August 4, 2026 Special Minutes
SPECIAL MEETING of the ROSS TOWN COUNCIL
TUESDAY, AUGUST 4, 2026
Held In-Person and Teleconference via Zoom
1. 6:43 p.m. Commencement.
Mayor Julie McMillan; Mayor Pro Tem Elizabeth Robbins; Council Members Teri Dowling; Bill Kircher, Jr., Mathew Salter (participated remotely); Town Manager Christa Johnson; Town Attorney Mariam Sleiman.
2. Posting of agenda/changes to agenda.
Town Manager Christa Johnson confirmed the agenda was posted according to government requirements and there were no changes to the agenda.
3. Open Time for Public Expression.
Michael Rosenbaum asked that the Council agendize an item for its September Council meeting to discuss the financial impact of the FORF initiative, to instruct the Town Manager and Treasurer to produce a detailed accounting of all costs incurred by the Town, to issue a demand to FORF for reimbursement to the Town of all costs incurred due to the FORF Citizens’ Initiative, make finances public, and asked Bob Herbst, FORF President to write the check and reimburse the Town prior to the election.
Mayor McMillan opened the public comment period, and there were no speakers.
4. Town Council to Decide if it Wants to Adopt Resolution No. 2648:
• Approving a Professional Services Contract with Gensler, Inc. for Facilities Master Plan Amendment Services in an Amount Not to Exceed $286,879; • Establishing a Facilities Master Plan Amendment Project with a Total Project Budget of $320,000;
• Appropriating $320,000 from the Undesignated Operating Fund Balance in the Fiscal Year 2026/27 Budget for Implementation of the Project; and • Authorizing the Town Manager to Execute the Professional Services Agreement with Gensler, Inc.
Town Manager Johnson gave the staff report, historical account, and brief overview of the matter. Assuming Town Council approval tonight, Town staff has a kick-off meeting scheduled on Monday with the consultants. They anticipate needing to hold several special meetings with the Council during this 12-week period to keep the project moving forward. She will accept the Council’s previously stated offer to meet as often as needed and asked that the Council set aside the fourth Thursday of the coming months--more specifically, August 27, September 24, October 22 and November 19. For some reason any meetings are not needed, they can be canceled.
In summary, approval of the proposed agreement via Resolution No. 2648 will authorize preparation of a comprehensive amendment to the 2023 Facilities Master Plan that will validate and refine the Town Council’s preferred Civic Center concept, update project costs and implementation strategies, and provide the technical foundation for future environmental review, financing and consideration of a potential 2027 bond measure.
August 4, 2026 Special Minutes
2 The proposed agreement represents the culmination of a competitive procurement process and successful negotiations that have resulted in a technically comprehensive, schedule-driven scope of work appropriate for the amendment of the Facilities Master Plan. Approval of the agreement will allow the Town to complete the technical evaluation directed by the Town Council and position the Town to consider future financing and implementation decisions.
It is recommended that the Town Council hold the public hearing and decide if it wants to adopt Resolution No. 2648 which will do the following:
• Approve a Professional Services Contract with Gensler, Inc. for Facilities Master Plan Amendment Services in an Amount Not to Exceed $286,879; • Establish a Facilities Master Plan Amendment Project with a Total Project Budget of $320,000;
• Appropriate $320,000 from the Undesignated Operating Fund Balance in the Fiscal Year 2026/27 Budget for Implementation of the Project; and • Authorize the Town Manager to Execute the Professional Services Agreement with Gensler, Inc.
Mayor McMillan confirmed there were no questions from Council Members and moved to Council discussion.
Mayor Pro Tem Robbins voiced support of the agreement and in choosing Gensler, suggested the need for widespread community outreach in order to get the bond measure passed, and noted that Dan Winey has offered to take part in meetings moving forward.
Mayor McMillan said there will likely be two meetings a month where the Council, the public and community members can participate and provide feedback
Council Member Dowling voiced support of the idea of having stakeholders participate and suggested including Age Friendly Ross, school officials, and parts in the community that will be involved in voting for the G.O. Bond.
Town Manager Johnson stated Gensler provided the names of their project team members in their scope of work and staff and the Council can do its best to get the word out about the special meetings, what decision points are being brought to the Council to engage the community and this occurs in a public setting with all Council Members. Staff will be working with the Gensler project team to get work done because the 12-week schedule is a tight turn-around time.
Council Member Dowling thanked staff for the quick turn-around time and work to have this meeting tonight.
August 4, 2026 Special Minutes
3 Mayor McMillan said in reflecting where the Council was, in January was a contentious discussion about options and trying to go forward. Thanks go to the CAC and its members who came up with a brilliant compromise and with Dan Winey’s input, this is a huge milestone in building consensus and turning a corner for the community. She is optimistic that they will get this done in 12 weeks, be able to have good financial information to put something on a ballot, hopefully in March 2027, and get the project started and delivered in order to keep the paramedics here and deliver a new facility to them by January of 2029.
She commented that this would not have happened without FORF’s efforts and she thanked them for pushing hard and moving forward. They have helped the Town reach a beautiful place with a gorgeous facility and they can preserve the option of dealing with the building now and with the fire station and operations down the road, and she asked for a motion.
Council Member Dowling moved, and Mayor Pro Tem Robbins seconded, to adopt Resolution No. 2648 approving a Professional Services Contract with Gensler, Inc. for Facilities Master Plan Amendment Services in an Amount Not to Exceed $286,879; Establishing a Facilities Master Plan Amendment Project with a Total Project Budget of $320,000; Appropriating $320,000 from the Undesignated Operating Fund Balance in the Fiscal Year 2026/27 Budget for Implementation of the Project; and Authorizing the Town Manager to Execute the Professional Services Agreement with Gensler, Inc. Motion carried unanimously (5-0) by roll call vote.
RECESS
Mayor McMillan called for a recess at 7:00 p.m. and thereafter reconvened the special meeting at 7:05 p.m.
5. Town Council to consider adopting Resolution No. 2647:
(1) Acknowledging the proponent’s timely withdrawal of the Friends of Ross Firehouse Initiative (Initiative) under Elections Code section 9215.5; and (2) Rescinding Resolution No. 2609, which ordered the Initiative submitted to the voters and requested consolidation with the November 3, 2026, election and requesting the Marin County Board of Supervisors and County Elections Official to remove the measure from the November 3, 2026, consolidated ballot.
Town Attorney Miriam Sleighman gave the staff report and overview of the matter.
Mayor McMillan opened the public comment period.
Stephanie Demarco, FORF, said when FORF created the ballot initiative 1 ½ years ago, they had three goals: To preserve the architectural legacy of the historic John White building, preserve the option of restoring local fire operations and emergency response in the future, and accomplish this in a fiscally responsible fashion. With the CAC plan and with Gensler as the architect, they believe the Town is on the right path; it is a great outcome for the citizens, and they hereby withdraw the initiative.
August 4, 2026 Special Minutes
4 Council Member Salter said he thinks this is a wonderful moment for the Town, appreciates FORF stepping forward, withdrawing the measure and saving the Town from a divisive campaign in November. He thinks the goal is clear—that the citizens have spoken and he has no doubt that over 50% would have voted to restore fire and medical services in town. It is now on the Town to follow through with this town by building a facility that can support an operational fire station.
Mayor Pro Tem Robbins moved, and Council Member Dowling seconded, to adopt Resolution No. 2647 acknowledging the proponent’s timely withdrawal of the Friends of Ross Firehouse Initiative (Initiative) under Elections Code section 9215.5; and rescind Resolution No. 2609, which ordered the Initiative submitted to the voters and requested consolidation with the November 3, 2026, election and requesting the Marin County Board of Supervisors and County Elections Official to remove the measure from the November 3, 2026, consolidated ballot.
Motion carried unanimously (5-0) roll call vote.
6. Town Council to consider approval of the argument language in support of the Ross Valley Paramedic Authority (RVPA) parcel tax renewal measure to be submitted to the County of Marin Elections Office for the November 3, 2026, General Municipal Election, and decide who should sign the argument on behalf of Councilmembers (i.e., Mayor, all five Councilmembers, or a portion thereof).
Town Clerk/Senior Management Analyst Zach Koblick de Leon gave the staff report and overview of the matter, noted the Council has opted to submit a written argument in favor for the Voter Information Guide, and the proposed argument language is included as Attachment 1 which he described. Since publication of the agenda, he learned that the current draft went slightly over the 300-word limit at 305 words and will need minor trimming prior to submission. The deadline to submit the argument to him no later than August 14th with a deadline to be submitted to the Marin County Elections Office no later than end of business on Monday, August 17th. Staff recommends the Council amend and approve the argument language.
Mayor McMillan confirmed there were no questions of Council Members.
Council Members briefly discussed the counting of words by Mr. Koblick de Leon and the County.
Council Members suggested and agreed on the following edits:
• Revise the third paragraph from “Local paramedic funding is now set to expire…” with “Local paramedic funding will expire…; (2 words)
• Revise the second paragraph from “Voting ‘Yes’ on ____ will ensure” to “Voting yes will…” (2 words) which occurs again before the first set of bullet points (2 words); and again “Voting yes continues strict fiscal accountability” (2 words); and then the last occurrence will be kept as is at the very end which brings them to -11 which is 6 below the 300 word limit.
• Revise the 4th bullet point which states, “Funds for Measure ‘x’ may only be used” and replace it with “Funds may only be used for local paramedic services.” • Add 3 words to the second to the last line of the first paragraph: “As our community has grown and emergency medical services evolved, dedicated local paramedic funding now helps supports two ambulances as well as state-of-the-art fire department units with trained paramedics and equipment aboard fire engines….” August 4, 2026 Special Minutes
Mayor McMillan suggested each Council Member sign the argument, and Council Members agreed. They again confirmed with the Town Clerk the specific deadline to get the argument signed and to the County as August 14
th and 17
th.
Mayor Pro Tern Robbins moved, and Council Member Dowling seconded, to approve the argument language, as amended, in support of the Ross Valley Paramedic Authority (RVPA) parcel tax renewal measure to be submitted to the County of Marin Elections Office for the November 3, 2026, General Municipal Election and that all five Council Members sign the argument. Motion carried unanimously (5-0) roll call vote.
7. Adjournment.
The meeting adjourned at 7:27 p.m.
ATTEST: .---,
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Z chary)(oblick de Leon
cwn/Clerk/Senior Management Analyst
lie M illan, Mayor
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