CITY OF SEBASTOPOL CITY COUNCIL
AGENDA ITEM REPORT FOR MEETING OF: May 20 2025
=========================================================================================== To: Honorable Mayor and City Councilmembers
From: Acting City Manager Mary Gourley
Subject: Direction to Staff : City Council Goals and Priorities/Strategies; Action Plan; Estimated Budget. For projects with associated budget estimates not already included in the proposed FY 25 26 City Budget, it is recommended that the Council direct staff to forward these items to the Budget Committee for consideration in the upcoming fiscal year (FY) budget discussions, or provide alternative direction as appropriate. =========================================================================================== RECOMMENDATIONS:
Staff seeks direction from the City Council regarding the proposed action plans and associated budget estimates for the goals that received unanimous approval at the City Council meetings held on April 1 and April 15.
For projects with associated budget estimates that are not currently included in the proposed FY 2025–26 City Budget, staff recommends that the Council direct staff to forward these items to the Budget Committee for consideration as part of the upcoming fiscal year budget discussions. Alternatively, the Council may provide other direction as appropriate.
The purpose of this agenda item is to review and accept the proposed action plans. For items that do not yet have associated budget estimates, staff will continue to monitor and will provide updates to the Council as additional budget information becomes available.
It is anticipated that detailed agenda items related to the proposed matrix of action plans will be brought back to the Council for review and potential action throughout the upcoming fiscal year.
EXECUTIVE SUMMARY:
The City Council held a Goal Setting Workshop on April 1, 2025, to establish strategic goals that support effective governance and align with community priorities. The final report and recommended next steps were presented and received by the City Council at its April 15, 2025 meeting. These goals are intended to guide City priorities and resource allocations (funding and/or staff time) through June 30, 2026.
BACKGROUND:
At the goals workshop, the Council, through public participation, input from City Councilmembers, and input from staff, identified goals that staff is to review to determine if they are feasible to be completed by June 30, 2026.
The Council established six goals:
• Community Vitality
• Public Safety
• Infrastructure
• High Performance Organization
• Long Term Financial Stability
• Economic Development
Agenda Item Number: 5
Agenda Item Number: 5
City Council Meeting Packet for Meeting of: May 20, 2025
The Council identified specific strategies and projects to support the achievement of each goal, as outlined in the attached matrix. Some strategies and projects reflect ongoing practices—such as providing quarterly financial reports and enhancing emergency management capacity—while most represent new initiatives.
At the April 15, 2025, City Council Meeting, the Council received a report outlining the next steps staff would undertake to prepare this item for return at the May 20, 2025, Council Meeting as listed below:
1. Eliminate projects from the matrix that did not receive a unanimous vote.
2. Add projects recommended by staff that are not included on the matrix but were on the approved goals from September 2024 council meeting.
3. Develop cost estimates for projects with potential budget implications, and to the extent possible include them as items for the Council’s consideration in the FY 25-26 budget. This will focus on items receiving unanimous Council support.
4. Estimate levels of staff time required for projects, focusing on those receiving unanimous Council support.
5. Develop an action plan for Council consideration, which may be completed in phases. The action plan will reflect direction provided by Council, staff recommendation, and budget and staff resources required for each project, In some cases, projects with less Council support may be recommended for action over other projects based on resources available.
DISCUSSION:
The City Council is responsible for setting the overarching vision for the City, adopting guiding principles and goals that reflect community values and priorities. These goals provide a framework for decision-making across all levels of City government and help ensure alignment in policies and initiatives.
Through a structured goal-setting process held in April 2025, the Council established a unified direction for the City's future, building consensus around key projects and policy priorities that impact residents, businesses, and the broader community.
City management plays a critical role in implementing this vision. Guided by the Council’s established goals and principles, City Management sets operational priorities, directs departmental work activities, and proposes allocations for both staffing and financial resources to support the City’s strategic objectives.
Staff has prepared and attached a detailed matrix outlining the goals, priorities, and strategies that received unanimous support from the City Council as well as those items approved in September 2024 (items highlighted in blue in the attached matrix). For each item, staff has developed an action plan and, where possible, proposed budgets based on available cost estimates. Several initiatives have already been incorporated into the upcoming fiscal year (FY) budget. However, some projects will require additional staff analysis and development before budget proposals can be finalized for future consideration.
It is recommended that, for those projects with identified budget requirements not yet included in the proposed FY 25 26 budget, the Council direct staff to refer these items to the Budget Committee for inclusion in the upcoming FY budget discussions.
Staff Analysis:
The attached table Attachment 1) provides a summary of each goal and its corresponding action plan, along with an indication of whether the item is proposed for inclusion in the FY 2025–26 Budget. A more detailed matrix (Attachment 2) with additional information on the work plan is also attached.
Agenda Item Number: 5
Agenda Item Number: 5
City Council Meeting Packet for Meeting of: May 20, 2025
COMMUNITY OUTREACH:
This item has been noticed in accordance with the Ralph M. Brown Act and was available for public viewing and review at least 72 hours prior to schedule meeting date. The City has also used social media to promote and advertise the City Council Meeting Agenda Items.
As of the writing of this staff report, the City has not received any public comment. However, if staff receives public comment from interested parties following the publication and distribution of this staff report such comments will be provided to the City Council as supplemental materials before or at the meeting.
FISCAL IMPACT: Please see matrix below for estimated budgets allocated in the FY 25 26 Proposed General Fund and CIP budget. Total funding allocated for the upcoming FY 252 6 Budget is $1,236,994.
Goal
Number
Strategy/Project
Number
Action Plan
Description FY25-26
Proposed
Budget Amount
Account Number
1 4 Clean up of Graffiti 550 100-41-03-4330
2 2 Pursue no additional costs and or low cost
solutions to homelessness
40,000 100-32-02-4210
2 3 Revisit Infrastructure for back up of City
emergency systems
20,000 103
2 3 Revisit Infrastructure for back up of City
emergency systems
150,000 103-32-02-4999
2 4 Emergency Preparedness/Management 40,000 100-32-02-4210 2 4 Emergency Preparedness/Management 10,000 100-22-02-4210 3 1 Caltrans Grant/Staff time reimbursement 24,444
3 2 Potholes/Street Resurfacing 500,000 200-41-03-4999
103-41-03-4999
241-41-03-4999
3 3 Wastewater Pipes/Infrastructure/Sewer
master plan
157,000 511-41-50-9902
3 10 ADA Walkway in Ives Park 180,000 202-41-03-4999
3 11 Water Master Plan 115,000 501-41-50-9902
Total 1,236,994
RESTATED RECOMMENDATION:
That the City Council accept the proposed action plans as provided; noting future agenda items related to the proposed matrix of action plans be brought back to the Council for review and potential action throughout the upcoming fiscal year; and
For projects with associated budget estimates that are not currently included in the proposed FY 2025–26 City Budget, staff recommends that the Council direct staff to forward these items to the Budget Committee for Agenda Item Number: 5
Agenda Item Number: 5
City Council Meeting Packet for Meeting of: May 20, 2025
consideration as part of the upcoming fiscal year budget discussions. Alternatively, the Council may provide other direction as appropriate.
CITY COUNCIL OPTIONS:
That the City Council not support the next steps as recommended and provide direction to staff.
ATTACHMENTS:
Summary of Goals
Detailed Goals Matrix/Action Plan
APPROVALS:
Department Head Approval: Approval Date: 5-11-2025
CEQA Determination (Planning): Approval Date: 5-15-2025 This action is exempt from the California Environmental Quality Act (CEQA) because it is not a project which has a potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment, pursuant to CEQA Guidelines.
Administrative Services (Financial): Approval Date: 5-15-2025 Costs authorized in City Approved Budget: ☐ Yes ☐ No N/A Account Code (f applicable)
City Attorney Approval Approval Date: 5-15-2025
City Manager Approval: Approval Date: 5-15-2025
Agenda Item Number: 5
Agenda Item Number: 5
City Council Meeting Packet for Meeting of: May 20, 2025
ONE YEAR GOALS THROUGH JUNE 30 2026 – UNANIMOUS VOTES
SUMMARY OF DETAILED MATRIX (ATTACHED)
GOAL 1 COMMUNITY VITALITY
Enhance Sebastopol as a great place to live that values community health and well-being. Preserve Sebastopol’s unique character.
ITEM IS PROPOSED WITHIN THE
FY 25 26 BUDGET
ITEM IS NOT WITHIN THE FY 25 26
BUDGET (Estimated Costs Listed Below if
Known)
Strategies/Priorities
1 Restore or repair labyrinth teen memorial Estimate $6,000 for boulders, plus 25 hours of PW staff labor.
2 Support community events with city sponsorship and reduction of fees N/A – Can be completed within staff time
3 Pomo and public art and updating city web site/land acknowledgement $3000 for art mural and staff time 4 Clean up of Graffiti Public Works currently spends
200 hours annually and $550 for
materials.. This item is currently
in the proposed budget; Fund
100-4103-4330
5 Festive Activities/Holiday Events Item is currently not budgeted and cost estimates cannot be established until
the type and scope of event is
determined.
6 Grant Writer Funding for position or contract is not
within the current proposed budget.
Last contract for Consultant was
$60,000
GOAL 2 PUBLIC SAFETY
Strengthen the public’s safety and improve the quality of life. Includes supporting our first responders (police, fire, public works), responding to emergencies, protecting people, property, and businesses, and engaging in emergency preparedness community outreach, public education and prevention activities.
ITEM IS PROPOSED WITHIN THE
FY 25 26 BUDGET
ITEM IS NOT WITHIN THE FY 25 26
BUDGET (Estimated Costs Listed Below if
Known)
Strategies/Priorities
1 Explore Ways to Address Homelessness $40,000 allocated in General Fund for WCCS contract
2 Pursue no additional costs and or low cost solutions to homelessness N/A - within staff time budget 3 Revisit Infrastructure for back up of City emergency systems $20,000 In FY 25-26 CIP funded in Fund 103; also FY 25 26
Agenda Item Number: 5
Agenda Item Number: 5
City Council Meeting Packet for Meeting of: May 20, 2025
ONE YEAR GOALS THROUGH JUNE 30 2026 – UNANIMOUS VOTES
SUMMARY OF DETAILED MATRIX (ATTACHED)
Budgeted Allocates $150,000
under Fund 103
4 Emergency Preparedness/Management FY 25 26 Budgeted Allocates $40,000 for EOC Assessment
and Plan and $10,000 in Building
Department Budget for Update
of Hazard Mitigation Plan
5 Community Emergency Response Team – County free offerings No cost for trainings SCNU requested:
Two 50-watt GMRS base stations $210 x
2 $420
Two AC/DC regulated power supplies
$140 x 2 $280
Two external mast-mounted antennas,
plus cable and fittings, estimated $2,000
Total $2,700
6 Coalition of Housing/Keep County or review non-profit/change lead agencies
Unknown if any costs to city at this time
7 Keeping drugs out of town /drug enforcement/needle exchange Foot patrols as part of normal staff time budget
GOAL 3 INFRASTRUCTURE
Maintaining High Quality Infrastructure, Facilities and Services includes repairing/replacing outdated city facilities, improving streets, stormwater and wastewater infrastructure
ITEM IS PROPOSED WITHIN THE
FY 25 26 BUDGET
ITEM IS NOT WITHIN THE FY 25 26
BUDGET (Estimated Costs Listed Below if
Known)
Strategies/Priorities
1 Caltrans grant – Sustainable transportation Main Street STG Planning Grant Local Match for staff time of
$27,622 to be paid from Traffic
Impact Fee Fund. FY24-25, local
match estimated expenses of
$3,178 which leaves $24,444 in
FY25-26
2 Potholes/Street Resurfacing $500,000 in CIP
3 Wastewater Pipes/Infrastructure/Sewer master plan $100,000 ; approved in Fiscal Year 2024-25 ; $157,000 in CIP
4 Storm Drain Plan – Removal of silt $200k for design/permitting, $2M for dredging work
Agenda Item Number: 5
Agenda Item Number: 5
City Council Meeting Packet for Meeting of: May 20, 2025
ONE YEAR GOALS THROUGH JUNE 30 2026 – UNANIMOUS VOTES
SUMMARY OF DETAILED MATRIX (ATTACHED)
5 CUSP Grant Application for Phase I of Naturalization of Calder Creek and Ives Park
Costs unknown at this time; waiting on
announcement of grant submittal
6 Implementation of Rotary Centennial Plan (with revisioning of ives park) Council review first
None to City; Donations from
Rotary
7 Well 4 (updates/funding) 0-$400,000 for design (unknown at this time/waiting results of negotiations with
litigant)
8 SCTCA Funding Plan Cycle/Bodega Ave Bike Lanes/SCTCA Funding Plan Cycle 2
Unknown at this time; Local match (min.
15%) required for Go Sonoma grants;
call for projects: Fall 2025.
9 EIFD Future costs unknown at this time -
Costs to be determined when item
returned to Council after County Board
of Supervisors holds their meeting on
EIFD fiscal analysis
10 ADA walk way in Ives Park $180,000 plus staff time to perform inspection in house – In
CIP Budget
11* - this
can be
combined
with item
3 above
Items below from September 2025 Approved Goals list: Water / Sewer Master Plan. City buildings
$115000 in CIP for Water Master
Plan
Other costs unknown for assessment of
city buildings
GOAL 4 HIGH PERFORMANCE ORGANIZATION ITEM IS PROPOSED WITHIN THE FY 25 26 BUDGET
ITEM IS NOT WITHIN THE FY 25 26
BUDGET (Estimated Costs Listed Below if
Known)
Strategies/Priorities
1 Achieving staffing/ Program targets that match best standards and efficiency/operational staffing efficiencies/baseline budgets/performance management
Budget not proposed at this time in the
upcoming budget; budget impacts will
be presented to Council upon proposed
implementation of recommendations;
ongoing
2 City Council Protocols and Procedures Handbook N/A – Can be completed within staff time
3 Management Review of Financial Practices Not budgeted/Not proposed for this FY/Request to be removed
Agenda Item Number: 5
Agenda Item Number: 5
City Council Meeting Packet for Meeting of: May 20, 2025
ONE YEAR GOALS THROUGH JUNE 30 2026 – UNANIMOUS VOTES
SUMMARY OF DETAILED MATRIX (ATTACHED)
4 RFP for HR Management No costs to conduct RFPs;
however responses could be
more than budgeted for FY 25
26; Recommend all RFPs be
considered for discussion in fall
2025
5 Avoid builder remedy N/A – Can be completed within
staff time
6 Housing Element Implementation/Association of Bay Area Government (ABAG) Priority Development Grant
N/A – Can be completed within
staff time/ABAG Grant
7 Evaluate Replacement of SMART Gov permitting system Not Budgeted; At this time, staff is not recommending the replacement of any
software.
8 Replace CIP Software Not Budgeted; At this time, staff is not recommending the replacement of any
software.
9 Restoring public trust N/A – Can be completed within
staff time
10 IT Audit (approved during earlier Council Meeting) Not Budgeted; waiting for results of RFP 11 Evaluation of Records Management System/This was a staff recommendation from the Sep 2025 Goals
Range from $80,000 - $100,000 initial
costs for software; yearly subscription;
Not Budgeted; At this time, staff is not
recommending this item.
12 Improve Public Communications N/A – Can be completed within staff time
13 Shared Services Would utilize savings from
vacant position to fund.
14 Cross Training of Administrative Staff/Actions from Class and Comp Study and Staffing Assessment
Recommended in proposed
budget for full time position in
building/planning with shared
services to city administration
$10,000 for scanning is not proposed in
the FY 25 26 budget
GOAL 5 LONG TERM FINANCIAL SUSTAINABILITY
Achieving Greater Fiscal Resilience and Long Term Fiscal Sustainability
ITEM IS PROPOSED WITHIN THE
FY 25 26 BUDGET
ITEM IS NOT WITHIN THE FY 25 26
BUDGET (Estimated Costs Listed Below if
Known)
Strategies/Priorities
1 Balanced Budget N/A – can be completed within
staff time budget
Agenda Item Number: 5
Agenda Item Number: 5
City Council Meeting Packet for Meeting of: May 20, 2025
ONE YEAR GOALS THROUGH JUNE 30 2026 – UNANIMOUS VOTES
SUMMARY OF DETAILED MATRIX (ATTACHED)
2 Quarterly Financial report/annual long term budget reductions N/A – can be completed within staff time budget
3 Measure U Priority Resolution reviewed during Budget Process N/A – can be completed within staff time budget
4 Publish Reports on Budget Illustrating Budget (Budget at a Glance) Not budgeted:
$5,000 for a 12-Pager
$7,000 for a 24-Pager
5 Diversify City Revenue base
6 Update Financial Policies/Ensure meets CIRA N/A – can be completed within staff time budget
7 Increasing Revenue Base
8 Update of Impact Fees and More Information Not budgeted: The cost range for an update is between $50K to $70K,
depending on various impact fees and
growth factors.
9 Grants from Regional Bodies N/A – can be completed within staff time budget
10 Review of Zoning Codes for streamlining of permitting Staff time and costs of zoning code changes allocated in FY 25
26 budget.
GOAL ECONOMIC DEVELOPMENT ITEM IS PROPOSED WITHIN THE
FY 25 26 BUDGET
ITEM IS NOT WITHIN THE FY 25 26
BUDGET (Estimated Costs Listed Below if
Known)
Strategies/Priorities
1 Growing Businesses Together
2 Presentation from new CDD on economic development/plans/strategy/ responsibility of who (what department) is keeping track of businesses?/ How we are working as part of economic development /working with broker who are working with people who are seeking spaces/how develop relationships
Unknown. City would need to issue an
RFP and get quotes for needed Econ.
Dev. Analytics.
3 Finalize Completion of Permitting for Barlow Hotel N/A – developer has opened a deposit account with the city
and reimburses the City for staff
time
TOTAL NUMBER OF ACTION PLANS TOTAL COSTS OF ITEMS IN THE PROPOSED FY 25 26 BUDGET Total Goals: 51 $1,236,994
Agenda Item Number: 5
Agenda Item Number: 5
City Council Meeting Packet for Meeting of: May 20, 2025
1 2
3 4
5 6
7 8
9 10
11 12
13 14
15 16
17 18
A B C D E F G H I J P
ONE YEAR GOALS THROUGH JUNE 30, 2026
GOAL 1
Title Number of Votes
1 Restore or repair labyrinth teen memorial ($5000) (since the goals meeting, discussions with PW indicates a figure of $6000/not $5000 as previously stated)
5 IS ITEM CURRENTLY BUDGETED
IN UPCOMING FY 25 26 CITY
BUDGET?
ACTION PLAN Status Timeline Department Responsible Constraints Potential Costs to City Budget
Level of Effort Additional Notes Item is currently not budgeted Not started Fall 2025 Public Works/Engineering Funding/Staff Time Estimate $6,000 for
boulders, plus 25 hours of
PW staff labor.
Medium Public Works staff will assist in moving benches and the sign.
Volunteers will set the labyrinth.
2 Support community events with city sponsorship and
reduction of fees
5 Status Timeline Department Responsible Constraints Potential Costs to City Budget
Level of Effort Additional Notes Budget- N/A/Within staff time Ongoing Ongoing Public Works/Engineering Staff time to review permit/fee waiver request/prepare agenda item
None other than loss of
revenues
Minimal
Waivers are reviewed by Council on a case by case basis at a City Council Meeting.
3 Pomo and public art and updating city web site/land
acknowledgement
5 Status Timeline Department Responsible Constraints Potential Costs to City Budget
Level of Effort Additional Notes Not proposed within the next FY budget
Ongoing - Agenda
Report in DRAFT Aug-25
City Administration/City
Attorney/ CDD to Monitor
Future projects
Research of Land Acknowledments
from other cities
$3000 for art mural and
City staff time
Medium
Once completed, recommend that Public Arts Committee be involved in any art work/projected related . Email sent to Tribe with language ; once comments received agenda item will return to Council. Once languge is adopted; CDD to Monitor as projects come to the City consistent with state law.
4 Clean up of Graffiti 5
Status Timeline Department Responsible Constraints Potential Costs to City Budget
Level of Effort Additional Notes
This item is currently in the
proposed budget; Fund 100-
4103-4330
On going N/A Public Works/Engineering Funding of Staff/materials for removal None
Redistribute staff
time./Other costs would
be staff time for
setting/attending
downtown walk with
businesses.
moderate
Downtown maintenance is a routine task for Public Work.
Providing additional services, as needed, will be scheduled. The Community Development Director and the Public Work Director will work with downtown businesses and the Chamber to discuss what is needed to beautify the downtown. Graffiti removal on private property is done by owner. For public spaces, Public Works currently spends 200 hours annually and $550 for materials. 5 Festive Activities/Holiday Events 5
ACTION PLAN
Collaboration with Pomo representatives.City staff to meet with Graton Rancheria tribal secretary Melissa Elgin (707) 566-2288, ext 115 and Marianne Rebullida, Executive Assistant for FIGR. 707-566-2288, ext. 111, [email protected] ; and Greg Sarris, Tribal Council Chairman: [email protected] and
Angela Hardin, Tribal Council Executive Assistant: [email protected]
ACTION PLAN
Clean up of Downtown
Staff to continue to review and process requests for waivers of fees; staff time; materials as the requests come in.
COMMUNITY VITALITY
Enhance Sebastopol as a great place to live that values community health and well-being. Preserve Sebastopol’s unique character.
Strategy/Project
UNANIMOUS SUPPORT
The work will consist of volunteers re-establishing the labyrinth and public works staff relocating benches and the sign, and public works ordering and paying for the large rocks/bolders.
ACTION PLAN
Agenda Item Number: 5 Agenda Item Number: 5
City Council Meeting Packet for Meeting of: May 20, 2025
1 A B C D E F G H I J P
ONE YEAR GOALS THROUGH JUNE 30, 2026
19 20
21 22
23 Status Timeline Department Responsible Constraints Potential Costs to City Budget
Level of Effort Additional Notes
Item is currently not budgeted
and cost estimates cannot be
established until the type and
scope of event is determined.
TBD Dec-25
Public Works and
Community Development
Staffing; potential funding depending
on scope
TBD pending specific
event scope and
programming discussion.
moderate to high
Public Works for set up/permitting as needed. Community Development involved as supportive of Economic Development (where a Econ. Dev. Strategy allows for participation). CDD and PW will work with the Chamber of Commerce, the Downtown Association, and schools to see how they can participate. Options for decorations will be reviewed.
6 Grant Writer 5
Status Timeline Department Responsible Constraints Potential Costs to City Budget
Level of Effort Additional Notes
Funding for position or contract
is not within the current
proposed budget
Calls have been
placed to Sonoma
State
As soon as
possible City Administration
Costs for RFP/Contract or costs for
hiring of grant writer
Last grant writer was
$60,000 Staff continues to apply for grants.
CDD and PW to work with downtown businesses/Chamber of Commerce to review/discuss plans for potential holiday events.
ACTION PLAN
City staff to work with Sonoma State to ascertain if one or more students would be able to help research/write grants; otherwise staff would prepare Request for Proposals to determine costs for grant writer
ACTION PLAN
Agenda Item Number: 5
Agenda Item Number: 5
City Council Meeting Packet for Meeting of: May 20, 2025
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3 4
5 6
7 8
9 10
11 12
13 14
15 16
A B C D E F G H I J P Q R
ONE YEAR GOALS THROUGH JUNE 30, 2026
GOAL 2
Title Number of Votes
1 Explore Ways to Address Homelessness 5
IS ITEM CURRENTLY
BUDGETED IN UPCOMING
FY 25 26 CITY BUDGET
Status Timeline Department Responsible Constraints Potential Costs to City Budget
Level of Effort Additional Notes Unknown at this time if thee are any costs to city
Not started Unknown City Manager/Council
Liaison
Unknown at this time if
any costs
Low
The Board of the Homelessness Coalition has the authority to replace the County as the Lead Agency for homelessness; the City has a seat on that Board. The Sonoma County Mayors and Councilmembers Board will be considering funding for homeless as a priority regionally wide. Homeless Board also to consider agenda from Council representative for review of HUD Funding and distribution to cities; to include review of Homeless Coalition role. An agenda item has been requested to at contracting out HMIS and doing an RFP for a new lead agency.
2 Pursue no additional costs and or low cost solutions to homelessness
5 Status Timeline Department Responsible Constraints Potential Costs to City Budget
Level of Effort Additional Notes N/A - within staff time budget'
Not started Unknown Police/City Attorney Attorney considerations Costs should be included
in existing City Attorney's
contracted work
Low Priority issue for police department.
Status Timeline Department Responsible Constraints Potential Costs to City Budget
Level of Effort Additional Notes
$40,000 allocated in
General Fund for WCCS
contract
Not started Unknown City Manager/Council
Liaison/Police Interagency collaboration delays
$40000 allocated in
general fund for WCCS
contract
Low
Council rep to Homelessness Coalition could pursue information on allocation of resources/ County-wideHomeless Board also to consider agenda from Council representative for review of HUD Funding and distribution to cities; to include review of Homeless Coalition role. An agenda item has been requested to at contracting out HMIS and doing an RFP for a new lead
agency/Police to work with WCCS Outreach Coordinator to work with County on grant funding
3 Revisit Infrastructure for back up of City emergency
systems
5 Status Timeline Department Responsible Constraints Potential Costs to City Budget
Level of Effort Additional Notes In FY 25-26 CIP funded in Fund 103.
Pursue New County-wide Lead Agency for Homelessness
ACTION PLAN
County-wide allocation of Homelessness Resources
Homelessness: Ordinance to restrict sleeping or sitting that blocks public access to buildings and on sidewalks
ACTION PLAN
PUBLIC SAFETY
Strengthen the public’s safety and improve the quality of life. Includes supporting our first responders (police, fire, public works), responding to emergencies, protecting people, property, and businesses, and engaging in emergency preparedness community outreach, public education and prevention activities.
Strategy/Project
UNANIMOUS SUPPORT
ACTION PLAN
ACTION PLAN
Agenda Item Number: 5
Agenda Item Number: 5
City Council Meeting Packet for Meeting of: May 20, 2025
1 A B C D E F G H I J P Q R
ONE YEAR GOALS THROUGH JUNE 30, 2026
17 18
19 20
21 22
23 24
25 26
27 Not started Complete in FY
25/26
Public Works/Police
$20,000 is for feasibility
for full building
assessment
Moderate
The feasibility study will include a site assessment, evaluation of short-term and long-term power solution, regulatory review, cost analysis, and a feasibility study report. The short term solution would look at running the dispatch operations and setting up the EOC in one room and determining additional portable generator that might be needed to supplement the existing 40kW
generator. The long term solution would consider cost of replacing the existing 40 KW generator with the needed amount that would support the EOC operations.
Status Timeline Department Responsible Constraints Potential Costs to City Budget
Level of Effort Additional Notes
FY 25 26 Budgeted
Allocates $150,000 under
Fund 103
Not started
Unknown at this
time - will depend
on option
selected
Public Works/Police Funding of long-term solution
$400000/$150,000
currently funded in Fund
103.
High
The existing generator at the Police Station is a 40kW size generator that can only supply power to the dispatch center. A vendor quote of $400k was obtained for a new 400kW generator that can support the entire building. This does not include electrical upgrades needed to support the larger generator. A feasibility study will identify the optimum size of the generator needed. Staff is also looking at immediate temporary generator of $105,000 - more details to come
4 Emergency Preparedness/Management 5
Status Timeline Department Responsible Constraints Potential Costs to City Budget
Level of Effort Additional Notes
FY 25 26 Budgeted
Allocates $40,000 for
EOC Assessment and
Plan and $10,000 in
Building Department
Budget for Update of
Hazard Mitigation Plan
In progress Will be on-going Police
Staff time - insufficient staff and time
to dedicate to the detailed review of
the plan that is required
$40,000 budgeted in FY
25 26 for EOC
Assessment/equipment;
Police submitted
Emergency Operations
Plan Update to county
oes for review. Building's
budget (below line item)
has $10k for mitigation
associated with
emergencys that can be
tied into this goal
High
The timeline is dependent on the availability of time. We will need consultant assistance to make significant progress. Scope to include community preparedness and internal City
preparedness, including updating the Emergency Operations Plan. Staff is also looking at the option of hiring part time professional services recruitment to complete Plan.
Status Timeline Department Responsible Constraints Potential Costs to City Budget
Level of Effort Additional Notes
$10,000 - See Above/is in
proposed City budget fy
FY 25 26
In FY25/26 End of 2026 Building N/A $10,000 (tied to above goal for EOC) High State Mandate; Deadline for next update is: December 2026 Status Timeline Department Responsible Constraints Potential Costs to City Budget
Level of Effort Additional Notes
In process Ongoing Council liaison/Police N/A Seek to be county funded Low To monitor County activity 5 Community Emergency Response Team – County free
offerings
5 The feasibility study will explore both short-term and long-term solutions, ensuring that the EOC remains operational during power outages or emergencies. The final report will include analysis, recommendations, and cost estimates.
ACTION PLAN
Improve Emergncy Preparedness; Update Emergency Operations Plan Update Hazard Mitigation Plan
SAFE Program
Add CIP project when Feasibility Study is complete for long term power. This will require a new generator at the Police Station to support the EOC.
ACTION PLAN
ACTION PLAN
ACTION PLAN
Agenda Item Number: 5
Agenda Item Number: 5
City Council Meeting Packet for Meeting of: May 20, 2025
1 A B C D E F G H I J P Q R
ONE YEAR GOALS THROUGH JUNE 30, 2026
28 29
30 31
32 33
34 35
Status Timeline Department Responsible Constraints Potential Costs to City Budget
Level of Effort Additional Notes Not proposed within FY 25 26 budget
Not started Unknown City Manager/Council
Liaison/Police
Staff time to dedicate Staff time Low
Dr Nancy Brown is leading our county's emergency response department. Her department received a grant and started running CERT trainings, the first being in Petaluma last Fall. Her thoughts are that all cities could encourage folks to become CERTS so that they could be deployed throughout the county when needs arise. This way no one city has to spend time on trainings, managing certifications and incurring perceived liabilities.Sebastopol Neighborhood Communications Unit (SNCU)/For training purposes and emergency response:
Purchasing and installing two 50-watt GMRS base stations inside the Sebastopol police station, one for use of the police department and the other to allow SNCU net control volunteers to communicate with radios throughout the City.Budget:
Two 50-watt GMRS base stations $210 x 2 $420
Two AC/DC regulated power supplies $140 x 2 $280
Two external mast-mounted antennas,
plus cable and fittings, estimated $2,000
Total $2,700
We will also ask for a working space within the Police
Department, perhaps some counter space in the room now used for forensics.
6 Coalition of Housing/Keep County or review nonprofit/change lead agencies5 Status Timeline Department Responsible Constraints Potential Costs to City Budget
Level of Effort Additional Notes Staff time only as of now.
Not started Unknown City Manager/Council
Liaison/Police Ability to dedicate staff time Staff time Low The Board of the Homelessness Coalition has the authority to replace the County as the Lead Agency for homelessness; the City has a seat on that Board.
7 Keeping drugs out of town /drug enforcement/needle
exchange
5 Status Timeline Department Responsible Constraints Potential Costs to City Budget
Level of Effort Additional Notes
Underway Ongoing Police Staffing levels & vacancies Only staff time Low Direction issued to PD staff to perform foot patrols where possible and this has been occurring. 166 foot patrols by patrol officers in March and April, 2025. Police chief is also making regular foot patrols of downtown, the Barlow district, local businesses and stopping to engage with children and community members. In addition, Public Works Director met with West County Health for possible placement of harm reduction vending machine targeting youth. There was no suitable site in
Sebastopol; West County Health is looking at other options.
Foot patrols as part of
normal staff time budget
Increased foot presence of police officers downtown/ TheCity also reviewed a request for a harm reduction vending machine (also known as wellness supply vending machine) that woudld be dispensing naloxone (used to rescue people overdosing from opioids), fentanyl test strips, pregnancy & COVID tests, condoms, feminine hygiene products, dental hygiene kits, personal hygiene kits (soap, shampoo, tissues, etc.), and socks. Council has not reviewed this item as a whole.
ACTION PLAN
ACTION PLAN
Communciate with Chief Helfin and Dr. Nancy Brown on Free Trainings Offered for CERT
ACTION PLAN
This action plan is similar to goal above/consider combining this goal with goal above.
Pursue New County-wide Lead Agency for Homelessness
Agenda Item Number: 5
Agenda Item Number: 5
City Council Meeting Packet for Meeting of: May 20, 2025
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A B C D E F G H I J P
ONE YEAR GOALS THROUGH JUNE 30, 2026
GOAL 3
Title Number of Votes
1 Caltrans grant – Sustainable transportation 5
IS ITEM CURRENTLY BUDGETED
IN UPCOMINGFY 25 26 CITY
BUDGET
Status Timeline Department Responsible Constraints Potential Costs to City Budget
Level of Effort Additional Notes
This is a budgeted item under
Community Development
Staffing Reimbursements
In Progress Dec., 2025 Community Development Staffing
Main Street STG Planning
Grant Local Match for
staff time of $27,622 to be
paid from Traffic Impact
Fee Fund. FY24-25, local
match estimated
expenses of $3,178 which
leaves $24,444 in FY25-26
Medium No additional costs; part of STA grant; In Kind staff support costs = $24,444
2 Potholes/Street Resurfacing 5
Status Timeline Department Responsible Constraints Potential Costs to City Budget
Level of Effort Additional Notes This is budgeted within the FY 25 26 CIP
On going
Monthly Reporting
through the
Departmental
Reports to Council
Public Works
Budget limits any significant
resurfacing projects. $500,000 High Staff will come back to City Council for pavement prioritization. 3 Wastewater Pipes/Infrastructure/Sewer master plan 5
Status Timeline Department Responsible Constraints Potential Costs to City Budget
Level of Effort Additional Notes This is a budgeted item from Account Code:.
Approved in FY
2024-25 and will
continue to 2025-
26 2026 Public Works $100,000 High
This project was approved in Fiscal Year 2024-25. RFP for engineering consultant will be issued in May/June 2025. Updates to be provided by PW department.
Status Timeline Department Responsible Constraints Potential Costs to City Budget
Level of Effort Additional Notes In the FY 2025-26 CIP budget In the FY 25/26
CIP
2027 Public Works $157,000 High The RFP process will start August 2025 after CIP budget is approved. Updates to be provided by PW Department
INFRASTRUCTURE
Maintaining High Quality Infrastructure, Facilities and Services includes repairing/replacing outdated city facilities, improving streets, stormwater and wastewater infrastructure.
Strategy/Project
UNANIMOUS SUPPORT
ACTION PLAN
Staff to create with consultant a proposed project and funding list.
ACTION PLAN
Continue annual pavement repairs and repaving program where needed, as identified in the City's approved Pavement Management Program Budget Report. Resurfacing projects are limited by budget. The first year of the program will focus on digouts and repairs of severely impacted streets. Staff to create a list of areas for limited area digout and resurface (spot repairs).
ACTION PLAN
Flood Resiliency Master Plan
Sewer Master Plan
ACTION PLAN
Agenda Item Number: 5
Agenda Item Number: 5
City Council Meeting Packet for Meeting of: May 20, 2025
1 A B C D E F G H I J P
ONE YEAR GOALS THROUGH JUNE 30, 2026
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19 20
21 22
23 24
25 26
27 28
29 30
31 32
4 Storm Drain Plan – Removal of silt from Calder Creek Pipeline 5 Status Timeline Department Responsible Constraints Potential Costs to City Budget
Level of Effort Additional Notes This is not a budgeted item.
In the 5-year CIP
and proposed to
start with design
and permitting in
FY 26/27
2026 - begin
preconstruc. Work
Public Works
High cost of what should be an on going
maintenance item; $200k for
design/permitting, $2M for dredging
work.
$2,200,000 High
Contractor quote was obtained nearly 10 years ago with a cost of $1.2M. This did not include engineering and permitting. Escalated cost is $2M but will be refined in the upcoming Flood Resiliency Master Plan.
5 CUSP Grant Application for Phase I of Naturalization of Calder Creek and Ives Park
5 Status Timeline Department Responsible Constraints Potential Costs to City Budget
Level of Effort Additional Notes This is not a budgeted item.
Ongoing TBD Community Development
and Public Works Staffing and Subject to Grant awards None Moderate to High Two reciprocal matching grant application resolutions approved by Council on 4.15.25. Next steps depend on status of grant award. 6 Implementation of Rotary Centennial Plan (with revisioning of ives park) Council review first
5 Status Timeline Department Responsible Constraints Potential Costs to City Budget
Level of Effort Additional Notes This is not a budgeted item.
Unknown Community Development/
Public Works Staffing None Low
Construction work is by Rotary. Public Work will request plans and review them.
7 Well 4 (updates/funding) 5
Status Timeline Department Responsible Constraints Potential Costs to City Budget
Level of Effort Additional Notes Attorneys and staff in negotiations with litigants
In FY 25/26 FY 25/26 Public Works/Engineering Construction costs 0-$400,000 for design High Working with attorney. Status update for Council in Q1 of FY 25/26 8 SCTCA Funding Plan Cycle/Bodega Ave Bike Lanes. SCTCA Funding Plan Cycle 2
5 Status Timeline Department Responsible Constraints Potential Costs to City Budget
Level of Effort Additional Notes Local match is not budgeted yet.
Project(s) to be defined.
In progess Summer 2025 Public Works/Engineering
Larger grant projects for Go Sonoma
projects are listed in the Move Sonoma
2050 plan and based on federal grant
funding available to SCTA.
Local match (min. 15%)
required for Go Sonoma
grants
Moderate
This is an ongoing task as part of the SCTA TAC that public works staff attends. Staff can provide as needed updates as part of the monthly department reports.Next round of call for projects expected June 2025.
9 EIFD 5
ACTION PLAN
Continue to engage with SCTA TAC and represent the City's interests in pursuit of Go Sonoma grant funding. Staff has provided a list of transportation projects as part of the "Move Sonoma 2050" plan. Next Call for Projects is estimated to occur in June 2025.
ACTION PLAN
Staff to work with Rotary on Plan Review/Item to be returned to Council for consideration
ACTION PLAN
This project will be addressed in the Flood Resiliency Plan that is currently underway. The work is for removal of silt in the Calder Creek pipeline and the first order of work is to prepare plans, specification, estimate, and permitting. The cost of the silt dredging is very high and staff will need to pursue grants, if any.
Issue RFP for engineering services to develop standard plans & specifications.
Staff to work cooperatively with CUSP pending granting agencies' responses to Council approved grant applications. Staff to create a list of projects that can be done that follows the master plan and not nterfere with the grant.
ACTION PLAN
ACTION PLAN
Agenda Item Number: 5
Agenda Item Number: 5
City Council Meeting Packet for Meeting of: May 20, 2025
1 A B C D E F G H I J P
ONE YEAR GOALS THROUGH JUNE 30, 2026
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35 36
37 38
39 40
41 42
43 44
45 46
Status Timeline Department Responsible Constraints Potential Costs to City Budget
Level of Effort Additional Notes
Costs to be determined when
item returned to Council after
County Board of Supervisors
holds their meeting on EIFD
fiscal analysis
In process TBD City Manager Staffing
Future costs unknown at
this time.
The EIFD Ad Hoc and staff met with the County and Kosmont in early April. Kosmont has completed initial work on the impact of an EIFD on the General Fund. With our projections showing years of deficits unless other significant revenues materialize, we agreed to put this on hold until June, when we hope to know more about the likelihood of our obtaining the full ½ cent from Measure U. We are now on pause until that all shakes out. In the meanwhile, Kosmont is coordinating with Supervisor Hopkin's office on some additional analysis in unincorporated area and a potential briefing to the full board on this work this summer.
10 ADA walk way in Ives Park 5
Status Timeline Department Responsible Constraints Potential Costs to City Budget
Level of Effort Additional Notes In the FY 2025-26 CIP budget Ongoing Fall 2025 Community Development
and Public Works Funding
$180,000 plus staff time
to perform inspection in
house
Moderate to High
The plans are 80% complete and would need to be finalized, specs prepared and then bid. Cost is estimated at $180,000 for final design and construction. Funded with Measure M Parks.
11 Items below added from September 2025 Approved Goals list: Water / Sewer Master Plan. City buildings
5 Status Timeline Department Responsible Constraints Potential Costs to City Budget
Level of Effort Additional Notes In the current budget 501 Water Capital Fund
Underway Early 2026 Public Works $115,000 High
This project was approved in FY 2024-25 and is already underway .
Council can be provided project updates in the monthly Department updates.
Status Timeline Department Responsible Constraints Potential Costs to City Budget
Level of Effort Additional Notes N/A - to be completed within staff time
Not started FY 25/26 Public Works Minimal Medium Develop ordiance using existing neighboring cities as an example.
Prepare City Council agenda item.
Status Timeline Department Responsible Constraints Potential Costs to City Budget
Level of Effort Additional Notes Not currently in the budget Not started FY 25/26 Public Works Extensive assessment of city facilities needs to be done first.
Unknown High This is a best practice in financial management, typically prepared by consultant w/input from City staff.
Status Timeline Department Responsible Constraints Potential Costs to City Budget
Level of Effort Additional Notes This item is not currently in the budget
Some funding in
FY 25/26 PW Ops
budget
Public Works
PG&E sponsored grant to make
electrical improvements needed to
accommodate electrical chargers.
Initial project costs for
enginering support is
estimated to be $40 to
$50k
High
There will be two applications for both city sites, which include the Police Department and the Corporation Yard. We can likely lease instead of purchase some vehicles which may be more costeffective. State electrification mandate likely infeasible.
Implementation costs are about $150,000 to $200,000 for each site. Staff will reach out to Sonoma Clean Power to see if they can participate through a grant.
ACTION PLAN
Fleet: Develop Replacement Plan & Electrification of City Fleet and State Air Board compliance Water Master Plan
ACTION PLAN
ACTION PLAN
Pursue Trench Cut ordinance so contractors working on City streets pay for repairs
ACTION PLAN
ACTION PLAN
Item on hold until June 2025; when we hope to know more about the likelihood of our obtaining the full ½ cent from Measure U.
ACTION PLAN
Finalize plans for Ives Park Segment 2 ADA path from restroom to parking lot and prepare specifications and updated costs. This project is in the CIP.
Develop schedule for replacing major components of buildings, and determine amount of funding needed and to be set aside each year.
Agenda Item Number: 5
Agenda Item Number: 5
City Council Meeting Packet for Meeting of: May 20, 2025
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19 A B C D E F G H I J P
ONE YEAR GOALS THROUGH JUNE 30, 2026
GOAL 4
Title Number of Votes
1 Achieving staffing/ Program targets that match best
standards and efficiency/operational staffing
efficiencies/baseline budgets/performance management
5 IS ITEM CURRENTLY BUDGETED IN
UPCOMINGFY 25 26 CITY BUDGET
Status Timeline Department Responsible Constraints Potential Costs to City Budget
Level of Effort Additional Notes
Budget not proposed at this time in the
upcoming budget; budget impacts will
be presented to Council upon proposed
implementation of recommendations;
ongoing
Ongoing
Some items
completed;
others in
recruitment
Human
Resources/Administrative
Services/City Manager
Funding for Staffing Dependent Upon position High
The classification study job specifications will be presented to the Council by July 1, 2025, for those without fiscal impacts.
Meanwhile, work will continue with the HR Advisor and City Manager to address additional classification changes and equity adjustments during the FY25-26 budget process. The HR Advisor and City staff are also working on implementing staffing recommendations from the recently amended staffing
assessment study, aligning them with business needs. The City will return to the Council as opportunities arise.
2 City Council Protocols and Procedures
Status Timeline Department Responsible Constraints Potential Costs to City Budget
Level of Effort Additional Notes N/A - within staff time In Process Ongoing City Management/Ad Hoc
Committee High City Council review policies on an ongoing basis during City Council Meetings. 3 Management Review of Financial Practices
Status Timeline Department Responsible Constraints Potential Costs to City Budget
Level of Effort Additional Notes
Not recommended to be conducted -
removed from budget.
Consultant
identified
TBD All Departments High Review of roles, processes, practices to improve efficiency, reduce errors, improve cost recovery, etc.
4 RFP for HR Management
Status Timeline Department Responsible Constraints Potential Costs to City Budget
Level of Effort Additional Notes
Not recommended to be conducted -
removed from budget.
Administrative
Services/City Manager
Medium
5 Avoid builder remedy 5
Status Timeline Department Responsible Constraints Potential Costs to City Budget
Level of Effort Additional Notes N/A Within Staff Time
ACTION PLAN
ACTION PLAN
ACTION PLAN
HIGH PERFORMANCE ORGANIZATION
Strategy/Project
UNANIMOUS SUPPORT
ACTION PLAN
Review staffing assessment study and work to match staffing levels with service demand and seasonal trends.
ACTION PLAN
Agenda Item Number: 5
Agenda Item Number: 5
City Council Meeting Packet for Meeting of: May 20, 2025
1 A B C D E F G H I J P
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20 21
22 23
24 25
26 27
28 29
30 31
32 33
Ongoing
Varies; to be
completed in
Housing Element
cycle period
Community Development Staff time None Moderate to High
This potential issue is much less of an issue for Sebastopol than other County jurisdictions but we are being proactive about remaining in compliance with our Housing Element program. 6 Housing Element Implementation/Association of Bay Area Government (ABAG) Priority Development Grant
Status Timeline Department Responsible Constraints Potential Costs to City Budget
Level of Effort Additional Notes ABAG Grant /$190,000
Ongoing
Varies; to be
completed in
Housing Element
cycle period
Community Development Staff time
None/ABAG Grant of
$190,000 ; $40,000 for
City Administrative Staff
Time; $150,000 ABAG to
retain for consultant
costs
Moderate to High
This potential issue is much less of an issue for Sebastopol than other County jurisdictions but we are being proactive about remaining in compliance with our Housing Element program. City Attorney Mog has provided a memo for information on the Builder's Remedy /Partially Implements Housing Element
Program; ABAG hiring consultant to start in September.
7 Evaluate Replacement of SMART Gov permitting system
Status Timeline Department Responsible Constraints Potential Costs to City Budget
Level of Effort Additional Notes
At this time, staff is not recommending
the replacement of any software.
Instead, it is advised that staff engage
with SmartGov to receive appropriate
Community
Development/Building/Ad
min Services/Public Works
Our current system is difficult to work with, contributes to inefficient processes, slows the review of projects.
8 Replace CIP Software
Status Timeline Department Responsible Constraints Potential Costs to City Budget
Level of Effort Additional Notes Not recommended to be replaced at this time.
Public Works/Admin
Services High
CIP budget uses two software packages (Breeze and Springbrook) that do not communicate with each other. Identify a single CIP budget preparation and project budget tracking software so that the communication process is mechanized and not performed manually.
9 Restoring public trust 5
Status Timeline Department Responsible Constraints Potential Costs to City Budget
Level of Effort Additional Notes N/A - within staff time Ongoing Ongoing All Departments High Ongoing
10 IT Audit (approved during earlier Council Meeting) 5
ACTION PLAN
ACTION PLAN
ACTION PLAN
Staff is actively processing Housing element updates; Planning Commission appointed a subcommittee to review required HE updated on 4.22.25; Emi solicited Napa/Sonoma Collaborative staff to offer free staff assistance to move project forward.
ACTION PLAN
Acknowledge and Address Past Issues/openly share decisions, data, and reasoning/Use plain language in communication/Set measurable goals and report progress/create independent oversight/respond to feedback visibly and respectfully/include goals in agenda items and demonstrate them in decisions.
Staff is actively processing Housing element updates
Agenda Item Number: 5
Agenda Item Number: 5
City Council Meeting Packet for Meeting of: May 20, 2025
1 A B C D E F G H I J P
ONE YEAR GOALS THROUGH JUNE 30, 2026
34 35
36 37
38 39
40 41
42 43
44 45
46 47
Status Timeline Department Responsible Constraints Potential Costs to City Budget
Level of Effort Additional Notes Item is currently not budgeted; waiting for results of RFP
DRAFT RFP has
been created; will
be distributed to
determine
proposed costs.
Dec-25
Administrative
Services/Acting City
Manager
None at this time
Costs of Audit will be
known once RFPs are
returmed to the city.
High
Working on a cost/proposal for City wide IT audit first (then RFP for IT Services). Should include determining replacement schedule and funding for IT equipment, and assessment of current software and systems. This could include CIP, Permitting, Records Management System, and/or Finance software listed elsewhere. 11 Evaluation of Records Management System/This was a staff recommendation from the Sep 2025 Goals
Status Timeline Department Responsible Constraints Potential Costs to City Budget
Level of Effort Additional Notes Item is currently not budgeted; On Hold None City Clerk Funding; Staff time
$80,000 - $100,000
initially then yearly
subscription
Low
Due to costs of program; it is not in the City's best interest to consider this at this time. City continues to meet PRA and records retention
12 Improve Public Communications 5
Status Timeline Department Responsible Constraints Potential Costs to City Budget
Level of Effort Additional Notes N/A - within staff time Ongoing Ongoing All Departments High Ongoing
13 Shared Services 5
Status Timeline Department Responsible Constraints Potential Costs to City Budget
Level of Effort Additional Notes N/A - within staff time Ongoing All Departments
Would utilize savings
from vacant position to
fund.
Staff has reached out to other cities and as of the writing of this report, there were no known opportunities for shared services. 14 Cross Training of Administrative Staff/Actions from Class and Comp Study and Staffing Assessment
5 Status Timeline Department Responsible Constraints Potential Costs to City Budget
Level of Effort Additional Notes
Recommended in proposed budget for
full time position./$10,000 for scanning
is not proposed in the FY 25 26 budget
on-going 30 days Building/ACM None
$10,000 - this will be
used for scanning and
storage of documents for
space saving (This is
within the FY 24 25
budget
High This is the first step of streamlining City government and create cross training for city employees
ACTION PLAN
ACTION PLAN
Conducting an IT audit to assess the city's IT needs before going out to a Request for Proposal (RFP) for IT support services. The audit would focus on various aspects such as system hardware, software, security, internal and external IT standards, and the efficiency and effectiveness of the IT system.The goal is to ensure that the IT infrastructure is robust, secure, and aligned with the city's objectives.
Communicate with other governmental agencies to determine if there are opporunities for shared services
ACTION PLAN
First step is on-going in the we anticipate Building moving to City hall in the next thirty days.
That will allow another admin staff (1 FTE) to move to City Hall and cross train into other areas/Retitling of Positions; Reclassification/recruitment for positions Staff to work on creating a communications plan to help develop a bond of trust between the City and our community/Align messages with organizational values and public interests/Set goals for awareness, understanding, trust, and participation/use plain language—avoid jargon, acronyms, and bureaucratic tone/focus on transparency, empathy, and honesty.
Communicate benefits and impacts, not just procedures or policies.
ACTION PLAN
ACTION PLAN
Agenda Item Number: 5
Agenda Item Number: 5
City Council Meeting Packet for Meeting of: May 20, 2025
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A B C D E F G H I J P
ONE YEAR GOALS THROUGH JUNE 30, 2026
GOAL 5
Title Number of Votes
1 Balanced Budget 5
IS ITEM CURRENTLY
BUDGETED IN
UPCOMINGFY 25 26 CITY
BUDGET
Status Timeline Department Responsible Constraints Potential Costs to City Budget
Level of Effort Additional Notes N/A within staff time
On-Going Annually
Lead: City
Administration/Administra
tive Services
Contributing: ALL
DEPARTMENT
Achieving a balanced budget can be
difficult due to revenue shortfalls,
increased expenditures, and
economic downturns. Policy changes
and unforeseen events like natural
disasters can also disrupt budget
plans. Deferred maintenance leads to
higher future costs. Inadequate
financial planning further contributes
to budget imbalances.
Achieving a balanced
budget demands
substantial effort and
collaboration from all
departments. It involves
continuous monitoring
and adjustments to
ensure we live within our
means, while
implementing costsaving measures when
necessary.
Treating public funds with the same care and responsibility as one would theirs own personal money. This means not spending more than what is incoming and making thoughtful, prudent decisions to ensure financial stability. By regularly monitoring expenditures and making necessary adjustments.This approach ensures that public resources are used efficiently and effectively, benefiting the entire community.
2 Quarterly Financial report/annual long term budget
reductions
5 Status Timeline Department Responsible Constraints Potential Costs to City Budget
Level of Effort Additional Notes N/A within staff time
On-Going Quarterly
Lead: Administrative
Services
Contributing: ALL
DEPARTMENT
None Staff Time Moderate Routine reports
Status Timeline Department Responsible Constraints Potential Costs to City Budget
Level of Effort Additional Notes N/A within staff time
On-Going Quarterly
Lead: Administrative
Services
Contributing: Public
Works/Engineering
None Staff Time Moderate Routine reports
Status Timeline Department Responsible Constraints Potential Costs to City Budget
Level of Effort Additional Notes N/A within staff time
On-Going Yearly Administratie Services None Staff Time Moderate Yearly Update on Pension trust 3 Measure U Priority Resolution reviewed during Budget
Process
5 LONG TERM FINANCIAL SUSTAINABILITY
Achieving Greater Fiscal Resilience and Long Term Fiscal Sustainability Strategy/Project
UNANIMOUS SUPPORT
ACTION PLAN
ACTION PLAN
ACTION PLAN
ACTION PLAN
To achieve a balanced budget, review the current financial status and set clear goals. Explore new revenue sources and reduce non-essential spending. Regularly monitor and adjust the budget, plan long-term, and update financial policies. This ensures financial stability and sustainability.
General Fund: A quarterly update is an essential tool for monitoring and managing the financial health of an organization. It provides a snapshot of the financial performance over the past three months, allowing City Council to assess progress, identify trends, and make informed decisions.
Enterprise Fund: A quarterly update is an essential tool for monitoring and managing the financial health of an organization. It provides a snapshot of the financial performance over the past three months comparing with the water rate study model, allowing City Council to assess progress, identify trends, and make informed decisions.
TRUST FUND - 115
Agenda Item Number: 5
Agenda Item Number: 5
City Council Meeting Packet for Meeting of: May 20, 2025
1 A B C D E F G H I J P
ONE YEAR GOALS THROUGH JUNE 30, 2026
17 18
19 20
21 22
23 24
25 26
27 28
29 30
31 32
Status Timeline Department Responsible Constraints Potential Costs to City Budget
Level of Effort Additional Notes N/A within staff time
On-Going TBD
Lead: Adminsitrative
Services
None Staff Time High
Resolution utiized for review of use of Measure U funds/City staff keeping track of expenditures from Measure U fund; will provide information as part of quarterly reports
4 Publish Reports on Budget Illustrating Budget (Budget at a Glance)
5 Status Timeline Department Responsible Constraints Potential Costs to City Budget
Level of Effort Additional Notes Not within proposed budget On-Going FY26-27 Adminstrative Services
Current staff is lack of specialized
skills in financial design and
presentation. Crafting a clear,
concise, and visually appealing
budget summary requires expertise in
graphic design, which is not be readily
available with current staff
$5,000 for a 12-Pager
$7,000 for a 24-Pager High
Creating a professional and polished "Budget at a Glance" is challenging due to the lack of resources and specialized skills required for producing graphic visual summaries. Our team does not have the expertise needed to design and implement these visual elements effectively. Staff could review current practices to create clear graphs (such as pie charts) for easier read and transparency
5 Diversify City Revenue base 5
Status Timeline Department Responsible Constraints Potential Costs to City Budget
Level of Effort Additional Notes Not budgeted at this time In process On-Going Community Development Lack of brick and mortor shops with the advent of Amazon Etc
Set aside amount would
need to be determined by
council
Medium Staff to reconsider reinstituting the façade improvement program 6 Update Financial Policies/Ensure meets CIRA 5
Status Timeline Department Responsible Constraints Potential Costs to City Budget
Level of Effort Additional Notes N/A - Within staff time On-Going TBD Administrative Services
Staff would need to devote time to
ensure the approach updating the
financial policy not only meets CIRA
standard also need to meet
governmental accounting standard
board (GASB) as well for local
government
Staff Time to Coordinate
with CIRA High
7 Increasing Revenue Base 5
Status Timeline Department Responsible Constraints Potential Costs to City Budget
Level of Effort Additional Notes Staff time to work on
revenue strategies
On-Going TDB ALL DEPARTMENT
Economic downturns can impact the
effectiveness of revenue-generating
strategies. For example, during a
recession, new construction projects
may slow down, and residents may be
less willing to accept fee increases
Unknown High
We have adopted Resolution 6592-2024 which raised permit fees for construction by about 18-20 percen. We also passed through Council in November 2024, a resolution to raise building valuations, which in-directly raises permit fees.
8 Update of Impact Fees and More Information 5
Status Timeline Department Responsible Constraints Potential Costs to City Budget
Level of Effort Additional Notes Not currently in Budget.
ACTION PLAN
ACTION PLAN
ACTION PLAN
This process is already incorporated in the FY25-26 budget discussion A "Budget at a Glance" provides a concise overview of the financial plan. It highlights key financial metrics and summaries, making it easier for the public to understand the budget's main components without delving into detailed documents.
Support small business growth and entrepreneurship through grants, and regulatory streamlining.
To increase the city's revenue base, consider implementing fee increases for services, introducing new fees or taxes, and applying for grants. Encouraging new construction and development projects can boost property tax revenues. Engaging in public-private partnerships and optimizing operational efficiency are also effective strategies.
Staff would need to consult with CIRA Team and provide them with the City current financial policy and request a review
ACTION PLAN
ACTION PLAN
ACTION PLAN
Agenda Item Number: 5
Agenda Item Number: 5
City Council Meeting Packet for Meeting of: May 20, 2025
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35 36
37 38
39 on-going
Still to be
determined
Building / Community
Development Staffing $80,000 Medium
The cost range for an update is between $50K to $70K, depending on various impact fees and growth factors. Conducting a full fee study will likely cost more, and the timeline for completing such a study—from issuing an RFP to selecting a new consultant and initiating the study—ranges from 9 months to a year. Last Study conducted 2019
9 Grants from Regional Bodies 5
Status Timeline Department Responsible Constraints Potential Costs to City Budget
Level of Effort Additional Notes N/A Within staff time
On-going on-going All Departments Staff time/lack of grant writer experience
Medium
City staff represenatives and alterates to regional bodies will provide monthly updates to council of upcoming grant
opportunities from regional boards.
10 Review of Zoning Codes for streamlining of permitting 5 Status Timeline Department Responsible Constraints Potential Costs to City Budget
Level of Effort Additional Notes Budgeted within CDD
budget
In process TBD Community Development Staffing; Funding Zoning Code codification expenses
Moderate to High None. In process; Planning Commission has appointed a subcommittee to evaluate Housing related Zoning Code updates
Identify Relevant Regional Funding Sources/Partner with neighboring municipalities, nonprofits, on joint proposals/Engage external grant consultants if resources are limited.
The staff will undertake a comprehensive review of the 2021 impact fee study to determine whether the fee requires an update or if a complete new study should be conducted.
ACTION PLAN
ACTION PLAN
Agenda Item Number: 5
Agenda Item Number: 5
City Council Meeting Packet for Meeting of: May 20, 2025
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A B C D E F G H I J P
ONE YEAR GOALS THROUGH JUNE 30, 2026
GOAL 6
Title Number of Votes
1 Growing Businesses Together /"Requested to be Retitled to:
Economic Gardening Program"
5 IS ITEM CURRENTLY BUDGETED
IN UPCOMING FY 25 26 CITY
BUDGET
Status Timeline Department Responsible Constraints Potential Costs to City Budget
Level of Effort Additional Notes Not within proposed budget TBD TBD Community Development Staffing; Funding $3000/20 hours staff time High
This includes an event and on-going support to promote local businesses using an approach tried in other communities.
Business 2 Business Support program could be a potential initiative if/when an Economic Development Strategy project is developed.• Higher local sales, more visitors stopping, stronger brand as a “foodie/artisan hub.”
• Job and wage growth with low public cost (far cheaper than recruitment incentives).
• Durable public-private communication channel, reducing friction on permits and policy.
2 Presentation from new CDD on economic
development/plans/strategy/ responsibility of who (what department) is keeping track of businesses?/ How we are working as part of economic development /working with
brokers who are working with people who are seeking
spaces/how develop relationships
5 Status Timeline Department Responsible Constraints Potential Costs to City Budget
Level of Effort Additional Notes Not in current Budget.
TBD TBD Community Development Staffing; Funding
Unknown. Would need to
issue an RFP and get
quotes for needed Econ.
Dev. Analytics.
High
3 Finalize Completion of Permitting for Barlow Hotel
Status Timeline Department Responsible Constraints Potential Costs to City Budget
Level of Effort Additional Notes N/A Within staff time
Ongoing Dec., 2025
Community
Development/City
Manager/Building/Public
Works
High
Current focus of economic development efforts. (Development Agreement Ordinance 2nd reading to go to City Council
Tentatively scheduled for May 6, 2025).
ACTION PLAN
Develop Economic Development Strategy
ECONOMIC DEVELOPMENT
Strategy/Project
UNANIMOUS SUPPORT
ACTION PLAN
ACTION PLAN
City staff to work withto create a town hall or business event.Launch an Economic Gardening program that grows home-grown businesses—especially artisan food, farm-to-table, and boutique manufacturers—by boosting retention, expansion, and high-value job creation while using minimal City staff time and cost.
Agenda Item Number: 5
Agenda Item Number: 5
City Council Meeting Packet for Meeting of: May 20, 2025