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, February 25, 2025
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.gov. For questions about the agenda or to receive the City Council agenda by e-mail, 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. To guarantee your ability to participate, you must attend the meeting in person. As a courtesy to the public, the City allows citizens the opportunity to view and offer public comments virtually through Zoom Online video conferencing platform. Technical difficulties may occur that make the Zoom platform unavailable. If Zoom is unavailable, the meeting will continue. Participants considering using Zoom should consider attending in person, if they desire to ensure their ability to view the meeting and offer public comments.
Subject to the above disclaimer, Zoom Online video conferencing is available to watch or listen in the following ways:
1. Using the following online livestream meeting portal link: https://cotaticity.primegov.com/public/portal
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/82667647186?pwd=FoikPHueOYiaNGCk4DDTwlt0CaDjRO.1 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: 826 6764 7186 Passcode: 281104
+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.gov and in the City Manager’s office located at 201 West Sierra Avenue, Cotati, California, during the City’s posted business hours.
Disabled Accommodation: 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 (707) 665-3622 at least 48 hours in advance of the meeting.
Rules of Decorum: To avoid distraction, the following meeting etiquette shall be enforced. • Silence electronic devices, including cell phones.
Cotati City Council Packet February 25, 2025
• 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 2023-01 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 2023-01: City Council Rules. This policy available for inspection in the online Meeting Portal at www.cotaticity.gov and in the City Manager’s office located at 201 West Sierra Avenue, Cotati, California, 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 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 City Clerk in preparing the City Council meeting minutes.
1. CALL TO ORDER
2. ROLL CALL
3. LAND ACKNOWLEDGEMENT
The City of Cotati recognizes that we’re on the ancestral lands of the Coastal Miwok, who are the original caretakers of this area. We respectfully acknowledge the Indigenous peoples who have been stewarding and maintaining a relationship on this land as knowledge keepers for millennia. This acknowledgement does not take the place of authentic relationships with Indigenous communities but serves as a gesture of respect to the land we are on.
4. PLEDGE OF ALLEGIANCE
5. ADMINISTRATION OF OATH OF OFFICE
A. ADMINISTRATION OF OATH OF OFFICE FOR NEW COUNCILMEMBER
6. 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 – FEB 11, 2025
7. 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 may consider the item. If the City Council considers the item, citizens will be 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. However, the Brown Act prohibits the City Council from taking action or considering any item that is not on this agenda, to ensure that other members of the Cotati City Council Packet February 25, 2025
community who wish to provide comment are notified in advance through a properly noticed meeting agenda.
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 enroll with CivicReady, by signing up on the City’s website, www.cotaticity.org, under the “How do I” link at the top of the homepage.
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 CivicReady.
8. APPROVAL OF FINAL AGENDA (ACTION)
This item will only be opened for the public comment if the City Council proposes to take any action to modify this agenda.
9. 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. Pursuant to City Council Policy 2023-01, 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 Clerk will alert speakers when there are thirty seconds remaining.
10. CONSENT CALENDAR (ACTION)
A. ADOPTION OF RESOLUTION APPROVING BUDGET AMENDMENT AND
CONTRACT AMENDMENT FOR THE SIDEWALK GAP CLOSURE PROJECT It is recommended the City Council of the City of Cotati adopt a resolution approving a budget amendment and contract amendment for the Sidewalk Gap Closure Project to cover anticipated cost increases due to wet soil conditions and an extended schedule caused by weather delays
11. DIRECTION ON FUTURE AGENDA ITEMS
12. REGULAR AGENDA (ACTION)
A. ADOPTION OF RESOLUTION ACCEPTING THE DRAFT WATER AND SEWER
RATE STUDY AND DIRECTING STAFF TO PROCEED WITH THE PROPOSITION 218 PUBLIC NOTICING PROCESS FOR PROPOSED WATER AND SEWER RATE
ADJUSTMENTS AND TO SET A DATE FOR THE PUBLIC HEARING AND THE
ADOPTION OF RATES
It is recommended the City Council of the City of Cotati adopt a Resolution accepting the Draft Water and Sewer Rate Study and directing staff to proceed with the Proposition 218 public noticing process for the proposed water and sewer rate adjustments and to set a date for the Public Hearing and Adoption of the Rates.
B. COUNCIL ASSIGNMENTS AS REPRESENTATIVES AND LIAISONS TO VARIOUS Cotati City Council Packet February 25, 2025
COMMITTEES FOR CALENDAR YEAR 2025
It is recommended that the Council adopt a motion to assign representatives and liaisons to various committees and commissions for calendar year 2025.
13. CITY MANAGER'S REPORT
14. CITY COUNCIL MEMBER REPORTS
15. PUBLIC COMMENT ON NON-ACTION AGENDA ITEMS
16. INFORMATION RECEIVED AFTER THE AGENDA WAS POSTED
17. 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 February 21, 2025. /s/ Kevin Patterson, Deputy City Clerk
Cotati City Council
Agenda Staff Report
Item type: REGULAR AGENDA (ACTION)
To: City Council
Subject: ADMINISTRATION OF OATH OF OFFICE FOR NEW
COUNCILMEMBER
Date: February 25, 2025
Written by: Kevin Patterson, Deputy City Clerk
Recommendation
The Deputy City Clerk will administer the public oath of office to the new Councilmember. 4 of 201
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STATE OF CALIFORNIA
COUNTY OF SONOMA
} Ss:
FOR THE POSITION OF Councilmember
City of
Cotati
, John T. Savage, do solemnly swear that I will support and defend the Constitution of the United States and the Constitution of the State of California against all enemies, foreign and domestic; that I will bear true faith and allegiance to the Constitution of the United States and the Constitution of the State of California; that I take this obligation freely, without any mental reservation or purpose of evasion; and that I will well and faithfully discharge the 5 of 201
duties upon which I am about to enter.
Subscribed and sworn before me
this 25th day of February, 2025
Signature
Kevin Patterson, Deputy City Clerk
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Cotati City Council
Agenda Staff Report
Item type: CONSENT CALENDAR (ACTION)
To: City Council
Subject: ADOPTION OF RESOLUTION APPROVING BUDGET
AMENDMENT AND CONTRACT AMENDMENT FOR THE
SIDEWALK GAP CLOSURE PROJECT
Date: February 25, 2025
Written by: Craig Scott, Director of Public Works/City Engineer Recommendation
It is recommended the City Council of the City of Cotati adopt a resolution approving a budget amendment and contract amendment for the Sidewalk Gap Closure Project to cover anticipated cost increases due to wet soil conditions and an extended schedule caused by weather delays.
Background
On September 10, 2024, the City Council approved construction and construction management agreements for the Sidewalk Gap Closure Project. The Project is 90 percent complete, however, there are change orders and contract amendments which, if approved as requested, would result in project costs exceeding the authorized contingency. Staff are requesting an increase in the Project’s contract and authorized budget to account for these anticipated project cost increases.
Analysis/Discussion
Construction work for the Project began on December 9, 2024, and with weather delays and changes to the design, the original 40 contract days have been extended, and Staff is anticipating the need for additional project budget. Project change orders are expected for most if not all projects due to changed conditions in the field and project contingencies of between 10 and 15 percent are typical. However, in this case, wet site conditions, changes to the design and an extended project schedule are anticipated to result in the Project’s contingency being exceeded.
Prior to approving Change Orders and amendments, Staff will need City Council authorization for additional funds.
The proposed amendment to the Construction Management Agreement is attached and describes 12 of 201
the reasons for the proposed cost increases. In summary, the changes were due to the following:
• changes to the plans resulted in increased CM time and extended project time • change order work for Olof Street
• Change order work related to the pathway installation and Tesco Panel (electric meter for irrigation controller at the Veteran’s Park) resulting in project delays The Construction change orders include over $30,000 for remediating wet subgrade at the Maple Avenue and W School Street intersection and another $10,000 soft subgrade at Myrtle Avenue pathway. These are caused by the rain which saturated the subgrade. Tree removal on W School Street cost the Project nearly $22,000. The remaining change orders were for lower amounts and were absorbed with the existing Project contingency.
Financial Considerations
The City’s adopted Fiscal Year 24/25 Budget includes the Sidewalk Gap Closure Project with a FY24/25 budget of $735,000, which consists of $500,000 of Go Sonoma Funds and $235,000 of the City’s General Fund. The Construction contract and Construction Management and Inspection agreement total $621,475 which leaves $79,507 for construction contingency. Below is an accounting of the costs expended to date and anticipated increased costs.
Added Cost Item Amount
Time and Materials for extra work $78.930
Contract Deductions -$26,530
Potential Change Orders $39,094
Construction Management Amendment $37,320
Unanticipated Change Orders $5,693
Total $134,507
Contingency $79,507
Net Budget Amendment Requested $55,000
Staff have identified the following cost reductions for other projects as well as general fund contributions to meet the funding requirements:
Existing Account Amount for Sidewalk Gap Closure
Sidewalk Shaving $4,000
2025 Landscape Improvements $33,400
General Fund Transfer from Fund Balance $17,600
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Total $55,000
Environmental Issues
The potential impacts of the proposed project were analyzed and addressed to a less-thansignificant level in the Cotati General Plan Update EIR (SCH#2013082037), which was certified by the Cotati City Council on March 24, 2015,and the California Environmental Quality Act (CEQA) Guidelines Section 15183 allows a streamlined environmental review process for projects that are consistent with the anticipated circulation improvements established by existing land use regulation, adopted Public Works Development Standards and General Plan policies for which an Environmental Impact Report (EIR) was certified. 14 of 201
RESOLUTION NO. (XX)
RESOLUTION OF THE CITY OF COTATI CITY COUNCIL APPROVING A
BUDGET ADJUSTMENT AND CONTRACT AMENDMENT FOR THE SIDEWALK
GAP CLOSURE PROJECT FOR AN ADDITIONAL AMOUNT TO ACCOUNT FOR
CHANGE ORDERS AND AMENDMENTS ANTICIPATED TO EXCEED THE PRIOR
AUTHORIZED CONTINGENCY
WHEREAS, on September 10, 2024, the City Council approved construction and construction management agreements for the Sidewalk Gap Closure Project; and WHEREAS, the Project is nearing completion, however, there are change orders and contract amendments, if approved, would result in project costs to exceed the authorized contingency, and Staff is requesting an increase in the Project’s authorized budget to account for these anticipated project cost increases; and
WHEREAS, the amount of requested additional funds are $55,000, and are anticipated to be adequate to account for the amount of potential change orders and the amendment to the Construction Management agreement beyond the Projects prior authorized budget; and WHEREAS, the additional funds are to come from savings and delays on other projects and a transfer of fund balance from the general fund for a total not to exceed value of $790,000; and
WHEREAS, the potential impacts of the proposed project were analyzed and addressed to a less-than-significant level in the Cotati General Plan Update EIR (SCH#2013082037), which was certified by the Cotati City Council on March 24, 2015,and the California Environmental Quality Act (CEQA) Guidelines Section 15183 allows a streamlined environmental review process for projects that are consistent with the anticipated circulation improvements established by existing land use regulation, adopted Public Works Development Standards and General Plan policies for which an Environmental Impact Report (EIR) was certified.
NOW THEREFORE BE IT RESOLVED, that City of Cotati City Council hereby authorizes the following:
1. The recitals above are true and correct, and
2. An additional appropriation from the unappropriated General Fund balance in the amount of $55,000 to the Sidewalk Gap Closure Project account is approved, and
3. The City Manager (or designee) is authorized to execute any needed change orders, amendments to the construction contract and Construction Management and Inspection agreement for the Project, as well as any contract for miscellaneous Project expenses up to $790,000; and
4. Approval for the City Manager or Designee to approve any required contract amendment as needed for the amounts not to exceed the revised budget amount. 15 of 201
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 February 25, 2025, by the following vote, to wit:
Approved:___________________________
Mayor
Attest:______________________________
Kevin Patterson, Deputy City Clerk
Approved as to form:______________________________
City Attorney
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Cotati City Council
Agenda Staff Report
Item type: REGULAR AGENDA (ACTION)
To: City Council
Subject: ADOPTION OF RESOLUTION ACCEPTING THE DRAFT
WATER AND SEWER RATE STUDY AND DIRECTING STAFF
TO PROCEED WITH THE PROPOSITION 218 PUBLIC
NOTICING PROCESS FOR PROPOSED WATER AND SEWER
RATE ADJUSTMENTS AND TO SET A DATE FOR THE
PUBLIC HEARING AND THE ADOPTION OF RATES
Date: February 25, 2025
Written by: Craig Scott, Director of Public Works/City Engineer Recommendation
It is recommended the City Council of the City of Cotati adopt a Resolution accepting the Draft Water and Sewer Rate Study and directing staff to proceed with the Proposition 218 public noticing process for the proposed water and sewer rate adjustments and to set a date for the Public Hearing and Adoption of the Rates.
Background
The City operates water and sewer utilities and provides these services for City residents, businesses and public facilities. The City periodically updates its water and sewer rate study to ensure the rates are sufficient to meet operating and maintenance costs. The rate study describes the analysis performed, presents the financial plans for the utilities, provides the basis and rationale for rate calculations, and summarizes findings and recommendations regarding the water and sewer rates. It is industry practice to update rate studies every 2-3 years to account for changes in revenues and/or expenses. The current 5-year rate program is based on a rate study completed in May 2022, and June 2025 will be the 4th year for the program. Revenues and expenses for both utilities have changed sufficiently to warrant revisiting the Rate Study to ensure operating and capital costs can be met.
Analysis/Discussion
On May 22, 2024, the City executed an agreement with Hildebrand Consulting to update the ten20 of 201 year water and sewer system financial plans to reflect current financial information and new financial projections, and establish a new five-year water and sewer rate programs extending from Fiscal Year 2026 through Fiscal Year 2030.
The Draft Water and Sewer Rate Study was completed and is attached to the resolution accompanying this Staff Report. The Study presents each utility’s financial and service obligations for ongoing operation and maintenance, debt service, and capital improvements while maintaining prudent reserves. The Study has been completed concurrently and in coordination with the City’s Fiscal Year 2025/26 and 2026/27 budget for the “Enterprise” (aka Utility) funds. The Study goes further and presents projected expenses, including capital projects, for a ten-year period. The Capital project list in the Study draws from the respective utility master plans with the timing of the planned improvements revised to reflect the need to address deferred maintenance and implement improvements to correct existing and projected future capacity deficiencies.
The sewer capital project need is being driven at present by the results of recent studies evaluating the condition of the City’s sewer pipelines and projects to reduce infiltration and inflow of groundwater and stormwater. If methodically addressed, the City can space these projects over the next 10 years. Additionally, the City’s capital plan includes projects to renew and remediate aging sewer lift stations and improve reliability with the installation of fixed backup power systems.
The water capital project need is primarily providing for storage to address operating and emergency criteria, and to renew and remediate the City’s three aging groundwater wells. The water capital plan also includes pipelines to improve fire flow capacity.
The Study recommends water and sewer rate adjustments over 5 years as described in the Draft Rate Study. The increased expenses, reduced revenue, and increased capital needs have put pressure on rates. Efforts to moderate the rate adjustments include spreading out capital costs as much as deemed prudent and debt financing the water storage tank and fire capacity pipeline projects.
Utility Rate Revision Process
Following the Study’s acceptance by the City Council, staff will begin the required Proposition 218 public noticing process. Proposition 218 requires the City to hold a public hearing on the proposed rate structures to allow for public comment on the proposed rate increases and to provide written notice to each property owner at least 45 days in advance of the hearing. A draft of the required Proposition 218 notice is attached hereto, and the City Attorney’s office will review the final version before issuance.
Once the public hearing has been conducted, the City Council will consider a rate resolution to adopt the proposed rate structures. It may adopt rate adjustments that are equal to or less than the rates presented in the accepted rate study provided that there is no majority protest.
Financial Considerations
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The Water and Sewer Rate Study Update shows a combination of expenses exceeding and revenues falling below the prior Study’s (2022) assumptions, holding to the prior rate schedule would not be sufficient to implement the water or sewer capital programs. The updated Study provides for adjusting the programmed rates higher and debt financing the capital program to meet the cash flow requirements with the near-term spike in capital spending. After the final recommended increase in FY 2029/30, it is anticipated the rate revenue increases will need to continue to allow the Water Enterprise to cash-finance its capital program rather than seek internal and external loans.
The forecasted capital spending is materially different from the capital spending that was forecasted by the 2022 Rate Study. The spending currently forecasted to occur between FY 2024/25 through FY 2031/32 is $4.2 million whereas the 2022 rate Study forecasted the spending would only be $2.1 million during the same period. This increase in annual capital spending is the primary driver for the proposed increase in sewer rates. These capital projects are proposed to be paid with cash since there is no spike in spending, rather, the increase in capital spending represent a new normal which is more appropriate to fund with cash.
Environmental Issues
The action of approving the Rate Study and initiating the Proposition 218 process does not constitute a project as defined by California Environmental Quality Act Guidelines Section 15378; therefore, no further environmental review is required. 22 of 201
RESOLUTION NO. (XX)
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COTATI ACCEPTING THE WATER AND SEWER RATE STUDY DATED FEBRUARY 16, 2025, SETTING A PUBLIC HEARING FOR MAY 27, 2025 AND AUTHORIZING STAFF TO INITIATE THE PROPOSITION 218 NOTICING PROCESS
WHEREAS, the City has not conducted a water and sewer rate study to adjust rates since April 2022, at which time the City established a series of rate adjustments to cover the cost of providing water and sewer service in Cotati; and
WHEREAS, it is industry practice to conduct a water and sewer rate study every few years to ensure the rates are sufficient to meet each utility’s financial and service obligations for ongoing operation and maintenance, debt service, and capital improvements while maintaining prudent reserves; and
WHEREAS, on May 22, 2024, the City executed an agreement with Hildebrand Consulting to revise the City’s rate models to incorporate current and projected expenses in operating and maintaining the utilities; and
WHEREAS, Hildebrand Consulting has revised the rate models and has completed a Water and Sewer Rate Study Draft Report (“Study”) based on the revised models; and WHEREAS, the Study recommends overall water and sewer rate adjustments as indicated in the attached report for June 15, 2025, and for each of the following four subsequent years on June 15: 2026, 2027, 2028, and 2029; and
WHEREAS, the Study recommends and provides justification for maintaining a three-tier water usage rate structure for single family residential customers and a uniform water usage rate for multi-family, non-residential, and irrigation accounts; and WHEREAS, the action of approving the Study and initiating the Proposition 218 process 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 by the City of Cotati City Council:
1. All of the above recitals are true and correct.
2. The City Council accepts the attached Study.
3. The City Council directs staff to begin the Proposition 218 public noticing process for proposed water and sewer rate adjustments and to return on May 27, 2025, for a public hearing and consideration of the proposed water and sewer rates.
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 February 25, 2025, by the following vote, to wit:
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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: COUNCIL ASSIGNMENTS AS REPRESENTATIVES AND
LIAISONS TO VARIOUS COMMITTEES FOR CALENDAR
YEAR 2025
Date: February 25, 2025
Written by: Kevin Patterson, Deputy City Clerk
Recommendation
It is recommended that the Council adopt a motion to assign representatives and liaisons to various committees and commissions for calendar year 2025.
Background
Each year, the City Council reviews assignments to committees, commissions and regional assignments that are directly appointed by the City Council. This is typically done concurrently with the City Council reorganization on off-election years in December. On election years when new City Council members join the City Council, appointments are typically made at the first meeting in January.
Many years ago, Cotati had weak representation regionally, so Cotati’s interests were often ignored when decisions were being made. However, over the past decade or so, Cotati has been a key player in regional discussions on a variety of issues, including water supply, transportation, solid waste and negotiating the formation of Sonoma Clean Power, all of which have directly benefited both Cotati residents and the region as a whole. Therefore, it is important to continue to be strongly engaged in regional bodies.
Analysis/Discussion
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The current Cotati City Council Appointments and Assignments sheet listing the active committees is attached for review. This is a worksheet listing active committees and approximate time commitments, including a calendar of the various meetings. Current appointees may take this opportunity to update the ‘Hours/Duties’ portion of the appointments and assignments worksheet as needed.
Note that Councilmember Harvey and Vice Mayor Lemus also have appointments on statewide Cal Cities committees. Councilmember Harvey is on the Public Safety Policy Committee and Vice Mayor Lemus is on the Revenue & Taxation Policy Committee.
Financial Considerations
None.
Environmental Issues
The action of assigning representatives and liaisons to various committees and commissions does not constitute a project as defined by California Environmental Quality Act Guidelines Section 15378; therefore, no further environmental review is required. 93 of 201
C:\PGCompilerServiceRelease\temp\cotaticity\MeetingId_1393\Packet\Docx\5125\6347\1.docx Cotati City Council
Appointments and Assignments for 2025
REVISED 2/21/2025
Name of Committee Current
Member(s)
Alternate
POSITIONS HELD BY COUNCILMEMBERS
Ad-Hoc Sub-Committees
None active.
Regional Committees/Boards
(City Council Appointed)
Assoc. of Bay Area Governments (ABAG) Sylvia Lemus Susan Harvey CRPUSD (Cotati-Rohnert Park Unified School District) 2x2x2x2 Laura Sparks [Vacant]
N/A
Rohnert Park-Cotati Library Advisory Board [Vacant] Ben Ford Mayors’ and Councilmembers Legislative Committee Representative Sylvia Lemus Laura Sparks REMIF/CIRA Board of Directors Damien O’Bid Susan Harvey Russian River Watershed Association Ben Ford Laura Sparks Sonoma Clean Power Sylvia Lemus Ben Ford
Sonoma Co. Transportation Authority/Regional Climate Protection Authority (SCTA/RCPA)
Susan Harvey Ben Ford
Sonoma Co. Waste Management Agency (SCWMA/Zero Waste Sonoma) Susan Harvey Sylvia Lemus Sonoma Water Advisory Committee (WAC) Laura Sparks Sylvia Lemus Groundwater Sustainability Agency (Santa Rosa Plain) Susan Harvey Sylvia Lemus League of California Cities’ Annual Meeting Voting Delegate (assigned prior to meeting)
(assigned prior to
meeting)
Liaisons
Cotati Chamber of Commerce Sylvia Lemus [Vacant]
Sonoma Mountain Twilight Rotary Club [Vacant] Laura Sparks Regional Committees/Boards
(Appointments as Indicated)
Joint Cotati City Council/Rohnert Park City Council Appointments Sonoma County Homeless Coalition Board of Directors
(Formerly the Continuum of Care Board of Directors)
Jackie Elward
(Rohnert Park)
Laura Sparks
Mayors’ and Councilmembers’ Association Appointments
Executive Board/City Selection Committee Mayor Vice Mayor League of California Cities’ North Bay Exec. Board Susan Harvey N/A Recommended by City Selection Committee (Appointed by County Board of Supervisors) LAFCO Susan Harvey N/A
Measure “O” Oversight Committee (County Mental Health Tax) Ben Ford N/A
POSITIONS HELD BY COTATI CITIZENS
(APPOINTED BY CITY COUNCIL OR BOARD OF SUPERVISORS, AS NOTED) AB 939 Local Task Force (Board of Supervisors appointment) Mark Soiland N/A Library Commission-Sonoma County Library (City Council appointment) Tina Poles N/A Marin/Sonoma Mosquito Vector Control Dist. (City Council appointment) Susan Harvey N/A Climate Action Advisory Committee
(Cotati RCPA Director appointment, 2 members)
[Vacant]
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C:\PGCompilerServiceRelease\temp\cotaticity\MeetingId_1393\Packet\Docx\5125\6348\1.docx Cotati City Council
Appointments and Assignments Worksheet 2025
REVISED 1/9/2025
Name of
Committee
Hours/Duties
POSITIONS HELD BY COUNCILMEMBERS
Ad-Hoc Sub-Committees
Community-Police
Advisory Selection
Committee
Dept.: City Manager
Hours: 1-2 hours per application received for review and interview of candidates.
Duties: Review applications to serve on the advisory committee and participate in the interviews and candidate selection.
Regional Committees/Boards
City Council Appointed Positions
Assoc. of Bay Area
Governments
(ABAG)
Dept.: City Manager
Hours: General Assemblies meeting in spring and fall
Duties: Attend and vote as needed at general assembly meetings Note: ABAG Alternates have voting rights
CRPUSD (CotatiRohnert Park
Unified School
District ) 2x2x2x2
Generally meets monthly, or as needed, to discuss issues in common with the Cities of Cotati and Rohnert Park and the Cotati-Rohnert Park Unified School District. Meetings are typically 1-2 hours each. More recently has also include representatives from Sonoma State University.
Note: This group is in flux and may reconstitute in a different form.
Rohnert ParkCotati Library
Advisory Board
Optionally attend meetings in February, April, June, August, October and December, normally on the 3rd Tuesday at 4:00 p.m. at the Rohnert Park-Cotati Regional Library. Liaisons are non-voting members.
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C:\PGCompilerServiceRelease\temp\cotaticity\MeetingId_1393\Packet\Docx\5125\6348\1.docx Name of
Committee
Hours/Duties
Mayors’ and
Council Members
Legislative
Committee Liaison
Dept.: City Manager.
Hours: Prior to COVID, meetings were held on the first Friday of the month, at 9:30 a.m. in the Maple room at the Finley Center in Santa Rosa. Meetings are currently held over Zoom, and it’s unclear if future meetings will be in-person again, continue to be virtual, or some combination. Meetings are usually 1-1/2 to 2 hours long.
Duties: Review all proposed legislation that could have an effect on cities; provide feedback to our League of Cities coordinator and potentially issue letters on pending legislation. As needed, agendize letters of support or opposition to a particular piece of legislation.
REMIF/CIRA
Board of Directors
Dept.: Administrative Services
Hours: Board meetings 4 times per year in Sacramento (generally all day); 2-day annual meeting each January (location rotates); annual PARMA conference each February. Cotati also currently holds the Vice Chair seat on the Executive Committee, which generally meets monthly, primarily in person in Sacramento.
Duties: Day to day management of risk management activities.
Qualifications: Specialized knowledge of risk management; recommended that staff be appointed given operational implications of this board.
Russian River
Watershed
Association
Dept.: Public Works
Hours: Meetings typically held from 9-11 am on 4th Thursday of the month every other month in Windsor. 2 hours every other month for Board meeting, plus time for preparation, travel, etc.
Duties: Attend RRWA Board meetings, as Cotati is a member. This group works on a variety of watershed issues that affect all members in the Russian River Watershed. It is an informational and advocacy group that focuses on watershed pollutants, permit issues, etc. The biggest issue currently is the pending municipal stormwater discharge permits.
Qualifications: Should have an interest and preferably background in regional watershed issues.
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C:\PGCompilerServiceRelease\temp\cotaticity\MeetingId_1393\Packet\Docx\5125\6348\1.docx Name of
Committee
Hours/Duties
Sonoma Clean
Power
Dept: N/A
Hours: Meets in Santa Rosa on the 1st Thursday of every month from 9:00a – 12 noon. Allow for 3 hours every month for SCP Board meetings, plus time for preparation, travel, etc. Agendas and related documents can be lengthy and time consuming to review. Allow 5-15 hours per month.
Duties: Represent Cotati on regional green power agency. Weigh in on myriad power issues related to procurement and provision of clean energy on a regional basis. Involvement in representing the interests of California’s community choice electricity providers in the legislature and at state regulatory agencies. Work to help lead county wide GHG reduction efforts.
Qualifications: Should have some background and interest in power issues, clean power, and GHG emission reduction efforts. Preferably served as an alternate on SCP BOD for several years before becoming primary. Established working relationships with Sonoma County councilmembers and supervisors preferable.
Sonoma Co.
Transportation
Authority/Regional
Climate Protection
Authority
(SCTA/RCPA)
Dept.: Public Works
Hours: Meetings typically held from 3:00-5:00 pm on 1st Monday of the month in Santa Rosa. 2 hours every month for SCTA Board meetings, plus time for preparation, travel, etc. Agendas and related documents are lengthy and very time consuming to review. Allow 5-15 hours minimum per month.
Duties: Weigh in on a myriad of transportation related issues, including all modes of transportation. Involved in local and regional (Caltrans) projects. Also evolving to coordinate county wide GHG reduction efforts, which will become important.
Qualifications: Should have an interest in and preferably a background in transportation issues, including how they relates to GHG emissions. Preferably served as an alternate on SCTA/RCPA BOD for several years before becoming primary. Established working relationships with Sonoma County councilmembers and supervisors crucial.
*This is a critical assignment.
Sonoma Co. Waste
Management
Agency (SCWMA
aka Zero Waste
Sonoma)
Dept.: City Manager
Hours: Meets in Santa Rosa on 3rd Wednesday 9-11a, time commitment approx. 6 hours/month
Duties: Joint Powers agency with oversight of landfill and county-wide recycling efforts and hazardous materials.
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C:\PGCompilerServiceRelease\temp\cotaticity\MeetingId_1393\Packet\Docx\5125\6348\1.docx Name of
Committee
Hours/Duties
Sonoma Water
Advisory
Committee (WAC)
Dept.: Public Works
Hours: Meetings typically held from 9-12 am on 1st Monday of the month at the Santa Rosa Utilities Field Office. 3 hours every month for WAC Board meetings, plus time for preparation, travel, etc. Agendas and related documents are lengthy and very time consuming to review. Allow 10 hours minimum per month Duties: Weigh in on issues related to SCWA water supply. The continuing Potter Valley Project issue is time consuming and may also require out of state travel to advocate on behalf of the City.
Qualifications: Should have an interest in and background in regional water supply issues. It will be especially important as the City deals with these issues. *This is a critical assignment. If the representative does not attend the City does not get a vote. Staff are not able to vote on behalf of the City.
Groundwater
Sustainability
Agency (Santa
Rosa Plain)
Dept: Public Works
Hours: Typically 2nd Thursday, every other month, 1-3:30 PM Duties: Administered by Sonoma Water, Cotati sits on the GSA Board for the Santa Rosa Plain. This board reviews groundwater management activities and oversees monitoring.
Qualifications: Should have an interest in and background in regional water supply issues.
League of
California Cities’
Annual Meeting
Voting Delegate
Votes on resolutions at the annual business meeting during the Cal Cities annual conference. Generally Mayor and Vice Mayor, unless one or both are unable to attend.
Liaisons
Chamber of
Commerce
Attend monthly Chamber of Commerce Board of Director’s meetings on the 2nd Tuesday at 5:15 p.m.
Sonoma Mountain
Twilight Rotary
Club
Hours: 1st and 3rd Thursdays of the month at 6 pm.
Location: Stony Point Rm, Cotati Community Center, 201 West Sierra Avenue Duties: Attend meetings on behalf of the City.
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C:\PGCompilerServiceRelease\temp\cotaticity\MeetingId_1393\Packet\Docx\5125\6348\1.docx Name of
Committee
Hours/Duties
Regional Committees/Boards
Appointments as Indicated
Joint Cotati City Council/Rohnert Park City Council Appointments Sonoma County
Homeless
Coalition Board of
Directors
(Cotati-Rohnert
Park
Representative)
Dept.: City Manager
Hours: Monthly meetings of Board, currently with various subcommittee appointments. Board meetings typically 4 hours each (1 – 5 pm). Allow for 12 hours per month, with an additional 4 hours per month of meeting preparation.
Duties: To ensure a well-functioning homelessness system of care in Sonoma County that works for the entire county.
Qualifications: Can be staff, elected, or citizen jointly appointed by the Cotati and Rohnert Park City Councils. Dense subject matter, so an understanding of homelessness systems or long-term appointment to be conversant in the subject matter desirable.
Mayors’ and Councilmembers’ Association Appointments
Executive Board
and City Selection
Committee
Member and alternate established by Gov’t Code § 50270 et seq League of
California Cities’
North Bay Exec.
Board
Appointed by the Mayors’ and Councilmembers’ Association Board of Directors; term expires TBD
Board of Supervisor Appointments (Recommended City Selection Committee) LAFCO Dept.: Board of Supervisors appointment; Recommended by City Selection Committee; current 4 year term expires 5/2027
Hours: Monthly in the Board of Supervisors’ Chamber on the first Wednesday at 2:00 p.m.
Duties: To regulate the boundaries of cities and special districts. 99 of 201
C:\PGCompilerServiceRelease\temp\cotaticity\MeetingId_1393\Packet\Docx\5125\6348\1.docx Name of
Committee
Hours/Duties
Measure “O”
Oversight
Committee
(County Mental
Health Tax)
Dept: Board of Supervisors appointment; Recommended by City Selection Committee; current 3 year term expires 12/7/2024.
Hours: Approximately quarterly, meetings currently held virtually. 4:30 – 6:00 p.m.
Duties: Review the receipt and expenditures of Measure O revenue, including the County’s annual independent audit in conjunction with the County’s budget process. Produce an annual oral or written report on its review which shall be considered by the Board at a public meeting. The committee’s responsibilities shall not include decision-making on spending priorities, financing plans or tax rate projections or assumptions and the committee shall have no authority to direct, nor shall it direct, County or City staff or officials.
POSITIONS HELD BY COTATI CITIZENS
(APPOINTED BY CITY COUNCIL OR
THE BOARD OF SUPERVISORS, AS NOTED)
Name of
Committee
Hours/Duties
AB 939 Local Task
Force
Dept.: City Manager
Hours: Bi-monthly - Second Thursday of the month - 1:30-3:00 p.m. - at Sonoma County Department of Transportation & Public Works
Duties: To develop goals, policies, and procedures which are consistent with guidelines and regulations adopted by the Board, to guide the development of the Siting Element of the County-wide integrated waste management plan.
Library
Commission –
Sonoma County
Library
Dept.: N/A
Hours: Meets at Santa Rosa City Hall, generally meets monthly on the first Monday, but the day may vary, with additional special meetings as needed.
Duties/term: Council-appointed citizen commissioner.
Marin/Sonoma
Mosquito and
Vector Control
District
(MSMVCD)
Dept.: N/A
Hours: Board of Trustees meet monthly at MSMVCD headquarters in Cotati at 6:00 p.m. on the 2nd Wednesday of each month.
Duties/term: City Council appointed for 2 or 4 year terms. 100 of 201
C:\PGCompilerServiceRelease\temp\cotaticity\MeetingId_1393\Packet\Docx\5125\6348\1.docx Climate Action
Advisory
Committee
(CAAC)
Dept. City Manager. Two representatives are chosen by each RCPA Board members from their respective jurisdictions.
Duties: The CAAC provides information and advice to the Regional Climate Protection Authority (RCPA) Board, staff and project consultants during the development and implementation of climate action programs. The CAAC does not take official votes or make direct recommendations to any hearing body and consists of stakeholders selected by the RCPA Board of Directors, to represent a diversity of viewpoints and areas of technical expertise.
Hours: The CAAC meets quarterly on the 2nd Friday in January, April, July, and October.
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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: February 25, 2025
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 2023-01: 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 2023-01 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]. 102 of 201