CITY OF SEBASTOPOL
CITY COUNCIL
AGENDA ITEM REPORT
COVER SHEET
Meeting
To:
From:
Subject:
Recommendation:
April 5, 2022
Honorable Mayor and City Councilmembers
City Administration
Calendar Year 2022 City Council and City Staff Committee Assignments That the Mayor and City Council Consider of Amendment to City Council / City Staff Committee Assignments as follows:
• City Council Ad Hoc Committee on the City Wide Staffing Assessment (Requestor: City Administration/Administrative Services) Funding: Currently Budgeted: _____ Yes _____ No _xxx____ N/A Net General Fund Cost: $
Amount: $
This item is to request City Council Consider Amendment to City Council / City Staff Committee Assignments:
a. Request for Second City Council Appointee to the City Wide Staffing Assessment Study Ad Hoc Committee (Requestor: City Administration)
b. Disbanding Locals Who Make a Difference Committee (Requestor: Committee Members/Responsible Department: Public Works)
c. New Liaison Roles: Map Your Neighborhood and Sebastopol Neighborhood Communications Unit (Requestor: Councilmember Rich/Fire)/Item to include presentation by MYN/Skip Jirrels, a presentation by SNCU (Stan Green)
Attached are staff reports pertaining to each committee assignment above.
Agenda Item Number: 16 Agenda Item Number: 16
City Council Meeting Packet of: April 5, 2022
CITY OF SEBASTOPOL
CITY COUNCIL
AGENDA ITEM REPORT
Meeting April 5, 2022 (This item was continued from the March 15, 2022 City Council Meeting) To: Honorable Mayor and City Councilmembers
From: City Administration
Subject: Calendar Year 2022 City Council and City Staff Committee Assignments Recommendation: That the Mayor and City Council Consider of Amendment to City Council / City Staff Committee Assignments as follows:
• City Council Ad Hoc Committee on the City Wide Staffing Assessment (Requestor: City Administration/Administrative Services) Funding: Currently Budgeted: _____ Yes _____ No _xxx____ N/A Net General Fund Cost: $
Amount: $
Account Code/Costs authorized in City Approved Budget: _AK___(verified by Administrative Services Department) There is no impact with this action tonight as the staffing assessment Phase 1 was included in the approved FY 21-22 City Budget.
INTRODUCTION/PURPOSE:
This item is to request City Council Consider Amendment to City Council / City Staff Committee Assignments as follows:
• City Wide Staffing Assessment City Council Ad Hoc Committee BACKGROUND:
Each year, the City Council makes appointments to the various committees. There are four different types of committee that include: 1) City membership in a separate agency where the representative is a member of the governing board; 2) the City representative is a member of an advisory committee that makes recommendations to another public agency; 3) a Council member or Staff member is appointed as a liaison to a special committee; and 4) other miscellaneous committees.
On July 6, 2021, the City Council approved a budget for an overall staffing assessment study. Based on the recommendations of our HR Advisor, the recommendation plan for effective, efficient and appropriate staffing across the City, there are two parts to this workplan:
Phase 1
Part 1: Planning Phase cost was approved: $15,000.
This includes meetings and interviews with department stakeholders, a review of current staffing profiles and duties, a look at where each department, the City, and the City Council wants to go in the future, a look at best practice models in similar size cities, and development of a report of findings.
Phase 2:
Part 2: Implementation Phase estimated cost of $50,000 to be built into FY22-23 budget a. Development or revision of classification specifications b. Issue a report of program change business case arguments c. Implementation strategies and City Council report
d. Recruitment and selection
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City Council Meeting Packet of: April 5, 2022
DISCUSSION:
At the March 1, 2022 City Council Meeting, the City Council approved creation of a City Wide Staffing Assessment Ad Hoc Committee and appointed Vice Mayor Hinton to the Committee and deferred appointment of a second City Councilmember to this committee. This committee is tasked to review the City Wide Staffing Assessment with the goal to guide the City to achieve a clear understanding of the current state of staffing, the desired future plan of sustainability and succession planning for City department functions and how the City can achieve that result.
The Council is asked tonight to appoint a second City Councilmember to the Ad Hoc City Wide Staffing Assessment Committee to review the results of Phase 1.
The City’s HR Consultant, RGS, is expected to submit a report to the City Administration with a proposal to the overall staffing assessment and recommendation plan for effective, efficient and appropriate staffing across the City. Staff recommends the Council appoint a second City Council appointee so that meetings can begin with this Committee to begin working with the City Staff and HR Consultant RGS on sustainability and succession planning for City Departments and to provide a detailed report to the City Council for review, consideration and direction to staff and RGS.
CITY COUNCIL AND/OR GENERAL PLAN GOALS:
Goal 5 - Provide Open and Responsive Municipal Government Leadership
5.3 Develop and Implement a Program to evaluate delivery of City Services to Community Goal 6 - Maintain a highly qualified Staff that works to provide services to serve and protect the residents, visitors and business of this community.
PUBLIC COMMENT:
As of the writing of this staff report, the City has not received any public comment. However, if public comment is received from interested parties following the publication and distribution of this staff report, it will be provided to the City Council as supplemental materials before or at the meeting. In addition, public comments may be offered during the public comment portion of the agenda item.
PUBLIC NOTICE:
This item was noticed in accordance with the Ralph M. Brown Act and was available for public viewing and review at least 72 hours prior to scheduled meeting date.
FISCAL IMPACT:
There is no impact with this action tonight as the staffing assessment Phase 1 was included in the approved FY 21- 22 City Budget.
RECOMMENDATION: That the City Council Consideration Creation of City Wide Staffing Assessment City Council Ad Hoc Committee
Attachment(s):
None
Agenda Item Number: 16 Agenda Item Number: 16
City Council Meeting Packet of: April 5, 2022
CITY OF SEBASTOPOL
CITY COUNCIL
AGENDA ITEM
Meeting April 5, 2022
To: Honorable Mayor and Honorable City Councilmembers
From: Locals Who Make A Difference City Council Subcommittee:
Councilmember Neysa Hinton
Councilmember Diana Rich
Public Works Superintendent Dante Del Prete
Responsible Department: Public Works Department
Subject: Amend Calendar Year 2022 City Council and City Staff Committee Assignments to Dissolve the Local Who Make A Difference Committee
Recommendation: That the Mayor and City Council move to dissolve the Locals Who Make A Difference Community Recognition Program as a 2022 City Committee
Funding: Currently Budgeted: Yes No X N/A
Net General Fund Cost: $0 2021/22 Funding Source: __N/A Account Code/Costs authorized in City Approved Budget (if applicable) __AK____ (verified by Administrative Services Department)
INTRODUCTION:
This item is to request City Council discuss and approve an amendment to the 2022 Calendar Year City Council and City Staff Committee Assignments to dissolve the Locals Who Make A Difference Committee.
BACKGROUND:
The Locals Who Make a Difference Recognition Program was created to acknowledge and thank members of the Sebastopol community for their contributions in helping to make Sebastopol a better place to live. The initial Locals Who Make A Difference program was approved by city council early in 2018. Since then, there have been eleven outstanding local citizens that have been awarded and identified as outstanding contributors to our Sebastopol community by city council proclamation and street banner recognition.
DISCUSSION:
As the program has evolved, it has become apparent due to wavering interest in the number of nominations received that this program should be dissolved as a city committee program. In discussion, committee members considered the idea that a variation of this program may be better served if it were to be administered by the Sebastopol Chamber of Commerce and the Sebastopol Area Senior Center. These outstanding organizations already have annual awards that recognize members of our Sebastopol community that promote positive action and contribute to the common good that creates a more friendly, inviting, and vibrant society.
The Sebastopol Chamber of Commerce and Sebastopol Area Senior Center have both expressed interest in moving forward with requesting funding through the City Sponsorship program to continue to recognize their annual nominees for Citizen of the Year and Aged to Perfection in a 6-month rotation Street Banner recognition program.
City sponsorship for the banners recognizing these individuals would continue to use the city logo and color palette design of the existing Local Who Make A Difference banner template with the wording script as the only change.
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City Council Meeting Packet of: April 5, 2022
As stated in Council Policy 84 Community Sponsorship.
“The City of Sebastopol recognizes that sponsorships play an important role in supporting our community and providing support for community events that are held for the following purposes:
• Support of nonprofit organizations, service clubs, groups or organizations serving the Sebastopol community; • Cultural, recreational and educational activities;
• Promotion of the City of Sebastopol
In order to expand access to a wide range of cultural experiences and diversified community connections for all its residents, the City of Sebastopol provides limited assistance to local organizations in support of community events that are consistent with the goals and priorities of the city and that serve a public purpose.” “Sponsorship – A sponsorship is any monetary or in-kind support from the City (City logo, City staff time, public safety services, and the use of City facilities or property, event permit fees, etc.) to the organizing agency that helps offset the costs of the event operations.”
GOALS:
4.2.2, Foster a Sense of Community by Providing and Encouraging Participation in Community Events, Volunteering, and working with Non-Profits to Support Local Events
PUBLIC COMMENT:
As of the writing of this staff report, the city has not received any public comment. However, staff anticipates receiving public comment from interested parties following the publication and distribution of this staff report.
Such comments will be provided to the City Council assupplemental materials before or at the meeting. In addition, public comments may be offered during the public comment portion of the agenda item.
PUBLIC NOTICE:
This item was noticed in accordance with the Ralph M. Brown Act and was available for public viewing and review at least 72 hours prior to schedule meeting date.
FISCAL IMPACT:
The current Locals Who Make a Difference funding identified in the 2021/22 budget of $4,500. There will not be any funding earmarked for 2022/23 budget in recognition of this program. Any future potential cost of this matter will be paid for by City community sponsorship support Policy as atted RECOMMENDATION:
That the Mayor and City Council move to dissolve the Locals Who Make A Difference Community Recognition Program as a 2022 City Committee and recognize the Sebastopol Chamber of Commerce and the Sebastopol Area Senior Center as a viable city co-sponsor to continue the street banner recognition of outstanding members of our Sebastopol community
ATTACHMENT(S):
Council Policy No. 84, Community Sponsorship
Agenda Item Number: 16 Agenda Item Number: 16
City Council Meeting Packet of: April 5, 2022
Grants and Sponsorships:
How to Choose the Right Funding Source
for Your Organization’s Needs
What Are Grants?
Grants are funds provided to organizations for use to start something new, to pay for important equipment or training, and/or to support the costs of specific projects or programs.
What is Sponsorship?
Sponsorship is an exchange of financial or in-kind support of an event for mutual marketing which includes, but is not limited to ads, promotions, logo placements, event signage.
Agenda Item Number: 16 Agenda Item Number: 16
City Council Meeting Packet of: April 5, 2022
COUNCIL POLICY
SUBJECT
COMMUNITY SPONSORSHIP
RESO NO
N/A
POLICY NO
84 EFF DATE
9/7/2021
PAGE
1 of 5
I. OVERVIEW
The City of Sebastopol recognizes that sponsorships play an important role in supporting our community and providing support for community events that are held for the following purposes:
• Support of nonprofit organizations, service clubs, groups or organizations serving the Sebastopol community;
• Cultural, recreational and educational activities;
• Promotion of the City of Sebastopol
In order to expand access to a wide range of cultural experiences and diversified community connections for all its residents, the City of Sebastopol provides limited assistance to local organizations in support of community events that are consistent with the goals and priorities of the City and that serve a public purpose.
City sponsorship reflects support of specific events by an organization. Therefore, requests for funding/fee reductions must be for events operated by an organization, as opposed to a contribution to an organization’s general operating expenses. The intent is that the general public will receive some intrinsic cultural, economic, educational, or recreational entertainment value from the event, while raising revenues to support and potentially enhance the delivery of services that support the vision of the City of Sebastopol with the aim of enhancing the connectivity between businesses and the greater community. Community sponsorships can be an effective means of generating new revenue and building community partnerships.
II. PURPOSE
The purpose of this policy is to promote significant and special community events primarily benefitting the Sebastopol community. This is not a grant program. This policy sets parameters for the approval of City sponsorships for community events conducted by local organizations. City sponsorship may consist of monetary funding and/or in-kind support. Community sponsorships can be an effective means to identify the event with the City and building community partnerships while raising revenue.
III. DEFINITIONS
Community Sponsorship Account – Account established to offset the costs of providing City support for community events. The City Council determines how much to allocate to this account through the annual budget process.
Organization – Includes nonprofit institutions and service organizations registered to do business in the State of California; groups or organizations, educational institutions, and for purposes of this policy, are those entities which have their principal location in Sonoma County, and which exist primarily to provide City of Sebastopol
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City Council Meeting Packet of: April 5, 2022
services or engage in activities for the public benefit of the Sebastopol community.
Event – A local celebration, fundraiser, cultural, recreational or educational activity that demonstrates a public benefit and/or community programs held for the primary purpose of raising funds for a City of Sebastopol or Sonoma County-based nonprofit (or not-for-profit) organization and for which other intrinsic cultural, recreational, entertainment or educational value isprovided for the benefit of the public.
Sponsorship – A sponsorship is any monetary or in-kind support from the City (City logo, City staff time, public safety services, and the use of City facilities or property, event permit fees, etc.) to the organizing agency that helps offset the costs of the event operations.
IV. GENERAL POLICY
The budget for the community sponsorship program, including determination of the source of funding to offset thissponsorship program, shall be established by the City Council each year during the annual budget process. The fiscal year shall begin July 1 of each year and end on June 30 the following year. Applications will be processed on a first-come, first serve basis.
Sponsorships will only be provided for events and organizations meeting the eligibility criteria stated in this policy (see Section VIII). City staff will review sponsorship applications and make a recommendation to the City Council for final approval. The Administrative Services Department shall be responsible for accounting for the Community Sponsorship account; and shall keep a listing of all organizations and programs receiving sponsorships through this program; and shall maintain a balance of funds available.
Special Event requirements, conditions of use for facilities and equipment, insurance and other requirements must be followed according to City policies, codes and ordinances. Failure to comply with the City permitting requirements within the time constraints will result in the organization being ineligible for future sponsorships.
V. FUNDING LIMITS
The City Council shall determine the Community Sponsorship account balance during the budget process each year. Community sponsorships may be provided to eligible organizations (see Section VIII).
In the case of partial funding for a program, costs owed to the City, other than those covered by a sponsorship per this policy, shall be paid by the sponsoring community organization and are due 30 days before the event.
VI. APPLICATION REQUIREMENTS AND PROCESS
1) A community sponsorship application must be submitted on the attached form indicating:
a. name and contact information for the event organizer(s) b. the local office/headquarters of the organization
c. the organization’s purpose/mission
d. the event dates, and times which include set-up and tear down times needed, a parking plan, and proposed location
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City Council Meeting Packet of: April 5, 2022
e. expected number of participants
f. statement that the event will be available to the general public g. the purpose of the event
h. how the organization and proposed event benefits the Sebastopol community and meets the criteria within this policy
i. an indication of what type of sponsorship is needed for the program j. an outline of the event marketing plan
2) A financial outline showing the proposed profit or loss for the event. The financial outline must include income from all sources; and all program expenditures listed by category including but not limited to booth rentals, sound and production, facility rental, food and beverage, concessions, staff, advertising, etc. In-kind contributions and volunteer services shall be listed. The budget will be used to determine the extent to which an organization has obtained diversified funding, in-kind contributions and volunteer resources. Financial outlines that show a deficit must clearly explain how the deficit will be handled.
3) Current proof of 501(c) or others, California contribution registration number and/or other non-profit status must be provided (if applicable, as determined by the City Manager or designee). Proof that the organization’s principal location is in the Sonoma County and exists primarily to provide services or engage in activities for the public benefit of the Sebastopol community. 4) A copy of the program’s sponsorship criteria/guidelines that outlines the sponsorship categories and benefits of sponsorships at various sponsorship levels. 5) The City may require additional information as necessary.
VII. APPLICATION REVIEW/APPROVAL
Sponsorship applications will be accepted and reviewed on an on-going basis by the City department in charge of the event, program or facility/amenity. The City Council allocates and adopts a limited budget for this program. Approval of sponsorship is determined on a case by case basis related to the eligibility requirements, purpose and goals of each independent event. Sponsorships applications shall be presented to the Administrative Services Department. If all criteria of this policy are met, the Administrative Services Department shall prepare a consent calendar agenda item for City Council consideration.
Approval for sponsorship in one year does not imply or guarantee approval in subsequent years for an organization or an event.
Factors that will be considered include (in addition to the eligibility requirements in the policy):
1. Resources available (e.g. budget, staff, workload capacity, availability of City facilities).
2. Compatibility of the program with the goals and priorities of the City of Sebastopol.
3. Impact of the event on City facilities.
4. Risk to the City.
5. Where applicable, ability of the organization to obtain and satisfy the City’s insurance requirements including naming the City as additional insured.
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City Council Meeting Packet of: April 5, 2022
6. Benefit to the community; level of cultural enrichment.
7. Enhances community unity and City values.
8. Ability to meet City of Sebastopol zero waste requirement.
VIII. ELIGIBILITY CRITERIA
Eligible
Event types
• Events providing a benefit to Sebastopol residents; non-profit organizations holding fundraiser programs primarily serving the Sebastopol community
• Events that contribute positively to the recognition and image of the City of Sebastopol • Events that are available to the general public
• Events and organizations that demonstrate that they can meet the necessary requirements of the agreement
Organization types
• Organizations and programs in good standing with the City of Sebastopol in relation to organization’s past performance
• Organizations that agree to do the following (failure to do so will result in future ineligibility):
a. Obtain all required permits, clearances, insurances and program authorizations within time restraints in compliance with the Code of the City of Sebastopol, policies and Special Events Policy requirements and State and Federal Laws. b. If sponsorship includes rental of a City of Sebastopol facility, applicants must fill out application form and is subject to facility availability and adherence to City facility use policies.
c. Acknowledge the support of the City of Sebastopol where appropriate, and to include on all printed information and advertising related to the event for which sponsorship was provided the following statement: “This event is sponsored in part by the City of Sebastopol” or other statement approved by the City of Sebastopol. d. Allow the City of Sebastopol to have a space at the event if the City so desires (at events where a sponsorship space is appropriate) for the purposes of distributing information regarding City services and community programs. This space shall be provided at no cost to the City.
e. Provide the City with whatever benefits are afforded other sponsors of similar sponsorship levels (i.e. logo display, sponsor table, advertising benefits etc.) f. Ensure appropriate ADA accessibility at event, and when portable toilets are required for events, must ensure that at least one ADA accessible portable is provided. g. City must review all materials with City logo prior to release.
Not eligible
1. The City will not award sponsorships to any religious church, creed or sectarian organization to promote religious purposes. Religious organizations are not excluded from sponsorships; however, the Agenda Item Number: 16 Agenda Item Number: 16
City Council Meeting Packet of: April 5, 2022
purpose of the program must be as described in the definitions section of this policy and shall not serve to promote a religious message.
2. Political organizations and/or individual campaigns are not eligible for sponsorships for programs they conduct.
3. Organizations that discriminate on the basis of age, race, sex, sexual orientation, marital status, disability or national origin are not eligible for sponsorships for programs they conduct.
4. Individuals, or groups providing a restricted guest list, are not eligible for sponsorships.
5. For-profit organizations are not eligible for sponsorships for promotional programs for which the organization/corporation or its employees or officers will gain personal benefit (i.e. a sales promotion).
ATTACHMENT:
Request for Sponsorship Application
Insurance Requirements
Zero Waste Event Goal Resolution
Agenda Item Number: 16 Agenda Item Number: 16
City Council Meeting Packet of: April 5, 2022
COMMUNITY EVENT SPONSORSHIP REQUEST
Application
City of Sebastopol
ADMINISTRATIVE SERVICES DEPARTMENT
7120 Bodega Ave
Sebastopol, CA 95472
707-823-7863
Fax: 707-823-1135
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City Council Meeting Packet of: April 5, 2022
FILING INSTRUCTIONS
Please review these instructions carefully in order to completely and accurately file your application:
1. PREPARE YOUR APPLICATION PACKET containing the following:
One (1) application packet, single sided, 8 ½ x 11, white paper, unbound, unstapled, unpunched. Color documents may be included if desired for clarity and detail. Application packet will contain the following:
Application with signature
Attachments as necessary for further explanation of application content, all 8 ½ x 11” or smaller in size
2. RETURN COMPLETE APPLICATION PACKET in a sealed envelope via mail or hand delivery to:
City of Sebastopol
Administrative Services Department
7120 Bodega Ave
Sebastopol, CA 95472
ATTN: SPONSORSHIP REQUEST
3. SUBMIT. Incomplete packets will not be considered until all required information is received.
Agenda Item Number: 16 Agenda Item Number: 16
City Council Meeting Packet of: April 5, 2022
_
Application
1. GENERAL INFORMATION
Date of Request:
Amount Requested: $
Name of Organization:
Organization Contact:
Mailing Address:
Physical Address:
Phone Number:
E-mail address:
Federal Taxpayer I.D. No:
Sebastopol Business
License No. (Required for
any work or service
performed in city limits)
Non-Profit Tax Status
(verification must be
attached):
501(c): Yes No
Other class (specify):
FOR CITY USE ONLY
Date Received:
Original Sponsorship Application
Sponsorship Request Letter
Complete –
- OR -
Incomplete – return to Applicant
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City Council Meeting Packet of: April 5, 2022
2. STATEMENT OF PURPOSE
1. Description of services or event being provided to the city. (Describe the event/activity and explain the impact you believe that it will have on the Sebastopol community.
Will it generate sales tax and/ or bed tax through retail sales or hotel stays? Will it educate and/or provide quality of life to Sebastopol residents/visitors?):
2. How will the city’s funds be used? (Provide specific details regarding your reason for request and how those funds will be spent. Funds are considered per line item, and appropriate information should be provided to assist the City Council’s review and decision. If necessary, attach a separate sheet):
Item Description Amount requested
Example:
Apple Blossom Festival
Traffic control plan for street closure 2,000
3. Total number of persons that benefit from or will attend this program or event:
4. Of the total number benefitting, give an estimate of the percentage (%) of Sebastopol residents that participate in said benefit:
____Resident Non-Resident
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City Council Meeting Packet of: April 5, 2022
3. AGENCY BUDGET
1. Sources of Funding:
A. Sebastopol Support: List any and all funding requested from the City of Sebastpol, including type of request (grant, sponsorship, donation, fundraiser, etc.), the amount your agency requested and the actual amount received, and a description of thefunding request:
Type of Request FY 20-21
Requested
Amount
Funds
Received
FY 21-22
Requested
Amount
Reason for and/or description of
request
Example:
Sponsorship
$1,000 $1,500
B. Community Support: List any and all funding requested from other community partners, including type of request (grant, sponsorship, donation, fundraiser, etc.), the amount your agency requested and the actual amount received, and a description of the funding requested (If necessary, attach a separate sheet.):
Agency providing
funds
FY 20-21
Requested
Amount
Approved
Amount/
Funds
received
FY 21-22
Requested
Amount
Description of Contribution (in-kind,
sponsorship, event, grant)
Example:
Sonoma
Valley
Foundation
$10,000 $5,000 $10,000 Education grant
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City Council Meeting Packet of: April 5, 2022
2. Budget: Please provide event budget. (If necessary, attach a separate sheet.) GRAND TOTAL OF EXPENDITURES: $
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4. SIGNATURE AUTHORIZATION
1. Identify the principal (owner, president, or equivalent) who is ultimately responsible for the applicant’s event:
NAME:
TITLE:
ADDRESS:
PHONE:
E-MAIL:
2. Signature of authorized official:
The undersigned does hereby confirm that the information herein is true and correct, that the applicant agency meets the criteria set forth herein, and that the applicant agency agrees to comply with all requirements.
Signature: Date:
- END OF DOCUMENT -
Agenda Item Number: 16 Agenda Item Number: 16
City Council Meeting Packet of: April 5, 2022
City of Sebastopol
Special Event Permit Insurance Requirements
As a condition of use of City of Sebastopol facilities or programs, your organization must provide, at your sole expense, each of the following items as indicated:
Proof of insurance comprised of a certificate of insurance and original policy endorsement of comprehensive general liability insurance written by one or more responsible insurance companies licensed to do business in California. This coverage requires the following:
1. The City of Sebastopol, its officers, officials, employees, and volunteers are to be named as additional insured by endorsement against liability for injury to persons, damages to property and for the death of a person or persons arising or resulting from any act or omission on the part of your organization, its agents, or employees.
2. Liability coverage is required for claims made by participants in your event/program.
You are advised that any and all exclusions pertaining to athletic or recreational event/programs must be disclosed in the endorsement, and failure to do so will not necessarily insulate your organization from individual liability for claims made as a result of the use of the facilities and your event/program.
3. The insurance provided must be PRIMARY with respect to the additional insured named above. Any other insurance available to the City of Sebastopol, its officers, officials, employees, and volunteers must be excess and noncontributing. A Primary Non- Contributory Endorsement is required.
4. The comprehensive general liability insurance policy limits of such insurance shall not be less than $3,000,000 per occurrence for bodily injury, personal injury, and property damage. Please note the City may require an increase in policy limits due to the nature of the event.
a. Any deductible or self-insured retention must be identified and approved by the City. In the event the deductible is deemed to be too great, the City may require you to have your insurer eliminate the deductible or reduce it.
5. You must satisfy these requirements by furnishing the City with certificates of insurance and endorsements affecting the required coverage. The certificates and endorsements are to be on ISO-approved forms.
Note: Please inform your insurance agent that a “Certificate of Insurance” on Form Accord 25 by itself is not sufficient. A certificate of endorsement naming the City of Sebastopol, its officers, officials, employees, and volunteers as additional insured is required.
The City will not accept a certificate of insurance alone as proof of insurance coverage. The City will not accept the wording listed below in the Description of Operations box on the certificate of insurance.
The original endorsement must specifically list the following:
“The City of Sebastopol, its officers, officials, employees and volunteers are additional insured against liability for injury to persons, damages to property and for the death of a person or persons arising or resulting from any act or omission on the part of your organization, its agents or employees.
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City Council Meeting Packet of: April 5, 2022
Special Event Permit Insurance Requirements (continued) This insurance is primary with respect to the additional insured named above.
Any other insurance available to the City of Sebastopol, its officers, officials, employees and volunteers shall be excess and noncontributing.”
6. If alcohol is to be sold, the proof of insurance must contain liquor liability and must be satisfactory to the City.
You are strongly urged to show this Notice of Conditions (including the precise wording of these insurance requirements) to your insurance agent or broker. Doing so will help you, your agent, and the City process the proper documents in a timely manner.
You must provide the City with the required endorsements 10 days prior to the start of your event/program. Each endorsement shall be subject to approval by the City of Sebastopol as to form and as to insurance company.
Agenda Item Number: 16 Agenda Item Number: 16
City Council Meeting Packet of: April 5, 2022
RESOLUTION NO. 6214
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEBASTOPOL APPROVING AND ADOPTING A GOAL TO ACHIEVE ‘ZERO WASTE” BY 2030 WHEREAS, THE Sonoma County Local Task Force on Integrated Solid Waste Management has recommended that the Cities of Sonoma County adopt a Resolution establishing a goal of Zero Waste by 2030, and;
WHEREAS, this recommendation builds on all previous efforts including but not limited to the County Integrated Waste Management Plan (CIWMP), the Solid Waste Advisory Group (SWAG), and the Sonoma County Waste Management Agency, as well as state initiatives and requirements; and; WHEREAS, the City of Sebastopol has met and exceeded the 50% diversion goal set by the California Integrated Waste Management Act of 1989 (AB 939) by substantially reducing, reusing, recycling, and composting before landfilling, and is now working toward the statewide 75% recycling, composting, or source reduction of solid waste by 2020; and;
WHEREAS, the US EPA has estimated 50% of all GHG emissions are caused by the extraction, production, transportation, and use of goods, including food, products and packaging, and that Zero Waste minimizes GHG production and therefore supports Sonoma County’s Climate Initiative; and; WHEREAS, in 2016, Sonoma County residents and businesses sent 420,865 tons to the landfill, generating approximately 103,000 tons of carbon dioxide equivalent (Center for Climate Protection Greenhouse Gas Report for 2016) from decomposing organic matter; and; WHEREAS, the Short-Lived Climate Pollutants Reduction Act of 2016 (SB 1383) requires a 20% reduction of edible food waste by 2025 and a 40% reduction in methane levels by 2030; and; WHEREAS, the substantial recycling progress to date has been slower than expected and, since 2012, waste disposal per person per day has increased by 35%; and; WHEREAS, the Sonoma County Central Landfill, a very valuable resource worth preserving, has a remaining capacity of 27 years as recently reported by the Landfill Contract Operator, Republic Services; and;
WHEREAS, Zero Waste principles, in accordance with CalRecycle’s (California Department of Resources, Recycling, and Recovery) Zero Waste Hierarchy, promote the highest and best use of materials, emphasize a closed loop system of production and consumption, and move in logical increments toward the goal of reducing waste generation and landfill disposal by more than 90% through:
• Improving “downstream” reuse and recycling of end-of-life products and materials to ensure their highest and best use
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• Pursuing “upstream” re-design strategies to reduce the volume and toxicity of discarded products and materials and promote less wasteful lifestyles • Fostering and supporting the use of discarded products and materials to stimulate and drive local economic workforce development
• Preserving land for sustainable development and green industry infrastructure; and; WHEREAS, a resource recovery-based economy will create and sustain more productive and meaningful jobs than a disposal-based economy; and;
WHEREAS, the City of Sebastopol will assume a leadership role setting Zero Waste as a goal.
NOW, THEREFORE BE IT RESOLVED, the City of Sebastopol hereby encourages the pursuit of Zero Waste as a long-term goal in order to eliminate waste and pollution in the manufacture, use, storage, and recycling of materials. This goal can be achieved through action plans and measures that significantly reduce waste and pollution. These measures will include encouragement of residents, businesses, and agencies to judiciously use, reuse, and recycle materials, and motivation of businesses to manufacture and market less toxic and more durable, repairable, reusable, recycled, and recyclable products; and; NOW, BE IT FURTHER RESOLVED, the City of Sebastopol hereby adopts the concept of Zero Waste as defined by Zero Waste International Alliance as a guiding principle for all municipal operations, outreach, and programs and actions within the community; and NOW, BE IT FURTHER RESOLVED, the City of Sebastopol sets the goal of Zero Waste by 2030 and commits to:
• Empowering these actions and the Sonoma County Waste Management Agency; • Reducing the total pounds per person per day, currently 4.6, by at least 10% each year; • Institute and/or expand high diversion and Zero Waste goals and programs for all government facilities, events, and projects;
• Educate the public regarding the environmental and community benefits of reducing wasteful consumption and increasing diversion through reuse, repair, composting, and recycling; • Strongly encourage all residents, businesses, and agencies to participate in composting and recycling programs while also encouraging them to reduce and reuse; • Update the Green Purchasing, Environmentally Preferable Procurement (EPP), and Extended Producer Responsibility (EPR) policies;
• Support adoption and implementation of the countywide Construction and Demolition Reuse and Recycling Ordinance;
• Adopt land use policy to facilitate the siting and permitting of processing and end market infrastructure that will be needed to manage the volume of material from higher levels of diversion;
• Support equitable pay and safe working conditions for material management workers; Agenda Item Number: 16 Agenda Item Number: 16
City Council Meeting Packet of: April 5, 2022
• Develop a sound financial model that can sustain high diversion and Zero Waste programs and enable long term delivery of quality services to the community.
THE FOREGOING RESOLUTION is approved and adopted by the City Council of the City of Sebastopol on this 16th day of October, 2018.
I, the undersigned, hereby certify that the foregoing Resolution was duly adopted by the City of Sebastopol City Council by the following vote:
VOTE:
Ayes: Councilmembers Carnacchi, Glass, Gurney, Vice Mayor Hinton and Mayor Slayter Noes: None
Abstain: None
Absent: None
APPROVED:
Mayor Patrick Slayt r
AHEST: 110114. 7? -
Mary tourley, Assistan / ity Manag9 /City Clerk, MMC
APPROVED AS TO FORM:
-.1y McLaughlin, City Attorney
Agenda Item Number: 16 Agenda Item Number: 16
City Council Meeting Packet of: April 5, 2022
CITY OF SEBASTOPOL
CITY COUNCIL
AGENDA ITEM
Meeting April 5, 2022
To: Honorable Mayor and Honorable City Councilmembers
From: Bill Braga, Fire Chief/Director of Emergency Services Councilmember Rich
Subject: Consideration of Amendment to City Council/City Staff Committee Assignments: New Liaison Role: Map Your Neighborhood (MYN) and Sebastopol Neighborhood Communications Unit (SNCU)
Recommendation: That the Mayor and City Council approve the new Liaison Role for the Map Your Neighborhood and Sebastopol Neighborhood Communications Unit Funding: Currently Budgeted: Yes No X N/A
Net General Fund Cost: $0 2021/22 Funding Source: __N/A Account Code/Costs authorized in City Approved Budget (if applicable) __AK____ (verified by Administrative Services Department) INTRODUCTION:
This item is to request City Council discuss and approve an Amendment to the City Council/City Staff Committee Assignments by adding a new Liaison Role for the Map Your Neighborhood (MYN) and the Sebastopol Neighborhood Communications Unit (SNCU).
BACKGROUND:
Our City Council with our City Staff has a very long list of official Liaison assignments. The Liaison role is not defined in any formal way. The primary role of a Liaison is to act as a conduit for information between the City Council and the group to which the Liaison is appointed. Another role for the Liaison is to facilitate budget support as needed for that specific group. The Liaison appointed by the City Council is invited and attends the meetings, when available, that is held by the group. The Liaison appointments are typically made annually, generally during the Council meeting in December.
DISCUSSION:
The Map Your Neighborhood and Sebastopol Neighborhood Communications Unit (FRS & GMRS Radios & Hubs) are citizen-based groups that provide emergency preparation and planning support for our community. Both groups meet monthly, including training sessions and drills. The Map Your Neighborhood group is led by Skip Jirrels, who is under contract with the City of Sebastopol as our Public Safety Outreach Coordinator. The Sebastopol Neighborhood Communications Unit is led by long time CERT member Stan Green. They both function under the auspices of Fire Chief Bill Braga, Sebastopol Fire Department. Both the Map Your Neighborhood and Sebastopol Neighborhood Communications Unit supports the new Liaison role.
GOALS:
4.2.2: Foster a Sense of Community by Providing and Encouraging Participation in Community Events, Volunteering, and working with Non-Profits to Support Local Events PUBLIC COMMENT:
As of the writing of this staff report, the city has not received any public comment. However, if staff receives public comment from interested parties following the publication and distribution of this staff report, such comments will Agenda Item Number: 16 Agenda Item Number: 16
City Council Meeting Packet of: April 5, 2022
be provided to the City Council as supplemental materials before or at the meeting. In addition, public comments may be offered during the public comment portion of the agenda item.
PUBLIC NOTICE:
This item was noticed in accordance with the Ralph M. Brown Act and was available for public viewing and review at least 72 hours prior to schedule meeting date.
FISCAL IMPACT:
There is no direct fiscal impact associated with the recommended action tonight.
RECOMMENDATION:
That the Mayor and City Council Approves an Amendment to the City Council/City Staff Committee Assignments by adding a new Liaison Role for the Map Your Neighborhood (MYN) and the Sebastopol Neighborhood Communications Unit (SNCU).
ATTACHMENT(S):
MYN & SNCU Informational Sheet
Agenda Item Number: 16 Agenda Item Number: 16
City Council Meeting Packet of: April 5, 2022
Sebastopol Map Your Neighborhood (MYN) Program and Communication Unit (SNCU)
The primary purpose of the Sebastopol MYN Program is to enhance ‘community-level’ preparedness, resident self-reliance and neighborhood resilience. Resulting in a reduced impact on local demands for EOC resources during an emergency.
The MYN Program strives to:
• Improve and increase MYN Class attendance and reach
• Improve and expand MYN Leader Council attendance and effective implementation of MYN “Working Together’ objectives
• Support connected areas and allied organizations to adopt and implement ‘working together’ objectives that fit their needs. • Improve and expand ‘community-level’ communication opportunities through the use of handheld radios to support self-reliance and resilience.
Sebastopol Neighborhood Communication Unit (SNCU)
Provides training and practice options to MYN Leaders and neighborhoods on the importance of staying connected by using the SNCU communication network.
Establishing one communication ‘hub’ for each Evacuation Zone in Sebastopol.
Intends to expand marketing exposure to increase public awareness of MYN’s Communication Unit.
The Sebastopol MYN Program works locally to adapt the program’s basic preparedness steps and supporting initiatives for ‘working together’ to fit the needs, skills and resources of our neighbors and neighborhoods in the Sebastopol area.
Agenda Item Number: 16 Agenda Item Number: 16
City Council Meeting Packet of: April 5, 2022