CITY OF SEBASTOPOL CITY COUNCIL
AGENDA ITEM REPORT FOR MEETING OF: September 16, 2025
=========================================================================================== To: Honorable Mayor and City Councilmembers
From: Interim City Manager Mary Gourley
Subject: Informational Update on City Council Goals and Priorities – Quarterly Update Recommendation: That the City Council Receive the Informational Item. =========================================================================================== RECOMMENDATION:
That the City Council receive the informational report on City Council goals.
EXECUTIVE SUMMARY:
The City Council annually establishes strategic goals to guide City priorities, policy decisions, and resource allocation. This report provides an update on the status of those goals, highlighting achievements, ongoing initiatives, and areas requiring further attention. The report is submitted for informational purposes and does not require action beyond receipt by the Council.
PROCESS OF AGENDA ITEM:
a. Presentation of agenda item by Interim City Manager
b. Questions and discussion from Councilmembers
c. Public comment period
d. No action required; Council to receive the report
BACKGROUND:
City Council goals provide a framework for the City’s strategic planning and operational focus. Regular updates allow Council and the public to track progress on key initiatives, ensure transparency, and identify areas where additional attention may be needed.
DISCUSSION:
The report allows Councilmembers to remain informed about ongoing initiatives and the overall status of the City’s goals and priorities. The highlights below provide a snapshot of accomplishments and progress made toward achieving Council goals. The City continues to make steady progress on the one-year goals adopted by the Council.
Highlights of Council Goals (One-Year Goals through June 30, 2026) are listed below. The Matrix with additional information is attached.
Goal 1 – Community Vitality
Enhance Sebastopol as a great place to live that values community health and well-being. • Labyrinth Teen Memorial – Dedication scheduled Sept. 20, 2025; funded with $6,000 and PW staff/volunteers. • Community Event Sponsorship – Fee waivers ongoing (one approved so far for FY 25/26); Many Moons Festival was approved for a fee reduction of $725, event is scheduled for 10/4/25; July 3rd Fireworks Event permit approved and waived fees of $6930; Peacetown Concert series was approved by council for $1,550, last event held Sep 3rd;; Living Peace Wall was approved by council for waiver of $450, event occurred on 9/6; Porchfest waiver of fee on Oct 21st Council agenda.
Agenda Item Number: 11 Agenda Item Number: 11
City Council Meeting Packet of: September 16, 2025
1 of 19
• Land Acknowledgement & Public Art – Language adopted, now included on agendas/website; Public Arts Committee coordinating with Tribe for future art.
• Graffiti Cleanup/Downtown Beautification – Ongoing; bi-weekly PW reports to Council. • Festive/Holiday Events – Chamber coordination meeting pending; City purchasing lights for downtown plaza and downtown trees and working with owner of Hotel Sebastopol to vitalize the empty lot. • Grant Writing Capacity – Exploring partnership with Sonoma State; staff continues applying for grants. Staff have applied for the following grants:
o Finalization of Grant Application for Notice of Funding Availability (NOFA) for Measure O Funding o Submitted Grant Application for Sonoma County Tourism Fund for Downtown Plaza Enhancements o Met with staff to discuss Grant Application to T Mobile for Downtown Plaza Enhancements o Coordinating meeting with CUSP for Ives Park Grant
o Will work with Chamber to submit grants through CA Main Street and Main Street America Program o Submitted Cultural Arts Grant
Goal 2 – Public Safety
Strengthen public safety and emergency preparedness.
• Homelessness Response – City engaged in regional Homelessness Coalition; $40k WCCS outreach contract approved; City Manager meets quarterly with the Sonoma County City Managers and County Administrator and Director of Health Services; Meetings with Burbank Housing and County on Elderberry Commons; Meetings with St Vincents de Paul on Gravenstein Commons
• Homelessness Ordinance – City Attorney drafting ordinance re: blocking access on sidewalks/buildings; fall 2025 timeline.
• EOC & Emergency Planning – EOC assessment underway; equipment upgrades in progress; draft Emergency Operations Plan expected Nov. 2025.
• CERT Training/Community Resilience – Participation in county CERT programs encouraged; Sebastopol radio upgrades planned; transfer of sebastopolready.org website to City. Coordination with Sebastopol Neighborhood Communications Unit (SNCU) Regarding Community-Based Emergency Communications • Backup Generator Feasibility Study – Report expected Sept. 2025; evaluating long-term emergency power solutions.
Goal 3 – Infrastructure
Maintain high-quality infrastructure, facilities, and services. • Street Paving & Repairs – Grant submitted for 5-year paving program; Council update Oct. 21, 2025. • Sewer Master Plan – Negotiations with Wood Rodgers; update Sept. 16, 2025. • Calder Creek Flood Resiliency – $2.2M dredging project included in master plan; update Sept. 16, 2025. • ADA Walkway – Ives Park – Plans 80% complete; Council review Feb. 17, 2026. • EIFD (Enhanced Infrastructure Financing District) – Committee meeting Oct. 2; resolution of intention scheduled Oct. 21, 2025.
Goal 4 – High-Performance Organization
Build organizational capacity, efficiency, and public trust.
Agenda Item Number: 11 Agenda Item Number: 11
City Council Meeting Packet of: September 16, 2025
2 of 19
• Staffing & Recruitment – Positions underway: PW Director, Associate Planner, Accountant; Planning Director recruitment pending Council approval of revised job description Sept. 16; In process: Police Sergeant; Police Officer; and Police Records Supervisor; Administrative Tech Positions (2). Landscaping Company contracted which will allow for coaching, mentoring and higher level duties for current employees. Staff also reached out to invite bargaining units to a meeting with Council to discuss recommendations and solutions for staffing but received no response.
• Housing Element Implementation – ABAG consultant engagement fall 2025 for ABAG Priority Grant; Housing Priorities identified; Planning Commission subcommittee in place. • Avoid Builder’s Remedy – Memo from City Attorney regarding application of law. • IT Audit – RFP closed; Council update Oct. 7, 2025.
• Cross-Training – Building Department relocated to City Hall; admin staff being cross-trained. • Shared Services Exploration – Discussions initiated with nearby cities; no shared services opportunities at this time
• Public Trust & Communications – Ongoing staff focus on transparency and improved communication.
Goal 5 – Fiscal Sustainability
Achieve greater fiscal resilience and long-term sustainability. • Balanced Budget – FY 25/26 adopted with surplus; ; Budget Committee meeting monthly. • Quarterly Financial Reporting – Draft reports to Budget Committee Sept. 15; Council review Oct. 7, 2025. • Measure U Priorities – Update scheduled Oct. 7, 2025; Legislative fix for Measure U secured. • Budget Transparency – “Budget at a Glance” prepared; presented Oct. 7, 2025. • Impact Fees & Financial Policies – Updates pending staff capacity; impact fee review expected winter 2025/26. • Revenue Growth – Developer projects (including new Barlow hotel) and regional grant applications in progress.
Goal 6 – Economic Development
Support local businesses and grow economic opportunities. • Economic Gardening Program – Kickoff session scheduled Sept. 30, 2025 (Business Listening Session) • Economic Development Strategy – Staff preparing presentation on future strategy and tracking responsibilities.
Staff reviewing Vibrancy Plan: The purpose is to:
o To develop a road map for advancement of the City’s diversity and unique identity, while promoting the arts community, residents, businesses, and local government to collaborate and establish a connected community.
o To imagine, shape, and enable the City to advance into vibrant districts. Go beyond expressing the goals and policies of the General Plan and add to those goals and policies by providing specific ideas on building design, zoning standards, pedestrian and vehicular circulation, directional signage, landscape enhancement, and public art to draw the community into a downtown atmosphere. o To provide ideas to create, preserve, and promote economic development, address economic incentives and funding opportunities, and guide City investment.
o To illustrate the advantage of land use flexibility
• Barlow Hotel Project – Development approvals complete; construction plans expected late 2025.
INTERIM CITY MANAGER COMMENTS:
Agenda Item Number: 11 Agenda Item Number: 11
City Council Meeting Packet of: September 16, 2025
3 of 19
I am proud of the significant amount of work City staff have either initiated, completed, or continued to advance in support of the City Council’s adopted Goals. In addition to the priorities highlighted above and the daily responsibilities of City operations, staff have made progress on several important projects and initiatives:
• City Manager Recruitment – Distributed a Request for Proposals for recruiting firms and received five submittals. • Negotiations: Bargaining Unit Negotiations in Process • HEART Pilot Program – ICM worked with the County Director of Health Services to secure a three-month HEART pilot program. HEART personnel will be based at the Sebastopol Police Department to provide mental health and crisis response services.
• Downtown Revitalization and Engagement – Sponsored Sebastopol’s participation in the California Main Street and Main Street America programs.
• Youth Engagement – Hired two Analy High School students for internships, providing early career development opportunities.
• Community Events – Coordinating the temporary use permit, encroachment permit, and special event permit process for the upcoming Sebastopol Bloom event.
• Ordinances to Address Community Concerns – Staff is preparing ordinances that address:
o A Good Neighbor Policy to foster positive relationships between homeless service providers and surrounding neighborhoods.
o Property Maintenance Standards to mitigate related community impacts. o Public Space Use Standards to ensure safety and quality of life in public areas. • Committee Formation – Established two new committees:
o Sebastopol Commons Committee – guiding the vision for a shared civic space. o Oversight Committee for Enterprise Funds – providing fiscal accountability. • Service Transitions – Successfully transitioned the Fire Department merger and garbage services.
Downtown Beautification Efforts
Public Works has undertaken a series of projects to enhance the downtown:
1. Pressure washed sidewalks, benches, and trash receptacles in the Plaza and along Main Street (additional blocks scheduled).
2. Removed banners and stickers from poles downtown; ongoing on a biweekly basis.
3. Ordered two child-friendly trash receptacles for parks (delivery expected soon).
4. Working to procure aesthetically improved receptacles for the Plaza and downtown area (long lead times anticipated).
5. Developing a plan to install patio lighting in the Plaza, similar to installations at The Barlow.
6. Coordinating with Hotel Sebastopol to adjust fencing and create a new walking path from McKinley to the Plaza.
7. Scheduling roof cleaning of the Plaza gazebo before the holiday season.
8. Planning to paint gazebo pillars in seasonal colors (Halloween and holidays) and add decorations to enhance the festive atmosphere.
Together, these efforts demonstrate the City’s continued commitment to advancing Council priorities, enhancing community well-being, and strengthening Sebastopol’s unique character.
CITY COUNCIL GOALS/PRIORITIES; AND/OR GENERAL PLAN CONSISTENCY:
This agenda item represents the City Council goals/priorities as follows:
Goal 4: HIGH PERFORMANCE ORGANIZATION
Restoring public trust
Improve Public Communications
Agenda Item Number: 11 Agenda Item Number: 11
City Council Meeting Packet of: September 16, 2025
4 of 19
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 agenda item report, the City has not received public comment. If staff receives public comments following the publication and distribution of this agenda item report, such comments will be provided to the City Council as supplemental materials before or at the meeting and will be posted to the city website.
FISCAL IMPACT:
There is no fiscal impact with approval of this item.
RESTATED RECOMMENDATION:
That the City Council receive the informational report on City Council goals.
OPTIONS:
1. None; item is informational only.
ATTACHMENTS:
Goals and Priority Matrix Updated as of Sep 10th 2025.
APPROVALS:
Department Head Approval: Approval Date: 9/10/2025
CEQA Determination (Planning): Approval Date: 9/10/2025 The proposed action is exempt from the requirements of the California Environmental Quality Act (CEQA) Administrative Services (Financial): Approval Date: 9/10/2025 Costs authorized in City Approved Budget: ☐ Yes ☐ No N/A Account Code (f applicable)
City Attorney Approval: Approval Date: 9/10/25
City Manager Approval: Approval Date: 9/10/25
Agenda Item Number: 11 Agenda Item Number: 11
City Council Meeting Packet of: September 16, 2025
5 of 19
1 2
3 4
5 6
7 8
9 10
11 12
13 14
15 16
17 18
19 20
21 22
A B C D E F G H I J K L
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 ACTION PLAN Timeline Department Responsible Constraints Potential Costs to City
Budget
Level of Effort Additional Notes Status of Item
Tentative Council Meeting
Date
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.
Installation /
Completion &
Dedication Set For
Sept 20 2025
Councilmember did report
out at the Sep 2nd CC
Meeting/No further Council
Meeting needed.
2 Support community events with city sponsorship and
reduction of fees
5 Timeline Department Responsible Constraints
Potential Costs to City
Budget
Level of Effort Additional Notes Status of Item
Tentative Council Meeting
Date
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.
On Going. OngoingRequest for Waivers
received to date:
(1) $450 for 25/26
AS NEEDED
3 Pomo and public art and updating city web site/land
acknowledgement
5 Timeline Department Responsible Constraints
Potential Costs to City
Budget
Level of Effort Additional Notes Status of Item
Tentative Council Meeting
Date
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.
Website Completed;
Interim City Manager
put the Public Arts
Committee in touch
with the tribe to
discuss Art
Work.Language
approved; language is
now included on Cit y
agendas as well as City
website
N/A ITEM IS COMPLETED.
4 Clean up of Graffiti 5
Timeline Department Responsible Constraints
Potential Costs to City
Budget
Level of Effort Additional Notes Status of Item
Tentative Council Meeting
Date
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.
On Going BiWeeklyStaff will submit
informational item to
Council on work
conducted such as
sidewalk
cleaning/plaza/and
future work planned (in
agenda report)
TBD
5 Festive Activities/Holiday Events 5
Timeline Department Responsible Constraints
Potential Costs to City
Budget
Level of Effort Additional Notes Status of Item
Tentative Council Meeting
Date
Dec-25
Public Works and
Community Development
Staffing; potential funding depending
on scope
TBD 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.
Still need to coodinate
with Chamber and set
up a meeting. Public
Works will reach out to
Chamber Liaison and
Chamber to set
meeting.
TBD
6 Grant Writer 5
Timeline Department Responsible Constraints
Potential Costs to City
Budget
Level of Effort Additional Notes Status of Item
Tentative Council Meeting
Date
CDD and PW to work with downtown businesses/Chamber of Commerce to review/discuss plans for potential holiday events.
ACTION PLAN
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
ACTION PLAN
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: 11 Agenda Item Number: 11
City Council Meeting Packet of: September 16, 2025
6 of 19
1 A B C D E F G H I J K L
ONE YEAR GOALS THROUGH JUNE 30, 2026
23 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.
Staff has not yet
reached out to
Sonoma State to see if
this is feasble. Staff
will continue to apply
for grants and will
reach out to Sonoma
State by mid year
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
Agenda Item Number: 11 Agenda Item Number: 11
City Council Meeting Packet of: September 16, 2025
7 of 19
1 2
3 4
5 6
7 8
9 10
11 12
13 14
15 16
17 18
19 20
21 A B C D E F G H I J K L
ONE YEAR GOALS THROUGH JUNE 30, 2026
GOAL 2
Title Number of Votes
1 Explore Ways to Address Homelessness 5
Timeline Department Responsible Constraints
Potential Costs to City
Budget
Level of Effort Additional Notes Status of Item Tentative Council Meeting Date 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.
This is a discusison at the
homeless coalition board
meetings.
2 Pursue no additional costs and or low cost solutions to homelessness
5 Timeline Department Responsible Constraints
Potential Costs to City
Budget
Level of Effort Additional Notes Status of Item Tentative Council Meeting Date Unknown Police/City Attorney Attorney considerations
Costs should be included
in existing City Attorney's
contracted work
Low Priority issue for police department.
Council approved City Attorney
to prepare ordiance.
TBD - October/November time frame
Timeline Department Responsible Constraints
Potential Costs to City
Budget
Level of Effort Additional Notes Status of Item Tentative Council Meeting Date 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
WCCS $40k outreach funding
approved by city council
August 5th. In process of
bringing HEART Personnel onboard with police department.
NOFA funding application in
progress.
NONE NEEDED AT THIS TIME
3 Revisit Infrastructure for back up of City emergency systems 5 Timeline Department Responsible Constraints
Potential Costs to City
Budget
Level of Effort Additional Notes Status of Item Tentative Council Meeting Date 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.
In Progress. PW met on site at
the PD with electrical
contractor on Aug. 20.
Expecting a draft report from
consultant next week.
TBD
Timeline Department Responsible Constraints
Potential Costs to City
Budget
Level of Effort Additional Notes Status of Item Tentative Council Meeting Date 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
Waiting for results of
Feasibiltiy Study. Expecting
draft report from consultant
next week.
TBD
4 Emergency Preparedness/Management 5
Timeline Department Responsible Constraints
Potential Costs to City
Budget
Level of Effort Additional Notes Status of Item Tentative Council Meeting Date Pursue New County-wide Lead Agency for Homelessness
ACTION PLAN
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
County-wide allocation of Homelessness Resources
Homelessness: Ordinance to restrict sleeping or sitting that blocks public access to buildings and on sidewalks
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
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: 11 Agenda Item Number: 11
City Council Meeting Packet of: September 16, 2025
8 of 19
1 A B C D E F G H I J K L
ONE YEAR GOALS THROUGH JUNE 30, 2026
22 23
24 25
26 27
28 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.
High
The timeline is dependent on the availability of time. Former Chief believed that the dept would need consultant assistance to make significant progress and this has merit, as the current chief does not have an administrative assistant, records supervisor and only recently filled the Lt position full time, along with daily operational duties and filling patrol shifts as necessary. The current chief has been working on EOC and EOP around these considerations.
Inspection and repairs to wall
jacks in EOC complete, tested
and operational. Initial list of
required
items/changes/upgrades to
EOC collated. Working with
other agencies to review their
EOCs and EOPs in process
around daily operations and
obligations. Meeting with
SCNU planned on 9/17/25 to
facilicate transition of website
sebastopolready.org. In
parallel with the Emergency
Operations Plan update, City
staff is currently reviewing the
Emergency Operations Center
(EOC) assessment. Findings
and recommendations from
this assessment will be
provided to the City Council .
City in process of purchasing
TVs/Monitors or Emergency
Operatons Center, after
studying and reviewing EOCs in
other cities and considerating
their experiences with what
works and what does not to
ensure fiscal responsibility and
operability.
• Sept 2025 – Emergency Operations
Center Assessment In pogress; working
with IT to purchase immediate
necessary equipment. Chief has been
attending various table top exercises
with county and nearby city
stakeholders to ascertain further
information for design of EOC and EOP
July through September 2025. Meeting
with SoCo DEM was scheduled for early
Sept 2025 but postponed by SoCo
DEM.
• October 2025 – Installation of
equipment purchased for EOC
anticipated to be complete and in test
run stage
• November 2025 – Draft Emergency
Operations Plan with all key data to be
completed. DRAFT to be forwarded to
respective stakeholders and the
Sonoma County Department of
Emergency Management for review,
feedback and comments.
• December 2025 – Final draft plan
completed based upon feedback and
review. Draft documents to be publicly
available. Community education to be
conducted and feedback will be
solicited.
• January 2026 – Item placed on the
City Council agenda for approval.
Timeline Department Responsible Constraints
Potential Costs to City
Budget
Level of Effort Additional Notes Status of Item Tentative Council Meeting Date End of 2026 Building N/A
Building's budget has
$10k for mitigation High State Mandate; Deadline for next update is: December 2026 Not started at this time TBD Timeline Department Responsible Constraints
Potential Costs to City
Budget
Level of Effort Additional Notes Status of Item Tentative Council Meeting Date Ongoing Council liaison/Police N/A Seek to be county funded Low To monitor County activity Chief has been liaising with
SAFE in Petaluma and they
have advised of a recent
scandal which has
necessitated that they not
expand or modify their services
whatsoever for at least 1-2
years. As such, it is not
possible for Sebastopol to
procure their services at this
time.
N/A at this time
5 Community Emergency Response Team – County free
offerings
5 Timeline Department Responsible Constraints
Potential Costs to City
Budget
Level of Effort Additional Notes Status of Item Tentative Council Meeting Date Improve Emergncy Preparedness; Update Emergency Operations Plan Update Hazard Mitigation Plan
SAFE Program
ACTION PLAN
ACTION PLAN
ACTION PLAN
Agenda Item Number: 11 Agenda Item Number: 11
City Council Meeting Packet of: September 16, 2025
9 of 19
1 A B C D E F G H I J K L
ONE YEAR GOALS THROUGH JUNE 30, 2026
29 30
31 32
33 34
35 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.
Being considered as part of the
SNCU & MYN aspects of the
EOP. Have also been liaising
with Geoff Peters from North
SoCo CERT and Fire Chief
Tuberville. Geoff has been
running CERT in the county for
seven years and offering
trainings and has been
instrumental in the
development of CERT through
the county. He has been
offering any assistance
necessary to Sebastopol's
success in incoporating CERT
into their EOP/city.
See Schedule above for udpate of plan.
6 Coalition of Housing/Keep County or review nonprofit/change lead agencies 5 Timeline Department Responsible Constraints
Potential Costs to City
Budget
Level of Effort Additional Notes Status of Item Tentative Council Meeting Date 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.
Working with Sonoma County
for additional resources.
N/A at this time
7 Keeping drugs out of town /drug enforcement/needle
exchange
5 Timeline Department Responsible Constraints
Potential Costs to City
Budget
Level of Effort Additional Notes Status of Item Tentative Council Meeting Date 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.
Part of current duties as time
permits during daily operations
and calls for service
N/A
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
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: 11 Agenda Item Number: 11
City Council Meeting Packet of: September 16, 2025
10 of 19
1 2
3 4
5 6
7 8
9 10
11 12
13 14
15 16
17 18
19 20
21 A B C D E F G H I J K L
ONE YEAR GOALS THROUGH JUNE 30, 2026
GOAL 3
Title Number of Votes
1 Caltrans grant – Sustainable transportation 5
Timeline Department Responsible Constraints
Potential Costs to City
Budget
Level of Effort Additional Notes Status of Item
Tentative Council Meeting
Date
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
This item was taken to City
Council n 9/2/25 and was
approved to move forward.
Consultant is working with
Caltrans to make sure they
have the correct
information to include in
invoice reporting.
9/2/2025
2 Potholes/Street Resurfacing 5
Timeline Department Responsible Constraints
Potential Costs to City
Budget
Level of Effort Additional Notes Status of Item
Tentative Council Meeting
Date
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 for digouts and repairs list of prioritization.
Staff prepared a grant
application for the City's 5-
year paving program and
submitted 0n 8/2/25.
Public Works is developing
a list of pothole locations
and will bring to Council at
a meeting in October.
10/21/2025
3 Wastewater Pipes/Infrastructure/Sewer master plan 5
Timeline Department Responsible Constraints
Potential Costs to City
Budget
Level of Effort Additional Notes Status of Item
Tentative Council Meeting
Date
2026 Public Works $100,000 High
RFQs were released on 6/10/25 and two firms submited
Qualifications. Wood Rodgers was selected by staff as the most qualified and asked them to submit a Proposal.
Staff is in contact
negotiation phase with
Wood Rodgers for the
engineering work.
9/16/2025
Timeline Department Responsible Constraints
Potential Costs to City
Budget
Level of Effort Additional Notes Status of Item
Tentative Council Meeting
Date
2027 Public Works $157,000 High The RFP process will start in September 2025 On Track to release RFP in
September 2025
11/18/2025
4 Storm Drain Plan – Removal of silt from Calder Creek
Pipeline
5 Timeline Department Responsible Constraints
Potential Costs to City
Budget
Level of Effort Additional Notes Status of Item
Tentative Council Meeting
Date
2026 - begin
preconstruc.
Work
Public Works
High cost of what should be an on
going maintenance item; $200k for
assessment;, $2M for dredging work.
$2,200,000 High
RFQs were released on 6/10/25 and two firms submited
Qualifications. Wood Rodgers was selected by staff as the most qualified and asked them to submit a Proposal.
Flood Resiliency Master
Plan will have cost for silt
removal.
9/16/2025
5 CUSP Grant Application for Phase I of Naturalization of Calder Creek and Ives Park
5 Timeline Department Responsible Constraints
Potential Costs to City
Budget
Level of Effort Additional Notes Status of Item
Tentative Council Meeting
Date
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.
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
ACTION PLAN
ACTION PLAN
Agenda Item Number: 11 Agenda Item Number: 11
City Council Meeting Packet of: September 16, 2025
11 of 19
1 A B C D E F G H I J K L
ONE YEAR GOALS THROUGH JUNE 30, 2026
22 23
24 25
26 27
28 29
30 31
32 33
34 35
36 37
38 39
40 41
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.
Staff and CM had a
meeting with CUSP in
August to discuss next
steps. This included CUSP
sending the City a new
scope of work to review by
end of 2025. RFP will likely
be required for the CEQA
component of the project.
6 Implementation of Rotary Centennial Plan (with revisioning of ives park) Council review first
5 Timeline Department Responsible Constraints
Potential Costs to City
Budget
Level of Effort Additional Notes Status of Item
Tentative Council Meeting
Date
Community Development/
Public Works
Staffing None Low
Construction work is by Rotary. Public Work will request plans and review them.
Staff has met with Rotary
twice and is in the process
of scheduling a meeting
with CUSP, Rotary, and
Staff to discuss the project
and its alignment with the
Calder Creek and Rotary
Centenial project
7 Well 4 (updates/funding) 5
Timeline Department Responsible Constraints
Potential Costs to City
Budget
Level of Effort Additional Notes Status of Item
Tentative Council Meeting
Date
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. Will provide
Meeting on 7/15/25 with
City Attorney and city staff
to discuss next steps.
Closed session:
September 2025
8 SCTCA Funding Plan Cycle/Bodega Ave Bike Lanes. SCTCA Funding Plan Cycle 2
5 Timeline Department Responsible Constraints
Potential Costs to City
Budget
Level of Effort Additional Notes Status of Item
Tentative Council Meeting
Date
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.
Completed.
Grant applications for
Cycle 2 submitted 8/8/25.
N/A - The item was
discussed at the 7/15/25
Council meeting.
9 EIFD 5
Timeline Department Responsible Constraints
Potential Costs to City
Budget
Level of Effort Additional Notes Status of Item
Tentative Council Meeting
Date
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.
EIFD committee to meet
Oct 2nd to discuss last
step
EIFD to return to the
October 21 2025 City
Council Meeting to
approve/not approve
resulution of intention.
10 ADA walk way in Ives Park 5
Timeline Department Responsible Constraints
Potential Costs to City
Budget
Level of Effort Additional Notes Status of Item
Tentative Council Meeting
Date
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.
Need to look at funding for
spring project.
2/17/2026
11 Items below added from September 2024 Approved Goals list: Water / Sewer Master Plan. City buildings
5 Timeline Department Responsible Constraints
Potential Costs to City
Budget
Level of Effort Additional Notes Status of Item
Tentative Council Meeting
Date
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.
Engineering work is
ongoing.
Amendment approval to
council 9/16/2025.
Complete plan to council
TBD in 2026.
Timeline Department Responsible Constraints
Potential Costs to City
Budget
Level of Effort Additional Notes Status of Item
Tentative Council Meeting
Date
ACTION PLAN
Water Master Plan
ACTION PLAN
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
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.
ACTION PLAN
Staff to work with Rotary on Plan Review/Item to be returned to Council for consideration
ACTION PLAN
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.
Agenda Item Number: 11 Agenda Item Number: 11
City Council Meeting Packet of: September 16, 2025
12 of 19
1 A B C D E F G H I J K L
ONE YEAR GOALS THROUGH JUNE 30, 2026
42 43
44 45
46 FY 25/26 Public Works Minimal Medium
Develop ordiance using existing neighboring cities as an example.
Prepare City Council agenda item.
Not yet started due to
other ordinance and policy
priorities.
12/2/2025
Timeline Department Responsible Constraints
Potential Costs to City
Budget
Level of Effort Additional Notes Status of Item
Tentative Council Meeting
Date
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.
Not yet started. TBD.
Timeline Department Responsible Constraints
Potential Costs to City
Budget
Level of Effort Additional Notes Status of Item
Tentative Council Meeting
Date
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.
Need to coordiate with
PG&E and Sonoma Clean
Power about Grants.
TBD.
ACTION PLAN
Fleet: Develop Replacement Plan & Electrification of City Fleet and State Air Board compliance
ACTION PLAN
Pursue Trench Cut ordinance so contractors working on City streets pay for repairs Develop schedule for replacing major components of buildings, and determine amount of funding needed and to be set aside each year.
Agenda Item Number: 11 Agenda Item Number: 11
City Council Meeting Packet of: September 16, 2025
13 of 19
1 2
3 4
5 6
7 8
9 10
11 12
13 14
15 16
17 18
19 20
21 22
A B C D E F G H I J K L
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 Timeline Department Responsible Constraints
Potential Costs to City
Budget
Level of Effort Additional Notes Status of Item
Tentative Council Meeting
Date
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.
Revised staffing for
departments ongoing; staff
to contract for City
Engineer Services/Recruit
for Public Works Director;
Associate
Planner/Accountant Offers
submitted and accepted;
waiting on background
verification
Planning DirectorJob
description on Sep 16th
Council meeting;
recruitment to begin once
revised job desciption
approved.
2 City Council Protocols and Procedures
Timeline Department Responsible Constraints
Potential Costs to City
Budget
Level of Effort Additional Notes Status of Item
Tentative Council Meeting
Date
Ongoing
City Management/Ad Hoc
Committee
High
City Council review policies on an ongoing basis during City Council Meetings.
ONGOING ONGOING
3 RFP for HR Management
Timeline Department Responsible Constraints
Potential Costs to City
Budget
Level of Effort Additional Notes Status of Item
Tentative Council Meeting
Date
Administrative
Services/City Manager
Medium
RFPs for various
consultants to be issued
Dec/Jan timeframe
Submittals to be returned
after RFP process
completed. Feb/March
timeframe.
4 Avoid builder remedy 5
Timeline Department Responsible Constraints
Potential Costs to City
Budget
Level of Effort Additional Notes Status of Item
Tentative Council Meeting
Date
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.
Staff to meet in late
September wih the PC
subcomittee. 4LEAF will be
drafting 1st round of Code
changes in September for
PC workshop in October,
PC consideration in
December and CC
consideration in January
2026
26-Jan
5 Housing Element Implementation/Association of Bay Area Government (ABAG) Priority Development Grant
Timeline Department Responsible Constraints
Potential Costs to City
Budget
Level of Effort Additional Notes Status of Item
Tentative Council Meeting
Date
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.
Currently ABAG is working
on the conultant
procurement per last
conversations with Ada
Chan in May of 2025.
Consultant selection is
expected by end of 2025
and back to council for
approval early 2026
early 2026
6 Evaluate Replacement of SMART Gov permitting system
Timeline Department Responsible Constraints
Potential Costs to City
Budget
Level of Effort Additional Notes Status of Item
Tentative Council Meeting
Date
ACTION PLAN
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
B. 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. As part of the Housing Element implementation Program A.3-4 Workforce Housing Overlay Zone A.Staff is actively processing Housing element updates
Agenda Item Number: 11 Agenda Item Number: 11
City Council Meeting Packet of: September 16, 2025
14 of 19
1 A B C D E F G H I J K L
ONE YEAR GOALS THROUGH JUNE 30, 2026
23 24
25 26
27 28
29 30
31 32
33 34
35 36
37 38
39 40
41 Community
Development/Building/Ad
min Services/Public Works
Newer programs are much more
expensive
$30,000 up front and an
addition $10,000-
$20,000 per year.
Moderate
Our current system is difficult to work with, contributes to inefficient processes, slows the review of projects.
Under Review. We are
continuing to interview
alternative vendorsas a
possible replacement to
our current vendor.
None Needed at this time
7 Replace CIP Software
Timeline Department Responsible Constraints
Potential Costs to City
Budget
Level of Effort Additional Notes Status of Item
Tentative Council Meeting
Date
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.
Will revisit in FY 2026-27
due to costs.
None Needed at this time
8 Restoring public trust 5
Timeline Department Responsible Constraints
Potential Costs to City
Budget
Level of Effort Additional Notes Status of Item
Tentative Council Meeting
Date
Ongoing All Departments High Ongoing
ONGOING - STAFF
CONTINUES TO REVIEW
WAYS TO INCREASE
PUBLIC TRUST
This is ongoing
9 IT Audit (approved during earlier Council Meeting) 5
Timeline Department Responsible Constraints
Potential Costs to City
Budget
Level of Effort Additional Notes Status of Item
Tentative Council Meeting
Date
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.
IT Audit RFP is closed.
Agenda Item to update the
Council on 10/7/25. IT
Support services will be
work on as staff capacity
remains limited as
progress is contigent on
staff availability and effort
10/7/2025
10 Improve Public Communications 5
Timeline Department Responsible Constraints
Potential Costs to City
Budget
Level of Effort Additional Notes Status of Item
Tentative Council Meeting
Date
Ongoing All Departments High Ongoing
This is ongoing; contine to
explore ways to increase
communications/providing
information to the public
/increasing transparency.
This is on going
11 Shared Services 5
Timeline Department Responsible Constraints
Potential Costs to City
Budget
Level of Effort Additional Notes Status of Item
Tentative Council Meeting
Date
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.
N/A
12 Cross Training of Administrative Staff/Actions from Class and Comp Study and Staffing Assessment
5 Timeline Department Responsible Constraints
Potential Costs to City
Budget
Level of Effort Additional Notes Status of Item
Tentative Council Meeting
Date
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
Building Departmetn now
located in city hall; Two
Admin Tech Positions in
recruitment (will be cross
trained in all departments
(other than police)
N/A
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.
Staff has reviewed several different vendors and has received one proposal. Current system is paid for through June of next year and we would be looking at starting any replacement a few months before that. We have been working with current vendor getting some upgrades make current program better.
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
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.
ACTION PLAN
ACTION PLAN
Agenda Item Number: 11 Agenda Item Number: 11
City Council Meeting Packet of: September 16, 2025
15 of 19
1 2
3 4
5 6
7 8
9 10
11 12
13 14
15 16
17 A B C D E F G H I J K L
ONE YEAR GOALS THROUGH JUNE 30, 2026
GOAL 5
Title Number of Votes
1 Balanced Budget 5
Timeline Department Responsible Constraints
Potential Costs to City
Budget
Level of Effort Additional Notes Status of Item
Tentative Council Meeting
Date
Annually
Lead: City
Administration/Administrat
ive 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.
The adopted FY25–26
budget continues to reflect a
surplus position,
demonstrating the City’s
ongoing commitment to
fiscal responsibility. To
ensure proactive oversight
and timely adjustments, the
Budget Committee has
committed to meeting on a
monthly basis to review and
address any budget-related
matters that may arise
throughout the fiscal cycle.
N/A
2 Quarterly Financial report/annual long term budget
reductions
5 Timeline Department Responsible Constraints
Potential Costs to City
Budget
Level of Effort Additional Notes Status of Item
Tentative Council Meeting
Date
Quarterly
Lead: Administrative
Services
Contributing: ALL
DEPARTMENT
None Staff Time Moderate Routine reports
Staff has prepared a
preliminary draft of the staff
report, which is now ready to
be presented to the Budget
Committee on 9/15/25. The
committee will review the
report and provide feedback
to staff, ensuring that
information is thoroughly
evaluated before athe item
goes to the City Council for
acceptance.
7-Oct-25
Timeline Department Responsible Constraints
Potential Costs to City
Budget
Level of Effort Additional Notes Status of Item
Tentative Council Meeting
Date
Quarterly
Lead: Administrative
Services
Contributing: Public
Works/Engineering
None Staff Time Moderate Routine reports
Staff has prepared a
preliminary draft of the staff
report, which is now ready to
be presented to the Budget
Committee on 9/15/25. The
committee will review the
report and provide feedback
to staff, ensuring that
information is thoroughly
evaluated before athe item
goes to the City Council for
acceptance.
7-Oct-25
Timeline Department Responsible Constraints
Potential Costs to City
Budget
Level of Effort Additional Notes Status of Item
Tentative Council Meeting
Date
Yearly Administrative Services None Staff Time Moderate Yearly Update on Pension trust Last updated on pension
was in June 2025
June 2 2026
3 Measure U Priority Resolution reviewed during Budget
Process
5 Timeline Department Responsible Constraints
Potential Costs to City
Budget
Level of Effort Additional Notes Status of Item
Tentative Council Meeting
Date
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
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: 11 Agenda Item Number: 11
City Council Meeting Packet of: September 16, 2025
16 of 19
1 A B C D E F G H I J K L
ONE YEAR GOALS THROUGH JUNE 30, 2026
18 19
20 21
22 23
24 25
26 27
28 29
30 31
32 33
34 35
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
The upcoming quarterly
update will include the
current status of Measure U,
providing an overview of its
progress
10/7/2025
4 Publish Reports on Budget Illustrating Budget (Budget at a Glance)
5 Timeline Department Responsible Constraints
Potential Costs to City
Budget
Level of Effort Additional Notes Status of Item
Tentative Council Meeting
Date
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
4 pages of Budget at a
Glance was developed by
staff.
7-Oct-25
5 Diversify City Revenue base 5
Timeline Department Responsible Constraints
Potential Costs to City
Budget
Level of Effort Additional Notes Status of Item
Tentative Council Meeting
Date
On-Going Community Development
Lack of brick and mortor shops with
the advent of Amazon Etc
None- To be completed
within departmental
budget
Medium Staff to reconsider reinstituting the façade improvement program With direction from the
Budget Committee staff
would be considering the
revival of the façade
improvement program to
focus on beautifical of the
downtown businesses. This
item if directed by the
Budget Committee could
come back to a mid year
budget review in 2026.
6 Update Financial Policies/Ensure meets CIRA 5
Timeline Department Responsible Constraints
Potential Costs to City
Budget
Level of Effort Additional Notes Status of Item
Tentative Council Meeting
Date
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
Staff capacity remains limited at this time. To ensure the updated financial policy aligns with both CIRA standards and
Governmental Accounting Standards Board (GASB) requirements for local governments, dedicated time and resources will be necessary.
Progress is contingent on
the availability of staff to
support this dual
compliance effort.
N/A at this time
7 Increasing Revenue Base 5
Timeline Department Responsible Constraints
Potential Costs to City
Budget
Level of Effort Additional Notes Status of Item
Tentative Council Meeting
Date
TDB Community Development
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
None- To be completed
within departmental
budget
High
We have adopted Resolution 6592-2024 which raised permit fees for construction by about 18-20 percent. We also passed through Council in November 2024, a resolution to raise building valuations, which in-directly raises permit fees.
Currently working with
several debvelopers on new
projects including the
Barlow Hotel. We are
expecting to permit early
2026.
None Needed at this time
8 Update of Impact Fees and More Information 5
Timeline Department Responsible Constraints
Potential Costs to City
Budget
Level of Effort Additional Notes Status of Item
Tentative Council Meeting
Date
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
There are new statutory
requirements for impact
fees and providing more user
friendly access to
information about the fees.
Work on this is expected to
begin late 2025 early 2026.
9 Grants from Regional Bodies 5
Timeline Department Responsible Constraints
Potential Costs to City
Budget
Level of Effort Additional Notes Status of Item
Tentative Council Meeting
Date
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.
Promote tourism, cultural districts, and local events to increase visitor spending/Collaborate with private investors for infrastructure, development projects, or service delivery.
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.
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
ACTION PLAN
Agenda Item Number: 11 Agenda Item Number: 11
City Council Meeting Packet of: September 16, 2025
17 of 19
1 A B C D E F G H I J K L
ONE YEAR GOALS THROUGH JUNE 30, 2026
36 37
38 39
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.
City has submnitted for the
following grants: Cultural
Arts District; SCTCA Grants;
NOFA Measure O grants;
Sonoma County TIF Funds
and will submit for T Mobile
Grant
None Needed at this time
10 Review of Zoning Codes for streamlining of permitting 5 Timeline Department Responsible Constraints
Potential Costs to City
Budget
Level of Effort Additional Notes Status of Item
Tentative Council Meeting
Date
TBD Community Development Staffing; Funding
Zoning Code codification
expenses
Moderate to High None.
Similar to Goal 4-4 this will
be part of the Housing
Element implementation
which includes discussions
with the subcommittee and
will come back to PC and CC
early 2026
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.
ACTION PLAN
Agenda Item Number: 11 Agenda Item Number: 11
City Council Meeting Packet of: September 16, 2025
18 of 19
1 2
3 4
5 6
7 8
9 10
11 12
13 14
A B C D E F G H I J K L
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 Timeline Department Responsible Constraints
Potential Costs to City
Budget
Level of Effort Additional Notes Status of Item
Tentative Council Meeting
Date
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.
Listening Session
scheduled for Sep 30th
None Needed at this time
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 Timeline Department Responsible Constraints
Potential Costs to City
Budget
Level of Effort Additional Notes Status of Item
Tentative Council Meeting
Date
TBD Community Development Staffing; Funding
None- To be completed
within departmental
budget
High
While this item is on hold, it
will be important to ensure
that the upcoming RFP for
the PDA Grant is inclusive
of certain data collection
that will be needed for a
future vibrancy/economic
development plan for the
116 corridor, including the
downtown
On Hold
3 Finalize Completion of Permitting for Barlow Hotel
Timeline Department Responsible Constraints
Potential Costs to City
Budget
Level of Effort Additional Notes Status of Item
Tentative Council Meeting
Date
Dec., 2025
Community
Development/City
Manager/Building/Public
Works
Financial constraints for developer is the main constraint. Lower intrest rates would help High Current focus of economic development efforts. (Development Agreement Ordinance 2nd reading to go to City Council
Tentatively scheduled for May 6, 2025). Development Agreement approved July 2025
Currently working with
developer on some value
engineering in hopes of
reducing cost of
construction. Expecting
plan submittal for
construction by end of
2025
Both Planning Commision
and City council approvals
completed.
Staff curently working with developer to finalize construction plans. Expected completion late fall. Expect permit to be ready to issue in February 2026 if developer continues to follow through.
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: 11 Agenda Item Number: 11
City Council Meeting Packet of: September 16, 2025
19 of 19