Agenda-Item-Number-10-City-Budget-FY-22-23-Discussion — Sebastopol City Council, June 21, 2022 (part 2 of 3)

DRAFT
Detail Public Works - General Fund Streets
Budget Expenditures
Account Number Description
2019-20
Actual
2020-21
Actual
2021-22
Adopted
Budget
2021-22
Adjusted
Budget
2021-22
Estimated
Actual
2022-23
Proposed
Budget Comments
124-4103-4010 Salaries 1 (1.25 FTE) 81,740 81,689 99,000 99,000 99,000 93,200 See Note A Below 124-4103-4012 Overtime 5,756 8,195 15,000 15,000 15,000 15,000 124-4103-4013 Standby 1,462 1,012 3,000 3,000 3,000 3,200 124-4103-4100 Benefits 2 51,682 42,397 64,500 64,500 64,500 56,600 124-4103-4102 Uniform Allowance 390 390 650 650 650 500 124-4103-4210 Contracted Services 37,079 46,918 47,500 119,000 57,000 117,450 See Item#1 124-4103-4330 Misc Supplies & Services 155,485 195,132 210,200 146,700 190,000 127,000 See Item#2 124-4103-4710 Utilities - Gas & Electric 13,521 13,908 15,000 15,000 15,000 15,750 124-4103-4711 Utilities - City Use 6,922 7,290 9,000 9,000 9,000 9,000 124-4103-4996 Allocated Liability Insurance 17,600 18,345 18,300 18,300 18,300 21,100 124-4103-4997 Allocated Workers' Comp Insurance 11,300 12,037 8,400 8,400 8,400 9,700 124-4103-5100 Capital Outlay 31,157 - - - 10,000 See Item#3 Total Operation 414,094 427,313 490,550 498,550 479,850 478,500 TOTAL DEPARTMENT 414,094 427,313 490,550 498,550 479,850 478,500 A. No new position(s) added pending citywide staffing assessment 1 Salaries: Includes base pay, longevity pay, education incentive pay (when applicable). 2 Benefits: Includes PERS retirement, health, dental, vision, medicare, short-term, long-term disability 117 Agenda Item Number 10
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DRAFT
Budget Detail
Streets Budget Justification
Item Account/Vendor Description Cost
2022-23
Proposed
Budget
2021-22
Adjusted
Budget
1 124-4103-4210 Contracted Services 117,450 119,000
Becoming Independent 29,200 28,300
Street Light Pole Repairs/ Replacement 5,750 5,000
Crosswalk Lighting Safety Inspections 13,500 11,700
Landscaping Contract for Beautification* 25,500 24,000
Signal Maintenance (Bodega & Jewell & Pleasant Hill)* 7,200 6,800 Signal Maintenance (Caltrans)* 36,300 35,200
Vehicular (Palm Ave/Petaluma Ave & S. Main - Stripping) - 8,000 2 124-4103-4330 Misc Supplies & Services 127,000 146,700 Blacktop, sand, rock, Sidewalk repairs 32,800 28,500
Crosswalk Lighting Repairs and Upgrades 31,000 27,000
Street markings, paint & thermoplastic 6,000 5,000
Compost / Mulch / Plants 5,000 4,000
HazMat Disposal 4,200 3,600
Irrigation Supplies 2,500 2,000
Tree Work 10,500 9,000
LWMAD Local Who Makes a Difference - 4,500
Storm Drain Supplies, Materials and Maintenance 11,500 10,000 Street Signs - Banners-Holidays Décor 17,250 15,000
OSHA Compliance Equipment 3,500 3,000
Parklet Barrier (Pilot Project) - -
Cartegraph Asset Management/Work Order Software Maint. 2,750 2,500 Portal Restroom & Handwash Stations (COVID) Morris Street - 11,100 Portal Handwash Stations (COVID) (1/2 cost assuming 6 months) - 21,500 3 124-4103-5100 Capital Outlay 10,000 -
Main Street Flower Baskets 10,000 -
118 Agenda Item Number 10
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DRAFT
Detail Public Works - Parks & Landscapes
Budget Expenditures
Account Number Description
2019-20
Actual
2020-21
Actual
2021-22
Adopted
Budget
2021-22
Adjusted
Budget
2021-22
Estimated
Actual
2022-23
Proposed
Budget Comments
100-4104-4010 Salaries 1 (3.0 FTE) 169,476 168,862 142,050 142,050 142,050 128,850 See Note A Below 100-4104-4012 Overtime 5,344 4,666 6,000 6,000 5,700 6,000 100-4104-4013 Standby 2,327 2,117 3,500 3,500 3,300 3,500 100-4104-4100 Benefits 2 94,891 87,539 119,100 119,100 119,100 113,325 100-4104-4101 Health In Lieu 3,141 2,792 2,900 2,900 500 500 100-4104-4102 Uniform Allowance 1,680 1,680 1,750 1,750 1,750 1,800 100-4104-4210 Contracted Services 4,832 7,837 12,000 12,000 12,000 20,000 See Item#1 100-4104-4330 Misc Supplies & Services 29,806 37,644 34,950 34,950 30,500 49,950 See Item#2 100-4104-4710 Utilities - Gas & Electric 3,802 1,460 5,800 5,800 6,000 6,100 100-4104-4711 Utilities - City Use 52,931 47,878 63,000 63,000 60,000 62,400 100-4104-4996 Allocated Liability Insurance 16,710 24,657 19,300 19,300 19,300 20,200 100-4104-4997 Allocated Workers' Comp Insurance 16,450 17,115 11,900 11,900 11,900 13,400 Total Operation 401,390 404,247 422,250 422,250 412,100 426,025 124-4104-5100 Capital Outlay - 4,064 28,250 54,650 26,700 25,000 See Item#3 Total Capital Outlay - 4,064 28,250 54,650 26,700 25,000 TOTAL DEPARTMENT 401,390 408,311 450,500 476,900 438,800 451,025 124-4104-3998 G & A Allocation - 41.5% (166,577) (167,762) (203,484) (229,884) (197,722) (201,800) 41.50% General Fund Cost Allocation - 58.5% 234,813 240,549 247,016 247,016 241,079 249,225 A. No new position(s) added pending citywide staffing assessment 1 Salaries: Includes base pay, longevity pay, education incentive pay (when applicable). 2 Benefits: Includes PERS retirement, health, dental, vision, medicare, short-term, long-term disability 119 Agenda Item Number 10
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DRAFT
Budget Detail
Parks & Landscapes Budget Justification
Item Account/Vendor Description Cost
2022-23
Proposed
Budget
2021-22
Adjusted
Budget
1 100-4104-4210 Contracted Services 20,000 12,000
Laguna Foundation Preserve Vegetation Management 6,000 - Burbank Farm Tree Safety Survey Work 7,000 6,000
Tree Maintenance Hazards 7,000 6,000
2 100-4104-4330 Misc Supplies & Services 49,950 34,950
Irrigation Supplies 4,000 3,500
Rental Equipment 2,900 2,500
Ives Park Improvements-Planning Comission Report 3,000 3,000 Park Restroom Partitions and Stall Doors Replacements 9,000 - Park Fencing Repairs 4,000 3,000
Playground Fiber 5,750 5,000
Pet Waste Bags 2,500 2,500
Park Restroom Janitoral Supplies 11,800 9,450
Compost / Mulch / Plants 3,500 3,000
Park Security Improvements and Vandalism Repairs 3,500 3,000 3 124-4104-5100 Capital Outlay 25,000 54,650
Pickup Truck-1/2 ton - 28,250
Laguna Floating Bridge Repairs - -
Restrooms Door Replacements - -
Parks Fencing Garzot Building 25,000 26,400
Parks Replacement Truck Cost Increase - -
120 Agenda Item Number 10
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DRAFT
Detail Public Works - Parking Lots
Budget Expenditures
Account Number Description
2019-20
Actual
2020-21
Actual
2021-22
Adopted
Budget
2021-22
Adjusted
Budget
2021-22
Estimated
Actual
2022-23
Proposed
Budget Comments
100-4105-4010 Salaries 1 (0.80 FTE) 47,326 48,300 49,800 49,800 49,800 48,700 See Note A Below 100-4105-4012 Overtime 1,092 1,213 1,000 1,000 1,200 1,300 100-4105-4013 Standby 715 555 1,250 1,250 1,250 1,300
100-4105-4100 Benefits 2 22,244 21,414 29,100 29,100 29,100 28,600 100-4105-4101 Health In Lieu 523 465 500 500 500 500
100-4105-4102 Uniform Allowance 480 480 300 300 300 500 100-4105-4210 Contracted Services 3,250 5,261 6,400 6,400 6,400 7,300 See item #1 100-4105-4330 Misc Supplies & Services 2,871 6,173 8,500 8,500 8,500 9,600 See item #2 100-4105-4710 Utilities - Gas & Electric 9,524 5,139 7,500 7,500 7,500 7,900 100-4105-4711 Utilities - City Use 6,290 6,143 8,250 8,250 8,000 8,250 100-4105-4712 Utilities - Electric Vehicle Charging Station 3 - 3,568 6,400 6,400 6,500 6,900 100-4105-4996 Allocated Liability Insurance 4,560 4,754 5,000 5,000 5,000 5,500 100-4105-4997 Allocated Workers' Comp Insurance 4,500 9,344 4,200 4,200 4,200 5,000 Total Operation 103,375 112,809 128,200 128,200 128,250 131,350 100-4105-5100 Capital Outlay -
Total Capital Outlay - - - - - -
TOTAL DEPARTMENT 103,375 112,809 128,200 128,200 128,250 131,350 A. No new position(s) added pending citywide staffing assessment 1 Salaries: Includes base pay, longevity pay, education incentive pay (when applicable). 2 Benefits: Includes PERS retirement, health, dental, vision, medicare, short-term, long-term disability 3 EV charging station cost consists of electricity cost ($6,900) and annual maintenance service contract ($7,300). Total cost associated with providing this service to the community is $14,200 annually for this fiscal year. Revenue generates from providing this benefit can be found in the revenue section of the budget. The amount anticipated to receive is $10,000 121 Agenda Item Number 10
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DRAFT
Budget Detail
Parking Lots
Item Account/Vendor Description Cost
2022-23
Proposed
Budget
2021-22
Adjusted
Budget
1 100-4105-4210 Contracted Services 7,300 6,400
EV Chargepoint Service Contract 7,300 6,400
2 100-4105-4330 Misc Supplies & Services 9,600 8,500
Street Markings, Paint & Thermoplastic 1,100 1,000
Compost / Mulch / Plants 3,500 3,000
Irrigation Supplies 1,500 1,500
Tree Maintenance and Replacement 3,500 3,000
3 100-4105-5100 Capital Outlay - -
- -
-
122 Agenda Item Number 10
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DRAFT
Detail Public Works - Government Building *
Budget Expenditures
Account Number Description
2019-20
Actual
2020-21
Actual
2021-22
Adopted
Budget
2021-22
Adjusted
Budget
2021-22
Estimated
Actual
2022-23
Proposed
Budget Comments
100-4106-4010 Salaries 1 (.30 FTE) 25,627 26,722 27,600 27,600 27,600 27,025 See Note A Below 100-4106-4012 Overtime 603 2,040 1,250 1,250 2,000 2,300 100-4106-4013 Standby 358 390 3,600 3,600 3,000 3,200
100-4106-4100 Benefits 2 13,698 13,073 16,600 16,600 16,600 17,600 100-4106-4102 Uniform Allowance 180 180 200 200 200 200 100-4106-4210 Contracted Services 54,356 64,631 72,700 72,700 72,700 82,900 See Item#1 100-4106-4330 Misc Supplies & Services 14,577 24,987 23,500 23,500 23,500 24,100 See Item#2 100-4106-4710 Utilities - Gas & Electric 5,544 5,816 4,000 4,000 4,000 4,200 100-4106-4711 Utilities - City Use 1,073 977 2,000 2,000 1,800 2,000 100-4106-4996 Allocated Liability Insurance 5,050 5,251 6,000 6,000 6,000 9,700 100-4106-4997 Allocated Workers' Comp Insurance 2,400 2,515 2,300 2,300 2,300 2,800 Total Operation 123,466 146,582 159,750 159,750 159,700 176,025 124-4106-4213 Facilities/Grounds Maintenance 9,317 50,398 43,000 43,000 40,000 40,300 See Item#3 124-4106-5100 Capital Outlay - - - 7,700 7,700 27,000 See Item#4 Total Capital Outlay 9,317 50,398 43,000 50,700 47,700 67,300 TOTAL DEPARTMENT 132,783 196,980 202,750 210,450 207,400 243,325 100-4106-3900 Water Fund Allocation - 25% (30,894) (38,795) (39,938) (39,938) (39,925) (44,006) 25% 100-4106-3900 Sewer Fund Allocation - 25% (30,894) (38,795) (39,938) (39,938) (39,925) (44,006) 25% General Fund Cost Allocation- 50% 61,678 68,992 79,875 79,875 79,850 88,013 A. No new position(s) added pending citywide staffing assessment 1 Salaries: Includes base pay, longevity pay, education incentive pay (when applicable). 2 Benefits: Includes PERS retirement, health, dental, vision, medicare, short-term, long-term disability * Includes City Hall, Police Department, Fire Department, Library, Museum, Burbank Farm 123 Agenda Item Number 10
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DRAFT
Budget Detail
Government Building Budget Justification
Item Account/Vendor Description Cost
2022-23
Proposed
Budget
2021-22
Adjusted
Budget
1 100-4106-4210 Contracted Services 82,900 72,700
KW Cleaning Service 38,300 37,200
Generator Air Quality Permitting 1,200 1,000
Police and Fire Generator Service / Load Testing / Repairs 9,800 8,500 City Hall/Library Landscape Maintenance Contract *New 6,000 - Security Monitoring and Maintenance 2,300 2,000
Solar Array Maintenance Agreement 2,500 2,500
HVAC Service and Repairs 16,300 15,500
Pest Control Services 6,500 6,000
2 100-4106-4330 Misc Supplies & Services 24,100 23,500
Building Maintenance Paint / Plumbing / Roof Repairs 6,900 6,000 Compost / Mulch / Plants 2,300 2,000
Electrical and Lighting Repairs 8,000 8,000
Irrigation Supplies 1,500 1,500
Holiday Décor' 600 500
Janitorial Supplies 1,300 -
Safety Supplies (COVID) 3,500 5,500
3 124-4106-4213 Facilities/Grounds Maintenance 40,300 43,000 Routine Maintenance (Redwood Rainbow) 10,000 10,000
Park Village Maintenance and Repairs (New) (See Note a.) 7,500 - Furnishings and Building Upgrades (Air Purifiers) 1,800 - City Hall Front Counter Retrofit (See Note b.) - 10,000 Building Upgrades- Multi-Year * Ergonimic Retrofit 5,000 - Fire Dept. Exterior Wall Leak and Dry Rot Repairs - 13,000 Police Department Parking Lot Fencing Painting - 5,000
Police Department Flooring Replacement (See Note c.) 16,000 - Public Works Keyless Entry - 5,000
City Hall Keyless Entry - -
4 124-4106-5100 Capital Outlay 27,000 7,700
Portal Generator Shared (SCCC Location) - -
Police Department Parking Lot Fencing Painting - -
Fire Dept Tankless Water Heater - 7,700
Fire Dept Gutter Replacement 27,000
Notes:
a
Reparing of electrical, plumbing, road and fencing
b
Extension of City Hall Front Counter to gain more office space - to be reviewed at a later date c
Multi-year phased project. $14,000 in FY21-22
124 Agenda Item Number 10
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DRAFT
REVENUE SOURCES | CONTRIBUTIONS
Adopted
Funding
2021-22
Adjusted
Funding
2021-22
Estimated
Funding
2021-22
Proposed
Funding
2022-23
Ives Pool Reimbursement $ 59,500 $ 59,500 $ 59,500 $ 62,000 General Fund 428,350 573,745 568,975 441,350
TOTAL REVENUE 487,850 633,245 628,475 503,350

EXPENSE
2019-20
Actual
2020-21
Actual
2021-22
Adopted
Budget
2021-22
Adjusted
Budget
2021-22
Estimated
Actual
2022-23
Proposed
Budget
$ Incr /
(Decr)
% Incr /
(Decr)
Salaries & Benefits a (.75 FTE) 111,426 110,916 107,050 107,050 110,300 106,500 (550) 0.0% Contract Services 39,805 12,864 28,250 28,250 29,800 32,600 4,350 0.0% Services & Supplies 16,793 29,995 35,500 35,500 34,000 42,950 7,450 0.0% Utilities 58,819 59,376 59,900 59,900 63,400 64,200 4,300 7.2% Allocated Insurance 32,630 31,176 33,500 33,500 33,500 26,600 (6,900) -1.2% Community Support 309,151 139,400 206,900 206,900 206,900 215,000 8,100 1.3% Capital Outlay 103,400 16,155 16,750 162,145 150,575 15,500 (146,645) 0.0% TOTAL EXPENSE $ 672,024 $ 399,882 $ 487,850 $ 633,245 $ 628,475 $ 503,350 (129,895) -20.5% a Salaries: Includes base pay, longevity pay, education incentive pay Benefits: Includes PERS retirement, health, dental, vision, medicare, short-term, long-term disability

SUMMARY - RECREATION & COMMUNITY SERVICES
Salary &
Benefits
$107,050
17%
Other Services
& Supplies
364,050
57%
Capital Outlay
162,145
26%
Community Center Expenditures
General Fund
$573,745
91%
T&U Sales Tax
59,500
9%
Cost Allocation
125 Agenda Item Number 10
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DRAFT
Detail - Senior Center
Budget Expenditures
Account Number Description
2019-20
Actual
2020-21
Actual
2021-22
Adopted
Budget
2021-22
Adjusted
Budget
2021-22
Estimated
Actual
2022-23
Proposed
Budget Comments
100-4002-4010 Salaries 1
(.10 FTE) 6,598 5,865 5,300 5,300 5,300 6,325 See Note A Below 100-4002-4012 Overtime 212 364 300 300 100 300
100-4002-4013 Standby 175 175 300 300 300 300
100-4002-4100 Benefits 2 3,677 3,358 6,200 6,200 6,200 1,900 100-4002-4210 Contracted Services 3,812 2,767 7,100 7,100 7,100 7,900 See Item#1 100-4002-4330 Misc. Supplies & Services 281 4,253 9,000 9,000 7,500 11,000 See Item#2 100-4002-4880 Contribution to Operations 43,000 36,000 36,000 36,000 36,000 45,000 See Item#3 100-4002-4996 Allocated Liabilty Insurance 3,560 2,166 3,500 3,500 3,500 3,500 100-4002-4997 Allocated Workers' Comp Insurance 600 662 500 500 500 600 Total Operation 61,915 55,610 68,200 68,200 66,500 76,825 124-4002-5100 Capital Outlay 14,000 16,155 - 11,570 - See Item#4 Total Capital Outlay 14,000 16,155 - 11,570 - -
TOTAL DEPARTMENT 75,915 71,765 68,200 79,770 66,500 76,825 A. No new position(s) added pending citywide staffing assessment 1 Salaries: Includes base pay, longevity pay, education incentive pay (when applicable). 2 Benefits: Includes PERS retirement, health, dental, vision, medicare, short-term, long-term disability 126 Agenda Item Number 10
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DRAFT
Budget Detail
Senior Center Budget Justification
Item Account/Vendor Description Cost
2022-23
Proposed
Budget
2021-22
Adjusted
Budget
1 100-4002-4210 Contracted Services 7,900 7,100
HVAC Service Contract/Repairs 5,600 4,900
Pest Control and Exclusion 2,300 2,200
Tree Removal - -
2 100-4002-4330 Misc. Supplies & Services 11,000 9,000
Lighting and Electrical Repairs 3,000 2,000
Building Maintenance Paint / Plumbing / Roof Repairs 8,000 7,000 3 100-4002-4880 Contribution to Operations 45,000 36,000 Living Wage and Benefit Costs 33,000 36,000
Instructors/Facilitators 12,000 -
4 124-4002-5100 Capital Outlay - 11,570
Security Gate - -
Kitchen Return Air Unit - 11,570
127 Agenda Item Number 10
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DRAFT
Detail - SCCC *
Budget Expenditures
Account Number Description
2019-20
Actual
2020-21
Actual
2021-22
Adopted
Budget
2021-22
Adjusted
Budget
2021-22
Estimated
Actual
2022-23
Proposed
Budget Comments
100-4202-4010 Salaries 1
(.60 FTE) 37,155 38,462 39,250 39,250 39,250 38,500 See Note A Below 100-4202-4012 Overtime 696 1,097 1,300 1,300 1,500 1,600 100-4202-4013 Standby 357 530 700 700 700 900
100-4202-4100 Benefits 2 18,285 16,606 23,450 23,450 23,450 22,350 100-4202-4210 Contracted Services 23,783 1,594 7,400 7,400 9,000 8,600 See Item#1 100-4202-4330 Misc. Supplies & Services 4,064 8,639 9,500 9,500 8,500 11,850 See Item#2 100-4202-4710 Utilities - Gas & Electric 8,872 3,820 9,500 9,500 9,000 9,500 See Item#3 100-4202-4711 Utilities - City Use 6,074 6,335 - - 4,000 4,200 100-4202-4880 Contribution to Project Programs 65,000 32,500 65,000 65,000 65,000 65,000 See Item#4 100-4202-4881 Contribution to General Operations 70,000 35,000 70,000 70,000 70,000 70,000 See Item#4 100-4202-4882 SCCC Time Bank 3,000 4,000 4,000 4,000 4,000 4,000 See Item#4 100-4202-4883 Sebastopol Teen Club - 14,900 14,900 14,900 14,900 14,000 See Item#5 100-4202-4884 Cittaslow/Community Support 9,600 17,000 - - - - See Item#4 100-4202-4885 Concert Series 20,000 - 17,000 17,000 17,000 17,000 See Item#4 100-4202-4886 Contribuiton to Flood Support 98,551 - - - - - 100-4202-4996 Allocated Liability Insurance 14,170 15,287 18,400 18,400 18,400 9,800 100-4202-4997 Allocated Workers' Comp Insurance 3,600 3,782 3,200 3,200 3,200 4,000 Total Operation 383,207 199,552 283,600 283,600 287,900 281,300 124-4202-5100 Capital Outlay 39,600 - - 85,000 85,000 - See Item#6 Total Capital Outlay 39,600 - - 85,000 85,000 -
TOTAL DEPARTMENT 422,807 199,552 283,600 368,600 372,900 281,300 A. No new position(s) added pending citywide staffing assessment 1 Salaries: Includes base pay, longevity pay, education incentive pay (when applicable). 2 Benefits: Includes PERS retirement, health, dental, vision, medicare, short-term, long-term disability * Includes Community Center, Youth Annex, Garzot Building 128 Agenda Item Number 10
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DRAFT
Budget Detail
Recreation Budget Justification
Item Account/Vendor Description Cost
2022-23
Proposed
Budget
2021-22
Adjusted
Budget
1 100-4202-4210 Contracted Services 8,600 7,400
HVAC Contract - Garzot 1,400 1,200
HVAC Contract - Youth Annex & Community Center 4,300 3,700 Pest Control and Exclusion 2,900 2,500
2 100-4202-4330 Misc. Supplies & Services 11,850 9,500
Burbank Farm Events (Porta Pottie) Slowfood 650 -
Lighting and Electrical Repairs 2,800 2,500
Janitorial Supplies 750 500
Building Maintenance Paint / Plumbing / Roof Repairs 2,300 2,000 Compost / Mulch / Plants 1,100 1,000
Irrigation Supplies 750 500
Security System 3,500 3,000
3 100-4202-4710 Utilities - Gas & Electric 9,500 9,500
Monthly Sonoma County Clean Power 9,500 9,500
4 100-4202-488x Other Community Support 156,000 173,000 Contribution to Project Programs - Requested by SCCC 65,000 65,000 Contribution to General Operations - Requested by SCCC 70,000 70,000 Concert Series 17,000 17,000
SCCC Time Bank - Requested by SCCC 4,000 4,000
Cittaslow/Community Support - Requested by SCCC - 17,000 5 100-4202-4883 Sebastopol Teen Club 14,000 14,900
Facilitator for 4 months at 25 hour per week 12,000 12,900 Insurance 2,000 2,000
6 124-4202-5100 Capital Outlay - 85,000
Community Center Renovation & Rebuild - 85,000
129 Agenda Item Number 10
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DRAFT
Detail - Ives Pool
Budget Expenditures
Account Number Description
2019-20
Actual
2020-21
Actual
2021-22
Adopted
Budget
2021-22
Adjusted
Budget
2021-22
Estimated
Actual
2022-23
Proposed
Budget Comments
100-4302-4010 Salaries 1
(.30 FTE) 26,204 25,787 22,200 22,200 22,200 22,200 See Note A Below 100-4302-4012 Overtime 1,851 3,260 - - 2,500 2,700
100-4302-4013 Standby - - - - 750 800
100-4302-4100 Benefits 2 16,216 15,412 8,050 8,050 8,050 8,625 100-4302-4210 Contract Services 5,454 6,036 6,950 6,950 7,000 8,100 See Item#1 100-4302-4330 Misc Supplies & Services 3,348 3,988 4,000 4,000 4,000 4,600 See Item#2 100-4302-4331 Chlorine & Chemicals 3 9,100 13,115 13,000 13,000 14,000 15,500 See Item#3 100-4302-4378 Equipment Maintenance 6,756 2,467 6,800 6,800 6,700 8,000 See Item#4 100-4302-4710 Utilities - Gas & Electric 3 41,067 45,155 46,500 46,500 46,500 46,500 See Item#5 100-4302-4711 Utilities - City Use 2,806 4,066 3,900 3,900 3,900 4,000 100-4302-4996 Allocated Liability Insurance 8,400 6,841 6,000 6,000 6,000 6,300 100-4302-4997 Allocated Workers' Comp Insurance 2,300 2,438 1,900 1,900 1,900 2,400 Total Operation 123,502 128,565 119,300 119,300 123,500 129,725 124-4302-5100 Capital Outlay 49,800 - 16,750 65,575 65,575 15,500 See Item#6 Total Capital Outlay 49,800 - 16,750 65,575 65,575 15,500 TOTAL DEPARTMENT 173,302 128,565 136,050 184,875 189,075 145,225 A. No new position(s) added pending citywide staffing assessment 1 Salaries: Includes base pay, longevity pay, education incentive pay (when applicable). 2 Benefits: Includes PERS retirement, health, dental, vision, medicare, short-term, long-term disability 3 These expenses the City paid on behalf of the Pool are being reimbursed from the Pool Operation.

See revenue side in account 100-3810 (Ives Pool Reimbursement) 130 Agenda Item Number 10
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DRAFT
Budget Detail
Pool Budget Justification
Item Account/Vendor Description Cost
2022-23
Proposed
Budget
2021-22
Adjusted
Budget
1 100-4302-4210 Contract Services 8,100 6,950
Pool Heater/Shower Service Contract and Repairs 5,200 4,500 HVAC Contract 1,100 900
Solar Repairs 600 500
CUPA & CERS 1,200 1,050
2 100-4302-4330 Misc Supplies & Services 4,600 4,000
Plumbing/Facilities Maintenance
Routine Repair/Replacement 4,600 4,000
3 100-4302-4331 Chlorine & Chemicals 15,500 13,000
Pool Chemical Purchase 15,500 13,000
4 100-4302-4378 Equipment Maintenance 8,000 6,800
Chlorine Generator Repairs 500 500
Pool Heater Repairs 4,000 -
Chemical Enclosure Fencing Replacement - 2,800
Cell Maintenance Service 3,500 3,500
5 100-4302-4710 Utilities - Gas & Electric 46,500 46,500 Monthly Sonoma County Clean Power 46,500 46,500
6 124-4302-5100 Capital Outlay 15,500 65,575
ADA Aquatic Lift - 6,350
Roof Repairs-Built-in Gutter Replacement 15,500 10,400
Pool Heater Repair - 48,825
131 Agenda Item Number 10
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Detail - Non Departmental
Budget Expenditures
Account Number Description
2019-20
Actual
2020-21
Actual
2021-22
Adopted
Budget
2021-22
Adjusted
Budget
2021-22
Estimated
Actual
2022-23
Proposed
Budget Comments
100-0000-4104 Accrual In Lieu 156,463 161,867 150,000 150,000 150,000 170,000 100-0000-4170 Service Awards 4,210 1,218 4,000 4,000 4,000 4,000 100-0000-4210 Contract Services 100,683 98,333 95,300 101,300 101,300 80,100 See Item#1 100-0000-4221 Property Tax Services 16,680 15,721 18,000 18,000 18,000 18,000 100-0000-4330 Misc Supplies & Services 12,464 15,702 14,040 14,040 14,040 12,000 See Item#2 TOTAL 290,500 292,841 281,340 287,340 287,340 284,100
100-0000-4332 Loss Due to Theft - - - - - -
100-0000-3998 G&A - Water Fund Cost Allocation - 9% (24,718) (22,652) (25,321) (25,861) (25,861) (25,569) 9% 100-0000-3998 G&A - Sewer Fund Cost Allocation - 9% (24,718) (22,652) (25,321) (25,861) (25,861) (25,569) 9% General Fund Cost Allocation - 82% 241,064 247,537 230,699 235,619 235,619 232,962

NON DEPARTMENTAL GUIDELINE
The purpose of the Non-Departmental account/program is to record expenditures for those items that are not directly associated with any one department or operating budget, but to the City as a whole. Non-Departmental operating expenses include, website maintenance, VMHP (Park Village) contract, employee service award, personnel cost (MOUs provisions) 132 Agenda Item Number 10
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Budget Detail
Non Departmental Budget Justification
Item Account/Vendor Description Cost
2022-23
Proposed
Budget
2021-22
Adjusted
Budget
1 100-0000-4210 Contract Services 80,100 101,300
VMHP (Park Village) Contract 73,000 87,000
SB90 Mandated Services 3,000 3,000
Planeteria Website Notification Feature (Text/Email Messages) 500 500 Planeteria Website Maintenance 3,600 4,800
Citywide Council/Administrative Polices Updates (See Note a.) - 6,000 2 100-0000-4330 Misc Supplies & Services 12,000 14,040
Constant Contact (Newsletter) 600 600
Bi-monthly Newsletter 6,000 7,000
Shredding Svs (Becoming Independence) 2,400 2,600
Keyless Entry Monitoring - 840
CH Security System Monitoring 3,000 3,000
Notes
a. Budgeted amount in FY21-22 was not spent. Due to staffing workload, this project is delayed 133 Agenda Item Number 10
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DEBT SERVICE
The City record and disbursement of monies used to repay of annual principal and interest, fees, anticipated new debt, and administrative fees on city issued debt. Transaction Sales Tax Fund accounts for the payment of debt service on the City’s General Obligation. The Utility Fund accounts for all debt associated with the Water utilities activity. These debts account for the accumulation of resources and payment of general long-term debt principal.

Infrastructure Lease (99-71)
On May 16, 2006 the City adopted a resolution authorizing the lease financing in the amount of $2,880,000 for various public improvements. The lease cost of issuance was $20,000, with an interest rate of 4.85% for 20 years. The semi-annual payments are $113,284 and the lease will be paid in full on June 8, 2026. The projects included replacing the sewer force main; construction of the Skate Park; installation of a Water Booster Pump which will interconnect the low and high water zones; drilling a new Well No. 2 on the existing site of the old well; Street improvements; and install solar ponds on the roof of the Sewer pump station, City Hall and Library, and the Police Station.

On May 18, 2021 the City adopted a resolution authorizing the City 2006 Lease refinancing in the amount of $1,109,000. The lease cost of issuance was $31,000, with an interest rate of 1.1%, with annual payment of $211,293 and the lease will be paid in full on June 30, 2026.

Village Mobile Home Park (99-72)
On September 18, 2007 the City entered into a purchase agreement in the amount of $1,611,594 for the Village Mobile Home Park purchase. The lease financing was in the amount of $817,500 with an interest rate of 4.90% per annum for 20 years, and a $17,500 cost of issuance. The semiannual payments are $32,293 and the debt will be paid in full on July 1, 2027.

Clean Renewable Energy Bond (CREBS of 2006) (99-73)
The City entered into a capital lease arrangement with Municipal Finance Corporation pursuant to approval from the Internal Revenue Service for the issuance of Clean Renewable Energy Bonds in the amount of $2,074,000 and the annual debt service payment is $122,000 with no interest accruing on the principal. In 2011 the City refinanced the debt, and reduced the remaining payment for the life of the lease to $97,590 annually. The lease will be paid in full on April 1, 2024. The projects include solar panels to generate electricity at the City Hall/Library complex, the Police station and at the sewer lift station, and funds to implement projects for pedestrian safety contained in the Street Smart Study. Funding for the repayment of this debt is charged proportionately to each fund based upon funds allocated to each project.

Vacuum Truck Lease (99-74)
With the lease payment ending paid in full on June 30, 2016 for the 2013 Vactor truck purchased through a lease option in 2008, and to ensure efficiency, greater flexibility for staff and reduce the wear and tear of utilizing one vehicle; the City purchased a second Vactor truck in as the Public Works Department has determined that it’s necessary to serve as a backup and rotating usage between the two vehicles. The City’s adopted budget assumes the purchase of the second Vactor vehicle in the form of a lease payment. The lease term is 60 months with the annual payment of $56,300. The lease will be paid in full in approximately October 12, 2021. 134 Agenda Item Number 10
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Well 6 Arsenic Treatment Planning Loan (99-76)
The City of Sebastopol needs to lower the arsenic level in Well 6. The City applied for a 5 year loan from the California Department of Public Health to conduct a pilot study test to determine the method in which to treat the arsenic, engineering to design plans and specifications for the treatment system once the method of treatment is determined, and a work plan for operating the treatment system. The $411,000 loan at 2.085% from the California Safe Drinking Water Sate Revolving Fund was approved to implement this first phase of planning.

Well 7 Arsenic Treatment System Construction Loan (99-77) The City of Sebastopol needs to lower the arsenic level in Well 7, and construction plans and specifications for the Well 7 Water Treatment System has been completed by the consultant, and approved by the City Engineer. The City entered into 20 year loan from Muni Financing for the arsenic treatment system construction. The $1,235,000 loan at 4.10% is for 20 years ending on June 30,2035.

On May 18, 2021 the City adopted a resolution authorizing the refinancing of Well 7 Loan in the amount of $1,177,000. The lease cost of issuance was $30,000, with an interest rate of 2.09%, with annual payment of $84,065 and the lease will be paid in full on June 30, 2033.

Energy Conservation Measure Tax Exempt Lease Purchase (99-80) The City of Sebastopol selected Syserco Energy Solution, Inc. to develop and implement a “Comprehensive Energy Efficiency, Water Conservation, and Solar PV Project” at City-owned facilities and water meter connections. The Project received unanimous approval from the City Council on October 19, 2021, and approval of the Tax-Exempt Lease Financing. The City entered into 15 year Equipment Lease Purchase Agreement with Signature Public Funding Corporation.

The $4,938,891 tax exempt lease purchase at 1.77% is for 15 years ending on July 1, 2036. 135 Agenda Item Number 10
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Debt Service
Budget Expenditures
Account Number Description
2019-20
Actual
2020-21
Actual
2020-21
Adjusted
Budget
2021-22
Adopted
Budget
2021-22
Adjusted
Budget
2021-22
Estimated
Actual
2022-23
Proposed
Budget
Infrastructure Lease Financing of 2006 (PIF 6/30/2026) Due June 124-9971-6100 Streets Prin 27.08% 40,344 40,344 30,677 44,731 44,731 54,439 54,979 124-9971-6200 Streets Int 27.08% 21,011 28,119 30,677 12,487 12,487 2,849 2,308 212-9971-6100 Park in Lieu Prin 13.89% 20,693 20,693 15,735 22,944 22,944 27,923 28,200 212-9971-6200 Park in Lieu Int 13.89% 10,777 14,423 15,735 6,405 6,405 1,461 1,184 500-9971-6100 Water Principal 31.25% 46,566 46,556 35,401 51,619 51,619 62,822 63,446 500-9971-6200 Water Interest 31.25% 24,247 32,449 35,401 14,410 14,410 3,288 2,664 510-9971-6100 Sewer Principal 27.78% 41,386 41,386 31,470 45,887 45,887 55,846 56,401 510-9971-6200 Sewer Interest 27.78% 21,554 28,845 31,470 12,810 12,810 2,923 2,368 Total Infrastructure Lease 226,578 252,815 226,566 211,293 211,293 211,550 211,550 Village Mobile Home Park (PIF 7/1/2027) Due January and July 124-9972-6100 Lease Principal 36,085 36,085 43,323 47,727 47,727 47,727 50,095 124-9972-6200 Lease Interest 28,500 28,500 21,262 16,858 16,858 16,858 14,490 Total Village MHP Lease Purchase 64,585 64,585 64,585 64,585 64,585 64,585 64,585 CREBS Solar Panel Lease (PIF 12/16/2023) Due December
124-9973-6100 Lease Principal 47.41% 46,267 46,267 46,267 46,267 46,267 46,267 46,267 402-9973-6100 Lease Principal 20.80% 20,298 20,298 20,299 20,299 20,299 20,299 20,299 500-9973-6100 Lease Principal 31.79% 31,024 31,024 31,024 31,024 31,024 31,024 31,024 Total CREBS Lease 97,589 97,589 97,589 97,589 97,589 97,589 97,589 Vacuum Truck Lease (PIF 10/12/2021) Due October & June
124-9974-6100 Sales Tax Principal 25% 13,096 13,096 31,892 6,964 6,964 6,964 - 124-9974-6200 Sales Tax Interest 25% 988 988 691 78 78 78 - 500-9974-6100 Water Principal 25% 13,096 13,096 13,392 6,964 6,964 6,964 - 500-9974-6200 Water Interest 25% 2,962 2,962 691 78 78 78 - 510-9974-6100 Sewer Principal 50% 26,192 26,192 26,785 13,927 13,927 13,927 - 510-9974-6200 Sewer Interest 50% - - 1,382 157 157 157 - Total Vacuum Truck Lease 56,334 56,334 74,834 28,167 28,167 28,167 - Well 6 Arsenic Treatment State Revolving Loan (5 Year Loan beginning Sept. 2014) 500-9976-6100 Water CIP Principal 50,502 75,481 80,478 23,921 23,921 23,921 - 500-9976-6200 Water CIP Interest 2,365 39,883 6,515 250 250 250 - Total Water System Loan 52,867 115,364 86,993 24,171 24,171 24,171 - 136 Agenda Item Number 10
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CITY OF SEBASTOPOL

MATURITY SCHEDULE
JULY 1,2022

I - - - - -
Issuance of Clean Renewable Energy Bonds to fund
solar panels at City Hall/Library, Police & sewer lift
station
TOTAL 97,589 97,589 97,589 97,589 487,946
2007 Village Mobile Home Park Lease Financing P 45,472 47,727 50,094 52,322 55,187 57,924 60,797 31,520 444,366 Fund 124 I 19,113 16,858 14,491 12,006 9,398 6,661 3,788 772 104,349 TOTAL 64,585 64,585 64,585 64,328 64,585 64,585 64,585 32,292 548,715 2021 Infrastructure Improvement Lease
Fund 124/500/510/212 P 172,013 201,029 203,026 205,265 207,530 209,818 1,362,645 I 54,555 10,521 8,524 6,284 4,020 1,731 148,239 Series of municipal improvement projects such as replacement of sewer force main, skate park project,
installation of Water Booster Pump, Streets
improvements
TOTAL 226,568 211,550 211,550 211,549 211,550 211,549 1,510,884 2016 Vacuum Truck Lease
Fund 124/500/501 P 54,782 27,854 136,205
I 1,553 313 4,631
TOTAL 56,334 28,167 140,836
Energy Conservation Measure Tax Exempt Lease
Fund 124/500/510 P - - 328,998 293,055 298,242 303,520 308,893 314,360 319,924 325,587 331,350 337,215 343,184 349,258 355,440 361,731 368,134 5,102,855 I - - 45,652 81,595 76,408 71,129 65,757 60,289 54,725 49,063 43,300 37,435 31,466 25,392 19,210 12,919 6,516 743,460 Series of municipal improvement projects such as
replacement of City-owned facilities and water
meter connections
TOTAL - - 374,650 374,650 374,650 374,649 374,650 374,649 374,649 374,650 374,650 374,650 374,650 374,650 374,650 374,650 374,650 2,474,466 TOTAL GENERAL GOVERNMENT P 369,855 374,199 679,707 648,231 560,959 571,262 369,690 345,880 319,924 325,587 331,350 337,215 343,184 349,258 355,440 361,731 368,134 7,370,053 I 75,221 27,692 68,666 99,885 89,826 79,521 69,545 61,061 54,725 49,063 43,300 37,435 31,466 25,392 19,210 12,919 6,516 938,075 TOTAL 445,076 401,891 748,374 748,116 650,785 650,783 439,235 406,941 374,649 374,650 374,650 374,650 374,650 374,650 374,650 374,650 374,650 8,308,128 1997 Assessment Bond P 25,000 30,000 35,000 115,000
Fund 401 I 5,192 3,349 1,172 16,581
Issuance of bond to finance street improvements,
drainage, streets lights and signalization to the
Fairfield Inn
TOTAL 30,192 33,349 36,172 - 131,581
GENERAL LONG-TERM DEBT:

ASSESSMENT DISTRICTS
1 138
Agenda Item Number 10
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CITY OF SEBASTOPOL

MATURITY SCHEDULE
JULY 1,2022

FY FY FY FY FY FY FY FY FY FY FY FY FY FY FY FY FY
2020 2021 2022 2023 2024 2025 2026 2027 2028 2029 2030 2031 2032 2033 2034 2035 2036 2021 2022 2023 2024 2025 2026 2027 2028 2029 2030 2031 2032 2033 2034 2035 2036 2037 Total Well 6 Arsenic Treatment P 80,478 82,165 83,887 85,645 411,000 Fund 500 I 6,515 4,822 3,100 1,342 23,938
86,992 86,986 86,986 86,986 434,938
Well 7 Arsenic Treatment P 50,755 73,967 74,642 75,333 76,037 76,756 77,494 78,241 79,007 79,789 80,587 81,403 82,236 83,087 83,954 1,202,044 Fund 500 I 38,327 9,987 9,312 8,622 7,917 7,198 6,463 5,713 4,947 4,165 3,367 2,551 1,719 868 - 151,482 TOTAL 89,082 83,954 83,954 83,955 83,954 83,954 83,957 83,954 83,954 83,954 83,954 83,954 83,955 83,955 83,954 1,353,525 TOTAL ENTERPRISE P 131,233 156,132 158,529 160,978 76,037 76,756 77,494 78,241 79,007 79,789 80,587 81,403 82,236 83,087 83,954 1,613,044 I 44,841 14,809 12,412 9,964 7,917 7,198 6,463 5,713 4,947 4,165 3,367 2,551 1,719 868 - 175,420 TOTAL 176,074 170,940 170,940 170,941 83,954 83,954 83,957 83,954 83,954 83,954 83,954 83,954 83,955 83,955 83,954 1,788,464 TOTAL CITYWIDE DEBT P 526,088 560,331 873,236 809,209 636,996 648,018 447,184 424,121 398,931 405,376 411,937 418,618 425,420 432,345 439,394 361,731 368,134 9,098,097 I 125,255 45,850 82,250 109,849 97,743 86,719 76,008 66,774 59,672 53,228 46,667 39,986 33,185 26,260 19,210 12,919 6,516 1,130,076 TOTAL 651,343 606,181 955,486 919,058 734,739 734,737 523,192 490,895 458,603 458,604 458,604 458,604 458,605 458,605 458,604 374,650 374,650 10,228,173

REVENUE EXPIRATION
Utility User Tax - Expiration January 1, 2025 (600,000) ENTERPRISE LONG-TERM DEBT 1
139
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DESCRIPTION
2019-20
Actual
2020-21
Actual
2021-22
Adopted
Budget
2021-22
Adjusted
Budget
2021-22
Estimated
Actual
2022-23
Proposed
Budget
$ Inc |
(Decr)
% Incr |
(Decr)

OPERATING REVENUE
Sales Taxes $ - $ - $ - $ - 0.0%
Intergovernmental - - - - 0.0%
Charges for services - - - - 0.0%
Interest Earnings 223 134 250 250 60 60 (190) -76.0%
Miscelleneous 7,390 - - - - 0.0%
Transfer in - - - - - 0.0%
TOTAL REVENUE $ 7,613 $ 134 $ 250 $ 250 $ 60 $ 60 $ (190) -76.0%

OPERATING EXPENSES
General Government - 4,000 4,000 3,400 4,000 - 0.0%
Capital Project - - - - 0.0%
Debt Service - - - - 0.0%
Transfer out - 4,303 - - - 0.0%
TOTAL OPERATING EXPENSE $ - $ 4,303 $ 4,000 $ 4,000 $ 3,400 $ 4,000 $ - 0.0% NET BUDGETARY RESULT $ 7,613 $ (4,169) $ (3,750) $ (3,750) $ (3,340) $ (3,940) $ (190) 5.1% Addition/(Use) of Reserves $ 7,613 $ (4,169) $ (3,750) $ (3,750) $ (3,340) $ (3,940) TOTAL BUDGETARY BALANCE $ - $ - $ -
Beginning Fund Balance (Estimated) $ 12,360 $ 19,973 $ 15,804 $ 15,804 $ 15,804 $ 12,464 Ending Fund Balance (Estimated) $ 19,973 $ 15,804 $ 12,054 $ 12,054 $ 12,464 $ 8,524

TREE REPLACEMENT FUND
140 Agenda Item Number 10
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DESCRIPTION
2019-20
Actual
2020-21
Actual
2021-22
Adopted
Budget
2021-22
Adjusted
Budget
2021-22
Estimated
Actual
2022-23
Proposed
Budget
$ Inc |
(Decr)
% Incr |
(Decr)

OPERATING REVENUE
Sales Taxes $ - $ - $ - $ - $ - $ - 0.0%
Intergovernmental - - - - - - 0.0%
Charges for services 11,928 14,510 11,200 11,200 11,500 10,000 (1,200) -10.7% Interest Earnings 1,101 441 900 825 100 100 (725) -87.9% Miscelleneous - - - - - - 0.0%
Transfer in - - - - - - 0.0%
TOTAL REVENUE $ 13,029 $ 14,951 $ 12,100 $ 12,025 $ 11,600 $ 10,100 (1,925) -16.0%

OPERATING EXPENSES
General Government 4,490 - - - - - - 0.0%
Capital Project - - - - - - 0.0%
Debt Service - - - - - - 0.0%
Transfer out - - - - - - 0.0%
TOTAL OPERATING EXPENSE $ 4,490 $ - $ - $ - $ - $ - $ - 0.0% NET BUDGETARY RESULT $ 8,539 $ 14,951 $ 12,100 $ 12,025 $ 11,600 $ 10,100 $ (1,925) -16.0% Addition/(Use) of Reserves $ 8,539 $ 14,951 $ 12,100 $ 12,025 $ 11,600 $ 10,100 TOTAL BUDGETARY BALANCE $ - $ - $ - $ - $ - $ -
Beginning Fund Balance (Estimated) $ 44,460 $ 52,523 $ 67,474 $ 67,474 $ 67,474 $ 79,074 Ending Fund Balance (Estimated) $ 52,999 $ 67,474 $ 79,574 $ 79,499 $ 79,074 $ 89,174

TECHNOLOGY FEE FUND
This is a restricted fund that supports electronic permitting and inspection services. 141 Agenda Item Number 10
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DESCRIPTION
2019-20
Actual
2020-21
Actual
2021-22
Adopted
Budget
2021-22
Adjusted
Budget
2021-22
Estimated
Actual
2022-23
Proposed
Budget
$ Inc |
(Decr)
% Incr |
(Decr)

OPERATING REVENUE
Sales Taxes $ - $ - $ - $ - $ - $ - 0.0%
Intergovernmental 18,474 - - - - 1,095,000 1,095,000 0.0% Charges for services - - - - - - 0.0%
Interest Earnings 9,293 2,651 500 500 800 800 300 60.0% Miscelleneous - - - - - - 0.0%
Transfer in - - - - - - 0.0%
TOTAL REVENUE $ 27,767 $ 2,651 $ 500 $ 500 $ 800 $ 1,095,800 1,095,300 219060.0%

OPERATING EXPENSES
General Government - - - - - - - 0.0%
Capital Project - - 78,000 78,000 - 1,333,500 1,255,500 1609.6% Debt Service - - - - - - - 0.0%
Transfer out - - - - - - - 0.0%
TOTAL OPERATING EXPENSE $ - $ - $ 78,000 $ 78,000 $ - $ 1,333,500 1,255,500 1609.6% NET BUDGETARY RESULT $ 27,767 $ 2,651 $ (77,500) $ (77,500) $ 800 $ (237,700) $ 78,300 -101.0% Addition/(Use) of Reserves $ 27,767 $ 2,651 $ (77,500) $ (77,500) $ 800 $ (237,700) TOTAL BUDGETARY BALANCE $ - $ - $ - $ - $ - $ -
Beginning Fund Balance (Estimated) $ 412,513 $ 440,280 $ 442,931 $ 442,931 $ 442,931 $ 443,731 Ending Fund Balance (Estimated) $ 440,280 $ 442,931 $ 365,431 $ 365,431 $ 443,731 $ 206,031

STREET PAVEMENT RESERVE FUND
142 Agenda Item Number 10
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DESCRIPTION
2019-20
Actual
2020-21
Actual
2021-22
Adopted
Budget
2021-22
Adjusted
Budget
2021-22
Estimated
Actual
2022-23
Proposed
Budget
$ Inc |
(Decr)
% Incr |
(Decr)

OPERATING REVENUE
Sales Taxes $ - $ - $ - $ - $ - $ - $ - 0.0%
Intergovernmental - - - - - - - 0.0%
Charges for services 41 3,043 50 50 1,112 500 450 900.0% Interest Earnings - 50 - - 10 10 10 0.0%
Miscelleneous - - - - - - - 0.0%
Transfer in - - - - - - - 0.0%
TOTAL REVENUE $ 41 $ 3,093 $ 50 $ 50 $ 1,122 $ 510 460 920.0%

OPERATING EXPENSES
General Government - - - - - - - 0.0%
Capital Project - - - - - - - 0.0%
Debt Service - - - - - - - 0.0%
Transfer out - - 4,000 4,000 4,000 2,500 (1,500) -37.5% TOTAL OPERATING EXPENSE $ - $ - $ 4,000 $ 4,000 $ 4,000 $ 2,500 $ (1,500) -37.5% NET BUDGETARY RESULT $ 41 $ 3,093 $ (3,950) $ (3,950) $ (2,878) $ (1,990) $ 1,960 -49.6% Addition/(Use) of Reserves $ 41 $ 3,093 $ (3,950) $ (3,950) $ (2,878) $ (1,990) TOTAL BUDGETARY BALANCE $ - $ - $ - $ - $ - $ -
Beginning Fund Balance (Estimated) $ 4,876 $ 4,917 $ 8,010 $ 8,010 $ 8,010 $ 5,132 Ending Fund Balance (Estimated) $ 4,917 $ 8,010 $ 4,060 $ 4,060 $ 5,132 $ 3,142

POLICE VEHICLE ABATEMENT FUND
143 Agenda Item Number 10
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SPECIAL REVENUE FUNDS
Special Revenue Funds are used to account for revenues derived from specific revenue sources that are restricted or committed to expenditure for specified purposes other than debt service or capital projects. These funds are required by statute, law provisions or ordinance to finance particular functions or activities of government. The various funds and sources are:
a) Gas Tax Fund (200) accounts for funds from the State of California under the Street and Highway Code Sections 2103, 2105, 2106, 2107 and 2107.5. The use of funds is restricted to street related projects, which can include related public facilities for non-motorized traffic, e.g. bike and pedestrian paths.
b) Measure M Transportation Fund (201) receives funding from the County for construction of eligible transportation projects that improve the quality of roads, sidewalks and bike lanes.
c) Measure M Parks Improvement Fund (202) receives funding from the County from the November 6, 2018 voters approved measure of the one-eight cent sales tax that will support city parks, trails, signs, buildings, playgrounds, sports field, restrooms, picnic area and visitor centers.
d) Art In-Lieu Fund (203) accounts for developer contributions in lieu of installation of public art on project sites and income received from art programs and events to fund public artwork, cultural programs, maintenance/conservation, and administrative costs relating to the Art in Public Places Program.
e) Housing Linkage Fee Fund (204) is used to mitigate the housing impacts caused by new, changed and expanded nonresidential development in the City and provide a source of revenue for housing affordable to person of very low and low income. f) Inclusionary Housing Fund (205) accounts for revenue received from fee payment to be used for the exclusive purpose of providing housing affordable to low and moderate income households in the City for construction of five or more new dwelling units, or for the division or subdivision of land into five or more lots for residential use. g) Building Permit Incremental Fee Fund (206) accounts for revenue received from construction inspection and plan checks to fund training, certification exams and courses. h) Business Improvement District (207) was established via ordinance 666 and shall include all businesses located within the area described in Exhibit A. The revenues derived from taxes imposed upon all the businesses in the area shall be utilized for acquisition, construction or maintenance of parking facilities, decoration of any public place, promotion of public events which are to take place, furnishing of music in any public place and general promotion of retail trade activities for the benefit of the area. i) General Plan Update Fee Fund (208) is assessed on Building Permits and is designed to help recover the significant long-term costs of periodically updating the General Plan and Zoning Ordinance. The Fund is typically used for consultant and other costs related to updates.
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j) Supplemental Law Enforcement Services Fund (209) receives funds from the State of California to supplement local law enforcement activities. k) Asset Forfeiture Fund (210 | 211) is used for specified police activities (excluding regular salary) from confiscated assets of convicted drug felons. l) Park Improvement Fund (212) receives revenue from new residential and hotel development to mitigate the impact of such new development on City park and recreational facilities. The use of revenues from the Fund is restricted to park and recreational capital improvements.
m) Traffic Impact Fee Fund (213) was established to reduce the traffic impacts caused by new development within the City limits and certain public improvements (transportation system infrastructure) and revenue collected from these fees shall be used solely to pay for the City’s future construction of facilities or services or reimburse the City for facilities constructed by the City with funds advanced by the City from other sources. n) Underground Utilities Fee Fund (214) is an in-lieu fee paid by development projects where the City Engineer has determined physical undergrounding of overhead utilities is not practical. The Fund is used for general City utility undergrounding projects. o) Community Development Block Grant (216) funds communities with resources to address a wide range of unique community development needs such as affordable housing, antipoverty programs and infrastructure development. p) Road Maintenance & Rehabilitation SB1 (217) accounts for funds from the State of California under Road Repair and Accountability Act of 2017. The use of funds is similar but, not identical, to Gas Tax use rules and must be used for projects related to road maintenance and rehabilitation, safety projects, and traffic control devices. q) Human Services & Community Fund (233) accounts for revenue obtained by the solicitation of voluntary contributions from residents and property owners through water and sewer bills and other means of collection or fundraising activities to fund programs or activities which address the welfare of the City’s residents regardless of all age, social status or income.
r) Supplemental Planning Grant (247) funds for local governments to address California’s critical housing needs. The grant awards to accelerate housing production by streamlining the approval of affordable housing and promoting development consistent with the State’s planning priorities, among other related activities.
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EXHIBIT A
Beginning at the intersection of the Westerly line of Pitt Avenue extended, and the Northerly line of Healdsburg Avenue; thence from said point of beginning in an Easterly direction along the Northerly line of Healdsburg Avenue a distance of 500 feet, more or less, to the intersection of the Northerly line of Healdsburg Avenue with the Westerly line of North Main Street; thence in a Southerly direction along the Westerly line of Main Street extended and the Westerly line of Main Street a distance of 200 feet, more or less, to the intersection with the Southerly line of Wallace Street extended; thence along the Southerly line of Wallace Street extended and the South line of Wallace Street running in an Easterly direction a distance of 250 feet, more or less; thence leaving said South line of Wallace Street in a Southerly direction and parallel to the Easterly line of Main Street a distance of 500 feet, more or less, to the Southerly line of Petaluma and Santa Rosa Railroad Right of Way; thence in an Easterly direction along the South line of the Petaluma and Santa Rosa Railroad Right of way a distance of 300 feet, more or less to the Easterly line of Petaluma Avenue extended; thence in a Southerly direction along the Easterly line of Petaluma Avenue extended, a distance of 200 feet, more or less to the Northerly line of McKinley Street; thence along said Northerly line of McKinley Street in an Easterly direction 400 feet, more or less to the Easterly line of Johnson Street; thence Southerly along the Easterly line of Johnson Street extended, a distance of 300 feet, more or less, to the Northerly line of Depot Street; thence Easterly along the Northerly line of Depot Street, a distance of 150 feet, more or less, thence leaving said Northerly line of Depot Street and in a Southerly direction 160 feet, more or less to the Northerly line of Sebastopol Avenue; thence Easterly along the Northerly line of Sebastopol Avenue, a distance of 450 feet; thence leaving the Northerly line of Sebastopol Avenue Southerly a distance of 550 feet to the Petaluma and Santa Rosa Railroad Right of Way; thence Westerly in an arc along the Northerly line of the Petaluma and Santa Rosa Railroad Right of Way a distance of 1000 feet more or less, to the Easterly line of Petaluma Avenue; thence along the Easterly line of Petaluma Avenue in a Southerly direction 200 feet, more or less to the South line of Willow Street extended; thence in a Westerly direction along the South line of Willow Street extended and the South line of Willow street, a distance of 750 feet, more or less, to the West line of High Street: thence in a Northerly direction along the Westerly line of High Street and North High Street, a distance of 1250 feet, more or less to the North line of Wilton Avenue extended; thence and in an Easterly direction along the North line of Wilton Avenue extended and Wilton Avenue, a distance of 150 feet, more or less; thence leaving the North line of Wilton Avenue in a Northerly direction and parallel to Main Street, a distance of 250 feet, more or less, to the South line of Keating Avenue; thence along the South line of Keating Avenue in a Westerly direction a distance of 250 feet, more or less, to the Westerly line of Pitt Avenue; thence in a Northerly direction along the Westerly line of Pitt Avenue and the Westerly line of Pitt Avenue extended, a distance of 650 feet, more or less, to the Northerly line of Healdsburg Avenue, the point of beginning of the area herein described. 146 Agenda Item Number 10
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EXHIBIT A
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SUMMARY - SPECIAL REVENUE FUNDS
2022-23 PROPOSED BUDGET
Gas Tax
Fund
Measure M
Transportion
Tax
Measure M
Parks
Improvement
Tax Art In-Lieu
Housing
Linkage Fee
Inclusionary
Housing Fund
Building
Permit
Incremental
Fee
Business
Improvement
District
General Plan
Update Fee
Special
Enforcement
Supplemental
Fund
Asset
Fordeiture
Fund
Park
Improvement
Traffic Impact
Fee
Utility
Underground
Fee
Community
Developmnet
Block Grant
(CDBG)
Road
Maintenance &
Rehabilitation
(SB1)
Supplemental
Planning Grant
Fund
Human
Services &
Community
Fund Total
80,000 $ 85,000 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ 165,000 $ 229,750 - - - - - - - - 105,000 - 126,900 - - - 174,500 175,000 - 811,150 - 1,500 500 700 500 200 300 - 500 - - 150 1,800 1,400 - - - 50 7,600 - - - - - - 10,000 8,700 4,000 - - - - - - - - 800 23,500 - - - - - - - - - - - - - - -
229,750 81,500 85,500 700 500 200 10,300 8,700 4,500 105,000 - 127,050 1,800 1,400 - 174,500 175,000 850 1,007,250

EXPENDITURES
Departments:
200,100 - - - - - - 8,700 41,500 - - - - - - 2,000 175,000 - 427,300 350,000 267,651 51,500 - - - - - - - 321,849 213,847 - 230,000 345,000 - - 1,779,847 - - - - - - - - - - 29,385 - - - - - - 29,385
200,100 350,000 267,651 51,500 - - - 8,700 41,500 - - 351,234 213,847 - 230,000 347,000 175,000 - 2,236,532

EXCESS OF REVENUES
29,650 (268,500) (182,151) (50,800) 500 200 10,300 - (37,000) 105,000 - (224,184) (212,047) 1,400 (230,000) (172,500) - 850 (1,229,282)

OTHER FINANCING

SOURCES (USES)
- - - - - - - - - - - - - - - - - - -
- - - - - - - - (100,000) - - - - - - - - (100,000)
- - - - - - - - (100,000) - - - - - - - - (100,000)

NET CHANGE IN FUND
BALANCES 29,650 (268,500) (182,151) (50,800) 500 200 10,300 - (37,000) 5,000 - (224,184) (212,047) 1,400 (230,000) (172,500) - 850 (1,329,282)

FUND BALANCE
2,467 179,745 81,963 142,941 94,100 38,507 35,047 85 90,504 - 2,124 (10,535) 367,337 242,990 - 296,749 - 7,747 1,571,771

FUND BALANCE
32,117 $ (88,755) $ (100,188) $ 92,141 $ 94,600 $ 38,707 $ 45,347 $ 85 $ 53,504 $ 5,000 $ 2,124 $ (234,719) $ 155,290 $ 244,390 $ (230,000) $ 124,249 $ - $ 8,597 $ 242,489 $ ESTIMATED END OF YEAR Total revenues
sources (uses)

ESTIMATED BEGINNING

OF THE YEAR
Total other financing
Transfers in
Transfers out
Debt Service

REVENUES
Taxes/Assessments
Intergovernmental
Interest and rentals

OVER EXPENDITURES
Total Expenditures
Licenses, permits and fees
Others Contribution
General government
Capital Projects
148
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DESCRIPTION
2019-20
Actual
2020-21
Actual
2021-22
Adopted
Budget
2021-22
Adjusted
Budget
2021-22
Estimated
Actual
2022-23
Proposed
Budget
$ Incr /
(Dec)
% Incr /
(Dec)

OPERATING REVENUE
Intergovernmental $ 177,051 $ 175,905 $ 203,100 $ 203,100 $ 203,100 $ 229,750 $ 26,650 13.1% Other Income - 0.0%
Interest Earnings 43 $ - $ - $ - $ - - 0.0%
Transfer In 13,622 8,800 $ - $ - $ - - 0.0%
TOTAL REVENUE $ 190,673 $ 184,748 $ 203,100 $ 203,100 $ 203,100 $ 229,750 $ 26,650 13.1%

OPERATING EXPENSES
Salaries & Benefits a $ 172,799 $ 173,457 $ 169,625 $ 169,625 $ 169,625 $ 177,900 $ 8,275 4.9% Contract Services - - - - - - - 0.0%
Services & Supplies - 36 3,000 3,000 3,000 3,000 - 0.0% Vehicle Maintenance - - 3,000 3,000 3,000 3,000 - 0.0%
Utilities 4,809 5,342 5,000 5,000 5,000 5,500 500 10.0% Allocated Insurance 10,400 8,328 8,700 8,700 8,700 10,700 2,000 23.0% TOTAL OPERATING EXPENSE $ 188,008 $ 187,163 $ 189,325 $ 189,325 $ 189,325 $ 200,100 $ 10,775 5.7% NET BUDGETARY RESULT $ 2,665 $ (2,415) $ 13,775 $ 13,775 $ 13,775 $ 29,650 $ 15,875 0.0% Addition/(Use) of Reserves $ 2,665 $ (2,415) $ 13,775 $ 13,775 $ 13,775 $ 29,650

TOTAL BUDGETARY BALANCE
Beginning Fund Balance (Estimated) $ (198) $ 2,467 $ 52 $ 52 $ 52 $ 13,827 Ending Fund Balance (Estimated) $ 2,467 $ 52 $ 13,827 $ 13,827 $ 13,827 $ 43,477 a Salaries: Base pay, longevity pay, education incentive pay Benefits: Includes PERS retirement, health, dental, vision, medicare, short-term, long-term disability

GAS TAX FUND
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Gas Tax Fund
Budget Expenditures
Account Number Description
2019-20
Actual
2020-21
Actual
2021-22
Adopted
Budget
2021-22
Adjusted
Budget
2021-22
Estimated
Actual
2022-23
Proposed
Budget
200-4103-4010 Salaries 1 (1.6 FTE) 109,314 121,370 103,100 103,100 103,100 102,400 200-4103-4100 Benefits 2 63,485 52,087 66,525 66,525 66,525 75,500 200-4103-4210 Contract Services - - - - - -
200-4103-4330 Misc. Supplies & Services - 36 3,000 3,000 3,000 3,000 200-4103-4380 Vehicle Maintenance - - 3,000 3,000 3,000 3,000 200-4103-4710 Utilites 4,809 5,342 5,000 5,000 5,000 5,500 200-4103-4997 Allocated Workers' Comp Insurance 10,400 8,328 8,700 8,700 8,700 10,700 TOTAL DEPARTMENT 188,008 187,163 189,325 189,325 189,325 200,100 1 Salaries: Includes base pay, longevity pay, education incentive pay (when applicable). 2 Benefits: Includes PERS retirement, health, dental, vision, medicare, short-term, long-term disability 150 Agenda Item Number 10
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DESCRIPTION
2019-20
Actual
2020-21
Actual
2021-22
Adopted
Budget
2021-22
Adjusted
Budget
2021-22
Estimated
Actual
2022-23
Proposed
Budget
$ Incr /
(Dec)
% Incr /
(Dec)

OPERATING REVENUE
Sales Taxes $ 64,033 $ 71,169 $ 68,300 $ 68,300 $ 68,300 $ 80,000 $ 11,700 0.0% Intergovernmental - - - - - - - 0.0%
Charges for services - - - - - - - 0.0%
Interest Earnings 486 1,512 - - 1,500 1,500 1,500 0.0%
Miscelleneous - - - - - - - 0.0%
Transfer in - - - - - - - 0.0%
TOTAL REVENUE $ 64,519 $ 72,681 $ 68,300 $ 68,300 $ 69,800 $ 81,500 $ 13,200 0.0%

OPERATING EXPENSES
General Government - - - $ - 0.0%
Capital Projects - 47,885 - - 212,854 350,000 350,000 0.0% Debt Service - - - - - 0.0%
Transfer out - - - - - 0.0%
TOTAL OPERATING EXPENSE $ - $ 47,885 $ - $ - $ 212,854 $ 350,000 $ 350,000 0.0% NET BUDGETARY RESULT $ 64,519 $ 24,796 $ 68,300 $ 68,300 $ (143,054) $ (268,500) $ (336,800) 0.0% Addition/(Use) of Reserves $ 64,519 $ 24,796 $ 68,300 $ 68,300 $ (143,054) $ (268,500) TOTAL BUDGETARY BALANCE $ - $ - $ - $ - $ - $ -
Beginning Fund Balance (Estimated) $ 115,226 $ 179,745 $ 204,541 $ 204,541 $ 204,541 $ 61,487 Ending Fund Balance (Estimated) $ 179,745 $ 204,541 $ 272,841 $ 272,841 $ 61,487 $ (207,013)

MEASURE M TRANSPORTATION TAX FUND
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DESCRIPTION
2019-20
Actual
2020-21
Actual
2021-22
Adopted
Budget
2021-22
Adjusted
Budget
2021-22
Estimated
Actual
2022-23
Proposed
Budget
$ Incr /
(Dec)
% Incr /
(Dec)

OPERATING REVENUE
Sales Taxes $ 90,218 $ 98,520 $ 85,000 $ 85,000 $ 100,000 $ 85,000 $ - 0.0% Intergovernmental - - - - - - - 0.0%
Charges for services - - - - - - - 0.0%
Interest Earnings - 781 500 500 500 500 - 0.0%
Miscelleneous - - - - - - - 0.0%
Transfer in - - - - - - - 0.0%
TOTAL REVENUE $ 90,218 $ 99,301 $ 85,500 $ 85,500 $ 100,500 $ 85,500 - 0.0%

OPERATING EXPENSES
General Government - - - - - - $ - 0.0%
Capital Projects 11,733 43,754 224,048 224,048 48,500 267,651 43,603 19.5% Debt Service - - - - - - - 0.0%
Transfer out - - - - - - - 0.0%
TOTAL OPERATING EXPENSE $ 11,733 $ 43,754 $ 224,048 $ 224,048 $ 48,500 $ 267,651 43,603 19.5% NET BUDGETARY RESULT $ 78,485 $ 55,547 $ (138,548) $ (138,548) $ 52,000 $ (182,151) $ (43,603) 31.5% Addition/(Use) of Reserves $ 78,485 $ 55,547 $ (138,548) $ (138,548) $ 52,000 $ (182,151) TOTAL BUDGETARY BALANCE $ - $ - $ - $ - $ - $ -
Beginning Fund Balance (Estimated) $ 3,478 $ 81,963 $ 137,510 $ 137,510 $ 137,510 $ 189,510 Ending Fund Balance (Estimated) $ 81,963 $ 137,510 $ (1,038) $ (1,038) $ 189,510 $ 7,359

MEASURE M PARKS IMPROVEMENT FUND
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DESCRIPTION
2019-20
Actual
2020-21
Actual
2021-22
Adopted
Budget
2021-22
Adjusted
Budget
2021-22
Estimated
Actual
2022-23
Proposed
Budget
$ Incr /
(Dec)
% Incr /
(Dec)

OPERATING REVENUE
Sales Taxes $ - $ - $ - $ - $ - $ - $ - 0.0%
Intergovernmental - - - - - - 0.0%
Charges for services 15,545 - 1,000 1,000 - - (1,000) -100.0% Interest Earnings 3,200 734 - - 100 700 700 0.0%
Miscelleneous - 250 - - - - - 0.0%
Transfer in - - - - - - - 0.0%
TOTAL REVENUE $ 18,745 $ 984 $ 1,000 $ 1,000 $ 100 $ 700 (300) -30.0%

OPERATING EXPENSES
General Government 7,000 16,667 5,500 5,500 - $ (5,500) -100.0% Capital Projects - 1,098 55,000 55,000 43,300 51,500 (3,500) -6.4% Debt Service - - - - - - - 0.0%
Transfer out - - - - - - - 0.0%
TOTAL OPERATING EXPENSE $ 7,000 $ 17,765 $ 60,500 $ 60,500 $ 43,300 $ 51,500 (9,000) -14.9% NET BUDGETARY RESULT $ 11,745 $ (16,781) $ (59,500) $ (59,500) $ (43,200) $ (50,800) $ 8,700 -14.6% Addition/(Use) of Reserves $ 11,745 $ (16,781) $ (59,500) $ (59,500) $ (43,200) $ (50,800) TOTAL BUDGETARY BALANCE $ - $ - $ - $ - $ - $ -
Beginning Fund Balance (Estimated) $ 131,196 $ 142,941 $ 126,160 $ 126,160 $ 126,160 $ 82,960 Ending Fund Balance (Estimated) $ 142,941 $ 126,160 $ 66,660 $ 66,660 $ 82,960 $ 32,160 1) 63,000 remaining / carryover for Michael Mc Ginnis sculpture and Ned Kahn Sculptures 2) $5,000 for new call for artists, advertising and Artist finalist honorariums anticipated for New Call, $35,000 for artist commission anticipated in FY 22/23. 3) Sculpture Garden Call for artists costs anticipated to be $2,000 in FY 21/22 in Gen Gov Costs

ART IN LIEU FUND
FY21/22 Proposed Budget Items:
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DESCRIPTION
2019-20
Actual
2020-21
Actual
2021-22
Adopted
Budget
2021-22
Adjusted
Budget
2021-22
Estimated
Actual
2022-23
Proposed
Budget
$ Incr /
(Dec)
% Incr /
(Dec)

OPERATING REVENUE
Sales Taxes $ - $ - $ - $ - $ - $ - $ - 0.0%
Intergovernmental - - - - - - - 0.0%
Charges for services 10,499 - 8,000 8,000 - - (8,000) -100.0% Interest Earnings 2,040 515 - - 500 500 500 0.0%
Miscelleneous - - - - - - - 0.0%
Transfer in - - - - - - - 0.0%
TOTAL REVENUE $ 12,539 $ 515 $ 8,000 $ 8,000 $ 500 $ 500 (7,500) -93.8%

OPERATING EXPENSES
General Government - - - - - - - 0.0%
Capital Projects 12,065 505 - - 4,683 - - 0.0%
Debt Service - - - - - - - 0.0%
Transfer out - - - - - - - 0.0%
TOTAL OPERATING EXPENSE $ 12,065 $ 505 $ - $ - $ 4,683 $ - - 0.0% NET BUDGETARY RESULT $ 474 $ 10 $ 8,000 $ 8,000 $ (4,183) $ 500 $ (7,500) -93.8% Addition/(Use) of Reserves $ 474 $ 10 $ 8,000 $ 8,000 $ (4,183) $ 500 TOTAL BUDGETARY BALANCE $ - $ - $ - $ - $ - $ -
Beginning Fund Balance (Estimated) $ 93,626 $ 94,100 $ 94,110 $ 94,110 $ 94,110 $ 89,928 Ending Fund Balance (Estimated) $ 94,100 $ 94,110 $ 102,110 $ 102,110 $ 89,928 $ 90,428

HOUSING LINKAGE FUND
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DESCRIPTION
2019-20
Actual
2020-21
Actual
2021-22
Adopted
Budget
2021-22
Adjusted
Budget
2021-22
Estimated
Actual
2022-23
Proposed
Budget
$ Incr /
(Dec)
% Incr /
(Dec)

OPERATING REVENUE
Sales Taxes $ - $ - $ - 0.0%
Intergovernmental - - - 0.0%
Charges for services 69 - - - 0.0%
Interest Earnings 830 233 200 200 200 200 - 0.0%
Miscelleneous - - - - - 0.0%
Transfer in - - - - - 0.0%
TOTAL REVENUE $ 830 $ 302 $ 200 $ 200 $ 200 $ 200 $ - 0.0%

OPERATING EXPENSES
General Government - - - - - 0.0%
Capital Project - - - - - - 0.0%
Debt Service - - - 0.0%
Transfer out - 0.0%
TOTAL OPERATING EXPENSE $ - $ - $ - $ - $ - $ - - 0.0%
NET BUDGETARY RESULT $ 830 $ 302 $ 200 $ 200 $ 200 $ 200 $ - 0.0% Addition/(Use) of Reserves $ 830 $ 302 $ 200 $ 200 $ 200 $ 200 TOTAL BUDGETARY BALANCE $ - $ - $ - $ -
Beginning Fund Balance (Estimated) $ 37,677 $ 38,507 $ 38,809 $ 38,809 $ 38,809 $ 39,009 Ending Fund Balance (Estimated) $ 38,507 $ 38,809 $ 39,009 $ 39,009 $ 39,009 $ 39,209

INCLUSIONARY HOUSING FUND
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DESCRIPTION
2019-20
Actual
2020-21
Actual
2021-22
Adopted
Budget
2021-22
Adjusted
Budget
2021-22
Estimated
Actual
2022-23
Proposed
Budget
$ Incr /
(Dec)
% Incr /
(Dec)

OPERATING REVENUE
Sales Taxes $ - $ - $ - $ - $ - $ - 0.0%
Intergovernmental - - - - - - 0.0%
Charges for services 11,912 13,193 12,000 12,000 10,000 10,000 (2,000) -16.7% Interest Earnings 678 327 - - 300 300 300 0.0%
Miscelleneous - - - - - - 0.0%
Transfer in - - - - - - 0.0%
TOTAL REVENUE $ 12,590 $ 13,520 $ 12,000 $ 12,000 $ 10,300 $ 10,300 (1,700) -14.2%

OPERATING EXPENSES
General Government 1,507 180 - - - - $ - 0.0%
Capital Project - - - - - - - 0.0%
Debt Service - - - - - - - 0.0%
Transfer out - - - - - - - 0.0%
TOTAL OPERATING EXPENSE $ 1,507 $ 180 $ - $ - $ - $ - $ - 0.0% NET BUDGETARY RESULT $ 11,083 $ 13,340 $ 12,000 $ 12,000 $ 10,300 $ 10,300 $ (1,700) -14.2% Addition/(Use) of Reserves $ 11,083 $ 13,340 $ 12,000 $ 12,000 $ 10,300 $ 10,300 TOTAL BUDGETARY BALANCE $ - $ - $ - $ - $ - $ -
Beginning Fund Balance (Estimated) $ 23,964 $ 35,047 $ 35,047 $ 35,047 $ 48,387 $ 58,687 Ending Fund Balance (Estimated) $ 35,047 $ 48,387 $ 47,047 $ 47,047 $ 58,687 $ 68,987

BUILDING PERMIT INCREMENTAL FEE FUND
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DESCRIPTION
2019-20
Actual
2020-21
Actual
2021-22
Adopted
Budget
2021-22
Adjusted
Budget
2021-22
Estimated
Actual
2022-23
Proposed
Budget
$ Incr /
(Dec)
% Incr /
(Dec)

OPERATING REVENUE
Sales Taxes/Assessment $ - $ - $ - $ - $ - $ - 0.0%
Intergovernmental - - - - - - 0.0%
Charges for services 8,764 8,963 8,700 8,700 8,700 8,700 - 0.0% Interest Earnings 58 (4) - - - - - 0.0%
Miscelleneous - - - - - - 0.0%
Transfer in - - - - - - 0.0%
TOTAL REVENUE $ 8,822 $ 8,959 $ 8,700 $ 8,700 $ 8,700 $ 8,700 $ - 0.0%

OPERATING EXPENSES
General Government 8,766 8,700 8,700 8,700 8,700 8,700 - 0.0% Capital Project - - - - - - 0.0%
Debt Service - - - - - - 0.0%
Transfer out - - - - - 0.0%
TOTAL OPERATING EXPENSE $ 8,766 $ 8,700 $ 8,700 $ 8,700 $ 8,700 $ 8,700 - 0.0% NET BUDGETARY RESULT $ 56 $ 259 $ - $ - $ - $ - $ - 0.0% Addition/(Use) of Reserves $ 56 $ 259 $ - $ - $ - $ -
TOTAL BUDGETARY BALANCE $ - $ - $ - $ - $ - $ -
Beginning Fund Balance (Estimated) $ 29 $ 85 $ 65 $ 65 $ 85 $ 85 Ending Fund Balance (Estimated) $ 85 $ 344 $ 65 $ 65 $ 85 $ 85

BUSINESS IMPROVEMENT DISTRICT
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DESCRIPTION
2019-20
Actual
2020-21
Actual
2021-22
Adopted
Budget
2021-22
Adjusted
Budget
2021-22
Estimated
Actual
2022-23
Proposed
Budget
$ Incr /
(Dec)
% Incr /
(Dec)

OPERATING REVENUE
Sales Taxes $ - $ - $ - $ - $ - $ - $ - 0.0%
Intergovernmental - - - - - - - 0.0%
Charges for services 12,248 16,307 12,000 12,000 4,000 4,000 (8,000) -66.7% Interest Earnings 1,897 713 1,500 1,500 500 500 (1,000) -66.7% Miscelleneous - - - - - - - 0.0%
Transfer in - - - - - - - 0.0%
TOTAL REVENUE $ 14,145 $ 17,020 $ 13,500 $ 13,500 $ 4,500 $ 4,500 $ (9,000) -66.7%

OPERATING EXPENSES
General Government - 60,000 60,000 40,000 41,500 (18,500) -30.8% Capital Project - - - - - 0.0%
Debt Service - - - - - 0.0%
Transfer out - - - - - 0.0%
TOTAL OPERATING EXPENSE $ - $ - $ 60,000 $ 60,000 $ 40,000 $ 41,500 (18,500) -30.8% NET BUDGETARY RESULT $ 14,145 $ 17,020 $ (46,500) $ (46,500) $ (35,500) $ (37,000) $ 9,500 -20.4% Addition/(Use) of Reserves $ 14,145 $ 17,020 $ (46,500) $ (46,500) $ (35,500) $ (37,000) TOTAL BUDGETARY BALANCE $ - $ - $ - $ - $ - $ -
Beginning Fund Balance (Estimated) $ 76,359 $ 90,504 $ 107,524 $ 107,524 $ 107,524 $ 72,024 Ending Fund Balance (Estimated) $ 90,504 $ 107,524 $ 61,024 $ 61,024 $ 72,024 $ 35,024

GENERAL PLAN UPDATE FEE FUND
158 Agenda Item Number 10
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DESCRIPTION
2019-20
Actual
2020-21
Actual
2021-22
Adopted
Budget
2021-22
Adjusted
Budget
2021-22
Estimated
Actual
2022-23
Proposed
Budget
$ Incr /
(Dec)
% Incr /
(Dec)

OPERATING REVENUE
Sales Taxes $ - $ - $ - $ - $ - $ - $ - 0.0%
Intergovernmental 115,573 115,336 110,000 110,000 110,000 105,000 (5,000) -4.5% Charges for services - - - - - - - 0.0%
Interest Earnings - 294 - - - - - 0.0%
Miscelleneous - - - - - - - 0.0%
Transfer in 34,601 - - - - - - 0.0%
TOTAL REVENUE $ 150,174 $ 115,630 $ 110,000 $ 110,000 $ 110,000 $ 105,000 $ (5,000) -4.5%

OPERATING EXPENSES
General Government 146,289 - - - - - - 0.0%
Capital Project - - - - - - - 0.0%
Debt Service - - - - - - - 0.0%
Transfer out 7,770 100,000 127,000 127,000 127,000 100,000 (27,000) -21.3% TOTAL OPERATING EXPENSE $ 154,059 $ 100,000 $ 127,000 $ 127,000 $ 127,000 $ 100,000 (27,000) -21.3% NET BUDGETARY RESULT $ (3,885) $ 15,630 $ (17,000) $ (17,000) $ (17,000) $ 5,000 $ 22,000 -129.4% Addition/(Use) of Reserves $ (3,885) $ 15,630 $ (17,000) $ (17,000) $ (17,000) $ 5,000 TOTAL BUDGETARY BALANCE $ - $ - $ - $ - $ -
Beginning Fund Balance (Estimated) $ 3,885 $ - $ 15,630 $ 15,630 $ 15,630 $ (1,370) Ending Fund Balance (Estimated) $ - $ 15,630 $ (1,370) $ (1,370) $ (1,370) $ 3,630

SPECIAL LAW ENFORCEMENT SUPPLEMENTAL FUND
159 Agenda Item Number 10
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DESCRIPTION
2019-20
Actual
2020-21
Actual
2021-22
Adopted
Budget
2021-22
Adjusted
Budget
2021-22
Estimated
Actual
2022-23
Proposed
Budget
$ Incr /
(Dec)
% Incr /
(Dec)

OPERATING REVENUE
Sales Taxes $ - $ - $ - $ - $ - $ - $ - 0.0%
Intergovernmental - - - - - - - 0.0%
Charges for services - - - - - - - 0.0%
Interest Earnings - - - - - - - 0.0%
Miscelleneous 358 - - - - - - 0.0%
Transfer in - - - - - - - 0.0%
TOTAL REVENUE $ 358 $ - $ - $ - $ - $ - - 0.0%

OPERATING EXPENSES
General Government - - - - 0.0%
Capital Project - - - - - - 0.0%
Debt Service - - - - - - 0.0%
Transfer out - - - - - - 0.0%
TOTAL OPERATING EXPENSE $ - $ - $ - $ - $ - $ - - 0.0%
-
NET BUDGETARY RESULT $ 358 $ - $ - $ - $ - $ - - 0.0%
Addition/(Use) of Reserves $ 358 $ - $ - $ - $ - $ -
TOTAL BUDGETARY BALANCE $ - $ - $ - $ - $ - $ -
Beginning Fund Balance (Estimated) $ 1,766 $ 2,124 $ 2,124 $ 2,124 $ 2,124 $ 2,124 Ending Fund Balance (Estimated) $ 2,124 $ 2,124 $ 2,124 $ 2,124 $ 2,124 $ 2,124

ASSET FORFEITURE FUND
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DESCRIPTION
2019-20
Actual
2020-21
Actual
2021-22
Adopted
Budget
2021-22
Adjusted
Budget
2021-22
Estimated
Actual
2022-23
Proposed
Budget $ Incr / (Dec)
% Incr /
(Dec)

OPERATING REVENUE
Charges for services $ 18,885 $ 30,000 $ 30,000 $ 15,000 $ - $ (30,000) -100.0% Intergovernmental - 77,950 77,950 77,950 - (77,950) -100.0% Interest Earnings 2,422 156 300 300 150 150 (150) -50.0% Intergovernmental Grant - Open Space - 72,039 126,943 126,943 - 126,900 (43) 0.0% Miscelleneous Contributions 30,000 28,000 28,000 28,000 - (28,000) -100.0% Transfer in - 142,604 - - - - - 0.0%
TOTAL REVENUE $ 51,307 $ 214,799 $ 263,193 $ 263,193 $ 121,100 $ 127,050 (136,143) -51.7%

OPERATING EXPENSES
General Government - 4,354 - - - - - 0.0%
Capital Projects 171,677 1,067 346,850 346,850 25,000 321,849 (25,001) -7.2% Debt Service 31,470 35,116 29,349 29,349 29,385 29,385 36 0.1% Transfer out - 134,604 - - - - 0.0%
TOTAL OPERATING EXPENSE $ 203,147 $ 175,141 $ 376,199 $ 376,199 $ 54,385 $ 351,234 (24,965) -6.6% NET BUDGETARY RESULT $ (151,840) $ 39,658 $ (113,006) $ (113,006) $ 66,715 $ (224,184) (111,178) 98.4% Addition/(Use) of Reserves $ (151,840) $ 39,658 $ (113,006) $ (113,006) $ 66,715 $ (224,184) TOTAL BUDGETARY BALANCE $ - $ - $ - $ - $ - $ -
Beginning Fund Balance (Estimated) $ 141,305 $ (10,535) $ 29,123 $ 29,123 $ 29,123 $ 95,838 Ending Fund Balance (Estimated) $ (10,535) $ 29,123 $ (83,883) $ (83,883) $ 95,838 $ (128,346)

PARK IMPROVEMENT FUND
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DESCRIPTION
2019-20
Actual
2020-21
Actual
2021-22
Adopted
Budget
2021-22
Adjusted
Budget
2021-22
Estimated
Actual
2022-23
Proposed
Budget
$ Incr /
(Dec)
% Incr /
(Dec)

OPERATING REVENUE
Sales Taxes $ - $ - $ - $ - $ - $ - $ - 0.0%
Intergovernmental 20,000 - - - - - - 0.0%
Charges for services 25,083 57,341 20,000 20,000 7,000 - (20,000) -100.0% Interest Earnings 8,339 2,397 3,000 3,000 1,800 1,800 (1,200) -40.0% Miscelleneous - - - - - - - 0.0%
Transfer in - - - - - - - 0.0%
TOTAL REVENUE $ 53,422 $ 59,738 $ 23,000 $ 23,000 $ 8,800 $ 1,800 (21,200) -92.2%

OPERATING EXPENSES
General Government - - - - $ - 0.0%
Capital Projects 52,652 47,593 35,000 35,000 162,000 213,847 178,847 511.0% Debt Service - - - - - 0.0%
Transfer out - - - - - 0.0%
TOTAL OPERATING EXPENSE $ 52,652 $ 47,593 $ 35,000 $ 35,000 $ 162,000 $ 213,847 178,847 511.0% NET BUDGETARY RESULT $ 770 $ 12,145 $ (12,000) $ (12,000) $ (153,200) $ (212,047) $ (200,047) 1667.1% Addition/(Use) of Reserves $ 770 $ 12,145 $ (12,000) $ (12,000) $ (153,200) $ (212,047) TOTAL BUDGETARY BALANCE $ - $ - $ - $ - $ - $ -
Beginning Fund Balance (Estimated) $ 366,567 $ 367,337 $ 379,482 $ 379,482 $ 379,482 $ 226,282 Ending Fund Balance (Estimated) $ 367,337 $ 379,482 $ 367,482 $ 367,482 $ 226,282 $ 14,235

TRAFFIC IMPACT FEE FUND
162 Agenda Item Number 10
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DESCRIPTION
2019-20
Actual
2020-21
Actual
2021-22
Adopted
Budget
2021-22
Adjusted
Budget
2021-22
Estimated
Actual
2022-23
Proposed
Budget
$ Incr /
(Dec)
% Incr /
(Dec)

OPERATING REVENUE
Sales Taxes $ - $ - $ - $ - $ - $ - $ - 0.0%
Intergovernmental - - - - - - - 0.0%
Charges for services - - - - - - - 0.0%
Interest Earnings 5,236 1,463 4,000 4,000 1,400 1,400 (2,600) -65.0% Miscelleneous - - - - - - - 0.0%
Transfer in - - - - - - - 0.0%
TOTAL REVENUE $ 5,236 $ 1,463 $ 4,000 $ 4,000 $ 1,400 $ 1,400 (2,600) -65.0%

OPERATING EXPENSES
General Government - - - - - - - 0.0%
Capital Projects - - - - - - - 0.0%
Debt Service - - - - - - - 0.0%
Transfer out - - - - - - - 0.0%
TOTAL OPERATING EXPENSE $ - $ - $ - $ - $ - $ - - 0.0%
NET BUDGETARY RESULT $ 5,236 $ 1,463 $ 4,000 $ 4,000 $ 1,400 $ 1,400 (2,600) -65.0% Addition/(Use) of Reserves $ 5,236 $ 1,463 $ 4,000 $ 4,000 $ 1,400 $ 1,400 TOTAL BUDGETARY BALANCE $ - $ - $ - $ - $ - $ -
Beginning Fund Balance (Estimated) $ 237,754 $ 242,990 $ 244,453 $ 244,453 $ 244,453 $ 245,853 Ending Fund Balance (Estimated) $ 242,990 $ 244,453 $ 248,453 $ 248,453 $ 245,853 $ 247,253

UTILITY UNDERGROUND FEE FUND
163 Agenda Item Number 10
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DESCRIPTION
2019-20
Actual
2020-21
Actual
2021-22
Adopted
Budget
2021-22
Adjusted
Budget
2021-22
Estimated
Actual
2022-23
Proposed
Budget
$ Incr /
(Dec)
% Incr /
(Dec)

OPERATING REVENUE
Sales Taxes $ - $ - $ - $ - $ - $ - 0.0%
Intergovernmental - 240,853 - - - 230,000 230,000 0.0%
Charges for services - - - - - - 0.0%
Interest Earnings - - - - 100 100 100 0.0%
Miscelleneous - - 180,000 180,000 201,690 - (180,000) -100.0% Transfer in 1,225 - - - - 0.0%
TOTAL REVENUE $ 1,225 $ 240,853 $ 180,000 $ 180,000 $ 201,790 $ 230,100 50,100 27.8%

OPERATING EXPENSES
General Government 1,035 - - - - - $ - 0.0%
Capital Projects - 240,853 180,000 180,000 300,000 230,000 50,000 27.8% Debt Service - - - - - - - 0.0%
Transfer out 190 - - - - - - 0.0%
TOTAL OPERATING EXPENSE $ 1,225 $ 240,853 $ 180,000 $ 180,000 $ 300,000 $ 230,000 50,000 27.8% NET BUDGETARY RESULT $ - $ - $ - $ - $ (98,210) $ 100 $ 100 0.0% Addition/(Use) of Reserves $ - $ - $ - $ - $ (98,210) $ 100 TOTAL BUDGETARY BALANCE $ - $ - $ - $ - $ - $ -
Beginning Fund Balance (Estimated) $ - $ - $ - $ - $ - $ (98,210) Ending Fund Balance (Estimated) $ - $ - $ - $ - $ (98,210) $ (98,110)

COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG)
164 Agenda Item Number 10
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DESCRIPTION
2019-20
Actual
2020-21
Actual
2021-22
Adopted
Budget
2021-22
Adjusted
Budget
2021-22
Estimated
Actual
2022-23
Proposed
Budget
$ Incr /
(Dec)
% Incr /
(Dec)

OPERATING REVENUE
Intergovernmental $ 146,507 $ 154,603 $ 154,100 $ 154,100 $ 158,500 $ 174,500 $ 20,400 13.2% Other Income - 2,927 - - - 0.0%
Interest Earnings - - - - 0.0%
Transfer In - - - - 0.0%
TOTAL REVENUE $ 146,507 $ 157,530 $ 154,100 $ 154,100 $ 158,500 $ 174,500 20,400 13.2%

OPERATING EXPENSES
General Government $ - $ - $ - $ - $ - $ 2,000 $ 2,000 0.0% Capital Projects - 29,149 9,200 9,200 158,300 345,000 335,800 3650.0% Debt Service - - - - - - - 0.0%
Transfer out - - - - - - - 0.0%
TOTAL OPERATING EXPENSE $ - $ 29,149 $ 9,200 $ 9,200 $ 158,300 $ 347,000 337,800 3671.7% NET BUDGETARY RESULT $ 146,507 $ 128,381 $ 144,900 $ 144,900 $ 200 $ (172,500) (317,400) -219.0% Addition/(Use) of Reserves $ 146,507 $ 128,381 $ 144,900 $ 144,900 $ 200 $ (172,500) TOTAL BUDGETARY BALANCE $ - $ - $ - $ - $ - $ -
Beginning Fund Balance (Estimated) $ 150,242 $ 296,749 $ 425,130 $ 425,130 $ 425,130 $ 425,330 Ending Fund Balance (Estimated) $ 296,749 $ 425,130 $ 570,030 $ 570,030 $ 425,330 $ 252,830 ROAD MAINTENANCE & REHABILITATION (SB1)
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DESCRIPTION
2019-20
Actual
2020-21
Actual
2021-22
Adopted
Budget
2021-22
Adjusted
Budget
2021-22
Estimated
Actual
2022-23
Proposed
Budget
$ Incr /
(Dec)
% Incr /
(Dec)

OPERATING REVENUE
Sales Taxes $ - $ - $ - $ - $ - 0.0%
Intergovernmental - - - - - 0.0%
Charges for services - - - - - 0.0%
Interest Earnings 158 53 160 120 50 50 (70) -58.3%
Miscelleneous 810 798 810 810 800 800 (10) -1.2%
Transfer in - - - - - 0.0%
TOTAL REVENUE $ 968 $ 851 $ 970 $ 930 $ 850 $ 850 (80) -8.6%

OPERATING EXPENSES
General Government - - - - - - $ - 0.0%
Capital Projects - - - - - - - 0.0%
Debt Service - - - - - - - 0.0%
Transfer out - - - - - - - 0.0%
TOTAL OPERATING EXPENSE $ - $ - $ - $ - $ - $ - - 0.0%
NET BUDGETARY RESULT $ 968 $ 851 $ 970 $ 930 $ 850 $ 850 $ (80) -8.6% Addition/(Use) of Reserves $ 968 $ 851 $ 970 $ 930 $ 850 $ 850 TOTAL BUDGETARY BALANCE $ - $ - $ - $ - $ - $ -
Beginning Fund Balance (Estimated) $ 6,819 $ 7,747 $ 7,747 $ 7,747 $ 7,787 $ 6,819 Ending Fund Balance (Estimated) $ 7,787 $ 8,598 $ 8,717 $ 8,677 $ 8,637 $ 7,669

HUMAN SERVICES & COMMUNITY FUND
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DESCRIPTION
2019-20
Actual
2020-21
Actual
2021-22
Adopted
Budget
2021-22
Adjusted
Budget
2021-22
Estimated
Actual
2022-23
Proposed
Budget
$ Incr /
(Dec)
% Incr /
(Dec)

OPERATING REVENUE
Sales Taxes $ - $ - $ - $ - $ - $ - 0.0%
Intergovernmental - - 80,000 80,000 20,000 175,000 95,000 118.8% Charges for services - - - - - - 0.0%
Interest Earnings - - - - - - 0.0%
Miscelleneous - - - - - - 0.0%
Transfer in - - - - - - 0.0%
TOTAL REVENUE $ - $ - $ 80,000 $ 80,000 $ 20,000 $ 175,000 95,000 118.8%

OPERATING EXPENSES
General Government - 80,000 80,000 20,000 175,000 95,000 118.8% Capital Projects - - - - - - - 0.0%
Debt Service - - - - - - - 0.0%
Transfer out - - - - - - - 0.0%
TOTAL OPERATING EXPENSE $ - $ - $ 80,000 $ 80,000 $ 20,000 $ 175,000 95,000 118.8% NET BUDGETARY RESULT $ - $ - $ - $ - $ - $ - - 0.0%
Addition/(Use) of Reserves $ - $ - $ - $ - $ - $ -
TOTAL BUDGETARY BALANCE $ - $ - $ - $ - $ - $ -
Beginning Fund Balance (Estimated) $ - $ - $ - $ - $ - $ - Ending Fund Balance (Estimated) $ - $ - $ - $ - $ - $ - SUPPLEMENTAL PLANNING GRANT FUND (SB2 & LEAP)
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DESCRIPTION
2019-20
Actual
2020-21
Actual
2021-22
Adopted
Budget
2021-22
Adjusted
Budget
2021-22
Estimated
Actual
2022-23
Proposed
Budget
$ Inc |
(Decr)
% Incr |
(Decr)

OPERATING REVENUE
Charges for Services - Liability Insurance $ 512,071 $ 567,047 $ 603,300 $ 603,300 $ 603,300 $ 696,685 $ 93,385 15.5% Charges for Services - W/C Insurance 483,079 513,982 435,800 435,800 435,800 541,325 105,525 24.2% Charges for Services - Benefits - - - - 0.0%
Other Income - - - - 0.0%
Interest Earnings - - - - 0.0%
TOTAL REVENUE $ 995,150 $ 1,081,028 $ 1,039,100 $ 1,039,100 $ 1,039,100 $ 1,238,010 198,910$ 19.1%

OPERATING EXPENSES
REMIF - Liability Insurance $ 512,071 $ 567,047 $ 603,300 $ 603,300 $ 603,300 $ 696,685 $ 93,385 15.5% REMIF - Workers' Comp Insurance 483,079 513,982 435,800 435,800 435,800 541,325 105,525 24.2% Health Insurance - - - - - - - 0.0%
Dental Insurance - - - - - - - 0.0%
Vision Insurance - - - - - - - 0.0%
Retirement Benefits - - - - - - - 0.0%
Other Benefits - - - - - - - 0.0%
TOTAL OPERATING EXPENSE $ 995,150 $ 1,081,028 $ 1,039,100 $ 1,039,100 $ 1,039,100 $ 1,238,010 198,910 19.1% NET BUDGETARY RESULT $ - $ - $ - $ - $ - $ - $ -
Addition/(Use) of Reserves $ - $ - $ - $ - $ - $ -
TOTAL BUDGETARY BALANCE $ - $ - $ - $ - $ - $ -
Beginning Fund Balance (Estimated) $ 1,051 $ 1,051 $ 1,051 $ 1,051 $ 1,051 $ 1,051 Ending Fund Balance (Estimated) $ 1,051 $ 1,051 $ 1,051 $ 1,051 $ 1,051 $ 1,051

INSURANCE FUND
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Detail - Workers' Compensation Insurance
Budget Expenditures
Account Number Description
2019-20
Actual
2020-21
Actual
2021-22
Adopted
Budget
2021-22
Adjusted
Budget
2021-22
Estimated
Actual
2022-23
Proposed
Budget
601-0000-3997 Allocated Workers' Comp Insurance (483,079) (513,982) (435,800) (435,800) (435,800) (541,325) 601-0000-4190 Worker’s Compensation Premium 390,168 416,815 365,375 365,375 365,375 459,000 601-0000-4190 Worker’s Compensation Assessment 65,853 40,421 40,425 40,425 40,425 40,425 601-0000-4191 Worker’s Comp Deductible 27,058 56,746 30,000 30,000 30,000 41,900

TOTAL - - - - - -
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Detail - Liability Insurance
Budget Expenditures
Account Number Description
2019-20
Actual
2020-21
Actual
2021-22
Adopted
Budget
2021-22
Adjusted
Budget
2021-22
Estimated
Actual
2022-23
Proposed
Budget
601-0000-3996 Allocated Liability Insurance (512,071) (567,047) (603,300) (603,300) (603,300) (696,685) 601-0000-4192 Liability Premium 330,378 348,028 416,600 416,600 416,600 458,260 601-0000-4192 Liability Assessment 25,565 25,565 25,600 25,600 25,600 25,600 601-0000-4193 Liability Deductible 19,482 14,540 20,000 20,000 20,000 16,000 601-0000-4195 Cyber Risk & Safety Services 2,950 4,205 2,400 2,400 2,400 4,625 601-0000-4196 Property Premium 28,052 44,771 86,600 86,600 86,600 49,250 601-0000-4197 Vehicle Insurance 10,471 16,928 12,100 12,100 12,100 18,650 601-0000-4198 Earthquake & Flood 95,173 113,010 40,000 40,000 40,000 124,300 601-0000-4199 Boiler & Machinery Insurance - - - -
TOTAL - (0) - - - -
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WATER/WASTEWATER ENTERPRISE FUNDS
These funds account for operations that are financed in a manner similar to a private business enterprise, where the intent of the governing body is that the costs of providing goods or services to the general public on a continuing basis be financed or recovered through user fees.

Water Goals
 Provide a continuous adequate supply of water that is free of health hazards and of acceptable quality to meet demands.
 Protect the health and welfare of the community by ensuring the continuous operation of the City’s water pumping and distribution systems.
 Assure maximum fair collection of water revenue by maintaining all City water meters within AWWA tolerances and by providing accurate recordation of all water meters.  Fund the cost of pumping, transmission and debt service of the water system.

Wastewater Goals
 Protect the health and welfare of the community by ensuring the continuous uninterrupted operation of the wastewater collection and transmission system.  Provide appropriate economical maintenance and repair of the wastewater collection and transmission system and appurtenances.

Major Accomplishments in 2021-22
 Cleaned and inspected the interior of the three water reservoirs  Completed Energy Audit for city facilities and coordinated an implementation strategy
 Replaced failing water well level monitoring equipment  Contracted sewer main televising and condition rating assessments on all sewer mains within 200 feet of a water way
 Purchased one Public Works replacement pickup truck
Goals and Objectives for Water and Wastewater in 2022-23  Maintain regulatory compliance with water, sewer, storm water, and air quality standards
 Maintain City facilities, generators, and mechanical equipment per long term maintenance plan.
 Maintain Cal/OSHA regulatory compliance safety and training policies program  Purchase one Public Works replacement pickup truck
 Rehabilitate Water Well 8 pump, motor, and well casing 171 Agenda Item Number 10
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 Rehabilitate Water Well 6 piping connections and well casing  Implement city wide water meter upgrades
 Pump and check valve replacement at Morris Street Sewer Pump Station  Replacement/relocation of First St. water main including services and valves  Design and produce contract documents for water and sewer main replacement on Parquet St.
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DESCRIPTION
2019-20
Actuals
2020-21
Actuals
2021-22
Adopted
Budget
2021-22
Adjusted
Budget
2021-22
Estimated
Actual
2022-23
Proposed
Budget $ Inc(Dec) % Change

OPERATING REVENUE
Charges for Services
Residential 1,777,550 $ 1,885,097 $ 1,867,180 $ 1,867,180 $ 1,867,180 $ 1,904,524 $ 37,344 2.00% Commercial 492,000 504,700 496,500 496,500 496,500 $ 506,430 9,930 2.00% Other Income 23,312 138,672 37,000 60,000 108,779 35,000 (25,000) -41.67% Insurance Reimbursement a - - - 166,250 166,250 - (166,250) -100.00% Interest Earnings 47,748 15,105 14,000 14,000 10,000 10,000 (4,000) -28.57% TOTAL $ 2,340,610 $ 2,543,574 $ 2,414,680 $ 2,603,930 $ 2,648,709 $ 2,455,954 $ (147,976) -5.68%

OPERATING EXPENDITURES
Salaries & Benefits $ 535,807 $ 447,255 $ 425,500 $ 425,500 $ 426,200 $ 482,300 $ 56,800 13.35% Contracted Services 117,826 72,395 170,500 170,500 160,500 251,400 80,900 47.45% Services & Supplies 136,154 297,596 176,600 176,600 176,100 182,800 6,200 3.51% Training / Meetings / Travels 3,868 1,927 8,000 8,000 8,000 9,000 1,000 12.50% Telecommuniciatons 6,077 6,171 9,000 9,000 9,000 9,250 250 2.78% Utilites 193,363 216,582 268,700 268,700 268,700 282,200 13,500 5.02% Allocated Insurance 62,620 65,145 77,600 77,600 77,600 91,500 13,900 17.91% Capital Outlay 102,454 23,658 26,700 26,700 21,600 35,500 8,800 32.96% Debt Service 304,824 148,564 212,220 212,220 212,300 321,582 109,362 51.53% Other Sources (Uses) a - 222,735 - - - - - 0.00%
TOTAL 1,462,993 1,502,028 1,374,820 1,374,820 1,360,000 1,665,532 290,712 21.15%

OTHER SOURCES/(USES)
G & A Allocation - City Council $ 27,803 $ 32,238 $ 37,669 $ 36,709 $ 34,465 $ 33,134 $ (3,575) -9.74% G & A Allocation - City Manager 46,244 47,399 52,398 54,598 54,762 2,364 4.51% G & A Allocation - City Attorney 7,466 7,752 7,938 12,938 16,863 11,865 (1,073) -8.29% G & A Allocation - City Clerk 26,606 25,941 28,874 31,919 32,462 32,164 245 0.77% G & A Allocation - Finance 387,540 364,938 456,110 510,830 509,349 486,915 (23,915) -4.68% G & A Allocation - Planning 22,711 25,598 31,798 31,798 30,803 31,208 (590) -1.86% G & A Allocation - Building 41,417 35,492 33,995 33,995 33,995 30,771 (3,224) -9.48% G & A Allocation - Engineering 112,678 117,390 122,128 142,528 138,939 148,254 5,726 4.02% G & A Allocation - Fire 71,070 77,768 84,382 84,382 83,388 92,901 8,519 10.10% G & A Allocation - PW Corp Yard 231,432 224,615 240,852 267,252 276,132 265,968 (1,284) -0.48% G & A Allocation - PW Govt Bldg 30,894 38,795 39,938 39,938 39,925 44,006 4,069 10.19% G & A Allocation - Non Departmental 24,718 22,652 25,321 25,861 25,861 25,569 (292) -1.13% TOTAL 1,030,579 1,020,578 1,109,003 1,270,546 1,276,778 1,257,516 (13,030) -1.03%

TRANSFERS IN/(OUT)
Transfers In $ - $ - $ - $ - $ - $ - 0.00%
Transfers Out - - $ (330,500) $ (330,500) $ (52,000) $ (894,700) $ (564,200) 170.71% TOTAL $ - $ - $ (330,500) $ (330,500) $ (52,000) $ (894,700) $ (564,200) 170.71% TOTAL OPERATING EXPENDITURES 2,493,572 2,522,606 2,814,323 2,975,866 2,688,778 3,817,748 $ 841,882 28.29% Net Surplus/(Deficit) (152,962) 20,968 (399,643) (371,936) (40,069) (1,361,794) Beginning Unrestricted Net Position 2,239,409 2,239,409 2,260,377 2,260,377 2,260,377 2,220,308 Ending Unrestricted Net Position $ 2,086,447 $ 2,260,377 $ 1,860,734 $ 1,888,441 $ 2,220,308 $ 858,514

RESERVE
Policy Reserve Level (25%) 623,393 630,652 703,581 743,966 672,195 954,437 Actual Reserve Level 84% 90% 66% 63% 83% 22%
a. The total loss of City's fund was $1.2M due to cyber theft. The actual calculation allocates the loss across the general fund ($819K), water ($223K), and wastewater ($158K) funds based on their respective share of cash balances. Recoveries during FY 21-22 will be allocated back to the funds based on their respective percentages shared

WATER FUND - COMBINED

FINANCIAL REPORTING
173 Agenda Item Number 10
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DRAFT
Account Number Description
2019-20
Actual
2020-21
Actual
2021-22
Adopted
Budget
2021-22
Adjusted
Budget
2021-22
Estimated
Actual
2022-23
Proposed
Budget Comments
500-4402-4010 Salaries 1 (2.43 FTE) 282,069 259,412 262,600 262,600 262,600 271,300 See Note A Below 500-4402-4011 Salaries - Part Time - - - - - 25,000
500-4402-4012 Overtime 8,765 15,784 12,500 12,500 15,000 18,000 500-4402-4013 Standby 4,559 3,269 6,000 6,000 7,000 8,000 500-4402-4100 Benefits 2 239,046 167,422 143,100 143,100 140,000 158,400 500-4402-4102 Uniform Allowance 1,368 1,368 1,300 1,300 1,600 1,600 500-4402-4210 Contract Services 117,826 72,395 170,500 170,500 160,500 251,400 See Item#1 500-4402-4330 Misc. Supplies / Services 129,429 265,470 154,600 154,600 154,600 158,400 See Item#2 500-4402-4361 Meter Replacement Program 5,377 14,364 15,000 15,000 11,000 10,000 500-4402-4365 Fire Hydrant Replacement Program 1,204 15,338 3,000 3,000 4,500 7,500 500-4402-4366 Backflow Prevention Program 144 2,424 4,000 4,000 6,000 6,900 500-4402-4510 Conference & Training 3,178 1,482 3,000 3,000 3,000 4,000 See Item#3 500-4402-4515 Meetings & Travel 690 445 5,000 5,000 5,000 5,000 500-4402-4710 Utilites - Gas & Electric 193,363 216,582 268,700 268,700 268,700 282,200 500-4402-4750 Telecommunications 6,077 6,171 9,000 9,000 9,000 9,250 500-4402-4996 Allocated Liability Insurance 40,220 42,090 55,600 55,600 55,600 63,300 500-4402-4997 Allocated Wrkrs Comp Insurance 22,400 23,055 22,000 22,000 22,000 28,200 500-4402-5100 Capital Outlay 102,454 23,658 26,700 26,700 21,600 35,500 See Item#4 500-9971-6100 Infrastruture Lease - Principal 46,556 - 51,619 51,619 62,822 63,446 500-9971-6200 Infrastruture Lease - Interest 24,247 32,449 14,410 14,410 3,288 2,664 500-9973-6100 CREBS Solar Panel Lease - Principal 31,024 31,024 31,024 31,024 31,024 31,024 500-9974-6100 Vacuum Truck Lease - Principal 13,096 - 6,964 6,964 6,964 - 500-9974-6200 Vacuum Truck Lease - Interest 2,962 2,962 78 78 78 - 500-9980-6100 Energy Conversation - Principal - - - - - 123,374 500-9980-6200 Energy Conversation - Interest - - - - - 17,120 500-0000-4999 Debt Service - Water Capital 186,939 82,129 108,126 108,126 108,126 83,955 500-0000-4999 Transfer to Capital Project - - 330,500 330,500 52,000 894,700 Total Operation 1,462,993 1,279,293 1,705,320 1,705,320 1,412,000 2,560,232 500-1001-4998 G & A Allocation - City Council 27,803 32,238 37,669 36,709 34,465 33,134 500-1101-4998 G & A Allocation - City Manager 46,244 47,399 52,398 54,598 54,762 500-1201-4998 G & A Allocation - City Attorney 7,466 7,752 7,938 12,938 16,863 11,865 500-1301-4998 G & A Allocation - City Clerk 26,606 25,941 28,874 31,919 32,462 32,164 500-1401-4998 G & A Allocation - Finance 387,540 364,938 456,110 510,830 509,349 486,915 500-2102-4998 G & A Allocation - Planning 22,711 25,598 31,798 31,798 30,803 31,208 500-2202-4998 G & A Allocation - Building 41,417 35,492 33,995 33,995 33,995 30,771 500-2302-4998 G & A Allocation - Engineering 112,678 117,390 122,128 142,528 138,939 148,254 500-3102-4998 G & A Allocation - Fire 71,070 77,768 84,382 84,382 83,388 92,901 500-4102-4998 G & A Allocation - PW Corp Yard 231,432 224,615 240,852 267,252 276,132 265,968 500-4106-4998 G & A Allocation - PW Govt Bldg 30,894 38,795 39,938 39,938 39,925 44,006 500-0000-4998 G & A Allocation - Non Departmental 24,718 22,652 25,321 25,861 25,861 25,569 Total Department Cost Allocation 1,030,579 1,020,578 1,109,003 1,270,546 1,276,778 1,257,516 TOTAL DEPARTMENT 2,493,572 2,299,871 2,814,323 2,975,866 2,688,778 3,817,748 A. No new position(s) added pending citywide staffing assessment 1 Salaries: Includes base pay, longevity pay, education incentive pay (when applicable). 2 Benefits: Includes PERS retirement, health, dental, vision, medicare, short-term, long-term disability Detail - Water Fund
Budget Expenditures
174 Agenda Item Number 10
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DRAFT
Item Account Number Description Cost
2022-23
Proposed
Budget
2021-22
Adjusted
Budget
1 500-4402-4210 Contract Services 251,400 179,800
Water Zone Pressure Balancing Valves- Service/Repair 7,000 3,000 Reservoir Cathotic Protection Inspection/Service 2,200 1,900 Reservoir Cathotic Protection Repairs 7,500 5,000
Reservoir Tree Maintenance 7,500 5,000
Water Facilities Repairs (New) 15,000 -
Leak Detection Surveys 5,000 4,000
Water Well Level Monitoring 8,000 6,000
SCADA Alarm Inspections (1/2 cost) 6,900 6,000
Water Zone inter-tie pressure balancing valve service (5 years) 15,000 - Portable Generator Service, Testing and Repairs 2,200 1,900 Groundwater Level Management - 18,000
Solar Array Maintenance and Repairs 4,500 4,500
GSA Particiption Annual Fee 50,200 39,200
Water/Facilities Energy Efficiency Project Contigency 24,500 49,000 Wells 4 & 7 Water Treatment System Maintenance 17,300 15,000 Re-Engage Wildan Consultant for Water Rate Study (See Note a.) 35,000 - Utility Billing Mailing Services (See Note b.) 18,600 9,300 Labor Services Temp Worker Valve Turning State Requirement 25,000 - Reservoir Cleaning and Inspections (Required every 4 years) - 12,000 33,000
2 500-4402-4330 Misc. Supplies/Services 158,400 145,300 Lab Expenses, Water testing 89,600 87,000
Maintenance and Repairs 37,250 32,400
CA Dept of Health Services Fees + CDPH Regulation Oversight 19,000 17,300 CUPA & CERS Reporting Fees 2,750
CCR Printing Expense 3,000 2,600
Cartegraph Asset Management/Work Order Software Maint. 2,800 2,500 OSHA Compliance, Equipment 4,000 3,500
3 500-4402-4510 Conference & Training 4,000 3,000
OSHA Compliance Training 4,000 3,000
4 500-4402-5100 Capital Outlay 35,500 26,700
Replacement of Security Doors at Well Buildings - -
Water Level Monitoring Telemetry Replacement Upgrades - 26,700 Replacement 3/4 Ton Utility Truck (1/2 cost) 35,500
Notes:
a
Recommending for cost of service study every 5 years cycle b
Utility Billing cycle change from bi-monthly to monthly due to energy project to provide accurate and frequent monitoring to customers Budget Detail
Water Budget Justification
175 Agenda Item Number 10
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DRAFT

DESCRIPTION
2019-20
Actuals
2020-21
Actuals
2021-22
Adopted
Budget
2021-22
Adjusted
Budget
2021-22
Estimated
Actual
2022-23
Proposed
Budget $ Inc/(Dec) % Change

OPERATING REVENUE
Charges for Services $ 2,874,449 $ 2,870,250 $ 3,260,723 $ 3,260,723 $ 3,260,723 $ 3,407,455 $ 146,733 4.50% Other Income 13,011 19,217 13,000 13,000 5,000 3,000 (10,000) -76.92% Insurance Reimbursement a - - - 122,500 122,500 - (122,500) -100.00% Interest Earnings 39,376 9,446 6,000 6,000 5,000 4,000 (2,000) -33.33% TOTAL $ 2,926,836 $ 2,898,913 $ 3,279,723 $ 3,402,223 $ 3,393,223 $ 3,414,455 12,233 0.36%

OPERATING EXPENSES
Salaries & Benefits $ 375,722 $ 307,020 $ 398,850 $ 398,850 $ 392,400 $ 428,000 $ 29,150 7.31% Contracted Services 75,139 70,061 86,700 98,200 86,700 193,300 95,100 96.84% Subregional Expense 1,621,200 1,650,400 1,650,780 1,650,780 1,650,780 1,737,400 86,620 5.25% Services & Supplies 63,195 66,282 109,300 97,800 109,000 127,150 29,350 30.01% Training / Meetings / Travels 6,910 3,717 9,500 9,500 10,000 10,500 1,000 10.53% Telecommuniciatons 2,576 1,930 3,500 3,500 3,000 3,500 - 0.00% Utilites 40,159 43,630 59,700 59,700 59,700 65,250 5,550 9.30% Allocated Insurance 35,850 38,264 50,900 50,900 50,900 69,700 18,800 36.94% Capital Outlay 41,471 99,764 38,750 46,500 31,170 35,500 (11,000) -23.66% Debt Service 89,132 96,423 72,781 72,781 72,852 199,262 126,482 173.78% Other Sources (Uses) a - 158,265 - - - - - 0.00%
TOTAL 2,351,354 2,535,756 2,480,761 2,488,511 2,466,502 2,869,562 381,052 15.31%

OTHER SOURCES/(USES)
G & A Allocation - City Council $ 32,437 $ 37,614 $ 43,947 $ 42,827 $ 40,209 $ 38,656 $ (4,170) -9.74% G & A Allocation - City Manager 46,244 47,399 50,798 52,398 54,598 54,762 2,364 4.51% G & A Allocation - City Attorney 4,478 4,652 4,763 7,763 10,118 7,119 (644) -8.29% G & A Allocation - City Clerk 23,280 22,696 25,265 27,929 28,404 28,144 214 0.77% G & A Allocation - Finance 388,100 355,127 444,107 497,387 495,945 474,101 (23,286) -4.68% G & A Allocation - Planning 13,627 15,357 19,079 19,079 18,482 18,725 (354) -1.86% G & A Allocation - Building 41,417 35,492 33,995 33,995 33,995 30,771 (3,224) -9.48% G & A Allocation - Engineering 92,792 96,673 100,576 117,376 114,420 122,091 4,715 4.02% G & A Allocation - PW Corp Yard 168,752 163,781 175,621 194,871 201,346 193,935 (936) -0.48% G & A Allocation - PW Govt Bldg 30,894 38,795 39,938 39,938 39,925 44,006 4,069 10.19% G & A Allocation - Non Departmental 24,718 22,652 25,321 25,861 25,861 25,569 (292) -1.13% TOTAL $ 866,739 $ 840,238 $ 963,408 $ 1,059,423 $ 1,063,303 $ 1,037,879 $ (21,543) -2.03%

TRANSFERS IN/(OUT)
Transfers In $ - $ - $ - $ - $ - $ - $ - 0.00%
Transfers Out - - (507,800) (507,800) (12,000) (1,014,850) (507,050) 99.85% TOTAL $ - $ - $ (507,800) $ (507,800) $ (12,000) $ (1,014,850) (507,050) 99.85% TOTAL OPERATING EXPENDITURES $ 3,218,093 $ 3,375,994 $ 3,951,969 $ 4,055,733 $ 3,541,805 $ 4,922,292 Net Surplus/(Deficit) (291,257) (477,081) (672,247) (653,511) (148,582) (1,507,837) Beginning Unrestricted Net Position 1,830,307 1,539,050 1,061,969 1,061,969 1,061,969 913,387 Ending Unrestricted Net Position 1,539,050 1,061,969 389,722 408,458 913,387 (594,450)

RESERVE
Policy Reserve Level (25%) $ 804,523 $ 843,999 $ 987,992 $ 1,013,933 $ 885,451 $ 1,230,573 Actual Reserve Level 48% 31% 10% 10% 26% -12%
a. The total loss of City's fund was $1.2M due to cyber theft. The actual calculation allocates the loss across the general fund ($819K), water ($223K), and wastewater ($158K) funds based on their respective share of cash balances. Recoveries during FY 21-22 will be allocated back to the funds based on their respective percentages shared

WASTEWATER FUND - COMBINED

FINANCIAL REPORTING
176 Agenda Item Number 10
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DRAFT Account Number Description
2019-20
Actual
2020-21
Actual
2021-22
Adopted
Budget
2021-22
Adjusted
Budget
2021-22
Estimated
Actual
2022-23
Proposed
Budget Comments
510-4402-4010 Salaries 1 (1.85 FTE) 157,695 167,276 241,100 241,100 241,100 248,600 See Note A Below 510-4402-4012 Overtime 5,861 8,420 10,300 10,300 12,900 13,600 510-4402-4013 Standby 2,881 2,231 5,000 5,000 7,000 7,750 510-4402-4100 Benefits 2 208,325 128,133 141,450 141,450 130,000 156,650 510-4402-4102 Uniform Allowance 960 960 1,000 1,000 1,400 1,400 510-4402-4210 Contract Services 75,139 70,061 86,700 98,200 86,700 193,300 See Item#1 510-4502-4210 Subregional - Operation/Maintenance 1,026,700 1,031,160 961,200 961,200 961,200 1,018,284 510-4502-4210 Subregional - Debt Service 594,500 619,240 689,580 689,580 689,580 719,116 510-4402-4330 Misc. Supplies / Services 63,195 224,547 108,300 96,800 108,300 126,150 See Item#2 510-4402-4360 Conservation Rebate Program - - 1,000 1,000 700 1,000 510-4402-4510 Conference & Training 3,307 1,978 3,500 3,500 3,500 4,000 See Item#3 510-4402-4515 Meetings & Travel 3,603 1,739 6,000 6,000 6,500 6,500 510-4402-4710 Utilites - Gas & Electric 36,109 38,985 52,500 52,500 52,500 57,750 510-4402-4711 Utilites - City 4,050 4,645 7,200 7,200 7,200 7,500 510-4402-4750 Telccommunications 2,576 1,930 3,500 3,500 3,000 3,500 510-4402-4996 Allocated Liability Insurance 19,950 20,795 30,700 30,700 30,700 43,800 510-4402-4997 Allocated Wrkrs Comp Insurance 15,900 17,469 20,200 20,200 20,200 25,900 510-4402-5100 Capital Outlay 41,471 99,764 38,750 46,500 31,170 35,500 See Item#4 510-9971-6100 Infrastruture Lease - Principal 41,386 41,386 45,887 45,887 55,846 56,401 510-9971-6200 Infrastruture Lease - Interest 21,554 28,845 12,810 12,810 2,923 2,368 510-9974-6100 Vacuum Truck Lease - Principal 26,192 26,192 13,927 13,927 13,927 - 510-9974-6200 Vacuum Truck Lease - Interest - - 157 157 157 - 510-9978-6100 Energy Conservation Lease - Principal - - - - - 123,374 510-9978-6200 Energy Conservation Lease - Interest - - - - - 17,120 510-0000-4999 Transfer to Sewer CIP - - 507,800 507,800 12,000 1,014,850 701,850 Total Operation 2,351,354 2,535,756 2,988,561 2,996,311 2,478,502 3,884,412 510-1001-4998 G & A Allocation - City Council 32,437 37,614 43,947 42,827 40,209 38,656 510-1101-4998 G & A Allocation - City Manager 46,244 47,399 50,798 52,398 54,598 54,762 510-1201-4998 G & A Allocation - City Attorney 4,478 4,652 4,763 7,763 10,118 7,119 510-1301-4998 G & A Allocation - City Clerk 23,280 22,696 25,265 27,929 28,404 28,144 510-1401-4998 G & A Allocation - Finance 388,100 355,127 444,107 497,387 495,945 474,101 510-2102-4998 G & A Allocation - Planning 13,627 15,357 19,079 19,079 18,482 18,725 510-2202-4998 G & A Allocation - Building 41,417 35,492 33,995 33,995 33,995 30,771 510-2302-4998 G & A Allocation - Engineering 92,792 96,673 100,576 117,376 114,420 122,091 510-4102-4998 G & A Allocation - PW Corp Yard 168,752 163,781 175,621 194,871 201,346 193,935 510-4106-4998 G & A Allocation - PW Govt Bldg 30,894 38,795 39,938 39,938 39,925 44,006 510-0000-4998 G & A Allocation - Non Departmental 24,718 22,652 25,321 25,861 25,861 25,569 Total G & A Cost Allocation 866,739 840,238 963,408 1,059,423 1,063,303 1,037,879 TOTAL DEPARTMENT 3,218,093 3,375,994 3,951,969 4,055,733 3,541,805 4,922,292 A. No new position(s) added pending citywide staffing assessment 1 Salaries: Includes base pay, longevity pay, education incentive pay (when applicable). 2 Benefits: Includes PERS retirement, health, dental, vision, medicare, short-term, long-term disability Detail - Wastewater Fund
Budget Expenditures
177 Agenda Item Number 10
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DRAFT
Budget Detail
Wastewater Budget Justification
Item Account Number Description Cost
2022-23
Proposed
Budget
2021-22
Adjusted
Budget
1 510-4402-4210 Contract Services 193,300 98,200
Generator Testing Service Contract 6,000 5,300
Generator Repairs 5,600 4,900
Morris Steet Pump Station Inlet Gate Service/Repairs 12,000 10,500 Sewer Pump Performance Inspections 3,800 3,300
Sewer Pump Replacement/ Rebuild 21,000 28,200
Sewer Facilities Repairs 15,000 -
Utility Maintenance Hole and Sewer Main Rehabilitation 25,000 - Morris Street Solids Grinder Service /Repairs 16,000 14,000 Wastewater/Facilities Energy Efficiency Contingency 24,500 - Electrical Testing and Repairs 8,600 7,500
SCADA Alarm Inspections (1/2 cost) 6,900 6,000
Solar Array Maintenance and Repairs 4,500 4,500
Overflow Emergency Response Plan Updates 2,000 -
Cartegraph Asset Management/Work Order Software Maint. 2,800 2,500 Re-Engage Wildan Consultant for Cost of Service Study (See Note a.) 15,000 Utility Billing Mailing Services (See Note b.) 18,600 11,500 Sanitary Sewer Master Plan (SSMP) Updates 6,000 -
4,557
2 510-4402-4330 Misc. Supplies/Services 126,150 96,800
Pump Station Maintenance & Repairs 23,700 20,600
Sewer Main Replacement/ Repairs 19,400 15,500
Morris Street Sewer Grinder Repairs 8,300 7,200
Clean/Televise Sewers (SSMP CRW Requirement) 60,000 40,000 Air Quality Permit 3,500 3,000
CUPA & CERS Reporting Fees 2,750 2,500
Sewer Utility Maintenance Hole Remote Alarm Monitoring 4,500 4,500 OSHA Compliance Equipment 4,000 3,500
3 510-4402-4510 Conference & Training 4,000 3,500
OSHA Compliance Training 4,000 3,500
4 510-4402-5100 Capital Outlay 35,500 46,500
Pickup Truck 3/4 Ton Utility - 46,500
Replacement 3/4 Ton Utility Truck (1/2 cost) 35,500 -
Notes:
a
Recommending for cost of service study every 5 years cycle b
Utility Billing cycle change due to energy project to provide accurate and frequent monitoring to customers 178 Agenda Item Number 10
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DRAFT

DESCRIPTION
2019-20
Actual
2020-21
Actual
2021-22
Adopted
Budget
2021-22
Adjusted
Budget
2021-22
Estimated
Actual
2022-23
Proposed
Budget
$ Incr /
(Decr)
% Incr /
(Decr)

OPERATING REVENUE
Special Assessments $ 129,983 $ 121,223 $ 99,138 $ 99,138 $ 99,138 $ 128,156 $ 29,018 29% Other Income - - - - - - - 0%
Interest Earnings 191 314 100 100 37 100 - 0%
TOTAL REVENUE $ 130,174 $ 121,537 $ 99,238 $ 99,238 $ 99,175 $ 128,256 $ 29,018 29%

OPERATING EXPENSES
Public Works a 15,495 11,986 16,400 16,400 16,400 16,300 (100) -1% Finance b 12,946 14,791 13,200 13,200 13,200 13,200 - 0% Utilities 78,817 80,533 90,000 90,000 90,000 90,000 - 0% Non Departmental 2,137 1,473 3,000 3,000 8,500 6,000 3,000 100% TOTAL OPERATING EXPENSE $ 109,395 $ 108,783 $ 122,600 $ 122,600 $ 128,100 $ 125,500 $ 2,900 2% NET BUDGETARY RESULT $ 20,779 $ 12,755 $ (23,362) $ (23,362) $ (28,926) $ 2,756 $ 26,118 Addition/(Use) of Reserves $ 20,779 $ 12,755 $ (23,362) $ (23,362) $ (28,926) $ 2,756 TOTAL BUDGETARY BALANCE $ - $ - $ - $ - $ - $ -
Beginning Fund Balance 9,864 30,643 43,398 43,398 43,398 14,472 Estimated Ending Fund Balance 30,643 43,398 20,036 20,036 14,472 17,228 a
Allocate .10 FTE
b
Allocate .05 FTE

STREET LIGHTING ASSESSMENT DISTRICT FUND
The Sebastopol Lighting Special Assessement District was formed on May 18, 1981 by the City to cover the costs associated with the operation and maintenance of the citywide streetlight system. This action included adopting Resolution Number 3316 proposing the formation of the Assessement District pursuant to the Landscaping and Lighting Act of 1972.

Assessments were levied for Fiscal Years 1981/82; but the Council elected not to collect annual assessment from 1983-1996. Since 1996/97 assessments have been collected on an annual basis. Funds are received from the County via property tax rolls for the exclusive use of paying the operating costs of street lighting within the City of Sebastopol. The assessment is the subject of an annual hearing to review projected costs and setting of the tax levy.
179 Agenda Item Number 10
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DRAFT

DESCRIPTION
2019-20
Actual
2020-21
Actual
2021-22
Adopted
Budget
2021-22
Adjusted
Budget
2021-22
Estimated
Actual
2022-23
Proposed
Budget
$ Incr /
(Decr)
% Incr /
(Decr)

OPERATING REVENUE
Special Assessments $ 31,711 $ 32,512 $ 34,000 $ 34,000 $ 34,000 $ - $ (34,000) -100% Interest Earnings 459 2 - - - - - 0%
Transfer In - - - - - - 0%
TOTAL REVENUE $ 32,170 $ 32,514 $ 34,000 $ 34,000 $ 34,000 $ - $ (34,000) -100%

OPERATING EXPENSES
Principal 25,000 25,000 30,000 30,000 30,000 35,000 5,000 17% Interest 6,867 5,192 3,350 3,350 3,350 1,180 (2,170) -65% Trustee Fees 3,143 3,179 3,200 3,200 3,246 3,200 - 0%
TOTAL OPERATING EXPENSE $ 35,010 $ 33,371 $ 36,550 $ 36,550 $ 36,596 $ 39,380 $ 2,830 8% NET BUDGETARY RESULT $ (2,840) $ (857) $ (2,550) $ (2,550) $ (2,596) $ (39,380) $ - Addition/(Use) of Reserves $ (2,840) $ 857 $ (2,550) $ (2,550) $ (2,596) $ (39,380) a TOTAL BUDGETARY BALANCE $ - $ (1,714) $ - $ - $ - $ -
Estimated Beginning Fund Balance $ 25,917 $ 23,077 $ 22,220 $ 22,220 $ 22,220 $ 19,624 Estimated Ending Fund Balance $ 23,077 $ 22,220 $ 19,670 $ 19,670 $ 19,624 $ (19,756) a
. Balance of debt service payment will be made with funds in the Reserve Account with Fiscal Agent

WOODSTONE ASSESSMENT DISTRICT FUND
The Woodstone Center Assessement District was formed on December 3, 1997 pursuant to the Municipal Improvement Act of 1915, Division 12 of the Streets and Highways Code of the State of California. The bonds were issued to finance construction including street improvements, drainage, streets lights and signalization to the Fairfield Inn (formerly Holiday Inn), and acquisition of certain public improvements specifically benefiting properties located within the boundaries of City Assessement District 1992-1 (Woodstone Center). Assessments to pay debt service are collected on the property tax rolls of parcels located within that district and may not be used for any purpose not specified in the assessment district documentation. The last Limited Obligation Improvement Bonds will be paid in full on September 2, 2022. 180 Agenda Item Number 10
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City of Sebastopol

FIVE YEAR CAPITAL IMPROVEMENT PLAN
2022/23 – 2027/28
Prepared by: Engineering Department

THIS SECTION IS AVAILABLE

THROUGH A SEPARATE CIP FORMAT
Agenda Item Number 10
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DRAFT

FINANCIAL FORECAST GRAPH
(2,500,000)
(2,000,000)
(1,500,000)
(1,000,000)
(500,000)
-
500,000
1,000,000
1,500,000
FY17-18
Actual
FY18-19
Actual
FY19-20
Actual
FY20-21
Actual
FY 21-22
Est
FY 22-23
Adopted
FY 23-24
Forecast
FY 24-25
Forecast
FY 25-26
Forecast
FY 26-27
Forecast
FY 27-28
Forecast
Annual Surplus/Deficit
-
2,000,000
4,000,000
6,000,000
8,000,000
10,000,000
12,000,000
14,000,000
16,000,000
FY17-18
Actual
FY18-19
Actual
FY19-20
Actual
FY 20-21
Actual
FY 21-22 Est FY 22-23
Adopted
FY 23-24
Forecast
FY 24-25
Forecast
FY 25-26
Forecast
FY 26-27
Forecast
FY 27-28
Forecast
Annual Sources/(Uses)
Sources Uses
181 Agenda Item Number 10
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Property Taxes 2,570,590 $ 2,472,789 $ 2,714,491 $ 2,820,051 $ 2,850,499 $ 3,120,534 $ 3,153,610 $ 3,216,682 $ 3,248,849 $ 3,281,337 $ 3,314,150 $ 3,347,292 $ Sales & Use Tax 1,795,019 1,986,765 2,134,322 1,913,952 2,231,942 2,291,000 2,564,400 2,615,688 2,670,617 2,737,382 2,805,817 2,864,739 Measure T - 1/4 cent 625,623 689,711 663,346 622,348 740,161 787,000 835,000 851,700 868,734 886,109 903,831 921,908 Measure Y - 1/2 cent 1,280,240 1,271,143 1,336,445 1,255,421 1,488,249 1,573,000 1,679,600 1,713,192 1,747,456 1,782,405 1,803,794 1,830,851 Utility User Tax 695,633 687,331 702,595 669,647 697,572 651,700 696,000 713,400 731,235 749,516 768,254 787,460 Transient Occupancy Tax 514,225 529,810 631,742 518,175 402,255 400,000 400,000 404,000 412,080 420,322 428,728 437,303 Franchise Fees 359,466 323,496 358,299 336,738 363,167 370,000 370,000 375,550 381,183 386,901 392,705 398,596 Licenses & Permits 406,529 306,920 317,955 449,875 498,475 347,900 345,600 350,784 356,046 361,387 366,808 372,310 Fines & Forfeitures 88,747 71,005 55,502 48,171 30,439 30,000 13,000 13,130 13,261 13,394 13,528 13,663 Interest & Rents 84,984 89,643 228,552 237,347 8,173 68,500 68,500 69,185 69,877 70,576 71,282 71,995 Intergovernmental 30,809 150,177 42,272 1,729,540 503,343 1,018,350 938,950 42,695 43,122 43,553 43,989 44,429 Charges for Current Services 286,513 206,963 229,659 179,203 176,848 172,361 124,900 127,398 129,946 132,545 135,196 137,900 Community Center Fees 51,053 63,930 47,159 49,022 57,901 59,500 - - - - - - Miscellaneous/Other Income 294,213 291,540 482,414 506,251 241,930 586,749 77,000 78,540 80,111 81,713 83,347 85,014 Total Revenues 9,083,644 $ 9,141,223 $ 9,944,753 $ 11,335,741 $ 10,290,954 $ 11,476,594 $ 11,266,560 $ 10,571,944 $ 10,752,517 $ 10,947,140 $ 11,131,429 $ 11,313,460 $ Transfers In:

Transfers In: 670 16,182 74 4,493 107,373 520,242 182,500 100,000 100,000 100,000 100,000 100,000 Total Transfers In 670 $ 16,182 $ 74 $ 4,493 $ 107,373 $ 520,242 $ 182,500 $ 100,000 $ 100,000 $ 100,000 $ 100,000 $ 100,000 $ Total Resources Available:
(Revenues & Transfers In) 9,084,314 $ 9,157,405 $ 9,944,827 $ 11,340,234 $ 10,398,327 $ 11,996,836 $ 11,449,060 $ 10,671,944 $ 10,852,517 $ 11,047,140 $ 11,231,429 $ 11,413,460 $ Growth %: 5.59% 0.80% 8.60% 14.03% -8.31% 5.79% -4.57% -6.79% 1.69% 1.79% 1.67% 1.62% City of Sebastopol, CA
General Fund/Transaction & Use Tax Fund History and Forecast FY 2016-17 Through 2027-28
182
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DRAFT
Actual
FY 16-17
Actual
FY 17-18
Actual
FY 18-19
Actual
FY 19-20
Actual
FY 20-21
Estimated
FY 21-22
Proposed
FY 22-23
Forecast
FY 23-24
Forecast
FY 24-25
Forecast
FY 25-26
Forecast
FY 26-27
Forecast
FY 27-28
City of Sebastopol, CA
General Fund/Transaction & Use Tax Fund History and Forecast FY 2016-17 Through 2027-28
Department Expenditures:

City Council 206,294 206,493 214,054 226,256 213,157 294,231 348,527 325,921 341,551 357,963 375,195 393,290 City Manager 231,646 183,577 165,118 258,083 331,630 220,294 221,086 212,110 220,861 230,063 239,750 249,953 City Attorney 129,453 125,149 100,678 153,523 152,925 310,274 218,316 155,346 158,774 162,380 166,179 170,185 City Clerk 238,969 230,894 251,910 285,483 285,487 351,907 376,542 371,814 385,600 399,937 414,853 430,367 Finance 174,737 192,381 220,223 180,045 219,679 339,899 325,139 332,680 324,683 338,404 352,801 367,915 Planning 454,346 489,476 409,837 467,783 494,465 570,265 577,717 590,780 617,752 644,038 671,695 700,819 Building 184,699 175,196 194,445 239,296 206,486 197,260 178,908 181,127 189,695 198,300 207,312 216,745 Engineering / Storm Water 149,917 167,924 240,628 193,153 255,086 292,105 314,315 199,132 209,693 220,788 232,522 244,936 Fire 772,636 981,004 883,463 965,223 1,087,235 1,601,404 1,298,999 1,426,300 1,444,001 1,490,831 1,540,022 1,591,715 Police 3,558,289 3,749,027 3,942,139 4,831,685 5,308,821 4,821,520 5,340,935 5,410,242 5,618,001 5,835,202 6,062,355 6,300,003 Public Works 1,061,902 957,534 987,874 1,336,565 1,159,490 1,275,347 1,345,985 1,338,214 1,429,092 1,524,463 1,624,584 1,729,728 Community Center 316,046 298,530 471,207 568,624 399,882 628,475 503,350 540,381 581,685 610,140 640,125 671,735 Non Departmental 221,260 197,867 335,170 241,064 247,537 235,619 232,962 244,610 256,841 269,683 283,167 297,325 Debt Service 197,626 204,672 204,671 204,670 193,399 175,181 261,802 204,672 204,671 204,670 175,181 261,802 Other Sources - Insurance 819,000
Total Department Expenditures 7,897,820 8,159,724 8,621,417 10,151,453 11,374,279 11,313,781 11,544,583 11,533,329 11,982,900 12,486,862 12,985,741 13,626,518 Transfers Out:

Others - Overage of AD & GT - 4,305 - - - - - - - - -
Others - Streets Pavement Reserve 150,000 125,000 150,000 - - - - - - - - - Others - Pension & Infrastructure - 550,000 - 1,466,000 28,000 - - - - - - Others - SLESF 17,048 - 30,718 - - - - - - - - -
Others - Capital Projects 49,325 - 688,774 113,152 93,000 60,000 - - - - - Others -Gas Tax 33,772 32,000 - - - - - - - - -
Others -PD Grant Funds 21,607 - - - - - - - - - -
Total Transfers Out 167,048 784,009 212,718 2,154,774 113,152 121,000 60,000 - - - - - Total Resources Used:
(Departmental, Other Expenditures &
Transfers Out) 8,064,868 $ 8,943,733 $ 8,834,135 $ 12,306,227 $ 11,487,431 $ 11,434,781 $ 11,604,583 $ 11,533,329 $ 11,982,900 $ 12,486,862 $ 12,985,741 $ 13,626,518 $ Net Results of Operations:
(Total Resources Available less Total
Resources Used) 1,019,446 $ 213,672 $ 1,110,692 $ (965,993) $ (1,089,104) $ 562,055 $ (155,523) $ (861,385) $ (1,130,383) $ (1,439,722) $ (1,754,312) $ (2,213,058) $ Contribution/(Uses) of Reserves: 1,019,446 $ 213,672 $ 1,110,692 $ (965,993) $ (1,089,104) $ 562,055 $ (155,523) $ (861,385) $ (1,130,383) $ (1,439,722) $ (1,754,312) $ (2,213,058) $ Total Annual Surplus/(Deficit):
(Net Results of Operations &
Contribution to Reserves) 1,019,446 $ 213,672 $ 1,110,692 $ (965,993) $ (1,089,104) $ 562,055 $ (155,523) $ (861,385) $ (1,130,383) $ (1,439,722) $ (1,754,312) $ (2,213,058) $ Policy Reserve Level (15% to 20%) 1,612,974 $ 1,788,747 $ 1,766,827 $ 2,461,245 $ 2,297,486 $ 2,286,956 $ 2,320,917 $ 2,306,666 $ 2,396,580 $ 2,497,372 $ 2,597,148 $ 2,725,304 $ Unassigned Reserves Balance 3,557,451 $ 3,882,742 $ 4,993,434 $ 4,027,441 $ 2,938,337 $ 3,500,392 $ 3,344,869 $ 2,483,484 $ 1,353,101 $ (86,621) $ (1,840,933) $ (4,053,991) $ Actual Reserve Level 44.1% 43.4% 56.5% 32.7% 25.6% 30.6% 28.8% 21.5% 11.3% -0.7% -14.2% -29.8% 183
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CITY OF SEBASTOPOL

FULL-TIME / PART-TIME EQUIVALENT BY FUNCTION

LAST FIVE FISCAL YEARS
Function 2019 2020 2021 2022 2023
General Government
City Council 6.00 6.00 6.00 6.00 6.00
Administrative 1 2.00 2.00 2.00 2.00 2.00
Administrative Services (Finance) 4.00 4.00 4.00 4.00 4.00 Public Safety
Police Protection 23.75 23.75 20.75 20.75 21.00
Police Protection - Reserves 11.00 11.00 3.00 3.00 3.00 Fire Protection 1.50 2.50 2.50 2.50 2.50
Fire Protection - Volunteers 34.00 33.00 32.00 32.00 32.00 Community Development / Services
Planning 3.00 3.00 3.00 3.00 3.00
Building Inspection 1.50 1.50 1.50 1.50 1.50
Engineering 1.75 1.75 1.75 1.75 1.75
Public Works 14.75 13.75 12.75 12.75 12.75
Total 103.25 102.25 89.25 89.25 89.50
1 Designates one employee holding two positions
As of June 30,
General
Government,

12.00 , 13%
Public Safety -
Police, 24.00 ,
27%
Public Safety -
Fire, 34.50 ,
39%
Community
Development /
Services, 19.00
, 21%

FULL TIME / PART TIME EQUIVALENT BY

FUNCTION
FY 2022-23
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FY 2021-22 FY 2022-23
Budgeted Staffing Adjusted Add Delete Adjustment Proposed City Council
Council Members 5 5
Video Recorder 1 1
Total 6 0 0 0 6
City Manager|Assistant City Manager|City Clerk
City Manager 1 0.75 0.75
Assistant City Manager |City Clerk 1 1
Total 1.75 0 0 0 1.75
City Attorney
City Attorney 1 0.25 0.25
Administrative Services (Finance)
Administrative Services Director 1 1
Accountant/Analyst (Conf) 1 1
Administrative Technician 1 1
Junior Accountant 1 1
Total 4 0 0 0 4
Building Inspection
Building Official 1 1
Senior Administrative Assistant 2 0.5 0.5
Total 1.5 0 0 0 1.5
Planning
Planning Director 1 1
Associate Planner 1 1
Senior Administrative Assistant 1 1
Total 3 0 0 0 3
Fire Services
Fire Chief 1 1
Fire Engineer 1 1
Senior Administrative Assistant 2 0.5 0.5
Volunteers 32 32
Total 34.5 0 0 0 34.5

FULL TIME (FTE) STAFFING SUMMARY
185 Agenda Item Number 10
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DRAFT
FY 2021-22 FY 2022-23
Budgeted Staffing Adjusted Add Delete Adjustment Proposed

FULL TIME (FTE) STAFFING SUMMARY
Police Services
Police Chief 1 1
Lieutenant 1 1
Sergeants 4 4
Officers 8 8
Records Dispatcher Supervisor 1 1
Dispatchers 5 5
Technician 0.75 0.25 1
Reseves 3 3
Total 23.75 0 0 0.25 24
Public Works
Superintendent 1 1
Assistant Superintendent 1 1
Management Analyst 2 0.5 0.5
Administrative Assistant 0.25 0.25
Water System Treatment Operator 1 1
Sanitary Sewer System Operator 1 1
Senior Maintenance Worker 1 1
Senior Parks & Facilities/Maintenance Worker III 1 1
Maintenance Worker II 1 1 2
Maintenance Worker I 2 2
Laborer 3 3
Total 12.75 0 0 1 12.75
Engineering
Engineering Manager 1 1
Management Analyst 2 0.5 0.5
Administrative Assistant 0.25 0.25
Total 1.75 0 0 0 1.75
Grand Total 89.25 0 0 1.25 89.5
1 Designates one employee holding two positions
2 Designates employee sharing between department
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DRAFT
********** Percentage of Overhead Allocated by Fund ********** General T&U Water Sewer
Department Fund Fund Fund Fund Total
City Council 74.0% 12.0% 14.0% 100.0%
City Manager 60.0% 20.0% 20.0% 100.0%
City Attorney 92.0% 5.0% 3.0% 100.0%
Assistant City Manager/City Clerk 85.0% 8.0% 7.0% 100.0% Finance 25.0% 38.0% 37.0% 100.0%
Building 74.0% 13.0% 13.0% 100.0%
Planning 92.0% 5.0% 3.0% 100.0%
Engineering 38.0% 34.0% 28.0% 100.0%
Fire Services 93.0% 7.0% 100.0%
Police Services 89.6% 10.4% 100.0%
Public Works
Corporation Yard 17.0% 48.0% 35.0% 100.0%
Government Building 50.0% 25.0% 25.0% 100.0%
Streets 100.0% 100.0%
Parking Lots 100.0% 100.0%
Parks & Landscaping 58.5% 41.5% 100.0%
Storm Water 100.0% 100.0%
Non Departmental 82.0% 9.0% 9.0% 100.0%

OVERHEAD ALLOCATION
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Sources: PERS Actuarial Report

53.74 65.01

72.90 76.83

79.73 54.62

59.21 62.93

66.36 67.54

12.14 13.98 14.12 14.15

7.83 26.95

32.29 32.42

35.31 30.73

7.04 7.32 8.74 8.71 8.49 1.00

11.00 21.00

31.00 41.00

51.00 61.00

71.00 FY 18-19
Actual
FY 19-20
Actual
FY 20-21
Actual
FY 21-22
Actual
FY 22-23
Projected
5 YEAR - PERS RATE HISTORY

PERS - POLICE PERS - FIRE PERS - POLICE/FIRE PEPRA

PERS - MISCELLANEOUS PERS - MISCELLANEOUS PEPRA
3 3.5
12 12 12

2.5 1.5

5.75 8.26 7.83
0 2
4 6
8 10
12 14
FY 18-19
Actual
FY 19-20
Actual
FY 20-21
Actual
FY 21-22
Actual
FY 22-23
Projected
5 Year - Medical Rate History

BLUE CROSS KAISER
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City of Sebastopol
Membership Listing
Agency Description
Controlling
Department
FY 17-18
Dues
Amount
FY 18-19
Dues
Amount
FY 19-20
Dues
Amount
FY 20-21
Dues
Amount
FY 21-22
Dues
Amount
1 Local Agency Formation Commission (LAFCO) Council 5,468.00 5,690.00 6,927.00 6,291.00 5,995.00 2 Sister Cities International Council 150.00 155.00 155.00 155.00 155.00 3 League of California Cities Council 4,841.00 4,962.00 5,111.00 5,111.00 5,614.00 4 Association of Bay Area Government (ABAG) Council 2,301.00 2,397.00 2,529.21 2,586.00 2,577.00 5 Sonoma County Go Local Cooperative Council 150.00 150.00 200.00 200.00 200.00 6 Cittaslow International Council 892.50 892.50 1,380.00 1,815.00 1,718.00 7 SoCo Transportation Authority Technical Advisory Committee (SCTA) Council 4,659.00 4,659.00 4,879.00 4,931.00 5,162.00 8 Regional Climate Protection Authority (RCPA) Council 7,587.00 7,589.00 7,669.00 7,717.00 13,047.00 9 Sebastopol Chamber of Commerce Council - - 220.00 242.00 242.00 10 International Institute fo Municipal Clerks ACM/City Clerk 185.00 185.00 195.00 195.00 215.00 11 City Clerks Association of California ACM/City Clerk 115.00 115.00 - 90.00 125.00 12 Society for Human Resources Management ACM/City Clerk 100.00 189.00 209.00 219.00 - 13 ICMA ACM/City Clerk - 220.00 - 200.00 200.00
14 California Public Employers Labor Relations Association (CALPELRA) ACM/City Clerk 700.00 350.00 370.00 370.00 370.00 15 National Association Government Archives & Records Admin (NAGARA) ACM/City Clerk 225.00 - 16 CA City Management Foundation (CCMF) ACM/City Clerk 400.00 400.00 17 California Society of Municipal Finance Officers Finance 155.00 155.00 220.00 110.00 220.00 18 Government Finance Officers Association Finance 170.00 170.00 170.00 170.00 170.00 19 Municipal Management Association of Northern California Finance 95.00 95.00 75.00 150.00 75.00 20 California Public Employers Labor Relations Association (CALPELRA) Finance - 189.00 - - - 21 California Muncipal Treasurers Assocation Finance 110.00 110.00 95.00 - - 22 California Architects Board Planning - - 300.00 - 300.00 23 American Planning Association Planning 515.00 700.00 727.00 727.00 - 24 International Association of Plumbing & Mechanical Officials Building 150.00 150.00 200.00 - - 25 Sacramento Valley Association of Building Officials Building 65.00 65.00 - - - 26 Yosemite Chapter of ICC Building 135.00 135.00 - - - 27 California Building Officials Building 75.00 155.00 165.00 - - 28 County Building Officials Association of California Building 85.00 85.00 - - - 29 International Association of Electrical Inspectors Building 120.00 120.00 - - - 30 International Code Council Building 145.00 145.00
31 Rusian River Watershed Association Technical Work Group Engineering 29,305.00 31,664.00 32,000.00 34,000.00 34,285.93 32 State Water Control Board Engineering 5,700.00 5,700.00 - 5,994.00 7,067.00 33 MS4 Storm Water Permit Collaborative Effort Engineering 12,650.00 12,650.00 - - - 34 Groundwater Management - GSA Engineering - - 52,977.00 39,177.00 - 35 Clears, Inc Police - 50.00 - - -
36 California Police Chief Association Police 290.00 290.00 - 348.00 348.00 37 National Emergency Number Association Police 137.00 137.00 142.00 142.00 142.00 38 Sonoma County Law Enforcement Chief Association Police 200.00 200.00 200.00 200.00 200.00 39 Sonoma County Fire Chief Association Fire 400.00 400.00 400.00 400.00 400.00 40 California State Firefighter Association Fire 2,325.00 2,600.00 2,681.00 2,762.50 2,550.00 41 Emergency Services Marketing Corp Fire 650.00 650.00 660.00 660.00 660.00 42 REDCOM (9-1-1 Dispatcher Services) Fire 39,000.00 39,000.00 42,317.00 44,339.03 52,223.23 43 SoCo Operational Area Emergency Services (County EOC) Fire 2,000.00 2,000.00 2,399.00 2,000.00 2,000.00 44 Bay Area Air Quality Management District Fire 1,800.00 1,800.00 - - - 45 International Association of Fire Chiefs Fire 285.00 285.00 46 California Fire Chiefs Association (CFCA) Fire 411.90 411.90 Total 123,280.50 126,823.50 165,572.21 162,071.53 136,806.16 189 Agenda Item Number 10
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DRAFT
Percentage
Change over Prior
-0.54%

1.0755

0.9959

1.0711
$ 3,153,610
5,073,500
1,101,700
$ 9,328,810
$ 9,328,810
18,761,729
$ (9,432,919)
-50%
Population Converted to Ratio -.41 + 100
100

APPROPRIATIONS LIMIT
What is it?
Proposition 4, approved by the voters in November 1979, added California Constitution, Article XIIIB. Article XIIIB limits the level of most appropriations from tax sources that the state and most local government entities are permitted to make in any given year. The limit for each year is equal to the limit for the prior year, adjusted for changes in the cost
‐
of
‐
living and population plus other various adjustments as required. The first year in which appropriations limits applied to state and local governments in California was fiscal year (FY) 1980 ‐

81. Calculation for City of Sebastopol
Per Capita Personal Income Population Change
County of Sonoma
Fiscal Year Percentage
Change over Prior Fiscal Year
2022-23 7.55% 2022-23
Per Capita Cost of Living Converted to Ratio: 7.55 + 100 100
Calculation Factor for FY 2021-22 1.0755 x 0.9959
Fiscal Year 2021-22 Appropriations Limit $ 17,516,475
Fiscal Year 2020-21 Factor 1.0711
Fiscal Year 2022-23 Appropriations Limit $ 18,761,729
It should be noted that Appropriations Limit applies only to proceeds of taxes, as defined by the law and statewide reporting guidelines.

Tax Appropriations Subject to the Tax Appropriations Limit Tax Appropriations Total Budget for 2022-23
Over/(Under) Appropriations Limit
Percentage Over/(Under) Limit
State Law requires the annual calculation of the City's Appropriations (Gann) Limit, and the City's practice is to include the annual calculation and adoption as part of the annual reviews and approves of the Operating Budget. The City's appropriations subject to the Gann Limit totals $9,328,810 which is well below the authorized spending limit of $18,761,729 Department of Finance Budgeting Resource Price and Population Factors Used For Appropriations Limit at:
https://www.dof.ca.gov/Forecasting/Demographics/Estimates/documents/PriceandPopulation2022.pdf Property Tax
Sales Tax
Other Tax
Total Appropriations Subject to Limit
Appropriations Subject to Limit
Fiscal Year 2021-22 Appropriations Limit
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CITY OF SEBASTOPOL
Financial Policy #69

OVERVIEW
This document establishes policies of overall financial management, budget development, and fiscal administration for the City of Sebastopol. Included herein are statements and principles designed to guide the City in maintaining its financial stability and delivering high-quality services to the public.

Formally adopted financial policies assist elected officials and city staff in the development of fiscal management practices, save time and provide structure for financial decisions, promote public confidence, enhance transparency and provide continuity over time. These policies will be updated periodically, but are designed with a long-term perspective and provide the basic framework and road map for addressing a wide variety of financial and economic conditions that the City will encounter. A fiscal policy supports long-term planning and enhances the City’s effectiveness in implementing long-term strategies to deliver efficient services to the public.

This document provides a structured, central repository for a variety of fiscal policies which are organized into the following categories
• General Financial Principles
• Annual Operating Budget Policy
• Capital Improvement Program
• Revenues
• Expenditures
• Cash Management
• Debt Management
• Fund Balances
• Financial Reporting
• Review and Update

GENERAL FINANCIAL PRINCIPAL
It is the overall policy of the City of Sebastopol to build upon a sound conceptual framework to:
• Manage its financial resources in a responsible and prudent manner. • Provide financial information in a relevant, thorough and timely manner, and in a format that effectively communicates financial status to the Council, citizens and City employees. • Establish and maintain prudent fund balance levels.
• Maintain financial reporting in compliance with current governmental accounting standards. • Promote and implement a relevant and strong system of internal financial controls to manage significant risks and monitor the reliability and integrity of financial and operating reporting. • Promote constructive and proactive financial decision making that includes, and is responsive to, citizens input and guidance.
• Integrate long-term operating and capital resources planning into the annual budget process. • Allow for uncertainties and maintain a posture of financial flexibility. • Develop programs in a manner that supports the City’s long-term ability to cover costs and provide the level and quality of service required by its citizens. • Manage debt responsibly.
• Establish and implement investment policies in accordance with the City code and State law. 191 Agenda Item Number 10
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ANNUAL OPERATING BUDGET POLICY
• An annual operating budget will be adopted by the City Council no later than June 30th of each fiscal year. The budget will include appropriations that provide expenditure authority to public officials responsible for operating their respective departments to fulfill obligations to provide public services as delegated by the City Council.
• Funds may not be expended for a new fiscal year until the budget for that fiscal year has been adopted by the City Council.
• The City Council appointed Budget Subcommittee will develop and present a draft operating budget for consideration by the full City Council and Public. The operating budget will be presented to the City Council for review and adoption.
• Total projected expenditures shall not exceed total estimated revenues. Should this occur, City Council may approve a planned use of accumulated fund balances in prior years for inclusion in the budget.
• The City should maintain a multi-year financial forecast that is updated as part of the annual budget development process.
• One-time revenue sources are not to be relied upon to fund on-going operations.

Controlling and Adjusting the Annual Budget:
• The City structures and controls its budget by use of the following funds:
o The general fund is the primary operating fund of the City. It accounts for the receipt of property tax, general sales tax, and other general revenues available to finance city operations. The general fund accounts for revenues and expenditures that do not fit the criteria to be accounted for in other funds with external restrictions imposed by their respective financing sources.
o Special funds account for resources externally restricted for use by their respective funding sources, such as grant programs financed by the State and Federal governments. o Enterprise funds account for water and wastewater systems, may be used for fee-based programs if the intention is to recoup almost all City costs through fees or other user charges. o Internal Service funds account for centralized service costs (such as technology and vehicle services made available to all operating departments). Charges from the internal service funds appear as an expenditures in the user department, and as revenue in the central service department.
• The City’s budget is controlled at the fund level by the City Council. o The City Council, as representatives of the public, is the sole authority for creating or increasing expenditure appropriations within a fund. The City Council is also the exclusive authority for approving changes in revenue estimates with funds. • Department Heads will be held directly responsible and accountable for their budgets as originally adopted by the City Council or as thereafter revised in accordance with this policy. The level of expenditure control for departments is the department level. • Departments that operate programs among different funds are limited to the appropriation levels within any one fund. This policy also describes the level of authority needed to amend the adopted budget.

Transfers and revisions to the adopted budget:

The City Council approves:

1. All increases in appropriations within a department or fund.

2. All transfers of appropriations between funds.

3. All decreases in appropriations, with the exception that the City Manager may direct Department Heads to suspend expenditures pending Council consideration of decreases 192 Agenda Item Number 10
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in appropriations needed to respond to fiscal emergency.

The City Manager approves:

1. Transfers of appropriations between expenditure line items within departments, projects and program budgets, up to $100,000.

2. Transfers between operating divisions and program budgets within departments.

3. The City Manager may make budget transfers between departments or programs as long as those changes do not increase overall appropriations within any one given fund.

Transfers between funds, overall increases in fund appropriations, and overall increases in project budgets can only be made through City Council action. Transfers between departments should be reported to the City Council as part of the budget amendment process, either at mid-year or at the proposal of a new budget term.

Finance Department:

1. The Finance Department is responsible for providing forms and instructions for requesting appropriation adjustments, and for analyzing and recommending adjustments to the City Manager. The Finance Department will record approved budgets and adjustments into the City’s budget system.

2. The Finance Department will ensure that the City’s Comprehensive Annual Financial Report (CAFR) includes a comparison of actual expenditures against the final budget, as amended and adjusted under the authorities of this policy. • Operating expenditure appropriations not spent during the fiscal year lapse at year-end, except for:
o Encumbrances or commitments, as in the form of finalized purchase orders made during the fiscal year that have not been completed at year-end.
o Appropriations for capital improvement projects and ongoing grants with a life-cycle beyond one year.
• Governmental funds use the modified accrual basis of accounting while proprietary and fiduciary fund types are budgeted on a full accrual basis of accounting. The Comprehensive Annual Financial Report (CAFR) presents City’s finances on a Generally Accepted Accounting Principles (GAAP) basis and the City’s budget is prepared in conformance with these standards. • City budget must comply with the annual determination of the City’s appropriations limit calculated in accordance with Article XIIB of the Constitution of the State of California and adopt an annual resolution to this effect.

CAPITAL IMPROVEMENT PROGRAM
• The City will develop and maintain a five-year capital improvement program (CIP) to be updated annually in conjunction with the operating budget. The CIP should reflect the current and changing needs of the community as well as enhance of the community’s quality of life. • All projects within the CIP are to be tracked systematically and reported on a quarterly basis. CIP tracking reports should clearly display budget-to-actual performance by project, fund category and project status.
• Capital improvements that specifically benefit a select group of users and/or are fee-for-service based are to be financed through user fees, service charges, special assessments and taxes, or development impact fees.
• Capital improvements that specifically benefit a fee-for-service enterprise operation (such as Water/Sewer) are to be financed through the service fees generated within that operation and fund.

Such fees should be supported by periodic updates to the related utility master plan. • Transfers of resources into the CIP fund will be evaluated on an annual basis dependent upon the existence of available surplus dollars.
• The City should strive to maximize the use of capital grants and State assistance in funding capital improvements before tapping general revenue sources.
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REVENUES
• The City will strive to maintain a diversified and stable revenue base to minimize the impact of economic fluctuation.
• The City will seek out, apply for, and effectively administer Federal, State, and other grants that address the City’s current operating and capital priorities. • The City will pursue revenue collection and auditing to assure that funds due to the City are accurately received in a timely manner.
• The City will seek reimbursements for State mandated costs whenever possible. • The City will adopt user fees with appropriate levels of cost recovery. • User fee studies should be performed and updated annually to ensure the proper balance of costs and service charges. The City should strive to cover the full cost of providing non-tax and discretionary fee-based service operations except to the extent that City Council approves defined subsidy levels by program area.
• Operating departments are to review public services to identify and determine those appropriate for fee collection. Recommendations for new fees are to be presented to the City Council as fees are annually updated to ensure they reflect all direct and reasonable indirect costs of providing such services.
• Enterprise operations will be self-supporting and shall reimburse the General Fund for any and all materials and services provided on their behalf.

EXPENDITURES
• Expenditures are to be budgeted and controlled so as to not exceed estimated revenues plus the approved and planned use of fund balances accumulated in prior years. • The City will conduct a mid-year financial status review to determine if projected revenues and expenditures meet target levels. If an operating deficit is projected at year-end, the City should evaluate the need for immediate corrective and/or mitigating actions, including operating or capital expenditure reductions and/or activate the use of established contingency balances. The deferral of essential and scheduled operational expenditures into the following fiscal year or the use of shortterm loans and transfers to balance the budget should be avoided. • The City implements a formal purchasing system, principles, and guidelines to ensure that expenditure levels are kept in check in the course of any fiscal year.

CASH MANAGEMENT
• The Budget Subcommittee will review the City’s investment policy periodically and make recommendations to the City Council when appropriate.
• The responsibility of investing City funds rests with the Finance Director who is to exercise due diligence to adhere to the investment policy. The Finance Director will present to the City Council quarterly investment reports presenting a summary of the portfolio status and compliance with the conditions set forth in the investment policy.

DEBT MANAGEMENT
• The City should plan the use of debt in a manner that sustains financing payments at manageable levels.
• The City will seek to maintain a high credit rating through sound financial practices as a basis for minimizing borrowing costs.
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DRAFT • The City will make every effort to use pay-as-you-go financing for capital improvement projects.

Debt financing for a project can be used if the overall project cost exceeds anticipated available resources and/or if the cost of financing is favorable as compared to the use of City investment holdings over the financing term.
• The City will monitor all forms of debt annually in conjunction with the budget preparation process and report concerns and remedies, if necessary, to City Council. The City will diligently monitor its compliance with bond covenants.
• The City will not issue long-term debt to finance current operations. Debt financing should only be used for long-term capital improvement projects with a useful life exceeding the term of the financing and for which the project revenues or specific identified revenue sources are sufficient to service the long-term debt.
• The City will use a lease-purchase method of financing for equipment if the lease rates are more favorable than the City’s expected overall investment rate of return. • The City will not incur general obligation indebtedness for public improvements which exceed in aggregate 15% of the assessed value of all real and personal property of the City as specified in the California Government Code Section 43605.

FUND BALANCES
Governmental Fund Type Definitions
Governmental fund types include the general fund, special revenue funds, capital projects funds, debt service funds and permanent funds. GASB has clarified the definitions of these funds as follows:

General Fund
The General Fund should be used to account for and report all financial resources not accounted for and reported in another fund.

Special Revenue Funds
Special revenue funds are used to account for and report the proceeds of specific revenue sources that are restricted or committed to expenditure for specified purposes other than debt service or capital projects. The restricted or committed proceeds of specific revenue sources should be expected to continue to comprise a substantial portion of the inflows reported in the fund. Other resources (investment earnings and transfers from other funds, for example) also may be reported in the fund if those resources are restricted, committed, or assigned to the specified purpose of the fund. Governments should discontinue reporting a special revenue fund, and instead report the fund's remaining resources in the general fund, if the government no longer expects that a substantial portion of the inflows will derive from restricted or committed revenue sources.

Capital Projects Funds
Capital projects funds are used to account for and report financial resources that are restricted, committed or assigned to expenditure for capital outlays, including the acquisition or construction of capital facilities and other capital assets. Capital projects funds exclude those types of capital-related outflows financed by proprietary funds or for assets that will be held in trust for individuals, private organizations or other governments.

Debt Service Funds
Debt service funds are used to account for and report financial resources that are restricted, committed or assigned to expenditure for principal and interest, even if it is being accumulated for future years' payments.

Debt service funds should be used to report resources if legally mandated. 195 Agenda Item Number 10
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Permanent Funds
Permanent funds should be used to account for and report resources that are restricted to the extent that only earnings, and not principal, may be used for purposes that support the reporting government's programs.

Permanent funds do not include private-purpose trust funds, which should be used to report situations in which the government is required to use the principal or earnings for the benefit of individuals, private organizations, or other governments.

Fund Balance Classifications
Fund balance is defined as the difference between assets and liabilities. Governmental Accounting Standards Board Statement (GASB) No. 54 classified fund balances into the following categories:

Non-spendable: This is a portion of fund balance not available for appropriations by its nature or external restriction. Examples are inventories and donations that require intact principal values.

Spendable: Restricted: The restricted portion of fund balance is subject to externally enforceable legal restrictions. Examples are Gas Tax revenues and grant proceeds.

Committed: The committed portion of fund balance is constrained by the limitations imposed through formal City Council action. Only formal City Council action can remove or modify a previously committed amount.

Assigned: The Assigned portion of fund balance is established for intended use by either the City Council or its designee, such as the City Manager. No formal City Council action is needed to remove the intended use. GAAP required reserves, such as the Other Post-Employment Benefits (OPEB) reserve, belong to this category. The Fiscal Policy and State Revenue Stabilization policy balances belong to this category.

Unassigned: The Unassigned portion of fund balance is that remaining after the non-spendable, the restricted, the committed, and the assigned fund balances are identified and recorded.

The City of Sebastopol will use GASB's definitions of fund balance for the annual financial reports (audits) and for all other financial reporting. For all financial planning purposes, the term Budgetary Fund Balance will be used and will include any portion of the fund balance that is available for appropriation. Portions of the fund balance not available for appropriation will be identified as follows.

The City shall strive to use the most restricted fund balances prior to utilizing those that are less restricted.

The following order of use reflects this guideline:
a. Non-spendable (if funds become spendable)
b. Restricted
c. Committed
d. Assigned
e. Unassigned
Fund Balance Policy Levels
Purpose
The City of Sebastopol (City) has enacted the Fund Balance policies in an effort to ensure financial security through the maintenance of a healthy fund contingency balance that guides the creation, maintenance, and use of resources for financial stabilization purposes. The City’s primary objective is to maintain a prudent level of financial resources to protect against reducing service levels or raising taxes and fees due to temporary revenue shortfalls or unpredicted one-time expenditures. The City also seeks to maintain the highest possible credit ratings which are dependent, in part, on the City’s maintenance of a healthy fund balance.
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General Fund
The City’s fiscal goal is to maintain annual expenditure increases at a sustainable growth rate, and to limit expenditures to anticipated revenue in order to maintain a balanced budget. The Council’s directed target is to maintain an unassigned fund balance within the range of not less than 15% of annual operating expenditures for the fiscal year with a multi-year goal of achieving a 20% unassigned fund balance level for the reasons noted below. This level of coverage includes General Fund balance amounts specifically assigned for a specific purpose as discussed and defined further below:
• To provide funding to cover approximately two (2) months of operating expenses with the goal of achieving three months coverage in the long term.
• To provide the liquidity to respond to contingent liabilities. • To adhere to Government Finance Officers Association (GFOA) recommendation that a minimum General Fund unassigned fund balance to be maintained of no less than either two (2) months of regular operating revenues or expenditures.

Buildings, Facilities & Infrastructure Reserve
Building, facilities and infrastructure replacement reserve should be established and maintained to provide for the timely replacement of City’s owned fixed assets. The balance is hereby defined as assigned by the City Council to allow the City to maintain an infrastructure reserve with a target balance equivalent to the projected annual cost of the first year Capital Improvement Plan funding expenditures.

Equipment, Technology and Vehicle Replacement Reserve
The balance is hereby defined as assigned by the City Council to allow the City to set aside an appropriate amount of money to properly fund equipment, technology and vehicle replacement. The City shall set aside funding annually in this reserve based on the vehicle and equipment replacement schedule.

CalPERS Retirement & Other Post-Employment Benefits Reserve The City conducted an actuarial study to comply with GASB Statement No. 45, Accounting and Financial Reporting by Employers for Post-Employment Benefits and to determine the City’s obligation for the other post-employment benefits (OPEB). The study concluded that the City should set aside annual funding for this obligation and the City should maintain internal funding of OPEB obligations for this purpose.

Additionally, the City will conduct an actuarial update every two to three years to maintain the current status of this valuation.

Unassigned Operating Reserve
These balances are hereby defined as unassigned by the City Council to allow the City to weather unpredicted cyclical and rapid downturns in the economy. These funds would be available for use in such conditions to mitigate negative economic fiscal impacts or State takeaways and can be activated within any one budget cycle through Council action. An economic downturn would entail a projected and/or sudden drop in core revenues (major tax and service revenue loss) of equal to or greater than 10% (including the impact of inflation) and/or a change in economic parameters (such as interest rates, debt service rates, pension and health rates) that cause a material change in expenditures of 10% or more, or the occurrence of a local natural disaster or unexpected financial claim requiring the immediate use of cash balances.

Water and Sewer Fund Balances
The City should maintain the balances in the Water Sewer Fund at a level sufficient to accommodate operating and capital needs. This reserve is recommended at 25% of annual expenditures, including estimated capital improvements. Multi-year fee studies for this fund should be updated periodically as a basis for defining the revenue sources necessary to maintain system infrastructure and required services levels. As a result of the periodic fee or master plan studies, adjustments to user charges may be necessary to maintain recommended fund balance levels.
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Workers’ Compensation and Liability Insurance Funding
Periodic actuarial studies of self-insured workers’ compensation and general liabilities will be conducted to ensure that proper levels of liabilities are accrued for claims and that rates charged to operating departments are appropriate.

FINANCIAL REPORTING
• The City’s accounting and financial reports are to be maintained in conformance with GAAP. • An annual financial audit will be performed by an independent public accounting firm familiar with municipal government activities. The independent auditor will issue an audit opinion to be included in the City’s Comprehensive Annual Financial Report (CAFR). Additionally, the auditor will present the CAFR and discuss audit findings to the City Council. The City encourages the rotation of audit service providers every 5 years cycle.
• The City is encouraged to submit the Annual CAFR to State and/or National Government Finance Professional organizations (Government Finance Officers’ Association’s Certification of Achievement for Excellence in Financial Reporting - California Society of Municipal Finance Officers CAFR Award) for independent review and evaluation. • Internal financial status reports are to be issued on a periodic and timely basis – no less than quarterly and be made readily available on the City website.

REVIEW AND UPDATE
This financial policy will be reviewed periodically and updated, if necessary, to reflect any changing requirements.
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PURCHASING POLICY
Effective September 5, 2017
Revised/Approved: April 5, 2022
Council Policy # _89______
I. OVERVIEW
This policy is written to document the policies and procedures that shall be followed when purchasing goods or services. All purchases of materials, supplies, equipment, vehicle and services required by the City shall be made in accordance with the following, and pursuant to applicable provisions of the Government Code. This policy will be reviewed with new members of the City Council and new Department Heads/Managers as soon as possible after they assume office/responsibility. This policy shall also be reviewed as part of the annual budgeting process.

II. ETHICS AND RESPONSIBILITY
The City Manager (or designee) serves as the Purchasing Agent, and is charged with the responsibility and authority for coordinating and controlling the City’s purchasing function in accordance with Purchasing Policies.

The Purchasing Agent and all departments shall adhere to the Purchasing Policy when procuring materials, supplies, equipment, vehicles and services. All purchases shall be limited to the approved budget or as otherwise authorized by the City Manager. Purchasing dollar limits specified in the Purchasing Policy is “per order” unless otherwise indicated.

Applicable competitive bidding categories, authorization limits or contract award procedures will be based on unit cost, total purchase cost for consolidated bid items, or fiscal year aggregates in the case of standing purchase orders or similar ongoing purchasing arrangements. Staging of purchases to avoid competitive bidding procedures or authorization limits is prohibited.

All personnel engaged in the purchasing function shall exercise good judgment in the use and stewardship of City resources, and all purchasing functions shall be conducted with absolute integrity and objectivity. Purchases are subject to public scrutiny; employees shall follow a strict rule of personal conduct that will not compromise the City in the conduct of its business.

Any employee intentionally and/or repeatedly making purchases in a manner that circumvents, ignores or fails to comply with Purchasing Policies will be subject to disciplinary action, in accordance with City Personnel procedures.

Code Of Conduct – Employees are responsible for providing access to City procurement opportunities in a fair and impartial manner to all responsible suppliers, vendors, and contractors.

In addition, all employees shall behave in a manner that avoids improprieties or the appearance of improprieties to maintain the public’s confidence in the integrity of the City’s purchasing system.

Conflict Of Interest - If a city officer or employee has a real or apparent conflict of interest, said individual may not participate in the selection, award, or administration of any contract, including those supported by a federal award or funding, that implicates that conflict of interest. If a city 199 Agenda Item Number 10
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officer or employee participates in making a contract where said individual has a real or apparent conflict of interest, such conflict may nullify or void a contract. As nullification or voiding of a contract is a serious matter with potentially significant consequences for the City, every officer or employee is responsible for recognizing and reporting a potential conflict of interest in timely manner.

A conflict of interest may arise when the city officer or employee has a direct financial interest in, or would receive a direct or material benefit arising from a contract. City officers and employees shall not be financially interested in any contract made by them in their official capacity, as such terms are defined in California Government Code Sections 1090 et seq. and 87100 et seq., and relevant case law. Prohibited interests include interests of immediate family members, domestic partners, and their respective employers or prospective employers.

City officers and employees shall report any potential or actual conflict of interest to their respective Department Head or to the City Attorney as soon as a conflict is suspected or discovered. If city officers or employees are uncertain about whether they have a conflict of interest regarding a particular contract, the individual shall consult the City Attorney’s Office as soon as practicable.

It is important to note that consultants of a public entity are considered public officials under Government Code section 1090 and are subject to the requirements therein. City officers and employees should consult the City Attorney on potential conflict of interest issues with respect to the City’s third-party consultants and contractors.

III. PURCHASING AGENT RESPONSIBILITIES
The City Manager or his/her designee shall act as the City’s Purchasing Agent. The Purchasing Agent is responsible for procurement of materials, supplies, equipment, vehicles and services; administration of purchasing policies and procedures; and management of surplus City property. To perform these functions efficiently and assist departments, the Purchasing Agent shall:
a. Coordinate and manage procurement of the City’s materials, supplies, equipment, vehicles and services from the lowest responsive and responsible bidder when required by the Purchasing Policies.
b. Ensure full and open competition on all purchases as required by the Purchasing Policies, and make purchase award recommendations to the appropriate authority. c. Identify, evaluate and utilize purchasing methods that best meet the needs of the City (cooperative purchases, standing purchase orders, contractual agreements, etc.) d. Recommend revisions to purchasing policies and procedures when necessary, and keep informed of current developments in the field of Public Purchasing. e. Act as the City’s agent in the transfer and disposal of surplus equipment, vehicle and materials.
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IV. DEPARTMENT RESPONSIBILITIES
Each Department is responsible for facilitating prudent, efficient and cost-effective purchases.

To meet these responsibilities, Departments shall:
a. Ensure staff is trained on the terminology and requirements set forth in the Purchasing Policies.
b. Minimize urgent and sole source purchases, and provide written findings and documentation when such purchases may be necessary.
c. Refrain from “splitting” orders or projects for the purpose of avoiding procurement requirements or authorization limits.
d. Anticipate requirements sufficiently in advance to allow adequate time to obtain goods in accordance with best purchasing practices.
e. Maximize coordination of purchases into a lesser number of large transactions to take advantage of cost savings for bulk purchases of commonly used goods and services.

V. PURCHASING AUTHORITY
The City Council adopts an annual budget, which includes detail of all capital items, professional fees for services and all other expenditures. Items referred to hereafter as "budgeted" refer to expenditures that have been appropriated in the adopted budget or approved for expenditure by the Council after the budget is adopted for the current fiscal year.

Authority to approve expenditures shall be determined as shown in the diagrams below.

Expenditures shall not be broken down or divided into sub-groups for purposes of avoiding the guidelines.

Budgeted
Expenditures
Greater than
$50,001
City Council+
(see "Other+")
Up to $50,000** City Manager
Up to $5,000
Department
Directors/Managers*
(see 'Delegates*")
** Subject to competitive process herein.
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CONTRACT or CHECK SIGNING AUTHORITY
The City Manager and Administrative Services may designate their signature authority in their absence.

In the course of conducting City business, the City is required to make a variety of different types of purchases. The type of purchase dictates the policies and procedures for procuring and formalizing the purchase. Before employees make a purchase, they should identify the type of purchase and the proper method for completing that purchase. This category of purchases includes the purchase of tangible durable and non-durable goods by the City. Examples of these types of purchases include fuel, tools, office supplies, chemicals, machinery, food, and furniture. These types of purchases are distinct from the purchase of nontangible services.

Competitive Process – This policy is designed to promote full and open competition among potential vendors. Through full and open competition, the City is able to realize better pricing and more favorable terms. In interpreting this policy, staff should rely on interpretations that favor greater and more robust competition among vendors.

Exceptions
Delegates*
City Managers, Assistant City Manager, and
Department Heads, with sign off prior to payment,
can delegate authority to anyone within their
department up to $5,000
Others+
Charges over $100,000 do not need to go to the
Council if they are related to payroll, debt service
payments, regulatory fee to Santa Rosa
Subregional, insurance, utilities, retirement
payments
Non Budgeted
Expenditures
Greater than $10,000 City Council
Exceptions: Payroll Related Items
Up to $10,000
City Manager (or designee)
Exception: No increase to overall
approved budget appropriations
$0-$50,000.01 & up
City Manager
(Electronic Signature)
Administrative Director or Designee
(Live Signature)
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Best Overall Value – This policy is designed to ensure that the City is getting the best value for its money when making purchaes. When not required by law to select the lowest bidder, the principle permits the City to consider factors other than just price in determining what constitues the best overall value to the City.

Fairness And Transparency – This policy is designed to promote fairness and transparency in the City’s purchasing system. Complying with this policy fosters equal opportunities for vendors wishing to do business with the City and ensures that public expenditures are made in an open and consistent manner.

Compliance With Law And Best Practices – This policy is informed by and incorporates applicable laws, regulations, and best practices applicable to public procurements. Compliance with this policy ensures that purchases are conducted in accordance with the City’s legal and ethical obligations and responsibilities.

Conduct With Vendors All employee interactions with vendors shall be conducted in a fair, open, and transparent manner. Employees shall:
i. Refrain from showing favoritism to vendors or being unduly influenced by external factors outside the criteria outlined in this policy.
ii. Select all vendors on the basis of meeting appropriate and fair criteria in accordance with the requirements of this policy.

No Gratuities - No City employee shall solicit, demand, accept, or agree to accept, and shall avoid the appearance of accepting, a gift of goods or services, payment, loan, advance, deposit of money, or employment offer presented, promised in return for, or in anticipation of favorable consideration in a City procurement.

VI. METHODS OF PROCUREMENT
The type of purchase and the amount of a purchase dictates the method of procurement. Smaller and less complex purchases involve less stringent competitive requirements. Conversely, more valuable and more complex purchases require stricter, more formalized competitive processes.

Informal Procurement
Micro purchases need not be awarded competitively, but the price must be determined to be fair and reasonable and should be distributed equitably among qualified suppliers. Micro Purchases do not require advertising or solicitation of quotes/bids. However, seeking multiple quotes/bids, even when not required, is a best practice and helps to ensure that the City receives better pricing for its purchases. Micro purchasing is defined as for purchases valued under $5,000.

Informal Solicitation
Informal solicitation involves seeking three (3) written quotes from potential vendors. These written quotes may be informally documented, such as through emails between City employees and potential vendors. Informal solicitation may be used for purchases of goods, non-public works construction projects, and consultant/professional services valued at $50,000 or less. 203 Agenda Item Number 10
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Formal Competitive Proposals (RFP)
In a formal competitive proposal process, the City must: (i) prepare a request for proposal document identifying the project requirements, vendor qualifications, and evaluation factors; (ii) send the RFP to an adequate number of qualified sources as determined by the relevant department head or the City Manager; (iii) post the RFP on the City’s website at least ten (10) days prior to the deadline for receipt of proposals; and (iv) establish and implement procedures for evaluation of proposals. Formal competitive proposals shall be used for purchases valued at more than $50,000.

Cooperative Procurement
Cooperative purchasing allows the City to buy goods or services based on a competitively bid contract prepared by another public agency, when that other agency and the vendor(s) agreed in advance to a cooperative process. Use of purchasing cooperatives is encouraged as a way to obtain goods and services by aggregating volume, securing value pricing, and reducing administrative overhead. Measured use of purchasing cooperatives can significantly reduce the time and resources needed to competitively purchase goods and services.

Sole Source Procurement
Regardless of the estimated cost of a purchase, the City is not required to engage in a competitive procurement process, either formal or informal when a competitive procurement is infeasible for the reasons articulated in this section. In all cases, the City must verify and document that a particular procurement meets the criteria for a sole source identified below, and the use of sole source must be approved by the City Manager. Sole source procurement is authorized if one of the following conditions are met:
a. Unique or Innovative Concept - The vendor demonstrates a unique or innovative concept or capability not available from another source. “Unique or Innovative Concept” means a new, novel, or changed concept, approach, or method that is the product of original thinking, the details of which are kept confidential or are patented or copyrighted, and is available to the City only from one source and has not in the past been available to the City from another source;
b. Patents or Restricted Data Rights – Patent or data rights restrictions preclude competition; c. Substantial Duplication Costs – In the case of a subsequent contract for the continued development or production of highly specialized equipment or products and/or major components thereof, when it is likely that award to another contractor would result in substantial duplication of costs that are not expected to be recovered through competition; d. Unacceptable Delay – In the case of a subsequent contract for the continued development or production of highly specialized equipment or products and/or major components thereof, when it is likely that award to another contractor would result in unacceptable delays in fulfilling the City’s needs.

Emergency Procurement
Emergency procurements are those purchases necessary to avoid or mitigate a clear and imminent threat or danger where delay could result in loss of life or danger to health, welfare, or property or threaten the continued operation of the City or the provision of essential City services. (See Section XI Urgent and Emergency Purchases for more details)
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Exempt Procurement
This Section outlines types of procurements that are exempt from the standard competitive requirements outlined in this policy and also includes special considerations related to those exempt procurements. Despite the fact that a procurement may be exempt, the City may still conduct negotiations as to price, delivery and terms in connection with the award of a contract that does not require a competitive process. Nothing in this section shall preclude the solicitation of competitive bids or proposals when possible. The following is a list of procurements that are exempt from the competitive requirements outlined in this Policy.

1. Emergency procurements as defined above;

2. Specified materials or equipment that can be obtained from only one source and there is no adequate substitute in accordance with the criteria outlined in sole source section above;

3. Legal or professional services that are highly specialized;

4. Procurements funded by grants, donations or gifts when any special conditions require the purchase of particular materials and/or services;

5. Purchase of surplus property owned by another public entity, or payment to other public entities or utilities;

6. Membership dues, conventions, training, travel arrangements, or advertisements in magazines, newspapers, or other media;

7. Works of art, entertainment or performance; and

8. Where competitive bids or proposals have been solicited and no bid or proposal has been received. In such situations the City Manager may proceed to have the goods procured or services performed without further competitive bidding.

VII. LOCAL VENDOR PREFERENCE:

Whenever possible, the City wishes to support, promote the use of local businesses, suppliers an services providers to help create a sustainable economy, preserve local businesses, and make a commitment to circulate tax dollars within city limits.

VIII. ENVIRONMENTALLY PREFERABLE PURCHASING (EPP) POLICY

1. STATEMENT OF POLICY
The Environmentally Preferable Purchasing Policy will commit the City to:

1.1. Protect and conserve natural resources, water, and energy

1.2. Minimize the contribution to climate change, pollution, and solid waste disposal;

1.3. Institute practices that reduce waste by increasing product efficiency and effectiveness;

1.4. Purchase products that minimize environmental impacts, toxics, pollution, and hazards to worker and community safety;

1.5. Purchase products that include recycled content, are durable and long-lasting, conserve energy and water, use agricultural fibers and residues, use unbleached or 205 Agenda Item Number 10
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chlorine free manufacturing processes, are lead-free and mercury-free, and use wood from sustainably harvested forests; and

1.6. Comply with State requirements as contained in the SB 1383 procurement regulations to procure a specified amount of Recovered Organic Waste Products to support Organic Waste disposal reduction targets and markets for products made from recycled and recovered Organic Waste materials.*

2. PURPOSE
The purpose of the policy is to incorporate considerations that include the following:

2.1. Conserve natural resources;

2.2. Minimize environmental impacts such as pollution and use of water and energy;

2.3. Eliminate or reduce toxics that create hazards to workers and our community;

2.4. Support a strong recycling market and circular economy;

2.5. Incorporate environmental considerations including recycled-content and recovered Organic Waste product use into purchasing practices and procurement;

2.6. Reduce materials that are landfilled;

2.7. Increase the use and availability of environmentally preferable products that protect the environment;

2.8. Identify environmentally preferable products and distribution systems;

2.9. Reward manufacturers and vendors that reduce environmental impacts in their production and distribution systems or services;

2.10. Align with the Zero Waste Sonoma's goal of Zero Waste by 2030 as adopted in the Zero Waste Resolution; and

2.11. Create a model for successfully purchasing environmentally preferable products that encourages the use of agricultural fibers, chlorine-free manufacturing processes, wood from sustainably harvested forests, and other environmentally friendly practices, and that encourages other purchasers in our community to adopt similar goals.

3. DEFINITIONS

3.1. “Annual Recovered Organic Waste Product Procurement Target” means the amount of Organic Waste in the form of a Recovered Organic Waste Product that the Jurisdiction is required to procure annually under 14 CCR Section 18993.1. This target shall be calculated by multiplying the per capita procurement target, which shall be 0.08 tons of Organic Waste per California resident per year, times the 206 Agenda Item Number 10
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Jurisdiction’s residential population using the most recent annual data reported by the California Department of Finance. Annually, CalRecycle will provide notice to each Jurisdiction of its Annual Recovered Organic Waste Product Procurement Target by posting such information on CalRecycle’s website and providing written notice directly to the Jurisdiction

3.2. “American Society for Testing and Materials” means ASTM International, an open forum for the development of high quality, market relevant international standards use around the globe.

3.3. “Bay Area Green Business Program” is a partnership of governments and businesses that certifies the environmental performance of government agencies and businesses.

3.4. “Bio-Based Products” means commercial or industrial products (other than food or feed) that utilize agricultural crops or residues but does not include products made from forestry materials

3.5. “Biodegradable Products Institute” (BPI) is a multi-stakeholder association of key individuals and groups from government, industry and academia, which promotes the use, and recycling of biodegradable polymeric materials (via composting). BPI does not create standards but certifies products that demonstrate they meet the requirements in ASTM D6400 or 06868, based on testing in an approved laboratory.

3.6. “Buyer’’ means anyone authorized to purchase or contract for purchases on behalf of this jurisdiction or its subdivisions

3.7. “The Carpet and Rug Institute” (CRI) is the national trade association representing the carpet and rug industry. CRI has developed and administered the “Green Label” indoor air quality testing and labeling program for carpet, adhesives, cushion materials and vacuum cleaners. The “Green Label Plus” testing program incorporates additional requirements to meet California’s Collaborative for High Performance Schools low-emitting materials criteria

3.8. “Compost” means the product resulting from the controlled biological decomposition of organic solid wastes that are source separated from the municipal solid waste stream or which are separated at a centralized facility or as otherwise defined in 14 CCR Section 17896.2(a)(4 ).

3.9. Compost eligible for meeting the Annual Recovered Organic Waste Product Procurement Target must be produced at a compostable material handling operation or facility permitted or authorized under 14 CCR Chapter 3.1 of Division 7 or produced at a large volume in-vessel digestion facility that composts on-site as defined and permitted under 14 CCR Chapter 3.2 of Division 7. Compost shall meet the State’s composting operations regulatory requirements.

3.10. "Compostable plastic" means a polymer that is made from plants such as corn or soybeans, and breaks downduring composting to yield carbon dioxide, water and 207 Agenda Item Number 10
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inorganic compounds and biomass, at a rate consistent with other known compostable materials and leaves no visually distinguishable or toxic residues

3.11. "Contractor" means any person, group of persons, business, consultant, designing architect, association, partnership, corporation, supplier, vendor or other entity that has a contract or serves in a subcontracting capacity with an entity having a contract for the provision of goods or services.

3.12. Direct Service Provider" means a person, company, agency, district, or other entity that provides a service or services to Jurisdiction pursuant to a contract or other written agreement or as otherwise defined in 14 CCR Section 18982(a)(17).

3.13. "Ecologo" is a third-party, multi-attribute eco-labeling program founded by the Canadian government in 1988 and part of UL Environment since 2010. The Program compares products / services with others in the same category, develops rigorous and scientifically relevant criteria, and awards the Ecologo to those that are environmentally preferable throughout their entire lifecycle.

3.14. "Electronic Product Environmental Assessment Tool" (EPEAT) is a procurement tool to help institutional purchasers in the public and private sectors evaluate, compare and select personal computers, displays, imaging equipment and televisions based on their environmental attributes.

3.15. "Electricity Procured from Biomass Conversion" means electricity generated from biomass facilities that convert recovered Organic Waste, such as wood and prunings from the municipal stream, into electricity. Electricity procured from a biomass conversion facility may only count toward the Jurisdiction's Annual Recovered Organic Waste Product Procurement Target if the facility receives feedstock directly from certain permitted or authorized compostable material handling operations or facilities, transfer/processing operations or facilities, or landfills, as described in 14 CCR Section 18993.1(i).

3.16. "Energy Star" means the U.S. EPA's energy efficiency product labeling program.

3.17. "Energy-Efficient Product" means a product that is in the upper 25% of energy efficiency for all similar products, or that is at least 10% more efficient than the minimum level that meets Federal standards.

3.18. "Environmentally Preferable Purchasing" means EPP is the procurement of goods and services that have a reduced impact on human health and the environment compared to competing products serving the same purpose. It is an essential part of our search for high quality products and services at competitive prices.

3.19. "Federal Energy Management Program" is a program of the Department of Energy that issues a series of Product Energy Efficiency Recommendations that identify recommended efficiency levels for energy-using products.

3.20. "Forest Stewardship Council" is a global organization that certifies responsible, onthe ground forest management according to rigorous standards developed by a 208 Agenda Item Number 10
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broad variety of stakeholder groups.

3.21. "Green Seal" is an independent, non-profit environmental labeling organization.

Green Seal standards for products and services meet the U.S. EPA's criteria for third-party certifiers. The Green Seal is a registered certification mark that may appear only on certified products.

3.22. "Integrated Pest Management" is an ecosystem-based strategy that focuses on longterm prevention of pests or their damage through a combination of techniques such as biological control, habitat manipulation, modification of cultural practices, and use of resistant varieties. Pesticides are used only after monitoring indicates they are needed according to established guidelines, and treatments are made with the goal of removing only the target organism. Pest control materials are selected and applied in a manner that minimizes risks to human health, beneficial and nontarget organisms, and the environment.

3.23. "Jurisdiction" means a city, county, a combined city and county, or a regional agency with the responsibility for meeting Integrated Waste Management Act requirements. Jurisdictions may utilize a Joint Powers Authority (JPA) to comply with the requirements of SB 1383, however, the jurisdiction shall remain ultimately responsible for compliance. For this EPP Policy, Jurisdiction is the City of Sebastopol.

3.24. "LEED Rating System" means the most recent version of the Leadership in Energy and Environmental Design (LEED) Rating System, approved by the U.S. Green Building Council, and designed for rating new and existing commercial, institutional, and residential buildings.

3.25. "NSF/ANSI" means NSF International follows the American National Standards Institute (ANSI) standards development process. Standards are developed by joint committees (balanced stakeholder groups of public health, industry and user representatives).

3.26. "Organic Pest Management" prohibits the use and application of toxic chemical pesticides and strives to prevent pest problems through the application of natural, organic horticultural and maintenance practices. All pest control products shall be in keeping with, but not limited to, those products on the approved list of California Certified Organic Farmers (CCOF).

3.27. "Organic Waste" means solid wastes containing material originated from living organisms and their metabolic waste products including, but not limited to, food, yard trimmings, organic textiles and carpets, lumber, wood, Paper Products, Printing And Writing Paper, manure, biosolids, digestate, and sludges, or as otherwise defined in 14 CCR Section 18982(a)(46). Biosolids and digestate are as defined in 14 CCR Section 18982(a)(4) and 14 CCR Section 18982(a)(16.5), respectively.

3.28. "Paper Products" include, but are not limited to, paper janitorial supplies, cartons, 209 Agenda Item Number 10
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wrapping, packaging, file folders, hanging files, corrugated boxes, tissue, and toweling;

3.29. "Post-consumer Material" means a finished material which would normally be disposed of as a solid waste, having reached its intended end-use and completed its life cycle as a consumer item, and does not include manufacturing or converting wastes.

3.30. "Pre-consumer Material" means material or by-products generated after manufacture of a product is completed but before the product reaches the end-use consumer. Pre consumer material does not include mill and manufacturing trim, scrap, or broke which is generated at a manufacturing site and commonly reused on-site in the same or another manufacturing process.

3.31. "Printing and Writing Papers" include, but are not limited to, copy, xerographic, watermark, cotton fiber, offset, forms, computer printout paper, white wove envelopes, manila envelopes, book paper, note pads, writing tablets, newsprint, and other uncoated writing papers, posters, index cards, calendars, brochures, reports, magazines, and publications;

3.32. "Postconsumer Content" means any product which has served its intended use by a business or a consumer, which has been disposed and subsequently separated from solid waste for use as a constituent in a new product.

3.33. "Procurement of Recovered Organic Waste Products" shall mean purchase or acquisition (e.g., free delivery or free distribution from a hauler or other entity via a written agreement or contract), and end use by the Jurisdiction or others. The Jurisdiction's Annual Recovered Organic Waste Product Procurement Target can be fulfilled directly by the Jurisdiction or by Direct Service Providers through written contracts or agreements for Procurement of Recovered Organic Waste Products at the Jurisdiction's behest.

3.34. "Post-manufacture Content" means, waste that is created by a manufacturing process, and that is subsequently only used as a constituent in another manufacturing process.

3.35. "Recovered Material" means fragments of products or finished products of a manufacturing process, which has converted a resource into a commodity of real economic value, and includes pre-consumer and post-consumer material but does not include excess resources of the manufacturing process.

3.36. "Recovered Organic Waste Products" means products made from California, landfill diverted recovered Organic Waste processed at a permitted or otherwise authorized operation or facility, or as otherwise defined in 14 CCR Section 18982(a)(60). Products that can be used to meet the Annual Recovered Organic Waste Product Procurement Target shall include Compost, SB 1383 Eligible Mulch, Renewable Gas from an in-vessel digestion facility, and Electricity Procured from Biomass Conversion as described herein and provided that such products meet 210 Agenda Item Number 10
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requirements of 14 CCR, Division 7, Chapter 12, Article 12.

3.37. "Recordkeeping Designee" means the public employee appointed by the Jurisdiction Manager or their designee to track procurement and maintain records of Recovered Organic Waste Product procurement efforts both by the Jurisdiction and others, if applicable, as required by 14 CCR, Division 7, Chapter 12, Articles 12 and 13. In Sonoma County, Zero Waste Sonoma will be considered the Recordkeeping Designee.

3.38. "Recyclability" means that the Paper Products and Printing and Writing Paper offered or sold to the Jurisdiction are eligible to be labeled with an unqualified recyclable label as defined in 16 Code of Federal Regulations Section 260.12 (2013).

3.39. "Recycled-Content Paper Products and Recycled-Content Printing and Writing Paper" means such products that consist of at least thirty percent (30%), by fiber weight, postconsumer fiber, consistent with the requirements of Sections 22150 to 22154 and Sections 12200 and 12209 of the Public Contract Code, and as amended.

3.40. Recycled Content Standard" means the minimum level of recovered material and/or post consumer material necessary for products to qualify as "recycled products."

3.41. "Recycling" means using waste as material to manufacture a new product.

Recycling involves altering the physical form of an object or material and making a new object from the altered material.

3.42. "Renewable Gas" means gas derived from Organic Waste that has been diverted from a landfill and processed at an in-vessel digestion facility that is permitted or otherwise authorized by 14 CCR to recover Organic Waste.

3.43. "Reuse" means using an object or material again, either for its original purpose or for a similar purpose, without significantly altering the physical or chemical form of the object or material.

3.44. "Remanufactured Product" means any product diverted from the supply of discarded materials by refurbishing and marketing said product without substantial change to its original form.

3.45. "Reused Product" means any product designed to be used many times for the same or other purposes without additional processing except for specific requirements such as cleaning, painting or minor repairs.

3.46. "Russian River Friendly Landscaping" means working with the natural ecosystems of the Russian River region to foster soil health, to reduce runoff and pollution, prevent and reuse plant waste, and conserve water and other natural resources. The Russian River Friendly Landscape Guidelines are a revision of the Bay-Friendly Landscape Guidelines by the Russian River Watershed Association (RRWA), originally published by StopWaste.Org.
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3.47. "Source Reduction" Section 40196 of the California Public Resources Code defines source reduction as any action which causes a net reduction in the generation of solid waste. "Source Reduction" includes, but is not limited to, reducing the use of nonrecyclable materials, replacing disposable materials and products with reusable materials and products, reducing packaging, reducing the amount of yard wastes generated, establishing garbage rate structures with incentives to reduce the amount of wastes that generators produce, and increasing the efficiency of the use of paper, cardboard, glass, metal, plastic, and other materials.

3.48. "SB 1383" means Senate Bill 1383 of 2016 approved by the Governor on September 19, 2016, which added Sections 39730.5, 39730.6, 39730.7, and 39730.8 to the Health and Safety Code, and added Chapter 13.1 (commencing with Section 42652) to Part 3 of Division 30 of the Public Resources Code, establishing methane emissions reduction targets in a statewide effort to reduce emissions of short-lived climate pollutants, as amended, supplemented, superseded, and replaced from time to time.

3.49. "SB 1383 Regulations" or "SB 1383 Regulatory" means or refers to, for the purposes of this policy, the Short-Lived Climate Pollutants (SLCP): Organic Waste Reductions regulations developed by CalRecycle and adopted in 2020 that created Chapter 12 of 14 CCR, Division 7 and amended portions of regulations of 14 CCR and 27 CCR.

3.50. "State" means the State of California.

3.51. "Water-Saving Products" are those that are in the upper 25% of water conservation for all similar products, or at least 10% more water-conserving than the minimum level that meets the Federal standards.

3.52. "WaterSense" means a partnership program by the U.S. Environmental Protection Agency. Independent, third-party licensed certifying bodies certify that products meet EPA criteria for water efficiency and performance by following testing and certification protocols specific to each product category. Products that are certified to meet EPA specifications are allowed to bear the WaterSense label.

4. STRATEGIES FOR IMPLEMENTATION

4.1. Source Reduction

4.1.1. Institute practices that reduce waste, encourage reuse, and result in the purchase of fewer products.

4.1.2. Purchase remanufactured products such as toner cartridges, tires, furniture, equipment and automotive parts.

4.1.3. Consider short-term and long-term costs in comparing product alternatives.

This includes evaluation of total costs expected during the time a product is owned, including, but not limited to, acquisition, extended warranties, operation, supplies, maintenance and replacement parts, disposal costs and 212 Agenda Item Number 10
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expected lifetime compared to other alternatives.

4.1.4. Purchase products that are durable, long lasting, reusable or refillable and avoid purchasing one-time use or disposable products.

4.1.5. Request vendors eliminate packaging or use the minimum amount necessary for product protection. Vendors shall be encouraged to take back packaging for reuse. A vendor's willingness to take back packaging will be used as part of the consideration in the procurement process.

4.1.6. Specify a preference for packaging that is reusable, recyclable, or compostable, when suitable uses and programs exist.

4.1.7. Encourage vendors to take back and reuse pallets and other shipping materials.

4.1.8. Encourage suppliers of electronic equipment, including but not limited to computers, monitors, printers, and copiers, to take back equipment for reuse or environmentally sound recycling when discarding or replacing such equipment, whenever possible. Suppliers will be required to state their take-back, reuse or recycling programs during the procurement process.

4.1.9. Consider provisions in contracts with suppliers of non-electronic equipment that require suppliers to take back equipment for reuse or environmentally sound recycling when discarding or displacing such equipment, whenever possible.

4.1.10. Suppliers will be required to state their take back, reuse or recycling programs during the procurement process.

4.1.11. Promote electronic distribution of documents rather than printing or copying.

4.1.12. When producing paper documents, print and copy all documents on both sides to reduce the use and purchase of paper. Printers and copiers shall be set to default to duplex.

4.1.13. Ensure all imaging equipment is installed with energy and resourceefficient settings set as default.

4.1.14. Reduce the number and type of equipment needed to perform office functions to save energy and reduce purchasing and maintenance costs.

Eliminate desktop printers, redundant network printers and reduce the number of fax machines leased or owned. Consider lease or purchase of multi-function devices.

4.2. Recycled Content Products (SB 1383 Model Language for City Compliance)

4.2.1. Requirements for City Departments
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4.2.1.1. Option 1: Comparable or more favorable pricing: If fitness and quality of Recycled-Content Paper Products and RecycledContent Printing and Writing Paper are equal to that of nonrecycled items, all departments and divisions of Jurisdiction shall purchase Recycled-Content Paper Products and RecycledContent Printing and Writing Paper that consists of at least thirty percent (30%), by fiber weight, postconsumer fiber, whenever available at the same or a lesser total cost than non-recycled items.

4.2.1.2. Option 2: Price preference: If fitness and quality of RecycledContent Paper Products and Recycled-Content Printing and Writing Paper are equal to that of non-recycled items, all departments and divisions of Jurisdiction shall purchase Recycled-Content Paper Products and Recycled-Content
Printing and Writing Paper that consists of at least thirty percent (30%), by fiber weight, postconsumer fiber, whenever the total cost is the same or a lesser total cost than non-recycled items.

4.2.1.3. Option 3: No price preference: If fitness and quality of RecycledContent Paper Products and Recycled-Content Printing and Writing Paper are equal to that of non-recycled items, all departments and divisions of Jurisdiction shall purchase Recycled-Content Paper Products and Recycled-Content
Printing and Writing Paper (rather than non-recycled items) that consists of at least thirty percent (30%), by fiber weight, postconsumer fiber, consistent with the requirements of the Public Contract Code, Sections 22150 through 22154 and
Sections 12200 and 12209, as amended.

4.2.1.4. All Paper Products and Printing and Writing Paper shall be eligible to be labeled with an unqualified recyclable label as defined.

4.2.1.5. Provide records to Zero Waste Sonoma of all Paper Products and Printing and Writing Paper purchases within thirty (30) days of the purchase (both recycled content and non-recycled content, if any is purchased) made by a division or department or employee of the Jurisdiction. Records shall include a copy of the invoice or other documentation of purchase, written certifications, vendor name, purchaser name, quantity purchased, date purchased, and recycled content (including products that contain none), and if non-Recycled-Content Paper Products and/or non-RecycledContent Printing and Writing Paper are provided, include a description of why Recycled-Content Paper Products and/or Recycled-Content Printing and Writing Paper were not provided.

4.3. Requirements for Vendors
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4.3.1. All vendors that provide Paper Products (including janitorial Paper Products) and Printing and Writing Paper to Jurisdiction shall:

4.3.1.1. Provide Recycled-Content Paper Products and Recycled-Content Printing and Writing Paper that consists of at least thirty percent (30%), by fiber weight, postconsumer fiber, if fitness and quality are equal to that of non-recycled item.

4.3.1.2. Only provide Paper Products and Printing and Writing Papers that meet Federal Trade Commission Recyclability standard as defined in Title 16 Code of Federal Regulations Section 260.12 (2013).

4.3.1.3. Certify in writing, under penalty of perjury, the minimum percentage of postconsumer material in the Paper Products and Printing and Writing Paper offered or sold to the Jurisdiction.

This certification requirement may be waived if the percentage of postconsumer material in the Paper Products, Printing and Writing Paper, or both can be verified by a product label, catalog, invoice, or a manufacturer or vendor internet website.

4.3.1.4. Certify in writing, under penalty of perjury, that the Paper Products and Printing and Writing Paper offered or sold to the Jurisdiction is eligible to be labeled with an unqualified recyclable label as defined

4.3.1.5. Provide records to Zero Waste Sonoma of all Paper Products and Printing and Writing Paper purchased from the vendor within thirty (30) days of the purchase (both recycled-content and nonrecycled content, if any is purchased) made by a division or department or employee of the Jurisdiction. Records shall include a copy of the invoice or other documentation of purchase, written certifications as required in Section 4.2.A.3-4 for recycled-content purchases, purchaser name, quantity purchased, date purchased, and recycled content (including products that contain none), and if non-Recycled-Content Paper Products and/or non Recycled-Content Printing and Writing Paper are provided, include a description of why Recycled-Content Paper Products and/or Recycled-Content Printing and Writing Paper were not provided.

4.3.2. All vendors providing printing services to the Jurisdiction via a printing contract or written agreement, shall use Printing and Writing Paper that consists of at least thirty percent (30%), by fiber weight, postconsumer fiber.

4.4. Recovered Organic Waste Product Procurement (SB 1383 Model Language for Jurisdiction Compliance)
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4.4.1. Procurement Target

4.4.1.1. Jurisdiction will annually procure for use or giveaway a quantity of Recovered Organic Waste Products that meets or exceeds its Annual Recovered Organic Waste Product Procurement Target.

4.4.1.2. To be eligible to meet the Annual Recovered Organic Waste Product Procurement Target, products that may be procured include the following SB 1383 eligible Compost, SB 1383 eligible Mulch, Renewable Gas (in the form of transportation fuel, electricity, or heat), and Electricity Procured from Biomass Conversion.

4.4.2. Requirements for City Departments

4.4.2.1. Compost and SB 1383 Eligible Mulch procurement. Divisions and departments responsible for landscaping maintenance, renovation, or construction shall:

4.4.2.1.1. Use Compost and SB 1383 Eligible Mulch
produced from recovered Organic Waste, as defined
in Section 2.8 and 2.R of this Policy, for
landscaping maintenance, renovation, or
construction, as practicable, whenever available,
and capable of meeting quality standards and
criteria specified. SB 1383 Eligible Mulch used for
land application must meet or exceed the physical
contamination, maximum metal concentration and
pathogen density standards specified in 14 CCR
Section 17852(a)(24.5)(A)(1) through (3).

4.4.2.1.2. When the City uses Compost and SB 1383 Eligible Mulch and the applications are subject to the City's
Water Efficient Landscaping

4.4.2.1.3. Ordinance (WELO), pursuant to Sebastopol
Municipal Code Section 15.36.010, the City will
comply with one of the following, whichever is
more stringent, (i) the City’s WELO, Code Section

15.36.010, if more stringent than the State's Model
Water Efficient Landscape Ordinance (MWELO),
or (ii) Sections 492.6 (a)(3)(B), (C), (D), and (G) of
the State's Model Water Efficient Landscape
Ordinance, Title 23, Division 2, Chapter 2.7 of the
CCR, as amended September 15, 2015, which
requires the submittal of a landscape design plan
with a "Soil Preparation, Mulch, and Amendments
Section."
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4.4.2.1.4. For landscape installations, Compost at a rate of a minimum of 4 cubic yards per 1,000 square feet of
permeable area shall be incorporated to a depth of
six (6) inches into the soil. Soils with greater than
six percent (6%) organic matter in the top six (6)
inches of soil are exempt from adding Compost and
tilling.

4.4.2.1.5. Apply a minimum three- (3-) inch layer of mulch on all exposed soil surfaces of planting areas except in
turf areas, creeping or rooting groundcovers, or
direct seeding applications where mulch is
contraindicated. To provide habitat for beneficial
insects and other wildlife, leave up to five percent
(5%) of the landscape area without mulch.

Designated insect habitat must be included in the
landscape design plan as such.

4.4.2.1.6. Procure mulch materials made from recycled or post-consumer materials rather than inorganic
materials or virgin forest products unless the
recycled post-consumer organic products are not
locally available. Organic mulches are not required
where prohibited by local Fuel Modification Plan
Guidelines or other applicable local ordinances.

4.4.2.1.7. For all mulch that is land applied, procure SB 1383 Eligible Mulch that meets or exceeds the physical
contamination, maximum metal concentration, and
pathogen density standards for land applications.

The mulch must also be produced at a permitted
composting facility, transfer station, or landfill. The procured mulch cannot be from a chipping and
grinding operation, as specified in 12 CCR Section
18993.1 (f)(4).

4.4.2.1.8. Keep records, including invoices or proof of Recovered Organic Waste Product procurement
(either through purchase or acquisition), and submit
records to Zero Waste Sonoma, upon completion of
project. Records shall include general procurement
records, including:

4.4.2.1.9. General description of how and where the product was used and applied, if applicable;

4.4.2.1.10. Source of product, including name, physical location, and contact information for each entity,
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operation, or facility from whom the Recovered
Organic Waste Products were procured;

4.4.2.1.11. Type of product;

4.4.2.1.12. Quantity of each product; and,

4.4.2.1.13. Invoice or other record demonstrating purchase or procurement.

4.4.2.2. For Compost and SB 1383 Eligible Mulch provided to residents through giveaway events or other types of distribution methods, keep records of the Compost and SB 1383 Eligible Mulch
provided to residents. Records shall be maintained and submitted to Zero Waste Sonoma in accordance with the requirements specified in Section 3.2.A.3.

4.4.2.3. For procurement of SB 1383 Eligible Mulch, maintain an updated copy of the ordinance or enforceable mechanism(s) requiring that the mulch procured by the City or Direct Service Provider meets the land application standards specified, as it may be amended from time to time, as currently reflected in Municipal Code Section

4.4.2.4. When Procurement of Recovered Organic Waste Products occurs through a Direct Service Provider, enter into a written contract or agreement or execute a purchase order with
enforceable provisions that includes: (i) definitions and specifications for SB 1383 Eligible Mulch, Compost, Renewable Gas, and/or Electricity Procured from Biomass Conversion; and, (ii) an enforcement mechanism (e.g., termination, liquidated damages) in the event the Direct Service Provider is not compliant with the requirements.

4.4.2.5. Renewable Gas procurement (used for fuel for transportation, electricity, or heating applications). For Renewable Gas procurement, Jurisdiction shall:

4.4.2.5.1. Procure Renewable Gas made from recovered
Organic Waste for transportation fuel, electricity,
and heating applications to the degree that it is
appropriate and available for the Jurisdiction and to
help meet the Annual Recovered Organic Waste
Product Procurement Target.

4.4.2.5.2. Keep records in the same manner for the amount of Renewable Gas procured and used by the
Jurisdiction, including the general procurement
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record information specified in Section 3.2.A.3.a,
and submit records to Zero Waste Sonoma on a
quarterly schedule. The quarterly schedule shall be
as follows: Renewable Gas records are to be
provided to Zero Waste Sonoma by April 15 for
January 1 through March 31, July 15 for April 1
through June 30, October 15 for July 1 through
September 30, and January 15 for October 1
through December 31. Jurisdiction shall
additionally obtain the documentation and submit
records specified.

4.4.3. Requirements for Direct Service Providers

4.4.3.1. Direct Service Providers of landscaping maintenance, renovation, and construction shall:

4.4.3.1.1. Use Compost and SB 1383 Eligible Mulch, as
practicable, produced from recovered Organic
Waste, as defined in Section 2.8 and 2.R of this
Policy, for all landscaping renovations,
construction, or maintenance performed for the
Jurisdiction, whenever available, and capable of
meeting quality standards and criteria specified. SB
1383 Eligible Mulch used for land application shall
comply with 14 CCR, Division 7, Chapter 12,
Article 12 and must meet or exceed the physical
contamination, maximum metal concentration and
pathogen density standards specified in 14 CCR
Section 17852(a)(24.5)(A)(1) through (3).If Direct
Service Provider is subject to the City's WELO

4.4.3.1.2. pursuant to Jurisdiction Code Section 15.36.010 and Sections 492.6 (a)(3)(B), (C), (D), and (G) of the
State's MWELO, Title 23, Division 2, Chapter 2.7
of the CCR, as amended September 15, 2015, which
requires the submittal of a landscape design plan
with a "Soil Preparation, Mulch, and Amendments
Section.”

4.4.3.1.3. For landscape installations, Compost at a rate of a minimum of 4 cubic yards per 1,000 square feet of
permeable area shall be incorporated to a depth of
six (6) inches into the soil. Soils with greater than
six percent (6%) organic matter in the top six (6)
inches of soil are exempt from adding Compost and
tilling.
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4.4.3.1.4. Apply a minimum three- (3-) inch layer of mulch on all exposed soil surfaces of planting areas except in
turf areas, creeping or rooting groundcovers, or
direct seeding applications where mulch is
contraindicated. To provide habitat for beneficial
insects and other wildlife, leave up to five percent
(5%) of the landscape area without mulch.

Designated insect habitat must be included in the
landscape design plan as such.

4.4.3.1.5. Procure organic mulch materials made from
recycled or post consumer materials rather than
inorganic materials or virgin forest products unless
the recycled post-consumer organic products are not
locally available. Organic mulches are not required
where prohibited by local Fuel Modification Plan
Guidelines or other applicable local ordinances.

4.4.3.1.6. For all mulch that is land applied, procure SB 1383 Eligible Mulch that meets or exceeds the physical
contamination, maximum metal concentration, and
pathogen density standards for land applications
specified.

4.4.3.1.7. Keep and provide records of Procurement of
Recovered Organic Waste Products (either through
purchase or acquisition) to Recordkeeping
Designee, upon completion of projects. Information
to be provided shall include general description of
how and where the product was used and if
applicable, applied; source of product, including
name, physical location, and contact information for
each entity, operation, or facility from whom the
Recovered Organic Waste Products wereprocured,
type of product, quantity of each product; and
invoice or other record demonstrating purchase or
procurement.

4.4.3.2. Direct Service Provider of Organic Waste collection services shall:

4.4.3.2.1. Provide a specified quantity of Compost or SB 1383 Eligible Mulch to Jurisdiction and its customers via
periodic "giveaways" as specified in a franchise
agreement or other agreement.

4.4.3.2.2. Keep and provide records to the City including the following dates provided, source of product
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including name, physical location and contact
information for each entity, operation or facility
from whom the Recovered Organic Waste Products
were procured, type of product, quantity provided;
and invoice or other record or documentation
demonstrating purchase, procurement, or transfer of
material to giveaway location.

4.5. Energy Efficient and Water Saving Products

4.5.1. Purchase energy-efficient equipment with the most up-to-date energy efficiency functions. This includes, but is not limited to, high efficiency space heating systems and high efficiency space cooling equipment.

4.5.2. Replace inefficient interior lighting with energy-efficient equipment.

Replace inefficient exterior lighting, street lighting and traffic signal lights with energy-efficient equipment. Minimize exterior lighting where possible to avoid unnecessary lighting of architectural and landscape features while providing adequate illumination for safety and accessibility.

4.5.3. Purchase U.S. EPA Energy Star certified products when available. When Energy Star labels are not available, choose energy-efficient products that are in the upper 25% of energy efficiency as designated by the Federal Energy Management Program.

4.5.4. Purchase U.S. EPA WaterSense labeled water-saving products when available and practicable. This includes, but is not limited to, highperformance fixtures like toilets, low-flow faucets and aerators, and upgraded irrigation systems.

4.6. Green Building Products and Practices

4.6.1. The City will comply with the adopted Green Building Code guidelines and green points system for the construction of all permanent municipal building and renovation projects which exceed 2,000 square feet in area.

4.6.2. In accordance with California Public Contract Code, Sec. 10409, purchase re refined lubricating and industrial oil for use in its vehicles and other equipment, as long as it is certified by the American Petroleum Institute (API) as appropriate for use in such equipment. This section does not preclude the purchase of virgin-oil products for exclusive use in vehicles whose warranties expressly prohibit the use of products containing recycled oil.

4.6.3. When specifying asphalt, concrete, aggregate base or portland cement concrete for construction projects, use recycled, reusable or reground materials.

4.6.4. Specify and purchase recycled content traffic control products, including 221 Agenda Item Number 10
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signs, cones, parking stops, delineators, channelizers and barricades.

4.7. Landscaping Products and Practices

4.7.1. Employ Russian River Friendly Landscaping or sustainable landscape management techniques for all landscape renovations, construction and maintenance, including workers and contractors providing landscaping services, including, but not limited to, integrated pest management, grasscycling, drip irrigation, computerized central irrigation linked with the local weather station, composting, and procurement and use of mulch and compost that give preference to those produced from regionally generated plant debris and/or food scrap programs.

4.7.2. Choose a Russian River-Friendly Qualified Landscape Professional for landscape design and maintenance services. Training and qualifications shall include landscaping locally, landscaping for less to the landfill, nurturing the soil, conserving water, conserving energy, protecting water and air quality, and creating wildlife habitat.

4.7.3. Select plants to minimize waste by choosing species for purchase that are appropriate to the microclimate, species that can grow to their natural size in the space allotted them, and perennials rather than annuals for color.

Native and drought-tolerant plants that require no or minimal watering once established are preferred.

4.7.4. Hardscapes and landscape structures constructed of recycled content materials are encouraged. Limit the amount of impervious surfaces in the landscape. Permeable substitutes, such as permeable asphalt or pavers, are encouraged for walkways, patios and driveways.

4.8. Household Hazardous Waste and Pollution Prevention Products and Practices

4.8.1. Manage pest problems through prevention and physical, mechanical and biological controls when contractors maintain buildings and landscapes.

Either adopt and implement an Organic Pest Management (OPM) policy and practices or adopt andimplement an Integrated Pest Management (1PM) policy and practices using the least toxic pest control as a last resort.

Anticoagulant rodenticides shall never be used.

4.8.2. Use products with the lowest amount of volatile organic compounds (VOCs), highest recycled or reused content, low or no formaldehyde and no halogenated organic flame retardants when purchasing building maintenance materials such as paint,. carpeting, adhesives, furniture and casework.

4.8.3. Purchase or require janitorial contractors to supply industrial and institutional cleaning products that meet Green Seal, EPA Safer Choice, or UL/Ecologo certification standards for environmental preferability and 222 Agenda Item Number 10
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performance.

4.8.4. Purchase, or require janitorial contractors to supply, vacuum cleaners that meet the requirements of the Carpet and Rug Institute Green Label/Seal of Approval Program for soil removal, dust containment and carpet fiber retention for indoor air quality protection and performance cleaning standards. Other janitorial cleaning equipment should be capable of capturing fine particulates, removing sufficient moisture so as to dry within 24 hours, operate with a sound level less than 70dBA, and use highefficiency, low-emissions engines.

4.8.5. Purchase paper, paper products, and janitorial paper products that are unbleached or are processed without chlorine or chlorine derivatives.

4.8.6. Prohibit the purchase of products that use polyvinyl chloride (PVC) such as, but not limited to, furniture and flooring.

4.8.7. Prohibit the purchase of food service ware containing per- and polyfluoroalkyl substances (PFAS).

4.8.8. Purchase products and equipment with no lead or mercury whenever possible. For products that contain lead or mercury, preference should be given to those products with lower quantities of these metals and to vendors with established lead and mercury recovery programs. In addition, whenever lead- or mercury-containing products require disposal, products will be disposed in the most environmentally safe manner possible. All fluorescent lamps and batteries will be recycled.

4.8.9. Purchase or specify personal computers, displays, imaging equipment and televisions that meet, at a minimum, all Electronic Product Environmental Assessment Tool (EPEAT) environmental criteria designated as "required" as contained in the IEEE 1680 family of Environmental Assessment Standards.

4.8.10. Purchase or specify office furniture that meets the California Bureau of Household Goods and Services (BHGS) standard Technical Bulletin 117- 2013 for testing upholstered furniture flammability without the use of flame retardant chemicals.

4.8.11. Purchase or specify commercial carpeting that meets NSF/ANSI 140 Standard for Sustainable Carpet Assessment and require old carpet that is removed be recycled.

4.8.12. Purchase or specify non-carpet floor coverings that meet NSF/ANSI 332 Standard for Resilient Flooring including vinyl, linoleum and rubber flooring.In conjunction with California State agency requirements, at least 50 percent of the quantity of paint used for architectural projects should contain reused or recycled paint with a recycled content consisting of at 223 Agenda Item Number 10
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least 50 percent post-consumer paint. Reused paint can be acquired from the Sonoma HHW Facility by either visiting the reuse lockers or by prearranging remixed paint in 5-gallon containers in off-white, tan, light grey, or light green.

4.8.13. When replacing vehicles, consider less-polluting alternatives to diesel such as compressed natural gas, bio-based fuels, hybrids, electric batteries, and fuel cells, as available.

4.9. Fiber-only Products

4.9.1. Use paper, paper products and construction products made from non-wood, plant based contents such as agricultural crops and residues.

4.9.2. Priority should be given to reusable food service ware, however, if singleuse food service ware is purchased, it is to be fiber only and BPI certified

4.9.3. Ask vendors to provide proof of compliance with ASTM standards for compostable, biodegradable and degradable plastic products upon request.

One acceptable proof of compliance for compostable plastic products will be certification by the Biodegradable Products Institute (BPI).

4.10. Forest Conservation Products

4.10.1. To the greatest extent practicable, do not procure wood products such as lumber and paper that originate from forests harvested in an environmentally unsustainable manner. When possible, give preference to wood products that are certified to be sustainably harvested by a comprehensive, performance-based certification system. The certification system shall include independent third-party audits, with standards equivalent to, or stricter than, those of the Forest Stewardship Council certification.

4.10.2. Encourage the purchase or use of previously used or salvaged wood and wood products whenever practicable

5. RECORDKEEPING RESPONSIBILITIES

5.1. The department will be the responsible department and will select an employee to act as the Recordkeeping Designee that will be responsible for organizing records pertaining to Procurement of Recovered Organic Waste Products and RecycledContent Paper Products and Recycled-Content Printing and Writing Paper. The Recordkeeping Designee shall communicate frequently with Zero Waste Sonoma to transfer all the required documentation for reporting to CalRecycle.

5.2. The Recordkeeping Designee will do the following to track Procurement of Recovered Organic Waste Products, Recycled-Content Paper Products, and Recycled-Content Printing and Writing Paper:
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5.2.1. Collect and collate copies of invoices or receipts (paper or electronic) or other proof of purchase that describe the procurement of Printing and Writing Paper and Paper Products, including the volume and type of all paper purchases; and, copies of certifications and other required verifications from all departments and/or divisions procuring Paper Products and Printing and Writing Paper (whether or not they contain recycled content) and/or from the vendors providing Printing and Writing Paper and Paper Products. These records must be kept as part of Jurisdiction's documentation.

5.2.2. Collect and collate copies of invoices or receipts or documentation evidencing procurement from all departments and divisions procuring Recovered Organic Waste Products and invoices or similar records from vendors/contractors/others procuring Recovered Organic Waste Products on behalf of the Jurisdiction to develop evidence of Jurisdiction meeting its Annual Recovered Organic Waste Product Procurement Target. These records must be kept as part of the Jurisdiction's documentation.

5.2.3. Collect, collate, and maintain documentation submitted by the Jurisdiction, Direct Service Providers, and/or vendors, including the information reported to the Recordkeeping Designee.

5.2.4. Compile an annual report on the Jurisdiction's direct procurement, and vendor/other procurement on behalf of the Jurisdiction, of Recovered Organic Waste Products, Recycled-Content Paper Products, and RecycledContent Printing and Writing Paper, consistent with the recordkeeping requirements contained in 14 CCR Section 18993.2 for the Annual Recovered Organic Waste Product Procurement Target and 14 CCR Section 18993.4 for Recycled-Content Paper Products and RecycledContent Printing and Writing Paper procurement. This report shall be made available to the Jurisdiction's responsible entity for compiling the annual report to be submitted to CalRecycle (which will include a description of compliance on many other SB 1383 regulatory requirements). The procurement report shall also be shared with Council, JPA or other regulating body annually as evidence of implementing this Policy.

6. RESPONSIBILITIES

6.1. The health and safety of workers and citizens is of utmost importance and takes precedence over all other practices. Nevertheless, the duty to act in a fiscally responsible as well as a timely manner is recognized.

6.2. Nothing contained in this policy shall be construed as requiring a department, purchaser or contractor to procure products that do not perform adequately for their intended use, exclude adequate competition, risk the health or safety of workers and citizens, or are not available at a reasonable price in a reasonable period of time

6.3. Nothing contained in this policy shall be construed as requiring the jurisdiction, 225 Agenda Item Number 10
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department, purchaser, or contractor to take any action that conflicts with local, state or federal requirements.

6.4. The jurisdiction has made significant investments in developing a successful recycling system and recognizes that recycled content products are essential to the continuingviability of that recycling system and for the foundation of an environmentally sound production system. Therefore, to the greatest extent practicable, recycled content shall be included in products that also meet other specifications, such as chlorine free or bio based.

7. IMPLEMENTATION

7.1. The City Manager shall implement this policy in coordination with other appropriate personnel.

7.2. Require successful vendors to certify in writing that the environmental attributes claimed in competitive proposals are accurate. In compliance with State law, vendors shall be required to specify the minimum or actual percentage of recovered and post-consumer material in their products, even when such percentages are zero.

7.3. Upon request, buyers making the selection from competitive procurement process shall be able to provide justification for product choices that do not meet the environmentally preferable purchasing criteria in this policy.

7.4. Include businesses certified by the Bay Area Green Business Program in purchasing requests for products and services.

7.5. Encourage vendors, contractors and grantees to comply with applicable sections of this policy for products and services provided.

8. PROGRAM EVALUATION

8.1. The City Manager shall periodically evaluate the success of this policy's implementation

9. EXCEPTIONS
Every effort will be made to adhere to the Environmentally Preferable Purchasing Policy to the extent possible, recognizing that certain procurement decisions such as for cleaning products, janitorial equipment, and electronics may be outside of the City's authority.

IX. PUBLIC PROJECTS
Accounting procedures were established by the California Uniform Public Construction Cost Accounting Commission, and are detailed in the Commission's Accounting Policies and Procedures Manual. Public Contract Code (PCC) §22000-22050 describe both the informal and formal bidding procedures, project dollar thresholds, bidding and noticing requirements, rejection of bids, the definition and procedure for emergency Public Projects, and other mandates related to California Uniform Public Construction Cost Accounting Act 226 Agenda Item Number 10
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(CUPCCAA).

Rather than the City's Purchasing Policy, Public Projects are subject to definitions, terms and conditions specified in the CUPCCAA, PCC Section 2200, et seq., as may be amended from time to time. When PCC requirements contradict City requirements, the PCC will apply.

PCC § 22002(c), as may be amended, defines a "Public Project" as:
(c) "Public project" means any of the following:
1) Construction, reconstruction, erection, alteration, renovation, improvement, demolition, and repair work involving any publicly owned, leased, or operated facility.
2) Painting or repainting of any publicly owned, leased, or operated facility. 3) In the case of a publicly owned utility system, "public project" shall include only the construction, erection, improvement, or repair of dams, reservoirs, power-plants, and electrical transmission lines of 230,000 volts and higher. (d) "Public project" does not include maintenance work. For purposes of this section, "maintenance work" includes all of the following:
1) Routine, recurring, and usual work for the preservation or protection of any publicly owned or publicly operated facility for its intended purposes. 2) Minor repainting.
3) Resurfacing of streets and highways at less than one inch. 4) Landscape maintenance, including mowing, watering, trimming, pruning, planting, replacement of plants, and servicing of irrigation and sprinkler systems. 5) Work performed to keep, operate, and maintain publicly owned water, power, or waste disposal systems, including, but not limited to, dams, reservoirs, power-plants, and electrical transmission lines of 230,000 volts and higher. (e) For purposes of this chapter, "facility" means any plant, building, structure, ground facility, utility system, subject to the limitation found in paragraph (3) of subdivision (c), real property, streets and highways, or other public work improvement. (f) Every November of each year, Department of Public Works will send out a written notice to all constructions trade journals designated for the City under PCC §22036(c), inviting all licensed contractors to register on the City’s Bidders List for Notification of Informal Bids for the following calendar year. A qualified bidders’ list can be obtained at the Public Works Department.
(g) City Council adopted Resolution No. 5763 electing that the City be subject to the CUPPCCAA.
(g) Projects valued at less than $200,000, or as may be revised from time to time by the State of California, may be let by informal bidding, in accordance with the informal bidding procedures of the Uniform Public Construction Cost Accounting Act. Projects valued at less 227 Agenda Item Number 10
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than $60,000, or as may be revised from time to time by the State of California, may be performed by City forces or be let by informal quotes and negotiated price.

The following diagram illustrates the steps to follow for construction contracts:
*Dollar limits as may be revised, from time to time by the State of California, shall apply.

EXCEPTIONS TO COMPETITIVE BIDDING
Competitive bidding may be waived in the case of an emergency as defined above or when:

The items or services to be furnished are in such short supply that there is no competition.

Where the specifications or other restrictions limit the number of prospective suppliers.

Construction Contracts for Public Projects
“No-Bid”
Less than $60,000*
“Informal”
Between $60,000 and
$200,000*
“Formal”
More than $200,000*
Staff may select
contractor and should
request quotes from
more than one
contractor. Staff are
encouraged to use
local business when
possible
Advertise and select
lowest responsible
bidder by “Informal”
process
City must adopt plans
and specifications,
and authorize
advertisement to bid.

Advertise and select
lowest responsible
bidder by “Formal”
process
City Manager has the
authority to sign
contract on behalf of
the City. The City
Manager reports the
contract to the
Council
City Manager has the
authority to award
contract to lowest
responsible bidder.

The City Manager
reports the contract to
the Council
Council awards the
project to the lowest
responsible bidder
Contractor submits
invoice and payment
is processed
Contractor submits
invoice and payment
is processed
Contractor submits
invoice and payment
is processed in
accordance with
Contact terms
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Where the skill or knowledge of a particular individual is sought. “Piggy-backing” or consolidating its procurement with that of another agency or entity constituted for governmental purposes; provided that the commodities or contractual services to be procured have been subjected to competitive bidding by said other agency or entity and documentation of such competitive bidding exists.

CHANGE ORDERS, TASK ORDERS, AND CONTRACT AMENDMENTS
A substantial change to a Purchase Order or Contract (i.e., pricing, terms and conditions, specifications and/or scope of work) shall be documented as a Change Order, Task Order, or Contract Amendment.
a. Department Heads or their designees may sign Change Orders, Task Orders, and Contract Amendments for purchases and contracts up to $5,000.
b. When the initial purchase or contract exceeds $5,000, the signature authority for that purchase shall be the City Manager or his/her designee. c. Change Orders, Task Orders, and Contract Amendments generally should not exceed 10% of the original contract amount, unless authorized by the City Manager or his/her designee. A new scope of work and/or a new contract may be required when the change exceeds 10% of the original amount. The signature authority for this purchase shall be the City Manager or his/her designee
d. A Change Order, Task Order or Contract Amendment is not required when taxes, shipping and/or handling cause a purchase to exceed the authorized (Purchase Order) amount; the signatory limit may also be exceeded in that circumstance.

This section replaces and rescinds Council Policy #27 (Change Orders), Administrative Policy # 2 (Work Order Procedures), #3 (Small Purchase Order Procedures) and #17 (Processing Invoices) X. URGENT AND EMERGENCY PURCHASES
Sound judgment shall be used in keeping urgent and emergency purchases to an absolute minimum. Specific procedures for managing these purchases shall apply, as determined by the Purchasing Agent.
a. Urgent Purchases – Immediate purchases of material, supplies, equipment, vehicle and services may be made when an urgent circumstance (as defined in the Purchasing Policies) exists, and procurement should not be delayed by use of normal competitive and financial procedures. Urgent purchases of up to $5,000 shall be authorized by the Department Head or designee; the City Manager may authorize urgent purchases up to $50,000. Urgent purchases shall be followed, as soon as practical, with submission of a written justification for the purchase having been made outside normal procedures. 229 Agenda Item Number 10
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b. Emergency Purchases – In an emergency (as defined in the Purchasing Policy), the City Manager or designee may authorize the immediate purchase of material, supplies, equipment, and services, including those in excess of his/her City Council-approved signature threshold. Such purchases shall be followed, as soon as practical, with submission of a written justification for the purchase having been made outside normal procedures. City Council shall be notified, at its next regular meeting, of any emergency purchases in excess of $50,000.
a. Poor and/or lack of planning does not constitute justification for an urgent and emergency condition. An urgent and/or emergency condition is defined as “a situation that creates a threat to public health, welfare, safety, or public property such as floods, epidemics, riots, fire, unexpected equipment failures, or such other reasons as may be determined by the City Manager or his/her designee.” An urgent and emergency purchase may be made when the existence of an urgent and/or emergency condition creates an immediate and serious need for goods or services that cannot be met through normal procurement methods.
c. In the case of a disaster or for civil defense, nothing contained in this document shall limit the authority of the City Manager to make purchases and take such other emergency steps as are, or may be, authorized by the City Council, including opening a line or lines of credit to accommodate necessary purchases.
d. Emergency purchases related to Public Projects are authorized under jurisdiction of the Public Contract Code/UCCAP, and are subject to definitions, regulations and processes that vary from City policy. Emergency purchases to repair or replace public facilities may proceed prior to adoption of the working details, drawing, plans and specifications, only when in accordance with the UCAAP definition and requirements. Staff responsible for Public Projects shall be held accountable for compliance with these requirements. e. Should any urgent or emergency purchase cause any budget line item to exceed the approved budget, the Department shall request City Manager approval to exceed and amend the budget, subject to subsequent City Council approval of an additional budget appropriation or budget amendment to cover the purchase. This section runs concurrent with the Amended City Council Policy #69 (Financial Policies).

XI. DISPOSAL OF SURPLUS PROPERTY
The City Manager or designee is authorized to exchange, trade-in, sell and dispose of surplus property having salvage value in the open market, by public auction, by competitive sealed bids or by exchange or trade in for new goods. The sale or lease of surplus property to a governmental, public or quasi-public agency may be without advertisement for or receipt of bids. Employees are not eligible to receive or purchase surplus property, however, employees may receive personalized items, and receive or purchase at market value items considered to be memorial or commemorative in nature, subject to City Manager approval. This section replaces and rescinds Council Policy #3 (Disposal of Surplus City Property to Qualified Charitable Organizations) 230 Agenda Item Number 10
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XII. PROPERTY WITH NO SALVAGE VALUE
Surplus property with no salvage value, as determined by the Department and recommended by the Administrative Services Director to the City Manager or designee, shall be disposed of in a manner that salvages recyclable components, if practical.

XIII. UNCLAIMED, SEIZED OR ABANDONED PROPERTY
The Department is hereby authorized to make recommendation to the City Manager to sell or dispose of all goods in the possession or custody of the Police Department which are unclaimed, seized and/or abandoned and may be legally disposed of by the City.

XIV. DONATIONS OF SURPLUS PROPERTY
Upon approval in advance in writing by the Administrative Services Director with the City Manager approval, surplus property may be donated to governmental, public or quasi-public agencies, charitable or non-profit organizations on a first-come first-served basis to be utilized for non-profit purposes.

XV. REPORTING
The Department shall provide regular reports to the City Manager indicating surplus property disposed of, the method of disposal, and the amounts received from disposal, and shall maintain records for public inspection relative to the disposal of surplus property for a period of time in compliance with State law and the City’s records retention schedule. Annual reports shall be provided to City Council accordingly.

XVI. CAPITAL EQUIPMENT
Purchase of equipment or furniture at a unit cost of $10,000 or greater with a useful life greater than 5 years shall be capitalized. At the time of receipt, an asset number shall be issued and affixed to the asset.

XVII. INFORMATION TECHNOLOGY-RELATED PURCHASES
To keep costs under control and assure implemented technologies work together harmoniously and meet staff needs, the City shall work with our I.T consultant to standardize and control all purchases of equipment, including but not limited to desktops, laptops, and other electronic devices.
a. With limited exceptions, the department shall include in its annual budget funding to support technology purchases. While the Information Technology consultant may provide support for specific departmental technology needs, those needs shall be funded through department budgets.
b. The list of those authorized by the City Manager to request technology purchases shall be maintained by the Administrative Services (Finance) Department. 231 Agenda Item Number 10
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XVIII. CREDIT CARDS
The City Manager or designee may acquire credit cards in the name of the City for use by designated City Department Heads. The City shall maintain a written log of credit cards.

Department Heads assigned credit cards will sign an acknowledgement form (Exhibit A) agreeing to the limitations of the card use as described below.

May be used to charge necessary supplies and equipment, authorized travel, food and lodging for the person in possession of the credit card and any other City employee.

May be used for the purchase of gas, oil, supplies, and repairs for City vehicles.

May be used to purchase conference/seminar registration, airline, hotel, meals, car rental costs for the City Council, City Manager, or other City employee.

May be acquired for vendors (i.e. Office Depot, Sebastopol Hardware, etc.) May not be used for personal benefit or personal use.

May not be issued to members of the City Council. They will be reimbursed according to the City’s established Reimbursement Policy.

Must be returned to the City upon termination or resignation prior to receiving their last paycheck.

Misuse of the credit card privilege can result in disciplinary action, including termination.

Receipts for all credit card expenditures must be promptly turned into the Administrative Services (Finance) Department along with appropriate documentation stating the purpose of the expenditure.

Credit card limits are as follows:

City Manager $10,000
Assistant City Manager/City Clerk $10,000
Administrative Services Director $10,000
Planning Director $5,000
Building Official $5,000
Engineering Manager $5,000
Police Chief $5,000
Fire Chief $5,000
Public Works Superintendent $5,000
This section replaces and rescinds Council Policy #71 (Credit Card Use Policy) 232 Agenda Item Number 10
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XIX. PURCHASE ORDERS
A signed purchase order will be made for all expenditures in excess of $5,000 and a copy will be given to the Administrative Services (Finance) Department. Purchase orders should be approved (signed by the City Manager or his/her designee) prior to making the actual purchase or commitment of funds. It is the responsibility of each department directors/managers to verify that the funding amount of the requested purchase is available before authorizing the purchase order.

XX. PETTY CASH FUND
A Petty Cash fund of $200 will be established for each City department. Expenditures up to $20 may be made for postage, freight, permit fees, licenses and similar charges, and employee expenses. In each instance a written receipt for payment is required. The Administrative Services Director or designee will be responsible for the Petty Cash Fund.

XXI. PREVAILING WAGES
State Law requires that contractors pay their workers "prevailing wages" when a project is a "public work". The meaning of "public works" is defined in the California Labor Code Section 1720-1743. Therefore, the City will affirmatively state in all "public works" contracts over $1,000 that contractors are required to pay their workers "prevailing wages".

XXII. GRANT COMPLIANCE
Grant-required language will be incorporated in bid documents, professional services agreements, equipment supply contracts and construction contracts as needed. City contracts will provide language required to be in all subcontracts and disclosure of an audit requirement. 233 Agenda Item Number 10
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EXHIBIT A

CITY OF SEBASTOPOL CREDIT CARD HOLDER AGREEMENT
Employee: _________________________ Department: ______________________ (Cardholder)
The Cardholder has been issued a City credit card and hereby agrees to comply with all terms and conditions set forth in the City’s Purchasing policy, including but not limited to:

1. Official Use Only. Charging personal expenses on City cards is a misuse of public funds even if the intent is to reimburse the City at a later time and may result in disciplinary action, including termination, at the City Manager’s discretion.

2. Timely, Accurate and Supported Payments. Credit card payments will be processed on a timely basis, and adequate supporting documentation (such as vendor order forms, receipts, invoices and credit card receipts) will be retained for all charges and submitted to the Administrative Services (Finance) Department.

3. Disputed Charges. It is the responsibility of the cardholder to immediately notify the vendor and issuing bank of any disputed charges.

4. Lost or Stolen Cards. The issuing bank and the Administrative Services (Finance) Department will be notified immediately of a lost or stolen card. Failure to do so could make the Cardholder responsible for any fraudulent use of the card.

5. Surrender Upon Request or Separation. The credit card will be immediately surrendered upon separation from the City or upon request of the City Manager or designee. Use of the credit card for any purpose after its surrender is prohibited. The bottom section of this form will be signed upon return of the credit card.

6. Credit Card Limit. The credit limit of this card is $___________. ____________________________________________
Cardholder Signature Date

RETURN OF CREDIT CARD UPON SEPARATION FROM CITY EMPLOYMENT I HEREBY SURRENDER the credit card issued to me by the City of Sebastopol to the Administrative Services Director. I declare that all outstanding charges on the credit card are for official City business and will be paid through established procedures. _____________________________ ______________________________ Cardholder Signature Date Administrative Services Director Date
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CITY OF SEBASTOPOL
Investment Policy #90
I. Policy
It is the policy of the City of Sebastopol to invest public funds in accordance with the relevant governing statutes and in such a manner as to obtain the highest investment return possible consistent with the safety and liquidity objective outlined in this policy.

II. Scope
This investment policy applies to all financial assets of the City of Sebastopol. These funds are accounted for in City of Sebastopol’s Comprehensive Annual Financial Report and include:
• General Fund.
• Special Revenue Funds.
• Capital Project Funds.
• Enterprise Funds.
• Trust and Agency Funds.
• Any new fund created by the legislative body, unless specifically exempted.

III. Prudence
Investments shall be made with judgment and care, under circumstances then prevailing, which persons of prudence, discretion and intelligence exercise in the management of their own affairs, not for speculation, but for investment, considering the probable safety of their capital as well as the probable income to be derived.

The standard of prudence to be used by investment officials shall be the “Prudent Person” standard and shall be applied in the context of managing an overall portfolio under prevailing economic conditions at the moment of investment commitments. Investment officers acting in accordance with written procedures and the investment policy and exercising due diligence, shall be relieved of personal responsibility for an individual security’s credit risk or market price changes, provided deviations from expectations are reported in a timely fashion and appropriate action is taken to control adverse developments.

In determining whether an Investment official has exercised prudence with respect to an investment decision, the determination shall be made taking into consideration the investment of all funds over which the official had responsibility rather than a consideration as to the prudence of a single investment, and, whether the investment decision was consistent with the written investment policy of the entity.

IV. Objectives
The City's investments will be in accordance with all state statutes governing the investment of public funds. The City shall invest its cash with three objectives, listed in order of priority:

1. Safety. Safety of the principal invested is the primary objective to insure against loss. In order to obtain this objective, the portfolio will be diversified to guard against losses in any one security class.
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2. Liquidity. The City's portfolio will remain sufficiently liquid to enable the City to meet all operating requirements, which might be reasonably anticipated. Investment maturities shall be matched to anticipated cash flow requirements whenever possible. At a minimum, the City will "ladder" investment maturities to coincide with cash outflow needs and to ensure a consistent minimum balance in the liquid portion of the portfolio.

3. Return on Investment. The City's investment portfolio shall attain a market-average rate of return throughout budgetary and economic cycles, taking into account the cash flow characteristics of the City and shall be in keeping with accepted financial management practices and procedures.

V. Investment Authority and Delegation
Authority to manage the investment program is granted to the Finance Director hereinafter referred to as Investment Officer.

Responsibility for the operation of the investment program is hereby delegated to the Investment Officer who shall act in accordance with this Investment Policy. Officers will prepare quarterly investment reports and other special reports as may be deemed necessary.

All participants in the investment process shall seek to act responsibly as custodians of the public trust. No officer or designee may engage in an investment transaction except as provided under the terms of this policy and supporting procedures.

VI. Ethics and Conflicts of Interest
Employees involved in the investment process shall refrain from any personal business activity that could conflict with the proper execution of the investment program, or which could impair their ability to make impartial investment decisions. The Investment Officer shall disclose any material financial interest in financial institutions that conduct business with the City, and they shall further disclose any personal financial/investment positions that could be related to the performance of the City's portfolio.

VII. Authorized Investments
The City’s authorized investments shall be consistent with the relevant California Government Codes and include:
• Certificates, notes, bonds, or other obligations of the United States or its agencies, instrumentalities, or of any corporation wholly owned by the government of the United States, or of any other government-sponsored corporation such as:
- Treasury bills, Treasury bonds, Government National Mortgage Association bonds Federal Home Loan Bank notes and bonds, Federal National Mortgage Association, Federal Farm Credit Banks consolidated system-wide bonds and discount notes, Federal Home Loan Mortgage Corporation bonds and discount notes.
• Negotiable Certificates of Deposit (maximum 30% of the portfolio). • Non-negotiable Certificates of Deposit
• Local Agency Investment Fund (LAIF)
• Sonoma County Investment Pool
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VIII. Safekeeping and Custody
Securities shall be held in a Safekeeping/Investment account at a major national bank (e.g. Bank of New York Mellon).

IX. Maximum Maturities
The City's objective is to hold investments to maturity. The securities in the portfolio will be "laddered" and will attempt to match investments with anticipated cash flow requirements.

No single security will be purchased with a maturity date more than five years from the date of purchase.

Internal Controls
The City shall have internal controls established with policies, procedures, and prudent investment practices as outlined above.

The City Council will meet on a quarterly basis for review of the investment portfolio and performance. The Finance Director will provide a report summarizing investment activity and current portfolio status.

X. Performance Standards
The investment portfolio will be designed to obtain an average rate of return during budgetary and economic cycles consistent with the investment objectives and cash flow needs.

The investment strategy is passive (the City will be a buy and hold investor, not actively buying/selling securities). Given this strategy, the benchmark used by the Treasurer to determine performance levels will be the average return on the LAIF (Local Agency Investment Fund). Yield considerations are secondary, however, to legality, safety, and liquidity.

XI. Reporting
The Investment Officer shall provide the City Council with a quarterly report for review. This report will summarize the current performance of the portfolio for City as measured against the benchmark, including the following:
• A listing of individual securities held at the end of the reporting period. • Final maturity of all investments listed and weighted average maturity of the portfolio. • Earnings rates for each security and weighted average yield on the portfolio.

XII. Investment Policy Adoption
The City of Sebastopol Investment Policy shall be adopted by the City Council and reviewed on an annual basis. Any significant revisions thereto shall be approved by the Council. 237 Agenda Item Number 10
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CITY OF SEBASTOPOL
Capitalization and Depreciation Policy #91
The City of Sebastopol has a Capital (Fixed) Asset Accounting System to safeguard a sizeable investment, fix responsibility for the custody of equipment, assist in the formulation of acquisition and retirement policies through accumulation of data regarding prices, sources of supply and useful life, to provide data for financial reporting, to provide record support and to account for reimbursement of depreciation under grants and proprietary service programs, and to provide information for insurance purposes.

Fixed assets are capitalized because they are used in the production of the goods or services provided and sold. Depreciation must be recorded to determine total expenses, user charges, net income, and changes in fund equity. Capital assets also may serve as a basis for debt issued to establish, acquire, or improve a public enterprise.

Capital assets are reported in the applicable proprietary funds or in the general fixed assets account group.

Definitions:

Capital assets are assets of a relatively permanent nature and of significant value, and are broadly classified as property, plant, equipment, and infrastructure (e.g. roads, bridges, sidewalks, and similar items) assets.

Land includes the investment in real estate other than:
a. Structures, pipeline, pump stations, reservoirs and other improvements, and b. Land acquired for pipeline and road purposes.

All land, as above defined, shall be capitalized without regard for significance of cost.

Buildings and improvements are physical property of a permanent nature, examples of which are buildings, structural attachments, storage tanks, reservoirs, pump stations, wells, and parking areas.

Sidewalks, trees and drives in connection with other structures should also be capitalized. Fixtures are permanent attachments to structures which are not intended to be removed and which function as part of the structure, such as boilers, pumps, lighting fixtures or plumbing.

Pipelines include mains, services, valves, hydrants, manholes, and other appurtenances. Paving of ditch lines is also included in plant values.

Equipment includes moveable personal property of a relatively permanent nature and of significant value, such as machines, tools, and vehicles, computer equipment and software.

Relatively permanent is defined as a useful life in excess of one year.

Significant value is defined as a minimum initial cost of more than $10,000 ($25,000 for infrastructure type assets.
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Treatment of Costs Subsequent to Acquisition
Expenditures on fixed assets which are incurred after their original acquisition are defined and recorded as follows:

Maintenance is defined as expenditures, which neither materially add to the value of property nor appreciably prolong its life, but merely keep it in an ordinary efficient operating condition.

Maintenance costs shall not be capitalized.

Capitalized Expenditures are defined as expenditures, which materially add to the value of property or appreciably extend its life. The cost of capitalized expenditures should be added to the book value of the asset where the original cost of a component being improved can be specifically identified. This amount should be written off and the new cost capitalized. Capitalized expenditures are on occasion referred to as betterments. The decision as to whether an expenditure should be capitalized shall be made by an evaluation of engineering, physical, or other relevant factors apart from cost.

Additions are new and separate units, or extensions of existing units, and are considered to be fixed assets. As with betterments the test of significance should be applied.

Alterations are changes in the physical structure or arrangement of fixed assets, the cost of which does not qualify as an increase in fixed assets under the foregoing definitions of betterments and additions. Alterations shall not be capitalized.

Valuation
Reasons for Assigning Value
A dollar-value should be assigned to each fixed asset item for the following reasons:
a. Dollar amounts serve as a control device; they are an important aspect of identification of a particular item or group of items.
b. Dollar amounts make it possible to present to the public the City’s investment in fixed assets. c. Dollar amounts provide a check on the adequacy of the City’s insurance coverage. d. Dollar amounts on individual items provide information for cost accounting.

Valuation Basis
Fixed assets should be accounted for at historical cost, or estimated historical cost if purchased or constructed. Donated fixed assets should be recorded at their estimated fair market value at the date of donation. Surplus property purchases at nominal prices far below actual value are in part donations and should be so valued.

Land Cost
The cost of land includes all expenditures in connection with its acquisition, such as: purchase price; appraisal and negotiation fees; title search fees; surveying fees; cost of consents; relocation costs; condemnation costs; clearing land for use; demolishing or removing structures; and filing costs.

Receipts from the sales of salvage should be credited against the land cost. 239 Agenda Item Number 10
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Buildings and Improvements Cost
The cost of structures and improvements includes all expenditures in connection with their acquisitions, such as: purchase price or construction cost; fixtures attached to the structure; architects’ fees; accident or injury costs; payment of damages; insurance during construction; cost of permits and licenses; and net interest cost during construction.

Major outlays for capital assets and improvements are capitalized as projects are constructed.

Interest incurred during the construction phase of capital assets of business-type activities is included as part of the capitalized value of the assets constructed.

The cost should be reduced for: sale of salvage from materials charged against the construction; discounts, allowance and rebates secured; and amounts recovered through surrender of liability and casualty insurance. Rentals of property during the construction period should be credited to revenue unless otherwise restricted.

Equipment Cost
The cost of equipment includes: purchase price or construction cost less discounts; freight or other carriage charges; sale, use, or transportation taxes; and installation costs.

Construction by Force Account
Fixed assets constructed by the City are recorded in the same manner as those acquired by purchase or construction contract. Costs are initially charged to the accounts of the cost center performing the construction and are then transferred to the project. These costs include direct labor, materials, equipment usage and overhead. Overhead is limited to those items, such as worker’ s compensation and employee group insurance premiums, retirement, sick leave and vacation allowances, which can be distributed on the basis of direct labor. Administrative overhead outside the cost center may be capitalized when clearly related to the construction.

Assets Acquired Under Lease Purchase Agreements
Lease contracts convey property to another for a specific period of time for a specified rent. Lease contracts are accounted for either by the operating method under which periodic payments are charged as expenditures, or by the financing method under which the payments are treated as debt service.

Sources of Information
Information regarding fixed asset additions is best taken from purchase invoices and contracts, even though there is sometimes an undue lag between physical possession of the property and the receipt of these documents. The individual department head controls the purchase, movement, and disposition of assets.

Disposition of Fixed Assets
With City Manager approval, capital assets may be sold, abandoned or traded in on new assets.

Regardless of the manner of disposition or the amount of the proceeds, the asset must be removed from the fixed asset account at its recorded value along with the asset’s accumulated depreciation.

The resulting gain or loss is recorded in the revenue and expense accounts. 240 Agenda Item Number 10
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Recordkeeping
Individual Records
An individual record of each unit of accountability should be maintained. Information recorded should include:
a. Date acquired.
b. Classification, such as: Buildings, Vehicles, Machinery & Equipment, etc. c. The vehicle unit number assigned.
d. An abbreviated word description.
e. Cost or other basis.
f. Method by which acquired, such as: lease, grant, donation, purchase. g. Grant from which purchased, if applicable.
h. Vendors name, if purchased.
i. Date and method of retirement.
j. Posting reference.

Optional data might include value for insurance purposes, estimated life, and equipment class code.

Subsidiary Records
For control purposes it is convenient to group detailed records by classification, department, or by location. Such records constitute a subsidiary ledger to the fixed asset control accounts.

Depreciation
Depreciation, depletion, or amortization of capital assets must be recorded to determine the total expenses, net income, and changes in fund equity. In addition, as an option, depreciation on fixed assets acquired by contributed capital can be closed to the contributed capital account. This method should be considered when there is no obligation and the policy is not to replace the fixed assets with future contributed capital. In such circumstances, the contributed capital rather than the retained earnings account is decreased by the related depreciation expense.

Depreciation is computed using the straight-line method over the estimated years of useful life at the time the asset is placed in service. Useful life shall be determined by the Public Works Superintendent, Finance Director or City Manager or his/her designee, as appropriate, using the following guidelines:

Assets Years
Buildings 30
Building improvements 15-20
Public Domain Infrastructure 50
System Infrastructure 50-100
Vehicles 7
Office Equipment 3-7
Computer Equipment 3-5
Once established, the useful life may be modified as necessary to account for betterments or impairments of an asset.
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1 CITY OF SEBASTOPOL
Vehicle, Travel & Reimbursement Policy # 92
Overview
To establish the policy, procedures and guidelines for the use of City and personal vehicles for the efficient and effective delivery of City services, while minimizing City expenditures and maximizing current resources, and to establish policy for City travel and reimbursements. This procedure applies to all City employees and officials, and supersedes all other administrative directives previously issued pertaining to the use of City owned or personal vehicle use while conducting City business, or City travel and reimbursement procedures. This policy is written to document the policies and procedures that shall be followed when traveling on City business, attending City related meeting expense for reimbursement, use and care of City vehicles and property by all employees and officials. Transportation required for employees to conduct official City business will be available by the use of a City provided vehicle or the use of an authorized personal vehicle at the City’s sole discretion. Everyone who travels for City related business and/or attends meetings for City business purposes (or supervises someone who does) is responsible for reading and understanding guidelines.

Vehicle Policy
The City Council is responsible for adopting the City's vehicle and meeting guidelines, and for approving any significant policy revisions to them. The City Manager or his/her designee has the responsibility for administration of the provisions of this policy, and is responsible for making decisions regarding certain specific vehicle uses as described in this policy. The Finance Director is responsible for developing administrative procedures (such as additional forms, new account codes) as needed to implement the guidelines consistently and efficiently. City Manager or his/her designee is authorized to make minor administrative changes in the guidelines as long as they are intended to carry out the purpose of these guidelines and will not have any significant policy impacts.

This policy assumes a mutual trust between the City of Sebastopol and its employees and City Officials.

The City expects to reimburse its employees and officials for all reasonable costs incurred on behalf of the City. Employees and officials are expected to use good judgment in the expenditure of public funds.

These guidelines are not intended to address every issue, exception, or contingency that may arise in the course of City travel; however, the basic standard that should always prevail is to exercise good judgment in the use and stewardship of the City’s resources. Many of these guidelines simply reaffirm values in judgments that are already practiced.

This policy is to assure that City employees and officials adhere to procedures when arranging for travel, lodging, meals and other expenses and that they are paid for reasonable expenses incurred for travel, conferences, meetings, and meals as a result of conducting authorized City business. The policy assures that payments made by the City are for actual and necessary expenses incurred for City business as well as ensuring that City employees and officials will received advances/reimbursements in a timely manner.

VEHICLE POLICY:

City provided vehicles shall be used only for official City business.

I. Transportation Types:

The following transportation options listed below are potentially available for conducting City business.

A. City Vehicles
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2 Use of City-Owned Vehicles - REMIF’s liability coverage extends to include use of all city-owned vehicles when an employee or volunteer is driving the vehicle on city business. The employee or volunteer must not use city vehicles for unauthorized purposes. The coverage agreement states that coverage extends to “any person while using a city-owned automobile – provided the actual use of the automobile is by or with the permission of the named “covered party.” Although “permission” is usually broadly interpreted by courts, if city employees or volunteers are made aware of this limitation, it should provide them with additional incentive to obey regulations concerning use of vehicles. In any case, the city always has the full protection of the coverage agreement.

1. Special Purpose Vehicles: Vehicles whose primary use requires special equipment designed to perform job functions, or whose primary use is in a restricted area where non-City vehicles are prohibited.

2. Police and Fire Vehicles: Vehicles whose primary use involves official business conducted by the Police or Fire Departments.

3. Take-Home Vehicles: Take-home vehicles are to enable after-hours emergency response by authorized City employees who are on standby duty assignments that require Special Purpose vehicles. Authorization for a take-home vehicle is granted to a classification meeting the requirements as described below, and in no event does authority for a take-home vehicle belong to any specific City employee who is not in a classification that meets the requirements. This means that an individual employee previously granted authorization for a take-home vehicle whose assignments are updated and no longer require Special Purpose vehicles is no longer authorized for a take-home vehicle. Non-City employees shall not be permitted to take City vehicles home under any circumstances. a. The employee is required to be on standby duty and must respond to after hour emergencies; and
b. The standby duty job function requires a Special Purpose vehicle; and c. The employee responding to the call-back will be able to respond to the first call-back instance and be onsite within a maximum of 30 minutes of the call; and
d. The one-way commute miles of the employee assigned to call-back duty do not exceed 30 miles; and
e. The Department Director has received authorization from the City Manager’s Office for take-home use of the vehicle.

B. Employee-Owned Vehicles
Use of privately-owned vehicles on City business. If employees or volunteers receive a mileage allowance for use of personally-owned vehicles on city business, such persons should be advised that:

1. The mileage allowance is intended to cover the city’s share of the employee or volunteer’s personal auto insurance premium.

2. Each employee or volunteer is expected to maintain an automobile insurance policy whether or not they receive a mileage allowance. 243 Agenda Item Number 10
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3 3. Each such policy should be maintained with liability limits of no less than:
a) *$100,000 per person Bodily Injury; $300,000 per accident Bodily Injury; $100,000 per accident Property Damage; or
b) *$300,000 Combined (Bodily Injury and Property damage) single limit. * In the event that the personal auto insurance policy does not align with these liability limits, use of a private vehicle to conduct City business is not authorized.

4. Each such policy is primary coverage in the event of a loss or claim, with REMIF coverage applying in excess.

The form Authorization to Use Privately-Owned Automobiles on city business should be completed and filed with the appropriate office designated by the City Manager or his/her designee. A diary system should be maintained to assure that policies are in force (Exhibit A)
In order to protect the city’s interests no employee or volunteer should be allowed to drive a vehicle on city business until the city has verified that the employee or volunteer has a valid driver’s license. Verification is the responsibility of the employee’s supervisor.

Once authorized by the Department Director (or designee) to use an employee-owned vehicle, employees will be eligible for mileage reimbursement subject to the provisions of the Mileage Reimbursement as follows:
a. Authorized employees will be compensated for the use of their automobiles on City business at the prevailing mileage reimbursement rate for employee business use of private automobiles as established and used the Internal Revenue Service (IRS) standard mileage rate. For miles driven on or after January 14, 2018, the City’s mileage reimbursement rate shall be $.545 per mile and will be re-evaluated when the IRS issues a new rate. Any changes to this rate will be updated on the Mileage Reimbursement Form.
b. Mileage from the employee’s home to the first point of duty, and from the last point of duty to home will not be considered as City business, unless the employee’s first or last point of duty is outside of City of Sebastopol limits.

Immediate supervisors are responsible for ensuring that employees provide appropriate documentation for all trips for which reimbursement is requested.

Examples of appropriate documentation include online map distance data; or trip beginning/ending odometer readings. Employees are encouraged to discuss documentation alternative with supervisors prior to traveling. c. In instances when an employee’s first and/or last point of duty is outside City of Sebastopol limits, an employee shall be reimbursed for the number of miles driven between the employee’s home and the first and/or last point of duty, minus the number of miles the employee normally commutes from home to and/or from the employee’s regular work location.
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4 d. Employees requesting mileage reimbursement shall complete the Mileage Reimbursement Claim Form. Claims should typically be submitted to the employee’s supervisor and timekeeper for approval within thirty (30) calendar days of when the travel occurred. However, routine (i.e. for short daily or weekly errands) mileage reimbursement can be submitted quarterly. At the end of a fiscal year end, employees shall submit all mileage reimbursement claimed through June 30th no later than July 31st. Claims outside the timeframes described shall be paid only by approval of the City Manager or his/her designee. e. Report only travel on authorized City business. If the continuity of a day’s travel is interrupted by a personal trip, deduct this trip from the mileage claim. f. Report only beginning and ending mileage during working hours, related to official City business.
g. Adequate explanation of locations covered must be shown. Where applicable or required by the supervisor, indicate assigned area and number of trips. h. Employees shall sign all mileage reimbursement claim forms and submit the claim to the supervisor or department director or designee for approval. Employees who submit false claims for mileage reimbursement are subject to disciplinary action, up to and including termination.

II. Qualifications for Employees Operating Vehicles
a. The City recognizes the benefit of the assignment of City-owned vehicle to specific employees, officials, or volunteers for City related business. City vehicle, property, materials, supplies, tools, and equipment are intended for the maintenance and operations of the City and shall be readily available for use of authorized City staff.

Authorization for use of such vehicles must be controlled and limited to business use only. Personal items or information shall not be stored in City vehicles. Any loss, damage or misuse of personal items stored in City vehicles shall not be the responsibility of the City. No personal or political use of any City property, materials, supplies, tools, equipment is permitted, except for de minimums vehicle use by authorized staff for benefit of the City.
b. City employees who drive a vehicle in the course of conducting City business must possess a valid California State Driver License appropriate to the type of vehicle being driven. Employees authorized to use special purpose vehicles will maintain and comply with vehicle specific training and licensing requirements as defined by any relevant rules and regulations, and/or the California Department of Motor Vehicles, and/or the employee’s job classification minimum qualifications.
c. Per employee’s job classification to maintain and possess an appropriate operator’s license issued by the State Department of Motor Vehicle, therefore, employees required to drive a vehicle on City business shall notify their supervisor in writing of the suspension, revocation, cancellation, expiration, lost privilege, disqualification, or other action affecting the status of their driver license or their authority to drive a vehicle. The effective date for notification must be made no later than the first workday following the day the employee received notice of the suspension, revocation, cancellation, expiration, lost privilege, disqualification, or other action affecting the status of their 245 Agenda Item Number 10
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5 driver license or their authority to drive a vehicle. d. If an employee is notified that an action MAY be taken which could affect the employee’s license, including the possible suspension, revocation, cancellation, expiration, lost privilege, disqualification, or other action affecting the status of their driver license or their authority to drive a vehicle, the employee shall notify their supervisor as soon as practicable, but in no case more than five (5) working days following the day the employee received notice of the potential action. The employee shall continue to keep their supervisor informed of any further changes or updates regarding their driving status.
e. Employees cannot drive their vehicles on City business unless all of these requirements are met. Employees are specifically required to immediately contact their supervisor if, at any time, there is a change to these requirements or they do not meet all of the requirements.
f. Employees who are unable to comply with these requirements shall not be permitted to drive any vehicle (City or personal) to conduct City business and may not drive onto any City property or City facility.

III. Conditions of Vehicle Use
City and employee owned vehicles used for City business shall be operated in a manner consistent with all safety and legal requirements. Vehicles authorized for use based on this Policy shall only be used to conduct official City business.

A. Transportation of Passengers and Goods
Vehicles driven to conduct official City business should not be used to transport any passengers other than authorized City employees on official City business or persons directly related to the official City business being conducted. Nothing herein shall be construed to prohibit the carrying of any person or persons in case of accident or emergency.

City owned vehicles should not be used to transport any items or goods that are not the property of the City, unless such transportation is directly related to official business being conducted by the City.

B. Vehicle Idling
In order to reduce emissions that are a result of idling diesel and gasoline engines, no City-owned diesel or gasoline powered vehicles/equipment or stationary engines may idle for more than five (5) consecutive minutes, with the following exceptions:
• Idling when queuing;
• Idling to verify that the vehicle is in safe operating condition; • Idling for testing, servicing, repairing or diagnostic purposes; • Idling when it is necessary to accomplish work for which the vehicle was designed (such as operating a crane or when emergency vehicles used by Police and Fire are at the scene of an incident);
• Idling to bring the machine system to operating temperature; and • Idling to ensure safe operation of the vehicle and/or of the occupants. 246 Agenda Item Number 10
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Sebastopol City CouncilJune 21, 2022

Sebastopol City Council
June 21, 2022