Sebastopol City Council
August 6, 2024

CITY COUNCIL MEETING MINUTES
MINUTES FOR REGULAR MEETING OF: Tuesday – August 6, 2024 MINUTES FOR Regular City Council Meeting of August 6, 2024 As Approved by the City Council at their regular meeting of September 3, 2024 Please note that these are action minutes only. Detailed raw transcript is attached to the minutes and made a part of the public record. These action minutes are the City’s record of a summary of actions that took place at the meeting. The vote/action is the required information of the meeting actions that took place. Approved minutes are available on the City Council Meetings page.

The public is advised that pursuant to Government Code section 54957.5 all writings submitted to the City and City Council are public records and will be made available for review. 6:00 pm City Council Regular Meeting, In Person – Sebastopol Youth Annex, 425 Morris Street, Sebastopol, CA; and by Virtual Format (Zoom)
Call to Order: Mayor Rich called the Regular Meeting to Order at 6:06 pm.

Roll Call:

Present: Mayor Diana Gardner Rich
Vice Mayor Stephen Zollman
Councilmember Sandra Maurer

Absent: Councilmember Neysa Hinton
Councilmember Jill McLewis
Staff: City Manager Don Schwartz
Assistant City Manager/City Clerk Mary Gourley
Administrative Services Director Ana Kwong
Building Official Steve Brown
GHD Consultant Toni Bertolero
City Engineer Mario Landeros
Fire Chief Shepley Schroth-Cary/Battalion Chief Dave Bray Interim Planning Director Jane Riley
Police Chief Ron Nelson
Public Works Superintendent Dante Del Prete
SALUTE TO THE FLAG : Mayor Rich led the salute to the flag.

REMOTE PARTICIPATION UNDER AB 2449 (IF NEEDED): To consider and take action on any request from a Council Member to participate in a meeting remotely due to Just Cause or Emergency Circumstances pursuant to AB 2449 (Government Code Section 549539(f)). None Required.

PROCLAMATIONS/PRESENTATIONS:
• Year of Service Award – Emily Threadgill, Police Dispatcher: 10 Years • Proclamation - Proclaiming August 26, 2024 as Women’s Equality Day in the City of Sebastopol

Reference Order Number: 2024-169
STATEMENTS OF CONFLICTS OF INTEREST: Conflicts of interest may arise in situations where a public official deliberating towards a decision, has an actual or potential financial interest in the matter before the Council. In accordance with state law, an actual conflict of interest is one that would be to the private financial benefit of a public official, a relative or a business with which the Councilmember is associated. A potential conflict of interest is one that could be to the private financial benefit of a Councilmember, a relative or a business with which the Councilmember is associated. A Councilmember must publicly announce potential and actual conflicts of interest, and, in the case of actual conflict of interest, must refrain from participating in debate on the issue or from voting on the issue and must remove themselves from the dais.

There were no stated conflicts of interest by City Councilmembers.

PUBLIC COMMENT FOR ITEMS NOT ON THE AGENDA (FIRST COMMENT PERIOD):

Up to Twenty (20) Minute Time Limit (Two Minutes for up to ten speakers). Additional public comment will be held at the end of the discussion and action items for up to an additional twenty (20) minutes. Mayor has discretion to allow for additional time beyond the 20 minutes allocated for public comment dependent upon the subject matter or number of speakers.

Process for calling on Speakers: Mayor or designee shall ask for public comment as follows: Speakers to be called on in an alternate manner (One speaker in person to be called on first; then one speaker remote to be called on second with additional speakers to be called on in the same manner) based upon the time limit.

The following member(s) of the public spoke during public comment:

Linda
Mayor Rich responded to public comment.

CONSENT CALENDAR: The consent agenda consists of items that are routine in nature and do not require additional discussion by the City Council or have been reviewed by the City Council previously. These items may be approved by one motion without discussion unless a member of the City Council requests that the item be taken off the consent calendar.

The Mayor will read the consent calendar items; ask if a Councilmember wishes to remove one or more items from the consent calendar; and then open public comment to the members of the public in attendance. At this time, a member of the public may speak for up to three minutes on the entire consent calendar and request at that time that an agenda item or items be removed for discussion.

If an item or items are removed from the consent calendar, the item shall be placed at the end of the regular agenda items unless otherwise determined by the Mayor or Mayor Pro Tern.

Councilmembers may comment on Consent Calendar items or ask for minor clarifications without the need for pulling the item for separate consideration. Items requiring deliberation should be pulled for separate consideration and shall be placed at the end of the regular agenda items unless otherwise determined by the Mayor or Mayor Pro Tem.

Mayor Rich asked if any Councilmember wanted to remove a consent calendar item.

Mayor Rich requested clarification on agenda item number 5 regarding the water line.

City staff stated that there were minor edits to the minutes of July 16, 2024:

Item Number:
• For this section: $4,000 increase to fund membership in the Government Alliance for Racial Equity and organizations such as the NAACP, Latino Service Providers, etc. DENIED 4 to 1,Vice Mayor Zollman: no.

This is corrected to state yes.
• $3,000 increase for one person in City to attend Marin-Sonoma Leadership Academy or other training.

DENIED 3 to 2 (Vice Mayor Zollman and Councilmember McLewis; No; this is correct to state yes. • $50,000 for monitoring of ownership housing units, from the Housing Linkage Fee fund. DENIED 4 to 1 (Vice Mayor Zollman: No; This is corrected to read yes.

Item Number 8: Amended to include language that Authorizes the Mayor or designee to make non-substantive changes or modifications and execute all related documents.

Mayor Rich requested clarification on Items 4 and 5. Staff responded and provided clarification.

Mayor Rich requested clarification on Item 6.

Councilmember Maurer pulled Item Number 6.

Mayor Rich opened for Public Comment(s). The following member(s) of the public provided public comment. • Aaron Burton
• Kyle
• Robert
• Linda
MOTION:

Mayor Rich moved and Vice Mayor Zollman seconded the motion to approve Consent Calendar Item Numbers 1, 2, 3, 4, 5, 7 and 8.

Mayor Rich called for a roll call vote. City staff conducted a roll call vote.

VOTE:

Ayes: Councilmember Maurer, Vice Mayor Zollman and Mayor Rich Noes: None

Absent: Councilmembers Hinton and McLewis
Abstain: None

1. Approval of Minutes of City Council Meeting of July 15, 2024 – Closed Session – City Attorney Interviews/Appointment (Responsible Department: Assistant City Manager/City Clerk) City Council Action: Approved Minutes of City Council Meeting of July 15, 2024 – Closed Session – City Attorney Interviews/Appointment
Minute Order Number: 2024-170

2. Approval of Minutes of City Council Meeting of July 16, 2024 - Regular Meeting (Responsible Department: Assistant City Manager/City Clerk)
City Council Action: Approved Minutes of City Council Meeting of July 16, 2024 - Regular Meeting Minute Order Number: 2024-171

3. Approval of Two Cooperative Agreements with the Sonoma County Transportation Authority for the a) Go Sonoma Roads Grant Funding and b) the Bodega Avenue Bike Lanes Phase 2 Project Funding (Responsible Department: Engineering)
City Council Action: Approved Two Cooperative Agreements with the Sonoma County Transportation Authority for the a) Go Sonoma Roads Grant Funding and b) the Bodega Avenue Bike Lanes Phase 2 Project Funding Minute Order Number: 2024-172

4. Adopt Resolution Approving Parcel Map No. 154 for the Lands of Benedetti, 6809 Sebastopol Avenue (Responsible Department: Engineering)
City Council Action: Approved Resolution Approving Parcel Map No. 154 for the Lands of Benedetti, 6809 Sebastopol Avenue
Minute Order Number: 2024-173
Resolution Number: 6603-2024

5. Approval of Resolution Accepting Waterline Easement and Authorizing City Manager to execute easement deed in connection with Woodmark Apartments (Responsible Department: Engineering) City Council Action: Approved Resolution Accepting Waterline Easement and Authorizing City Manager to execute easement deed in connection with Woodmark Apartments Minute Order Number: 2024-174
Resolution Number: 6604-2024

6. Approval of Adoption of FY 24 25 City Budget (Approve resolutions related to the Adoption of the fiscal year 2024-25 City budget as follows):
a. Adopt a resolution of the Council of the City of Sebastopol adopting the budget for fiscal year 2024-25 and making appropriations for amounts budgeted. b. Adopt a resolution of the Council of the City of Sebastopol determining and establishing the City’s Appropriations Limit for the fiscal year 2024-25.
c. Adopt a resolution of the Council of the City of Sebastopol the expenditure plan for Supplemental Law Enforcement Services (SLESF) funding for the fiscal year 2024-25. d. Adopt a resolution of the Council of the City of Sebastopol for establishing an interfund loan agreement between the General Fund and Wastewater Fund. e. Approve the contracts listed below and Authorize the City Manager to Execute the following contracts:
1) Renewal of Contract with Muchmore Than Consulting
2) Renewal of Contract with Marin IT
3) Renewal of Contract with Phillips Seabrook Associates City Council Action: Approved Adoption of FY 24 25 City Budget (Approve resolutions related to the Adoption of the fiscal year 2024-25 City budget
Minute Order Number: 2024-175
Resolution Number(s): 6605-2024
6606-2024
6607-2024
6608-2024
6609-2024
(Responsible Department: City Manager/Administrative Services)

7. Approval of Side Letters/Extension of Contracts for:
a. SPOA – Sebastopol Police Officers Association
b. SEIU – Service Employees International Unit (Public Works/Administrative Personnel) (Responsible Department: Human Resources/ Assistant City Manager/City Clerk) City Council Action: Approved Side Letters/Extension of Contracts for:
a. SPOA – Sebastopol Police Officers Association
b. SEIU – Service Employees International Unit
Minute Order Number: 2024-176

8. Approval of City Attorney Contract for Legal Services for the City of Sebastopol; Award of Contract to Redwood Public Law (Responsible Department: Human Resources/ Assistant City Manager/City Clerk) City Council Action: Approved City Attorney Contract for Legal Services for the City of Sebastopol; Award of Contract to Redwood Public Law
Minute Order Number: 2024-177
INFORMATIONAL ITEMS/PRESENTATIONS: Informational Items or Presentations are items that are informational only and do not require action by the City Council. Presentations shall be scheduled as necessary for the promotion of an event or service or general information items to the Council and should be limited to ten (10) minutes total in length of item (total length includes questions of Council to presenter and public comment).

PUBLIC HEARING(s): NONE
REGULAR CALENDAR AGENDA ITEMS (DISCUSSION AND/OR ACTION)(CONTINUED):

9. Consideration of Creation of City Council Ad Hoc Committee for Purpose of Evaluation of Proposals and Conducting Interviews with Proposers for Services Related to the City of Sebastopol’s Solid Waste Collection Agreement (Responsible Department: Assistant City Manager/City Clerk) This item was continued from the July 16, 2024 City Council Meeting
Assistant City Manager/ City Clerk Gourley presented the agenda item recommending the City Council Consider Creation of City Council Ad Hoc Committee for Purpose of Evaluation of Proposals and Conducting Interviews with Proposers for Services Related to the City of Sebastopol’s Solid Waste Collection Agreement; and appoint two members of the City Council to this committee.

Mayor Rich opened for questions of staff.

Mayor Rich opened for public comment.

The following member(s) of the public provided public comment(s):
• Kyle
• Linda
City Council Discussion, Direction or Deliberations:

There was no further discussion.

MOTION:

Mayor Rich moved and Councilmember Maurer seconded the motion to approve Creation of City Council Ad Hoc Committee for Purpose of Evaluation of Proposals and Conducting Interviews with Proposers for Services Related to the City of Sebastopol’s Solid Waste Collection Agreement; and appointed two members of the City Council to this committee.
• Councilmember Maurer
• Councilmember McLewis
Mayor Rich called for a roll call vote. City staff conducted a roll call vote.

VOTE:

Ayes: Councilmember Maurer, Vice Mayor Zollman and Mayor Rich Noes: None

Absent: Councilmembers Hinton and McLewis
Abstain: None
City Council Action: Approved Creation of City Council Ad Hoc Committee for Purpose of Evaluation of Proposals and Conducting Interviews with Proposers for Services Related to the City of Sebastopol’s Solid Waste Collection Agreement; and appointed two members of the City Council to this committee. • Councilmember Maurer
• Councilmember McLewis
Minute Order Number: 2024-178

10. Discussion and Consideration of Approval of Public Works/Engineering Reorganization and Job Descriptions and Salary Schedule for Public Works Director/City Engineer and Engineering Technician I/II (Responsible Department: Human Resources/City Manager/Engineering/Public Works) Deborah Muchmore, Human Resources, Muchmore Than Consulting, presented the agenda item recommending the City Council Consider Approval of Public Works/Engineering Reorganization and Job Descriptions and Salary Schedule for Public Works Director/City Engineer and Engineering Technician I/II.

Mayor Rich opened for questions of staff or consultant. The Council directed questions to the Consultant and staff.

Mayor Rich opened for public comment. Member(s) of the public provided public comment(s):
• Kyle
• Linda
City Council Discussion, Direction or Deliberations:

The Council discussed and deliberated the item.

MOTION:

Vice Mayor Zollman moved and Councilmember Maurer seconded the amended motion to Approve Resolution:

1.) Approve the new Reorganization Plan for Public Works which includes:
a. Effective January 1, 2025, merge Engineering Department with the Public Works Department, and call the reorganized department “Public Works Department.” b. Effective January 1, 2025, do not hire a replacement Public Works Superintendent but instead hire a new Public Works Director/City Engineer.
c. Effective immediately, do not hire a replacement Permit Technician in the Engineering Department that vacated City employment on July 5, 2024 but instead hire an Engineering Technician. There is no proposed change in salary and benefits between the two positions. d. If the City is not successful in recruiting a Public Works Director/City Engineer, recruit for a Public Works Director and hire a contract City Engineer.

2.) Establishes the new classifications of Public Works Director/ City Engineer and Public Works Director and Approves the related specification and pay ranges as shown in the report.

Job Classification Group Step Hourly
BiWeekly Monthly Annually
Public Works Director/City Engineer Unrepresented A $ 80.08 $ 6,406 $ 13,881 $ 166,568 B $ 84.08 $ 6,727 $ 14,575 $ 174,896
C $ 88.29 $ 7,063 $ 15,303 $ 183,641
D $ 92.70 $ 7,416 $ 16,069 $ 192,823
E $ 97.34 $ 7,787 $ 16,872 $ 202,464
Public Works Director Unrepresented A $ 72.07 $ 5,766 $ 12,493 $ 149,913 B $ 75.68 $ 6,054 $ 13,117 $ 157,408
C $ 79.46 $ 6,357 $ 13,773 $ 165,279
D $ 83.43 $ 6,675 $ 14,462 $ 173,543
E $ 87.61 $ 7,008 $ 15,185 $ 182,220

3.) Establishes the new classification of Engineering Technician and approves the reclassification of the vacant position of Permit Technician in Public Works to Engineering Technician and Job Classification Group Step Hourly
BiWeekly Monthly Annually
Engineering Technician II SEIU A $ 35.41 $ 2,832 $ 6,137 $ 73,644 Planning Technician B $ 37.18 $ 2,974 $ 6,444 $ 77,326
Permit Technician C $ 39.04 $ 3,123 $ 6,766 $ 81,195
D $ 40.99 $ 3,279 $ 7,104 $ 85,251
E $ 43.04 $ 3,443 $ 7,460 $ 89,519
Engineering Technician I SEIU A $ 31.86 $ 2,549 $ 5,523 $ 66,276 B $ 33.46 $ 2,677 $ 5,800 $ 69,600
C $ 35.13 $ 2,810 $ 6,089 $ 73,068
D $ 36.89 $ 2,951 $ 6,394 $ 76,728
E $ 38.73 $ 3,099 $ 6,714 $ 80,568

4.) Authorizes the City Manager to recruit for the Public Works Director/ City Engineer and Engineering Technician positions and to make the necessary staff assignments and changes to documents and schedules to effect the change.

Mayor Rich called for a roll call vote. City staff conducted a roll call vote.

VOTE:

Ayes: Councilmember Maurer, Vice Mayor Zollman and Mayor Rich Noes: None

Absent: Councilmembers Hinton and McLewis
Abstain: None
City Council Action: Approved: The new Reorganization Plan for Public Works which includes:
a. Effective January 1, 2025, merge Engineering Department with the Public Works Department, and call the reorganized department “Public Works Department.”
b. Effective January 1, 2025, do not hire a replacement Public Works Superintendent but instead hire a new Public Works Director/City Engineer.
c. Effective immediately, do not hire a replacement Permit Technician in the Engineering Department that vacated City employment on July 5, 2024 but instead hire an Engineering Technician. There is no proposed change in salary and benefits between the two positions. d. If the City is not successful in recruiting a Public Works Director/City Engineer, recruit for a Public Works Director and hire a contract City Engineer.

2.) Establishes the new classifications of Public Works Director/ City Engineer and Public Works Director and Approves the related specification and pay ranges as shown in the report.

3.) Establishes the new classification of Engineering Technician and approves the reclassification of the vacant position of Permit Technician in Public Works to Engineering Technician and

4.) Authorizes the City Manager to recruit for the Public Works Director/ City Engineer and Engineering Technician positions and to make the necessary staff assignments and changes to documents and schedules to effect the change.

Minute Order Number: 2024-179
Resolution Number: 6610-2024

11. Discussion and Consideration of Voting Delegates and Alternates, League of California Cities Annual Conference & Expo –– October 16-18, 2024, Long Beach CA (Responsible Department: Assistant City Manager/City Clerk)
Assistant City Manager/ City Clerk Gourley presented the agenda item recommending the City Council Consider Voting Delegates and Alternates, League of California Cities Annual Conference & Expo –– October 16-18, 2024, Long Beach CA. Vice Mayor Zollman and Councilmember McLewis are registered and attending this conference.

Mayor Rich opened for questions of staff.

Mayor Rich opened for public comment.

Member(s) of the public provided public comment(s):

There was none.

City Council Discussion, Direction or Deliberations:

There was no further discussion.

MOTION:

Councilmember Maurer moved and Vice Mayor Zollman seconded the motion to appoint Vice Mayor Zollman as the Voting Delegate and Councilmember McLewis as the Alternate Voting Delegate for the League of California Cities Annual Conference & Expo –– October 16-18, 2024, Long Beach CA.

Mayor Rich called for a roll call vote. City staff conducted a roll call vote.

VOTE:

Ayes: Councilmember Maurer, Vice Mayor Zollman and Mayor Rich Noes: None

Absent: Councilmembers Hinton and McLewis
Abstain: None
City Council Action: Approved to appoint Vice Mayor Zollman as the Voting Delegate and Councilmember McLewis as the Alternate Voting Delegate for the League of California Cities Annual Conference & Expo –– October 16-18, 2024, Long Beach CA.

Minute Order Number: 2024-180
Consent Calendar Item Removed:

Budget Item:

Mayor Rich requested clarification on Resolutions b, d and d.

Mayor Rich opened for public comment.

The following member(s) of the public provided public comment. • Kyle
• Robert
• Linda
• Mary

• Oliver
City Council Discussion, Deliberations and or Direction to Staff:

The Council discussed and deliberated the item.

MOTION:

Councilmember Maurer moved and Mayor Rich seconded the motion to:

Approve of Adoption of FY 24 25 City Budget (Approve resolutions related to the Adoption of the fiscal year 2024- 25 City budget as follows):
a. Adopt a resolution of the Council of the City of Sebastopol adopting the budget for fiscal year 2024-25 and making appropriations for amounts budgeted. b. Adopt a resolution of the Council of the City of Sebastopol determining and establishing the City’s Appropriations Limit for the fiscal year 2024-25.
c. Adopt a resolution of the Council of the City of Sebastopol the expenditure plan for Supplemental Law Enforcement Services (SLESF) funding for the fiscal year 2024-25. d. Adopt a resolution of the Council of the City of Sebastopol for establishing an interfund loan agreement between the General Fund and Wastewater Fund. And As Amended: The interfund loan term shall be for a five (5) year period; and shall accrue zero interest; and e. Approve the contracts listed below and Authorize the City Manager to Execute the following contracts:
4) Renewal of Contract with Muchmore Than Consulting
5) Renewal of Contract with Marin IT
6) Renewal of Contract with Phillips Seabrook Associates Mayor Rich called for a roll call vote. City staff conducted a roll call vote.

VOTE:

Ayes: Councilmember Maurer, Vice Mayor Zollman and Mayor Rich Noes: None

Absent: Councilmembers Hinton and McLewis
Abstain: None
City Council Action: Approved Adoption of FY 24 25 City Budget (Approve resolutions related to the Adoption of the fiscal year 2024-25 City budget as follows):
a. Adopt a resolution of the Council of the City of Sebastopol adopting the budget for fiscal year 2024-25 and making appropriations for amounts budgeted.
b. Adopt a resolution of the Council of the City of Sebastopol determining and establishing the City’s Appropriations Limit for the fiscal year 2024-25.
c. Adopt a resolution of the Council of the City of Sebastopol the expenditure plan for Supplemental Law Enforcement Services (SLESF) funding for the fiscal year 2024-25. d. Adopt a resolution of the Council of the City of Sebastopol for establishing an interfund loan agreement between the General Fund and Wastewater Fund. And As Amended: The interfund loan term shall be for a five (5) year period; and shall accrue zero interest; and
e. Approve the contracts listed below and Authorize the City Manager to Execute the following contracts:
4) Renewal of Contract with Muchmore Than Consulting
5) Renewal of Contract with Marin IT
6) Renewal of Contract with Phillips Seabrook Associates Minute Order Number: 2024-175
Resolution Numbers:

12. Creation of Ad Hoc Committee for Sebastopol Cultural Community Center (SCCC) Building Assessment (As approved in the CIP for $85,000) (Responsible Department: City Manager/Public Works) Public Works Superintendent Del Prete presented the agenda item recommending the City Council Mayor Rich opened for questions of staff.

Mayor Rich opened for public comment.

The following member(s) of the public provided public comment(s):
• Kyle
• Linda
• Robert
City Council Discussion, Direction or Deliberations:

The Council discussed and deliberated the item.

MOTION:

Mayor Rich moved and Councilmember Maurer seconded the motion to approve the Ad Hoc Committee and appointed to the Ad Hoc committee.

Vice Mayor Zollman
Councilmember McLewis
Mayor Rich called for a roll call vote. City staff conducted a roll call vote.

VOTE:

Ayes: Councilmember Maurer, Vice Mayor Zollman and Mayor Rich Noes: None

Absent: Councilmembers Hinton and McLewis
Abstain: None
City Council Action: Approved Ad Hoc Committee and appointed to the Ad Hoc committee.

Vice Mayor Zollman
Councilmember McLewis
Minute Order Number: 2024-181

13. Discussion and Consideration of Approval to Direct City Attorney (Once on board) to review Current City Council Policy for Council Protocols and return with Recommendations for City Council Protocols ; Creation of Ad Hoc Committee and Appointment of Two Councilmembers (Requestor: Vice Mayor Zollman/Mayor Rich: Responsible Department: Assistant City Manager/City Clerk) Assistant City Manager/City Clerk presented the agenda item recommending the City Council Mayor Rich opened for questions of staff.

Mayor Rich opened for public comment.

The following member(s) of the public provided public comment(s):

Kyle
Robert
Linda
City Council Discussion, Direction or Deliberations:

The Council discussed and deliberated the agenda item.

MOTION:

Mayor Rich moved and Vice Maor Zollman seconded the motion to approve ad hoc and appointed Approval to Direct City Attorney (Once on board) to review Current City Council Policy for Council Protocols and return with Recommendations for City Council Protocols ; Creation of Ad Hoc Committee Mayor Rich
Vice Mayor Zollman
Return to city council with detailed outline of tasks; budget and timeline Mayor Rich called for a roll call vote. City staff conducted a roll call vote.

VOTE:

Ayes: Councilmember Maurer, Vice Mayor Zollman and Mayor Rich Noes: None

Absent: Councilmembers Hinton and McLewis
Abstain: None
City Council Action: Approved approve ad hoc and appointed Approval to Direct City Attorney (Once on board) to review Current City Council Policy for Council Protocols and return with Recommendations for City Council Protocols ; Creation of Ad Hoc Committee Mayor Rich
Vice Mayor Zollman
Return to city council with detailed outline of tasks; budget and timeline Minute Order Number: 2024-182

ADDITIONAL PUBLIC COMMENT FOR ITEMS NOT ON THE AGENDA: Two minutes per speaker for up to twenty (20) minutes total for public comments but can be reduced at Mayor’s discretion depending upon the number of speakers or Mayor has discretion to allow for additional time beyond the 20 minutes allocated for public comment dependent upon the subject matter or number of speakers.

There was no additional public comment.

CITY COUNCIL/CITY STAFF REPORTS/COMMUNICATIONS/ANNOUNCEMENTS/FUTURE MEETINGS:

14. City Manager and/or City Clerk Reports: (This will be either verbal reports at the meeting, or written reports provided at or prior to the meeting)
a. Departmental Reports for July 2024
 City Administration

 Administrative Services
 Building
 Engineering
 Fire
 Planning
 Police
 Public Works
Reference Order Number: 2024-183

15. City Council Reports/Committee/Sub-Committee Meeting Reports: (Reports by Mayor/City Councilmembers Regarding Various Agency Meetings/Committee Meetings/Sub-Committee Meeting /Conferences Attended and Possible Direction to its Representatives (If Needed) on Pending issues before such Boards. ((This will be either verbal reports at the meeting, or written reports provided at or prior to the meeting)
The Councilmembers provided committee reports.

16. Council Communications Received (Information/Meetings/Correspondence Received from the General Public to Councilmembers) There was none.

CLOSED SESSION: NONE

ADJOURNMENT OF CITY COUNCIL MEETING
August 6, 2024 City Council Regular Meeting will be adjourned to the City Council Regular Meeting of Tuesday, September 3, 2024 at 6:00 pm, Sebastopol Youth Annex, 425 Morris Street, Sebastopol, CA.

The Regular City Council Meeting of August 20, 2024 has been cancelled.

Mayor Rich adjourned the City Council Meeting of August 6, 2024 at 9:16 pm to the next City Council Meeting of September 3, 2024 at 6:00 pm, Sebastopol Youth Annex, 425 Morris Street.

Respectfully Submitted:

Mary Gourley
Assistant City Manager/City Clerk
Attachment:

Raw Zoom Minutes

City Council Meeting - August 6, 2024
NOW WE ARE HERE TO START -- I HEAR AN ECHO GOING ON. ALL RIGHT, THANKS FOR YOUR PATIENCE. THAT IS AN ECHO THAT SEEMS TO LIGHT UP THE CITY MANAGER SCREEN.

Please note councilmember Mike Lewis are both absent tonight.

Thank you very much. We will do the salute to the flag and come back for proclamations and presentations. Please stand.

I pledge allegiance to the flag of the United States of America, and to the republic for which it stands, one nation under God, indivisible, with liberty and justice for all.

Thank you very much. We are now at the most fun point in the evening at least in my world and that is the proclamations and presentations. Tonight, we have a presentation to an employee who has been with us for a think 10 years. Emily Threadgill. I think we have our police chief here? Awesome. I will ask you to the podium. I am going to read the service award and police chief Nelson can maybe tell us, is Emily available tonight also? Okay.

She's actually working as we speak answering 911 calls.

Okay, there you go. This reads, Emily Threadgill, am I pronouncing it correctly? 10 years of service to the city of Sebastopol as a police dispatcher. Congratulations on reaching this significant milestone with the city. Your effort and dedication in the Sebastopol Police Department plays a tremendous part in the success of the city of Sebastopol. We appreciate your commitment to the city and to this community. This certificate is in grateful appreciation of your 10 years of valued service and dedication to the city of Sebastopol. On behalf of the city Council and citizens of Sebastopol, I, Diana Rich, Mayor, gratefully acknowledge your work and contributions to the city and the forward to your continued service to the city of Sebastopol and the citizens of this community signed today with my signature. I want to say that I often call the dispatchers for various nonemergency needs cognizant of their other obligations and the dispatchers have consistently been polite, courteous and very aware of the numerous studies they have at their very service oriented.

What can you share with us about Emily?
We were fortunate enough to get Emily from the big city of Santa Rosa. She spent a little time there. For once we were on the receiving end. She's been here 10 years, I knew her a little bit when she was at Santa Rosa when I was there. She is an incredible dispatcher. She's one of our training dispatchers, she trains new dispatchers how to answer 911 and how to find the resources the citizens need. I think most other dispatchers would agree her skill sets are extraordinary. I don't want to play favorites at all because they are all great, but I think in Emily's past life she may have been a detective because she definitely has an inspector knows for things. She knows how to dig into social media and all the various resources and really assist our officers during investigations and finding and identifying suspects. She is incredible and extremely dedicated, flexible. We have had a rough time and dispatch but we are getting our staff close to normal here. She's one that has not hesitated to step up when asked. Often times, doesn't have to be asked, she recognizes there is a staffing need and may have to be a lifestyle adjustment. She volunteers to do that so she is terrific and I'm grateful as all heck to have her.

Thank you very much. If you can come up, yes, let's applaud. Wherever you are, Emily. We know where she is, she's working. All right. Those are great. We have such amazing employees on staff and we always hear such wonderful things about them when we get the opportunity here because of these recognition awards. This next item is a proclamation. I'm going to turn to vice Mayor Zalman. Would you like to present this? You are bringing it to us.

I will read some paragraphs but there are more -- our citizens can find more online. Whereas America is the only nation in the world based on an idea -- the idea that all people are created equal and deserve to be treated equally throughout their lives. Whereas in 1967 the Sonoma County Board of Supervisors established one of the first commissions on the status of women in the state of California with the purpose of promoting equal rights and opportunities that enhance the quality of life for all women and girls and addressing issues of discrimination and prejudice that negatively affect women in Sonoma County. I understand Elizabeth is on the status of the commission and the status of women and she will be accepting the proclamation. The last couple of paragraphs state whereas even with the gains women have made work remains to be done in many areas that directly impact equal pay for equal work including access to quality affordable childcare, affordable housing and comprehensive healthcare for women, including reproductive and mental health care. Now therefore be it resolved that the mayor Diana Gardner Rich on behalf of the entire city Council joined Sonoma County and proclaims August 26th 2024 as women's equality Day marking the 104th anniversary of the enactment of the 19th amendment celebrating the competence and achievements of women and recommitting to gender equality in the city of Sebastopol including equal pay for equal work and accelerating the overall progress of women and girls.

In witness whereof our mayor has set her hand and the great seal of the city of Sebastopol on this day August 26th 2024. I will make a comment being an appointee to the planning counsel, it is correct in the fact that our childcare workers who are mostly women and BIPOC definitely do not get equal pay with men and other positions. I greatly appreciate all the women in our county.

Elizabeth. Come up and shake our hands and accept this proclamation, please. Sure, we can take a quick picture. We have a photographer, okay. Let's stand up here.

Thank you, everyone. See, we have a young up-and-coming female leader here. Awesome.

Okay. Next item on the agenda is the statements of conflicts of interest. I look to my colleagues. Any conflict of interest? Seeing none, we will move on to public comment for items not on the agenda. This is our first comment period and I will turn to Mary to facilitate this 20 minute process.

This is public comment for the agenda. It is a 20 minute time period. Public comment is two minutes each and public comment is for items not on tonight's agenda. If there is a public comment I will go to in chambers first and then go out to zoom. If there's anyone in chambers that would like to make a public comment, seeing none I will go out to zoom. Can you unmute yourself, please? Thank you, can you go ahead with your comment? Yes. Thank you. Can you hear me all right?
We can hear you, go ahead.

Today rather than ragging on our mayor who has proven themselves to be responsible and has only disdain and contempt for our Police Department, volunteer firefighters and the residents of Sebastopol I am, instead, thanking Don Schwartz, the city manager and department heads for making the monthly department reports available to me and the public.

I want to thank councilmember Sandy Mauer for sending me these things which I would be able to get since as you know -- so on and so forth. So, anyway I would go so far as to say that had the public had access to these reports in the past we would not in the dire straits we are. Plus, the whole meeting and information we needed to have. That said, my attention is drawn to the public works report which is listed under water. What it says is that troubleshooting and points that are not communing. An endpoint is a word to prevent you from knowing and essential part of the wireless water system which was the result of a bogus survey in which was part of a $5 million loan that yet our mayor still has not acknowledged and has been a big part of who we are. They don't work. They are breaking, not functioning and they are going to be costing us more money.

That's two minutes. Thank you for your public comment. I will go back into chambers if there is anyone that would like to make a public comment for an item not on tonight's agenda.

Seeing none I will go back to zoom if there is anyone that would like to make a public comment for an item not on tonight's agenda. Please raise your hand virtually. Seeing none there is no further public comment.

Thank you very much to Mary Gurley. I will state from a factual perspective that I have incredible respect for our Police Department and every department and all employees who do their incredible work here in Sebastopol. I would also encourage people as I have in the past to understand opinions are opinions and that all of us need to make our own conclusions based on the facts as we know them. Just a general reminder there. Our next item on the agenda is the consent calendar. We do have a lot of items on our consent calendar. I will remind my colleagues on the consent calendar we do have the freedom to ask basic questions and otherwise to the extent further discussion is needed we will need to pull the item from the agenda and put it at the end of tonight's agenda. I'm going to read through them. There are eight items. I do have to read them relatively fully. I will read through them and we will come back to see if there's any questions. Approval of minutes of city Council meeting of July 15th 2024. 2, approval of minutes of city Council meeting of July 16 2024. 3, approval of two cooperative agreements with the Sonoma County Transportation Authority for the go Sonoma roads grant funding and the bodega Avenue bike lanes phase 2 project funding. 4, adopt a resolution approving the parcel map number 154 for the lands of Benedetti at 6809 Sebastopol Avenue. 5, approval of resolution accepting water line easement and authorizing city manager to execute easement deed in connection with Woodmark Apartments project. 6, approval of adoption of fiscal year 24-25 city budget. There are five subitems below this item number six. Turning to Mary Gurley I assume I need to read each of these? You can state that agenda item reflexive resolutions for the adoption of the budget.

What she said. Thank you. Exactly. The consent calendar includes the resolutions related to the adoption of the budget and related items. Item number 7, approval of side letters, extension of contracts for S POA which is our Sebastopol police officers Association and SEI you, service employees international unit. Item 8, approval of the city attorney contract for legal services for the city of Sebastopol, award of contract to redwood public law. Those are the eight items. I will turn to Mary Gurley. Were there any comments or modifications? I have a couple to the calendar. One would be for the minutes of July 16. They were amended to reflect three items in the budget to accurately reflect. Those have been reflected and change. Item number eight for the city attorney services I would like to recommend an amendment to that to include language that authorizes the mayor make nonsubstantive changes and to execute all that contracts for that attorney services contract.

Thank you very much. In relation to the proposed amendment is that something we can do and still leave the item on the consent calendar?
Non-substantial items for an amendment so you can make that condition.

What I will do is go to councilmembers to see if anyone has brief questions or wants to pull anything from the consent calendar and on that item we make sure we have to reiterate that statement. Look into my colleagues, any items on the consent calendar about which you have questions or items you want to pull? Okay, the item that Mary Gourley was talking about was item number 8. If you can please remind us what would be the amendment you are proposing to item number eight?
You can make a motion to approve the consent calendar amending items number 2 which is the minutes to reflect the vote as well as the modification to the city attorney services to modify stating that the mayor or mayor designee can make a non-substantial modification and to execute all contracts for the city attorney services.

Unless there is any specific questions about that amendment I will go ahead and make that motion. As to item number 8 I'm looking to fellow councilmembers for a second and we can do a food.

That we need public comments?
Do we need public comment before we vote?
Comment on all consent calendar items.

The motion would come after. Thank you very much. That's one of the reasons we are just really fortunate to have Mary Gourley on our staff. I have a number of limited questions on consent calendar items. The first actually is a comment on item number 3, I want to compliment GHD for being proactive and pursuing those grant funds when the money didn't come through and we needed the face to protect a project. 2.2 million was impressive. Item number 4 I had a question I'm hoping staff can answer, what is the reason for delaying somebody's acceptance of the dedication for a public future sidewalk? I believe Mario is on the line or on zoom and Tony to respond to that.

Seems like someone offers a gift you should accept it. That is the core of my question. Mario or Tony?
There we go. Thank you. The camera is not on so I apologize.

That's fine. Go ahead.

The reason for not accepting it at this time is because those improvements are not in and should the city policy in the future change to perhaps not do those improvements or do something different we would be dealing with a public easement for sidewalk with which no sidewalk exists. Additional action would have to be done. It reserves the cities right for when that improvement finally does go in we can conclude the action by accepting it.

Why take on the obligation unless we are certain we are going to want to act on it, I understand. On item number 5 this is probably a question for Mario also. I want to make sure the fire line being proposed for Woodmark, will it affect the water lines for bear meadows or the privately owned property that is described in the staff report? Okay. In reality, it does have an overall positive effect. Prior to the project, the public water line is a single connection so it's effectively a dead end line. Water goes in one direction and it's subject to everything involved with that. Maintenance needs come up, we may need to do a full shutdown. Hydrants need to be regularly exercised so water does not get stagnant. By making this connection for the public water line we created a loop system because when Mark ties back in to bodega it's ideal for hydraulics. It's improved water flows water quality and reliability for maintenance purposes. We can shut down parts of the line and let him serve customers.

It sounds like it's improving the situation for bear meadows in the privately owned property.

Okay. I had two questions regarding item 6. One is for the budget committee and the other is for staff. For the budget committee I just ask whether the documents that we are looking at tonight on the budget including all the resolutions have been reviewed by the committee and if so whether the budget committee has any comment or concerns, any input on these items? Everything that has been presented has been reviewed by the budget committee from my perspective.

I did a review of it to.

Any concerns? Do you recommend approval? The follow-up question I think for staff given that answer might be in the committee is the resolution attached cities appropriation for fiscal year 24-25. The resolution of the city of Sebastopol for the plan for supplemental law enforcement services and specifics of the resolution for repayment and general fund and wastewater fund was new to me. It sounds like they are not new to the budget committee.

Okay.

I assume staff did what they needed to do to make sure it was in position for our approval.

I'm not sure quite what to do one this because I'm the person who supposed to be signing these resolutions and I have a committee that hasn't done a deep dive into the resolutions. I don't want to pull this from the consent calendar. We need to get the budget approved. Does staff have any suggestions for me?
I always rely on staff. We definitely apply the knowledge we have but from my perspective I definitely differ to staff to make sure they are presenting what a reasonable person would rely on. There presenting it as something that needs to be incorporated into the budget and that's what I'm relying on. I'm turning to our general manager who is the one presenting this for our approval. If he has reviewed it and he is presenting it I'm assuming there's a reason for it.

This was mentioned as one of the follow-up items we redid the budget hearings we would be bringing the resolution forward for adoption tonight.

I'm going to ask this item be pulled for further discussion.

All it takes is one person requesting it be pulled. Yes. We will need to pull this item from the agenda item. What are the implications if we don't get these approved tonight? I believe we will need to do another budget extension which I don't recall the mechanics of the top of my head until August 30th to adopt the budget where we need another extension on certain requirements.

I am going to suggest we make some changes in order to make sure we get to this item. Do you have a suggestion on where we can insert this without jeopardizing other essential items? I think we can get to it. Budget seems essential to me.

Let me review.

There's two items theoretically we could move to the end. I believe we will get to them but we could put the Council at the end and community center and then I would like to get as soon as possible.

I agree with you. Let's insert the budget item between the current item 11 and item 12. When you get done with the voting delegates and discussion we will be address the budget items and then go on to item number 12 which is the community center ad hoc and finally item number 13 which is the ad hoc for council protocols. Do I have any concerns about that reordering from my fellow councilmembers?
All expressed concern that I think all these items were placed on here and being on the agenda review committee I think there was an important to getting all of these done. Yes. I'm not entirely sure -- I will say I don't agree. Nevermind. I will rely on staff and take whatever steps recommendation is about the placement of the budget.

Understand your concern. I think this forces us to be efficient so let's get started and do that.

Just be efficient.

Thank you. We are now on the consent calendar. We have decided to pull on the budget which I believe is item number six two insert between current 12 and 13. We have an amendment proposed by Mary Gourley on item number 8. I will turn to Mary Gourley to facilitate public comment on consent calendar items.

This is the opportunity to provide two-minute public comment for the items on the consent calendar other than item number six which was pulled. If you'd like to make a public comment I will go to Chambers first.
[ Indiscernible ]
I think the microphone is not on. You have a very loud voice.

Sorry. I didn't realize. I want to thank both the city ministries and Don Millie and Patrick Clark for Sadie's chief negotiator for working with us on this side extension. I want to thank the city Council as well for respecting the workforce doing this challenging budget process.

We do look forward to working with the city moving forward to making so we have adequate resources for our community and that we keep Sebastopol a great place to work.

Thank you for your public comment. Next I will go out to zoom. Can you unmute yourself please?
Yes.

Can you see the timer? Go ahead.

I'm concerned about the approval of the city attorney contract being slipped into the consent calendar. Maybe a little bit of history, a little bit of how we got to this point in terms of the approval process. What level of public comment has been provided so far on that decision as well as the budgeting process. You are approving a budget tonight, again on the consent calendar, of $650,000 around that ballpark for the city attorney budget. How did we get here? Even looking at the contract it doesn't add up to $650,000. Where is the money going? Is this because of lawsuits we are continuing as a result of our attorneys and contracted attorneys over the last few years? How is the budget for the city attorney increased to $650,000. Where was it three years ago? Let's contrast that and have a conversation. By all means let's have the public way in on the contract for city attorney to the city. Thanks.

Thank you for your public comment. I will come back into chambers. Seeing none I will go to zoom. Can you unmute yourself?
Yes can you hear me?
Can you see the timer? Go ahead with your comment.

Item number seven echoing a little what Kyle is saying. It doesn't say fiscal impact that was in the budget although it's probably an error and all the salaries there. I was under the impression you weren't going to prove expenses on a consent calendar. That's my comment, thanks.

Thank you. I will come back into chambers. I will go back out to zoom. Can you amuse yourself, please? Thank you. Go ahead with your public comment.

I want to thank Sandy for pulling this budget. It looks like you all on the budget committee, you have adopted and even the war sneaking important items into the consent calendar.

Obviously this time without you even knowing this. City Council members know what they are approving which is how we got in the situation that we are in. So, also it's kind of sad I have to rely on other members of the public. I wanted to know for the law firm. Thank you for mentioning that. I also think it needs to be pulled and put out for public comment. This is kind of a disaster process you have implemented so you are relying on staff without knowing what you are voting on. This is a way the $5 million loan our mayor still does not acknowledge which we are in debt for and paying off the next 13 years which included the wireless leader that is failing because she was lying on Publix work repeatedly assured her and the other councilmembers it was no cost. No cost, not to worry. No cost. Here we are with a failing beater system that we are in debt for $5.6 million and the mayor will not acknowledge.

That's two minutes.

Thank you for your public comment. I will come back into chambers. Seeing none I will go out to zoom if you would like to make a public comment please raise your hand virtually.

There is no further comment on the consent calendar items.

Thank you. A couple of items to share. We can come back to this. I'm curious if our staff could remind the public what amount is in our budget for the city attorney. I think that is an important piece of information for purposes of transparency but we can come back to that in a minute while staff is looking for it. I will remind everyone the city attorney process was to a large extent public. We had a public session. We are now out here making a decision with an attached contract that is very public. In terms of knowing what is in the agendas and what is before us, in order to make an informed vote that is why you see the city council looking carefully at the consent calendar and pulling those items we had concerns about. I think that

can speak on behalf of all of my colleagues we do make informed decisions. Do we have information about the city attorney?
For the contract it's 350,000. Outside legal services is 275 and that is because of the lawsuits we had going. Also, we will just be reviewing quarterly the invoices to make sure we are staying within that budget.

Thank you very much. Maybe we will have a pleasant surprise. Those are my only comments at the moment. Does staff have any information they would like to share in relation to what we have heard so far? Okay. Thank you very much. We are back at the city council table here. I am looking for a motion to approve all except item six. One, two, three, four, five, seven and eight. With the amendment proposed that was articulated by Mary Gourley before we went to public comment.

There is a motion and second on the floor. Would you like to amend that to remove item number six? With a second from vice Mayor support that amendment? Thank you. So moved by marriage and seconded by vice Mayor Zollman to approve consent calendars with item number six removed and item number two the minutes reflected to correct the vote and with the amendment item number eight to authorize the Mayor designee to make nonsubstantive changes and execute all the contract amendments for the city attorney services.

Councilmember Mauer. Vice Mayor Zollman. Mayor Rich. The motion passes 3-2 with councilmember Mauer affirmative and absent.

We are now going on to our regular calendar items. We are at item number nine. This is to be presented by her assistant city manager Mary Gourley. Consideration of creation of a Council ad hoc committee for purpose of evaluation and proposals and conducting interviews with proposers for services related to the city of Sebastopol solid waste collection agreement.

I will turn to our assistant city manager to lead this.

I will be efficient. As the Council and community is aware we had done a procurement process for the future services. We had hired a consultant helping us through that process. We sent out requests for proposals. We did receive two proposals we will evaluate an interview at that point. Tonight item I won't go into the history of how we got to that process. It's anticipated the consultant will work with city staff and potentially a ad hoc committee if created tonight to review the proposal submitted, for an evaluation using the criteria of the city Council approved and one of their previous city Council meetings and upon the interview, make a recommendation to the city Council as a whole to, at that point, if you are successful to direct city staff to negotiate with that contract and bring that contract back for a Council meeting as well for full approval. Tonight item, basically the role would only be to evaluate the two proposals that come in and to conduct the interviews. We would not recommend the ad hoc committee of councilmembers be a part of the negotiation team because if they are on the evaluation and interviews there could create a possibility for councilmembers aren't in consensus or if that recommendation came back in the Council as a whole voted to negotiate with another proposal we don't want to be put in that position.

Tonight item is to direct city staff. We are recommending you create an ad hoc committee first, appoint councilmembers and have those councilmembers be on the evaluation panel and the evaluation interviews and direct staff. We will bring that recommendation back to the city council. If there is a proposer chosen to direct staff to engage negotiations at that time.

Any questions from councilmembers?
Has anyone else besides myself expressed an interest in being on the ad hoc? I got a phone call from councilmember Mc Lewis off on vacation and she did express an interest to be on the committee.

As I look at the staff report it is really clear there is a major time obligation in August and September I think. I would ask that councilmember already indicating now she's interested whether she feels she has the time.

I've discussed this and they feel they can work around my ambiguous schedule. I am fully interested.

A follow-up question related to councilmember Mc Lewis who's not here, are you able to share whether she has an understanding of the time commitment and has indicated whether she would be available?
Yes, the time commitment when we originally set the schedule we were anticipating more proposals. Now we are down to two there's a possibility the schedule will be reduced. It may be a less time commitment which we discussed with the two councilmembers who expressed an interest just to make sure they meet the schedule.

Thank you. Those two members are who were involved originally with an ad hoc for the contract is that correct?
Correct.

Since we also don't have councilmember here has she expressed interest in this ad hoc? I have not received anything expressing interest.

Vice Mayor Zollman, are you interested? Okay. We go out to public comment.

This is public comment for the potential creation of a city Council ad hoc committee to work with staff and the consultant to evaluate the two proposals and to sit on interviews with the garbage services delivery. I will go in chambers first. I will go out to zoom. Can you and you yourself please? Can you see the timer? Go ahead.

One thing I would've appreciated with this agenda item is more of a back story on we got where we are at this point. The last I remember when I saw the criteria the ad hoc had proposed for proposals seemed like a radical increase in the level of service than what we had seen historically. Things like one-time pick up of bulk items and some other more fringe type benefits to solid waste collection. Seemed to be in the recommendation and it would've been nice to see those. I'm curious if we are beyond the point of making adjustments to those things because based on what we have seen over the last six months to a year you are checking us on property tax by over $200, increasing our sales tax likely in November, water is increasing significantly and now we are seeing an increase in solid waste collection as a result of increase in level of service over what we had had historically. Perhaps a radical increase to the cost of citizens over the last few months it might be worthwhile looking at what those proposals are in making sure we don't see a radical increase in production as a result of fringe benefit levels of service increase to bring us in line with what other cities might of had when it right not actually be popular were things we need or want.

Thank you for your public comment. I will come back into chambers. I will go back out to zoom if there's anyone that would like to make a public comment on this item. Can you unmute yourself please? Go ahead with your public comment.

Thank you. Thank you Kyle. I often times wonder what is the problem with this system that you exclude city council, excludes members of the public who often times have more expertise on any given subject than the councilmembers do and we just go willy-nilly and perform an ad hoc committee so they can figure out everything scooting who don't say exclude certain topics that has experienced and a wealth of knowledge. Why do you routinely exclude members of the public who are screaming trying to help this city give them information that they desperately need but will not accept? Don, can you come up with a way to change that? It seems maybe Kyle can be included on that ad hoc committee and he could be a community liaison or something and have some kind of input. Same with the rest of us on various items that this town is full of smart people, talented people who are trying to help.

The city is turning it down. Don, figure out if you could or Sandy a way that we could be included in your decision-making.

Thank you for your public comment. Next I will come back into chambers. Seeing none I will go back out to zoom if anyone would like to make a public comment on the creation of a

potential ad hoc for the garbage services delivery proposal. Seeing none, public comment is closed.

Thank you very much. There are many opportunities in our town for members of the public to participate. I will call out the climate action committee, the planning commission, the design review board and I know I'm missing another one. The public arts commission. Yeah.

We do have opportunities for public to participate and we are fortunate to have this expertise on those decision-making bodies that really way in a formal effectively on policy issues here on other committees it's simply not appropriate for a variety of reasons to include members of the public. So thrilled here to get the input of individuals we have heard from tonight and individuals we receive emails from. I'm sure our potential members on the garbage contract will be taken into consideration all of their various community input. Let's remember the councilmembers are elected members of our community and can bring that voice to decisionmaking. That's my comment on that. I think at this point -- I would like to add something. In response to our public comment or as far as I understand the city is not committed to any additional services on our contracts and we did take a careful look and ask for a quote with and without those additional services. One-time book I to pick up almost all the other cities have but Sevastopol doesn't have. It made a tiny difference and I don't have the numbers in front of me, but it wasn't significant at all. I just wanted to point that out.

I would like to add a couple points. The Council got to this point after attempting to negotiate reasonable rates and it was only after that effort was not successful that the Council decided to go out for a competitive bid with the anticipated possibility of getting the most competitive processes the best way to promote that role. No guarantee but it's still better than the options we had at the time. Second is I've been doing solid waste work for quite a long time. I almost wish councilmember Mauer wasn't here because I don't want her to think I'm making stuff up but I was impressed with the level of detail and analysis the ad hoc committee went through before deciding to recommend going out for an RFP. As detailed as I've ever seen councilmembers conduct in my career. In stating the criteria this council did intentionally increase the recommended points for rates being sensitive about the potential for higher rates above what I think is normal and initially proposed. While we may have higher rate I think there's considerable sensitivity from this council throughout the process to that possibility that has done a lot of work to try to make sure that doesn't happen or mitigate what might be coming.

We are back at the council table. There is a proposal to appoint an ad hoc to work on evaluation and interviews but not negotiations. The idea here for Mary Gourley would be that the evaluation and interviews occur to include the ad hoc members of the city Council assuming we create an ad hoc than it comes back to the council for a report out on the results of the evaluation and interviews and then it would go back for negotiations that would be handled not by our councilmembers but instead by staff? It would be an actual action agenda item. Ad hoc would provide recommendation to the entire city council as a whole with a proposer and at that meeting we would ask you to direct staff and a consultant to work with that proposer to negotiate the contract and bring that back.

I'm going to go ahead. Anyone want to make a motion? One of us should. I'm happy to do it.

I'm going to make a motion to create an ad hoc to participate in the interviews and evaluation of the applicant to have responded to our RFP and I would propose the ad hoc members be councilmember Mauer and councilmember Mc Lewis. That would be my motion. Is that sufficient?
I second that motion.

Will call the police.

So moved and seconded by councilmember Mauer to approve the creation of a city council ad hoc committee for the purpose and proposals of conducting interviews with proposers for services related to the city of Sebastopol solid waste agreement and appointed councilmember Mauer and Mc Lewis to the newly created ad hoc committee.

Councilmember Mauer. Vice Mayor Zollman. Mayor Rich. The motion passes 3 to 2 with councilmember Mauer, Zollman and a primitive and Mc Lewis absent.

I want to think that you councilmembers for volunteering on this important committee and recognize as our city manager has validated they have deep expertise as community members hopefully we will be able to continue to benefit the town and council in terms of its decisionmaking regarding this important topic. I want to thank Mary Gourley and recognize the effort to communicate and coordinate with councilmembers unable to attend tonight so we make sure their voices are heard as much as possible in our decision-making tonight. Our next item is item number 10, discussion and consideration of approval of public works engineering and reorganization and job descriptions and salary schedule for public works director/city engineer and engineering technician 1/2. The responsible department is our human resources city manager. We have Don Schwartz and Debra much more here looking to our city manager would Debra be the person to present? Thank you.

Good evening. This item is the reorganization plan. The impetus for this was the notice of retirement of the Public Works Superintendent and also retirement of the cities long-standing consultant who has been our city engineer. That gave an opportunity to take a look at what we were doing and see if there was another way to do it. This creates a job description that would replace the public Works Superintendent with a public works director and city engineer ideally. The ideal would be to go out and recruit and it could also provide at the same time the permit technician and public works separated and got another position that provided an opportunity to convert that position or reclassify it to an engineering technician.

Engineering technicians or permit technicians earn about the same in the marketplace so that is not an impact to us financially but what it does is it gives us a better skill set for the work that will need to be done within the public works department. It provides a little more support for management analyst position that is in there as well. We have spoken to SEIU regarding that and they are in support of that transition. Making a public works director city engineer may or may not cover a few items that are currently being covered by the Public Works Superintendent. One of them is to be the chief water operator or responsible person for sewer.

At this time, where that goes and whether or not that creates a cause for the city would be determined on where that landed. For instance, director of public works city engineer may want to absorb those duties. Therefore, there would be no cost to the city. Title 22 has some requirements for those in it may require our certified person needs to hold that responsibility.

It could also go with we have to look at the assistant public works superintendent position now in light of all of this and work with our labor organizations about where these duties go.

We will be coming back to council with more information about what we do with those and where that goes. It's possible when we go out for recruitment for the public works director city engineer that there isn't a pool sufficient to place that combination. We are very hopeful and positive we will be able to do that but if we can't the job description and item is written so that we can hire a public works director who is not a licensed professional engineer and we can use another contractor or consultant for a professional engineer. That director of public works earns about 10% less then the director of public works who is a city engineer. The cost of the city engineer consultant is about twice the savings we would get from that. That would help us to for half the cost if we had to go out and get a consultant. One of the things we are doing to help with the pool for the engineering technicians is we've created an alternate class.

An alternate class is an entry level and journey level, we call it 12. The journey level two class is the same salary range as the former permit technician. If for some reason we go out

and recruit and we are not finding journey level engineering to candidates but we are finding folks that have aptitude and ability and experience but they need a little more time and they are at the one level we would be able to bring that person on at that salary range is about 10% less and it would be a savings to the city while they train and learn.

Okay, thank you. Questions from councilmembers? I have a few questions. I'm looking at the job description and I understand from what you've said and looking at it as it is provided to us here in the staff report on page eight of 20 it is intended to, I think, allow the hiring of two different positions. One would be a director of public works and the other would be one person who carried the title director of public works city engineer. The idea here is if you're able to find or hire a director of public works city engineer with the appropriate license then we would be fine, that would be our first goal. If not we would instead hire a director of public works and that would require as you explain it we contract with a licensed engineer is that correct?
We would pay that public works director less than we would one with a special engineering license.

In terms of budgetary impact also said if we go that direction with a director of public works and an engineering contractor that it would cover the savings from paying less to the director of public works that would cover about half the cost of the engineering contractor. What is the amount of money that would be covered?
My understanding is an engineering contractor could be acquired at about 40,000 a year.

Savings is a little over 20,000 a year. Differential would be 20,000 approximately.

That $20,000 is not currently in the budget is that correct Western Mark I have to rely on staff for that answer.
20,000 is budgeted for this year. If we had to contract the city engineer for the six months that 20,000 is within the budget.

If we succeed in our primary goal we are saving $20,000 in the budget it sounds like? If there's $20,000 for a contracting engineer or contract engineer and we don't end up needing one because we find the appropriate high-level city engineer director of public works we won't have to spend the 20,000?
If we are hiring a public works city engineer I forgot the total cost it is in the budget. If we hired -- that means there's no budget for the city engineer contracted city engineer. If we do the public works director we have that savings of 20,000 so the difference between public works city engineer salary in public works director would cover the contract city engineer if we had a higher one for six months.

For six months it would cover it yes. January to July.

All right.

That's because going out for recruitment we aren't able to start them until near the end of this year anyway so we are talking about a six month ramp-up salary. My additional question has to do with the position. You have Tech one and Tech two. The salary for these two positions is substantially different. What amount is in our current approved budget? Level two. We had budgeted for a permit technician. When she left that same salary range is what the engineering technician to will earn. That is still in the budget if we end up having to buy one it'll actually result in a little bit less cost.

The amount in the budget for these engineering techs and actually for the other positions being discussed are at the top level in our salary scale. We are budgeting for salary and benefits at the most expensive level is that correct?
I will rely on staff again.

My question to staff would be I can see a substantial difference if we are able to hire at a lower step will that amount go back into the budget? What happens with that amount? At the end of the year if it's not used it would go back in the general fund.

Back in the general fund if it's not used for the position or not used at all by the department? If it's not used at all by the department that would go back into the general plan.

If not needed for the position doesn't go back? Okay. You know what I'm asking? Does it become an amount the department can use for other purposes? It's designated specifically. If they wanted to reallocate they would need to come back to the Council.

Thank you. That's the only question I had at the moment. Any other from council? Can we go for public comment please?
This is for public comment on the public works city engineer reorganization of departments and approval of job descriptions and salary range. If you'd like to make a comment I would come into chambers. Next I will go out to zoom you would like to make a public comment can you unmute yourself please?
I want to make sure that we are deciding on isn't a change of practice of what the city had kind of come to an agreement as how we would proceed in terms of a planning director and city of engineering. It is sounding to me like we are backtracking on this idea of getting an actual city engineer. I want to remind the city about a Sonoma County grand jury decision that happened fairly recently regarding the city of Petaluma. The city was using contract services for engineering for multiple years without going for RFP and even tonight we have Mario listed in zoom as the city engineer not representing he is actually part of a contract service through whatever it is GHD. Right now there is possibility of confusion, that was exactly what the grand jury was making reference to. I think it's important we get to a place where we hire city employees with expertise to do the work and stop reliance on contract services. If it takes time to make that happen take the time. Don't make changes at the 11th hour. An approach you are planning to take that would get us quality city employees with expertise to do the work the city needs to have done. In queue.

Thank you. Next I will come back into chambers. Next I go back out to zoom. Linda, can you unmute? Go ahead.

I want to say I'm in agreement with Kyle. We are setting ourselves up for more future failure getting all these contract people often times out of town and haven't got a clue about the character of what's going on in this town and social things, technical things. All of these public works is all technical. The pipelines for the water meters, we need people with expertise but also knowledge of what's going on and what has happened. These contractors don't have it. We are setting ourselves up for future failure in another way is there are so many all retiring at the same time, quitting retiring and that is our chief of police retiring. I understand at the end of the year. Dante who is a longtime superintendent at the end of the year and apparently somebody else in the public works is retiring too. This is a recipe for disaster. You people are not making a healthy future for this town. You need to step back and take another look. Kyle is right about these things. That's how we got that $5.6 million debt which the city manager still will not recognize or acknowledge. Thank you.

Thank you for your public comment. I will come back into chambers. I will go back out to zoom if you would like to make a public comment please raise your hand. Seeing none, public comment is closed.

Thank you. We are back at Council Chambers. Deborah if you can come back I want to ask a clarifying question. My understanding is the primary goal here is if the right person can be recruited to go is to hire an employee who lacked a city manager and public works director and there won't be a need for an engineering contractor is that correct? Staff, any comments?
You are going to run engineering and public works.

Can I add to that, that is also what we are doing with the planning director is to hire a public employee so I just want to put out that is our intention to hire city employees.

Since I confused the terminology our city manager does not want to run our engineering and Public Works Department. The goal is to hire an employee to be the city engineer and public works director.

Correct. Thank you very much. To get away from an engineering contractor the engineering contractor is if we aren't able to in a dedicated effort recruit the right employee.

The reason we switched the permit technician to an engineering technician was to provide support for an employee that was a city engineer.

One more question which is when I look at this plan and maybe this is a staff question, but it seems like there's a possibility we are going to end up with a number of tasks that will not be within the purview of a newly hired individual whoever that is and might in fact be shifted to other employees such as the assistant public works director? Isn't there a cost associated with that?
We don't have an assistant public works director yet. It is a position we will have to revisit and look at. There are duties that have been identified as not being encompassed. That does not mean an incoming public works director city engineer wouldn't absorb them. At least in the beginning or I do know places where they have absorbed some roles. In other cases title 22 may require something different for the water operator and sewer operator. We will cross those bridges. Will they cost more, it's too soon to know. They might and we have to work with her labor unions.

Within this plan if we approve, there is a potential additional fiscal impact on the city that would have to do with a particular task having not being covered by anyone who is currently or hired into the department.

It's too early to quantify what that would be which is why we have to return on those.

That's the question I had. Any other from council and we need to engage in discussion? Okay. Thank you to Deborah Muchmore. Anything else on this item from staff? Okay. Look into my fellow councilmembers what we have before us is a request we approve these positions and the salary. Any comment or input?
I move the options that are listed in the staff report to approve the proposed engineering department, approved the job description and salary schedule and to approve the job description for engineering and the salary schedule and return to city Council as a consent calendar item.

I second that.

We have opportunity for discussion and I would like to comment there are implications for purposes of council and for the public that the financial implications on our individual salary amounts like this are greater than the individual positions before us.

Very modestly hire $6000 or something like that. Almost very close is what we had in the budget.

Thank you. My comment is one of understanding that when we look at how each salary relates a one to the other there may be amounts that need to be reassessed in order to ensure our overall salary schedule.

I believe the Council approved salary schedule study at the budget hearing. Yes. That could be addressed.

We have done that work for these positions as part of putting this together. This is not an uninformed recommendation. The analysis is reflected here so they wouldn't be included in that study.

Alerting this could have a domino effect on positions coming in the future and that could have an impact. Roll call vote please.

There's recommendations on the first page to authorize a city manager with increment.

Perhaps we can do that as a second motion or amend the first to include that authorization.

Amended on my second.

Will call vote.

To prove the amended motion as follows approving the resolution of the organization plan which includes January 2025 merging the engineering the public works department and entitling it public works department effective January 2025 not hiring a public works superintendent and a director engineer effective immediately and replace a permanent technician that was vacated in the engineering department but higher engineering technician.

Approving a new classification of public works director city engineer and the related specification and pay ranges as in the agenda report. -- Authorizing the city manager to recruit the public's work director engineering technician position to make necessary staff assignment and changes to documents and schedules to effect the change. Councilmember Mauer. Vice Mayor Zollman. Mayor Rich. Motion passes 3-2 with councilmember Mauer affirmative and absent.

We now are at item number 11 which is designation of voting delegate and alternate for the 2024 league of California cities annual conference. I will turn to our city clerk to Mary Gourley wearing her city clerk at to lead the discussion.

The item for us tonight is a delicate and alternate for the California City that will be held in October. Down in Long Beach as a member of the league of California cities we are a member there where we can vote on the resolutions before it the cities at this annual conference. They can impact every city and state not just South, not just North. It's an opportunity for the city to have a say in whatever resolution is placed. The city usually receives these resolutions at the end of August so probably that first meeting in September if there are resolutions to be placed at the conference this council will provide recommendation as a whole to the delegate and alternate. You have to be a registered member to be attending the conference and as of right now vice Mayor Zollman and councilmember Mc Lewis are registered to attend in Long Beach. We would recommend per committee assignment the mayor and vice Mayor typically the voting delegate and alternate since the mayor is not attending we recommend the vice Mayor as the delegate have questions either.

This is public comment for designation of voting delegate and alternate for the league of California cities to be held October in Long Beach. If you'd like to make public comment I will go into chambers. Next I will go out to zoom if you would like to make a public comment please raise your hand. Linda, can you unmute please? Go ahead with your public comment.

I would like to know how much this would cost the city. That's it.

Thank you for your public comment. Next I will come back to chambers if there's anyone that would like to make a public comment. I will go back up to zoom. Please raise your hand ritually. Scene none public comment is closed.

Thank you to our city clerk. I know there was a line item discussed by the full city Council that allocate funds to provide the opportunity for our town to be represented at the league of California cities. Can staff remind us what that was?
3000 is set aside for the councilmembers to attend. Each councilmember has been allocated $1500 and anything that goes above will be coming out of their personal account funds.

Thank you. We did have substantial discussion about the importance of having the city voice heard in decision-making by the group that has a big impact on policymaking within the state of California. Now we are back at the council table to discuss this item. Comments, motion, anything?
I will make a motion that we adopt the resolution appointing vice Mayor Zollman as the voting delegate and councilmember Mc Lewis as the alternate voting delegate to the league of California cities 2024 annual conference.

I second that motion. Can we go to a vote please?

So moved and seconded by Mayor Rich to a point vice prayer Zollman and councilmember Mc Lewis as an alternate delegate to the league of California cities annual conference to be held October in Long Beach. Councilmember Mauer. Vice Mayor Zollman. Mayor Rich.

Motion passes 3-2.

Thank you very much to Mary Gourley for doing the research to provide us with important information about what this council had decided in terms of committee assignments. That was helpful in this decision. The next item is item number six I believe from the consent calendar.

That is correct.

We now are pulling into the discussion of item number six which is approval of adoption of fiscal year 24-25 city budget. This is an item I believe was presented by our city manager. I also believe from our preliminary discussion earlier in the evening that the primary concern is the additional resolutions that are attached to that item. I'm looking to my fellow councilmembers and asking the question should we feel it's appropriate to simply go into a discussion of those resolutions or would you like a full presentation regarding the item? My comment earlier was the fact you had asked whether I had been informed and had read them, I did read them. When the you said had you heard of it before I had not. Yes. I think there is a fair reasonable position to say ask her general manager some specifics about six C the resolution of the County -- council about the supplemental enforcement services funding.

The rest of it, I read it and understood it in the context of what we discussed in the budget and it seems reasonable to me at least.

Is your mic on?
I don't have any questions. I only have discussions. I could state why I pulled it, but I think that would be better to wait for discussion.

What I was trying to do was identify what the focus of our conversation would be and my proposal would be at his item six B, C and D. I would like to have us discuss. I think our first step is to ask any additional questions and go to public comment.

Can you say what pages you're looking at?
I'm looking at the agenda but let me get to the item itself and this would be page five of 24.

The appropriations limit. This is the resolution of the Council of the city of Sebastopol with the appropriations limit for 24-25 fiscal year. The next one would be on page six of 24 titled resolution adopting expenditure plan for supplemental law-enforcement services funding.

Citizens options for public safety but finally on page seven of 24 the resolution of council of an inter-land phone agreement between the wastewater fund would be my proposal we discussed.

I'm interested in page seven of 24.

Can we agree to look at the items?
For purposes of our discussion the public may engage in further commentary. This is the entire item being brought but for purposes of our discussion so the public knows at the moment our plan is to focus on those items. Because the item is now being presented to the public the public comment is open to whatever topics the public might want to make, whatever comments the public might want to make on the entire item is that correct? The Mac you pulled the item so the entire item is open for questions.

Unless staff would suggest otherwise my concept would be we next go to public comment on item number six that was in the in's consent calendar that is in the agenda.

Would you like to ask your question to staff first? I think that might be helpful for the public to weigh in.

Thank you. Go ahead.

I would like to understand the appropriations limit. That is page five of 24. It says the appropriate limit would be 20,198. Can you explain that?

The limit is established at 20 million. Yes. If you have your budget with you it is on page 173 of the document and its explained what the limit is. This is proposition 4 established by the state of California Constitution and this is like an annual routine calculation the city does to establish the appropriate limits.

I think it would be helpful if you have that on the screen. It might be helpful.

Thank you. That would be helpful if we can have page 173 on the screen while you're discussing it.

Please keep in mind we may not understand what the importance of an appropriations limit is. I see that we have the page on the screen. An attempt to increase the font size. I appreciate that. I think the questions are what is the importance of the appropriations limit and how is it calculated?
What does it mean?
The city is not exceeding what's established by the state. On this appropriation limit.

The city cannot have revenue more than 20 million? The Mac that's correct.

That's easy.

What happens if we have more?
For the size of the city we will never go to exceed the 20 million and for the jurisdiction we are in there is a link to this whole appropriate limit that is on an annual basis that is industrial standard to all agencies throughout the state of California. It is based on the city population.

County population and there is the inflation factor that goes into that.

That's interesting. This is a set calculation for us that applies to all jurisdictions. For us, the result for fiscal year 24-25 is we cannot collect revenue greater than 20,198,619. Okay. Any additional questions from councilmembers? All right. My questions had to do with number five. Page six of 24 is the amount allocated for those categories. Can you explain what that is and how the amounts were determined in this case and what they will be spent for? This may be a question for police chief.

From what I understand, this is kind of like a pass-through to the state to the county that the city does receive $100,000 on an annual basis to help support police activities.

Does it always come before the council?
It comes as part of the budget process.

My understanding is it appears to give discretion to the police department to spend the 100,000 as it feels is appropriate? Is that correct?
That's my understanding.

My follow-up question is that how the amount was dealt with last year? This amount has been receded to a special fund called supplemental law-enforcement funds and being transferred. It's transferred into the general fund because the pollution of the budget as not hundred thousand dollars so it will be transferred in to offset with the expenditure the police has incurred that would help out the general fund.

In fact, it's helping to cover already budgeted line items for the police department. Is that expect Tatian that this $100,000 amount flew into the police department integrated from the police department budget?
Not specifically, it is a transfer into the general fund to help support police services.

Am asking if the $100,000 transfer is reflected in the police department budget.

I'm not sure how to answer that.

There's a police department budget and revenue anticipated that's going to go into cover the expenses. As part of the revenue already anticipated to cover include the $100,000 amount? Okay. I see our police chief knotting. That's the only question I had about that item. We have the loan agreement between the general fund and wastewater fund. That's the next item on page seven. Did you have questions about that item? Okay. My question is how was it -- how was the percentage agreed? The loan term shall be for a five-year period, the Council

supported that and shall accrue interest at a compound rate of 2.99%. How did the city arrive at that percentage number?
When we did the study we knew the wastewater fund was in deficit and at that time the interest rate which was the local investment where the money is now was at 2.9%.

If that number changes will the percentage it is being repaid change to? It will stay as .99%.

The staff expect that number to change at all?
We are not sure. The interest rate will fluctuate on a daily basis right now it is a little under 4%.

The reason for my question is it sounds like ultimately the city may be losing money and may not getting back. We may be repaid at 2.99 but the value is more like 4%..

It depends.

Is there an agreed-upon number and the 2.99% was the amount staff felt was fair and equitable?
That was agreed-upon at that time.

I would rather be paying back a lower rate than having it repay back at a lower than my personal opinion. Any personal questions? Can we go out to public comment please? This would be public comment on the entire budget item number six in the consent calendar we pulled.

This is public comment for the consent calendar item number six which is the adoption of budget. If you'd like to make a public comment I will come in the chambers first. I will go out to zoom. Kyle, can you unmute? Can you see the timer? Go ahead.

I want to thank the city for interrupting the approach the mayor was trying to take of going to public comment without any sort of introduction to this, without questions. Really giving the public an opportunity to know what questions are relevant rather than just jumping in blind.

A couple things I wanted to point out, we have an over million dollars loan we are providing out to wastewater services. This is really problematic. We found out earlier that the city was misappropriating funds. We will be clear about the language because the Council seems to really want to push back on this terminology of misappropriation but the reality is that the funding model we were using, the allocation model we were using for over 20 years without any sort of auditing prior was flawed. As a result we were able to determine in this last fiscal year $750,000 was misappropriated from the water and wastewater funds and brought to general fund. The city decided not to compensate the water wastewater fund for that dollar amount nor do they make any sort of changes until the process where they decided to increase the rates. Using the justification of $1.5 million loss or deficit in the wastewater fund helped justify the increase in rates. You haven't given back the money. You haven't looked at how many years you've been taking more money than you should have. Now you are going to loan out money to remain that balance when it is a very clear you misappropriated that money in the first place. Providing alone is not the solution. Give that money back to wastewater, not as a loan that you will get repaid back from water wastewater for increased rates.

Thank you for your public comment. Next I will come back to chambers. If there's anyone in chambers. I will go out. Robert, can you unmute? Can you see the timer? Go ahead.

This question of interest on the water and sewer level, it was never discussed by city council.

This is my favorite topic I watch every word you say. I've studied the water and sewer rates for more than two years now. The staff report at the time said there was an option to charge the interest rate. You never discussed it. All of a sudden it's in the resolution and you charge interest rates. That should've been discussed with ratepayers long ago before you launched off in the middle of a meeting in August. I strongly object, obviously. I told you guys two years ago you had a crisis in the sewer fund that would create a deficit that would require you to borrow money. You ignored that and didn't act on it and did nothing. You did nothing. It's

not the fault of ratepayers there is $1 million loan. It's the fault of city councilmembers and people who set the agenda and maybe the city manager at the time no longer with us for the reason this loan has to be made. There's no way you should be charging interest on this money. That's my public comment.

Thank you. Again, I will go back into chambers. Seeing none, I will go out to zoom. Linda, go ahead please.

I want to thank the previous speakers. They've got excellent points and they are not being heard. The reason why there's not many people that participate in these city council meetings and public comment is because they haven't had experience they are being heard. They figure it's useless which is pretty much the truth. We have a mayor that is deaf to the public and so on and so forth. What I want to know, I want to know who makes up the agenda here and puts these in without the knowledge of councilmembers what it's about let alone the public.

That is the way we got ourselves in this position by having these corporations and narratives to put their various use on this agenda in their words and make it sound like it's a good thing, energy-efficient and sustainable. City council jumps on it. That's great. All the other things harming us to our budget. Anyway, that's the path you are on with a large construction project in the pipeline for an infrastructure that we do not have. Thank you.

Thank you for your public comment. Next I will come back into chambers. Seeing none I will go back to zoom if you would like to make a public comment please raise your hand.

Mary, can you unmute please?
Can you hear me? Yes. I have been paying into the water and sewer for 20 years and I want my money back. I want what I paid that you've been using for something else, I want that money back. Maybe we should all get together and sue the city. Thank you.

Thank you for the public comment. Next I will come back into chambers. Seeing none, I will go back to zoom. Oliver, can you unmute? Can you see the timer? Go ahead.

And echoing what the others have said. Kyle started it and I think he's right. I don't mean to repeat, but potentially this is a class action lawsuit because you're adding insult to injury charging interest on money you should've never appropriated. I think it's very unacceptable, thank you.

Thank you. Next I will come into chambers. If you would like to make a public comment please raise your hand virtually. Public comment is closed on this item.

Thank you. We are back at the council table on this item . I want to make sure the public is aware of the fact that council and staff work hand-in-hand in these meetings to make sure they progress in an appropriate manner and information is provided in the right order and in the right context and that is why I very fully appreciate and often turn to Mary Gourley and ask her if I'm proceeding correctly. I will echo the member of the public's comment that it is very helpful Mary Gourley helped us to make sure we presented context for the public in this meeting and I will continue to refer to her because she is effective and says what should we be doing next, thank you for that. In terms of listening to the public we all listen to the public, that's what we do carefully with this public comment. The agendas are set by the agenda committee. I'm on the agenda committee, so is our vice mayor. I will point out I was the person who raised questions regarding these resolutions and asked they initiated the conversation that then councilmember Mauer picked up and pulled the item from the agenda which I echoed as a good decision. We do pay attention and we do try to make sure important items are discussed. I will repeat what I've said is that was fully informed by our work superintendent about the implications and made a recent decision based on all of the information available to us which I personally feel was very thorough and complete. We are now at the point of discussing this budget item here at the council table . We have before us the entire item and the request for this item I think is that we approve the various resolutions and also the contracts related to this item. I'm going to turn to my fellow councilmembers.

The one resolution I had, the concerns about the interfund loan agreement between the general fund and wastewater fund. That is why I pulled this item and I want to apologize to staff and the public. This escaped me here and I think the mayor also for flagging it and asking questions about it because I am not comfortable charging our residents in interest on a loan. I would like to have no interest and I agree with our commenters. I think it was Robert who said this is not the fault of the ratepayers that this loan has to be paid back did not support the interest and felt that was an insult and I agree. I don't know if I have support from my colleagues that they would support this resolution at no interest. I would also like, as a policy, in regards to the appropriations that were incorrect the idea of the impact fees from the buildings that perhaps some impact fees could go from the infrastructure needed instead of having the ratepayers pay for all of the infrastructure, but perhaps impact fees could cover those as well. I know that's not part of this, that's my statement. The part I'm asking right now is to amend the resolution to review any interest or to make it a no interest loan. That is my comment.

Vice Mayor's omen.

I thought in the past history that there was a decision or that there was an option and that we had waived there wasn't going to be interest on this. So, yes. Thank you for the people that did flag this. I don't know. General manager, wasn't this an option you provided to council way back ? You did present options, I remember discussing this with you and it's always good to give council options. I remember that discussion, I remember seeing it. Did we not take you up on that option of the fact we would not want to charge interest for this particular loan?
My recollection from what we had this spring on the water and sewer rates is this was part of I believe both options at one and two at the time. At one point the Council decided to pursue option 2 and then came back with option 1. It was part of whichever option you ended up adopting. It is part of the water and sewer structure and rates in charge of the purpose isn't to revisit that question. It is to ensure we follow the intervention provided and that is the purpose of the resolution. We did mention it was part of that discussion. There was also a discussion of delaying the payment of the general loan for an additional year. We had a twoyear delay built-in. This was part of that conversation. I can't recall the details but this was ultimately part of the rate option you did approve.

I'm going to make a general comment. We have a budget committee. I am disturbed we are sitting here pondering three resolutions that are budget committee did not have the opportunity to weigh on. I know the budget committee would've been asking these questions, so I'm going to ask that staff please be cognizant of the need to use the budget committee to preview the documents as they come to the city Council. Perhaps they were given the opportunity but they've never seen these before so that was a red flag. We are now trying to figure out what the background is so that's my general comment. Also I'm hearing to councilmembers question whether there was an agreement by the full Council to charge interest on this loan repayment. Can we answer that question? If there was an agreement I never saw it because I would not have voted on that because I have strong feelings about this and not charging. With the results would be is if they didn't pay the 3% than the city when it receive 30,000 and decline in the first year there's 30,000 interest roughly and declining. That would be income we are not counting on already.

Is part of the rate, it's part of the anticipated revenue, part of the anticipated revenue for the general fund and rates to collect.

I thought we delayed it. We are talking about 2025-26 which hasn't and created yet.

We delayed it until 26 or 27? It was a two or three-year delay. We collected then in 26-27.

It's built into the rate at that point. We could revisit the rates we could make an adjustment between now and then.

I have a procedural question I will interject here. Two questions. One is could we, without jeopardizing, is one of our options here to pull this particular resolution and then have staff come back to the full Council with a fully prepared staff report on this interest rate question? Is that just procedurally could we pull that and approve the remainder of the item that is before us? Can we do that? Would we have to completely revisit it? I don't think it affects adoption.

I see Anna nodding her head no.

It's the formality to have a resolution and we are in the middle of the audit which is trying to figure out the general fund loaning to the wastewater fund and we need the documentation to make such loan to bring the sewer fund for auditing purposes back instead of being in a deficit. If I may, we can take the interest off if the Council wishes. The loan itself is being delayed two years payment. We are monitoring based on what council has adopted. We are monitoring what the models say and what is budgeted versus reality as we built all the citizens. We will have that monitoring on a basis that we are internally working with public works and engineering as they rework their department. If you would like to take the interest off I don't have an issue with that. I think as we are monitoring what we set is objected for the water rate study versus what reality will come back to council for more updates . You'll know where things are at. I think for the purpose of tonight's meeting I would like a piece of paper that there is, in fact, a resolution that we are borrowing money to make.

Your suggestion sounds like we eliminate, we say that instead of shall accrue interest at a compound rate of 2%, actually, anyway instead of saying that we would say and show -- shall accrue zero interest. To the extent that city staff had a concern of what that was doing under our general fund city staff could come back to the Council to revisit this issue. Is that accurate? City manager, any comments?
That's better than what I had. It's a good thing. I suggestion is we make a note probably at midyear. We can bring it back which we intend to do for a look at how we are doing with the enterprise funds we committed to doing that. We will see how we are doing at that revenues are tracking. Models are not going to be perfect so we can see how we do tracking revenues and expenses at that point.

That seems transparent and respectful of the public and reflecting the concerns we are hearing here at the council table. We don't have two of our councilmembers present. My only concern is if they are in fact a Council decision prior to now where we agreed to an interest rate would we be disrespecting the opinion of our fellow councilmembers but I think we covered that. We are a majority here. City staff has said they can come back if there is a need to apply an interest rate. I'm comfortable with that proposal. Vice Mayor Zollman ? I'm comfortable with that.

With that then be the resolution with an amendment changing it to zero interest? I will make a motion to approve resolutions related to the adoption of the fiscal year 2024-25 budget as follows. Adopt a resolution of the Council of the city of Sebastopol adopting a budget for the fiscal year 2024-25 and making appropriations for the amount budgeted, adopt a resolution of the Council of the city of Sebastopol determining and establishing the cities appropriations limit for the fiscal year 2025, adopt a resolution of city council for the expenditure plan for supplemental law enforcement services funding for the fiscal year of 2024-25, adopt a resolution of the city of Sebastopol for establishing an interfund loan agreement between the general fund and waste water fund with the amendment of no interest and approve the contracts listed below and authorize the city manager to execute the following contracts I.T.

Excellent. I'm second in that. I think we are ready for roll call. Impressive. [ Captioners transitioning ]
[ Roll being called ] Motion passes, 3-2 with -- in the affirmative and -- absent.

Excellent. We are moving through the agenda. I will look for my council members and staff.

Is there a quick bio break? Okay, let's make it quick. 8:10 PM, we will come back. And thank you very much.

All right. We are back from a brief break it is now 8:10 PM. Little bit later than that we are on item number 12. And then we will move on to the final informational item, item 13. 12.

Presented by the Public Works Superintendent. Consideration of ad hoc committee for Sevastopol community cultural center master-planned building assessment. City manager, do we turn it over to Dante Del Prete a?
Please. Good evening, Mayor and Council. As he represented, the item is the consideration of an ad hoc committee for the community and cultural center. Provide recommendations on master planning for capital improvement facilities. And of point And of .2 council members to serve on the ad hoc committee. As recommended in the July 2, 2024 Council meeting when the program is adopted. Item for the community cultural center master-planned was adult did. During that time, there were conversations about the need for some additional discussion and consideration for decision made toward going the improvements. Tonight, the consideration an ad hoc committee will serve for limited time the appointment of June 30, 2025 until it is completed, whichever comes first. The role of the ad hoc committee is to provide input and guidance toward the master planning process for the community center.

Any decisions will come to the full Council for consideration. The ad hoc committee will be to the appointed councilmembers, self and/or my replacement. Representatives from engineering. And, the community center board member. And superintendent for my replacements will be the lead. There is a fiscal impact. The type of material contract engineering services. We are presuming a limited amount of meetings went making it efficient as possible. We bring items of substance of the Council for consideration. There are a couple options which is approved the creation of an ad hoc committee and appoint to councilmembers. Second option is to not approve the creation of an ad hoc committee and currently work with the liaison to the Council which I believe is Jill. I'm sorry with first names.

Jill McLewis.

Of course, I apologize. Are the third option is to not create either and asked staff to report the Council with recommendations for approval. That's the item tonight and am looking forward to some direction.

Thank you very much. Councilmember --?
Has anybody expressed an interest in being on the ad hoc committee for the project.

Not to me directly.

Any other questions of staff?
Councilmember Lewis was interested in the topic. I talked briefly before she went on vacation.

Okay. Questions. You spoke with councilmember McLewis. Was the community center ad hoc, did the topic come up in the conversation?
It did not. We discussed the franchise.

It sounds like, the fact that it didn't come up was not necessarily an indication she wasn't interested. It wasn't a subject that was discussed?
Correct. The only thing she discussed and reached out to me was the garbage franchise. It would make sense to have a liaison who was the liaison as part of the committee.

My questions are really about the nature of the commitments. It sounds like the obligation and ad hoc proposed would last no longer than one year. Is that correct? Limited time until June 30 of 2025.

Approximately. Do you have an expectation? About when the meeting might be occurring? Is it something that'll happen right away? What is your thoughts.

We can be flexible. Capital improvement plan was the replacement of some flood damage repairs required by the fire department to keep the community center able to operate their facility. And the goal, my public works goal for December is to get those repairs and initiated and taking place. That'll be my first goal. We can start the conversation so I can gather data.

Make sure there is a handoff of information before I break service with the city. Tony --, the current contract engineering service provider, is extremely knowledgeable and she put a lot of work into a lot of the studies that went into it. Initially, we need to gather data all in one place provided to the ad hoc committee. That'll be a good starting point to develop what the group would consider for future plans.

Sounds like the work of the ad hoc is not going, you don't expected to begin in the immediate future. Again a month or two from now after you collect the data? Is this what I'm hearing?
I would say in about a month. The first meeting. We put the data together to educate the ad hoc committee members. Maybe September. Late September. Any other questions? Any interest from other councilmembers?
I would. My comments in the future have been taken is negative. And not supporting the entity. I want to be clear that is not the reason behind my comments. My comments are on the fact I want all nonprofits to be sustainable my ongoing concern is the fact that I don't think it is given the current location. I'd be more than happy to sit on the ad hoc and discuss where it could actually be relocated. Or, why there is a strong argument for its continued to remain where it is physically located now.

Thank you, vice Mayor --. Councilmember --? For is it possible to appoint councilmember McLewis onto the ad hoc without her accepting that? You know? Or mentioning that beforehand? Can she back out of it if we appoint her? She is the liaison to the community center. We have one councilmember saying he is interested in the ad hoc. What do we do with that?
Mayor?
You have two options. One option is to appoint if the councilmembers are here and they want to points, that is an option. Another option is to --. You can bring it back for second person to be on the committee.

Those are the two options. Yes Dante Del Prete a?
Can we offer an alternate? If councilmember McLewis was not interested, would councilmember be willing to do an alternate if McLewis is not interested? Excellent choice. Is this an option? To it's nice to set up this decision tonight so there would be an opportunity for somebody else to step in. My concern in not including, we haven't got to that point. Is it an option procedurally?
It is an option. I only concern is you have to know -- you have a councilmember absence and I don't know what the will of the member is. Or on the committee. I go back to my two comments.

When is the earliest? The earliest we could address it is in September. Is this correct? There's no timeframe on it.

No. I would like to get it started so I can substantially hand over my information before a break service with the city.

My recommendation is go ahead and open it up for public comment but I defer to another meeting since there is concern about who to appointed and we do have two opposites.

Another councilmember we don't know as well.

Any other questions before we go out to public comment? Okay, public comment please.

Public comment on the creation of the ad hoc community if you want to make a comment can you and yourself, please?
Yes I can. I don't see the timing.

Can you see the timer?
Yes I can. I want to remind the Council and the public that a lot of what the conversation is revolving around was about allocation of funds primarily flood mitigation funds that were issued through FEMA to our city. Five years ago to be making repairs on the community center. I really hope in the future when we have this type of directed funding coming from the federal government for the sole purpose of repairing flood damage that we can actually perform those tasks and repairs in a timely manner rather than waiting 5+ years to perform that once a fire inspection deems that is what is needed. There is plenty of damage that happened it was as a result of the flood and it's not clear to me the funds were allocated appropriately to do the repairs that were needed. That's a big part of the conversation where we are at today where we are in a situation where we wonder whether or not the future of the community center is. A lot of it comes down to the management of that community center and the actual funding structure in place for that building. Thank you.

Thank you Kyle for your public comment. Seeing a man, can you and yourself, please? Seeing nine, can you unmute yourself, please? Thank you, Linda, your turn for public comments.

I hope you are thinking about running for, God knows we need responsible people on the Council. Aside from that, thinking of the ad hoc committees and liaisons. Before the night is out, I suggest that we could use an ad hoc committee to find out what happened to the millions of dollars thrown to the RV village and generosity. To find out as you know, the mayor liaison was a disaster and continues to be a disaster. Half of our police forests, time is spent dealing with homeless people. There are people that still, on the West County trail harass and vandalize people's homes and cars from the RV village. And prospective residents.

I'm sorry, I have to interrupt you. The item we consider at the moment is the creation of an ad hoc for the Sebastopol community cultural center. If you can share your opinion on that topic, that'll be great.

Anyway, the ad hoc committee with the community, cultural center has with what I was talking about is a lack of public comments. And interaction. I'm suggesting about the cultural center the public side opened up to public. We have more share of our town and architects and environmentalists and smart people and so on and so forth. Any of whom I'm sure would be more than happy to freely give inputs on this and many others.

You have about 10 seconds.

I wanted to get into that about the impact of the ill advised RV.

Linda, that is two minutes. Thank you for your comment. Next speaker was Robert. Robert, please unmute yourself, please.

Can you hear me?
I can. Can you see the timer?
I can.

Go ahead please.

I urge you to make a decision tonight. Every time you do this and you take 25 and 30 minutes of time talking about it. In September he went back into spend another 25 or 30 minutes talking about it because councilmembers McLewis would not of heard this discussion. You'll have another public comments. I burns up time and time is your enemy. I got a list of about 25 urgent items issues that should be addressed by the Council and by the city. You put it often and it was an opportunity to address the importance of September.

Make a decision if it turns out the councilmember doesn't really like the idea, you can reconsider at a future time and a new appointment. You have one councilmember pointed and have Lewis be the liaison anyway. She can keep an eye on it. There's other ways. Make a decision tonight enchanted if you have to, thanks.

Thank you for your public comment. I will come back to the chambers. Seeing nine, I will go out to zoom. If anybody was to make a comment, raise your hand ritually. Public comment is closed.

Thank you very much. We are back at the counsel table.

Those thoughts occurred to me in the last public comment. It made me think I needed to express it because a lot of time and effort goes into putting the agenda together. I sat on the agenda with staff and we discussed it. We put out advanced agendas. I missed one since the time I became elected. But I do know what is coming down the pipeline. I know at least for sure what is coming up for the next counsel. If you will be gone, send an email. Especially when things are coming up for ad hoc's. It doesn't take that much time to say high. I like to be on the ad hoc and I'm interested in having a beer Council liaison type of run committee. I happen to be that. And I'm happy to do all that work. Solely on behalf of myself. I do hear the member of the public. Because I know people will vote on the minutes of the meeting. And I'm assuming they will come fully knowledgeable. Having reviewed the tapes so that if we decide not to move ahead tonight we will not have another full-blown discussion. When we have to discuss this if we have to discuss it at another Council meeting.

Thank you very much. Councilmember Maurer?
I was appreciating comments about making a decision tonight because after our discussion I was thinking it may be best to defer it. But in light of the time it takes to create the agenda, talking about it. It may be good. I want to ask if she wants to reiterate what she saw as those two options again
if they want to be on the committee creating the two members are in attendance and you can create an ad hoc committee and appoint the Council liaison and one other councilmember is the ad hoc committee.

So the two options would be, pick from the three. To create the ad hoc committee.

Appointing the Council in attendance tonight. If you want to point the Council liaison is the second member.

Okay. I will ask the question. Of councilmember Maurer. Are you interested in being on the ad hoc of the community?
I do not.

Given my term as ending on December 3, I might not be the best candidate for this assignment. I think my proposal is that we as a city Council tonight appoints vice Mayor Zalman and councilmember McLewis with the understanding she declines then we request the agenda setting committee bring the item back to the city Council on September 3. This atomic and acceptable -- that's a motion. We have a motion and a second. Mayor, is that one of the options?
That's an option once adopted. I will send an email out clarifying to the councilmember not in attendance that was appointed if you want to remain. If not we bring an item back for a second councilmember appointment not to conduct a full-blown agenda item.

I express my willingness to serve on this ad hoc for the duration of my term. I'm willing to step in if necessary that the topic can bring up an address in September 3 necessary. Dante Del Prete, I want to check if it's an acceptable resolution for you.

Absolutely.

Gray. We are ready for a bow.

So moved and seconded. Approve the creation of the ad hoc committee appointed vice Mayor Zollman and McLewis to the committee.
[ Roll being called ] Motion passes 3-2 with councilmembers Zollman , Meyer and Rich --.

We now are on item 13. Which is brought to the counsel by the agenda review committee. Is a direct the city attorney once on board. We now appointed him. To review current city council policy for counsel protocols and return with recommendations for city council

protocol. Also it's create an ad hoc committee. And appoint to councilmembers as the staff report details to oversee the effort to bring the modified city council protocol. Back to the Council for consideration. Who was the appropriate person to present the item? I am more than happy to present the item.

I will turn to vice Mayor Zollman.

Thank you. Yes. I can say as a relatively new elected trying to find my way through the process. Protocols are helpful. I know we have some from my estimation in order to help alleviate stress and anxiety and time debating what has happened in the past and what may have been prior precedent. It's kind of helpful. For new people trying to navigate things.

Revisiting what we have in writing and trying to work with our new attorney to examine what other jurisdictions have used successfully working with our staff with two appointed once of us whichever ones of us get appointed to this. It would be helpful. To sort of streamline the process. If we have questions we can get referred back to a paragraph and protocol and at least use it as a jumping off. It's not can answer everything that we have a jumping off point. I am excited and I hope my other colleagues will be similarly excited and there's a vote at least.

We would jump in and create something magical and use it for things moving forward in the future. Those are my comments, Mayor.

Thank you, vice Mayor.

Could this task be taken up by the agenda review committee? Rather than starting a whole other ad hoc committee? For example, you could attack on half an hour at U.N. meetings to discuss these things. And once the mayor has, since I'm guessing you're both wanting this position, is that correct?
Vice Mayor Zollman?
I love to figure out the navigation things.

To answer your question, yes, I'd be happy to be on ad hoc.

I'm wondering if you could be folded into the work of the agenda review committee. When you leave, the next person is vice mayor and mayor can take up the work and keep going rather than starting any ad hoc.

Interesting organizational scheduling idea. It sounds like, yes. We are still in the question and answer series. The question councilmember Maurer proposed. This might be a task that could simply be assigned to the agenda setting committee. This seems like not workable but I'm going to turn to staff to get the question answered.

It's not workable because the review committee has to assign set of tasks they do in the policy states what it is and is to review the agenda items not to review protocols and policies and's like that. The two members could to and I still recommend creating the ad hoc committee to be specific. It would not fall under their duties.

She suggested and I scheduling solution. Councilmember Maurer, that you get your question answered?
I had another question. Is an estimated cost for the legal review? And how many items or will it come back at a difference time? What are you proposing with this item? We agreed to create a committee and it comes back for what they can or cannot do? Is it is a carte blanche for whatever you want to do and you do it?
I recommend what the president has with committees. We create a committee and we would define the tasks are if there are any financial considerations that need to be addressed, we bring it back for Council approval of the task similar to what we did with the fire ad hoc committee agenda review. That of the America mentation. Create the committee and appoint the councilmembers. We work with the attorney to determine what the cost might be. It'd be billed and general counsel. We do it at the lower rate. I will say staff will probably be providing a lot of templates so we won't be reinventing the wheel so it helps to reduce the cost.

Councilmember Maurer, did it answer your question?
App. The initial task for the ad hoc committee would be to figure out the -- to propose the breath of their assigned tasks. The duration for the ad hoc committee. And bring to counsel.

As well as any information regarding what the impact might be on stuff time.

Correct.

Any other questions here?
I had questions but they were covered by councilmember Maurer's question. It was really about the time and how long it would last. Looks like in the staff report there's a suggestion that options come back to counsel by November. Is it correct and that I read it correctly? That was correct. If we create the committee, we want to discuss timelines to bring policies back sooner rather than later. It could be going on as there is time. If funding is available to create additional policies. I believe really quick. There are some key policies we should be doing within the first couple of minutes right now. Agenda management is one of them.

Thank you for bringing it up. That is something I would like to see. Bring back what we can before the mayor's term ends. I want to bring in her expertise. Having served on the Council and many capacity. I don't want to miss that. Expertise. An experience trying to navigate whenever possible use. There's a way to move the timeline forward to try to get something back to counsel. With her experience. By whatever. Their turnover date of the councilmember. They anticipated a full counsel handbook. If we create the committee tonight we reviewed the task of this committee and we may put in the timelines within the first couple of minutes. We will bring back X, Y, and Z policies for the Council review. With the key ones. We need to revise or create and bring those back as we, maybe, one or two of each Council meetings. And then, once we keep going through and so we have a council candidate. Not Canada, sorry, nomination period right now. Counsel handbook containing all the policies and when. The timeline would be what are the key is and when we bring it back to city councils.

I would love a counsel handbook. I would've really lifted.

Me too. Thank you.

When the timing, do you think, the question for you Mary Gourley. Do you think it's appropriate and reasonable for this counsel to direct that this ad hoc assuming it is created, bring back an initial report to the full city.

I think it is doable.

Assuming his schedule is okay with that. The task in the timeline, bringing it back for open discussion of the Council meeting. And start on either the amendment or creation of the new policy for the counsel handbook.

That the only question I have. Not seeing any others. Can he handle the public comment? This is public comment for the discussion of the creation of the review of the city protocol.

Creation of policies for the counsel handbook. Can you unmute yourself please? Yes I can.

Can you go through the public comment?
Sure. The agenda item makes reference to the overall counsel protocols. Is a generated list the list specifics. Absent from the list of public comment. Over the last three years I watch the counsel radically erode the opportunity for public comment. A few years ago, public comment was three minutes. It was not restricted in the amount of time and the number participants that can get public comment. That's been eroded continuously over the last few years by counsel. Access to zoom. Participation in zoom had greater restrictions over the years. Agenda review no longer accessible to resume. It's my hope is part of the prioritization the public comment protocols around public comment could also be looked at. The last thing I will mention here is I want to be clear these are eroding a public comment. These are creating additional burdens. If there is a point of order I could not make, I could not make the

order through Zoom. It's not clear to me that we are in compliance with the ability for me to call out a point of order in the meeting as a member of the public in the meeting. As a result of restrictions placed on zoom. Thank you.

Thank you for your public comment. Seeing nine we will go back out to zoom. Can you unmute yourself please? Can you see the timer? For I can. To okay. This is described as a project. Two updates documentation for how you operate. It's not really legal problem. I'm not sure a lawyer is the obvious first choice to do this type of a project. It does sound from the discussion like Mary has a plan to fill a lot of the crutch work. Detailed work to cut down the cost. You'll spend $350 an hour for an attorney to work on something like this. I'm not sure that is the best use of your money. Their consultants that'll do it for less. Second thought is for your consideration and pondering as you go along. This is your first use of the city attorney. Unique arrangement you have and that he charges you by the hour for the services he or his staff provide to you. When you make a decision like this to use the city attorney given the scope is undetermined, would it be a good thing for city staff to come back and come to you with this staff report saying how about we talk to the attorney and they said it'll take this many hours in this much money that the city Council say it seems like a lot of money or say that's fine but let's put a limit on it when we direct the city attorney to do something that is large like this and undefined the you actually set a limit and this is the number of hours we are willing to spend and there's a budget and make all work with it. It's something to ponder as think about how you work with the city attorney under the building arrangement you agree to. Thank you.

Thank you for your public comment. I will come back to zoom and seeing the man I will go back out to zoom. Linda, can you and you yourself please? Go ahead with the public comment please.

Thank God we have members like the previous two speakers to speak up. What they are doing talking about. On the erosion of public comment that is exactly right. There is a time not to long ago when Patrick Slater was mayor. They answered each question as they could and mostly they did it right there on the spot. During public comment. Every question raised was answered Patrick if somebody else did not know the question. Somebody else would find it and it would be addressed during the Council meetings. Responsible and wishes with disdain and contempt. That's the result we are not heard and do not participate fully because were not allowed to. The thing about putting it out to a lawyer. I don't think it is necessary.

Why don't we have Don take a look at it. I trust his sensibilities better than a lawyer. It'll probably be a lot less. I don't think this article for the procedures necessary. Again, out-oftown lawyers that don't know their character. For Linda, you have 15 seconds.

That's about it. We never ever get around to the emails that are sent in. You know? Listed.

On the agenda. I have no idea. My rights are also being violated. On the zoom thing, too. And lacking a computer, don't have access. For the councilmembers -- thank you.

Thank you for your public comment. Next speaker is all over. Can you unmute? Go ahead with the public comment, please.

Hi. For the earlier comments. One of the things in the corporate world you immediately ask for an RFP on it. An estimated time it'll take to execute this and what deliverables will be.

The city is short of money. The consultant is happy to do it. Much more familiar. The city of Sebastopol. And a brand-new lawyer. One of the best things that has happened as a sort of thing associated with --. That was clear what the citizens wanted. Number one number two and number three priorities. That's valuable to think in a counsel handbook. Basically surveys with the small populations to get the more engaged. To act on the majority of citizens would like to see happening. We all know number one on the list was law and order in the last survey. That'll be a really good way of constructing some sort of guidebook. Particularly for new counselors. I've never seen vice Mayor of the Council meeting and heard him comment

or anything. Suddenly he was elected presumably. A whole bunch of new counselors coming in who will be controlled by the shadow government. Having some sort of counsel handbook for those people might stop some of the cilia projects that tend to get pushed. Thank you.

Thank you for your public comment. Seeing nine I will come back out to zoom if you want to make a public comment on the declaration of the Council ad hoc committee to review the Council protocol creation of a counsel handbook. Seeing nine, public comment is closed.

Have to push back on the character attacks we occasionally hear from members of the public. Where I am the target. I'm not shooting the public or anybody else with disdain. I'm not irresponsible. I take this job really seriously. And I put a lot of time and focus and consideration into it. And I listen carefully to every single individual who makes public comments whether by email or otherwise. I have to push back on any sort of accusation about a shadow government. I am unclear on what the reference was and what the reference was to Stephen Zollman. It's dedicated individual as are all the councilmembers and all five of us.

Looking at the question of whether a lawyer is needed. This is an effort that staff is recommending be direct it to a large extent by the city attorney. From what we heard from staff and councilmembers we want to make sure we do it right. And the Council and staff will be vigilant about any attorney expenses. I see Mary Gourley nodding her head up and down and we know that some woman who keeps her eye on the details. Those are general comments looking at the councilmembers. What we have is a request to appoint an ad hoc committee to work with the city attorney. And with staff to bring forward this counsel.

Proposals for policies and procedures and protocols. Any comments and suggestions for my fellow councilmembers?
My biggest concern is the cost. We have no estimates for how much it'll cost and no estimates for how many hours this'll take. I want to remind my councilmembers. The city declared a fiscal emergency. I want to be responsible with the money that we have. And I understand there are needs for clarity and updating with some of the protocols. But the idea of updating all of them. It's overwhelming to me to think we will do it with a legal review and how much it'll cost. One of the comments are suggested that we bring it back and set a budget for its. And set a limit on it. I would support it. It's difficult to support it because at this point it feels like a huge amorphous project that could cost who knows. $100,000. I'm not willing to commit to that right now. But I do know both of you have good positive energy for it. It is something that needs to be done and I would love to have had a handbook. I wonder if there's a way to do it so it is very clear. How much it has cost. And set a financial limit on it. If we can do it tonight, I'd be willing to support it. I can't support this kind of blank check.

Mary Gourley?
What I would recommend. What I stated earlier. If the Council is willing to create an ad hoc committee create the community tonight to appoint the team members. Come up with a task list scope of the priorities are as far as the key amendments need to be in key policies that need to be created. Bring back a budget as to what, once we get with the city attorney. How many hours we think that might be. And we can improve it in sections if we needed to do that. I recommend at least creating the ad hoc committee tonight returning with the task and a budget. So we do have an open discussion at a Council meeting as far as how much would it cost to do these five. Recommended topics for the policy and how much it'll cost us. Is it helpful and we bring it back for full transparency to the public. These are the top five. The city attorney knowing the staff will do a lot of the footwork in the background.

I support the idea of creating handbook. That will be created for this year's election but perhaps in two years. It may be helpful to have it ready by then. Looked at the long-term projects rather than a short-term project. But yes, I would agree with that.

All right. Bison's omen? Or comments? Okay. Any additional comments from staff? City manager?

I am glad you have given it as much thought and consideration as you are. There is definitely room to get better as an organization. To understand and appreciate the concern about the costs. I do believe we will find a way to keep it manageable.

Now that you run public works, you won't have any time for it. I'm sorry. Okay. I'm going to make a motion that we create an ad hoc to, Mary Gourley will have to help me with the wording. Or councilmember Maurer, who turns out to be an excellent wordsmith. We created an ad hoc to review and bring back for recommendation to the full city Council. A policy for procedures and protocol. And the ad hoc coordinates city attorney that we authorize the city attorney to be involved. And also the staff will be involved. That the very first task of the ad hoc be to bring back to counsel at the second meeting in September.

Detailed outlines providing the exact tasks. A cost proposal that the Council can consider and a timeline. The councilmembers that I capture. The motion. Mary Gourley, did I miss anything?
That'll be my motion. Go ahead. The vice Mayor's omen and I be appointed to the -- vice Mayor Zollman and I be appointed to the ad hoc.

Did I get it? Okay.

I need a second.

Second.

Councilmember Maurer, are you okay with the plan? Rollcall votes? Mary Gourley? For moved by Mayor Rich and seconded by Zollman to improve the creation of an ad hoc committee to work with the attorney and staff on the city Council policy. Counsel protocols.

For the committee to return to the city council of the second meeting in September with a detailed outline of tasks and budget and timeline. Councilmember Maurer? The motion passes 3-2 with councilmember Maurer, Rich and -- affirmative and -- and McLewis Epson.

We have additional public comment for items not on the agenda. After that we have the city council and staff reports. And I will reference for the community. That there is a departmental report that is part of the Council packet. Please, the second public comment opportunity. Mary Gourley.

The additional public comment period for the comments of the speakers were not able to speak at the earlier public comment. This is your opportunity to make a public comment. I will go to Chambers first. Seeing none, I will go out to zoom if there's anybody who did not speak of the first comment and wants to make a comment now. Seeing none, there is no public comment.

Thank you very much, Mary Gourley. We are now at city council city staff reports communications announcements and future meetings. I think all of us are really interested in the departmental report that the city manager has facilitated so quickly for us. I turned to the city manager.

Thanks to department heads for collaboration putting together these reports. The format I think works for all of us and hopefully for you. We hope we are hitting the market expectations that you're looking for in terms of level of detail. Accessibility and language we can understand if you are not familiar with what the city does try to keep it to one page. Per department for accessibility and conciseness. We are interested in your feedback on the content and structure of these reports as we go through. You normally get them at the second meeting of the month we are accelerating for this month because there is no second meeting.

That allows us to put together the data for each month on a regular basis for you. I will tell you. The considerable amount of work reflected in these reports and yet, perhaps most of what we do is not reflected in here because this is focused on projects and initiatives and not focused on the day-to-day work. That does show up at some of the data. But I think you are -- your interest is most projects and initiatives. That's correct, great if not. Two pieces of data

that did stand out. Response on 911 suggest they respond every three hours during a nine one call. On fire they respond to a rescue emergency call once every eight hours. That is a fairly striking data. With that, I'm happy to answer any questions you might have. I have one other announcement I want to make the let me stop at this point for a moment.

Questions from councilmembers?
The comments. Thank you and think all the department heads for the report. It's really helpful.

You're welcome.

I think we need to be sensitive to the amount of time these reports will take. We talk about staff time and allocating staff time. It took substantial staff time and probably more I would think you are creating a framework. Can you give us any sense and we appreciate it to make sure we are aware about how much staff time we expect will be needed to prepare these? After they have been through it once or twice. It's a good question and we permeate the department meeting and I will ask them definitely more time. Figure out the format and all of that. This one is not a good example. To take whatever we have from this time.

Okay. And my comment would be. I really like the format. I like the monthly statistics piece.

I think it is important to have numbers in front of us. And I also like just focus on noteworthy information. I think it is accessible. I'm hoping we will get some comments from the public to get them paid back. And hopefully we will by email, too. Allowing apartment heads to define what is noteworthy. What with the public appreciate. They found that for mother helpful.

I found that format helpful. We did hear from the public that they wanted something in Rowdy -- in writing. Having it in writing. Are all departments represented in the packet? I believe so. Planning is behind because of transitions we had. In planning/community development. I know we had a report but I don't think it's quite as current as the others, suspect not.

I do see it there. I really appreciate what it looks like, a goal to have each report be no longer than one page. I really appreciated that. Thank you very much and I think we need to go out to public comment on this item don't we?
For those who don't know. The police chief announced his retirement, Ron Nelson, effective October 26. Those who haven't heard, I want to share it and make sure folks know about it.

Two any questions about that? Councilmember Maurer?
I did not know we went out to public comment for staff reports.

We don't.

It's my understanding these report outs. Like counsel the report outs.

Thank you very much councilmember Maurer. Any discussion on this item? If not we will go to the next item on the agenda. If I can only find it. Which I believe is the city council reports. So I will turn to our fellow city councilmembers and ask whether either of you wants to make a comment? Vice Mayor? Go ahead?
I'm not sure when we last reported out but I haven't had that many meetings. Anyway.

Haven't had that many meetings for the last month. I did go to a movie screening calls braver angels. It was held in Winter Park and that's the name of the group. They do the work to bring together Democrats and Republicans in terms of can we communicate with each other? We watched the movie and had a discussion. I did have the book on this and I read the book on it.

It was nice to be able to go to the movie. Red is Republican and blues Democrat. I mean magenta. I am neither one. I'm a registered Democrat but I can see that I am more of a magenta. Anyway. We received a couple of emails from the public. Pretty angry emails. To the public. From, I guess, Republicans? I met with two sets of people. Two of them where my neighbors actually. I wanted to make sense connect with them. And the other two people were businessperson downtown and the doctor downtown. Both sets of people were quite adamant about the taxes and water rates. About things I been reading about in the paper. They

just were upset. I invited them to sit down with me and have a couple coffee. And met at Starbucks North. We had good conversation. It's really helpful to explain things to people.

Because I think people only get like small bits of information. They don't really have the full picture about what is going on. Giving them some more background in explaining things I think that really helps with my meeting with both of them. Especially with my neighbors.

But, also, to just listen and to hear their perspectives? I thought it was really enriching for me to have that experience. That's what I want to report on.

Thank you very much. I have the comments. That's a brilliant way to connect people. As a councilmember. Make yourself available to hear other voices. Taking a lesson from listening to you. All
education is always helpful. Right after the last meeting, continuing to reach out to make sure that the library ad hoc. Which is always going to be coming up on the second Monday of every month. And we are expanding out to include map your neighborhood. And skip. We had a great conversation to try to figure out how that movement. And collective thought about expanding the community hub. This embraces the library, could embrace emergency protections. Emergency preparedness. That was a great discussion. I know the city manager encourages us, on the regional board to bring something back the benefits the community. I took a note from that. So? I am on the claim power board. There was lots of discussions about how it needs to be transcribed -- transferable to community members. There's a lot of communication in the past about Evergreen what we derive. How it impacts your bills. As a result of all of that. The CEO of the clean power will be the senior center. We picked the senior center because of all the issues. About the bills. September 5 at 12:00. Please mark it on your calendar because you can come. And ask about your individual bills and how NoMa clean power can help you. It'll talk the city building. All of it. The senior center is one of the city properties. What can they do to bring down city rates? That'll be a very interesting discussion. There you have it. They finished their needs assessments. It's interesting to see how this translates to meeting the need of individual cities and citizens of respected cities.

Getting into the need assessments. The County planning care counsel. They are rubbing their eyes up and very -- they wrap it up and very interesting processes. The acts the nonprofit providers themselves. Attended the Board of Supervisors measure of discussions. Which enlightened me because stated. Future agenda item. What they can take down from the county to help citizens here. They understand the fact we are not all blue she here. As as a result, we need more firmer -- we are not all blue she -- they did a direct survey to make sure she is capturing data. To not have us appear that we are all --. A lot of people fall between and in gaps that are not being reflected that all the nonprofits need to capture in order to get adequate grants. Those are the shots.

Thank you very much. Super interesting. I worked on the argument in favor of --. The sales tax measure the city Council unanimously supported. Add the city clerk, Mary Gurley, who submitted the argument in favor to the registrar of voters. That was an interesting collaborative process. I think the city manager -- I thank the city manager for participating. It is a fabulous show closing on the 10th and encourage everybody to go. I number on the Council attended the Sonoma County fair. Nisa Hinton was on the board. We participated in there. I have to say that I sadly had to leave before the director was hitting the race track in their upside down clown costumes. To race on the racetrack. I hear that may have been rescheduled? I may have the opportunity to see that. The public may also have that opportunity. It was interesting to see all the electorates and political people and leaders that attended the directors lunch that are involved in the fair board. I have been in touch with trash Atlantis sharing that piece of information. An event that echoes the trash and fashion.

Windsor event. The zero waste working group yesterday. We act Windsor. They came up supporting the trash Atlantis event. And reintroducing ourselves to restaurants to help their

efforts in zero waste. The EIF the process. Moving forward. We had a meeting on the city side with the consultant. There is additional meetings coming up. In order to address the projects and the boundaries of the EIF the. The process is moving forward. Vice Mayor Zollman, did you have anything else to add?
Is moving along. It's helping to draft an email that I don't think has been sent out to all the councilmembers. In preparation for an upcoming Council report out. That'll help provide education before we actually have a council discussion on it.

That item I think the EIFD will likely come back in September for full report? On the September 3 meeting.

Okay, got it. I continue to meet with me your neighbor and they do radio, education projects, and in the town. And are continuing to prepare our community for emergency situations.

That's my report out. And?
I just like to second for the reverberation show. It's really fabulous. For the rest of this week.

It's closing soon.

Can I interject? I want to let the public know it's on the website as well. We received -- there is three persons that polled looks and paperwork for the city Council candidate. One has filed a deadline this Friday. August 9. For those that polled PaperWorks and who want to pull paperwork. Unless it is expensive -- attended. It'll be extended to Wednesday, August 14 if not filed by the ninth.

Anybody out there interesting in running as a candidate for city council. Repeat once again I will not be pulling papers. I understand until Friday, the city clerk cannot as the elections official cannot efficiently extend to the Wednesday and encourage everybody, don't ways.

The deadline is extended to Wednesday because I'm not going to be pulling papers or filing.

Thank you to the system city manager and clerk with the two hats, Mary Gourley and the city manager with the one had -- the one hat with so much in it. Thank you to the councilmembers and I'm now going to consider this meeting adjourned. Thank you very much.

Recording stopped.
[Event Concluded]