Cotati City Council
September 26, 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 September 26, 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/83218657289?pwd=dUtOcmptalU4ZjhGOVlDdGZ6cVlTUT09 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: 832 1865 7289
Passcode: 940880
+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.

Cotati City Council Agenda September 26, 2023

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 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 or 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 in the Council Chambers at 201 W. Sierra Ave, or, as a courtesy, online by pasting the following link into your web browser:
https://us02web.zoom.us/j/83218657289?pwd=dUtOcmptalU4ZjhGOVlDdGZ6cVlT UT09

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)
Cotati City Council Agenda September 26, 2023

A. COTATI CITY COUNCIL - REGULAR MEETING - SEP 12, 2023 6:00 PM

5. ANNOUNCEMENTS
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 Civic Ready by signing up on the City website, www.cotaticity.org, under the "How do I" link at the top of the page.

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 Civic Ready.

6. APPROVAL OF FINAL AGENDA (ACTION)

7. 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. To facilitate public comment, the Deputy City Clerk will alert speakers when there are 30 seconds remaining.

8. CONSENT CALENDAR (ACTION)
A. AMEND FTE STAFFING SCHEDULE FOR FISCAL YEAR 2023/24
It is recommended that the City Council adopt by resolution the amendment of the Staffing Schedule as set forth in Exhibit A to the resolution, to include an additional Cotati City Council Agenda September 26, 2023

partial FTE to the Community Development Department.

B. DESIGN AGREEMENT FOR SUNFLOWER PARK UPDATES
It is recommended that the City Council adopt a resolution authorizing the City Manager to execute a design agreement for the update to Sunflower Park.

9. DIRECTION ON FUTURE AGENDA ITEMS

10. REGULAR AGENDA (ACTION)
A. COMMUNITY SURVEY UPDATE
It is recommended that the City Council authorize the City Manager by resolution to execute an agreement with Fairbank, Maslin, Maullin, Metz & Associates to conduct an updated poll of the community on satisfaction with City services, public safety and bias.

B. WATER AND SEWER UTILITY CUSTOMER SURVEY AND MONTHLY

BILLING PROPOSAL
It is recommended that the City Council of the City of Cotati receive a report on the Utility Customer Survey Results and adopt a resolution directing the change to a monthly utility billing period, effective January 2024.

11. CITY MANAGER'S REPORT

12. CITY COUNCIL MEMBER REPORTS

13. PUBLIC COMMENT ON NON-ACTION AGENDA ITEMS

14. 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.

15. 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 September 22, 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 September 12, 2023
6:00 PM REGULAR MEETING

1. CALL TO ORDER
Mayor Harvey called the meeting to order at 6:08 pm.

2. ROLL CALL
Attendee Name Title Status
Susan Harvey Mayor Present
Laura Sparks Vice Mayor Present
Ben Ford Councilmember Remote
Sylvia Lemus Councilmember Present
Kay Rivers Councilmember Present
Staff present: City Attorney John Bakker, City Manager Damien O’Bid, Police Chief Michael Parish, Director of Public Works/City Engineer Craig Scott, Director of Administrative Services Angela Courter, Director of Community Development Noah Housh, Senior Management Analyst Katie Duran, Recreation Manager Ashley Wilson

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 - AUG 22, 2023 6:00 PM RESULT: ACCEPTED [UNANIMOUS]
MOVER: Laura Sparks, Vice Mayor
SECONDER: Kay Rivers, Councilmember
AYES: Harvey, Sparks, Ford, Lemus, Rivers
Public Comment:

Laurie Alderman of Cotati

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Minutes Acceptance: Minutes of Sep 12, 2023 6:00 PM (APPROVAL OF MINUTES AND NOTICE OF WAIVING OF READING OF ALL Cotati City Council Minutes September 12, 2023

5. ANNOUNCEMENTS
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. 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 PROCLAIMING SEPTEMBER 15-OCTOBER 15, 2023 AS HISPANIC

HERITAGE MONTH
Councilmember Lemus read the proclamation.

Linda Garcia of Cotati received the proclamation.

B. A PROCLAMATION OF THE CITY COUNCIL OF THE CITY OF COTATI PROCLAIMING THE WEEK OF SEPTEMBER 18 THROUGH 24, 2023 AS "POLLUTION PREVENTION WEEK” AND SEPTEMBER 16 THROUGH 23 AS "CREEK WEEK" IN THE RUSSIAN RIVER WATERSHED
Mayor Harvey read the proclamation.

Vanessa Apodaca of the Russian River Watershed Association received the proclamation.

7. APPROVAL OF FINAL AGENDA (ACTION)
City Manager Damien O'Bid noted a typo on item 9B, the name of the contractor in the recommendation for award should read American Asphalt & Resurfacing Co. Inc.

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Minutes Acceptance: Minutes of Sep 12, 2023 6:00 PM (APPROVAL OF MINUTES AND NOTICE OF WAIVING OF READING OF ALL Cotati City Council Minutes September 12, 2023

No changes to agenda.

No public comment.

8. CITIZEN BUSINESS AND PUBLIC COMMENT FOR CONSENT CALENDAR ITEMS
Public Comment:

Ashley Kimball of North Bay Theatrics

9. CONSENT CALENDAR (ACTION)
RESULT: ADOPTED [UNANIMOUS]
MOVER: Laura Sparks, Vice Mayor
SECONDER: Sylvia Lemus, Councilmember
AYES: Harvey, Sparks, Ford, Lemus, Rivers
A. ACCEPT DANCE STUDIO REPAIRS PROJECT IMPROVEMENTS
B. AWARD OF THE 2024 STREET IMPROVEMENTS PROJECT
C. 2023 CITY OF COTATI HOLIDAY TREE LIGHTING EVENT IN LA PLAZA PARK.

D. GENERAL ENGINEERING SERVICES AGREEMENT WITH MOE
ENGINEERING, INC. FOR PROVIDING GENERAL ENGINEERING

SUPPORT SERVICES
E. ACCEPT CITY HALL WINDOW REPLACEMENT PROJECT
F. AWARD OF A LANDSCAPE MAINTENANCE CONTRACT FOR KOTATE

PARK, DEMONSTRATION GARDEN PARK, POCKET PARK, THE

NORTHERN GATEWAY, AND GARDEN GATE, PARK MEADOWS, AND

ALTMAN ACRES LANDSCAPE AND LIGHTING ASSESSMENT

DISTRICTS
G. ACCEPT THE KOTATI PARK REVITALIZATION PROJECT

IMPROVEMENTS

10. DIRECTION ON FUTURE AGENDA ITEMS
None.

11. PUBLIC HEARINGS (ACTION)
A. INTERIM URGENCY ORDINANCE PROHIBITING THE CONVERSION OF

SENIOR MOBILEHOME PARKS

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Minutes Acceptance: Minutes of Sep 12, 2023 6:00 PM (APPROVAL OF MINUTES AND NOTICE OF WAIVING OF READING OF ALL Cotati City Council Minutes September 12, 2023

RESULT: ADOPTED [UNANIMOUS]
MOVER: Kay Rivers, Councilmember
SECONDER: Sylvia Lemus, Councilmember
AYES: Harvey, Sparks, Ford, Lemus, Rivers
Presentation by City Manager Damien O'Bid.

Councilmembers comment.

Public Comment:

Anastasia Todorovich of Cotati
Carrie Steckler of Cotati
Don Reid of Cotati
Mike Steckler of Cotati
Brenda Woods of Cotati
Marie Randall of Cotati
Nick Ubaldi, representing Harmony Communities
Saulo Londuno, representing Harmony Communities
Wayne Randall of Cotati
Joy of Cotati

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

City Council comments and requests that Civic Alert flyers be provided at the Farmer's Market in English and Spanish.

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 7:51pm.
/s/ Kevin Patterson, Deputy City Clerk

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Minutes Acceptance: Minutes of Sep 12, 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: Amend FTE Staffing Schedule for Fiscal Year 2023/24 Date: September 26, 2023
Written by: Angela Courter, Director of Administrative Services Recommendation
It is recommended that the City Council adopt by resolution the amendment of the Staffing Schedule as set forth in Exhibit A to the resolution, to include an additional partial FTE to the Community Development Department.

Background
The City adopted the fiscal year (FY) 2023/24 budget which includes the total City-Wide FTE summary for all departments for all proposed positions. After budget adoption, staffing efficiencies were further evaluated within the Public Works and Engineering Department and Council adopted an additional increase of 0.50 FTE for the department. With the additional project requirements for the Community Development Department, Staff have evaluated efficiencies that can be gained with an increase in FTE for the Associate Planner from 0.5 FTE (20 hours per week) to 0.75 FTE (30 hours per week) for a limited term (through the remainder of Fiscal Year 2023/24 only).

Analysis/Discussion
With the current workloads and the introduction of the urgent matter of the Mobile Home Ordinance update, staff have been evaluating the most efficient and cost-effective way to implement the new work with other existing priorities. Outside consultants often provide the best expertise in specific fields. However, hiring an outside consultant for the projects requires time to prepare requests for proposals and bring them back to the council for approval. Consultants also require proper oversight and support to get them acquainted with Cotati. Additionally, the cost of consultants can be significantly higher than using the existing staff. The alternative is to delay other existing priorities due to the urgency, and thus priority, of the mobile home park matter.

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The City currently has a part-time associate planner who supports ongoing required projects in support of the department and has expressed a willingness to increase work hours through the current fiscal year. Therefore, staff are proposing to increase the hours allocated to this position for the remainder of fiscal year 23/24 and re-evaluate staffing with the 24/25 budget.

Financial Considerations
For budgetary purposes, the increased total cost to the City is not expected to exceed $33,000 in total for the FY 2023/24. Budget adjustments, if required, will be presented in the Mid-Year Financial Report to the City Council. As such no adjustment is proposed currently.

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

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RESOLUTION NO.

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COTATI TO AMEND

THE ADOPTED BUDGETED FULL TIME EQUIVALENT (FTE) STAFFING SCHEDULE FOR FISCAL YEAR 2023/24.

WHEREAS, following budget adoption on May 23, 2023, City Staff identified staffing needs for an increase in time for the Associate Engineer within the Public Works Department increasing the budget from 51.1(FTE) to 51.6(FTE); and
WHEREAS, the Community Development Department has been tasked with reviewing and developing an update to the Mobile Home Park ordinance to address the potential loss of low income senior housing, which was unforeseen at the time of adoption of the FY 23/24 budget; and
WHEREAS, rather than defer other priority work or hire a consultant that would delay the start of work and likely be higher cost, staff have requested additional FTE for the Associate Planner from 0.5 FTE to 0.75 FTE for a limited term through the remainder of FY 23-24; and WHEREAS, staffing levels for future fiscal years will be re-evaluated with the development of the FY 24-25 budget; and
WHEREAS, the funding for the additional time, not to exceed $33,000 allocated to the position will be evaluated for additional budget adjustments to be ascertained as of Mid-Year financial reporting; and
WHEREAS, the action of amending a Budget Staffing 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 does hereby authorize the City FTE count to increase from a budgeted 51.1(FTE) to 51.85 (FTE) with the aforementioned changes indicated in Exhibit A, previously approved for the Public Works and Engineering Department and now also the Community Development Department.

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 September 26th, 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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Attachments:

Exhibit A - Proposed FTE Amendments for Fiscal Year 2023/24 (PDF) Packet Pg. 12
Comparative Staffing Summary Report
As adopted for Fiscal Year 2023/24 and Proposed for Amendment as of July 25, 2023 and August 26, 2023 FY 19/20 FY 20/21 FY 21/22 FY 22/23 FY 22/23 FY 23/24 FY 23/24 FY 23/24 FY 23/24 EST. ADOPTED PROPOSED CHANGE FROM

ACTUALS BUDGET BUDGET ADOPTED

2.5 2.5 2.5 2.5 2.5 2.5 0 2.5 0

4.5 4.5 4.5 4.5 4 4.5 0 4.5 0

4.5 4.5 4.5 5.5 5 5.5 0 5.5 0

3.4 3.4 3.7 4.5 4 4.5 0 4.75 0.25

9.1 9.1 9.1 9 7.5 8.5 -0.5 9.0 0.5

20.5 20.5 20.6 22.2 18.9 22.9 0.7 22.9 0

2.7 2.7 2.8 2.7 2.8 2.7 0 2.7 0

44.7 44.7 45.2 48.4 42.2 48.6 0.2 49.35 0.75

47.2 47.2 47.7 50.9 44.7 51.1 0.2 51.85 0.75
Public Works
Police Services
Recreation
Total Staff
Total City Officials and Staff
CHANGE
Elected Officials
Staff Positions
City Manager
Administrative Services

BUDGET BUDGET
Planning & Building

FUNCTION / DEPARTMENTS

BUDGET BUDGET

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Attachment: Exhibit A - Proposed FTE Amendments for Fiscal Year 2023/24 (FTE Update for CD Staffing (Reso)) Staffing Detail by Department Report
As adopted for Fiscal Year 2023/24 and Proposed for Amendment as of July 25, 2023 and August 26, 2023 FY 19/20 FY 20/21 FY 21/22 FY 22/23 FY 22/23 FY 23/24 FY 23/24 FY 23/24 FY 23/24 BUDGET BUDGET BUDGET BUDGET EST. BUDGET CHANGE PROPOSED CHANGE FROM

ACTUALS BUDGET ADOPTED
Mayor 0.5 0.5 0.5 0.5 0.5 0.5 0 0.5 0
Vice Mayor 0.5 0.5 0.5 0.5 0.5 0.5 0 0.5 0
Council Members 1.5 1.5 1.5 1.5 1.5 1.5 0 1.5 0
Total 2.5 2.5 2.5 2.5 2.5 2.5 0 2.5 0
City Manager 111111 0 10
City Clerk 111000 0 00
Deputy City Clerk 000111 0 10
Administrative Analyst 111000 0 00
Senior Management Analyst 000111 0 10
Administrative Assistant 111111 0 10
Intern 0.5 0.5 0.5 0.5 0 0.5 0 0.5 0
Total 4.5 4.5 4.5 4.5 4 4.5 0 4.5 0
Director of Admin. Services 111111 0 10
Senior Accountant 111111 0 10
Accountant 011222 0 20
Accounting Clerk-Senior 100000 0 00
Accounting Specialist 100000 0 00
Account Clerk 011111 0 10
Intern 0.5 0.5 0.5 0.5 0 0.5 0 0.5 0
Total 4.5 4.5 4.5 5.5 5 5.5 0 5.5 0
Community Development Director 111111 0 10
Senior Planner 111111 0 10
Limited Term Senior Planner (PT) 0 0 0.3 0 0 0 0 00
Associate Planner (PT) 0 0 0 0.5 0.5 0.5 0 0.75 0.25
Administrative Analyst 0.4 0.4 0.4 0 0 0 0 00
Permit Tech 011111 0 10
Administrative Assistant 100000 0 00
Planning Technician 0 0 0 0.5 0.5 0.5 0 0.5 0
Intern 0 0 0 0.5 0 0.5 0 0.5 0
Total 3.4 3.4 3.7 4.5 4 4.5 0 4.75 0.25
Director of Public Works 111111 0 10
Civil Engineer 1 1 1 1 0.5 0 -1 00
Associate Engineer 000000 0 11
Administrative Analyst 0.6 0.6 0.6 0 0 0 0 00
Public Works Superintendent 111111 0 10
Maintenance Worker III 000001 1 10
Maintenance Worker II 223221 -1 10
Maintenance Worker I 331222 0 20
Laborer 001101 1 10
Engineering Technician 0 0 0 0.5 1 1 0.5 0.5 -0.5
Intern 0.5 0.5 0.5 0.5 0 0.5 0 0.5 0
Total 9.1 9.1 9.1 9 7.5 8.5 -0.5 9.0 0.5
Public Works *
Planning & Building *

FUNCTION / DEPARTMENT
Elected Officials *
Staff
City Manager *
Administrative Services *

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Attachment: Exhibit A - Proposed FTE Amendments for Fiscal Year 2023/24 (FTE Update for CD Staffing (Reso)) FY 19/20 FY 20/21 FY 21/22 FY 22/23 FY 22/23 FY 23/24 FY 23/24 FY 23/24 FY 23/24 BUDGET BUDGET BUDGET BUDGET EST. BUDGET CHANGE PROPOSED CHANGE FROM

FUNCTION / DEPARTMENT ACTUALS BUDGET ADOPTED
Chief of Police 111111 0 10
Lieutenant 111001 1 10
Sergeant 222332 -1 20
Corporal 222212 0 20
Officer 6 6 6 7.8 7 8 0.2 80
Community Services Officer 1 1 1 0.5 0 0 -0.5 00
Police Service Aide 0.5 0.5 0.5 0.8 0.8 0.8 0 0.8 0
Dispatcher/Clerk 5.5 5.5 5.6 5.6 5.6 6.6 1 6.6 0
Reserve Officer I 1.5 1.5 1.5 1.5 0.5 1.5 0 1.5 0
Total 20.5 20.5 20.6 22.2 18.9 22.9 0.7 22.9 0
Facilities/Recreation Manager 111111 0 10
Recreation Coordinator 111111 0 10
Recreation Leader 0.1 0.1 0.8 0.7 0.8 0.7 0 0.7 0
Camp Director 0.2 0.2 0000 0 00
Assistant Camp Director 000000 0 00
Camp Staff 0.4 0.4 0000 0 00
Total 2.7 2.7 2.8 2.7 2.8 2.7 0 2.7 0

44.7 44.7 45.2 48.4 42.2 48.6 -0.3 49.4 0.75

47.2 47.2 47.7 50.9 44.7 51.1 -0.3 51.85 0.75
* Subject to allocation of labor to Enterprise and Fiduciary Funds.

Police Services
Recreation
Total City Staff
Total City Officials and Staff

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Attachment: Exhibit A - Proposed FTE Amendments for Fiscal Year 2023/24 (FTE Update for CD Staffing (Reso)) Cotati City Council
Agenda Staff Report
Item type: CONSENT CALENDAR (ACTION)
To: City Council
Subject: Design Agreement for Sunflower Park Updates
Date: September 26, 2023
Written by: Damien O'Bid, City Manager
Recommendation
It is recommended that the City Council adopt a resolution authorizing the City Manager to execute a design agreement for the update to Sunflower Park.

Background
In late 2019, the City of Cotati (City) approved the Parks Capital Plan for all parks in Cotati. The plan includes concepts for amenities, improvements, and upgrades to Cotati parks based on community input, with planning level cost estimates and relative priorities.

In 2020, the City began public workshops and design for Kotate Park, the first park to advance to detailed design. Kotate Park subsequently went into construction this year and was recently completed. The next major park improvement project identified in the capital improvement program was for Putnam Park. The design scope for Putnam Park was approved by the City Council this summer, but this also included a phase of Civic Center Park, which became accelerated due to baseball field renovations being performed by NorCal Oaks Little League. At this time, the City is conducting a community survey of the concept options and will use this information to begin designing the improvements at these parks.

Additionally, the City was awarded a grant of $531,250 for Sunflower Park from the State (Project number SW-49-003 with the State of California Natural Resources Agency). Therefore, this project has advanced in priority, so the City will need to initiate the design work on this project.

Analysis/Discussion
The proposed work consists of adding a new playground, fixing the park lighting, fixing subsurface issues in the tennis/pickleball courts, raising the drainage inlet in the grass to provide a more usable level field, and upgrading landscaping throughout the park.

Integra Planning and Landscape Architecture’s (Integra) proposed scope of work entails working with City Staff to conduct up to two separate public engagement meetings and workshops to gain

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community input on design options and amenities that they would like to see. Following staff and community meetings, Integra will aggregate the results from community meetings and will create a final design and cost estimate for bidding and construction.

A more detailed description of the services to be provided is included in the proposed scope of work attached to this staff report.

City Staff has reviewed the scope and rates and finds the rates and charges to be of good value for the proposed work.

Financial Considerations
The City’s adopted Fiscal Year 2023/24, after adjustment due to the Park and Ride project, allocates $196,900 for Sunflower Park for design only. The projected cost of the Professional Services Agreement for Integra is $96,800 for this project. The stages included within the agreement represent one-time cost, with no on-going commitment of funds. As such, no budget adjustment is needed currently.

Per the capital plan, the remaining construction budget of $859,000 is tentatively planned for Fiscal Year 24/25 and would be funded by the $531,250 in state grants, with the remainder from availability of local sources (Parks Measure M and/or General Fund Measure S). Due to completing large expenses planned for continuing road projects, as well as Putnam Park and to a lesser degree Civic Center Park, construction may be delayed until sufficient funds are available, or potentially phased to utilize the funds that are available. This will be discussed as part of strategic planning and the next budget cycle.

Environmental Issues
The action of entering into a consulting agreement 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.

As part of the design process, the City will perform a CEQA review of each park once the full extent of the project impacts is known.

Attachments:

Sunflower Park SOW (PDF)

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July 19, 2023 2023-022
Damien O’Bid, City Manager
City of Cotati
201 West Sierra Avenue
Cotati, CA 94931
VIA EMAIL: [email protected]
RE: Landscape Architecture & Construction Management Services for Sunflower Park Revitalization Project, Cotati, California
Dear Mr. O’Bid,
Thank you for the opportunity to present you with this proposal for Landscape Architectural and Construction Management Services for the Sunflower Park Revitalization Project in Cotati, California. This letter establishes the scope of services and budget for collaborating with you.

Based upon the City of Cotati’s 2019 Parks Capital Plan and discussions to date, INTEGRA Planning + Landscape Architecture (INTEGRA+) is proposing to provide landscape architectural and construction management services as outlined below and required by the City of Cotati for this project.

As we understand it, the scope of work will consist of designing the addition of a 2–12-year-old playground, upgrade of existing parking lot to ADA compliance, new lighting, common space with walking paths and potential benches, seat walls, picnic tables, etc., and site furnishings to include trash receptacles and a drinking fountain. Services anticipated to also include Topographic Survey. It is not anticipated at this time or in our scope and fees for Geotechnical Exploration or Civil Engineering services. The plans will consist of Conceptual Plans, Community Workshop, PSE’s, Bidding assistance and Construction Management services. We look forward to providing you with exceptional design and customer service assistance through the design process and construction process, while having your project approved and constructed as envisioned.

Thank you for considering INTEGRA+ for your landscape architectural services. If you have any questions or need further clarification, please call me at (805) 441-7537/ (707) 852-0500 or contact me by email at [email protected].

We look forward to collaborating with you on this project.

Cordially,
Ric J. Hendricks, PLA #5094
Principal Landscape Architect

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Attachment: Sunflower Park SOW (Sunflowerr Park Design Scopes) SUNFLOWER PARK REVITALIZATION 2
Approach and Scope of Work
Project Approach:

INTEGRA+ understands the request is to provide Professional Landscape Architectural Design Services for Sunflower Park to add a 2–12-year-old playground, upgrade of existing parking lot to ADA compliance, new site lighting, tennis/pickle court repair, raising of turf inlets, common space with walking paths and potential benches, seat walls, picnic tables, etc., and site furnishings to include trash receptacles and a drinking fountain. In addition, reviewing ADA accessibility and landscape screening from adjacent properties is to be provided.

We fully understand INTEGRA+ will be working in full coordination and cooperation with the City of Cotati. We have had many similar opportunities over the years to have such working relationships.

Project scope, as we understand it, is to provide landscape architectural design services to include project administration, conceptual design options, up to two (2) community workshop, preliminary PS&E’s at 50%, 100% and final bid set with specifications and estimates for each submittal for City of Cotati review and approval. This includes meetings and conferences calls with city and project team members throughout the various phases and one (1) City Council meeting with the City of Cotati.

For project management, INTEGRA+ will be providing a dedicated project manager, Ric J.

Hendricks, or Michael Cook, who will be the main point of contact for the project and oversee the overall project which will include progress reports, issue resolution and internal and external coordination. We have also assembled an experienced team of local subconsultants for various phases of the project. They include Cinquini & Passarino for topographic survey and Brokaw Design for lighting.

The initial phase of the project is the most critical for the success of the project. Gathering necessary information to begin the process is essential to developing a sound design that then dovetails into a complete and successful documentation package in concert with the design team members. For quality control, we use a system of checks, balances, and peer review with insight from our team of licensed Landscape Architects. Our team of licensed professionals with 40 years of experience will each review the drawings for completion, regulatory compliance, and constructability.

Our primary objectives for the Sunflower Park Revitalization Project are to:
 Provide aesthetically pleasing, fun and safe play equipment that enhances the area and user experience.
 Provide site amenities that are functional and complement the site.  Drought tolerate plant materials and low precipitation rate and highly efficient irrigation system using the latest technology.
 Design a project that satisfies the client and the community.

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Attachment: Sunflower Park SOW (Sunflowerr Park Design Scopes) SUNFLOWER PARK REVITALIZATION 3
SCOPE OF WORK:

Task 1 – Project Administration:

1. Kick-Off meeting
a. Establish roles and contacts to define effective lines for communication. b. Discuss approach, scope of work, limit of work, project specifics, scheduling and design criteria developing a general framework for the project. c. Identify problem areas and discuss potential conceptual ideas and solutions. d. Share ideas about the project.

2. Request / review available data including mapping, utility mapping and information, R.O.W. information, topographic mapping, geotechnical reports, as-built drawings, utility information, easements, setbacks, etc. that will assist in the development of the plans.

3. Field investigation to determine the functionality of the existing irrigation system.

4. On-going meetings and coordination with the City of Cotati.

INTEGRA + will review all available information on the project including client information to gain a general knowledge of the existing conditions.

As project manager, Ric J. Hendricks or Michael Cook will be the team’s main point of contact at INTEGRA + and will oversee the entire project from start to finish. His responsibilities will include:

1. Scheduling updates

2. Key issue resolution

3. Team coordination

4. Team meetings/Conference calls

5. Document review and compliance

TASK 2 – Topographic Survey (Cinquini & Passarino):

The topographic survey will be at a drawing scale of 1 inch = 20 feet, unless otherwise requested, with a one-foot contour interval. The topographic survey will include the following:

1. Topographic survey coverage area will cover approximately 1.62 acres and include East Cotati frontage and parking lot to Sunflower Drive.

2. Topographic survey will include all necessary work to produce a topographic map, including features such as, but not limited to; building corners and elevations, curb lines, water meters, sewer cleanouts, valves, manholes (including rim, invert and pipe information), utility markings on the pavement, utility poles, driveway and doorway locations, sidewalks, trees four (4) inches and larger, retaining wall or decorative walls, and any other pertinent information that could apply to the project during design.

3. Topographic survey will be provided on North American Vertical Datum of 1988 as established by GNSS observations.

4. Topographic map to horizontally relate to California Coordinate System of 1983, Epoch 2017.50.

5. A BOUNDARY SURVEY IS NOT A PART OF THIS SCOPE OF WORK.

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Attachment: Sunflower Park SOW (Sunflowerr Park Design Scopes) SUNFLOWER PARK REVITALIZATION 4
TASK 3 – Conceptual Designs:

Based upon the outcome of the kick-off meeting, first community workshop and discussions with the client, INTEGRA+ will begin the Conceptual Phase of the project. They will include the following:

1. Three (3) alternative site plan concepts to include a 2–12-year-old playground, common space with walking paths and potential benches, seat walls, picnic tables, etc., and site furnishings to include trash receptacles and a drinking fountain.

2. Image boards to help explain design concepts.

3. Plant palette for screen adjacent properties.

Task 4 – Community Workshop (Up to two (2) Workshops)

1. We will present the Helen Putnam 2019 Parks Capital Master Plan to the community for a public input workshop.

2. Based on the first workshop, we will present up to three (3) alternative concepts for an additional public input workshop.

3. Preliminary State of Probably Construction Cost.

4. Assist City with on-line survey.

5. Excludes advertising and proving physical location for workshop.

Task 5 – 50% Design Development Submittal
The 50% Design Development Plans will take the preferred concept plan and refine the design based on comments and site changes received from the concept review process. The following will be included in the Design Development package:

Demolition Plan – INTEGRA+ will prepare a preliminary demolition plan showing items to be removed and preserved.

Utility Plan – INTEGRA+ will prepare a utility plan showing waterline connection for drinking fountains. It is anticipated that we will tap into an existing drinking fountain line. The plan will include a material schedule, notes, details, and specifications.

Site Plan – INTEGRA+ will prepare a refined landscape site plan showing the approved site amenities with appropriate callouts. The plan will include a material schedule, notes, details, and specifications.

Grading Plan – INTERA + will prepare a grading plan showing spot elevations and contours.

This will include an accessible route of travel for the new improvements only. The plans will include a legend, notes, and specifications.

Layout Plan – INTEGRA+ will prepare a layout plan showing horizontal dimensioning control.

The plan will include a legend, notes, and specifications.

Irrigation Plan – INTEGRA+ will prepare a landscape irrigation plan to include initial connection to existing system, mainline routing, valves and hydrozone locations. The plan will include water use calculations (MWELO), a material legend, notes, and details.

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Attachment: Sunflower Park SOW (Sunflowerr Park Design Scopes) SUNFLOWER PARK REVITALIZATION 5
Planting Plan – INTEGRA+ will prepare a planting plan showing the approved plant palette trees, shrubs, and groundcover locations. The plan will include a refined plant palette legend of appropriate plant species for the site with botanical and common name, water use, container size and spacing requirements and standard notes and details.

Lighting Plan -Brokaw Design will prepare lighting plans for updated exterior lighting including a photometric plan, lighting controls, title 24 documentation and lighting loads. The plan will include a legend, notes, and specifications.

Statement of Probable Construction Costs – we will prepare a statement of probably construction cost for review and approval from the City of Cotati.

Task 6 – 100% Construction Document Submittal
The 100% Construction Documents, Specifications and Estimate will be prepared based on comments from the 50% submittal. 100% PS&E’s will be submitted to the City of Cotati for review and approval.

Task 7 – Final Bid Set
The Final Bid Set of Landscape Construction Documents, Specifications and Estimate will be prepared with signatures and provided in both digital AutoCAD and PDF formats. We will assist in putting the bid package together and posting it on appropriate distribution sites.

Task 8 – Assistance During Bidding
Integra + shall be available during the bidding phase to provide responses to RFI’s and will assist the city in the evaluation of the bids.

Task 9 – Construction Management and Close-out
Integra+ shall provide construction management services to include the following:

1. Weekly meetings with City of Cotati staff and general contractor during construction.

2. Agenda & Minutes.

3. Periodic site inspections to confirm installation is compliant with plans and specifications.

4. Submittal and RFI review and resolutions.

5. Change order review and recommendations.

6. General contractors invoicing review & coordination.

7. The City of Cotati pay application preparation.

8. Scheduling tracking & updates.

9. Key issue resolution.

10. Close-out and record drawings.

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Attachment: Sunflower Park SOW (Sunflowerr Park Design Scopes) SUNFLOWER PARK REVITALIZATION 6
PROPOSED FEES:

Fee__________
Task 1 – Project Administration $ 11,200
Task 2 – Topographic Survey (Cinquini & Passarino) $ 8,000 Task 3 – Conceptual Plans $ 8,100
Task 4 – Community Workshop $ 4,350
Task 5 – 50% Design Development Submittal $ 14,800
Task 6 – 100% Construction Document Submittal (PS&E) $ 18,600 Task 7 – Final Bid Set $ 3,750
_______________________________ _______________________ DESIGN SUB-TOTAL FEE $ 68,800
Time & Material Tasks:

Task 8 – Assistance During Bidding $ 3,000
Task 9 – Construction Management $ 24,000
_______________________________ _______________________ T&M SUB-TOTAL FEE $ 27,000
Reimbursable Expenses (per Rate Schedules) $ 1,000
_________________________________________________________________ GRAND TOTAL FEE $ 96,800
Except where noted, this is a fixed fee proposal, not to exceed amounts above without prior written approval. Invoices will be billed on a monthly basis of the percentage of completed work (per our most current hourly rate and billing policy - updated annually) and are due upon receipt.

INTEGRA+ reserves the right to stop work on any project for which any invoice has not paid within 30 days of the date of the invoice. Additional and out of scope services will be billed at cost plus a 15% service charge.

ITEMS TO BE PROVIDED BY CLIENT:

The following items are requested by INTEGRA Planning + Landscape Architecture prior to us starting work on the project, if available:

1. Easements, underground contamination, and Environmental restrictions.

2. Geotechnical Report, if available.

3. Arborist Report, if needed.

4. Authorization to enter property.

EXCLUSIONS:

We exclude the following items from this proposal, as the work required to complete them cannot be determined at this time.

1. City, County, or State application, permit, or plan checking fees that may be required.

2. Any work, mapping, research, or meetings not listed above.

3. Response to normal/minor plan check comments are included in our fee. Additional meetings, and response to plan check comments (that require outside the scope site plan changes) will require an approved change order based on our current billing rate schedule.

4. Iterations or changes to the site plan that are beyond our control.

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Attachment: Sunflower Park SOW (Sunflowerr Park Design Scopes) SUNFLOWER PARK REVITALIZATION 7

5. Additional design review meetings or other planning meetings.

6. Offsite improvement that are not part of overall development plans.

7. Stormwater/SWPPP requirements (Not anticipated to trigger threshold).

8. Environmental Documents (Biotic studies, Negative Declarations, etc.).

9. The determination or evaluation of the presence or absence of hazardous materials, toxic mold or the corrosion potential of the site soils/rock or providing provisions for controlling moisture vapor migration through slabs.

10. Illustrative color renderings.

11. Additional services from sub-consultants: geotechnical exploration, civil & structural engineering, mechanical, plumbing, artists, sculptor, arborist, etc. (costs + 15%).

Thank you again for considering INTEGRA Planning + Landscape Architecture for your landscape architecture services. If you have any questions or need further clarification, please feel free to call me at (805) 441-7537 or contact me by email at [email protected].

We look forward to collaborating with you on this project.

Values:

Integrity/Honesty – Truthful, sincere, honest, objective, fair, appreciative, and authentic.

Innovative – Creative, imaginative and excellent.

Dependable – Client focused, communication, responsive, reliable, accountable, and unfailing.

Sustainability – Environmental sensitive, local sources.

Collaborative – Helpful, reassuring and produced by two or more parties working together. “It takes less time to do a thing right than to explain why you did it wrong.” Henry Wadsworth Longfellow

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Attachment: Sunflower Park SOW (Sunflowerr Park Design Scopes) RESOLUTION NO.

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COTATI AUTHORIZING

THE CITY MANAGER TO EXECUTE A DESIGN AGREEMENT FOR THE

SUNFLOWER PARK IMPROVEMENTS
WHEREAS, the City of Cotati was successful obtaining a $531,250 state grant to improve Sunflower Park, which has elevated the priority of improvements to Sunflower Park; and
WHEREAS, Integra Planning and Landscape Architecture has submitted a proposal for consulting services for the Sunflower Park Improvement Project; and WHEREAS, City Staff has reviewed the scope of service and rates and finds the services offered and rates and charges to be of good value to the City; and WHEREAS, the action of authorizing the City Manager to execute an agreement for consulting services for a Putnam Park and Cator Field Improvement Projects 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 that the City Council of the City of Cotati does hereby authorize the City Manager to enter into a Professional Services Agreement with Integra Planning and Landscape Architecture, in an amount not to exceed $96,800, to provide professional consulting services related to the preparation of the City’s Sunflower Park Improvement Project, as outlined in the scope of service and budget attached to the staff report.

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 September 26th, 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: Community Survey Update
Date: September 26, 2023
Written by: Damien O'Bid, City Manager
Recommendation
It is recommended that the City Council authorize the City Manager by resolution to execute an agreement with Fairbank, Maslin, Maullin, Metz & Associates to conduct an updated poll of the community on satisfaction with City services, public safety and bias.

Background
The City has used Fairbank, Maslin, Maullin, Metz & Associates (FM3) in the past to conduct surveys of the community to determine satisfaction with City services as well as polls prior to placing Measure S on the ballot. Therefore, FM3 has significant familiarity with the community, making subsequent polling more efficient to design and implement.

In the most recent poll, conducted in November 2020, the City Council directed staff to continue periodic polling, generally using the same questions to track changes in community sentiment over time. Unlike a self-selected survey, which can provide a general sense of community sentiment, continuing the proposed polling program provides statistically valid information within certain margins of error to determine what follow up actions should be explored further.

Prior polling information can be found on the city website here.

Analysis/Discussion
Similar to the most recent poll in November of 2020, the proposed survey will include basic demographic information, questions about public safety services and bias, as well as various multi-year tracking questions on satisfaction with city services.

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The proposed poll will be conducted in English and Spanish, with a combination of live phone calls, texts, and postcard to all addresses as well as emails with unique ID’s to ensure only one person conducts the survey (Option 4). The survey will be community-wide (all residents), but is restricted to adults only (age 18 or over). In line with industry norms for small communities, the survey design will be statistically valid at an estimated 4.9-5.7% margin of error at a 95% confidence level. This will entail between 300-400 responses, with more interviews resulting in a smaller margin of error. The most recent survey (Nov. 2020) in Cotati reached 350+ respondents using only calls and emails. In line with best practices, the survey duration will be between 15-20 minutes using the recommended Option 4.

Financial Considerations
The fiscal year 2023/24 budget includes $50,000 as an allocated contract service for this purpose.

As such, no additional appropriations are requested.

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

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RESOLUTION NO.

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COTATI AUTHORIZING

THE CITY MANAGER TO EXECUTE AN AGREEMENT WITH FAIRBANK,

MASLIN, MAULLIN, METZ & ASSOCIATES TO CONDUCT A POLL OF THE

COMMUNITY ON SATISFACTION WITH CITY SERVICES, PUBLIC SAFETY AND

BIAS IN THE COMMUNITY
WHEREAS, to better understand satisfaction with City services, public safety and bias in Cotati, the City Council has requested that a statistically valid poll be conducted of the community on a periodic basis; and
WHEREAS, the City has requested a scope of work to conduct polling from FM3, which the City has used in previous opinion surveys and is familiar with the City; and WHEREAS, the City will continue past polling to track attitudes and satisfaction over time by combining some elements of the regular satisfaction tracking survey with questions on public safety and bias to more cost effectively conduct the poll; and WHEREAS, the action of conducting a poll 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:

1. Authorizes the City Manager to execute an agreement with FM3, not to exceed $40,000, to conduct a poll of the community as described in the scope of work.

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 September 26th, 2023, by the following vote, to wit:

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

FM3 Community Polling Proposal (PDF)
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12100 Wilshire Boulevard, Suite 350 | Los Angeles, CA 90025 Phone: (310) 828-1183 | Fax: (310) 453-6562
1999 Harrison St., Suite 2020 | Oakland, CA 94612
Phone: (510) 451-9521 | Fax: (510) 451-0384
TO Damien O'Bid
City of Cotati
FROM Curtis Below and Miranda Everitt
FM3 Research
RE: Policing and Public Safety Survey Research Proposal DATE May 1, 2023
Fairbank, Maslin, Maullin, Metz & Associates (FM3) is pleased to submit this short scope of work to conduct research assessing attitudes toward issues related to policing and public safety in the City of Cotati. This is followup research to a similar survey conducted in 2020.

PROPOSED RESEARCH SPECIFICATIONS AND ESTIMATED COSTS
For the 2020 survey, FM3 used the following research methodology to conduct a survey of Cotati residents, which was selected because it was most cost-effective, particularly in terms of the sample:
 A list of all voters was acquired to serve as the sample frame and to acquire phone numbers and email addresses.
 Email invitations to take the survey online were sent and phone calls were placed to take the survey on the phone.
 While we only had contact information for voters, we allowed any adult residents to take the survey and then set quotas to match the demographic characteristics of the adult population per the US Census.  This permitted non-registered voters to take the survey, but did exclude residents living in homes without any registered voters.

However, there have been some changes to how we conduct resident surveys that might make a somewhat different sampling approach more attractive for this follow-up survey with similar costs. The primary differences are in terms of the sample and contact methods.

Sampling Approach
The alternative we now typically employ to conduct resident surveys is to acquire a list of all residential addresses in a community and match them to various public and commercial databases to identify phone numbers and email addresses. (We call this an "address-based" sampling approach.) This means that all residents can be theoretically contacted to take the survey, once again using US Census data to establish demographic quotas. If a city can provide FM3 with a list of those residential addresses—including unit numbers for multiunit buildings—than this

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Attachment: FM3 Community Polling Proposal (FM3 Community Poll 2023)

approach can be similar in cost as to using a voter sample. However, this approach does cost $2,000 more if FM3 needs to purchase a list of residential addresses. (We considered this approach for Cotati in 2020, but it was notably more expensive. However, methodological changes have significantly reduced those cost differences.) Contact Methods
In the past several years, FM3 has come to almost always also use texting as an invitation to take online surveys, in addition to email invitations. Given the continued shift to people using mobile devices, this has been important to reaching specific populations unlikely to answer phone calls or respond to email. However, texting is somewhat more expensive than email invitations because text invitations need to be sent one-at-a-time due to federal regulations.

Additionally, for resident surveys employing an address-based sampling approach, we will have some addresses for which we cannot find any contact information. For those we send postcard invitations to take the survey online. (All email, text and postcard invitations can only be used once to ensure sample integrity.) Sending out postcards does lengthen the data collection phase, but this research does not appear to have the same time pressures as a ballot measure feasibility survey.

A further variation on this approach might be to do something we've done in even smaller communities than Cotati and that is to send a postcard invitation to every residential address. This results in higher online participation and less dependence on text and email invitations and phone interviews, essentially offsetting the postcard costs. Additionally, this does allow the City to say that an invitation to take the survey is being sent to each household, if asked.

Research Specifics and Options
Research
Methodology
Like the 2020 research, we recommend conducting a dual-mode resident survey, either using the voter file as a source of contact information or using an address-based sampling approach.

Data Collection
Mode
Telephone and online/mobile interviews
Respondent
Contact Method
We strongly recommend using at least three contact methods (Telephone calls, email invitations, and text invitations) with the option to also use postcard invitations.

Research
Population &
Sample
300-400 adult residents of Cotati. We were able to complete 350+ interviews for a similar survey in 2020, so we feel like a target of 400 is likely attainable with the expanded suite of contact methods. However, we are including a range of sample sizes to accommodate budget needs and to allow for variation in data collection in smaller communities.

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Attachment: FM3 Community Polling Proposal (FM3 Community Poll 2023)

Margin of
Sampling Error*
±5.7% for a sample of 300 interviews
±5.3% for a sample of 350 interviews
±4.9% for a sample of 400 interviews
*At the 95% confidence level (i.e., in 95 out of 100 cases) Questionnaire Given that the 2020 survey ran 17 minutes long, we are providing 15- and 20-minute cost estimates, representing high and low-cost points, as well as 10 minutes as a lower-cost alternative.

Language Considering that 4% of respondents in the 2020 survey took the survey in Spanish on the phone, we recommend including that option for all scenarios. Given population dynamics and the diminishing returns on investment, we do not recommend offering the survey in other languages or online in Spanish.

Deliverables Following the completion of the survey, we will provide:
 A questionnaire with the topline results of the survey for easy reference  A complete set of crosstabs in an easy-to-read, comprehensive format  Verbatim responses to any open-ended questions
 A complete analysis of survey results in PowerPoint
 A presentation of the survey results
FM3 will also be available for ongoing consultation and any further analysis of the research.

Cost While there are clearly many other combinations for consideration, we are presenting several different combinations for consideration. All cost estimates are comprehensive and include all costs for questionnaire design; sample acquisition and preparation; Spanish translation; programming; email and text invitations (and postcard invitations); survey hosting; bilingual Spanish telephone interviewing; data entry and analysis; and reporting.

Option #1 - Duplicating 2020 with Text Invitations
This would be basically using the same sampling approach as the 2020 survey (using the voter file for contact information), with the addition of text invitations which has become essentially a standard practice.

Option #2 - Address-based Sampling; No Postcards
These costs assume the City can provide FM3 with a list of residential addresses (with unit numbers for multiunit buildings), but uses the same contact methods as Option #1 (phone, text and email).

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Attachment: FM3 Community Polling Proposal (FM3 Community Poll 2023)

Option #3 - Address-based Sampling; Limited Postcards
These costs assume the City can provide FM3 with a list of residential addresses (with unit numbers for multiunit buildings), but 500 postcards would be sent out to cover address for which no contact information can be found (extra postcards would be sent to a random sample of the remainder of addresses), with email/text invitations and phone calls.

Option #4 - Address-based Sampling: Postcards to All Addresses These costs assume the City can provide FM3 with a list of residential addresses (with unit numbers for multiunit buildings), but that postcards would be sent to all of the approximately 3,000 housing units in the City (Census data suggests Cotati has around 3,000 housing units), with email/text invitations and phone calls, though fewer invitations and phone interviews will be necessary. This option will likely yield the greatest number of responses and is our recommendation given the topic of the research.

Note for Options #2-#4: These costs will increase by $2,000 if FM3 is required to acquire a list of residential addresses and one cannot be provided by the City.

Figure 1: Option #1 Estimated Survey Costs
Duplicating 2020 with Text Invitations
Survey Length
Number of Interviews
300 350 400
10 minutes $26,500 $28,000 $29,500
15 minutes $29,500 $31,250 $33,000
20 minutes $32,500 $34,500 $36,500
Figure 2: Option #2 Estimated Survey Costs
Address-based Sampling; No Postcards
Survey Length
Number of Interviews
300 350 400
10 minutes $27,000 $28,500 $30,000
15 minutes $30,000 $31,750 $33,500
20 minutes $33,000 $35,000 $37,000

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Attachment: FM3 Community Polling Proposal (FM3 Community Poll 2023)

Figure 3: Option #3 Estimated Survey Costs
Address-based Sampling; Limited Postcards
Survey Length
Number of Interviews
300 350 400
10 minutes $28,500 $30,000 $31,750
15 minutes $31,250 $33,250 $35,250
20 minutes $34,250 $36,500 $38,750
Figure 4: Option #4 Estimated Survey Costs
Address-based Sampling; Postcards to All Addresses
Survey Length
Number of Interviews
300 350 400
10 minutes $28,000 $29,500 $31,250
15 minutes $30,750 $32,750 $34,750
20 minutes $33,750 $36,000 $38,250
We would welcome the opportunity to work with you on this research, and if you have any questions or if there is any further information we can provide, please do not hesitate to contact us. Thank you for your consideration and you may reach us as follows:

Curtis Below
Fairbank, Maslin, Maullin, Metz & Associates (FM3)
1999 Harrison Street, Suite 2020
Oakland, CA 94612
(510) 451-9521 (Office)
[email protected]
Miranda Everitt
Fairbank, Maslin, Maullin, Metz & Associates (FM3)
1999 Harrison Street, Suite 2020
Oakland, CA 94612
(510) 451-9521 (Office)
[email protected]

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Attachment: FM3 Community Polling Proposal (FM3 Community Poll 2023) Cotati City Council
Agenda Staff Report
Item type: REGULAR AGENDA (ACTION)
To: City Council
Subject: Water and Sewer Utility Customer Survey and Monthly Billing Proposal Date: September 26, 2023
Written by: Angela Courter, Director of Administrative Services Recommendation
It is recommended that the City Council of the City of Cotati receive a report on the Utility Customer Survey Results and adopt a resolution directing the change to a monthly utility billing period, effective January 2024.

Background
The City of Cotati operates the water and sewer utilities as a core service to our community. To evaluate our customers’ experiences with the functions of this core operation, City staff prepared and facilitated a Water & Sewer Utility Customer Survey. This survey collected responses covering general customer service, access to information, as well as demographic details. This survey was on the City Website and published through social media for approximately two months and collected one hundred responses or approximately 3.7% of the utility customers for the City.

Due to the importance of water and sewer services to our community, the City has dedicated significant funds to improving the utility system, specifically the meter reading and control systems, over the last 10 years. In FY 2015-16, the City began converting the touchpad system for meter reading to utilizing water meters that are equipped with an encoder receiver transmitter (ERT) and integrated that system with an Advanced Metering Infrastructure (AMI). With this updated infrastructure the City could provide better data to customers for leak alerts via WaterSmart as well as reduce the hours needed for field crew performing meter reads. In 2020, the Administrative Services Department implemented an ERP upgrade which provided better reporting, utility customer contract management, as well as integration opportunities with the rest of the AMI. With these technological advancements, staff began discussing possibilities of conversion to monthly billing, as it could be advantageous for the City and our customers. From a City perspective, it would smooth utility revenue and allow for more frequent touch points with our customers. From a customer perspective, it would align the water/sewer bills with virtually all other bills that they receive and would lower the cost of each bill because costs would be

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spread across 12 billing cycles rather than 6 per year.

Under our current billing process is structured around a bi-monthly period using the even months (February, April, June, August, October, December). Billing Periods start and stop on the closest business day to the 15th of the month. Using the AMI system, reads are pulled from the meters into the meter reading software (Temetra). Any missing or unusual reads are identified by Administrative Services Staff and are then compiled into a Re-Read list. Public Works field crew then go to the physical meters to pull any needed re-reads and provide this to Administrative Services to update the final reads for each meter. With the final reads, the data is moved to the billing software, where the confirmed consumption is reviewed for any further anomalies. After this review, the bills are produced and distributed by email and distributed for processing by an outside mailing company, Infosend.

Regulations have also caused adjustments to the City Water and Sewer operations. On February 20, 2020, the City adopted Ordinance 891 to address the Water Shutoff Protection Act SB998.

This ordinance established the current City policy to defer or reduce payments, provide alternative payment schedules, and generate formal mechanisms for a customer to contact and discuss options for averting discontinuation of residential service for non-payment. In April 2020, two months after adopting the City policy, Governor Newsom’s Executive Order N- 42-20 went into effect protecting homes and businesses from water shutoffs during the Covid-19 crisis.

This moratorium was extended through December 31, 2021.

Analysis/Discussion
Community Survey:

The purpose of the survey was to identify how our community was engaging with our utilities operations and where we could improve. A summary of the survey results is provided in Exhibit A attached. In evaluating the survey, there are four key areas that were reviewed, as listed below.

1. Who are Customers Interacting With? – As would be expected, our customers primarily interact directly with the Administrative Services Clerk, who is the primary point of contact for utility questions/services. This position is highly specialized in understanding utility billing processes including collections, legal requirements including state and city code, systems infrastructure, and most importantly customer service. This position is critical to providing the best point of connection with the community.

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2. How do Customers Communicate with Us? – Currently, most customers reach out to the City about their accounts by phone and in person. Some customers do correspond via email and others would like us to investigate receiving communication via text. To provide more continuous service, we are continuing to explore ways to provide more options for self-service online.

3. What Adds Value for the Utility Customer? – Customers who participated in the survey ranked the areas that would be the most beneficial for them. Based on this input, we are looking to create a monthly informational item to push out to customers. Items could include water saving strategies with notifications, information on signing up for autopay or E-billing, having a Water Tip added to the City Newsletter and similar outreach.

4. What Type of Outreach is Best? – Most of the surveyed customers stated non-emergency information is best presented to them via email, followed by the Bill Newsletter, text message and then the City Website. Moving forward, we will make a significant effort to ensure that we are diligent in documenting customer emails and using it as a tool for customers to obtain information about their utility accounts or general information and tips.

Monthly Billing Proposal:

In accordance with City Municipal Code: 13.03.260 (Bills, notices, and payments.), the City Council can approve billing on any basis, but for logistical and financial reasons would either remain bi-monthly or move to monthly. Staff are proposing that the City Council direct the change to monthly billing. Currently, Rohnert Park, City of Healdsburg, City of Sonoma, City of Petaluma, City of Santa Rosa, City of Cloverdale, and Town of Windsor utilize monthly billing.

Therefore, aside from the City of Cotati, the only water providers in Sonoma County still billing bi-monthly are Sebastopol, Sweetwater Springs water district for Guerneville, and Forestville Water District.

Impacts of Monthly Billing:

Communication: Customers have provided some feedback on operations, as discussed with the Survey. With the move to monthly billing, we will double our touch points with most customers through utility bills and inserts. This will assist in more timely communications with our customers. However, it will increase the annual printing and mailing costs for the City, as well as staff time to develop more frequent informational

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content, as discussed further below.

Leak Adjustments: Under our Water/Sewer Billing Policy, residential customers may apply for a one-time leak credit adjustment every 5 years. If a customer is not registered with WaterSmart, leaks could go unnotified for up to two months currently. This delay in information leads to unnecessary water loss and excess credits applied, which also impacts water system costs. On average, $3,000 is adjusted annually for leaks. Moving to a monthly billing cycle would allow more customers to be informed of leaks much sooner via their bill. It is anticipated that this will lower the cost of adjustments that are processed.

Accuracy: Implementing the investments in the AMI has already drastically reduced the number of misreads that occur because of human error or system set up error. It is anticipated that this number will continue to drop as meters are evaluated on a more frequent occurrence. Additionally with public works field crew inspecting re-read meters monthly, this improves the ability to identify and fix broken meters or transmitters in the system. This also highlights areas that may need adjustments to address meters that are not transmitting as frequently as needed for water leak detection.

Arrears: Water billing staff regularly receive calls from customers inquiring about an option to pay bills monthly to assist with their financial planning. This is especially prevalent for customers on a fixed income. Our current ERP software does offer a system called Average Monthly Payments (AMP). This service takes the average bill for a set period and generates an average bill. This bill is then set for a period and trued up to actual reads on a recurring basis. While this could be a tool that we could use for our customers, it only works for a monthly billing cycle. With the move to monthly billing, we hope to assist in implementing this tool for customers in the future.

Monthly billing also aids in the ability to generate contracts for payment plans for customers with financial needs. With the implementation of SB998, we have established procedures to provide payment plans for customers in need. Over the last year, the City has facilitated approximately thirty customer contracted payment plans worth $20,000.

Though we manage the contracts through our ERP system, the functionality set up within the ERP is also established based on a monthly billing cycle. As such, these customers who are already struggling must remember their payment plan plans without automatic reminders or billing.

Monthly billing will allow customers to pay their account, including any payment

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arrangements on a recurring regular bill. Rather than two months of service that is unpaid, the City will know early if a customer is struggling to make the payment. This will reduce or eliminate penalties that would occur on outstanding balances that carry forward when only partial payments are made.

Staff Impact: Over the past several years, we have advanced procedures to make utility billings a far more automated process. Previously, each account had to be reviewed independently for any discrepancies in consumption that would warrant further investigation. This was done to ensure billing accuracy, identify leaks, and to identify problematic meters. This was a time-consuming process for staff. We have since transitioned to an automated system that allows us to use various formulas to check billings, significantly reducing the staff time and field crew time required to prepare the read and thus the utility billing. However, moving to a monthly billing model will require staff to check the reads and prepare billings every month rather than every other month.

Additionally, staff currently prepare a utility newsletter every two months and translate it into Spanish. Moving to monthly billing will double the frequency of this, so the format of the newsletter may evolve to meet a higher mailing frequency.

To not overly burden the field crew and provide flexibility for our customers, staff propose to continue to run the shutoff process on a bi-monthly basis. The sample timeline for this process is outlined in Exhibit B Attached. Note that although billing is proposed to move to monthly, shutoffs will remain bi-monthly, effectively given customers an extra month of grace period, every other month.

Finally, the move to monthly will also require more staff time to process utility payments.

Last year, City staff manually processed 41.7% of the 15,585 utility payments. These payments are made by Check, Credit Card, or Cash. This equates to processing approximately 25 utility payments each working day throughout the year. With monthly billing, it is expected that the number of payments each year with double, to around 30,000 payments but is expected to be a consistent daily process rather than bi-monthly uneven batches for processing. Staff believe by continuing to promote options like online bill pay or direct draft to reduce paper waste will keep staff time to a reasonable volume.

Therefore, this should not require any significant changes to staffing levels.

Financial: City staff evaluated the cost of moving to monthly billing for all items, including online processing fees, mailing costs, as well as staff time for billing. Overall costs are anticipated to increase by less than $44,000 per year. A summary of the expense changes is provided in Exhibit C attached.

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There are several tools we can implement to assist with reducing these costs, including promotion of E-Billing with a goal of reducing paper billing by 20%,. Although it is common for cities to pass on convenience fees to customers, the current $1.25 per transaction fee assessed on online transactions is significantly less than the cost for staff to process physical payments and would discourage our customers from utilizing online bill pay. As such, the City currently absorbs the convenience fee and we do not believe it would be a benefit for the city to try and reduce costs by passing on this fee to our customers. . While this is an increased cost to the operations for the Water and Sewer Operations Accounts, there would be benefits to the fund cash flows, as revenue from the usage of the water is spread more evenly across the year and thus is available for investment or current operations.

If the council provides guidance to implement monthly billing, the approved base rates as well as the volume threshold for each consumption rate tier would be halved. This would in effect not change any rates and no new public hearing would be needed, as confirmed by Mark Hildebrand, our rate consultant.

If approved, Staff will develop a social media campaign, as well as billing inserts, to provide ample notification to our customers of the change to billing frequency.

Financial Considerations
To implement this process there may be additional budget requests, as outlined within the financial impacts mentioned above. Any budget amendments would be evaluated further and brought to council for consideration at the Mid-Year Budget discussion.

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:

Exhibit A - Summary of Water Sewer Customer Survey Results (PDF) Exhibit B - Water Tenative Billing Schedules (DOCX)
Exhibit C - Monthly Billing Costs (DOCX)

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Customer Survey and Monthly Billing Presentation (PPTX)

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Cotati Water Utility Customer Survey
1 / 18

41.41% 41

58.59% 58
Q1 Have you had any interaction with the Water Utility Department Staff within the last two years?
Answered: 99 Skipped: 1
TOTAL 99
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
Yes - Go to
Question 2
No - Go to
Question 5

ANSWER CHOICES RESPONSES
Yes - Go to Question 2
No - Go to Question 5

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Attachment: Exhibit A - Summary of Water Sewer Customer Survey Results (Report on Water Customer Survey and Proposal for Monthly Cotati Water Utility Customer Survey
2 / 18

71.43% 30

9.52% 4

19.05% 8
Q2 Who was your contact with?
Answered: 42 Skipped: 58
TOTAL 42
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
Office Staff
Field Staff
Both

ANSWER CHOICES RESPONSES
Office Staff
Field Staff
Both

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Attachment: Exhibit A - Summary of Water Sewer Customer Survey Results (Report on Water Customer Survey and Proposal for Monthly Cotati Water Utility Customer Survey
3 / 18

60.47% 26

16.28% 7

23.26% 10

0.00% 0
Q3 What was the method of Contact ?
Answered: 43 Skipped: 57
TOTAL 43
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
Phone
Email
In Person
Other

ANSWER CHOICES RESPONSES
Phone
Email
In Person
Other

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Attachment: Exhibit A - Summary of Water Sewer Customer Survey Results (Report on Water Customer Survey and Proposal for Monthly Cotati Water Utility Customer Survey
4 / 18

88.89% 40

11.11% 5
Q4 Is there a different preferred method of contact?
Answered: 45 Skipped: 55
TOTAL 45
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
No
Yes - Please
describe bel...

ANSWER CHOICES RESPONSES
No
Yes - Please describe below.

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Attachment: Exhibit A - Summary of Water Sewer Customer Survey Results (Report on Water Customer Survey and Proposal for Monthly Cotati Water Utility Customer Survey
5 / 18

28.42% 27

1.05% 1

5.26% 5

7.37% 7

57.89% 55
Q5 Are you aware that the City has a Leak Detection Program that is available for Customers?
Answered: 95 Skipped: 5
TOTAL 95
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
Yes I use the
system and l...

Yes , but I
don’t like it.

Yes but I
choose not t...

No and I am
not interested.

No, but I
would like t...

ANSWER CHOICES RESPONSES
Yes I use the system and like it.

Yes , but I don’t like it.

Yes but I choose not to register.

No and I am not interested.

No, but I would like to receive more information.

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Attachment: Exhibit A - Summary of Water Sewer Customer Survey Results (Report on Water Customer Survey and Proposal for Monthly Cotati Water Utility Customer Survey
6 / 18
Q6 Please rank how you prefer to pay your Water Utility Bill.

Answered: 98 Skipped: 2

53.06%
52 25.51%
25 9.18%
9 6.12%
6 2.04%
2 3.06%
3 0.00%
0 1.02%
1 98 7.07

30.61%
30 37.76%
37 17.35%
17 6.12%
6 4.08%
4 3.06%
3 0.00%
0 1.02%
1 98 6.70

8.16%
8 19.39%
19 45.92%
45 11.22%
11 4.08%
4 3.06%
3 5.10%
5 3.06%
3 98 5.71

1.02%
1 8.16%
8 17.35%
17 58.16%
57 6.12%
6 5.10%
5 2.04%
2 2.04%
2 98 5.06

1.02%
1 2.04%
2 5.10%
5 5.10%
5 69.39%
68 12.24%
12 3.06%
3 2.04%
2 98 4.01

1.02%
1 1.02%
1 3.06%
3 6.12%
6 7.14%
7 67.35%
66 13.27%
13 1.02%
1 98 3.22

5.10%
5 6.12%
6 1.02%
1 6.12%
6 6.12%
6 2.04%
2 67.35%
66 6.12%
6 98 2.92

0.00%
0 0.00%
0 1.02%
1 1.02%
1 1.02%
1 4.08%
4 9.18%
9 83.67%
82 98 1.30
0 1 2 3 4 5 6 7 8 9 10
City Website -
AutoPay
City Website -
Each Billing...

My Bank Bill
Pay * Did yo...

Direct Payment
(Draft)
By Mail
By Phone
In Person/Drop
Box
Other
1 2 3 4 5 6 7 8 TOTAL SCORE
City Website - AutoPay
City Website - Each
Billing Cycle
My Bank Bill Pay * Did
you know that the banks
just mail the City
checks?
Direct Payment (Draft)
By Mail
By Phone
In Person/Drop Box
Other

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Attachment: Exhibit A - Summary of Water Sewer Customer Survey Results (Report on Water Customer Survey and Proposal for Monthly Cotati Water Utility Customer Survey
7 / 18

73.91% 68

22.83% 21

3.26% 3
Q7 The City has recently noticed delays in the postal service. If you have also seen this impact, do you feel this has impacted the timely receipt of your Utility Bills and your ability to pay?
Answered: 92 Skipped: 8
TOTAL 92
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
No I do not
believe the...

Yes I have
seen mail...

Yes I have
been impacte...

ANSWER CHOICES RESPONSES
No I do not believe the postal system has delayed mail to my residence.

Yes I have seen mail delays however it does not impact my ability to pay timely.

Yes I have been impacted by my ability to receive timely bills.

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Attachment: Exhibit A - Summary of Water Sewer Customer Survey Results (Report on Water Customer Survey and Proposal for Monthly Cotati Water Utility Customer Survey
8 / 18

60.64% 57

21.28% 20

10.64% 10

7.45% 7
Q8 The City water utility offers a cost effective option of electronic billing.

Are you aware of this option?
Answered: 94 Skipped: 6
TOTAL 94
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
Yes I receive
my bill...

Yes but I
choose not t...

No and I don't
want to rece...

No, but I
would like t...

ANSWER CHOICES RESPONSES
Yes I receive my bill electronically.

Yes but I choose not to get an electronic bill.

No and I don't want to receive an electronic bill.

No, but I would like to receive an electronic bill.

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Attachment: Exhibit A - Summary of Water Sewer Customer Survey Results (Report on Water Customer Survey and Proposal for Monthly Cotati Water Utility Customer Survey
9 / 18
Q9 Please rank how beneficial any of these actions may be for you.

Answered: 100 Skipped: 0
Provide more
information ...

Increase the
number of...

Manage and
facilitate...

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Attachment: Exhibit A - Summary of Water Sewer Customer Survey Results (Report on Water Customer Survey and Proposal for Monthly C
otati WaterUtilityCustomerSurvey
10/18 Increase
access to... Send reminders to shutoff... Have information ... Receive my utility bill...

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Attachment: Exhibit A - Summary of Water Sewer Customer Survey Results (Report on Water Customer Survey and Proposal for Monthly Cotati Water Utility Customer Survey
11 / 18

29.29%
29 36.36%
36 29.29%
29 2.02%
2 1.01%
1 2.02%
2 99 2.15

8.16%
8 18.37%
18 57.14%
56 8.16%
8 2.04%
2 6.12%
6 98 2.96

23.71%
23 32.99%
32 20.62%
20 3.09%
3 1.03%
1 18.56%
18 97 2.80

11.46%
11 11.46%
11 52.08%
50 2.08%
2 1.04%
1 21.88%
21 96 3.35

15.79%
15 35.79%
34 37.89%
36 0.00%
0 2.11%
2 8.42%
8 95 2.62

13.13%
13 35.35%
35 43.43%
43 1.01%
1 0.00%
0 7.07%
7 99 2.61

16.67%
16 26.04%
25 50.00%
48 1.04%
1 1.04%
1 5.21%
5 96 2.59
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
Very Much … Agree Neutral More Incon…
Harmful Not Sure
VERY
MUCH
AGREE

AGREE NEUTRAL MORE

INCONVENIENT

HARMFUL NOT
SURE

TOTAL WEIGHTED

AVERAGE
Provide more information
on Water Saving
Strategies.

Increase the number of
notifications for bills.

Manage and facilitate
required annual backflow
testing.

Increase access to
Spanish language
information or translated
documents.

Send reminders to shutoff
irrigation for Winter.

Have information on Water
and Sewer services
available at community
events like the farmers
market.

Receive my utility bills
more timely in relation to
when water is used to
allow for better water and
cost management.

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Attachment: Exhibit A - Summary of Water Sewer Customer Survey Results (Report on Water Customer Survey and Proposal for Monthly Cotati Water Utility Customer Survey
12 / 18

49.47% 47

32.63% 31

74.74% 71

43.16% 41

23.16% 22

1.05% 1
Q10 Please check all the methods of communication that you would prefer to use to receive non-emergency information regarding the Water Utilities.

Answered: 95 Skipped: 5
Total Respondents: 95
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
Bill
Newsletters
City Website
Email
Text Message
Social Media
Other (please
specify)

ANSWER CHOICES RESPONSES
Bill Newsletters
City Website
Email
Text Message
Social Media
Other (please specify)

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Attachment: Exhibit A - Summary of Water Sewer Customer Survey Results (Report on Water Customer Survey and Proposal for Monthly Cotati Water Utility Customer Survey
13 / 18

1.02% 1

20.41% 20

35.71% 35

38.78% 38

4.08% 4
Q11 What is your Age? (optional)
Answered: 98 Skipped: 2
TOTAL 98
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
< 25
25-44
45-64
65+
Prefer Not To
Say

ANSWER CHOICES RESPONSES
< 25
25-44
45-64
65+
Prefer Not To Say

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Attachment: Exhibit A - Summary of Water Sewer Customer Survey Results (Report on Water Customer Survey and Proposal for Monthly Cotati Water Utility Customer Survey
14 / 18

1.03% 1

2.06% 2

0.00% 0

76.29% 74

4.12% 4

2.06% 2

14.43% 14
Q12 What best describes your race/ethnicity? (optional) Answered: 97 Skipped: 3
TOTAL 97
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
Asian/Pacific
Islander
Black/African
American
American
Indian
White
Latino/Spanish/
Hispanic
Other
Prefer Not To
Say

ANSWER CHOICES RESPONSES
Asian/Pacific Islander
Black/African American
American Indian
White
Latino/Spanish/Hispanic
Other
Prefer Not To Say

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Attachment: Exhibit A - Summary of Water Sewer Customer Survey Results (Report on Water Customer Survey and Proposal for Monthly Cotati Water Utility Customer Survey
15 / 18

5.43% 5

29.35% 27

20.65% 19

17.39% 16

27.17% 25
Q13 What is your annual household income? (optional)
Answered: 92 Skipped: 8
TOTAL 92
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
Under $35K
Under $100K
Under $150K
Over $150K
Prefer not to
Say

ANSWER CHOICES RESPONSES
Under $35K
Under $100K
Under $150K
Over $150K
Prefer not to Say

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Attachment: Exhibit A - Summary of Water Sewer Customer Survey Results (Report on Water Customer Survey and Proposal for Monthly C
otati WaterUtilityCustomerSurvey
16/18

26.04%25

36.46%35

14.58%14

15.63%15

4.17%4

3.13%3
Q14People inhousehold
Answered: 96Skipped: 4
TOTAL96
0%10%20%30%40%50%60%70%80%90%100%
12345
6+

ANSWERCHOICESRESPONSES
123456
+

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Attachment: Exhibit A - Summary of Water Sewer Customer Survey Results (Report on Water Customer Survey and Proposal for Monthly Cotati Water Utility Customer Survey
17 / 18

83.84% 83

16.16% 16
Q15 Do you own or rent your home?
Answered: 99 Skipped: 1
TOTAL 99
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
Own
Rent

ANSWER CHOICES RESPONSES
Own
Rent

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Attachment: Exhibit A - Summary of Water Sewer Customer Survey Results (Report on Water Customer Survey and Proposal for Monthly Cotati Water Utility Customer Survey
18 / 18

1.01% 1

16.16% 16

28.28% 28

54.55% 54
Q16 How many years have you been a utility customer?
Answered: 99 Skipped: 1
TOTAL 99
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
< 1 year
1-3 years
4-10 years
10+ years

ANSWER CHOICES RESPONSES
< 1 year
1-3 years
4-10 years
10+ years

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Attachment: Exhibit A - Summary of Water Sewer Customer Survey Results (Report on Water Customer Survey and Proposal for Monthly Exhibit B - Tentative Scheduling for Conversion to Monthly Billing Tentative Billing Schedule Conversion
The Tentative Conversion Months Billing Schedule for Council Consideration:
- Final Bi-Monthly Bill
o Service Period is October 15-December 15th.
▪ Bill is produced and issued to customers by December 31st. ▪ Bill is due by February 6
th.
- First Monthly Bill
o December 15th- January 15th- Bill is produced and issued to Customers by January 31st. ▪ Bill is due by March 12th.

Tentative Shutoff Schedules – First Year
- Final Bi-Monthly Bill
o Service Period is October 15-December 15th.
▪ Bill is produced and issued to customers by December 31st. ▪ Bill is due by February 6th.
▪ Past Due Notices February 7th
▪ Shutoff February 27th
- Monthly Billing
o December 15th- January 15th- Bill is produced and issued to Customers by January 31st. ▪ Bill is due by March 4
th
.
▪ Past Due Notices March 5
th
▪ Shutoff April 30th
• Additional Grace Period Month
o January 15th- February 15th- Bill is produced and issued to Customers by February 29th. ▪ Bill is due by April 1sth.
▪ Past Due Notices April 2nd
▪ Shutoff April 30th
o February 15th- March 15th- Bill is produced and issued to Customers by March 29th. ▪ Bill is due by May 6th.
▪ Past Due Notices May 7th
▪ Shutoff June 30th
• Additional Grace Period Month
o March 15th- April 15th- Bill is produced and issued to Customers by April 30th. ▪ Bill is due by June 3
rd.
▪ Past Due Notices June 4th
▪ Shutoff June 30th
o April 15th- May 15th- Bill is produced and issued to Customers by May 31st. ▪ Bill is due by July 1st.
▪ Past Due Notices July 2nd
▪ Shutoff August 26th
• Additional Grace Period Month

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Attachment: Exhibit B - Water Tenative Billing Schedules (Report on Water Customer Survey and Proposal for Monthly Billing) o May 15th
- June 15th- Bill is produced and issued to Customers by June 30th. ▪ Bill is due by August 5
th.
▪ Past Due Notices August 6th
▪ Shutoff August 26th
o June 15th– July 15th- Bill is produced and issued to Customers by July 31st. ▪ Bill is due by September 2nd.
▪ Past Due Notices September 3rd
▪ Shutoff October 28th
• Additional Grace Period Month
o July 15th- August 15th- Bill is produced and issued to Customers by August 30th. ▪ Bill is due by October 7
th.
▪ Past Due Notices October 8
th
▪ Shutoff October 28th
o August 15th– September 15th- Bill is produced and issued to Customers by September 30th. ▪ Bill is due by November 4th.
▪ Past Due Notices November 5th
▪ Shutoff January 7th
• Additional Grace Period Month
o September 15th– October 15th- Bill is produced and issued to Customers by October 31st. ▪ Bill is due by December 4
th.
▪ Past Due Notices October 5th
▪ Shutoff January 7th
• Additional Grace Period During Holidays
o October 15th- November 15th- Bill is produced and issued to Customers by November 30th. ▪ Bill is due by January 6th.
▪ Past Due Notices January 7th
▪ Shutoff February 25th
• Additional Grace Period Month
o November 15th– December 15th- Bill is produced and issued to Customers by December 31st. ▪ Bill is due by February 3rd.
▪ Past Due Notices February 4th
▪ Shutoff February 25th
2025
o December 15th- January 15th- Bill is produced and issued to Customers by January 31st. ▪ Bill is due by March 3
rd
.
▪ Past Due Notices March 4
th
▪ Shutoff April 29th
• Additional Grace Period Month

10.B.b
Packet Pg. 60
Attachment: Exhibit B - Water Tenative Billing Schedules (Report on Water Customer Survey and Proposal for Monthly Billing) Exhibit C - Cost Analysis - Conversion to Monthly Billing Total Annual Cost By Category Bimonthly Monthly Difference Online Payment Fees $ 12,324.90 $ 35,160.00 $ 22,835.10 Mailing Including Newsletter $ 11,988.73 $ 23,977.46 $ 11,988.73 Staff Time $ 12,900.00 $ 21,930.00 $ 9,030.00
Total Estimated Change $ 43,853.83

10.B.c
Packet Pg. 61
Attachment: Exhibit C - Monthly Billing Costs (Report on Water Customer Survey and Proposal for Monthly Billing)

CUSTOMER

SURVEY AND

MONTHLY BILLING

PROPOSAL

ADMINISTRATIVE SERVICES
09/26/2023

10.B.d
Packet Pg. 62
Attachment: Customer Survey and Monthly Billing Presentation (Report on Water Customer Survey and

WATER/SEWER UTILITY

MANAGEMENT
Customers
Administrative
Services
Systems
Public Works
Field Crew

10.B.d
Packet Pg. 63
Attachment: Customer Survey and Monthly Billing Presentation (Report on Water Customer Survey and • PRIMARILY OFFICE STAFF • OPPORTUNITY TO CONNECT WITH
CUSTOMERS • GOOD CUSTOMER SERVICE TAKES
TIME • OFFICE STAFF TURNOVER IN CLERK

POSITION

CUSTOMER

INTERACTION
0 5
10 15 20 25 30
Office Staff
Field Staff
Both
Office Staff Field Staff Both

10.B.d
Packet Pg. 64
Attachment: Customer Survey and Monthly Billing Presentation (Report on Water Customer Survey and

CUSTOMER

COMMUNICATION
0 10
20 30
Phone
Email
In Person
Contact Method
Phone Email In Person
• MOST CUSTOMERS UTILIZE
PHONE
• POSSIBILITY TO PROVIDE
MORE OPTIONS FOR SELFSERVICE ONLINE
• ONLINE TICKET

GENERATION
• TEXT MESSAGING
Text, 5%
Phone , 2%
Email, 2%
Online Ticket
System, 2%
89%
Prefer Different Type of Contact than Phone,
Email or In Person?
Text Phone Email Online Ticket System No

10.B.d
Packet Pg. 65
Attachment: Customer Survey and Monthly Billing Presentation (Report on Water Customer Survey and

COMMUNITY PROMOTION

CUSTOMER

OUTREACH
LEAK

DETECTION

PROGRAM

CITY UTILITY

E-BILLING
CITY

AUTOPAY

WEBSITE OR
DRAFT

TIMELINESS

CUSTOMER

BILLING
NOTIFY
WATER
SAVING

INFO AT

COMMUNITY
EVENTS

10.B.d
Packet Pg. 66
Attachment: Customer Survey and Monthly Billing Presentation (Report on Water Customer Survey and

HOW TO CONNECT
Newsletter
22%
City Website
15%
Email
33%
Text Message
19%
Social Media
10%
Other - Timeliness
1%
Preferred Method Of Communication
Newsletter City Website Email Text Message Social Media Other - Timeliness

10.B.d
Packet Pg. 67
Attachment: Customer Survey and Monthly Billing Presentation (Report on Water Customer Survey and

MONTHLY BILLING
• INCREASED COMMUNICATION
• REDUCED WATER LEAKS AND LEAK CREDITS
• IMPROVED SYSTEM MANAGEMENT
• FREQUENCY EVALUATING METERS
• REDUCED ARREARAGE AND IMPROVED

CUSTOMER ASSISTANCE
• AVERAGE MONTHLY PAYMENTS (AMP)
• CONTRACT BILLING FOR PAYMENT PLANS
• MONTHLY REVENUE INFLOWS
• ESTABLISHED BEST PRACTICE NOW
• CONSISTENT WITH ROHNERT PARK AND

WINDSOR
• ADDITIONAL CITY STAFF TIME
• BILLING
• RE-READS
• PAYMENT PROCESSING
• ADDITIONAL COSTS
• MAILING – MOVE CUSTOMERS TO E-BILLING
• PAYMENT PROCESSING – CONVENIENCE FEE
• SAME REVENUES
• RATES ARE SAME – JUST HALVED

PROS CONS

10.B.d
Packet Pg. 68
Attachment: Customer Survey and Monthly Billing Presentation (Report on Water Customer Survey and

QUESTIONS

10.B.d
Packet Pg. 69
Attachment: Customer Survey and Monthly Billing Presentation (Report on Water Customer Survey and RESOLUTION NO.

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COTATI APPROVING

BILLING OF WATER AND SEWER UTILITY CUSTOMERS FOR SERVICES ON A MONTHLY BASIS STARTING JANUARY 2024.

WHEREAS, the City Council believes it is prudent to implement best practices for core services including water and sewer utility billing procedures; and WHEREAS, the City has continued investments in automated metering infrastructure (AMI) and enterprise resource planning (ERP) systems which allow for more efficient collection of meter reads and billing generation but are primarily setup for monthly processes; and WHEREAS, the rate study, adopted May 2022, will continue to remain in effect on a prorated basis, whereby the base rates for both water and sewer would be halved and the stepped tier thresholds for water consumption would also be halved; and WHEREAS, in January of 2020, with the passing of SB 998, the City implemented a Discontinuation of Residential Water Service for Nonpayment Policy, allowing city staff to work diligently with delinquent customers who require assistance with payment plans or extensions and have identified the hurdle for most customers is the size of the payments required; and WHEREAS, the Council agrees the move to monthly billing would provide a benefit to our community by supporting customers with regular smaller bills consistent with most other utility bills with additional benefits of customer water management by more timely identification and correction for water loss; and
WHEREAS, the Council desires to approve the change in the billing schedules for water and sewer utilities from bi-monthly to monthly billing; and WHEREAS, the action of adjusting the billing cycle for a utility system 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 for the City of Cotati approves the rescheduling of the regular billing for water and sewer utilities shall be changed to monthly basis starting January 2024.

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 September 26th, 2023, by the following vote, to wit:

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

Packet Pg. 70
____________________________
City Attorney
Packet Pg. 71
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: September 26, 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].

14.A
Packet Pg. 72