RESOLUTION NO. (XX)
RESOLUTION OF THE COUNCIL OF THE CITY OF COTATI APPROVING THE
PURCHASE OF A DIGITAL SIGN AND APPROVING AGREEMENTS FOR THE
INSTALLATION AND SOFTWARE LICENSES FOR REPLACING THE EXISTING
MARQUEE, AND AUTHORIZING THE CITY MANAGER TO EXECUTE SAID
AGREEMENTS AND APPROVE ANY NEEDED CHANGE ORDERS OR
AMENDMENTS UP TO THE APPROVED BUDGET AMOUNT
WHEREAS, the City of Cotati’s Marquee Board is in need of replacement because the letters are difficult to read from a moving vehicle, it is time consuming to update the message, the letter supports have aged and the letters do not stay in place, and the structure supporting the message board is rusty with peeled paint; and
WHEREAS, a video message board would be an improvement to the existing static board and would replace the board at its present location, and the location itself has been effective being on a busy intersection with visibility for both drivers and bicycle and pedestrians; and
WHEREAS, the Marquee Board replacement project replaces the existing marquee at Old Redwood Highway and East Cotati Avenue with a new LED digital display, and this digital display would provide high resolution and almost limitless options for message formatting, and, as is common with video message boards, the board display can use a slide deck of messages to rotate through; and
WHEREAS, careful attention must be given to ensure the resolution and brightness of the video board is crisp and clear and visible from those walking or those in their cars and access to the messaging software is secure with password protection with dual authentication; and WHEREAS, video boards of different resolutions and sizes, all with LED displays, are available and used by municipalities and businesses throughout California and, Staff determined the preferred approach, of preserving the Marques structure, and switching out the existing static display with a video display of a nearly identical size, was feasible; and WHEREAS, the work would include the removal of the existing static marquee cabinet and frame and mounting the video display to the existing concrete decorative columns and, therefore, maintaining the original columns, concrete pad, and wood lattice shade structure in place; and
WHEREAS, for power, the existing marquee has fluorescent lights powered by a PG&E service which also powers the traffic signal, and the service is sized sufficiently to meet the requirements of a large LED video display; and
WHEREAS, Staff has requested and received a quote from Vantage LED to provide a Video Display of acceptable resolution and the quote includes associated software and equipment to locally and remotely change the message and with a high level of security and recommends it for approval; and
WHEREAS, Staff has requested and received proposals from contractors for the refurbishment of the Marquee structure, installation of the video display, and connecting the video display to power, and have reviewed the proposals and finds them to be fair and reasonable and recommends them for approval; and
WHEREAS, this project was not included in the City’s FY 2025/26 Budget and, therefore, a budget amendment transferring $67,000 from the City’s unappropriated General Fund to the Project’s account is requested; and
WHEREAS, this action is found to qualify for a Class 1 Categorical Exemption under CEQA Section 15301 in that the project consists of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of the existing or former use
NOW THEREFORE BE IT RESOLVED, that the City Council of the City of Cotati hereby determines:
1. The recitals stated above are true and correct and incorporated herein, and
2. The purchase of the video display from Vantage LED and associated software for messaging is approved, and
3. A standard service agreement with Coastside Concrete General Construction, Inc. for mounting the digital sign and refurbishing the existing marquee structure is approved,
4. A standard service agreement with O’Rourke Electric to provide electrical to the sign is approved, and
5. A transfer of $67,000 from the unappropriated General Fund to the Project account is approved, and
6. The City Manager is authorized to amend the budget as stated above and execute said video display and software purchases and associated agreements and any needed change orders up to the authorized project budget amount of $67,000, and
7. The existing administrative policy will be updated to govern the use of the digital display to provide clear guidance on the format of digital messaging, including the following elements:
a. The intent is utilize the benefits of digital signage (larger text, rotating messages), but using simple grey scale text with a solid color background, such as white, black or light beige, similar to the existing signage. b. During normal usage, full color will only be used for items such as the City seal.
c. No video will be displayed and text animations will be simple with the goal that they are not distracting to motorists.
d. The one policy exception to this will be during emergencies, typically defined as a declared emergency, or as determined by the City Manager, where full color is proposed to be used to draw attention to the marquee when there is significant threat to life or safety.
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 April 28, 2026, by the following vote, to wit:
Approved:___________________________
Mayor
Attest:______________________________
Kevin Patterson, City Clerk
Approved as to form:______________________________
City Attorney