City Council:
Jack Ding, Mayor
Kelso Barnett, Vice Mayor
Madolyn Agrimonti
Robert Felder
Sandra Lowe
This meeting of the City Council will be conducted in person, and telephonically through Zoom. The City Council will attend the meeting in person. The public is encouraged to attend either in person or remotely through Zoom. The meetings will continue to be live streamed on the City’s CivicWeb Portal (sonomacity.civicweb.net) and YouTube Channel.
SPECIAL MEETING OF THE SONOMA CITY COUNCIL
City Council Chambers, 177 First Street West
Tuesday, June 21, 2022
https://us06web.zoom.us/j/85660048978
4:00 p.m. Special Meeting
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AGENDA
Be Courteous - TURN OFF your cell phones and pagers while the meeting is in session.
NOTICE: Mayor Jack Ding has called the City Council into a Special Meeting to discuss only the matters stated on the agenda listed below.
PUBLIC COMMENT AT SPECIAL MEETING: Members of the public shall have the opportunity to address the City Council concerning any item listed on the agenda during consideration of that item, when the Mayor opens public comment. No other items may be discussed at this special meeting.
Page
1. CALL TO ORDER
2. ITEMS FOR DISCUSSION
2.1: Discussion, Consideration and Possible Action on a Proposal by the Sonoma Field of Dreams Non-Profit Entity for a Three-year Operations and Maintenance Agreement with the City of Sonoma and Approve a FY 22/23 General Fund Budget Amendment in the Amount of Thirty Five Thousand Dollars for the First Year of the Agreement (Acting City Manager and City Attorney)
RECOMMENDATION: Discussion and direction.
Agenda Report - Field of Dreams - Pdf
3 - 7
3. ADJOURNMENT
I do hereby certify that a copy of the foregoing agenda was posted on the City Hall bulletin board as legally required. Rebekah Barr, MMC, City Clerk/Executive Assistant. *********************************************************************************************************************************** Copies of all staff reports and documents subject to disclosure that relate to any item of business referred to on the agenda are normally available for public inspection the Wednesday before each regularly scheduled meeting at City Hall, located at No. 1 The Plaza, Sonoma CA. Any documents subject to disclosure that are provided to all, or a majority of all, of the members of the City Council regarding any item on this agenda after the agenda has been distributed will be made available for inspection at the City Clerk’s office, No. 1 The Plaza, Sonoma CA during regular business hours.
If you challenge the action of the City Council in court, you may be limited to raising only those issues you or someone else raised at the public hearing described on the agenda, or in written correspondence delivered to the City Clerk, at or prior to the public hearing.
APPOINTMENTS TO COMMITTEES: The Council may establish and make appointments to a Council committee (made up of two Council Members) with respect to any item appearing on this agenda.
CLOSED SESSION: If action is taken during a Closed Session meeting and is required to be reported the Council will return to Open Session and report out immediately. However, if they are unable to do so due to time constraints, they will report out at the immediately following Regular Council Meeting under "REPORT ON CLOSED SESSION".
MOTION FOR RECONSIDERATION: A Council Member voting with the majority on any item appearing on this agenda may move for reconsideration of that vote provided the motion is in conformance with the rules adopted by the Council governing such motions.
In accordance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the City Clerk (707) 933-2216. Notification 48-hours before the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting.
City of Sonoma
Agenda Item Summary
Meeting: Special City Council - 21 Jun
2022
Department
Administration
Staff Contact
Sue Casey, Interim City Manager
Agenda Item Title
Discussion, Consideration and Possible Action on a Proposal by the Sonoma Field of Dreams Non-Profit Entity for a Three-year Operations and Maintenance Agreement with the City of Sonoma and Approve a FY 22/23 General Fund Budget Amendment in the Amount of Thirty Five Thousand Dollars for the First Year of the Agreement Summary
The City of Sonoma has a long history of providing funding to various recreation and community service initiatives through annual grant funding, one-time investments in facilities, financial support for leases, and/or low annual lease rates for property or buildings. In addition, the City has traditionally supported many community events and activities by waiving or reducing city fees and at times, providing direct financial support. The City also has supported non-profits through the years for one-time initiatives or opportunities. The City’s support for a variety of recreation and community services is an important component in ensuring a high quality of life for its residents.
In many cities, there are city employees and a dedicated Recreation and Community Service Department that deliver youth programs, athletic programs, senior services, arts and theater, and the facilities that operate these programs. In Sonoma, these core recreational programs are provided by non-profits; the City has not provided these programs directly.
For many decades, the City provided annual grant funding to key non-profits which overtime became known as the “Tier 1” non-profits. Through these long-term partnerships, the City and its residents have experienced cost savings through the avoidance of creating a City department with appropriate staffing devoted to Recreational and Community Programs. This approach has been proven to be cost effective, efficient, and flexible to meet the changing needs of the community. Non-profit organizations which provide these Recreational and Community Programs are expert at delivering some traditional services provided by city governments elsewhere.
As part of the FY 17/18 budget process, the City Council held a study session to review the City’s Community Fund Grant program. At the end of the study session, Council directed staff come back with a hybrid approach that would provide multi-year contracts to non-profits delivering core recreation and environment services to the community, support for heritage/legacy community events and a further discussion of any competitive grant program based on overall funding and a refined focus.
On March 5, 2018, the City Council approved the Recreation and Community Services Program Funding and Policy Guidelines. With the policy, the City selected four key nonprofits to contract with for their delivery of core recreation and community services on behalf of the City:
Agenda Item #2.1:
• Sonoma Valley Boys and Girls Club
• Sonoma Community Center
• Vintage House
• Sonoma Ecology Center
Rather than an annual grant process, the City through the budget process, enters into agreements directly with each non-profit for one year or multi-year contracts. This creates certainty for the non-profit budgeting process and acknowledges that this is an ongoing service relationship.
The calculation process for the Recreation and Community Services Program funding is based on 1.5% of designated General Fund Tax Revenue sources to provide these services.
The specific General Fund Tax Revenue sources used in calculation of the amount of grant funding available include Property Tax-Secured, Property Tax-Unsecured, Property TaxSupplemental, Property Tax-HOPTR, Property Tax-County Collection, ERAF (State Transfer), Sales/Use Tax, VLF Swap, Measure J-Local Sales Tax, TOT, Franchise Tax, Business License Tax and Property Transfer Tax.
The total amount of funding may vary from year-to-year based on budget calculations and is set annually through the adoption of the budget.
A key component that is missing from the Recreation and Community Services Program Funding and Policy Guidelines (Policy) that was approved on March 5, 2018, is a process for the City Council to change or add to the selected four “Key Non-Profits” who provide Core Recreation and Community Services Partnership Contracts. If the City Council desires, the Policy can be brought back to a Council meeting with a revision to provide this ability.
The City has other recreation and community service partnerships with various other nonprofits located in the City of Sonoma. Since 1992, the City has had a long-term agreement with the Sonoma Valley Field of Dreams for the operation and maintenance of turf areas and youth playfields.
The Sonoma Valley Field of Dreams is an all-volunteer non-profit organization and is a sport and recreational complex located in the heart of Sonoma Valley. It features athletic facilities for baseball, softball, soccer, football, and lacrosse. In addition, it has open space for outdoor events, fitness groups, sports camps, and more. All of the facilities are available to rent for league play, tournaments, or other events.
The Field of Dreams Board and volunteers have provided the City of Sonoma a rich legacy through the creation and maintenance of one of the City's most used and treasured recreation spaces which has become an integral part of this community for generations of families.
The Field of Dreams, as an all-volunteer organization, would like to be considered as a key non-profit based on the services, they provide to over 2,000 youth in the community.
As per the long-term lease agreement with the City, the maintenance of the sports fields located on City property is the sole responsibility of the Field of Dreams. During the last couple of years, the maintenance has been undertaken and managed with an all-volunteer staff. This is becoming unsustainable, as they try to keep up with not only current maintenance, but large ticket deferred maintenance items.
Agenda Item #2.1:
The Field of Dreams recently provided staff with a four-year pro-forma budget that outlined their current revenue stream, ongoing current maintenance, as well as some deferred maintenance items such as tree-trimming, irrigation, and turf repair. In order to accomplish the current as well as deferred maintenance over the next three years, the Field of Dreams Board has requested a three-year operations and maintenance agreement at fifty thousand dollars per year for FY 22/23 – FY 23/24. This would include fifteen thousand dollars per year for operations and thirty-five thousand dollars per year for maintenance. Fifteen thousand dollars for the Field of Dreams operations was already approved with the FY 22/23 budget.
Based on current projections, the long-range forecast indicates the General Fund could accommodate these increased appropriations.
In addition, the Field of Dreams Board has a current proposal and plan for a future enhanced and renovated sports recreation facility that would be constructed on the Field of Dreams site.
The Field of Dreams would like to present their plan at a Council meeting to determine the City’s interest in their proposal.
As stated previously, the Field of Dreams, has been a key provider of youth recreation and a sports facility for over thirty years. The City is so appreciative of the services they have provided and consider them a valued an extremely important community partner.
Recommended Council Action
Direct staff on the following:
• Direct staff to bring a FY 22/23 – FY 24/25 Field of Dreams Operations and Maintenance Agreement to the August 3, 2022, Council meeting for approval; and • Direct staff to bring back a revised Recreation and Community Services Program Funding and Policy Guidelines with a process for the City Council to change or add to the selected four “Key Non-Profits” who provide Core Recreation and Community Services Partnership Contracts; and
• Direct staff to have the Field of Dreams present their plan for a future enhanced and renovated sports recreation facility to be constructed on the Field of Dreams site at a Council meeting to be determined.
Alternative Actions
Council discretion.
Financial Impact
For FY 22/23, $15,000 was budgeted for the Filed of Dreams operations. Based on current projections the FY 22/23 General Fund Budget could accommodate an additional $35 thousand for maintenance that the Field of Dreams is requesting. Current projections in the General Fund Five Year Forecast also indicate the additional $50 thousand per year could be accommodated in FY 23/24 and FY 24/25 General Fund budgets.
Environmental Review Status
Environmental Impact Report
Negative Declaration
Exempt
Not Applicable
Approved/Certified
No Action Required
Action Requested
Agenda Item #2.1:
Attachments
22-23 Revised GF FORECAST with corrected HDL Sales Tax
Agenda Item #2.1:
General Fund Forecast Summary Year 1 Year 2 Year 3 Year 4 Year 5 Description
2021/22
Amended
Budget
2021/22
Projected
Actuals
2022/23
Proposed
Budget
2023/24
Projected
Budget
2024/25
Projected
Budget
2025/26
Projected
Budget
2026/27
Projected
Budget
Revenues:
Property Tax $ 4,643,155 $ 4,643,155 $ 4,951,750 $ 5,185,968 $ 5,429,190 $ 5,685,990 $ 5,954,938 Transient Occupancy Tax $ 6,190,899 $ 6,190,899 $ 6,359,254 $ 6,518,235 $ 6,681,191 $ 6,848,221 $ 7,019,427 Sales Tax (general, public safety) $ 3,739,428 $ 3,757,349 $ 3,839,697 $ 3,959,012 $ 4,091,903 $ 4,218,675 $ 4,360,994 Sales Tax (local half-cent) $ 2,826,902 $ 2,826,902 $ 2,852,831 $ 2,953,658 $ 3,047,566 $ 3,138,508 $ 3,241,312 Emergency Medical Services $ 2,100,000 $ 2,100,000 $ 2,275,000 $ 2,320,500 $ 2,366,910 $ 2,414,248 $ 2,462,533 Other revenues $ 2,203,903 $ 2,262,001 $ 2,621,852 $ 2,811,630 $ 2,954,815 $ 2,999,844 $ 3,045,746 Transfers In $ 1,079,369 $ 1,079,369 $ 1,211,902 $ 886,230 $ 902,760 $ 916,756 $ 931,043 Federal & State Relief Funding (ARPA & CARES) $ 1,318,588 $ 1,318,588 $ 1,318,588 $ - $ - $ - $ - TOTAL OPERATING REVENUE $ 24,102,244 $ 24,178,263 $ 25,430,874 $ 24,635,233 $ 25,474,335 $ 26,222,243 $ 27,015,992 Expeditures:
Current Staffing (Salaries & Benefits) $ 4,324,139 $ 4,324,139 $ 4,634,618 $ 4,755,938 $ 4,880,454 $ 4,989,636 $ 5,101,349 Police Contract & Operating Costs $ 4,988,226 $ 4,988,226 $ 5,089,745 $ 5,216,989 $ 5,347,413 $ 5,481,099 $ 5,618,126 Fire/EMS Contract & Operating Costs $ 5,593,467 $ 5,806,874 $ 5,942,698 $ 6,091,265 $ 6,243,547 $ 6,399,635 $ 6,559,626 Other Professional/Contractual Services $ 898,839 $ 898,839 $ 1,059,390 $ 949,984 $ 959,484 $ 969,079 $ 978,769 Payments on accrued PERS Liability (UAL and POBs) $ 1,181,491 $ 1,181,491 $ 1,329,412 $ 1,416,204 $ 1,494,411 $ 1,536,781 $ 1,572,971 Other Operating Costs $ 4,653,963 $ 4,631,018 $ 5,333,373 $ 4,874,069 $ 4,893,913 $ 4,956,496 $ 5,020,087 Transfer to Capital Improvement Program $ 478,400 $ 478,400 $ 240,000 $ 400,000 $ 400,000 $ 400,000 $ 400,000 TOTAL OPERATING EXPENDITURES $ 22,118,525 $ 22,308,987 $ 23,629,236 $ 23,704,448 $ 24,219,222 $ 24,732,726 $ 25,250,930 GENERAL FUND SURPLUS (DEFICIT): $ 1,983,719 $ 1,869,276 $ 1,801,638 $ 930,784 $ 1,255,112 $ 1,489,517 $ 1,765,062 Federal Relief Funding $ 1,318,588 $ 1,318,588 $ 1,318,588 $ - $ - $ - $ -
GEN FUND SURPLUS/(DEFICIT) WITHOUT FED RELIEF
FUNDS: $ 665,131 $ 550,688 $ 483,050 $ 930,784 $ 1,255,112 $ 1,489,517 $ 1,765,062 Agenda Item #2.1: