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, April 01, 2025
6:00 PM SPECIAL MEETING – GENERAL FUND STUDY SESSION
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://www.youtube.com/@cityofcotati7280
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/86773803767?pwd=5KVPuakwLbJYgjyQFUHYBzZaNMRLCX.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: 867 7380 3767 Passcode: 779485
+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 April 01, 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. 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 – SPECIAL MEETING – FEB 18, 2025
6. PUBLIC COMMENT
Pursuant to California Government Code section 54954.3(a), members of the public wishing to address the Council/Board may do so at the beginning of the special meeting, and such comments shall be limited to the special meeting topic.
7. STUDY SESSION
A. DRAFT FINAL STRATEGIC PLANNING SUMMARY
It is recommended that the City Council review and approve the City’s Vision, Mission and City Council Strategic Goals and Objectives for budget years FY 25-26 and FY 26-27.
B. BUDGET STUDY SESSION FOR GENERAL FUND FOR FISCAL YEARS 2025/26 AND Cotati City Council Packet April 01, 2025
2026/27
It is recommended that the City Council facilitate a budget study discussion on the General Fund Operations Revenues and Expenditures for Fiscal Years 2025/26 and 2026/27.
8. INFORMATION RECEIVED AFTER THE AGENDA WAS POSTED
9. 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 March 28, 2025. /s/ Kevin Patterson, Deputy City Clerk
Cotati City Council
Agenda Staff Report
Item type: REGULAR AGENDA (ACTION)
To: City Council
Subject: DRAFT FINAL STRATEGIC PLANNING SUMMARY
Date: April 1, 2025
Written by: Damien O'Bid, City Manager
Recommendation
It is recommended that the City Council review and approve the City’s Vision, Mission and City Council Strategic Goals and Objectives for budget years FY 25-26 and FY 26-27.
Background
The City Council previously discussed the Vision, Mission and Strategic Goals at public meetings on January 21,2025 and February 18, 2025. Additionally, at the meeting on February 18, 2025, staff provided updates on current projects and programs as well as proposed projects and programs for FY 25-26 and FY 26-27. The City Council provided feedback, as is indicated in the meeting minutes and staff updated the project/program lists for final review with this General Fund budget study session.
Even through this is the start of a 2-year budget, it is anticipated that the list of projects and programs will be revisited as needed and with the budget adjustments prior to the start of the second budget year.
Analysis/Discussion
As staff was finalizing the Strategic Goals and Objectives, it appeared that there were some gaps in the objectives. Staff added some objectives to fulfill the Goals, which are included highlighted in yellow.
Additionally, with the final Vision statement, it appeared to be too similar to the Mission statement. To make it consistent but distinct, simple and easy to remember, staff are proposing a new version of the Mission statement, as indicated on the Strategi Goals and Objectives. The prior mission statement is shown in strikethrough. Note that the Vision is the aspirational statement of where we want to go, while the Mission statement is the operational statement of how we are getting there. Of course, the Goals and Objectives provide further detail as we eventually set our programs and projects. The intent is an internally consistent, hierarchical flow from vision down to projects and programs.
Once the City Council has approved the final set of programs and projects, City staff will complete the draft metrics to measure progress in achieving the Goals and Objectives. It is expected that staff will return with these metrics at the April 15, 2025 Capital Project and Special Revenue Budget Study Session.
Financial Considerations
The financial considerations of the Strategic Goals and Objectives are incorporated in the draft General Fund budget.
Environmental Issues
Adopting a final Vision, Mission and Strategic Goals and Objectives does not constitute a project under CEQA, so is exempt.
DRAFT
1 c:\pgcompilerservicerelease\temp\cotaticity\meetingid_1417\packet\docx\5275\6386\1.docx VISION: COTATI WILL BE A CONNECTED, RESILIENT AND INCLUSIVE CITY WHERE WE HONOR OUR PAST AND SHAPE OUR VIBRANT FUTURE TOGETHER.
MISSION: BUILDING A VIBRANT AND SUSTAINABLE CITY FOR CURRENT AND FUTURE RESIDENTS, BUSINESSES AND VISITORS. MAXIMIZE COMMUNITY SAFETY, HAPPINESS
AND FISCAL STRENGTH
2025-2027
GOALS AND OBJECTIVES
1. Goal 1: Livability and Infrastructure
. Objective: Excellent Public Infrastructure
. Invest for continual improvement of the infrastructure i. Provide clean, well-maintained parks and public buildings that are community assets, exceed expectations and promote community gathering ii. Provide clean, well-maintained public streetscapes that exceed expectations
iii. Deliver clean, reliable drinking water, reduce water loss and improve conservation
iv. Well maintained and reliable sewer systems
v. Well maintained storm drain system that improves water quality and prevents undesirable flooding
vi. Pursue grants and alternative funding sources
a. Objective: Housing Opportunities for All
. Promote housing options for all residents. Work to maintain and grow housing options for all residents
i. Actively pursue potential financial mechanisms or partnerships to expand affordable housing options.
ii. Orient business practices to simplify, facilitate and streamline permitting iii. Explore options to reduce total costs to produce housing b. Objective: Fast, Helpful Customer Service
. Go out of our way to assist customers
i. Seek out innovative ways to provide better customer service ii. Low barrier review of ideas/projects up front
iii. Clear written requirements and rapid timelines for review
2. Goal: Balanced City Budget and Economic Development.
DRAFT
2 c:\pgcompilerservicerelease\temp\cotaticity\meetingid_1417\packet\docx\5275\6386\1.docx a. Objective: Strong City Finances
. Focus on financial vigilance and cost control
i. Balanced budget for long term sustainability
ii. Clear, transparent and accurate accounting and financial documents that incorporate best practices
iii. Pursue new revenue opportunities to support city services and infrastructure
iv. Continually improve service delivery through joint procurement, leveraging internal and external staffing resources, and developing systems, policies and procedures to streamline processes for more efficient use of public funds and expanded staff capabilities
a. Objective: Grow the Economy
. Regional promotion to attract new businesses and development Work with Chamber to promote our businesses
i. Promote ordinances and processes that encourage business development ii. Continually update processes and City requirements, as appropriate, to encourage new businesses, jobs and revenue growth
3. Goal: Promote community connections and encourage participation . Objective: Promote programs that bring the community together and build a sense of place
. Prioritize public information and awareness of available public programs and services
i. Promote programs that encourage a sense of connected neighborhoods
4. Goal: Ensure Community safety & resiliency
. Objective: Provide a safe community for all residents, businesses, and visitors . Improve emergency preparedness, including wildfire preparedness i. Mitigate and adapt to the impacts of climate change, in accordance with adopted City Council policies
ii. Improve road safety for all users
iii. Safe neighborhoods, parks and public spaces
DRAFT
3 c:\pgcompilerservicerelease\temp\cotaticity\meetingid_1417\packet\docx\5275\6386\1.docx iv. Improve crime prevention in businesses
5. Goal: Promote an equitable, compassionate, and healthy community that honors diversity as a source of strength
. Objective: Ensure that all city government operations are inclusive and equitable. . Fairness in hiring and promotions, greater opportunities in contracting, and equitable services to all residents.
a. Objective: Advance equity and health in the community . Partner with Cotati residents and stakeholders, other jurisdictions, and non-governmental organizations.
Cotati City Council
Agenda Staff Report
Item type: REGULAR AGENDA (ACTION)
To: City Council
Subject: BUDGET STUDY SESSION FOR GENERAL FUND FOR
FISCAL YEARS 2025/26 AND 2026/27
Date: April 1, 2025
Written by: Angela Courter, Director of Administrative Services Recommendation
It is recommended that the City Council facilitate a budget study discussion on the General Fund Operations Revenues and Expenditures for Fiscal Years 2025/26 and 2026/27.
Background
Summary
With the guidance provided by the City Council and the community during the facilitated Budget Planning Workshop on January 21, 2025 and the Strategic Planning Session held on February 18, 2025, staff has compiled the attached draft budget of the Operating General Fund which includes the following:
- All departments evaluated budget needs based on the City’s priorities when preparing their 2025/26 and 2026/27 budgets. To build this budget, each department started with a zero expenditure budget and re-built their budgets verifying and justifying every expense. - Estimated General Fund Revenues for the rest of fiscal year 2024/25 (inclusive of Measure S) are estimated to be approximately 4% higher than the adopted budget. - General Fund Revenues for budget year 2025/26 assume an approximate 2% increase when compared to the Adopted Budget for FY (Fiscal Year) 2024/25. Budget Year 2026/27 assumes an approximate 3% increase when compared to the Proposed Budget for FY (Fiscal Year) 2025/26.
Proposed General Fund expenditures for FY 2025/26 include increases for continuity of operations with key increases due to:
- Operating Contracts such as property and liability insurance, health insurance, and legal is expected to continue to have annual large cost increases, projected at between 15-20% for FY 25-26, which adds approximately $100k in new expense each year with the total cost of insurance now exceeding $1M per year. Utility Costs (PG&E) for are still increasing higher than CPI and estimated to increase 7% for Fiscal Year 2025/26, along with planned changes in water costs in accordance with the water/sewer rate study.
We also have a new contract proposed for evaluating an Enhanced Infrastructure Financing District (EIFD) as well as third party evaluation of the City’s permitting processes to further institute best practices. IT contractor costs are shown as flat in the draft budget, as City staff are still working through the planned work and associated costs. Finally, the budget includes approximately $70k in additional legal costs for FY 25-26 and $35k in FY 26-27 to fund current litigation outside of CIRA.
- Personnel Costs - minor staffing changes related to expected promotions including police department Seargent and Corporal vacant positions and the city mangers City Clerk position.
- All effective MOU’s are included with projected costs. The CEA Labor Union agreement will expire before 2026/27 as such the budget estimates a CPI increase in the second year but no other adjustments. The Non-Rep group agreement will be subject to negotiations during 2026/27 and such the budget includes only contract amounts for required salary studies. - In all departments, the budget assumes that all positions are filled for the full year, which is a conservative assumption, as actual staff costs are likely to be less due to vacancies.
Additionally, Police overtime accounts for most of the potential overtime costs at the current vacancy factor. If positions remain filled, the salary costs will be closer to the budgeted estimate, but overtime costs should be less than budgeted, or vice versa. - The City Council budget includes the annual contribution budget ($25k). - There are no additional CalPERS Additional Discretionary Payments (ADP’s) planned for either budget years 2025/26 or 2026/27. This will be evaluated with Ridgeline consultants and brought back to council during the budget years for consideration.
Repairs and Maintenance
City Staff have included funds for repairs to be made to the Cotati Room including reflooring, lighting, paint. Additionally, to continue to improve security and access controls around City Hall, we have also included funds to start installation of a digital lock system.
Vehicle Replacements
The draft budget includes continued investment in vehicle replacements and operating funds for minor repairs at City Parks, along streets and in City buildings. Major repairs will be included in the forthcoming Capital Improvement Program budget.
For fiscal year 2024/25 the intended vehicles for purchase were reevaluated and the police department used minor funds to repurpose the existing fleet, and the public works department did not require the heavy vehicle as was budgeted. For the budget years the vehicles currently planned for replacement consist of one police vehicle and one public works utility truck each proposed budget year. Additionally, included are some minor equipment replacements for the public works.
Professional Services
Allocated contracts provided in the attached budget summary, the budget assumes funding for an updated impact fee study update ($42k), Economic Development work ($25k), elections expenses ($20k), and a contingency reserve for design for a Microgrid/EV Charging Infrastructure Design project ($75k). Note that no General Fund update funding is included in this draft budget.
Veronda Falletti Ranch & SAFE
Lastly, this budget has continuing operating expenses related to the Veronda-Falletti Ranch (approximately $200k). The General Fund will also continue to fund the SAFE team (approximately $145k) with operating transfers to the Grant Fund which holds the program costs due to previously received grant matching from the County. The charges for SAFE will be presented with the next presentation as the charges are accounted for within the Grants fund due to grant funds available from Measure O. Both expenditures are the largest discretionary operating expenses in the General Fund.
Analysis/Discussion
Overall, the budgets are in line with the best City revenues estimates now, using independent tax forecasting experts who develop estimates based on Cotati’s specific mix of businesses. The proposed budget is conservative in terms of expenditure and revenue forecasts. The City Council has continued to prioritize supporting robust reserves more than the required reserve of 25% of operating expenditures to protect city services against economic disruptions. Therefore, this fiscally conservative approach allows the proposed budget to protect essential operations.
Financial Considerations
General Fund
Preliminary General Fund budget projects an operating surplus of approximately $1.8M ($11.4M in net revenue and $9.6M in operating expenses) for Fiscal Year 2024/25. For both budget years 2025/26 and 2026/27 the estimated Net Operating Revenues are $692K and $796K respectively.
While this budget does include the annual pre-payment of the pension UAL, it does not include Additional Discretionary Payments (ADPs) or UAL re-amortization costs. The proposed budget does include capital equipment, repairs and maintenance and debt service costs, but does not include any capital improvement expenses, which will be discussed at the next budget study session.
The total estimated actual General Fund revenues for FY 2025-26 are $11,224,828, of which $5,867,000 or 52% is from Sales Tax (including Measure S sales tax). Then in FY 2026/27 the total estimated actual General Fund revenues are $11,529,761, of which $6,054,950 or 53% is from Sales Tax (including Measure S sales tax).
Environmental Issues
This action is exempt from the California Environmental Quality Act (CEQA) because it is not a project which has a potential for resulting in either a direct physical change in the environment, or a foreseeable indirect physical change in the environment, pursuant to CEQA Guideline section 15378.
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: April 1, 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].