents 8 12 24 20 4
Subtotal 26 64 118 68 0 0 0 12
3 3.01 Notice to Bidders 2 4 8

3.02 Addenda preparation and processing 1 2 8 4 4

3.03 Review bid tab. Check bidders' references. 1 2 4
Subtotal 4 8 20 4 0 0 0 4
Total Hours 39 84 172 104 4 2 8 16
Hourly Rate $250 $220 $185 $145 $190 $165 $300 $125
Subtotal Cost $9,750 $18,480 $31,820 $15,080 $760 $330 $2,400 $2,000 SUBTOTAL $80,620
CONTINGENCY 10% $8,100
TOTAL $88,700

WORKHOURS
Cypress Avenue Sewer Repairs
TASK, WORK HOUR and COST TABULATION
April 4, 2023
City of Cotati
Project Preparation
Construction
Documents
Assistance During
Bidding

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Attachment: Proposed Fee Detail (Cypress Sewer Design)

SERVICES RATE SCHEDULE
EFFECTIVE MARCH 1, 2023

PROFESSIONAL SERVICES
Senior Principal ................................................................................................................ $250.00/hour Associate Principal ............................................................................................................ 235.00/hour Associate (Managing Engineer) ....................................................................................... 220.00/hour Senior Project Advisor ..................................................................................................... 215.00/hour Senior Engineer ................................................................................................................. 210.00/hour Engineer II ......................................................................................................................... 195.00/hour Engineer I ........................................................................................................................... 185.00/hour Engineering Technician II ............................................................................................... 170.00/hour Engineering Technician I ................................................................................................. 160.00/hour Senior Planner .................................................................................................................... 185.00/hour Planner ................................................................................................................................ 160.00/hour Senior Surveyor .................................................................................................................. 190.00/hour Surveyor .............................................................................................................................. 175.00/hour Survey Technician ............................................................................................................. 165.00/hour CAD Technician Supervisor ............................................................................................ 170.00/hour CAD Designer ................................................................................................................... 150.00/hour CAD Technician ................................................................................................................ 145.00/hour Engineering Intern ............................................................................................................ 130.00/hour Construction Engineer ..................................................................................................... 180.00/hour Construction Technician II.............................................................................................. 155.00/hour Construction Technician I ............................................................................................... 130.00/hour Technical Writer ................................................................................................................ 125.00/hour EXPERT WITNESS & MEDIATION SERVICES $600.00/hour

FIELD SURVEYING
One-man Party $220.00/hour
(Including Survey Equipment & Vehicle)
Two-man Party $300.00/hour
(Including Survey Equipment & Vehicle)
Three-man Party $370.00/hour
(Including Survey Equipment & Vehicle)
CLERICAL SERVICES $95.00/hour
OUTSIDE CONSULTANTS Cost + 10% Handling Charge
OUTSIDE PLOTTING AND REPRODUCTION Cost + 10% Handling Charge

IN-HOUSE PLOTTING
Vellum or Bond $8.00/sheet
Mylar 20.00/sheet
Note
Brelje & Race does not charge separately for many of the expenses that are traditionally recouped from the Client as “reimbursable”. The hourly rates listed above are inclusive of all expenses for vehicle mileage, surveying materials, incidental copying services and computer hardware, software and other information technology costs.

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Attachment: Rate Schedule Std-2023 (Cypress Sewer Design)

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Attachment: Cypress Ave Defects (Cypress Sewer Design)
Cotati City Council
Agenda Staff Report
Item type: CONSENT CALENDAR (ACTION)
To: City Council
Subject: Annual Cancellation of City Council meetings and Holiday Closure of City Hall Date: May 09, 2023
Written by: Damien O'Bid, City Manager
Recommendation
It is recommended that the City Council adopt a motion to cancel the regular City Council meetings of July 11 and December 26, 2023.

Background
Historically, due to the high volume of budget meetings in April, May and June and busy summer schedules, the City Council has canceled one meeting in July or August, after the beginning of the new fiscal year. Additionally, the last scheduled meeting of the year is close to Christmas, when many people are on vacation and out of town, so this meeting has also traditionally been canceled.

In past years, the City Council has adopted a holiday closure for City Hall during the Christmas/New Year holiday season. The last weeks of December are the slowest time of the year for City Hall. City commission and board meetings, if previously scheduled, are typically cancelled at this time. Generally, there are no pressing City Council matters needing to be addressed at the second meeting in December and staff is not aware of any public or vendor complaints about previous years’ City Hall closures. The schedule would be posted on the City’s website and signs placed on the City Hall entrance doors.

Analysis/Discussion
The City Council generally meets on the 2nd and 4th Tuesday of each month. Although not required by state open meeting laws, it has been the usual practice for the Council to take action when its meeting schedule is modified in order to provide ample notice to the public of the

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changed or canceled meeting date.

In accordance City Council Rules of Conduct, section I.A.3, “Any meeting of the Council may be canceled in advance by a majority vote of the Council.” The proposed City Hall schedule for the 2023 holiday schedule is similar to previous years and consists of the closure of the City Hall facility from the period of Monday, December 18, 2022, through Monday January 2, 2023. Regular City Hall hours of Monday - Thursday 7:30 a.m. to 12:00 noon and 1:00 p.m. to 5:30 p.m. would resume on Tuesday January 2, 2024.

The holiday closure would be comprised of a total of eight regular workdays and three paid holidays. Employees who are able or chose to take this time off during this period would utilize individual accrued vacation or other leave time. The proposed schedule would not affect the Public Works Department, nor would it affect the Police Department, which will remain open, and employees will continue to work regular schedules on those days.

Financial Considerations
If staff take paid leave during the proposed closure, it will result in reductions in accrued compensatory absence liability for City Hall employees.

Environmental Issues
The action of cancelling City Council meeting dates and holiday closure of City Hall does not constitute a project as defined by California Environmental Quality Act Guidelines Section 15378; therefore, no further environmental review is required.

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Cotati City Council
Agenda Staff Report
Item type: CONSENT CALENDAR (ACTION)
To: City Council
Subject: Approval of a Minor Construction Agreement With DC Electric, Inc. to install bicycle and pedestrian safety improvements on Valparaiso Avenue Date: May 09, 2023
Written by: Craig Scott, Director of Public Works/City Engineer Recommendation
It is recommended that the City of Cotati City Council adopt a motion approving a Construction Agreement with DC Electric, Inc. to install bicycle and pedestrian safety improvements on Valparaiso Avenue for a total project not to exceed amount of $36,000, and authorize the City Manager to execute the agreement and approve any needed change orders up to the authorized amount.

Background
The City has an annual capital project for installing bicycle and pedestrian safety improvement.

These improvements are informed by input from the public on relatively low-cost safety improvements City-Wide. Improvements completed in recent years include the 3-Way Stop at West School Street and West Sierra Ave, Flashing Beacon Cross Walks along West Sierra Avenue at Cypress Ave and Water Street, and speed feedback signs. This year’s project follows the City’s completion of its Local Road Safety Plan (LRSP), which included public requests for safety improvements on Valparaiso Avenue including a cross-walk across Valparaiso at Lund Hill.

Analysis/Discussion
In response to public requests documented in the LRSP, City Staff hired W-Trans to complete a Safety Study for Valparaiso Avenue. The Draft Study was completed in August 2022, and recommendations include the following safety improvements:

1. A crosswalk be installed on Valparaiso Avenue at Lund Hill, and

2. A near-side traffic signal head be installed for the eastbound and westbound approaches on Valparaiso Avenue and Myrtle Avenue to Old Redwood Highway to increase visibility of the traffic signal indications.

City Staff requested and DC Electric, Inc. provided the attached proposal to install these improvements. DC Electric, Inc. is highly qualified to perform these services and has a proven track record as they have installed a number of safety improvements for the City. Additionally,

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they are uniquely qualified as DC Electric maintains the traffic signal at Valparaiso and Old Redwood Highway and installed the speed feedback sign at Valparaiso which is to be relocated as part of this work. The curb ramp work associated with the Valparaiso cross-walk is to be completed by Argonaut who successfully won the bid for the 2023 Street Rehabilitation Project which includes installing new curb ramps along Valparaiso at Lund Hill at the location of the new cross-walk.

Financial Considerations
The City’s adopted FY22/23 Budget includes the 2023 City-Wide Bicycle and Pedestrian Safety Improvements Project for an amount of $50,000, and is sufficient for the proposed improvements and a 20 percent contingency ($36,000).

Environmental Issues
This action is exempt from the California Environmental Quality Act (CEQA) in accordance with the California Environmental Quality Act Guidelines Section 15301 Existing Facilities as the Valparaiso Bicycle and Pedestrian Safety Improvements are minor alterations of an existing roadway, therefore, no further environmental review is required.

Attachments:

Valparaiso Ave RRFB System and Signal Modification (PDF)

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Page 1 of 2 ends

DC Electric Group, Inc. 605 W. Sierra Ave., Cotati, CA 94931 t: (707) 992-0141 f: (888) 525-8419 Lic. #949934 DIR #1000003395 SBE #1748848
March 16, 2023
City of Cotati
Attn: Craig Scott
Department of Public Works
201 West Sierra Avenue
Cotati, CA 94931-4217
Job Name: Solar RRFB Installation, Radar Speed Feedback Sign Relocation & Traffic Signal Modification Job Location: 1.) Valparaiso Ave & Lund Hill Ln

2.) Valparaiso Ave/Myrtle Ln & Old Redwood Hwy
Dear Craig,
As requested, we offer to perform the following work per our standard terms and conditions, at the following price:

Valparaiso Ave & Lund Hill Ln
• Obtain USA dig ticket to locate and mark existing underground utilities in the work area. • Perform pre-construction site visit with City Staff to confirm exact locations of new poles. • Establish temporary traffic control, as needed.
• Furnish and install two (2) new RRFB poles (3” sleeve with 2 7/8” (O.D.) post). • Furnish and install two (2) new Top Mount Solar Powered RRFB Controllers. • Furnish and install four (4) new RRFB-XL light bars (two back-to-back on each pole). • Furnish and install four (4) new 30” W11-2 Signs (FYG). • Furnish and install two (2) W16-7p(Right) and two (2) W16-7p(Left) downward arrow signs. • Furnish and install two (2) Polara iNX Push-Button assemblies. • Make all necessary connections and confirm proper operation of each system. • Excavate and construct a new Type 1B foundation near Pinetree Cir (location to be determined). • Remove and relocate existing Radar Speed Feedback Sign pole assembly to new foundation. • Demolish existing foundation below grade and cap with native soil.

Valparaiso Ave/Myrtle Ln & Old Redwood Hwy
• Establish temporary traffic control, as needed.
• Remove and dispose of existing TV-1-T framework and signal head on the S/W/C signal pole. • Furnish and install one new TV-2-T framework complete with two new (2) 12” 3-section signal heads, backplates with reflective yellow tape, visors, and LED modules. • Pull new conductors as required for the new signal head for E/B Valparaiso Ave. • Make all necessary connections and confirm proper operation.

The estimated lead-time on RRFB material is 6-8 weeks from receipt of Notice to Proceed from the City of Cotati and approved material submittals. All other material is in stock with DC Electric Group, Inc. and work can be completed within two (2) weeks from receipt of RRFB material.

Total Labor, Equipment, and Material… $29,595.00

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Attachment: Valparaiso Ave RRFB System and Signal Modification (Valparaiso Safety Improvements)

Page 2 of 2 ends

DC Electric Group, Inc. 605 W. Sierra Ave., Cotati, CA 94931 t: (707) 992-0141 f: (888) 525-8419 Lic. #949934 DIR #1000003395 SBE #1748848
Pricing valid for 30 days.

Price excludes bonds/permits/fees/etc.

Price excludes demolition, removal, repair, or replacement of asphalt, concrete, or any unmarked utilities.

Price excludes relocation of any existing underground utilities.

This offer is hereby accepted on this __________ day of _________________, 2023.

City of Cotati DC Electric Group, Inc.

By: ____________________ Tim Carter
Title: __________________ Regional Manager

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Attachment: Valparaiso Ave RRFB System and Signal Modification (Valparaiso Safety Improvements) Cotati City Council
Agenda Staff Report
Item type: CONSENT CALENDAR (ACTION)
To: City Council
Subject: Addition of Police Trainee Job Classification and Related Compensation Date: May 09, 2023
Written by: Damien O'Bid, City Manager
Recommendation
It is recommended that the City Council adopt a resolution to implement a revised salary schedule and revisions to the Non-Represented Compensation Plan to incorporate the Police Officer Trainee position.

Background
In the current job market and social climate, it has become very difficult to recruit police officers and fill vacant positions. Therefore, the City continues to explore new ways to recruit new officers, including the proposed Police Officer Trainee.

Analysis/Discussion
The Santa Rosa Junior College operates the police academy that serves much of the Northbay area. Currently, most academy attendees are “sponsored” by police agencies, with very few uncommitted independents. Sponsored typically means that an agency will hire an individual, pay for their time to attend the academy, as well as tuition and required equipment. Once the sponsored candidate successfully completes the POST Basic Intensive Academy, they can be sworn in and begin field training as a Police Officer.

To broaden the pool of potential candidates, staff believe that sponsoring candidates will be another option to keep the department staffed in the current environment. The proposed Police Officer Trainee will be up to a 1-year appointment (typically around 6 months) with the primary purpose of sponsoring a candidate through the Basic Intensive Police Academy. If the candidate is successful in graduating from the academy, the City would generally hire the candidate as a

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police officer.

To be sponsored, the candidate will first go through the normal pre-hiring interview and full public safety background process to ensure that there is nothing that will disqualify them. If the candidate successfully passes these steps, they will be a City employee paid to attend the academy, as well as tuition, academy uniform and required equipment and supplies.

Financial Considerations
There are no budgetary adjustments required at this time due to conservative budgeting and staffing vacancies in the current fiscal year. In FY 23-24, this position would be available only when there is a vacant Police Officer position. The proposed salary is 20% below the regular starting police officer pay rate. This is in line with other agencies in Sonoma County that sponsor trainees. Accounting for the tuition and other expenses, estimated at approximately $6,500 currently, it is expected that the cost will be roughly equivalent to the pay of a starting full-time police officer. Therefore, there is not expected to be any significant financial impact.

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 foreseeable indirect physical change in the environment, pursuant to CEQA Guideline section 15378.

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RESOLUTION NO.

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COTATI APPROVING

THE AMENDED SALARY SCHEDULE AND NON REPRESENTED COMPENSATION PLAN.

WHEREAS, the Cotati Municipal Code and Personnel Rules empower the City Council to establish a compensation plan covering all classes of positions; and WHEREAS, the City Council desires to broaden recruitment options for new Police Officers by creating a Police Officer Trainee position as part of an amendment to the Non Represented Compensation Plan and also adding the job classification to the salary schedule; and WHEREAS, the City Council’s representative has met and conferred in good faith with representatives with the Police Officers Association and consented to the placement of the short term position in the Non-Represented Compensation Plan; and WHEREAS, the action of approving a revised salary schedule 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 THAT THE CITY COUNCIL OF THE

CITY OF COTATI HEREBY

1. Finds the recitals herein true and correct; and

2. Approves the amended salary schedule attached hereto as Exhibit “A” effective May 10, 2023; and

3. Approves the amended Non Represented Compensation Plan, hereto as Exhibit “B” effective May 10, 2023; and

4. Finds that resolutions in conflict herewith are hereby superseded.

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 May 9th, 2023, by the following vote, to wit:

Exhibit A: Salary Schedule (PDF)
Exhibit B: Non Rep Compensation Plan (DOCX)
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Salary Schedule 2022/23
Hourly (2080/yr)
Position Title Bargaining Unit Step Step Step Step Step

A B C D E
Accountant CEA 36.02 37.82 39.71 41.70 43.78
Account Clerk CEA 26.77 28.11 29.52 31.00 32.55
Accounting Technician CEA 31.11 32.67 34.30 36.02 37.82 Administrative Assistant CEA 30.70 32.23 33.84 35.53 37.31 Assistant Planner CEA 37.10 38.95 40.90 42.94 45.09
Associate Engineer CEA 41.21 43.27 45.43 47.70 50.09
Associate Planner CEA 41.21 43.27 45.43 47.70 50.09
Building Official Non-Rep 58.20 61.11 64.17 67.38 70.75 Chief of Police Non-Rep 76.30 80.12 84.13 88.34 92.76
City Clerk Non-Rep 53.56 56.24 59.05 62.00 65.10
City Manager Contract - - - - 97.42
Civil Engineer CEA 47.19 49.55 52.03 54.63 57.36
Community Services Officer CPOA 29.00 30.45 31.97 33.57 35.25 Deputy City Clerk Non-Rep 37.06 38.91 40.86 42.90 45.04 Director of Administrative Services Non-Rep 76.30 80.12 84.13 88.34 92.76 Director of Community Development Non-Rep 76.30 80.12 84.13 88.34 92.76 Director of Public Works/City Engineer Non-Rep 76.30 80.12 84.13 88.34 92.76 Engineering Technician CEA 32.72 34.36 36.08 37.88 39.77 Intern Part Time 16.00 - 17.00 - 18.00
Laborer CEA 21.47 22.54 23.67 24.85 26.09
Maintenance Worker I CEA 27.30 28.67 30.10 31.60 33.18
Maintenance Worker II CEA 31.21 32.77 34.41 36.13 37.94 Maintenance Worker III CEA 34.40 36.12 37.93 39.83 41.82 Management Analyst CEA 38.35 40.27 42.28 44.39 46.61
Management Analyst - Confidential Non-Rep 38.35 40.27 42.28 44.39 46.61 Office Assistant CEA 21.98 23.08 24.23 25.44 26.71
Permit Technician CEA 31.84 33.43 35.10 36.86 38.70
Planning Technician CEA 31.84 33.43 35.10 36.86 38.70
Police Corporal CPOA 39.14 41.10 43.15 45.31 47.58
Police Dispatcher/Clerk CPOA 29.61 31.09 32.64 34.27 35.98 Police Lieutenant Non-Rep 54.85 57.59 60.47 63.49 66.66 Police Officer CPOA 37.27 39.13 41.09 43.14 45.30
Police Officer Trainee Non-Rep 29.82
Police Sergeant CPMA 44.28 46.49 48.81 51.25 53.81
Police Service Aide Part Time/Non Rep 26.76 28.10 29.50 30.97 32.52 Public Works Superintendent Non-Rep 52.05 54.65 57.38 60.25 63.26 Recreation Coordinator CEA 26.77 28.11 29.52 31.00 32.55 Recreation Manager Non-Rep 44.93 47.18 49.54 52.02 54.62 Reserve Police Officer Part Time/CPOA 37.27 39.13 41.09 43.14 45.30 Senior Accountant CEA 39.48 41.45 43.52 45.70 47.98
Senior Management Analyst CEA 42.27 44.38 46.60 48.93 51.38 Senior Management Analyst - Confidential Non-Rep 42.27 44.38 46.60 48.93 51.38 Senior Planner CEA 47.19 49.55 52.03 54.63 57.36
Recreation Seasonal Staff Part Time Step A Step B Step C Camp Director Part Time 18.00 19.00 20.00
Assistant Camp Director Part Time 17.00 18.00 19.00
Recreation Leader Part Time 16.00 17.00 18.00
Effective 05/10/2023

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Attachment: Exhibit A: Salary Schedule (Amend FY 22/23 Salary Schedule for Police Officer Trainee)

COMPENSATION PLAN

NON-REPRESENTED CONFIDENTIAL AND MANAGEMENT

EMPLOYEES
Revision: August 2022May 2023
Resolution 2022-46XXXXXX

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Attachment: Exhibit B: Non Rep Compensation Plan (Amend FY 22/23 Salary Schedule for Police Officer Trainee)

CITY OF COTATI COMPENSATION PLAN
FOR NON-REPRESENTED EMPLOYEES 2
Table of Contents
ARTICLE 1: NO CONTRACT..............................................................................3 ARTICLE 2:SAVINGS CLAUSE .........................................................................3 ARTICLE 3: APPLICABILITY...........................................................................3 ARTICLE 4: COMPENSATION............................................................................4 ARTICLES: INSURANCES ................................................................................8 ARTICLE 6: RETIREMENT...........................................................................1211 ARTICLE 7: HOLIDAY PAY.........................................................................1413 ARTICLE 8: ADMINISTRATIVE LEAVE.....................................................1413 ARTICLE 9: VEHICLES .................................................................................1514 ARTICLE 10: PAID LEAVE..........................................................................1514 ARTICLE 11: REQUIRED CERTIFICATIONS.............................................1817 ARTICLE 12: TERM.......................................................................................1817

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Attachment: Exhibit B: Non Rep Compensation Plan (Amend FY 22/23 Salary Schedule for Police Officer Trainee)

CITY OF COTATI COMPENSATION PLAN

FOR NON-REPRESENTEDEMPLOYEES
3 ARTICLE 1: NO CONTRACT
This Compensation Plan does not create any contractual right, any express or implied contract of employment, or any vested right. The City of Cotati ("City") retainsthe full discretion to modify this Compensation Plan at any time in accordance with law.

ARTICLE 2: SAVINGS CLAUSE
If any section, subsection, subdivision, sentence, clause or phrase of this Compensation Plan is, for any reason, held to be illegal or unconstitutional, such decision shall not affect the validity of the remaining portions of this document. This Compensation Plan shall not be interpreted in such a way that would deny employee legally-protected rights.

ARTICLE 3: APPLICABILITY
This Compensation Plan applies to probationary and regular full-time employees in the following, non-represented classifications, as well as new job classifications created by the City which do not have a community of interest, as determined by Human Resources, with an existing employee organization and which are designated by Human Resources to be included in the non-represented group of employees:

Department Heads
Director of Administrative Services
Director of Community Development
Director of Public Works/City Engineer
Police Chief
First Tier Managers
Building Official
Police Lieutenant
Public Works Superintendent
Recreation Manager
Confidential Employees
Deputy City Clerk
City Clerk
Management Analyst (Confidential)
Senior Management Analyst (Confidential)
Other Non-Represented Employees
Police Services Aide (Permanent, Part-Time)
Police Officer Trainee
Part-time employees who are scheduled to work three quarters' time (thirty (30) or more hours per workweek) or more in the classifications listed above are eligible for benefits and City benefit contributions provided in this compensation plan on a prorated basis, asfurther described in Section

5.04 of this Compensation Plan. Part-time employees who are scheduled to work less than thirty (30) hours per workweek are not eligible for City benefit contributions listed herein, unless such benefit contributions are otherwise required by law.

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Attachment: Exhibit B: Non Rep Compensation Plan (Amend FY 22/23 Salary Schedule for Police Officer Trainee)

CITY OF COTATI COMPENSATION PLAN

FOR NON-REPRESENTEDEMPLOYEES
4 ARTICLE 4: COMPENSATION
Section 4.01. Wages
A. Equity Adjustments:

Effective the pay period including August 9, 2022, the following equity adjustments shall be applied to the following classifications, not including any applicable cost of living adjustments during this period of time. The amounts below reflect adjustments to the top step of the applicable salary schedules ("Step E"). At the time of each adjustment, lower salary steps shall also be adjusted to reflect a five (5) step salary schedule with a difference of approximately five percent (5%) between each salary step.

Position Title Hourly Wage Step E,
Effective the Pay Period
including August 9,
2022
Deputy City Clerk $43.52
City Clerk $62.90
Management Analyst (Confidential) $45.03
Senior Management Analyst (Confidential) $49.64
Building Official $68.36
Recreation Manager $52.77
Public Works Superintendent $61.12
Police Services Aide $31.42
Police Lieutenant $64.41
Director of Administrative Services $89.62
Director of Community Development $89.62
Director of Public Works $89.62
Chief of Police $89.62
B. Cost of Living Adjustment (COLA):

Effective the pay period including August 9, 2022, salary schedules for all job classes covered by this compensation plan will be increased by a cost of living adjustment of three and one- half percent (3.5%) after equity adjustments.

Effective the first full pay period in July 2023, salary schedules for all job classes covered by this compensation plan will be increased by a cost of living adjustment of two and one-half percent (2.5%).

Effective the first full pay period in July 2024, salary schedules for all job classes covered by this compensation plan will be increased by a cost of living adjustment of two and one-half percent (2.5%).

Effective the first full pay period in July 2025, salary schedules for all job classes covered by

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Attachment: Exhibit B: Non Rep Compensation Plan (Amend FY 22/23 Salary Schedule for Police Officer Trainee)

CITY OF COTATI COMPENSATION PLAN

FOR NON-REPRESENTEDEMPLOYEES
5 this compensation plan will be increased by a cost of living adjustment of two and one-half percent (2.5%).

Effective the first full pay period in July 2026, salary schedules for all job classes covered by this compensation plan will be increased by a cost of living adjustment of two and one-half percent (2.5%).

Section 4.02. Salary
A. Salary Advancement
Assigned salary ranges normally contain five (5) steps. Employees move through these steps on the basis of performance. Employees shall be eligible for salary advancement consideration, as follows:

1. To the "B" step of the salary schedule after successful completion of twelve (12) months (2080 hours) in paid status at the "A" step. The date of this increase shall become the employee's pay review date for purposes of eligibility for future merit step increases.

2. To the "C" step after successful completion of twelve (12) months (2080 hours) in paid status at the "B" step.

3. To the "D" step after successful completion of twelve (12) months (2080 hours) in paid status at the "C" step.

4. To the "E" step after successful completion of twelve (12) months (2080 hours) in paid status at the "D" step.

When an employee is hired or internally promoted at a step other than Step "A" of the salary range assigned to the position, the employee shall be eligible for a step increase twelve (12) months (2080 hours) in paid status from the date of employment or promotion, and this date shall become the employee's pay review date for purposes of eligibility for future merit increases. Thereafter, the above merit pay procedure shall be followed.

Salary advancements are granted for continued meritorious and efficient service, and after continued improvement in assigned tasks, in conjunction with performance appraisal procedures. Recommendations are initiated by immediate supervisors and are then forwarded to the concerned department head, as applicable, for approval. These, in tum, shall be transmitted to the City Manager.

Salary step advancements are not guaranteed. When an employee is denied a merit increase, the employee shall be informed of such and the reasons therefore in writing. The employee shall be reconsidered for advancement within three (3) months and, if still denied, may be reconsidered for advancement at any subsequent time recommended by management of the concerned department.

B. Longevity Pay

1. Effective the pay period including August 9, 2022, Department Heads listed in Article

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Attachment: Exhibit B: Non Rep Compensation Plan (Amend FY 22/23 Salary Schedule for Police Officer Trainee)

CITY OF COTATI COMPENSATION PLAN
FOR NON-REPRESENTEDEMPLOYEES 6
3 shall be eligible for longevity pay, based on the following schedule:
a. Three percent (3%) base salary after six (6) consecutive years of full-time service (12,480 hours) in paid status with the City.
b. An additional three percent (3%) base salary, fora total of six percent (6%) base salary, after eight (8) consecutive years of full-time service (16,640 hours) in paid status with the City.
c. An additional three percent (3%) base salary, fora total of nine percent (9%) base salary, after ten (10) consecutive years of full-time service (20,800 hours) in paid status with the City.

2. For all other non-represented employees not classified as Department Heads, longevity pay will be paid as follows:
a. Effective the pay period including August 9, 2022, employees hired before August 9, 2022 shall be eligible for salary advancement (longevity pay) based on the following schedule:

1. Three percent (3%) base salary after six (6) consecutive years of full-time service (12,480 hours) in paid status with the City.

11. An additional two percent (2%) (fora total of 5%) after ten (10) consecutive years of full-time service (20,800 hours) in paid status with the City.
111. An additional one percent (1%) (for a total of 6%) after thirteen and onehalf (13 ½) consecutive years of full-time service (28,080 hours) in paid status with the City.
1v. An additional three percent (3%) (fora total of9%) after eighteen and onehalf (18 ½) consecutive years of full-time service (38,480 hours) in paid status with the City.
b. Effective the pay period including August 9, 2022, employees hired on or after August 9, 2022 shall be eligible for salary advancement (longevity pay) based on the following schedule:

1. Three percent (3%) base salary after eight and one-half (8 ½) consecutive years of full-time service (17,680 hours) in paid status with the City.

11. An additional three percent (3%) (for a total of 6%) after thirteen and onehalf (13 ½) consecutive years of full-time service (28,080 hours) in paid status with the City.
111. An additional three percent (3%) (fora total of9%) after eighteen and onehalf (18 ½) consecutive years of full-time service (38,480 hours) in paid status with the City.

C. Professional and Education Incentives
Subject to the criteria specified below, the City will paya monthly incentive to the Police Lieutenant who is employed full-time ona permanent or probationary basis for job related

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Attachment: Exhibit B: Non Rep Compensation Plan (Amend FY 22/23 Salary Schedule for Police Officer Trainee)

CITY OF COTATI COMPENSATION PLAN

FOR NON-REPRESENTED EMPLOYEES
7 Police Officer Standards and Training (P.O.S.T) certificates which exceed the normal established job requirements. The Police Lieutenant will be compensated as follows:

P.O.S.T. Management Certificate three percent (3%) of base salary, Section 4.03. Uniform Program
The purpose of this uniform program is twofold: (1) to identify City employees who have direct contact with the public on a regular basis, and to enhance the image of City operations generally performed by City personnel in public view; and (2) to provide uniforms to those personnel who are required to perform duties that result in their clothing becoming excessively dirty or in duties that require identifying uniforms. Any identifying patches, badges, etc., purchased by the City for an employee, must be returned to the City when an employee terminates City employment.

A. Sworn Public Safety Personnel
Effective the pay period including August 9, 2022, sworn police staff shall receive a uniform allowance of one thousand dollars ($1,000.00) per year, payable in twenty-four (24) equal installments in the employee's paychecks.

New employees shall receive their initial uniform allowance upon appointment in employee's first full paycheck. Beginning with the subsequent fiscal year, the employee shall receive uniform allowance payments in equal installments in each paycheck.

B. Police Officer Trainee
Effective May 10, 2023, Police Officer Trainees will be eligible for reimbursement or direct payment by the City to the Police Academy for the Basic Intensive Police Academy tuition and required academy uniform, required equipment and required training materials/supplies only. Items such as other clothing, food, lodging, travel, telephone, and internet are not reimbursable. Total reimbursements shall not exceed $6,500.

B.C. Public Works Superintendent, Building Official
The Public Works Superintendent and Building Official, and other classifications as determined by the City Manager, are required under this program to wear uniforms appropriate to performing the necessary tasks of their positions in a manner that is safe for the employee, and enables them to be readily identified by the public as authorized City employees. Uniforms shall be furnished as-needed by the City; the design, manufacturer and supplier of which shall be determined by the Department Head or designee. The Public Works Superintendent and Building Official shall abide by the following rules unless, for safety or other reasons, in particular situations, prudent judgment dictates to the contrary.

1. Uniform Requirements: The Building Official will receive three (3) polo shirts with the City logo and/or other identifying information. The Building Official shall be issued one (1) protective suit and respirator which meets state and federal standard requirements for the job hazards. The Public Works Superintendent will receive a supply of seven (7) shirts and seven (7) pants, one (1) safety jacket, and two (2) coveralls. The City issued uniform, or any part of it, shall be worn only during working hours, in traveling to and from work, or while serving in a standby capacity.

Formatted: Font: 11 pt
Formatted: Indent: Left: 0.63", No bullets or
numbering

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Attachment: Exhibit B: Non Rep Compensation Plan (Amend FY 22/23 Salary Schedule for Police Officer Trainee)

CITY OF COTATI COMPENSATION PLAN

FOR NON-REPRESENTED EMPLOYEES
8 2. Safety Jacket: City issued safety jackets, shall be worn only during working hours, in traveling to and from work.

3. Safety Clothing: Personnel who work with hazardous machinery, equipment, or environments that requires safety clothing shall wear such gear to prevent bodily injury.

4. Headwear: Employee shall be issued one (1) hard hat at the initiation of employment.

5. Footwear: Uniformed personnel shall wear safety shoes which shall be worn only during working hours, in traveling to and from work, or while serving in a standby capacity.

The policy on the purchase of shoes shall be as follows:
a. Effective the pay period including August 9, 2022, each employee will be entitled, during each fiscal year to be reimbursed up to an amount not to exceed three hundred dollars ($300.00) for purchase of needed safety shoes and belt at a store of employee's option.
b. Safety shoes must meet OSHA guidelines.

6. Damage: Uniforms and/or safety equipment damaged through employee misuse or negligence shall be replaced at the employee's expense.

7. Uniform and Safety Jacket Cleaning and Replacement Policy: Uniforms will be the sole responsibility of the employee to launder. Employees will return worn uniforms to City on an as needed basis for replacement subject to the approval of the Department Head.

8. Rain Gear: City issued rain gear will be provided to each employee and replaced on an as needed basis subject to the approval of the Department Head.

Section 4.04. Deferred Compensation Plan
All employees can make contributions, through payroll deductions, into one or more savings vehicles through payroll deduction, up to the legal maximum as defined by the law governing deferred compensation accounts.

Full time employees in the Tier 2 or Tier 3 ("PEPRA") pension benefits are eligible to participate in a City-matching deferred compensation plan. Provided the total City contribution to Tier 2 or Tier 3 pension benefits remains under twenty percent (20%) of the employee's base salary, the City will contribute up to three percent (3%) in matching funds to the City's deferred compensation plan.

Section 4.05. Direct Deposit
The City will offer employees the option of direct deposit for their payment of payroll. The employee will be given the option to select a banking institution to have their payroll directly deposited. The City cannot guarantee direct deposits, and employees will be responsible for follow-up with their banking institution when problems arise that are directly related to errors and/or omissions on the part of such banking institution.

ARTICLES: INSURANCES

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Attachment: Exhibit B: Non Rep Compensation Plan (Amend FY 22/23 Salary Schedule for Police Officer Trainee)

CITY OF COTATI COMPENSATION PLAN

FOR NON-REPRESENTED EMPLOYEES
9 The City will maintain a Cafeteria Plan, pursuant to Section 125 of the Internal Revenue Code, for the purpose of providing employees with access to various health and welfare benefits, subject to the provisions of Section 5.01. Benefits available through the Cafeteria Plan include, but are not limited to, medical insurance, flexible spending accounts for out-of-pocket medical expenses and dependent care, vision insurance, dental insurance, disability, and life insurance benefits. The City agrees to provide a Cafeteria Plan Allowance to all employees eligible to participate in City-sponsored health benefits. Any tax consequences resulting from City contributions to the Cafeteria Plan are the sole responsibility of the employee. The City does not make available any life insurance policy to employee's eligible dependents under this plan.

Section 5.01. Section 125 Plan Benefits: Medical, Dental, and Vision Insurance A. Medical Insurance: The City offers medical insurance through REMIF. The policies shall be determined by the City, and shall be available for permanent or probationary full time employees and their eligible dependents.

The City shall pay only the percentage of the City contribution commensurate with the percentage of hours worked. Employees will contribute the remainder of the premium cost not paid by the City through payroll deduction. The employee has three health care options:

I. EPO/PPO/HMO Health Plans. The employee may enroll in an EPO/PPO or HMO offered by the City. The City will pay ninety percent (90%) of the cost of group medical insurance premiums for full-time regular employees and their eligible dependents. Employees will pay the remaining ten percent (10%) cost of the medical insurance premiums.
a. The City will pay one hundred percent (100%) of the cost of group medical insurance premiums for the Police Chief.

2. HDHP/HSA Health Plan. The employee may enroll in a High Deductible Health Plan (HDHP) offered by the City. The City will pay ninety percent (90%) of the cost of high deductible group medical insurance premiums for full-time regular employees and their eligible dependents. Employees will pay the remaining ten percent (10%) cost of the medical insurance premiums. In addition, for employees enrolled in an HDHP, the City will make an annual contribution to a City-established employee Health Savings Account of up to $1,300 (EE only) or $2,600 (EE+l or Family), not to exceed the total corresponding EPO/PPO/HMO contribution made by the City.

3. Opt-Out. An employee may opt to waive enrollment in City-provided medical insurance coverage, and may elect to receive one hundred and fifty dollars ($150) per month in taxable cash-in-lieu of enrolling in the City's offered health insurance coverage. In order to receive the cash-in- lieu amount, the employee will be required to provide proof and attestation that the employee and all individuals in the employee's tax family have alternative minimum essential group health insurance coverage. Employees who have alternate coverage in the individual market or individual coverage through Covered California are not eligible for opt- out cash-inlieu.

If, at any time during the plan year, the City knows or has reason to know that the employee or individual in the employee's tax family does not have alternative coverage, the City shall not pay cash in lieu.

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Attachment: Exhibit B: Non Rep Compensation Plan (Amend FY 22/23 Salary Schedule for Police Officer Trainee)

CITY OF COTATI COMPENSATION PLAN

FOR NON-REPRESENTED EMPLOYEES
10 If the City is determined to be an "Applicable Large Employer," and if the City's cashin-lieu benefit results in the City's coverage not meeting affordability thresholds under the Affordable Care Act ("ACA"), the City reserves the right to reduce or retract this benefit as necessary to meet ACA affordability thresholds.

B. Dental Insurance: The City offers dental insurance. The policy shall be determined by the City and shall be available for permanent or probationary full-time employees and their eligible dependents. The City will pay one hundred percent (100%) of the premium for fulltime regular employees and eligible dependents. The City shall pay only the percentage of the premium commensurate with the percentage of hours worked.

C. Vision Insurance: The City offers vision insurance. The policy shall be determined by the City and shall be available for permanent or probationary full-time employees and their eligible dependents. The City will pay one hundred percent (100%) of the premium for full- time regular employees and eligible dependents. The City shall pay only the percentage of the premium commensurate with the percentage of hours worked.

Section 5.02. Other Insurance.

A. Life Insurance: Effective the firstfull pay period including August 9 th
, 2022, theCity shall provide
life insurance coverage in the amount of one-hundred fifty thousand dollars ($150,000) for each employee, policy to be determined by the City. The City shall pay only the percentage of the premium commensurate with the percentage of hours worked.

B. Flexible Spending Account: The City offers an IRS 125 plan Flexible Spending Account (FSA).

The plan allows employees to pay medical and childcare expenses with pre-tax dollars in accordance with IRS regulations. Any pre-tax dollars withheld, but not spent, during the plan's fiscal year will be forfeited to the City except as precluded by federal law.

C. AFLAC: The City makes available to all permanent and probationary employees a group of supplemental insurance policies offered by AFLAC. The policy premiums are paid by the employee through payroll deduction.

D. Employee Assistance Program: The City provides an Employee Assistance Program for all employees. The City shall pay only the percentage of the premium commensurate with the percentage of regularly scheduled hours worked.

E. Long Term Disability: The City offers a Long-Term Disability Insurance (LTD) for all full time permanent and probationary employees. The extent of benefits will be dependent on provider; however, minimum benefits are to be:

1. Coverage beginning on the sixty first (61st) day of disability.

2. Disability benefit received will be sixty percent (60%) of employee base salary with a cap of five thousand dollars ($5,000) per month; and

3. Benefits will be available for the length of disability until retirement age.

The City shall pay only the percentage of the premium commensurate with the percentage of regularly scheduled hours worked.

F. Short Term Disability: This plan shall consist of City-paid coverage by which an employee utilizes all accrued time off, such as leave bank, vacation, sick leave, compensatory time, and

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Attachment: Exhibit B: Non Rep Compensation Plan (Amend FY 22/23 Salary Schedule for Police Officer Trainee)

CITY OF COTATI COMPENSATION PLAN

FOR NON-REPRESENTED EMPLOYEES
11 personal holidays. When such time off has been exhausted by the employee, the City will continue to compensate the employee at fifty percent (50%) of his/her current base salary through the sixtieth (60th) consecutive day of disability.

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Attachment: Exhibit B: Non Rep Compensation Plan (Amend FY 22/23 Salary Schedule for Police Officer Trainee)

CITY OF COTATI COMPENSATION PLAN

FOR NON-REPRESENTED EMPLOYEES
12 Section 5.03. Retiree Medical Benefits
Retired full-time permanent employees with fifteen (15) years or more of full-time permanent service and their spouses may participate, at their option, in a City-provided medical, dental and vision plan after the official date of retirement until the participant becomes eligible for Social Security Insurance (SSI) or Medicare, whichever is sooner. The retiree is required to pay one hundred percent (100%) of the applicable premium for the retiree and dependent(s).

Eligibility will be determined in accordance with REMIF rules and regulations. Starting the 2010- 11 fiscal year, this includes a requirement that employees be enrolled in a REMIF member entity's health program at retirement and maintain enrollment in a REMIF member entity's health plan for a period of at least five (5) consecutive years immediately prior to retirement.

Section 5.04 Part-Time Employees
Part-time employees must work at least three quarters' time (thirty (30) hours per week) to be eligible for any benefits, except as required by law. Part-time employees that are eligible for benefits will have the benefits pro-rated, determined by the regularly scheduled hours that the part-time employee works, in accordance with applicable plan rules and requirements. For example, based on threequarters' time employment in the case of vision, life, medical and dental premiums, the City will contribute seventy-five percent (75%) of the normal City contribution to premiums for full-time employees. However, due to policy limitations the City is not able to provide long term disability for part-time employees.

ARTICLE 6: RETIREMENT
Section 6.01. Public Employees' Retirement System (PERS) The City of Cotati is a member of the Public Employees' Retirement System (CalPERS). All permanent or probationary, full-time employees are required to become members of the system. Permanent parttime employees are required to become members if they work more than one thousand (1,000) hours in any fiscal year. The following benefits apply based on employee's sworn or non-sworn status, and date of hire and membership status under the Public Employee Pension Reform Act (PEPRA), and in accordance with CalPERS regulations:

A. Sworn Employees:

1. Sworn Classic Members - Tier 1: Qualifying employees hired on or before April 27, 2011, which is the date of adoption of the amended City contract with CalPERS are covered under the "3% at 50" benefit formula, calculated in accordance with the City's plan with CalPERS.
a. Tier One sworn employees will pay three percent (3%) of the member contribution to CalPERS for pension. The City will pay the remaining six percent (6%) of the member contribution to CalPERS for pension.

2. Sworn Classic Members - Tier 2: Qualifying employees hired after April 27, 2011 and considered classic members as defined by PEPRA and CalPERS, are covered under the "2% at 50" benefit formula, calculated in accordance with the City's plan

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Attachment: Exhibit B: Non Rep Compensation Plan (Amend FY 22/23 Salary Schedule for Police Officer Trainee)

CITY OF COTATI COMPENSATION PLAN

FOR NON-REPRESENTED EMPLOYEES
13 with CalPERS.
a. Tier Two sworn employees will pay the full member contribution to CalPERS for pension.

3. Sworn PEPRA Members- Tier 3: Qualifying employees hired on or after January 1, 2013 and considered new members as defined by PEPRA and CalPERS, will receive a 2% at age 50 (increasing to 2.7% at age 57) retirement formula for sworn employees, and shall be subject to the provisions of PEPRA, including provisions governing reportable compensation.

4. Survivor Benefits for Tier 1, 2, and3 Sworn Employees:

Sworn safety employees shall receive the CalPERS Second Level of 1959 Survivor Benefits. The City shall pay the employer premiums and the employee shall pay the employee premiums. The City will deduct the employee contribution by payroll deduction each bi-weekly pay period.

B. Non-Sworn Employees

1. Non-sworn Classic Members - Tier 1: Qualifying employees hired on or before April 27, 2011 are covered under the "2.7% at 55", calculated in accordance with the City's plan with CalPERS. Employees may retire at age 55, with 5 or more years of PERScredited service. a. Employees covered by the 2.7% at 55 formula shall contribute the normal PERS employee share of 8.0% plus 2.371% of the City share (10.371% total). b. Future increases in the employer contribution may result ina change to the employees' contribution rate to facilitate sharing of costs and continued employee payment for the agreed-upon enhancements. Once per year, the City may adjust the cost sharing of any increase to the employer contribution due to the enhanced benefit.

2. Non-sworn Classic Members - Tier 2: Qualifying employees hired after April 27, 2011, the date of adoption of the amended City contract with CalPERS, and considered classic members as defined by PEPRA and CalPERS, are covered under the 2% at 60 formula, calculated in accordance with the City's plan with CalPERS. a. Tier Two non-sworn employees will pay the full member contribution to CalPERS for pension.

3. Non-sworn PEPRA Members - Tier 3: Qualifying employees hired on or after January 1, 2013 and considered new members as defined by PEPRA and CalPERS, will receive a 2% at age 62 retirement formula for non-sworn employees, and shall be subject to the provisions of PEPRA, including provisions governing reportable compensation.

4. Survivor Benefits for Tier 1, 2, and3 Non-sworn Employees: Non-sworn employees receive the PERS Section 21574 Fourth Level of 1959 Survivor Benefits. The City shall pay the employer premiums and the employee shall pay the employee premiums.

The City will deduct the employee contribution by payroll deduction each bi-weekly pay period.

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Attachment: Exhibit B: Non Rep Compensation Plan (Amend FY 22/23 Salary Schedule for Police Officer Trainee)

CITY OF COTATI COMPENSATION PLAN

FOR NON-REPRESENTED EMPLOYEES
14 Section 6.02. Impact of Government Regulations on Employee Benefits The value or availability of the benefits provided in the Compensation Plan as originally worded or as amended from time to time may depend on their tax treatment by the state or federal government or the decisions of other government agencies or departments, such as, but not limited to, the Public Employees Retirement System. The City will endeavor to obtain the most favorable treatment legally possible from these other governmental entities. However, the City makes no representation concerning the value of such benefits to unit members or how they will be taxed or otherwise treated by other agencies or departments. The City's obligations under this Compensation Plan are limited to the direct cost of providing the salary and benefits as described in the Compensation Plan. The City shall have no additional financial obligation, even if the tax or other treatment of such salary or benefits by other agencies or departments reduces or eliminates their value to the employee.

ARTICLE 7: HOLIDAY PAY
Permanent and probationary employees covered by this Compensation Plan shall receive twelve and one half (12 ½) days of paid holiday leave for each year.

Full-time and part-time employees working an alternative work schedule shall be allowed to bank holiday hours at straight time for each holiday hour falling on a scheduled off-day, up to the scheduled hours typically worked on the day that the holiday falls. Holiday time accrued must be used prior to the end of the fiscal year in which it is earned. Unused, banked holiday hours as of June 30th of each year, and at separation from City employment, will be forfeited. It is the express intent of the parties that holiday bank hours will not be treated as vested vacation in accordance with Labor Code section 227.3.

ARTICLE 8: ADMINISTRATIVE LEAVE
The following job classifications shall receive eighty (80) hours of Administrative Leave at the start of each fiscal year:

A. Police Chief
B. Administrative Services Director
C. Community Development Director
D. Public Works Director/City Engineer
The following job classifications shall receive forty (40) hours of Administrative Leave at the start of each fiscal year:

A. Police Lieutenant
B. Building Official
C. City Clerk
D. Public Works Superintendent
E. Recreation Manager (Effective the pay period including August 9, 2022) Administrative Leave time does not accrue, and may not be converted to service time, banked or cashed out. Administrative leave must be used during the fiscal year in which it is received, or it will be lost. The City's intent is that Administrative Leave not be subject to the provisions of California Labor Code §227.3. Employees hired or promoted into a non-represented position after the start of the fiscal year (July 1), shall receive a pro-rata proportion of Administrative Leave for that fiscal

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Attachment: Exhibit B: Non Rep Compensation Plan (Amend FY 22/23 Salary Schedule for Police Officer Trainee)

CITY OF COTATI COMPENSATION PLAN

FOR NON-REPRESENTED EMPLOYEES
15 year.

ARTICLE 9: VEHICLES
Section 9.01. City Take-Home Vehicles
At the discretion of the City Manager, an employee may be assigned a take-home vehicle to enable the employee to respond to urgent business needs after hours, or for other business and operations reasons.

Employees are to use City vehicles for City work. City liability insurance coverage extends to include use of all City-owned vehicles when the employee is driving the vehicle on City business. Employees shall not use City vehicles for unauthorized purposes.

Take home vehicle assignments can be removed at any time at the discretion of the City Manager.

Employees assigned a take-home vehicle shall comply with the City's personnel rules regarding use of City vehicles.

Section 9.02. Auto Allowance
Department Heads who are not assigned a take-home City vehicle shall receive two hundred dollars ($200) per month in auto allowance.

ARTICLE 10: PAID LEAVE
Section 10.01. Sick Leave
A. Sick Leave Accrual
Effective the first pay period following ratification and adoption of this Compensation Plan, each full-time permanent and probationary employee shall accrue and accumulate sick leave at the rate of eight (8) hours of accrued sick leave for every month of service, for a total of ninetysix (96) hours per year.

Eligible part-time employees, as defined in Section 5.04 of this Compensation Plan, shall be eligible to receive sick leave on a pro-rata basis. Usage and accrual of sick leave benefits shall be governed by the same rules and regulations applicable to full-time employees.

Sick leave accrual and usage shall be subject to the City's Personnel Rules. Sick leave may not be cashed out during employment or upon separation.

Section 10.02. Vacation Leave
A. Vacation Leave Accrual
Effective the first pay period following adoption of this Compensation Plan the City will provide vacation leave as follows:

1. For employees hired before January 16, 2011:

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Attachment: Exhibit B: Non Rep Compensation Plan (Amend FY 22/23 Salary Schedule for Police Officer Trainee)

CITY OF COTATI COMPENSATION PLAN

FOR NON-REPRESENTED EMPLOYEES
16 Years of Consecutive Service with
City of Cotati
Vacation
Accrual Per
Year
Vacation
Accrual Per
Month
Vacation
Accrual Cap
One to Three Years (Start date - 1,095
Days)
84 7 432
Four to Five Years (1,096-1,825 Days) 132 11 432
Six to Ten Years (1,826 - 3,650 Days) 156 13 432
More than 10 Years (3,651 + Days) 216 18 432

2. For employees hired on or after January 16, 2011:

Years of Consecutive Service with
City of Cotati
Vacation
Accrual Per
Year
Vacation
Accrual Per
Month
Vacation
Accrual Cap
One to Five Years (Start date - 1,825
Days)
120 10 240
Six to Ten Years (1,826-3,650Days) 160 13.33 320
More than 10 Years (3,651 Days +) 200 16.67 320
Each employee shall accrue and may use vacation leave with full pay providing that accrual may not exceed the maximum accumulation indicated above. Upon reaching the applicable Leave accrual cap, employees will cease to accrue Leave until such time that they reduce accrued Leave hours below the cap.

The Police Chief as of January 1, 2017 shall maintain his current leave bank accrual schedule, but shall have an accrual cap of four hundred thirty-two (432) hours. Future employees hired into the position of Police Chief shall be subject to the applicable accrual schedule listed above, as amended by City Council.

C. Vacation or Leave Bank Cash Out (collectively "Leave") E

1. As applicable to that employee at the time of cash out, up to a maximum number of hours annually accrued, as indicated in Vacation Accrual Per Year (Section 10.03.A), may be cashed out per calendar year, as long as the employee maintains at least an eighty (80) hour balance after the cash out.

Employees may elect to receive up to a maximum of the above-listed hours of pay in lieu of time off for vacation. Such election shall be irrevocable, and made in the calendar year prior to the cash-out. Employees may only elect pay in lieu for vacation time to be accrued in the following calendar year.

Employees must choose by the last business day of each year to elect or opt out of pay in lieu of vacation time off for the following year by using the Request for Pay in

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Attachment: Exhibit B: Non Rep Compensation Plan (Amend FY 22/23 Salary Schedule for Police Officer Trainee)

CITY OF COTATI COMPENSATION PLAN

FOR NON-REPRESENTED EMPLOYEES
17 Lieu of Vacation Leave form. The hours indicated in the irrevocable election will be automatically paid to the employee in the last paycheck of November.

Employees who did not elect pay in lieu of vacation time off by the last business day of the prior year will not be able to cash out any vacation in the following calendar year, except as provided below. All vacation cash outs will be taxed at the supplemental tax rate in accordance with IRS code. If insufficient vacation hours exist to meet the annual pay in lieu election, only the remaining available elected vacation hours will be paid out, not to exceed the above-listed amounts.

2. In the event an employee is faced with an "unforeseeable emergency" as described below, they may be eligible to receivea hardship cash-out of vacation leave, without electing the cash-out in the prior year as required above. In order to receivea hardship cash-out, the employee must establish and substantiate that he or she has suffered a severe financial hardship resulting from an illness or accident suffered by the employee or employee's dependent, a loss of his or her property due to casualty or severe weather or other similar extraordinary and unforeseeable circumstance beyond the control of the employee. An "unforeseeable emergency" does not include situations such as the need to send a child to college, to purchase a home, funeral expenses fora non-dependent adult child, debt not incurred due to any extraordinary or unforeseeable circumstances beyond the employee's control.

An employee may only be eligible to receive a financial hardship cash-out of vacation leave to the extent the unforeseeable emergency is not or may not be relieved through insurance reimbursement or assets available to the employee that would not cause a severe financial hardship.

The amount of any financial hardship vacation cash-out due to unforeseeable emergencies shall not exceed the annual Vacation hours accrued applicable to that employee at time of cash out, in accordance with Section 10.03.A.

The Administrative Services Director shall provide recommendations to the City Manager regarding eligibility for and distribution of leave hours from an employee's available vacation leave balance based on this policy. The City Manager shall make the final determination on all matters related to the City's vacation cash-out for financial hardships.

To apply for a hardship cash-out of vacation leave, employees shall complete the Vacation Cash-out Due to an Unforeseeable Emergency Application available from the Human Resources Department.

3. If an employee is eligible for longevity pay under Section 4.02, subsection B of this Compensation Plan, leave cash out shall include the value of applicable longevity pay.

4. An employee must be in pay status or on an approved leave to exercise this option.

5. Sick leave may not be cashed out during employment or upon separation.

6. Upon revision of the Personnel Rules to address cashable leaves, any conflicting

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Attachment: Exhibit B: Non Rep Compensation Plan (Amend FY 22/23 Salary Schedule for Police Officer Trainee) 18 language in this Section 11.03.C shall be superseded by the cashable leave provisions in the Personnel Rules.

ARTICLE 11: REQUIRED CERTIFICATIONS
Subject to the pre-approval of the employee's Department Head, the City will reimburse the employee's direct cost after successful completion of a training course, materials and testing for any certification or renewal required in that employee's position description. The reimbursement will only be made after the certificate has been obtained.

ARTICLE 12: TERM
This Compensation Plan shall be effective upon City Council adoption, effective the pay period including August 9, 2022 for full-time employees as of the date of City Council adoption, and will continue until amended or superseded by City Council action.

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Attachment: Exhibit B: Non Rep Compensation Plan (Amend FY 22/23 Salary Schedule for Police Officer Trainee) Cotati City Council
Agenda Staff Report
Item type: REGULAR AGENDA (ACTION)
To: City Council
Subject: Appointment of Library Commissioner
Date: May 09, 2023
Written by: Kevin Patterson, Deputy City Clerk
Recommendation
It is recommended that the Mayor nominate a Cotati representative on the Sonoma County Library Commission and that the City Council adopt a motion to approve the Mayor's nomination.

Background
The Library Commission provides governance for the Sonoma County Library; establishes policy; sets goals and objectives; hires and evaluates the director; establishes and monitors the annual budget; signs necessary contracts; exercises such other powers, consistent with the law to foster the effective use and management of the library. Sonoma County residence is required and preference is generally given to applicants who reside within Cotati city limits. The term is for 4 years. The seat will be filled through appointment by the Mayor and ratification by the City Council.

Analysis/Discussion
The City Council appointed Rachel Parker at the October 27, 2020 regular city council meeting as a representative to the Sonoma County Library Commission, to serve the remainder of a 4- year term. Due to unforeseen circumstances Ms. Parker formally resigned her position leaving it open for new applicants to be considered for replacement.

The Library Commission opportunity was advertised in the Community Voice, on the marquee, and on the City’s website and social media. Two applications were received, but one applicant withdrew. The other completed application was received from Cyan McMillan, which is

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attached. The Mayor has discussed the position with Mr. McMillan and has nominated him for the position, subject to City Council ratification.

The current appointment term will end in August, 2024.

Financial Considerations
There are no fiscal impacts to the City by filling the vacant Committee position.

Environmental Issues
Making appointments to a commission does not constitute a project under the California Environmental Quality Act.

Attachments:

Cyan McMillan Application_Redacted (PDF)

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Attachment: Cyan McMillan Application_Redacted (Appointment of Library Commissioner)

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Attachment: Cyan McMillan Application_Redacted (Appointment of Library Commissioner) Cotati City Council
Agenda Staff Report
Item type: REGULAR AGENDA (ACTION)
To: City Council
Subject: Nor Cal Oaks Baseball and Softball License Agreement for Use of City Recreation Facilities
Date: May 09, 2023
Written by: Ashley Wilson, Recreation Manager
Recommendation
It is recommended that the City Council adopt a motion authorizing the City Manager to execute a license agreement between the City of Cotati and Nor Cal Oaks for use of Cator Field and Putnam Park Baseball Fields.

Background
The City owns, operates, and maintains Cator Field and Putnam Park Baseball Field which include baseball fields, fencing, backstops, dugouts, bleachers, parking lots, restrooms, and a snack shack. In February 2017, Cal Ripken Babe Ruth Baseball (Cal Ripken) entered into a five (5) year license agreement for field use, which required maintenance of the fields but did not propose or require improvements. At the end of the agreement term, Cal Ripken chose not to request to renew the license.

Nor Cal Oaks is a 501(c)3 nonprofit organization that provides free youth baseball and softball throughout Sonoma County. More information about Nor Cal Oaks can be found at norcaloaks.org. After the agreement with Cal Ripken ended, Nor Cal Oaks approached the City and proposed to enter into a license agreement for use of Cator Field and Putnam Park Baseball Field. Looking for home fields for their teams, they believe Cotati would be a perfect location to make their home. Given the central location and current open schedule, Nor Cal Oaks would like space to consistently hold their practices and games, rather than always needing to travel out of the area to play.

Under the proposed license agreement with Nor Cal Oaks, the fields would be utilized by youth ages 10-15, and are expected to be primarily from Sonoma County.

Analysis/Discussion
The proposed license agreement with Nor Cal Oaks is a 10 year license agreement, with the option for extensions if requested by Nor Cal Oaks and approved by the City. The license

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agreement with Nor Cal Oaks will be beneficial to the City, as the fields would be put to use with a youth recreational sport and reduce City maintenance costs of the baseball portions of Cator Field at Civic Center Park and Putnam Park. There are currently approximately 75 youth participating in the Nor Cal Oaks baseball and softball program with that number expected to jump to 140 by August. Participation is expected to grow as word spreads throughout the area and they settle into a home base for practices and games.

Additionally, Nor Cal Oaks has proposed to make significant improvements to both fields, which would include new sod, dirt, fencing, sand, bleachers, and more.

Other potential benefits to the City include increased visitation, with potential for sales tax revenue and return guests.

City staff, in conjunction with Nor Cal Oaks, have developed a draft license agreement with terms that include Nor Cal Oaks paying for utilities associated with Putnam and Cator Field, including the snack shack and maintaining the fields, and the City maintaining the irrigation system and parking areas. The draft license agreement is attached.

Financial Considerations
Nor Cal Oaks has requested to make field improvements anticipated to cost $577,588, primarily in the first year of the agreement.

Additionally, Nor Cal Oaks has committed to providing the City with a $5,000 annual license fee for the duration of the 10 year agreement. This would be collected annually unless other arrangements are made in writing between the City and Nor Cal Oaks.

The anticipated impact on the budget will be positive, as Nor Cal Oaks will partner in facility maintenance and pay for utilities associated with the Cator Field Snack Shack and restrooms at Cator and Putnam Park.

Attachments:

Nor Cal Oaks Baseball and Softball License Agreement - Cotati Baseball Fields (PDF)

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1 LICENSE AGREEMENT FOR USE OF CATOR AND PUTNAM

BASEBALL FIELDS OWNED BY THE CITY OF COTATI
This License Agreement, revokable only as set forth in the termination provisions (herein referred to as the “Agreement” or “License”), is issued this 9 th day of May 2023 (“Effective
Date”) by and between the City of Cotati, a California municipal corporation (the “City”) and Nor Cal Oaks, a California nonprofit corporation (the “Licensee”, hereinafter designated as “Nor Cal Oaks”). City and Nor Cal Oaks are hereinafter collectively referred to as the “Parties.”

RECITALS
WHEREAS, the City owns, operates, and maintains Cator and Putnam Fields in the City of Cotati, which include baseball fields, fencing, backstop, dugouts, bleachers, restrooms, parking lots and snack shacks (collectively, the “Facilities” or “Facility”) as shown on Exhibit “A,” attached hereto and incorporated herein by reference; and WHEREAS, Nor Cal Oaks has committed an estimated $577,588 during the first twelve (12) months of the License, to improve the Facilities, as described in Exhibit “B”; and WHEREAS, Nor Cal Oaks has also committed to maintenance of the fields and a significant annual License payment to the City; and
WHEREAS, the City is agreeable to permitting Nor Cal Oaks to use the Facilities for the purpose of conducting youth baseball and softball activities, pursuant to the terms and conditions of this License set forth herein.

NOW, THEREFORE, in consideration of the mutual promises, covenants and conditions contained herein, the Parties agree as follows:

1. License. The City hereby grants to Nor Cal Oaks a License to use the Facilities, subject to all the terms and conditions of this Agreement. Nor Cal Oaks shall incur an annual License Fee in the amount of five-thousand dollars ($5,000.00) payable to the City upon execution of the Agreement and annually thereafter during an Extension Term.

2. Non-Exclusive License. The License granted is non-exclusive. The City shall continue to maintain control of the Facilities including, without limitation, the right to grant additional licenses for use of the Facilities in its sole discretion, in consultation with Nor Cal Oaks at times not already scheduled for use by Nor Cal Oaks.

3. Term of License. The term of the License shall commence on the Effective Date and shall continue through May 9th, 2033, unless City or Nor Cal Oaks terminates this License sooner (“Term”).

4. Use. Nor Cal Oaks’ use of the Facilities shall be limited and conditioned as follows:

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Attachment: Nor Cal Oaks Baseball and Softball License Agreement - Cotati Baseball Fields (Baseball Use Field Agreement 2023) 2 a. Youth baseball and softball play, consistent with Nor Cal Oaks Rules and Regulations and responsible adult supervision at all times that the Facilities are in use by Nor Cal Oaks.
b. Use of the snack shack(s) for food service, as approved by the Sonoma County Health Department.
c. Storage of Nor Cal Oaks items in the snack shack(s) during the term of this Agreement. Upon request of the City, Nor Cal Oaks shall remove all stored items from snack shack(s) at the end of the Agreement. Storage of items is at Nor Cal Oaks’ sole risk.
d. Placement of semi-permanent banners and sponsor advertisements within baseball field fencing, provided, however, that Nor Cal Oaks shall remove all banners and advertising within two (2) weeks of the end of the term of this Agreement. Nor Cal Oaks will provide field banners for City of Cotati and Rancho Adobe Fire District at no charge for the life of the Agreement. e. Parking within designated parking areas at Cator and Putnam Fields. f. Upon request of the City, Nor Cal Oaks shall schedule youth baseball activities to meet the scheduling needs of the City’s Recreation Department, to be provided to Nor Cal Oaks by the City no later than January 1 and July 1 (or the next following City working day) each calendar year.
g. Herbicides or pesticides must be approved for use by the City prior to use on the Facilities.

5. Notification.
a. Nor Cal Oaks shall keep the City informed of all special events which have potential traffic impacts and scheduling changes pertaining to the use of the Facilities that may impact City operations.
b. Each year, by January 15 (or the next following City working day) Nor Cal Oaks shall provide the City with an updated contact list, including Board Member titles, phone numbers, and email addresses. c. Nor Cal Oaks shall send the City a calendar of all scheduled Nor Cal Oaks events at the Facilities on January 15 and July 15 (or the next following City working day) of each calendar year and any changes will be promptly communicated to the City Recreation Manager.
e. Nor Cal Oaks shall promptly notify the City of any maintenance or repair issues of the Facilities.

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Attachment: Nor Cal Oaks Baseball and Softball License Agreement - Cotati Baseball Fields (Baseball Use Field Agreement 2023) 3 f. Nor Cal Oaks shall notify the City of all hazards and injuries occurring at the Facilities, as well as any action taken by Nor Cal Oaks with respect thereto, as promptly as possible, but in no event later than within fortyeight (48) hours of the occurrence or discovery of the hazard.

6. Maintenance and Operation.
a. Nor Cal Oaks shall be responsible for the maintenance and operation of the Facilities, all year, including without limitation:
i. Infields and outfields, which includes mowing, fertilizing, watering, pest control, filling gopher holes and reseeding the turf as needed;
ii. Infield dirt base paths;
iii. The repair and maintenance of all baseball related infrastructure, including, but not limited to, the snack shack(s), scoreboards; backstop, dugouts, fencing and bleachers, including painting as needed;
iv. Removal of hazards, including taking immediate action to secure, repair or close off any hazard or safety concern to persons using the Facilities;
v. Cleaning and maintaining the restrooms and water fountains in a sanitary condition, including keeping them stocked with toilet paper, paper towels and soap as applicable;
vi. Litter, garbage, and debris removal, including the provision for trash and recycling dumpsters and their removal; and
vii. Provision of portable toilets, as necessary.
b. The City shall be responsible for the following:
i. Maintenance of all water lines and irrigation systems; ii. Maintenance of the paved parking areas as needed;
iii. Water fountain repair and;
iv. Maintenance of the turf areas outside of the infield and outfield areas.

7. Alterations & Replacements. Nor Cal Oaks shall not make or permit any alteration, modification, or replacement (collectively “alterations”) of the Facilities without prior written City approval. If requested by the City, the details of planned Facility alterations shall be provided to the City Recreation Manager, including images of the alterations prior to initiating work for City review and advisement on consistency with park master plans and any permitting requirements. Depending on the scope of the requested alterations, plans, and specifications, permits may be required by the City. In addition, be advised that some alterations may also require the issuance of a building permit (roof, plumbing, electrical, etc.). Nor Cal Oaks shall be responsible for all costs thereof.

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Attachment: Nor Cal Oaks Baseball and Softball License Agreement - Cotati Baseball Fields (Baseball Use Field Agreement 2023) 4 8. Utilities. The City shall transfer the accounts to Nor Cal Oaks within thirty (30) days of the Effective Date of this Agreement and pay for all electric, water, and sewer expenses related to the operation of the Snack Shack and restroom facilities located at Cator and Putnam Fields. In the event of a drought or other water restriction, Nor Cal Oaks shall comply with any watering restrictions with the understanding that watering will be permitted to allow for proper maintenance and to the extent needed to preserve the investment Nor Cal Oaks makes in rehabilitating the Cator and Putnam Fields.

9. Possessory Interest. In accordance with California Revenue and Taxation Code Section 107.6, the City is hereby notifying Nor Cal Oaks that this Agreement may create a property or possessory interest and such interest may be subject to property taxation if created, and Nor Cal Oaks may be subject to the payment of property taxes levied on the interest. Nor Cal Oaks expressly recognizes and understands that this Agreement may create a property or possessory interest subject to property taxation and that Nor Cal Oaks may be subject to the payment of property taxes levied on such interest.

10. Compliance with Laws. Nor Cal Oaks represents and warrants to City that Nor Cal Oaks and its officers, agents, employees and volunteers have all licenses, permits, qualifications and approvals of whatever nature that are legally required for Nor Cal Oaks, its officers, agents, employees and volunteers to provide the services, programs and activities contemplated by this Agreement and that it shall observe and comply at all times with all applicable federal, state, county and city statutes and ordinances, rules, regulations, directives, and orders of governmental agencies now in force or which may hereinafter be in force relating to or affecting the use of the License herein granted. Additionally, Nor Cal Oaks and its officers, agents, employees and volunteers shall provide an environment that is free from harassment and discrimination of any kind based on any legally protected status including but not limited to sex, gender, gender identity, race, color, religion, national origin, citizenship, ancestry, age, physical disability, mental disability, protected medical condition, marital status, sexual orientation, or any other characteristic prohibited by state or federal law.

11. Waste Nuisance. Nor Cal Oaks shall not commit, suffer, or permit the commission by others of:
a. Any waste or nuisance at the Facilities;
b. Any action or use of the Facilities which interferes or conflicts with the use thereof by the City or any authorized person; or
c. Any action at the Facilities in violation of any laws or ordinances.

12. Inspection. The City shall be permitted to enter and inspect the Facilities at any and all times.

13. Extent of Grant of License. This Agreement and the License herein granted are valid only to the extent of the City’s jurisdiction as a landowner or tenant of the Facilities. Acquisition of any other necessary permits or entitlements for use is the responsibility of Nor Cal Oaks.

NOTHING CONTAINED IN THIS AGREEMENT SHALL BE CONSTRUED AS A RELINQUISHMENT OF ANY RIGHTS NOW HELD BY THE CITY.

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Attachment: Nor Cal Oaks Baseball and Softball License Agreement - Cotati Baseball Fields (Baseball Use Field Agreement 2023) 5 14. Release of Claims. Nor Cal Oaks hereby waives, releases, and discharges the City, its officers, officials, agents, employees and volunteers (collectively, “Indemnitees”) from all present and future Claims (defined in Section 23 herein) arising out of or in any way connected with entry upon or use of the Facilities by Nor Cal Oaks or its agents, employees, invitees, contractors or subcontractors, including without limitation all Claims arising in connection with any injury to persons or damage to or theft of vehicles, equipment, materials or any other personal property, except and to the extent caused solely by the gross negligence or willful misconduct of the Indemnitees. The provisions of this Section 14 shall survive the expiration or earlier termination of this Agreement.

15. License is Personal. The License herein granted is personal to Nor Cal Oaks and no right hereunder may be assigned, sublet, or otherwise transferred in whole or in part without the prior written consent of the City. Any attempt to assign, sublet or transfer same shall be of no force or affect whatsoever unless and until the City shall have given its written consent thereto.

The City may withhold its consent for any reason.

16. Termination. Each provision of this Agreement shall be deemed a condition of the right of Nor Cal Oaks to use or continue to occupy the Facilities. Notwithstanding anything stated to the contrary herein, if either party fails to perform any provision of this Agreement at the time and in the manner herein provided, including without limitation maintenance of required insurance, failure to make the improvements in Exhibit “B”, an act of God that makes the Facilities unsafe for the public and requires immediate City remediation, or City’s determination in its sole discretion that Nor Cal Oaks is operating in a manner that presents a health, safety or welfare threat to the participants, members of the public or the community, the Parties may immediately terminate this Agreement for cause. If the City or Licensee provides written notice of a default of the terms of this Agreement, delivered in accordance with Section 21, either Party has thirty (30) days to cure the default. If the default cannot by its nature be cured within such thirty (30) day period, then the City or Licensee will have an additional thirty (30) days to cure the default. A termination for cause pursuant to this provision shall not prejudice or waive any rights or remedies in law which one Party may have against the other. At any time during the term of this Agreement, the Parties may mutually agree in writing to amend or terminate the Agreement. Upon termination Nor Cal Oaks shall promptly remove at its own expense all its equipment, inventory and fixtures from the Facilities and shall restore the Facilities to their original condition, ordinary wear and tear excepted, unless the City and Nor Cal Oaks agree in writing that such fixture shall remain a part of the Facilities. Upon Nor Cal Oaks’ failure to remove same within thirty (30) days of the stated termination date, it shall lose all right, title, and interest thereto and City may elect to keep, remove, or demolish same. City’s right of termination shall be cumulative to any other legal or equitable remedies available to City.

17. Nor Cal Oaks to Act in Independent Capacity. Nor Cal Oaks and its officers, agents, and employees shall act in an independent capacity and shall not represent themselves to be or be construed to be officers, agents, or employees of the City.

18. License Not a Lease. This Agreement does not constitute a lease but constitutes a mere license and Nor Cal Oaks is limited to the use of the Facilities expressly and specifically described above. Nor Cal Oaks shall have no right or privilege in any respect whatsoever to use any other part of the property of the City for any purpose whatsoever. Nor Cal Oaks hereby

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Attachment: Nor Cal Oaks Baseball and Softball License Agreement - Cotati Baseball Fields (Baseball Use Field Agreement 2023) 6 disclaims any interest that when coupled with the License herein granted would render it irrevocable.

19. No Continuing Waiver. The waiver by the City of any breach of any of the provisions of this Agreement shall not constitute a continuing waiver of any subsequent breach of the same, or of any other provision of this Agreement.

20. Relationship. The Parties intend by this Agreement to establish the relationship of licensor and licensee only, and do not intend to create a partnership, joint venture, joint enterprise, or any business relationship other than that of licensor and licensee.

21. Contacts; Notices. The Parties desire to keep open lines of communication throughout the calendar year. To that end, the primary contacts for each Party are as follows:

City Nor Cal Oaks
For Field Maintenance Issues: Public Works Superintendent 201 West Sierra Avenue
Cotati, CA 94931
Business Hours 707-975-
7356
After Hours 707-792-4611
Jon Titus
Board Member
901 A St, Suite C
San Rafael, CA 94901
707-480-1708
Event Notices and All Other
Issues:

Recreation Manager
201 West Sierra Avenue
Cotati, CA 94931
Business Hours 707-792-
4600
After Hours 707-792-4611
Hilaire Sander
Board of Directors –
Secretary
901 A St, Suite C
San Rafael, CA 94901
206-650-1841
All notices given under this Agreement shall be in writing and shall be deemed to have been given if delivered personally or enclosed in a properly addressed envelope and deposited in a United States post office for delivery by registered or certified mail, postage paid to the Parties at the aforementioned addresses.

22. Hold Harmless and Indemnification. To the maximum extent permitted by law, Nor Cal Oaks shall indemnify, defend and hold harmless the Indemnitees from and against any and all liability, claims, damages, demands, costs, losses and expenses, including without limitation court costs and attorneys’ fees (collectively, “Claims”) arising out of or in connection with Nor Cal Oaks’ entry upon or use of the Facilities or its negligent or willful failure to comply with any of its obligations contained in this Agreement, except to the extent caused by the negligence or willful misconduct of Indemnitees. The obligation to indemnify, hold harmless and defend City shall survive the expiration or earlier termination of this Agreement.

23. Insurance. Nor Cal Oaks agrees to obtain and keep in force during the life of this Agreement at Nor Cal Oaks’ expense, public liability and property damage insurance in a form, and with an insurer, acceptable and subject to the approval of the City, said insurance to protect against any liability to the public as a result of the use of or resulting from any accident occurring

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Attachment: Nor Cal Oaks Baseball and Softball License Agreement - Cotati Baseball Fields (Baseball Use Field Agreement 2023) 7 in or about Cator Field, or other Facilities. Nor Cal Oaks agrees to maintain comprehensive insurance of Five Million Dollars ($5,000,000) minimum per occurrence for bodily injury, personal injury, and property damage. If Commercial General Liability Insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to the Facilities or the general aggregate limit shall be twice the required occurrence limit, insuring against all liability of Nor Cal Oaks and its authorized representatives arising out of and in connection with Nor Cal Oaks use of the Facilities. Said insurance shall be provided on forms approved by the City of Cotati.

24. Entire Agreement; Amendments. This Agreement constitutes the entire agreement of the Parties with respect to the subject matter hereof and supersedes all prior written or oral agreements, understandings, representations, or statements with respect thereto. This Agreement may be amended only by a written instrument executed by the Parties.

25. Severability. If any term, provision, or condition of this Agreement is held by a court of competent jurisdiction to be invalid or unenforceable, the remainder of the Agreement shall continue in full force and effect to the extent possible.

26. Governing Law; Venue. This Agreement and the rights and obligations thereunder shall be governed by and interpreted in accordance with the laws of the State of California. The venue for any action brought hereunder shall be a court of competent jurisdiction in Sonoma County.

27. No Third-Party Beneficiaries. Nothing in this Agreement is intended to or shall confer upon any person other than the Parties any rights or remedies hereunder.

28. Authority. Each person executing this Agreement warrants that s/he has been duly authorized to execute the Agreement on behalf of the entity s/he represents and that this is a legally binding Agreement enforceable against the entity s/he represents in accordance with its terms.

IN WITNESS WHEREOF, the Parties have executed this Agreement as of the date first written above.

LICENSOR: LICENSEE:

CITY OF COTATI NOR CAL OAKS
By: ____________________________ By: _____________________________ Damien O’Bid [Name and Title]
City Manager

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Attachment: Nor Cal Oaks Baseball and Softball License Agreement - Cotati Baseball Fields (Baseball Use Field Agreement 2023) 8 APPROVED AS TO FORM: ATTEST:
________________________
John Bakker Kevin Patterson
City Attorney Deputy City Clerk

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Attachment: Nor Cal Oaks Baseball and Softball License Agreement - Cotati Baseball Fields (Baseball Use Field Agreement 2023) 9 EXHIBIT A

FACILITIES
Cator Field and Parking Lot

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Attachment: Nor Cal Oaks Baseball and Softball License Agreement - Cotati Baseball Fields (Baseball Use Field Agreement 2023) 10 Putnam Park and Parking Lot

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Attachment: Nor Cal Oaks Baseball and Softball License Agreement - Cotati Baseball Fields (Baseball Use Field Agreement 2023) 11 EXHIBIT B

COMMITTED INVESTMENT SUMMARY
Cost estimates for repairing Cator and Putnam fields:

Dirt, Rock Soil: $8,437.50
Trucking: $3,150.

Equipment: $50,000.

Sod: $132,000.

Sand: $20,000.

Irrigation: $70,000.

Fencing: $75,000.

Supplies: $25,000.

Stands: $20,000.

Snack Bar/Bathrooms: $10,000.

Dugouts: $10,000.

Gofer Wire: $54,000.

Putnam Backstop Netting: $75,000.

Labor: $25,000.

TOTAL: $577,587.50
5350733.1

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Attachment: Nor Cal Oaks Baseball and Softball License Agreement - Cotati Baseball Fields (Baseball Use Field Agreement 2023) Cotati City Council
Agenda Staff Report
Item type: REGULAR AGENDA (ACTION)
To: City Council
Subject: Consideration of a Resolution adopting the Sonoma County Vision Zero Action Plan
Date: May 09, 2023
Written by: Jon-Paul Harries, Senior Planner
Recommendation
It is recommended that the City Council adopt a resolution adopting the Sonoma County Vision Zero Action Plan.

Background
In October 2019, the Sonoma County Transportation Authority (SCTA) launched a Vision Zero planning process in partnership with the Sonoma County Department of Health Services (DHS).

This planning process was funded by a Caltrans Sustainable Communities Planning Grant, and included SCTA and DHS staff, members from all ten jurisdictions within Sonoma County, and nonprofit organizations, community members, and public health and safety agencies.

On March 14, 2022, SCTA Board of Directors adopted the final Vision Zero Action Plan (VZAP) and participating agencies are now being asked to adopt the VZAP. The VZAP includes an evaluation of current safety conditions and problem areas, including identification of a “high injury network” and “high injury intersections,” and includes a list of goals and actions that can be implemented to improve safety and that will help the county reach its Vision Zero goal.

Adoption of the VZAP may increase the City's eligibility and competitiveness for future Federal and State grant opportunities and will support numerous General Plan goals including reducing traffic accidents and hazards, providing for safe bicycle, pedestrian, and transit facilities, and reducing greenhouse gases. The VZAP recommendations support the Local Road Safety Plan and the update to the Bicycle and Pedestrian Master Plan. Adopting a Vision Zero Action Plan confirms the City's ongoing efforts to provide safe and equitable modes of transportation for all and ensures that these strategies and priorities continue to be incorporated moving forward.

Analysis/Discussion
Vision Zero is a strategy to eliminate traffic fatalities and severe injuries among all road users and to ensure safe, healthy, equitable mobility for all. First implemented in Sweden in the 1990s, Vision Zero has proven successful across Europe, and is now gaining momentum in major American cities. Vision Zero's approach to traffic safety is based on the premise that traffic

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deaths are preventable through an improved roadway environment and policies that lessen the severity of crashes. It is a proactive, comprehensive, and data-driven approach that prioritizes transportation and mobility safety as a public health issue. Speed management, safe and equitable mobility for all modes of transportation, and the prioritization of community engagement are key elements of a Vision Zero strategy and plan. Vision Zero represents a commitment to specific actions that are organized into six high-level goals:

1. Create Safer Speeds

2. Eliminate Impaired Driving

3. Create a Culture of Safety

4. Build Safe Streets for All

5. Make Vehicles Safer and Reduce Private Vehicle Use

6. Improve Data for Effective Decision Making
Using these principles as a foundation, the SCTA and the Sonoma County DHS established the Vision Zero Advisory Committee (VZAC) in October 2019. During the ensuing planning process, extensive community engagement was conducted which included two countywide surveys, three focus groups, a community workshop, and 37 stakeholder interviews involving local jurisdictions, transportation agencies, community organizations and law enforcement.

Findings from the surveys, focus groups, and interviews were incorporated into the Draft Action Plan which was presented for discussion and input at a public workshop held virtually on January 25, 2022. After incorporating feedback from the workshop and various community organizations, the Sonoma County VZAP was approved by the SCTA Board on March 14, 2022.

After reviewing the VZAP, City staff is recommending adoption of the VZAP for the following reasons.

1. Adoption may increase the City's future eligibility and competitiveness for grant opportunities.

2. It supports numerous General Plan goals including reducing traffic accidents and hazards, providing for safe bicycle, pedestrian, and transit facilities, and reducing greenhouse gases.

3. The VZAP supports other City initiatives, including the update to the Bicycle and Pedestrian Master Plan and the Local Road Safety Plan.

4. Adopting a Vision Zero Action Plan supports the City's efforts to provide safe and equitable modes of transportation for all and ensures that these strategies and priorities continue to be implemented moving forward.

Financial Considerations
Adoption of the VZAP does not currently make the City eligible or ineligible for any grant funds to implement the recommended measures. However, the City will continue to fund projects in the Bicycle and Pedestrian Master Plan, as well as the Local Road Safety Plan using the City’s General Fund and other currently available funding sources. Measures in the VAZP will be folded into these projects and city operations to the degree feasible, subject to staffing and funding availability.

Environmental Issues

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This action does not constitute a "project" within the meaning of California Environmental Quality Act (CEQA) guidelines Section 15378 and is also exempt under CEQA Guidelines 15262 (planning or feasibility studies). Therefore, no environmental review is required. Future project-specific environmental review will be conducted as required.

Attachments:

Vision_Zero_Action_Plan (PDF)

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Packet Pg. 156 Attachment: Vision_Zero_Action_Plan (Adoption of the Sonoma County Vision Zero Action Plan) RESOLUTION NO.

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COTATI ADOPTING THE

SONOMA COUNTY VISION ZERO ACTION PLAN
WHEREAS, Vision Zero is a strategy to eliminate traffic fatalities and severe injuries among all road users to ensure safe, healthy, and equitable mobility for all; and WHEREAS, in October 2019, the Sonoma County Transportation Authority (SCTA) launched a Vision Zero planning process in partnership with the Sonoma County Department of Health Services (DHS); and
WHEREAS, the SCTA and DHS convened a Vision Zero Advisory Committee comprised of members from all ten jurisdictions within Sonoma County, including the City of Cotati, as well as non-profit organizations, community members, and public health and safety agencies; and
WHEREAS, after months of data-gathering, agency participation, community engagement and plan development, the Vision Zero Advisory Committee has produced the Sonoma County Vision Zero Action Plan; and
WHEREAS, the Sonoma County Vision Zero Action Plan contains specific actions and measures to achieve a target goal of zero traffic deaths and severe injuries on roadways in Sonoma County by 2030; and
WHEREAS, Vision Zero implementers will involve a wide range of stakeholders, including: local agency transportation departments, law enforcement agencies, community organizations, and various health and educations stakeholders; and WHEREAS, the adoption of the Vision Zero Action Plan may increase the City's eligibility and competitiveness for future Federal and State grant opportunities; and WHEREAS, the implementation measures in the Vision Zero Action Plan include recommendations that will support the City's current work toward a safer transportation system, including the Bicycle and Pedestrian Master Plan and Local Road Safety Plan, as well as the City's numerous General Plan goals including reducing traffic accidents and hazards, providing for safe bicycle, pedestrian and transit facilities, and reducing greenhouse gases; and WHEREAS, the SCTA Board of Directors adopted the Vision Zero Action Plan at their March 14, 2022, meeting; and
WHEREAS, participating agencies are also asked to consider adopting the Vision Zero Action Plan.

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NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Cotati hereby adopts the Sonoma County Vision Zero Action Plan and will work towards incorporating the recommendations as resources allow.
.

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 May 9th, 2023, by the following vote, to wit:

Approved:________________________________
Mayor
Attest:____________________________
Kevin Patterson, Deputy City Clerk
Approved as to form:
____________________________
City Attorney
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Cotati City Council
Agenda Staff Report
Item type: REGULAR AGENDA (ACTION)
To: City Council
Subject: Adoption of the Revised City of Cotati Investment Policy and Contract Approval To Implement Active Investment Management
Date: May 09, 2023
Written by: Angela Courter, Director of Administrative Services Recommendation
It is recommended that the City Council adopt a Resolution approving the update of the Investment Management Policy within the City of Cotati’s Financial Principles and Policies and authorize the City Manager to take actions necessary to begin actively managing the City's surplus funds in compliance with the Investment Policy, including engaging with Optum Investment Partners.

Background
Financial policies are essential and central to a strategic, long-term approach to the financial management of the City by the elected officials and staff. Financial policies also create and define a shared understanding of how the City will develop its financial practices and manage its resources to provide the best value to the community and provide structure, boundaries and limits on the actions City staff may take. Within the Financial Principles is the City’s policy on Investment Management. On March 14, 2023, City Staff brought to Council an initial discussion on investments for the City including state regulations and required reporting. Additionally, staff facilitated a discussion on adjusting the City’s Investment Management strategy from passive to a more active management.

Analysis/Discussion
Investment Policy
The policies will be updated periodically but are designed with a long-term perspective and provide the basic framework and road map for addressing a wide variety of financial and economic conditions that the City will encounter, as well as support long-term planning and enhance the City’s effectiveness in implementing long-term strategies to deliver efficient services to the public.

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To clarify the policy and ensure consistency with state law, the Policy, Scope and Prudence sections were updated. Other changes incorporated into the proposed revised investment policy for the City include the following:
▪ Revising Objectives for Social and Political Considerations under Section 4 to continue to provide policy direction to City staff, while making the section compliant with State code and feasible to implement.
▪ Clarification and consolidation of the authorized and suitable investments Section 8
o No changes in the types of investments from the current policy ▪ Incorporation of requirements for review of the investment portfolio to evaluate for non-compliant securities.
▪ New Sections Focusing Primarily on Advanced Controls
o Investment Pools and Money Market Funds Advance Investigation Controls
o Collateralization of Investment Requirements (Section 11) o Safekeeping and Custody (Section 12)
o Diversification (Section 13)
o Maximum Maturities (Section 14)
o Internal Controls (Section 15)
o Performance Standards (Section 16)
o Reporting (Section 17)
o Policy Adoption (Section 18)
With these changes to the investment policy, new controls would be put in place to better direct and explicitly guide City Staff on best practices for management of the City surplus cash in pooled funds.

Active Investment Management
City of Cotati has historically invested its surplus cash in; (1) Local Agency Investment Fund (LAIF) which is a liquid investment pool managed by the California State Treasurers Office, (2) a business account with RBC Wealth Management which manages the purchase and liquidation of Certificates of Deposit, (3) Sonoma County Investment Pool (SCIP) which is a separate local investment pool managed by the Sonoma County Auditor Controller Treasurer and Tax Collectors Department, as well as (4) cash held in a General Checking account with Exchange Bank. Currently all balances held in these groups are highly liquid, especially now that all investments in RBC have matured and are now held in cash deposits. Over the last several

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years, holding investments in this conservative manner was appropriate because market interest rates were so low. It provided complete liquidity while providing some interest earnings. Over the last year, market interest rates have risen dramatically. To take advantage of recent changes in the investment market, City staff are proposing moving to a more active Investment Management strategy which would assist in facilitating all requirements of the proposed updated investment policy which requires Safety, Liquidity, and Return on Investments. Staff have continued meeting with registered investment advisors from Optum Investment Partners to better understand those options and how they can be implemented.

The services that Optum Investment Partners provides are unique in the industry. While most investment advisory firms only represent public agencies with assets greater than $25 million, their firm specializes in assisting smaller public agencies in California. Their scope of services includes cash-flow modeling; investment policy review/drafting; monthly cash account review; quarterly investment reporting; daily investment advice; unlimited virtual meetings with staff; and general investment advisory services.

Optum Investment Partners (OIP) has reviewed our City’s cash accounting and projects that we can earn an estimated $300,000 in additional investment interest earnings annually using only conservative, federally backed and/or collateralized investment products, based upon today’s interest rates and guided by the updated policy. While interest rates will change over time, having a full-time investment advisor will assist our City in maximizing our investment earnings while ensuring the safety of our surplus cash and maintaining sufficient liquidity for operations.

City staff additionally reached out to other public agencies that use OIP and have received only positive support for the actions put into place by the OIP. Additionally, per the terms of our professional services agreement, our contract can be cancelled with 30 days’ notice. Per the Investment Policy, all investment actions are still to be taken by the City Manager or Administrative Services Director and in line with the dictates of the investment policy.

Financial Considerations
There is no direct financial impact on the City resulting from the adoption of these policies.

There will be additional staff time required in the development of related procedures that support the policy.

To move to active investing, it will require the City to enter into a custodial agreement with an authorized bank to hold the investment cash before and after investments are purchased. These banks do have annual maintenance fees which are anticipated to be less than $2,000 per year.

The broker/dealer will use this custodial bank to purchase, hold and distribute agreed-upon investments. Using this third-party relationship guarantees an appropriate system of checks, balances, and insurance to ensure the safety of our investments.

Additionally, to optimize investments aligning with cashflows, engaging with OIP will allow the City to also be engaged to evaluate funds available and matching with budgetary project needs.

As Investment Partners, OIP will not hold or maintain any control over the City’s cash. They will

11.D
Packet Pg. 161
advise and recommend investments that are compliant with the City’s updated investment policy at a rate of approximately 12 basis points of cash under active management.

Engaging with Optum Investment Partners as Professional Service Providers for active management of the City’s cash surplus funds will allow for sufficient improvement in the City’s net investment earnings that can be utilized for ongoing operations while maintaining safety and liquidity of the portfolio.

At the Council’s request, City Staff performed a comparative analysis of the cost-benefits of engaging with an outside Investment Management company versus managing investments inhouse using just a broker/dealer. Key assumptions included within the comparison include the following:

Engage with Optum Investment Partners
- The volume of investments held in active management are $10M and $5M in other surplus funds is retained in a Pooled Investment Funds like LAIF. - Investments in active management are earning average returns at 4.355% - Investments in LAIF are earning 2.831% per year (Rate as of March 2023) - Fees for an investment holdings/Bank at a holding fund are estimated at $2,000 per year.
- Administrative Fees for LAIF at .09% of assets held.

Self-Manage Investments
- The Volume of investments held in active management is reduced to just $5M due to capacity of staffing to reduce time to one day a month for monitoring and reporting development while mitigating risk through diversification. The remaining offset of $10M would be invested in LAIF or other similar pooled investment fund.
- Staff expenses are calculated on 1 day per month at the Administrative Services Staff Rate as included within our fee schedule. - Investment Management fees for the $5M partially invested funds are calculated at the investment management costs for retaining CD’s or other like investments with either RBC or like Investment Management Firm at 0.2% of assets under management.
- LAIF Fees is increased due to continued assets under management at a larger volume.

Per this evaluation, as attached to the staff report, the differential in possible returns on investments is approximately 0.52% or $78,000 per year. This is a cost comparison used for decision-making purposes only and is not an expectation of actual returns.

Environmental Issues

11.D
Packet Pg. 162
The action of adopting Financial Principles and Policies does not constitute a project as defined by California Environmental Quality Act Guidelines Section 15378; therefore, no further environmental review is required.

Attachments:

Investment Policy and Active Management Presentation (PPTX) Comparative Investment Earmings (PDF)
Investment Brokerage Resume and Firm Information - TVI (PDF)

11.D
Packet Pg. 163
Investment Policy
Update and
Active Management
Implementation

11.D.a
Packet Pg. 164 Attachment: Investment Policy and Active Management Presentation (Investment Policy Update and What are Public Agency Investment
Requirements?
v Investment of Surplus: Government agencies must comply with California Government Code (GC) Section 53600
v Monthly (or quarterly) report to the governing body outlining cash assets invested, investment types, purchases, sales, market conditions, and affirming agency projection of sufficient cash availability to meet operating needs. (GC Section 53607) v Annual Investment Policy update (GC Section 53646)
v Compliance with GC Section 53600.3
v Prudent Investor Standard – Safeguarding of principal and liquidity v Compliance with GC Section 53600.5
v Safety of Principal
v Liquidity
v Yield
*Requirements include but are not limited to other governmental compliance and regulatory provisions.

11.D.a
Packet Pg. 165 Attachment: Investment Policy and Active Management Presentation (Investment Policy Update and Investment Policy – Updates Of Existing
Social Considerations
- Provide compliant policy direction
Review of Investment Portfolio
- Require Procedures to Report Materially Adverse Impacts

11.D.a
Packet Pg. 166 Attachment: Investment Policy and Active Management Presentation (Investment Policy Update and Investment Policy – New Components
New Sections for Controls:
- Investment Pools/Money Market Funds
Steps for Investigation before Investment
- Collateralization
Held by Third Party
110% of Market Value for CD’s
102% for Reverse Repurchase Agreements
- Safekeeping & Custody
Third Party Custodian
- Diversification
No More than 5% in one Issuer (exception for federal/pools)

11.D.a
Packet Pg. 167 Attachment: Investment Policy and Active Management Presentation (Investment Policy Update and Investment Policy – New Components
New Sections for Controls Continued:
- Maximum Maturities
No More than 5 Years – Consistent with State Law
- Internal Controls
Admin. Services Director Responsible for Maintaining Internal Control - Performance Standards
Sets Benchmark/Objective
Constant Treasury Maturity for Surplus Funds
- Reporting
Quarterly Reporting
- Investment Policy Adoption
Annual Review (Can be supported with Investment Management Team) Policy Procedures for Operation of the Investment Policy

11.D.a
Packet Pg. 168 Attachment: Investment Policy and Active Management Presentation (Investment Policy Update and Portfolio Management Types

ACTIVE MANAGEMENT
v Cash flow modeling increases funds available to invest while leaving sufficient funds in checking account for
day-to-day operations
v Invest over five-year horizon to guarantee investment returns over time
v Requires some dedicated staff time or
consultant/advisor
v Safe, with increased yields
v Utilize investment types that support the District’s
investment policy

11.D.a
Packet Pg. 169 Attachment: Investment Policy and Active Management Presentation (Investment Policy Update and Industry Challenges u Smaller agencies get ignored – Many investment advisors do not provide services to agencies with less than $25
million in liquid assets.
u Smaller agencies lack resources – While larger agencies have dedicated staff to support each function, smaller
agency staff must wear a lot of hats. Most simply lack the internal resources to manage investment activities.
u Investments is a very specialized field – Smaller agencies typically lack the specific education, experience, and
technical expertise required to manage investments.
u All public agencies would like more revenue – Whether it is new equipment, pay down debt, facility maintenance, or
new and enhanced services, the taxpayers would like more for their money.

11.D.a
Packet Pg. 170 Attachment: Investment Policy and Active Management Presentation (Investment Policy Update and Next Steps
u City Engage Investment Advisory Services (OPI), a Custodial Bank (BNY, US Bank, etc.), and a Broker/Dealer (TVI, Mutual, Piper, etc.)
u Investment Advisors recommend initial investments and City execute trade tickets using the Broker Dealer
u Investment Advisors provide ongoing investment recommendations based on Cash Flow Modeling
u City incorporate quarterly cash flow update and investment reporting based on Investment Advisors reports
u Administrative Services Staff add to Fiscal Year 2023/24 Project u Create Loan Policy to be Added to Updated Financial Principals and Policy u Continue to evaluate investment policy for annual updates

11.D.a
Packet Pg. 171 Attachment: Investment Policy and Active Management Presentation (Investment Policy Update and Questions?

11.D.a
Packet Pg. 172 Attachment: Investment Policy and Active Management Presentation (Investment Policy Update and More about OIP
Contact Us u Website: www.optumip.com u Email: [email protected] u Phone: (619) 324-9510

11.D.a
Packet Pg. 173 Attachment: Investment Policy and Active Management Presentation (Investment Policy Update and Our Team
David Bilby, MSBA
President, CEO, & Chief Compliance Officer
David’s work has covered all areas of city finance,
including budgeting, municipal debt management,
accounting, user fee studies, fiscal impact analysis, asset management, public/private partnerships, and
procurement. He has completed dozens of public
financings, together totaling over $1 billion, including CFDs, ADs, COPs, RDA, POBs, and LRBs. As an integral
part of a team, he helped complete two successful sales tax measures. The municipal investment portfolios he
has directly managed ranged from $50M to $400M.

Credentials: uM.S., Business Administration, Finance concentration, San Diego State University uB.S., Business Administration, Finance concentration, San Diego State University uCertified Public Finance Officer (CPFO), Government Finance Officers Association uSeries 50 Municipal Advisor Representative, Municipal Securities Rulemaking Board (MSRB) uSeries 65 Registered Investment Adviser Representative, North American Securities
Administrators Association (NASAA)

11.D.a
Packet Pg. 174 Attachment: Investment Policy and Active Management Presentation (Investment Policy Update and Our Team
Robert Michalik, BSBA
Executive Vice President & Chief Operating Officer
Robert is a savvy, results-oriented, strategic executive leader and change agent with over 24 years of experience driving and optimizing business operations and services for large and diverse organizations, including J.P. Morgan Chase, Caliber Home Loans, and First American. He has led teams of up to 300 employees across international locations, tightly
managed operating budgets exceeding $14M, and has an
impeccable track record in internal- and external-facing audits.

Credentials:
uB.S., Business Management, University of Phoenix
uSeries 65 Registered Investment Adviser Representative, North American Securities Administrators Association
(NASAA)

11.D.a
Packet Pg. 175 Attachment: Investment Policy and Active Management Presentation (Investment Policy Update and City of Cotati
Cost Comparison for Active Management
Summary of Estimated Returns on Investments $ %
Engage with Optum Investment Partners $ 3.724% 558,550Self Managed Investments $ 3.199% 479,850 Difference 78,700 $ 0.525%Engage with Optum Investment Partners Self Managed Investments Total Assets Under Active Management $10.00 Million Total Assets Under Active Management $5.00 MillionAverage Rate in Managed Funds 4.355% - As of February 2023 Average Rate in Market 4.355% - As of February 2023Average Rate of Return on LAIF 2.831% - As of March 2023 Average Rate of Return on LAIF 2.831% - As of March 2023Expenses ExpensesActive Management Investment Partnership Staff Investments Management Optum Management Fees Rate 0.0012 Staff Time Per Year 108 = One Day Per Month Annual Optum Management Fees $ - Billed Monthly Pro-Rata Cost at Average Rate 16,634 12,000 $ = Used Cost of Staff Services per our Fee Schedule Investment Management Third-Party Investment Management Third-Party Bank Fees Annual 2,000 $ Bank Fees + Investment Management Fees Annual 12,000 $ LAIF 4,500 LAIF 9,000 $
Broker Fees N/A Broker Fees N/A Total Expenses - Estimated 18,500 Total Expenses - Estimated 21,000 Estimated Returns Based on Assumptions $ 577,050 Estimated Returns Based on Assumptions $ 500,850 * Assumes $10M in Investments Earning Average Market Returns and $5M in LAIF Earning Returns * Assumes $5M in Managed Investments earning Average Market Returns and $10M in LAIF Earning LAIF Returns Net Investment Income Estimate $ 558,550 Net Investment Income Estimate $ 479,850 Return on Investments ($15M) 3.72% Return on Investments ($15M) 3.20% - Commission based compensation based on assets purchased - $5M Managed CD Purchases through RBC or Like Fund @ 0.2% of assets under management. - Based on $10M remaining in LAIF or like liquid pooled funds - Commission based compensation based on assets purchased - Based on $5M remaining in LAIF or like liquid pooled funds

11.D.b
Packet Pg. 176
Attachment: Comparative Investment Earmings (Investment Policy Update and Active Investment

AARON BONCK, CFA

TIME VALUE INVESTMENTS
Seattle, WA
2013 - Present
BUSINESS ADMIN: FINANCE
University of Washington
Tacoma, WA
SERIES 66
SERIES 7
SERIES 63

CFA CHARTER HOLDER
CSMFO
CMTA
WFOA
WPTA
OGFOA
Aaron Bonck, a Time Value Investments Vice President, is a CFA charter holder, a member of the CFA Society of Seattle, and active in many of public entity organizations including the Washington Finance Officers Association, the Oregon Government Finance Officers Association and the California Society of Municipal Officers among others. Aaron provides securities and investment management to public entities across the Western states.

E X P E R I E N C E
Aaron primarily develops portfolio strategies for clients, supplies them with relevant market information and provides them with appropriate fixed income security recommendations. Aaron also frequently teaches TVI’s institutional investment seminars including the popular class, “Public Funds Investing Made Easy” at public entity conferences.

E D U C A T I O N
Aaron received his bachelor’s degree in business administration with a focus in finance from University of Washington’s Milgard Scool of Business in 2013.

L I C E N S E S
Uniform Combined State Law Examination
Uniform Securities Agent State Law Examination
General Securities Representative Examination
Chartered Financial Analyst Designation

O R G A N I Z A T I O N P A R T I C I P A T I O N
California Society of Municipal Finance Officers
California Municipal Treasurers Association
Washington Finance Officers Association
Washington Public Treasurers Association
Oregon Government Finance Office Association

POSITION
Vice President
EMAIL
[email protected]
PHONE
(206) 365-3000
4/18/23, 2:19 PM Investment Brokerage
https://www.timevalueinv.com/investment/ 1/4

INVESTMENT BROKERAGE
Bonds Are Time Value Investments
Time Value Investments, Inc. or "TVI", is widely recognized as a premier provider of Institutional Fixed Income Investments. Securities are provided through the bond trading desk at Concourse Financial Group Securities Inc, a subsidiary of Protective Life Insurance Corporation.

Through this alliance with Concourse Financial Group Securities Inc, Time Value Investments has direct, unfettered access to the major Wall Street bond inventories. This means the firm is under no pressure to "push" any one dealer's inventory. TVI clients appreciate this independent, unbiased approach. The highest priority of TVI's staff is to find the best bond values for their clients. True institutional access requires substantial infrastructure. Clients visiting our Seattle trading floor are often stunned at the sight of nearly 100 full sized monitors in one room.

As sophisticated as our operation is, one of the most differentiating features of TVI is our ability to simplify complex securities, strategies and investment operations. There is a reason our seminal 4 hour class “Public Funds Investments Made Easy” is consistently requested and well attended by institutional and public funds investors throughout the western states. We simplify institutional investing.

TVI Specializes in Public Funds Investments
Over 300 Public Entities Have Opened Accounts and Purchased Bonds Through TVI.

11.D.c
Packet Pg. 178 Attachment: Investment Brokerage Resume and Firm Information - TVI (Investment Policy Update and Active Investment Managment) 4/18/23, 2:19 PM Investment Brokerage
https://www.timevalueinv.com/investment/ 2/4
While we have extensive experience with institutional investing generally, we have special expertise in public funds investing. Over 300 public entities have opened accounts and purchased bonds through TVI.

We are active in a wide variety of municipal finance officers organizations, including:

Washington Finance Officers Association
Washington Public Treasurers Association
Washington State Association of County Treasurers
California Municipal Treasurers Association
California Society of Municipal Finance Officers
Oregon Government Finance Officers Association
Idaho Associaton of County Treasurers
Colorado Government Finance Officers Association
Alaska Government Finance Officers Association.

Most of these organizations have invited us to teach classes on the subject of public funds investments at their various conferences.

Our extensive experience also includes:

Assisting with the construction of GFOA Best Practices investment policies Assisting in the development of portfolios that comply with those policies Executing investment purchases from virtually every major institutional fixed-income provider on Wall Street
Further, TVI has developed proprietary institutional bond reporting specifically for the public entity sector.

11.D.c
Packet Pg. 179 Attachment: Investment Brokerage Resume and Firm Information - TVI (Investment Policy Update and Active Investment Managment) RESOLUTION NO.

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COTATI APPROVING

THE UPDATED INVESTMENT POLICY AND AUTHORIZING THE CITY MANAGER

TO EXECUTE ANY REQUIRED AGREEMENTS WITH OPTUM INVESTMENT

PARTNERS, CUSTODIAL BANK, AND BROKER-DEALER TO MOVE TO AN

ACTIVE INVESTMENT MANAGEMENT STRATEGY
WHEREAS, the City of Cotati has established and approves an Investment Policy regarding the Investment of the City’s surplus cash; and WHEREAS, the policy delegates authority for investing the City’s funds to the City Manager and Director of Administrative Services; and
WHEREAS, the Policy specifies the City’s investment objectives in accordance with California Law and provides a framework for managing and investing the City’s funds in accordance with these objectives; and
WHEREAS, the Administrative Services Director and City Manager have reviewed the existing policy and recommends the approval of the amended policy to improve controls and require additional procedures; and
WHEREAS, the Document will be updated periodically, but is designed with a longterm perspective and provides the basic framework and road map for addressing a wide variety of financial and economic conditions that the City will encounter, as well as support long-term planning and enhance the City’s effectiveness in implementing long-term strategies to deliver efficient services to the public; and
WHEREAS, the City of Cotati would like to utilize the services of a registered investment advisory firm to assist with the investments other than LAIF, to ensure compliance with the government code, by safeguarding principal, ensuring appropriate liquidity, and achieving market rates of return, and
WHEREAS, staff have worked with Optum Investment Partners (OIP) to evaluate the City need of an investment partner that support the treasury functions of investment laddering, reporting, and cash flow projection planning while remaining reasonably-priced; and WHEREAS, OIP is a reputable company with a record of providing solid investment portfolio management services and its fees are reasonable given the relatively smaller size pool of investments the City must manage; and
WHEREAS, the City must also establish a relationship with a custodial bank and a broker-dealer to effectuate the asset sales/purchases, as directed by the City; and WHEREAS, the action of adopting Financial Principles and Policies does not constitute a project as defined by California Environmental Quality Act (“CEQA”) and CEQA Guidelines Section 15378; therefore, no further environmental review is required.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Cotati hereby:
1) Approves the Investment Policy, attached as Exhibit A to this resolution, and 2) Authorizes the City Manager to execute the agreement between the City and Optum Investment Partners, attached as Exhibit B, for professional services related to the management of the City of Cotati’s investment portfolio, and 3) Provide authorization for the City Manager or Designee to execute other required contracts including those needed for a broker/dealer account and investment holding Packet Pg. 180
(custodial) bank, as needed to move forward with the active management principles as outlined within the amended City Investment Policy.

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 May 9th, 2023, by the following vote, to wit:

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

Exhibit A - City of Cotati Investment Policy (PDF)
Exhibit B - Optum Investment Partners Engagment Proposal (DOCX) Packet Pg. 181
City of Cotati – Investment Policy 1

CITY OF COTATI

INVESTMENT POLICY
(Last Revised June 27, 2017)
Table of Contents

1. Policy........................................................................................................................................................2

2. Scope ........................................................................................................................................................2

3. Prudence ..................................................................................................................................................2

4. Objectives.................................................................................................................................................3

5. Delegation of Authority ..........................................................................................................................3

6. Ethics and Conflicts of Interest..............................................................................................................3

7. Authorized Dealers and Institutions .....................................................................................................4

8. Authorized and Suitable Investments...................................................................................................4

9. Review of Investment Portfolio..............................................................................................................6

10. Investment Pools / Money Market Funds...........................................................................................7

11. Collateralization....................................................................................................................................7

12. Safekeeping and Custody .....................................................................................................................7

13. Diversification .......................................................................................................................................7

14. Maximum Maturities............................................................................................................................8

15. Internal Controls...................................................................................................................................8

16. Performance Standards........................................................................................................................8

17. Reporting ...............................................................................................................................................9

18. Investment Policy Adoption.................................................................................................................9 A. Glossary of Terms in this Policy .........................................................................................................10 B. Glossary of General Investment Terms..............................................................................................12

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Packet Pg. 182 Attachment: Exhibit A - City of Cotati Investment Policy (Investment Policies Update and Management Contracts) City of Cotati – Investment Policy 2

1. Policy
The City of Cotati shall invest public funds in such a manner as to comply with state and local laws; ensure prudent money management; provide for daily cash flow requirements; and meet the objectives of the Policy, in priority order of Safety, Liquidity and Return on investment, while considering social responsibility. In accordance with the Municipal Code of the City of Cotati and under authority granted by the City Council, the City Administrative Services Director, in coordination with the City Manager, is responsible for investing the surplus cash in the City pooled funds.

2. Scope
The investment policy applies to all investment activities and financial assets of the City of Cotati as accounted for in the Annual Comprehensive Financial Report (ACFR). This policy is applicable, but not limited to, all funds listed below:
• General Fund
• Capital Funds
• Enterprise Funds
• Other Special Revenue Funds, Debt Service Funds, Internal Service Funds • Any new fund created by the City Council unless specifically exempted.

3. Prudence
The standard of prudence to be used by the designated representative shall be the “prudent investor” standard and shall be applied in the context of managing the overall portfolio. Persons authorized to make investment decisions on behalf of local agencies investing public funds are trustees and therefore fiduciaries subject to the prudent investor standard which states, “When investing, reinvesting, purchasing, acquiring, exchanging, selling, or managing public funds, a trustee shall act with care, skill, prudence, and diligence under the circumstances then prevailing, including, but not limited to, the general economic conditions and the anticipated needs of the agency, that a prudent person acting in a like capacity and familiarity with those matters would use in the conduct of funds of a like character and with like aims, to safeguard the principal and maintain the liquidity needs of the agency”.

The City Manager, Administrative Services Director, and other individuals assigned to manage the investment portfolio, acting within the intent and scope of the investment policy and other written procedures, and exercising due diligence, shall be relieved of personal responsibility and liability for an individual security's credit risk or market price changes, provided deviations from expectations are reported in a timely manner and appropriate action is taken to control adverse developments.

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Packet Pg. 183 Attachment: Exhibit A - City of Cotati Investment Policy (Investment Policies Update and Management Contracts) City of Cotati – Investment Policy 3
0 4. Objectives
The City’s primary investment objectives, in order of priority, shall be:

1. Safety: Safety of principal is the foremost objective of the investment program.

Investments shall be undertaken in a manner that seeks to ensure the preservation of capital in the overall portfolio. The City shall seek to preserve principal by mitigating the two types of risk: credit risk and market risk.
a. Credit risk, defined as the risk of loss due to failure of the issuer of a security, shall be mitigated by investing in issuers that carry the direct or implied backing of the U.S. Government (including, but not limited to, the U.S. Treasury, U.S.

Government Agencies, and federally insured banks). The portfolio will be diversified so that the failure of any one issuer does not unduly harm the City’s capital base and cash flow.
b. Market risk, (aka “interest rate risk”) defined as market value fluctuations due to overall changes in the general level of interest rates shall be mitigated by limiting the maximum maturity of any one security to five years, structuring the portfolio based on historic and current cash flow analysis eliminating the need to sell securities prior to maturity and avoiding the purchase of long-term securities for the sole purpose of short-term speculation. Moreover, it is the City’s full intent, at the time of purchase, to hold all investments until maturity to ensure the return of all invested principal dollars. Limited exceptions will be granted for security swaps that would improve the portfolio’s yield and/or credit quality.

2. Liquidity: The City’s investment portfolio will remain sufficiently liquid to enable the City of Cotati to meet all operating requirements, which might be reasonably anticipated.

3. Return on Investments: The City’sinvestment portfolio shall have the objective of attaining a comparative performance measurement or an acceptable rate of return throughout budgetary and economic cycles. These measurements should be commensurate with the City’s investment risk constraints identified in this Investment Policy and the cash flow characteristics of the portfolio.

4. Social Considerations: The City will prioritize socially responsible investments that also meet the other investment objectives.

5. Delegation of Authority
The Municipal Code of the City of Cotati and the authority granted by City Council assign the responsibility of investing unexpended cash to the City Manager and Administrative Services Director. The Administrative Services Director, or their designee, shall have the daily management responsibility of the investment program and shall establish procedures for the operation consistent with this investment policy.

6. Ethics and Conflicts of Interest
Officers and employees involved in the investment process shall refrain from personal business activity that conflicts with proper execution of the investment program or impairs their ability to

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Packet Pg. 184 Attachment: Exhibit A - City of Cotati Investment Policy (Investment Policies Update and Management Contracts) City of Cotati – Investment Policy 4
make impartial investment decisions. Additionally, the Administrative Services Director and their designee are required to annually file applicable financial disclosures as required by the Fair Political Practices Commission (FPPC). Furthermore, Investment officials must refrain from undertaking personal investment transactions with the same individual(s) employed by the financial institution with whom business is conducted on behalf of the City.

7. Authorized Dealers and Institutions
The Administrative Services Director will maintain a list of approved financial institutions authorized to provide investment services to the public agency in the State of California. These may include “primary” dealers or regional dealers that qualify under Securities & Exchange Commission Rule 15C3-1 (uniform net capital rule). Best practices include the following: 1) A determination that all approved broker/dealer firms, and individuals covering the public agency, are reputable and trustworthy; 2) the broker/dealer firms should have the ability to meet all their financial obligations in dealing with the Public Agency; 3) the firms, and individuals covering the agency, should be knowledgeable and experienced in Public Agency investing and the investment products involved; 4) no public deposit shall be made except in a qualified public depository as established by the established state laws; 4) all financial institutions and broker/dealers who desire to conduct investment transactions with the public agency may supply the Administrative Services Director with audited financial statements, proof of FINRA certification, trading resolution, proof of State of California registration, a completed broker/dealer questionnaire, certification of having read the Public Agency’s investment policy and depository contracts.

The Administrative Services Director may conduct an annual review of the financial condition and registrations of qualified dealers & institutions.

8. Authorized and Suitable Investments
Investment of City funds is governed by the California Government Code Sections 53600 et seq.

Within the context of the limitations, the following investments are authorized, as further limited herein:
a) United States Treasury Bills, Bonds, and Notes or those for which the full faith and credit of the United States are pledged for payment of principal and interest. There is no percentage limitation of the portfolio that can be invested in this category, although a fiveyear maturity limitation is applicable. b) Federal agency or United States government-sponsored enterprise obligations, participations, or other instruments, including those issued by or fully guaranteed as to principal and interest by federal agencies or United States government-sponsored enterprises.
c) Local Agency Investment Fund (LAIF), which is a State of California managed investment pool, and Los Angeles County Investment pool, may be used up to the maximum permitted by California State Law. A review of the pool/fund is required when part of the list of

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Packet Pg. 185 Attachment: Exhibit A - City of Cotati Investment Policy (Investment Policies Update and Management Contracts) City of Cotati – Investment Policy 5
authorized investments, with the knowledge that the pool/fund may include some investments allowed by statute but not explicitly identified in this investment policy.

Additionally, shares of beneficial interest issued by a joint powers authority (JPA) organized pursuant to CA Code (Section 6509.7) that invests in the securities and obligations in compliance with CA Code 53601 (subsection ‘a’ to ‘r’, inclusive) are also authorized. Each share shall represent an equal proportional interest in the underlying pool of securities owned by the joint powers authority. To be eligible under this section, the joint powers authority issuing the shares shall have retained an investment adviser that meets all of the following criteria:
• The adviser is registered or exempt from registration with the Securities and Exchange Commission.
• The adviser has not less than five years of experience investing in the securities and obligations authorized in CA Code (subsection ‘a’ to ‘r’, inclusive). • The adviser has assets under management in excess of five hundred million dollars ($500,000,000).
d) Negotiable Certificates of Deposit issued by nationally or state-chartered banks (FDIC insured institutions) or state or federal savings institutions. Purchases of negotiable certificates of deposit may not exceed 30% of total portfolio. Principal and accrued interest on each investments must not exceed the $250,000 FDIC insurance limit. A maturity limitation of five years is applicable.
e) Time deposits or placement service deposits, non-negotiable and collateralized in accordance with the California Government Code, may be purchased through banks or savings and loan associations. Since time deposits are not liquid, no more than 50% of the investment portfolio may be invested in this investment type. A maturity limitation of five years is applicable. Effective January 1, 2020, no more than 50 percent of the agency’s money may be invested in deposits, including certificates of deposit, through a placement service as authorized under 53601.8 (excludes negotiable certificates of deposit authorized under Section 53601(i)). On January 1, 2026, the maximum percentage of the portfolio reverts back to 30 percent. Investments made pursuant to 53635.8 remain subject to a maximum of 30 percent of the portfolio.
f) Various daily money market funds administered for or by trustees, paying agents and custodian banks contracted by the City of Cotati may be purchased as allowed under the State of California Government Code. Only funds holding U.S. Treasury or Government agency obligations can be used.

The following summary of maximum percentage limits, by instrument, are established for the City’s investment portfolio:

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Packet Pg. 186 Attachment: Exhibit A - City of Cotati Investment Policy (Investment Policies Update and Management Contracts) City of Cotati – Investment Policy 6
Authorized Investment Type Government
Code
Maximum
Maturity
Minimum
Credit
Quality
Maximum in
Portfolio
Maximum
Investment in
One Issuer
Treasury Obligations (bills,
notes, & bonds)
53601(b) 5 Years N/A 100% N/A
US Government
Agency and Federal Agency
Securities
53601(f) 5 Years N/A 100% N/A
Local Agency Investment
Fund (LAIF) 16429.1 Upon
Demand N/A
As permitted by LAIF
(currently $65
million per account)
N/A
SonomaCounty Investment Pool
(SCIP) 53684
Upon
Demand N/A
As permitted by County
Treasurer (currently no
limit)
N/A
Joint Powers Authority Pool 53601(p) N/A See § 8.3
(above) None N/A
Negotiable Certificates of Deposit 53601(i) 5 Years N/A 30% N/A Placement Service Deposits –
Deposits or
53601.8
and
53635.8
5 Years N/A 50% N/A

9. Review of Investment Portfolio
The securities held by the City of Cotati must be compliant with Section 8.0 “Authorized and Suitable Investments” at the time of purchase. The Administrative Services Director should review the portfolio of assets held in investments (at least annually) to identify non-compliant securities.

The Administrative Services Director should establish procedures to report any materially adverse impact on the performance of the portfolio to the agency.

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Packet Pg. 187 Attachment: Exhibit A - City of Cotati Investment Policy (Investment Policies Update and Management Contracts) City of Cotati – Investment Policy 7

10. Investment Pools / Money Market Funds
A thorough investigation of the investment pool/money market fund is required prior to investing, and on a continual basis. Best efforts will be made to acquire the following information:
a) A description of eligible investment securities, and a written statement of investment policy and objectives.
b) A description of interest calculations and how it is distributed, and how gains and losses are treated.
c) A description of how the securities are safeguarded (including the settlement processes), and how often the securities are priced and the program audited. d) A description of who may invest in the program, how often, and what size deposit and withdrawal are allowed.
e) A schedule for receiving statements and portfolio listings. f) Are reserves, retained earnings, etc. utilized by the pool/fund? g) A fee schedule, and when and how it is assessed.
h) Is the pool/fund eligible for bond proceeds and/or will it accept such proceeds?

11. Collateralization
Collateralization will be required on two types of investments: non-negotiable certificates of deposit and repurchase (and reverse repurchase) agreements. To anticipate market changes and provide a level of security for all funds, the collateralization level will be 110% of market value for non-negotiable certificate of deposit and 102% for reverse repurchase agreements of principal and accrued interest.

Collateral will always be held by an independent third party with whom the entity has a current custodial agreement. Clearly marked evidence of ownership (safekeeping receipt) must be supplied to the entity and retained.

The City may waive the collateralization requirements for any portion of the deposit that is covered by Federal Deposit Insurance.

12. Safekeeping and Custody
All security transactions shall be conducted on a delivery-versus-payment (DVP) basis. Securities will be held by a third-party custodian designated by the Administrative Services Director and evidenced by safekeeping receipts.

13. Diversification
The City shall diversify the investments within the portfolio to avoid incurring unreasonable risks inherent in over-investing in specific instruments, individual financial institutions, or maturities.

To promote diversification, no more than 5% of the portfolio may be invested in the securities of any one issuer, regardless of security type, excluding U.S. Treasuries, federal agencies, and pooled investments such as LAIF, money market funds, or local government investment pools.

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Packet Pg. 188 Attachment: Exhibit A - City of Cotati Investment Policy (Investment Policies Update and Management Contracts) City of Cotati – Investment Policy 8

14. Maximum Maturities
To the extent possible, the City of Cotati will attempt to match its investments with anticipated cash flow requirements. Unless matched to a specific cash flow, the City will not directly invest in securities maturing more than five (5) years from the date of purchase. Any investment longer than five (5) years must be done with advance permission from City Council.

15. Internal Controls
The Administrative Services Director is responsible for establishing and maintaining an internal control structure designed to ensure that the assets of the City of Cotati are protected from loss due to theft, fraud or misuse.

Separation of functions between the City Manager, Administrative Services Director and any designee is designed to provide an ongoing internal review to prevent the potential for converting assets or concealing transactions.

Investment decisions are made by the Administrative Services Director, executed by the Administrative Services Director or City Manager, and documented and confirmed by the designee. All wire transfers must have segregation of duties whereby approval cannot be performed by the initiator. Proper documentation obtained from confirmation and cash disbursement wire transfers is required for each investment transaction. Timely bank reconciliation is processed by an accountant or designee who is outside of the investment management delegation to ensure proper handling of all transactions.

The investment portfolio and all related transactions are reviewed and balanced to appropriate general ledger accounts monthly. An independent analysis by an external auditor shall be conducted annually to review and perform procedure testing on the City’s cash and investments that have a material impact on the financial statements. The Administrative Services Director shall review and confirm compliance with the investment process and procedures.

16. Performance Standards
The investment portfolio shall be designed with the objective of obtaining a rate of return throughout budgetary and economic cycles, commensurate with the investment risk constraints and the cash flow needs.

The City intends to spread its investments relatively evenly between 0 and 5 years and hold those investments to maturity, also known as laddering. The City is limiting its authorized investments to the safest end of the investment spectrum—debt issued by the U.S. Treasury, U.S. Government Agencies, and debt that is federally insured (see section 8.0 Authorized and Suitable Investments, above, for a complete list of authorized investments).

Therefore, an appropriate performance benchmark will be a Constant Treasury Maturity Rate consistent with the weighted average maturity of the portfolio. The City recognizes that benchmarks may change over time based on changes in market conditions or cash flow requirements.

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Packet Pg. 189 Attachment: Exhibit A - City of Cotati Investment Policy (Investment Policies Update and Management Contracts) City of Cotati – Investment Policy 9

17. Reporting
The City Administrative Services Director may review and render quarterly reports to the City Council that include the following information:
• Investment type (e.g. U.S. Treasury Note, U.S. Government Agency Bond) • Name of the issuer (e.g. Federal Farm Credit Bank, Federal Home Loan Bank) • Maturity date
• Yield to maturity
• Current market value and source of market value
• Par and dollar amount for each security the City has invested in • Par and dollar amount on any money held by the City (e.g. LAIF balance, Cash Balance). • Description of any of the City’s funds, investments, or programs that are under the management of contracted parties, including lending programs. • Statement of compliance or non-compliance of the portfolio to the investment policy A statement denoting the ability or inability of the City to meet its expenditure requirements for the next six months.

When provided, quarterly reports shall be placed on the City Council meeting agenda for its review and approval no later than 30 days after the quarter ends. If there are no Council meetings within the 30-day period, the quarterly report shall be presented to the Council at the soonest possible meeting thereafter.

18. Investment Policy Adoption
The City of Cotati investment policy shall be adopted by resolution of the City Council. The policy shall be reviewed annually by the City Council and any modifications made thereto must be approved by the City Council.

The Administrative Services Director shall establish written investment policy procedures for the operation of the investment program consistent with this policy. The procedures should include reference to: safekeeping, master repurchase agreements, wire transfer agreements, banking service contracts and collateral/depository agreements. Such procedures shall include explicit delegation of authority to the people responsible for investment transactions. No person may engage in an investment transaction except as provided under the terms of this policy and the procedures established by the City of Cotati.

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Packet Pg. 190 Attachment: Exhibit A - City of Cotati Investment Policy (Investment Policies Update and Management Contracts) City of Cotati – Investment Policy 10
A. Glossary of Terms in this Policy
Accrued Interest: Interest earned but not yet received.

Annual Comprehensive Financial Report (ACFR): The official annual financial report for the City. It includes five combined statements and basic financial statements for each individual fund and account group prepared in conformity with Generally Accepted Accounting Principles (GAAP).

Bond: A financial obligation for which the issuer promises to pay the bondholder a specified stream of future cash flows, including periodic interest payments and a principal repayment.

Bond Swap: Selling one bond issue and buying another at the same time to create an advantage for the investor. Some benefits of swapping may include tax-deductible losses, increased yields, and an improved quality portfolio.

Broker: In securities, the intermediary between a buyer and a seller of securities. The broker, who usually charges a commission, must be registered with the exchange in which he or she is trading, accounting for the name registered representative.

Certificate of Deposit: A deposit insured up to $250,000 by the Federal Deposit Insurance Corporation (FDIC) at a set rate for a specified period of time.

Collateral: Securities, evidence of deposit or pledges to secure repayment of a loan. Also refers to securities pledged by a bank to secure deposit of public moneys.

Constant Maturity Treasury (CMT): An average yield of a specific Treasury maturity sector for a specific time frame. This is a market index for reference of past direction of interest rates for the given Treasury maturity range.

Custody: A banking service that provides safekeeping for the individual securities in a customer's investment portfolio under a written agreement that also calls for the bank to collect and pay out income, to buy, sell, receive, and deliver securities when ordered to do so by the principal.

Delivery vs. Payment (DVP): Delivery of securities with a simultaneous exchange of money for the securities.

Diversification: Dividing investment funds among a variety of securities offering independent returns and risk profiles.

Federal Deposit Insurance Corporation (FDIC): Insurance provided to customers of a subscribing bank that guarantees deposits to a set limit (currently $250,000) per account.

Interest Rate: The annual yield earned on an investment, expressed as a percentage.

Liquidity: Refers to the ability to rapidly convert an investment into cash.

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Packet Pg. 191 Attachment: Exhibit A - City of Cotati Investment Policy (Investment Policies Update and Management Contracts) City of Cotati – Investment Policy 11
Market Value: The price at which a security is trading and could presumably be purchased or sold.

Maturity: The date upon which the principal or stated value of an investment becomes due and payable.

Portfolio: Collection of securities held by an investor.

Primary Dealer: A group of government securities dealers that submit daily reports of market activity and security positions held to the Federal Reserve Bank of New York and are subject to its informal oversight.

Purchase Date: The date in which a security is purchased for settlement on that or a later date.

Rate of Return: The yield obtainable on a security based on its purchase price or its current market price. This may be the amortized yield to maturity on a bond or the current income return.

Risk: Degree of uncertainty of return on an asset. Safekeeping: See Custody.

Settlement Date: The date on which a trade is cleared by delivery of securities against funds.

Time Deposit: A deposit in an interest-paying account that requires the money to remain on account for a specific length of time. While withdrawals can generally be made from a passbook account at any time, other time deposits, such as certificates of deposit, are penalized for early withdrawal.

Treasury Obligations: Debt obligations of the U.S. Government that are sold by the Treasury Department in the forms of bills, notes, and bonds. Bills are short-term obligations that mature in one year or less. Notes are obligations that mature between one year and ten years. Bonds are longterm obligations that generally mature in ten years or more.

U.S. Government Agencies: Instruments issued by various US Government Agencies most of which are secured only by the credit worthiness of the agency.

Yield: The rate of annual income returns on an investment, expressed as a percentage. It is obtained by dividing the current dollar income by the current market price of the security.

Yield to Maturity: The rate of income returns on an investment, minus any premium or plus any discount, with the adjustment spread over the period from the date of purchase to the date of maturity of the bond, expressed as a percentage.

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Packet Pg. 192 Attachment: Exhibit A - City of Cotati Investment Policy (Investment Policies Update and Management Contracts) City of Cotati – Investment Policy 12
B. Glossary of General Investment Terms
Active Deposits: Funds that are immediately required for disbursement.

Amortization: An accounting practice of gradually decreasing (increasing) an asset's book value by spreading its depreciation (accretion) over a period of time.

Asked Price: The price a broker dealer offers to sell securities. Basis Point: One basis point is one hundredth of one percent (.01). Bid Price: The price a broker / dealer offers to purchase securities.

Book Entry Securities: Securities, such stocks held in “street name,” that are recorded in a customer’s account, but are not accompanied by a certificate. The trend is toward a certificate-free society to cut down on paperwork and to diminish investors’ concerns about the certificates themselves. All the large New York City banks, including those that handle the bulk of the transactions of the major government securities dealers, now clear most of their transactions with each other and with the Federal Reserve using automated telecommunications and the “bookentry” custody system maintained by the Federal Reserve Bank of New York. These banks have deposited with the Federal Reserve Bank a major portion of their government and agency securities holdings, including securities held for the accounts of their customers or in a fiduciary capacity for the City. Virtually all transfers for the accounts of the banks, as well as for the government securities dealers who are their clients, are now affected solely by bookkeeping entries. The system reduces the costs and risks of physical handling and speeds up the completion of transactions.

Book Value: The value at which a debt security is shown on the holder's balance sheet. Book value is acquisition cost less amortization of premium or accretion of discount.

Bullet Bond: See “Non-callable Bond.”
Callable Bond: A debit obligation where the bond issuer (i.e. borrower) has the option to call the bond or pay it off early (before the scheduled maturity date). For instance, a 5-year bond might be “callable quarterly”—meaning that, although the bond has a scheduled end date 5 years from now, it could end in 3 months (and every 3 months after that, until the scheduled maturity date).

Coupon: The annual rate of interest that a bond issuer promises to pay the bondholder on the bond's face value.

Credit Analysis: A critical review and appraisal of the economic and financial conditions or of the ability to meet debt obligations.

Current Yield: The interest paid on an investment expressed as a percentage of the current price of the security.

Discount: The difference between the cost of a security and its value at maturity when quoted at lower than face value.

Duration: The weighted average maturity of a bond's cash flow stream, where the present value of the cash flows serve as the weights; the future point in time at which on average, an investor has received exactly half of the original investment, in present value terms; a bond's zero-coupon equivalent; the fulcrum of a bond's present value cash flow time line.

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Packet Pg. 193 Attachment: Exhibit A - City of Cotati Investment Policy (Investment Policies Update and Management Contracts) City of Cotati – Investment Policy 13
Fannie Mae: Trade name for the Federal National Mortgage Association (FNMA), a U.S. sponsored corporation.

Federal Reserve System: The central bank of the U.S. that consists of a seven-member Board of Governors, 12 regional banks and approximately 8,000 commercial banks that are members.

Fed Wire: A wire transmission service established by the Federal Reserve Bank to facilitate the transfer of funds through debits and credits of funds between participants within the Fed system.

Freddie Mac: Trade name for the Federal Home Loan Mortgage Corporation (FHLMC), a U.S. sponsored corporation.

Investment Agreements: An agreement with a financial institution to borrow public funds subject to certain negotiated terms and conditions concerning collateral, liquidity, and interest rates.

Nationally Recognized Statistical Rating Organizations (NRSRO): A U.S. Securities & Exchange Commission registered agency that assesses the creditworthiness of an entity or specific security. NRSRO typically refers to Standard and Poor’s Ratings Services, Fitch Ratings, Inc., or Moody’s Investors Services.

New Issue: Term used when a security is originally "brought" to market.

Non-callable Bond: Also known as, “Bullet Bond.” A non-callable bond is a debt obligation where the bond issuer does not have the option to “call the bond” i.e.-end the bond before the scheduled maturity date.

Perfected Delivery: Refers to an investment where the actual security or collateral is held by an independent third party representing the purchasing entity.

Repurchase Agreement (REPO): A transaction where the seller (bank) agrees to buy back from the buyer (City) the securities at an agreed upon price after a stated period of time.

Reverse Repurchase Agreement (REVERSE REPO): A transaction where the seller (City) agrees to buy back from the buyer (bank) the securities at an agreed upon price after a stated period of time.

Secondary Market: A market made for the purchase and sale of outstanding issues following the initial distribution.

Yield Curve: The yield on bonds, notes or bills of the same type and credit risk at a specific date for maturities up to thirty years.

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Packet Pg. 194 Attachment: Exhibit A - City of Cotati Investment Policy (Investment Policies Update and Management Contracts) 1 Attachment A (Proposal)
April 19, 2023
Angela Courter
Director of Administrative Services
201 West Sierra Avenue
Cotati, CA 94931
Re: Proposal (Attachment A) for Investment Advisory Services to the City of Cotati Dear Ms. Courter:

Optum Investment Partners, LLC (“Optum”), is pleased to present this proposal (Attachment A) to the City of Cotati (“Client” or “District”) to provide investment advisory services related to the City’s surplus funds portfolio to achieve preservation of capital and maintain appropriate levels of liquidity at market yields.

Optum Investment Partners was formed for one reason. To serve you. Our president and CEO has been working in local government investments for over 18 years. He identified a huge disparity in the investment advisory industry. The larger agencies were offered more opportunities for services than smaller ones.

Smaller agencies have been virtually ignored even though it’s the smaller agencies that don’t have the staffing resources to manage the diverse set of responsibilities required.

I. BACKGROUND AND OBJECTIVE
OPTUM will provide specified professional investment advisory services consistent with California government code section 53600 as detailed in the scope of services section below. As a fiduciary to your District, Optum will place preservation of capital as our top priority, while ensuring appropriate levels of liquidity for day-to-day operations. We will seek to earn market yields once the first two priorities have been achieved.

II. SCOPE OF SERVICES
OPTUM proposes the following scope of work to assist Client with investment advisory services. Please note that the prospective assignment that OPTUM proposes to provide are advisory in nature. OPTUM will be making specific investment recommendations. None of OPTUM's staff will act in a capacity as an elected official, an appointed official, as staff, or serve in a "designated" position.

1. Provide investment advisory services for all surplus funds identified by Optum and Client in compliance with Government Code Section 53600 and other applicable government codes, local municipal codes, charters, and policies

2. Build a comprehensive cash-flow model to enhance liquidity management and increase the amount of funds invested in the investment portfolio

3. Investment Policy review and consulting

4. Provide general investment education to District Staff and Officials

5. Prepare reports of monthly/quarterly transactions

6. Monitor the credit of investment securities in the portfolio for compliance with District Investment Policy

7. Perform interest revenue projections as needed for analysis

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Packet Pg. 195 Attachment: Exhibit B - Optum Investment Partners Engagment Proposal (Investment Policies Update and Management Contracts) 2 8. If requested, deliver one virtual public presentation to a commission, special committee, or governing body (e.g. City Council, Board of Directors) of the District

9. As requested, assist with other compliance and audit review requirements as related to OPTUM services, and/or attend publicly noticed District meetings.

III. SCHEDULE AND REQUIRED DATA
Optum is prepared to commence work upon receipt of an executed Agreement. Client will promptly provide Optum with project data requested, including three (3) years of cash transaction detail.

Days 1-7
⮚ Kickoff meeting to discuss and confirm schedule
⮚ Custodial account setup
⮚ Broker/Dealer account setup
⮚ Pool(s) account(s) setup
Days 7-14
⮚ Portfolio recommendations
⮚ Trade execution with Client broker/dealer
IV. COMPENSATION/TERM
Consultant shall receive compensation, including authorized reimbursements, for Services rendered under this Agreement at the rates set forth below. Contract will be in force for an initial three (3) year, (5) month term, with the option to extend twice via one (1) year extension(s).

Investment Advisory Annual Fee Schedule
Contract Year Annual Fee Basis – Assets Under Management Year 1 Fiscal Year Ending
June 30, 2023
12 basis points Ending Monthly Custodial Bank Balance
and Collateral Accounts*
Year 2 Fiscal Year Ending
June 30, 2024
12 basis points Ending Monthly Custodial Bank Balance
and Collateral Accounts*
Year 3 Fiscal Year Ending
June 30, 2025
12 basis points Ending Monthly Custodial Bank Balance
and Collateral Accounts*
Year 4 Fiscal Year Ending
June 30, 2026
12 basis points Ending Monthly Custodial Bank Balance
and Collateral Accounts*
*Based on the ending monthly custodial bank balance, assets invested in certificates of deposit, and pooled account assets including cash and investments, as reported by the custodial bank, broker/dealers, other banks, and pooled account administrators. Optum will submit an invoice calculated monthly with a statement provided (Example: $10 million ending balance would be invoiced at $10 million * 0.0012% = $12,000/12 = $1,000 monthly).

To the extent alternative assignments are requested, compensation for requested Additional Tasks (defined below) will be based on hours spent at OPTUM’s billing rates as shown on “Exhibit 1.” V. NON-DISCRETIONARY
This contract does not grant discretionary power to Optum, or its representatives, and the contract will not be assigned by Optum without the consent of the Client. Optum must secure client permission prior to effecting securities transactions for the Client in the client’s broker-dealer account(s).

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Packet Pg. 196 Attachment: Exhibit B - Optum Investment Partners Engagment Proposal (Investment Policies Update and Management Contracts) 3 Exhibit 1
Optum Investment Partners, LLC.
2023 Public District Fee Schedule
Professional Services
President & CEO $350.00/hour
Senior Project Manager $250.00/hour
Project Analyst / Project Research $150.00/hour
Clerical Support $ 75.00/hour
● Additional Expenses
In addition to professional services (labor fees):
1) Out-of-pocket expenditures, such as travel and mileage, professional printing, and delivery charges for messenger and overnight packages will be charged at cost. 2) If Optum retains Third Party Vendor(s) for Client (with Client’s advance approval), fees and cost will be billed to Client at 1.1X (times) fees and costs. 3) Consultant’s attendance or participation at any public meeting, in addition to 1 included virtual meeting in scope of services, whether such participation is in person, digital, video and/or telephonic (e.g., City Council, Planning Commission, Public District Board, other) requested by Client and are beyond those specifically identified in the Scope of Work will be billed at the professional services (hourly) fees as shown on this “Exhibit 1.” ● Charges for Court/Deposition/Expert Witness-Related Appearances Court-related (non-preparation) activities, such as court appearances, depositions, mediation, arbitration, dispute resolution and other expert witness activities, will be charged at a court rate of 1.5 times scheduled rates, with a 4-hour minimum.

Rates shall remain in effect until December 31, 2023.

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Packet Pg. 197 Attachment: Exhibit B - Optum Investment Partners Engagment Proposal (Investment Policies Update and Management Contracts) Cotati City Council
Agenda Staff Report
Item type: REGULAR AGENDA (ACTION)
To: City Council
Subject: Dash Camera Agreement for Police Electric Vehicles Date: May 09, 2023
Written by: Michael Parish, Chief of Police
Recommendation
It is recommended that the City Council adopt a motion authorizing the City Manager to execute a 5 year agreement with Axon for deployment of dash cameras in the police electric vehicles.

Background
On March 14, 2023, the City Council initially discussed the purchase of Axon Fleet 3 dash cameras for the newer electric patrol vehicles. The primary purpose of these cameras is to record events occurring immediately prior to stops and during transports, which often are not clearly visible by body cameras until the officer exits the patrol vehicle.

Currently, through the Countywide Auto Theft Task Force, the City (and all Sonoma County law enforcement agencies) have a subscription to the Vigilant law enforcement database, which holds ALPR information from California law enforcement agencies. Also through a grant, the City has existing license plate readers on several non-electric patrol vehicles.

At the March 14 City Council meeting, it was noted that the proposed dash cameras also have Automated License Plate Reader (ALPR) functionality, which led to a policy discussion about ALPRs that the staff and City Council were not prepared to have. Ultimately, given the limited information available at that time, City Council directed staff to remove the ALPR feature from the dash cameras.

Due to the incomplete discussion at the March 14 City Council meeting, staff elected to pause the order and bring the item back to the City Council to have a fuller discussion of the pros and cons of ALPRs before placing the order.

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Analysis/Discussion
How do Automated License Plate Recognition (ALPR) Systems work? Automated License Plate Recognition (ALPR) systems function to automatically capture an image of a vehicle and the vehicle’s license plate, transform the plate image into alphanumeric characters using optical character recognition, compare the plate number acquired to a “hot list” of vehicles of interest to law enforcement (provided by the US Department of Justice, National Crime Information Center [NCIC]), and then alert law enforcement officers when a vehicle of interest has been observed. The hot list is generated by police officers entering vehicle plates associated with crimes, which is then distributed by NCIC.

The stored license plate data also provides law enforcement investigators with a pointer system that may help them identify vehicles associated with suspects, witnesses, or victims, and to develop exculpatory information that assists them with focusing their investigative resources.

The data also allows law enforcement to connect serial criminal activities that may have occurred in disconnected law enforcement jurisdictions.

The ALPR system and database does not include any personally identifying information, such as vehicle registration information, driver’s license information, etc. The image below includes all of the information collected and available in the ALPR system. The “owner”, identified in the sample image below, is the owner of the ALPR device (i.e. of the police officer operating the device). When the ALPR flags a license plate, it is the responsibility of the police officer to confirm that it is still a wanted vehicle and to pull registration information from separate (nonALPR) systems.

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How is ALPR data used by our Police Department?
In addition to “hot list” notifications in real time, law enforcement personnel can search the ALPR data when required and based upon the need to:

1. Locate stolen, wanted, and subject of investigation vehicles.

2. Locate and apprehend individuals subject to arrest warrants or otherwise lawfully sought

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by law enforcement.

3. Locate witnesses and victims of violent crime.

4. Locate missing children and elderly individuals, including responding to Amber and Silver Alerts.

5. Support local, state, federal, and tribal public safety departments in the identification of vehicles associated with targets of criminal investigations, including investigations of serial crimes.

6. Protect participants at special events.

7. Protect critical infrastructure sites.

Another common use of ALPR technology is to canvas license plates around any crime scene to assist in the identification of suspects, victims, and witnesses. ALPR technology only acts as a pointer system that allows law enforcement to conduct searches with limited information, including partial license plate information.

What laws are there regarding the use of ALPR devices?
After California Senate Bill 34 became law in 2016, it required transparency of ALPR implementation, policies, security, and notifications of any data breach. The law also requires law enforcement agency ALPR system operators to have and post ALPR usage and privacy policies to ensure that the collection, use, maintenance, sharing, and dissemination of the information is consistent with respect for individuals’ privacy and civil liberties.

How does the Axon Dash Camera Work with ALPR?
The Axon Fleet 3 dash camera integrates into a secure web data warehouse called “Evidence.com” that is fully compliant with the data security standards set by the Federal Bureau of Investigation (FBI) Criminal Justice Information Systems (CJIS). Evidence.com is a cloud solution used by the police department to automatically upload body camera video in a tamper proof repository and assemble case information for prosecution by the District Attorney. Every 6 hours, the NCIC “hot list” is updated in the ALPR system, which also has the ability to be supplemented with a local “hot list”. As indicated in the screen shot below, plate read retention periods can be set for many available time periods between 0 and 5 years. A complete Frequently Asked Questions about the Axon system can be found here.

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The ALPR system administrator assigns roles and permissions to other police personnel.

Searches of ALPR data are limited to the Chief, Lieutenant, and the detective, provided they have a lawful need. All officers have the ability to add a vehicle to the “hot list”, based on the lawful purpose described previously.

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ALPR data collected by Cotati is not searchable or available by any other law enforcement agency. If there is a lawful need, such as an investigation by another law enforcement agency, they would need to make a request and an authorized user in Cotati would run the search and provide the requesting agency with the information.

For transparency, the Axon system has a public facing web page that contains information on retention policy, number of reads in the database, and “hot list” categories. A sample image of the public facing page is provided below:

Is ALPR data shared for the purpose of immigration enforcement? California is a “Sanctuary State”, so no authorized law enforcement user or agency may access California ALPR databases or provide ALPR data for the purpose of immigration enforcement.

Does the ALPR system collect personal identifying information?

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The ALPR system does not contain personal identifying information associated with data collected through ALPR devices. The system only contains the data sets of license plate numbers, photos of the vehicles, and geospatial locations from where the images were captured.

There is no connectivity in the ALPR system to the vehicle’s registration information or the driver's license information of the owner.

How is the system audited?
The system logs each user’s activity by agency, name, date, time, and purpose of search.

Designated law enforcement personnel may perform sample audits to the system to confirm that it is functioning properly, required data is being appropriately submitted and plate searches are lawful.

Is vehicle information shared with private sector companies? No, the law enforcement ALPR systems are restricted to law enforcement personnel with a lawful purpose for using the system.

Who has access to the ALPR database?
Only law enforcement personnel that have:

1. An official and legitimate law enforcement purpose for accessing the system.

2. A criminal case or incident number/name.

3. A lawful purpose with a need to know and right to know the information.

In the case of the Axon system, only authorized Cotati Police Department staff can access run searches in the database.

How long are ALPR records maintained?
Most ALPR records are maintained for a set period within California that ranges by jurisdiction from sixty (60) days to five (5) years with records purged unless the data has become, or it is reasonable to believe that it will become, evidence in a criminal or civil action or is subject to a lawful action to produce records. Most California police agencies retain ALPR reads between 6 months to 2 years, although some retain these records for 5 or more years. The Lexipol standard (and the current City retention) is 1 year, as defined by Government Code § 34090.6 for a,

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“…video or electronic imaging system designed to record the regular and ongoing operations of the departments……, including mobile in-car video systems.” In practice, most searches for investigations are run on the prior 6-months of reads.

The retention of records allow time for witnesses and victims of crime to report incidents to law enforcement. It also allows law enforcement to connect serial criminal activities that occur in disconnected law enforcement jurisdictions. The greatest potential value of an ALPR system is in identifying vehicles associated with the investigation of violent and serial criminal events. In this capacity the ALPR system aids law enforcement investigators by providing a pointer system that may help them identify vehicles associated with suspects, witnesses, victims and to develop exculpatory information that assists them with focusing their investigative resources.

Financial Considerations
The proposed 5-year agreement is $12,219 per year, for a total cost of $63,566 from the General Fund. Once ordered, there is an 8-month lead time to receive the equipment. Therefore, if approved by the City Council, this expense will be included in the forthcoming FY 23-24 budget.

If the City Council elects to remove the ALPR feature from the package, the total cost over 5 years is $55,498. If ordered with ALPR removed, it cannot be added back into the package and must be ordered separately at a cost of $15,338 over 5 years. If ordered separately, it would cost $7,270 more than the bundled price.

Attachments:

Axon Fleet Quote (PDF)

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Page 1 ends

Q-454349-44963.990DB
Issued: 02/06/2023
Quote Expiration: 03/31/2023
Estimated Contract Start Date: 02/15/2024
Account Number: 107346
Payment Terms: N30
Delivery Method:

SHIP TO BILL TO SALES REPRESENTATIVE PRIMARY CONTACT
Delivery;Invoice-203 W Sierra Ave Cotati Police Dept. - CA Daniel Birt Michael Parish 203 W Sierra Ave 201 W Sierra Ave Phone: Phone: 707-338-5131 Cotati, CA 94931-4217 Cotati, CA 94931-4217 Email: [email protected] Email: [email protected] USA USA Fax: Fax: (707) 795-0168
Email:

Quote Summary Discount Summary
Program Length 60 Months Average Savings Per Year $2,344.80 TOTAL COST $61,096.80
ESTIMATED TOTAL W/ TAX $63,566.15 TOTAL SAVINGS $11,724.00 Payment Summary
Date Subtotal Tax Total
Jan 2024 $12,219.40 $493.87 $12,713.27
Jan 2025 $12,219.35 $493.87 $12,713.22
Jan 2026 $12,219.35 $493.87 $12,713.22
Jan 2027 $12,219.35 $493.87 $12,713.22
Jan 2028 $12,219.35 $493.87 $12,713.22
Total $61,096.80 $2,469.35 $63,566.15
Axon Enterprise, Inc.
17800 N 85th St.

Scottsdale, Arizona 85255
United States
VAT: 86-0741227
Domestic: (800) 978-2737
International: +1.800.978.2737

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Packet Pg. 206 Attachment: Axon Fleet Quote (Police Camera Approval - v2)

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Quote Unbundled Price: $72,820.80
Quote List Price: $61,096.80
Quote Subtotal: $61,096.80
Pricing
All deliverables are detailed in Delivery Schedules section lower in proposal Item Description Qty Term Unbundled List Price Net Price Subtotal Tax Total Program
Fleet3A Fleet 3 Advanced 4 60 $303.42 $254.57 $254.57 $61,096.80 $2,469.35 $63,566.15 Total $61,096.80 $2,469.35 $63,566.15

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Packet Pg. 207 Attachment: Axon Fleet Quote (Police Camera Approval - v2)

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Delivery Schedule
Hardware
Bundle Item Description QTY Estimated Delivery Date
Fleet 3 Advanced 11634 CRADLEPOINT IBR900-1200M-B-NPS+5YR NETCLOUD 4 01/15/2024 Fleet 3 Advanced 70112 AXON SIGNAL UNIT 4 01/15/2024
Fleet 3 Advanced 71200 FLEET ANT, AIRGAIN, 5-IN-1, 2LTE, 2WIFI, 1GNSS, BL 4 01/15/2024 Fleet 3 Advanced 72034 FLEET SIM INSERTION, VZW 4 01/15/2024 Fleet 3 Advanced 72036 FLEET 3 STANDARD 2 CAMERA KIT 4 01/15/2024 Fleet 3 Advanced 72040 FLEET REFRESH, 2 CAMERA KIT 4 01/15/2029 Software
Bundle Item Description QTY Estimated Start Date Estimated End Date Fleet 3 Advanced 80400 FLEET, VEHICLE LICENSE 4 02/15/2024 02/14/2029 Fleet 3 Advanced 80401 FLEET 3, ALPR LICENSE, 1 CAMERA 4 02/15/2024 02/14/2029 Fleet 3 Advanced 80402 RESPOND DEVICE LICENSE - FLEET 3 4 02/15/2024 02/14/2029 Fleet 3 Advanced 80410 FLEET, UNLIMITED STORAGE, 1 CAMERA 8 02/15/2024 02/14/2029 Services
Bundle Item Description QTY
Fleet 3 Advanced 73391 FLEET 3 NEW INSTALLATION (PER VEHICLE) 4 Warranties
Bundle Item Description QTY Estimated Start Date Estimated End Date Fleet 3 Advanced 80495 EXT WARRANTY, FLEET 3, 2 CAMERA KIT 4 01/15/2025 02/14/2029 Fleet 3 Advanced 80379 EXT WARRANTY, AXON SIGNAL UNIT 4 02/15/2025 02/14/2029

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Packet Pg. 208 Attachment: Axon Fleet Quote (Police Camera Approval - v2) Page
4 Q-454349-44963.990DB
Payment Details
Jan 2024
Invoice Plan Item Description Qty Subtotal Tax Total
Year1 Fleet3A Fleet3 Advanced4 $12,219.40 $493.87 $12,713.27 Total $12,219.40 $493.87 $12,713.27
Jan 2025
Invoice Plan Item Description Qty Subtotal Tax Total
Year2 Fleet3A Fleet3 Advanced4 $12,219.35 $493.87 $12,713.22 Total $12,219.35 $493.87 $12,713.22
Jan 2026
Invoice Plan Item Description Qty Subtotal Tax Total
Year3 Fleet3A Fleet3 Advanced4 $12,219.35 $493.87 $12,713.22 Total $12,219.35 $493.87 $12,713.22
Jan 2027
Invoice Plan Item Description Qty Subtotal Tax Total
Year4 Fleet3A Fleet3 Advanced4 $12,219.35 $493.87 $12,713.22 Total $12,219.35 $493.87 $12,713.22
Jan 2028
Invoice Plan Item Description Qty Subtotal Tax Total
Year5 Fleet3A Fleet3 Advanced4 $12,219.35 $493.87 $12,713.22 Total $12,219.35 $493.87 $12,713.22

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Packet Pg. 209 Attachment: Axon Fleet Quote (Police Camera Approval - v2)

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Tax is estimated based on rates applicable at date of quote and subject to change at time of invoicing. If a tax exemption certificate should be applied, please submit prior to invoicing.

Standard Terms and Conditions
Axon Enterprise Inc. Sales Terms and Conditions
Axon Master Services and Purchasing Agreement:

This Quote is limited to and conditional upon your acceptance of the provisions set forth herein and Axon’s Master Services and Purchasing Agreement (posted at www.axon.com/legal/sales-terms-and-conditions), as well as the attached Statement of Work (SOW) for Axon Fleet and/or Axon Interview Room purchase, if applicable. In the event you and Axon have entered into a prior agreement to govern all future purchases, that agreement shall govern to the extent it includes the products and services being purchased and does not conflict with the Axon Customer Experience Improvement Program Appendix as described below.

ACEIP:

The Axon Customer Experience Improvement Program Appendix, which includes the sharing of de-identified segments of Agency Content with Axon to develop new products and improve your product experience (posted at www.axon.com/legal/sales-terms-and-conditions), is incorporated herein by reference. By signing below, you agree to the terms of the Axon Customer Experience Improvement Program.

Acceptance of Terms:

Any purchase order issued in response to this Quote is subject solely to the above referenced terms and conditions. By signing below, you represent that you are lawfully able to enter into contracts. If you are signing on behalf of an entity (including but not limited to the company, municipality, or government agency for whom you work), you represent to Axon that you have legal authority to bind that entity. If you do not have this authority, please do not sign this Quote.

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Packet Pg. 210 Attachment: Axon Fleet Quote (Police Camera Approval - v2) Page
6 Q-454349-44963.990DB
\s1\ \d1\
Signature Date Signed
2/6/2023

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Packet Pg. 211 Attachment: Axon Fleet Quote (Police Camera Approval - v2) Cotati City Council
Agenda Staff Report
Item type: REGULAR AGENDA (ACTION)
To: City Council
Subject: Approval of Final City Seal
Date: May 09, 2023
Written by: Damien O'Bid, City Manager
Recommendation
It is recommended that the City Council adopt a motion to approve a final City seal, including a rounded hexagon and basket border pattern.

Background
City staff began exploring an update to the City seal several years ago at the same time that the City began developing the new branding logos. As part of this process, staff provided an initial draft of an updated Chief Kotat’i seal to the Federated Indians of the Graton Rancheria (FIGR) for their input. The FIGR communicated to the City that they preferred that the new seal not include a likeness of a Native American. This led staff to discuss alternatives, and working with a local graphics art company, developed three general themes representing music, nature, and landmarks. These three themes were presented to the public through an online survey in August 2022 to determine which direction residents wanted to go with the new seal design.

Based on the results of the community survey, the public largely supported a nature-based theme, with the second most popular theme being music. There was also significant public comment encouraging the incorporation of Cotati’s hexagon layout into the seal to make it unique to Cotati.

On November 22, 2022, the City Council reviewed the public survey feedback on conceptual City seal options. As a result of that discussion, the City Council recommended that the graphic artist design a draft seal centering on a nature theme, with a hexagonal shape and potentially an element/texture to tie the seal to local Native history. Subsequently, the graphic artist put together draft seal options that were reviewed by the City Council and public at the February 14, 2023 City Council meeting. The City Council provided the following feedback:

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• Add a rooster to the weathervane on top of the bandstand. • Liked the oak trees in the scratchboard art example. If possible, would like to move trees closer to the Laguna, overhanging so it looks more like a creek while not obscuring the bandstand.
• Add reeds along the Laguna, like the scratchboard art concept, so it clearly looks like a stream and not a path.
• Try to incorporate both grassland and crop rows as a representation of previous native state and more recent agricultural history.
• Liked the hexagon, including its orientation, as well as the placement of the banner and year of incorporation. However, when the next draft returns, present the hexagon with the rounded corners as well as sharp corners.
• Liked the Pomo basket weave around the border, similar to the seat wall at ORH/116, but requested staff confirm that the pattern is actually a basket weave pattern used by the local band of Pomo's.
• With the final draft, provide examples in both color and black and white, as well as at different scales, including a version at the scale this will generally be used for letterhead, business cards, etc.

Due to prior City Council feedback, staffs’ use of the current seal is now limited to letterhead, agendas, and similar official city correspondence only. Use of the seal in most other applications has been replaced by the marketing graphics.

Analysis/Discussion
The final proposed seal uses the hexagonal shape for the border and centers on themes of nature (represented by the Laguna de Santa Rosa and the hills/agriculture around Cotati) and music (represented by the bandstand in La Plaza Park). Additionally, the proposed seal includes a border detail that subtly incorporated native culture reminiscent of local Pomo basket weave

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pattern. An image of the Pomo basket weave that served as a model for the seal is included below:

The basket weave pattern is the same pattern that is on the 116/Old Redwood Highway mosaic wall. This is already part of Cotati’s public space and it is clearly identifiable as Native American. City staff also held a meeting with staff from the FIGR to discuss the basket weave pattern. They were non-committal and suggested that if the City wants formal feedback, that the City will need to submit it formally. While the basket weave pattern proposed is a Pomo pattern, it’s not clear if there is a similar pattern used by Coastal Miwoks, which also inhabited this area.

In any case, it is an authentic pattern for baskets created in this area by native tribes and in staff’s opinion, honors the native American culture of the area. In any case, staff have also provided alternate borders for the City Council to consider, if needed.

The graphic artist tried to incorporate additional trees or foliage along the creek, but it proved to be too busy and obscured the bandstand, which is the main focal point. Therefore, the trees in the foreground were pulled back and the creek was enhanced with more prominent reeds, rocks and subtle features to make it more easily recognizable as a creek. Included below, at the scale typically used on letterhead or business cards are black and white and colorized versions of the proposed seal.

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The final seal is focused on a few elements to prevent it from becoming overly busy and so the seal clearly conveys the main elements at a small scale. The attached versions are in large format to better view the details, as well as a version with square edges for consideration, as requested by the City Council.

It is recommended that the City Council move forward with a final seal. The City is clearly moving away from the old seal and is already limiting use of the official city seal to a bare minimum. The staff recommends the seal with the rounded corners and the Pomo basket weave pattern. The border is respectful of local native culture, is already used in the public space without issue and respects the prior feedback received from FIGR to remove the likeness of the fictional Chief Kotat’i.

Financial Considerations
If the seal includes minor revisions, no additional funding is expected to be required. However, if the theme is rejected leading to new iterations, it could significantly increase the cost, depending on the extent of additional work.

Attachments:

February 13, 2023 Draft Hand Sketched City Seal Options (DOCX) Final City Seal - Black and White Basket Weave Border (DOCX) Final City Seal - Colorized Border Basket Weave + Options 2, 3, 4 (PDF)

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Draft Hand Sketched City Seal, Native American Border Option 1

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Packet Pg. 216 Attachment: February 13, 2023 Draft Hand Sketched City Seal Options (City Seal Discussion - Part 3 (Final)) Draft Hand Sketched City Seal, Native American Border Option 2 (weave from top of 116/Old Redwood Highway mosaic wall)

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Packet Pg. 217 Attachment: February 13, 2023 Draft Hand Sketched City Seal Options (City Seal Discussion - Part 3 (Final)) Draft Hand Sketched City Seal, Native American Border Option 3

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Packet Pg. 218 Attachment: February 13, 2023 Draft Hand Sketched City Seal Options (City Seal Discussion - Part 3 (Final)) Draft Hand Sketched City Seal, Mosaic Border Option
(inspired by mosaic wall at 116/Old Redwood Highway)

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Packet Pg. 219 Attachment: February 13, 2023 Draft Hand Sketched City Seal Options (City Seal Discussion - Part 3 (Final)) Draft Hand Sketched City Seal, Conventional Border Option

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Packet Pg. 220 Attachment: February 13, 2023 Draft Hand Sketched City Seal Options (City Seal Discussion - Part 3 (Final))

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Packet Pg. 221 Attachment: Final City Seal - Black and White Basket Weave Border (City Seal Discussion - Part 3 (Final))

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: May 09, 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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Cotati City CouncilMay 9, 2023

Cotati City Council
May 9, 2023