Sonoma City Council
June 21, 2023

City Council:

Sandra Lowe, Mayor
John Gurney, Vice Mayor
Jack Ding
Patricia Farrar-Rivas
Ron Wellander
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. Please see the agenda below for information on public participation.

REGULAR MEETING AGENDA

OF THE SONOMA CITY COUNCIL
City Council Chambers, 177 First Street West
Wednesday, June 21, 2023
https://us06web.zoom.us/j/84876986131
6:00PM Regular Meeting
Be Courteous - TURN OFF your cell phones and watches while the meeting is in session.

The City Council may discuss and/or take action on any or all of the items listed on the agenda irrespective of how the items are described.

No new items will begin after 9:00pm unless a majority of the members present vote to allow the items to be heard.

Page
6:00 P.M. – REGULAR MEETING

CONVENE, CALL TO ORDER & PLEDGE OF ALLEGIANCE
ROLL CALL (Farrar-Rivas, Gurney, Wellander, Ding, Lowe)

PUBLIC PARTICIPATION USING ZOOM
Public Comment Process for ZOOM Attendance at Meetings

REPORT ON CLOSED SESSION

APPROVAL OF AGENDA

1. COMMENTS FROM THE PUBLIC
At this time, members of the public may comment on any item not appearing on the agenda. It is recommended that you keep your comments to three minutes or less. Under State Law, unless otherwise permitted under the Ralph M. Brown Act, the merits of the matters presented under this item cannot be discussed or acted upon by the City Council at this time. For items appearing on the agenda, the public will be invited to make comments at the time the item comes up for Council consideration. Upon being acknowledged by the Mayor, please step to the podium and speak into the microphone. Begin by stating and spelling your name.

2. MEETING DEDICATIONS

3. COUNCILMEMBERS’ REPORTS AND COMMENTS

3.1: Committee Reports - Council Members are appointed to various boards and committees - local, county-wide and regional. Any updates from a council member will be shared at this time. A list of all appointments is available on our City Website for easy reference.

4. CITY MANAGER COMMENTS AND ANNOUNCEMENTS

5. CITY ATTORNEY COMMENTS

6. PRESENTATIONS

6.1: Congratulations and Recognition of Amelia Moran Ceja, President & Founder, Ceja Vineyards on Receiving the Maestro of Leadership Award

6.2: Proclamation Proclaiming June 12, 2023, as Women Veterans Day in the City of Sonoma

6.3: Proclamation Proclaiming June 19, 2023, as Juneteenth National Independence Day in the City of Sonoma

7. CONSENT CALENDAR – CITY COUNCIL
All items listed on the Consent Calendar are considered to be routine and will be acted upon by a single motion. There will be no separate discussion of these items unless members of the Council or staff request specific items to be removed for separate action.

7.1: Waive further reading and Authorize Introduction and/or Adoption of Ordinances by Title Only. (Standard procedural action - no backup information provided)

7.2: Receive Minutes from the Regular Meeting of June 7, 2023 (Rebekah Barr, MMC, City Clerk)

06.07.2023 Regular Meeting Minutes
5 - 6

7.3: Adopt a Resolution Authorizing the City Manager to Execute a Professional Services Contract with M-Group in an Amount not to Exceed $51,840 to Provide a Part-Time Associate Planner to the City of Sonoma Approximately 20 hours per Week. (Kristina Tierney, Associate Planner) RECOMMENDATION: Adopt the Resolution.

Agenda Report - M-Group Consulting Contract - Pdf
7 - 12

7.4: Adopt a Resolution Authorizing the City Manager to Execute a Three-Party Professional Services Agreement with R3 Consulting Group, Inc and Colantuono, Highsmith & Whatley, PC, to Prepare a Solid Waste Franchise Fee Financial Assessment in an Amount Not to Exceed $30,000 to Supersede/Terminate the Previously Approved Two-Party Professional Services Agreement between the City of Sonoma and R3 Consulting Group, Inc. (Travis Wagner, Sustainability Coordinator and David Ruderman, City Attorney)
RECOMMENDATION: Adopt the resolution.

Agenda Report - R3 Consulting Group, Inc. Superseding Three-Party Contract - Pdf
13 - 33

7.5: Adopt a Resolution Authorizing the City Manager to Execute an Additional Task Order with Consor Engineering for Design Support for the Chase Street Bridge Replacement Project, Federal Project No. CML-5114(016) (Project), for an amount not to exceed $76,000.00 (Mike Berger, Public Works Director/City Engineer)
RECOMMENDATION: Adopt the resolution.

Agenda Report - Task Order - Chase St Bridge Replacement Project - Pdf 34 - 44

7.6: Adopt a Resolution Authorizing the City Manager to Execute Amendment No. 1 to Task Order No. 2021-06 Authorizing and Directing GHD, Inc. to Complete Additional Design and Construction Observation Services for the Well No. 1 Vault Cover and Air Exchange System Project (Mike Berger, Public Works Director/City Engineer)
RECOMMENDATION: Adopt the resolution.

Agenda Report - Task Order - Well No. 1 Vault Project - Pdf 45 - 49

7.7: Accept the Expenditure Report for the Month of May 2023 (Chuck McBride, Interim Finance Director)
RECOMMENDATION: Accept report.

Agenda Report - Expenditures - May 2023 - Pdf
50 - 53

8. PUBLIC HEARING

9. REGULAR CALENDAR – CITY COUNCIL
(Matters requiring discussion and/or action by the City Council)

9.1: Adoption of the Fiscal Year 2023-24 City of Sonoma Operating and Capital Improvement Budget, Establishing a List of Authorized Positions, and Allocating Funds for Homeless Services (David Guhin, City Manager & Chuck McBride, Interim Finance Director)
RECOMMENDATION: It is recommended by the City Manager that the City Council approve the four attached resolutions:

1. A Joint Resolution of the City Council of the City of Sonoma and the Successor Agency of the Former Sonoma Community Development Agency Adopting the Fiscal Year 2023-24 City of Sonoma Operating Budget; Approving Community Fund Programming; and Authorizing the City Manager, or their Designee to Execute Task Orders for City Engineering Services with CIP Consultants

2. A Resolution Adopting the 2023-28 Five-Year Capital Improvement Program; and Authorizing Capital Project Funds Appropriated and Unspent in Fiscal Year 2022-23 to be Rolled into the Fiscal Year 2023- 24 Budget

3. A Resolution Establishing the List of Authorized Positions

4. A Resolution Authorizing the City Manager to Allocate Funds for Homeless Services and to Execute Contracts with Various Homeless Service Providers for Fiscal Year 2023-24
Agenda Report - FY 2023/24 Budget - Pdf
54 - 92

9.2: Resolution Approving a New Job Classification and Salary Range for the Position of Building Official in the FY23/24 Budget, and Designating the Transfer of Statutory and Legal Authority for the Building Official Position (David Guhin, City Manager and Cathy Lanning, Human Resources Manager) RECOMMENDATION: Adopt the proposed resolution approving a new job classification and salary range for the position of Building Official in the FY 23/24 budget and designating the transfer of statutory and legal authority for the newly created Building Official position.

Agenda Report - New Job Classification - Building Official - Pdf 93 - 104

10. COMMISSION AND COMMITTEE ROSTER
(This is to provide information only - no action will be taken)

11. ADJOURNMENT
I do hereby certify that a copy of the foregoing agenda was posted 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.

The City Council may discuss and/or take action on any or all of the items listed on the agenda irrespective of how the items are described.

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 which is required to be reported out at this meeting, the Council will return to Open Session and report out immediately. However, if the Council is unable to do so due to time constraints, it 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 Council:

Sandra Lowe, Mayor
John Gurney, Vice Mayor
Jack Ding
Patricia Farrar-Rivas
Ron Wellander

REGULAR MEETING MINUTES

OF THE SONOMA CITY COUNCIL
City Council Chambers
177 First Street West
Wednesday, June 7, 2023

6:00 PM Regular Meeting
6:00 P.M. – REGULAR MEETING

CONVENE, CALL TO ORDER, & PLEDGE OF ALLEGIANCE
Mayor Lowe called the meeting to order at 6:00 pm.

PUBLIC COMMENT PROCESS FOR ZOOM ATTENDANCE AT MEETINGS

ROLL CALL
PRESENT: Mayor Lowe, Council Member Ding, Vice Mayor Gurney, Council Member Wellander, Council Member Farrar-Rivas

REPORT ON CLOSED SESSION
There was no closed session held.

APPROVAL OF AGENDA
Motion by Council Member Farrar-Rivas, seconded by Council Member Ding, to approve the agenda as presented with item 6.2 being moved to the subsequent meeting. Motion carried unanimously.

1. COMMENTS FROM THE PUBLIC
None.

2. MEETING DEDICATIONS
None.

3. COUNCILMEMBERS’ REPORTS AND COMMENTS
Council Member Ding traveled to Washington D.C. to attend the National Association of Enrolled Agents Fly-In Day on May 24, 2023.

Council Member Farrar-Rivas attended a Sonoma Clean Power Authority meeting on June 1, 2023.

Vice Mayor Gurney attended the ribbon-cutting event for the new Adobe Drug Store opening on June 1, 2023. He also attended the Hanna Boys Center Community Mental Health Hub grand opening event on May 31, 2023.

Mayor Lowe attended the Pride Festival on June 1, 2023, which took place in front of City Hall as well as the reception held afterward at Sunflower Cafe. Mayor Lowe also attended the grand opening event of the Community Mental Health Hub at Hanna Boys Center on May 31, 2023. Furthermore, she was present at the ribbon-cutting ceremony of Adobe Drug Store on June 1, 2023. Mayor Lowe had the honor of being asked to throw the first pitch at the Sonoma Stompers Baseball game on May 31, 2023. In addition, Mayor Lowe represented the City at a LAFCO meeting on June 7, 2023.

Notably, she informed the Council about a letter received from the Sonoma Valley Unified School District, which praised Chief Cutting for his steadfast commitment to enhancing school safety.

4. CITY MANAGER COMMENTS AND ANNOUNCEMENTS
City Manager Guhin announced that the budget would be brought back to Council on June 21, 2023.

Mr. Guhin also informed the Council that he has made a selection for the new Community Development Director, and that individual has accepted the employment offer.

5. CITY ATTORNEY COMMENTS
City Attorney Ruderman attended the League of California Cities City Attorneys Spring Conference held in Monterey, California from May 17-19, 2023.

6. PRESENTATIONS
Item 6.1: Introduction and Recognition of 2023 Creative Student Artist Grace Atkinson (Rebekah Barr, MMC, City Clerk)
Item 6.2: Proclamation Proclaiming June 12, 2023, as Women Veterans Day in the City of Sonoma (Rebekah Barr, MMC, City Clerk)
Item 6.3: Presentation on FLOCK Automated License Plate Reader Technology by Chief of Police Brandon Cutting
Agenda Item #7.2:

.

Public Comment: Fred Allebach, Tom Conlon, and Mark Bodenhamer. Three individuals who provided no name also gave public comment.

Item 6.4: Part Six of Six Reports: Receive and Discuss Annual Report from City of Sonoma Community Services Provider: Sonoma Home Winemakers, Field of Dreams, Sonoma Overnight Support and the Sonoma Valley Chamber of Commerce (Lisa Janson, Senior Management Analyst)
Public Comment: Fred Allebach, Lynn Joyner, and Madolyn Agrimonti

7. CONSENT CALENDAR – CITY COUNCIL
Motion by Council Member Ding, seconded by Vice Mayor Gurney, to approve the Consent Calendar as presented. Motion carried unanimously.

Public Comment: Fred Allebach and Jessica Misuraca
Item 7.1: Waive further reading and Authorize Introduction and/or Adoption of Ordinances by Title Only. (Standard procedural action - no backup information provided)
Item 7.2: Receive Minutes from Regular Meeting of May 17, 2023 (Rebekah Barr, MMC, City Clerk)
Action: Minutes were received.

Item 7.3: Adopt a Resolution Authorizing the City Manager to Execute an Agreement Certifying the City's Continued Participation and Involvement in the Urban County Joint Powers Agreement (JPA) for Housing and Community Development Especially as it Relates to the Community Development Block Grant (CDBG), HOME Investment Partnerships (HOME), and Emergency Solutions Grant (ESG) Entitlement Programs for 2024-2026 (David Guhin, City Manager) Action: Adopted as Resolution 37-2023.

Item 7.4: Adopt a Resolution that 1) Rescinds Resolution #36-2021 Declaring a Water Shortage Emergency and a Stage 1 Voluntary Conservation Water Shortage Alert 2) Rescinds Resolution #39-2021 Declaring a Stage 2 Mandatory Conservation Water Shortage in the City of Sonoma Water Service Area, and 3) Continues to Recommend Best Practices by all Water Users of the City of Sonoma (Mike Berger, Public Works Director/City Engineer)
Action: Adopted as Resolution 38-2023.

Item 7.5: Receive Council Member Ding's Appointment of Patricia Cullinan to the Parks, Recreation, & Open Space Commission to fill the Vacancy Left by Sinjin Bain's Resignation (Rebekah Barr, MMC, City Clerk)
Action: Appointment was received.

Item 7.6: Adopt a Resolution Authorizing the Public Works Director to Apply for the California State Parks Recreational Trails Grant to Fund Major Rehabilitation of Portions of the Sonoma Overlook Trail (Oriana Hart, PW Admin & Project Manager) Action: Adopted as Resolution 39-2023.

Council took a recess at 7:52 pm; Council reconvened at 7:57 pm.

8. PUBLIC HEARING
None.

9. REGULAR CALENDAR – CITY COUNCIL
Item 9.1: Discussion, Consideration, and Possible Action to Adopt a Resolution Approving the Sonoma Garbage Collectors’ 2023-24 Refuse Rates (David Guhin, City Manager) Action: Adopted as Resolution 40-2023.

Public Comment: Tom Conlon
Motion by Council Member Wellander, seconded by Council Member Ding, to Adopt a Resolution Approving the Sonoma Garbage Collectors’ 2023-24 Refuse Rates. Motion carried unanimously.

10. ADJOURNMENT
Mayor Lowe adjourned the meeting at 8:15 pm.

I HEREBY CERTIFY that the foregoing minutes were duly and regularly adopted at a regular meeting of the Sonoma City Council on the 21st day of June 2023. ___________________________________
Rebekah Barr, MMC, City Clerk
Agenda Item #7.2:

City of Sonoma
Agenda Item Summary
Meeting: City Council - 21 Jun 2023
Department
Planning and Community Services
Staff Contact
Kristina Tierney, Associate Planner
Agenda Item Title
Adopt a Resolution Authorizing the City Manager to Execute a Professional Services Contract with M-Group in an Amount not to Exceed $51,840 to Provide a Part-Time Associate Planner to the City of Sonoma Approximately 20 hours per Week.

Summary
On January 23, 2023, the City Council approved the City Manager to enter into a contract with M-Group to support the Planning and Community Services Department with a contract planner.

The department has had an Associate Planner position vacant since January 19, 2023 due to a resignation. Since January, the contract planner has assisted with planning questions at the front counter, facilitated intake of planning and building permit applications, and performed project management work for various development projects. The existing contract is set to expire on June 30, 2023 and staff is recommending that the City Council authorize the City Manager to extend the contract with M-Group for these planning services to support the department until permanent staff is hired. On-call services will continue to be billed on an hourly basis consistent with M-Group’s 2023/2024 billing rates with a not to exceed budget of $51,840.

On call services, under this contract will extend through June 30, 2024.

Recommended Council Action
Approve a professional services contract in the amount of up to $51,840 through June 30, 2024, with M-Group to provide an Associate Planner working at the City for two days a week, and up to twenty hours per week at $135 per hour, until the planning vacancy can be filled.

Alternative Actions
City Council discretion.

Financial Impact
The amount budgeted for the salary of an Associate Planner, not including benefits, is $120,000 per year. The contract planner will be funded through salary savings and also through the Department’s established procedure for cost recovery from development projects.

Environmental Review Status
Environmental Impact Report
Negative Declaration
Exempt
Not Applicable
Approved/Certified
No Action Required
Action Requested
Attachments
Agenda Item #7.3:

M Group Contract Extension Resolution
M-Group On-Call Staffing Services Extension (2023)
Alignment with Council Goals:

Compliance with Climate Action 2020 Target Goals:

CC:
n/a
Agenda Item #7.3:

RESOLUTION NO. ____ - 2023

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SONOMA

AUTHORIZING THE CITY MANAGER TO EXECUTE A CONTRACT WITH M-GROUP IN AN AMOUNT NOT TO EXCEED $51,840 TO PROVIDE A PART-TIME ASSOCIATE PLANNER TO THE CITY OF SONOMA APPROXIMATELY 20 HOURS A WEEK.

WHEREAS, on January 23, 2023 the City Council adopted a resolution authorizing the City Manager to enter into a contract with M-Group, a planning consulting firm, to provide support to the Planning Department. The approved contract was for an Associate Planner to provide approximately 20 hours per week at the rate of $135 per hour, through June 2023; and
WHEREAS, the approved contract is set to expire at the end of the month and the Associate Planner position remains vacant. The Planning Department needs continued Associate Planner level support until the new Community Development Director has the opportunity to evaluate staffing needs on a long-term basis; and WHEREAS, the amount budgeted for the salary of an Associate Planner, not including benefits, is $120,000 per year. The contract planner will be funded through salary savings and also through the Department’s established procedure for cost recovery from development projects; and
WHEREAS, the City has the responsibility to review new development applications for planning and building in a timely manner, as well as to meet legislative and policy goals of the State and City. The contract planner will help the City meet these goals; NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Sonoma authorizes the Interim City Manager to execute a contract with M-Group to provide a contract planner at the Associate Planner level, in an amount not to exceed $51,840 through June 30, 2024.

ADOPTED this 21st day of June 2023 by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
_____________________________________________
Sandra Lowe, Mayor
ATTEST:
__________________________________________
Rebekah Barr, City Clerk
Agenda Item #7.3:

m-group a new design on urban planning
policy planning  urban design  environmental review  historic preservation  community engagement  staffing solutions m-group.us campbell  santa rosa  hayward
June 8, 2023
Kristina Tierney
Associate Planner
City of Sonoma
Subject: On-Call Planning Services (Extension)
Kristina,
I am pleased to provide this letter proposal to extend M-Group’s on-call planning services contract with the City of Sonoma. M-Group will continue to provide on-call professional planning services for projects assigned by the City with a hybrid option for in person and remove work, as agreed to by both the city and M-Group. Based on our understanding of the City’s current needs, planning services to be provided by M-Group may include but are not limited to the following:
• M-Group Associate Planner Alaina Lipp to remain available approximately 16 hours a week, with remote work option
• M-Group Assistant Planner Jelani Mora to be available remotely approximately 16 hours a week • Other M-Group Planners to be available on an on-call basis • Answer counter questions, voicemails, and respond to online inquiries • Process improvements and e-document form preparation
• Prepare Staff Reports
• Assist with Housing Element + General Plan Update
• Assist with Management and/or preparation of Environmental Review • Manage/Assist with various Planning & Building projects • Attend Board, Committee, Commission, and Council Meetings remotely or in person, if necessary • Other planning and environmental tasks requested by the City To accommodate the range of work listed above and to ensure flexibility based on specific city needs, on-call services will be billed on an hourly basis consistent with M-Group’s 2023/2024 billing rates (attached) with a not to exceed budget of $50,000. This is in addition to M-Group’s existing contract with the not to exceed amount of $51,840. On call services, under this contract extension will extend through June 30, 2024.

I trust that this proposal to extend M-Group’s on-call planning contract meets the City of Sonoma’s immediate needs. Please do not hesitate to contact me to discuss any revisions or refinements.

Thank you,
Olivia Ervin, Principal-In-Charge
[email protected]
707.540.0723 x 202
Agenda Item #7.3:

M-G R O U P |
* Hourly rates are subject to annual adjustment.
* M-Group adds a 10% administration fee to Sub-consultant rates.

M-GROUP STAFF HOURLY RATE
2023 2024
Admin Analyst
Planning Tech $90 $95
Assistant Planner
Assistant Urban Designer $110 $115
Social Media Coordinator
$140 $145
Associate Planner
Associate Urban Designer
GIS Services
Environmental Planner
Historic Preservation Specialist $155 $160
Public Art Specialist
Senior Planner
Senior Urban Designer
$165 $175
Senior Environmental Planner
Project Manager
Principal Planner
Principal Environmental Planner
Principal Policy Planner
Director of Urban Design
$185 $195
Principal $265-$285 $280-$300
Agenda Item #7.3:

JELANI MORA

A SSISTA N T PLA N N E R
m-group.us

EXPERIENCE
M-Group
Assistant Planner
Feb 2023 – Present

DFS LAX
Sales Manager
Sep 2021 – Feb 2023
Los Angeles, Calif.

University of California, Los
Angeles
Los Angeles, Calif.

Watts Tutoring Program
External Director
Apr 2018 – Jun 2021
Vice-Provost Initiative for Precollege Scholars
Academic Counselor II
Nov 2019 – Jul 2021
Resident Government Council
House President
Sep 2019 – Jun 2020
Laboratory for Race and Popular
Culture
Research Assistant
Jan 2021 – Jun 2021

EDUCATION
Bachelor of Arts – Political Science
Minor: Public Affairs
University of California, Los Angeles
Los Angeles, Calif.

Jelani Mora is an emerging planner with outstanding leadership and community engagement skills. He is analytical, data driven, and focused on measurable results balanced with exceptional customer service skills and a strong ability to connect with people. Jelani’s ability to educate and explain complex processes is invaluable when working with the public.

AREAS OF EXPERTISE
Community Engagement Project Management
Research + Data Analysis Public Speaking

EXPERIENCE
ASSISTANT PLANNER | CITY OF CUPERTINO/M-GROUP
Consulting Assistant Planner to the City of Cupertino. Review and approve planning entitlements, building permits, and tree removal documents. Conduct planning counter responsibilities, including interpretation, application, and communication of the City’s municipal code for public inquiries via email, phone, and in person. Conduct site inspections and research property information for pending projects. Organized and led community outreach to 15 businesses for Temporary Outdoor Dining permit renewal.

EXTERNAL DIRECTOR | WATTS TUTORING PROGRAM, UCLA
Provided scholarship assistance and tutored 30 students, ages six to 18 with math, grammar, and English lessons weekly. Coordinated the program's annual Community Assessment Funding Report by surveying 45 students, tutors, and board members.

Planned and executed weekly team-building exercises for students and directors.

ACADEMIC COUNSELOR | VICE-PROVOST INITIATIVE FOR PRE-COLLEGE

SCHOLARS, UCLA
Counseled 80+ high school students weekly in preparation for admission to a four -year university and planned outreach events. Scheduled quarterly academic meetings with stakeholders and composed monthly newsletters for 200+ students. Designed personalized curriculum and maintained records for 30 students.

HOUSE PRESIDENT | RESIDENT GOVERNMENT COUNCIL , UCLA
Oversaw programming assistants during event setups for 560+ students quarterly.

Arbitrated and voted weekly on funding resolutions for student programs with a yearly budget of $45,000. Represented 80+ residents' concerns to UCLA Dining, Maintenance, and Housing representatives.

RESEARCH ASSISTANT | LABORATORY FOR RACE AND POPULAR CULTURE , UCLA Assisted the Laboratory for Race and Popular Culture transition from CU Boulder to UCLA using Google Drive and Microsoft Suite to transfer files. Oversaw four-team members’ dossiers, edited transcripts, verified references, and presented findings. Curated resources for the upcoming Anthology of Rap, Volume 2 and created extensive dossiers for six artists.

Agenda Item #7.3:

City of Sonoma
Agenda Item Summary
Meeting: City Council - 21 Jun 2023
Department
Planning and Community Services
Staff Contact
Travis Wagner, Sustainability Coordinator
Agenda Item Title
Adopt a Resolution Authorizing the City Manager to Execute a Three-Party Professional Services Agreement with R3 Consulting Group, Inc and Colantuono, Highsmith & Whatley, PC, to Prepare a Solid Waste Franchise Fee Financial Assessment in an Amount Not to Exceed $30,000 to Supersede/Terminate the Previously Approved Two-Party Professional Services Agreement between the City of Sonoma and R3 Consulting Group, Inc.

Summary
The City of Sonoma requires a financial consultant to perform an assessment of the City's extensive and significant re-writing of the current Solid Waste Franchise agreement with Sonoma Garbage Collectors. R3 Consulting Group Inc. has experience conducting solid waste rate reviews, franchise fee assessments and performing financial and rate structure analysis for municipalities, public utilities, and regional authorities in California. On March 15, 2023 the City Council authorized the City Manager to execute a two-party professional services agreement with R3 Consulting Group Inc. for franchise fee assessment services (Resolution 16-2023).

Due to changing case law governing franchise fees, a need for legal assistance with specialized expertise to guide the City Council during the franchise fee assessment process is required. As a result, staff is recommending the City terminate the previous professional services agreement and enter into a revised contract with R3 Consulting Group that includes Colantuono, Highsmith & Whatley, PC, (CHW) which provides City Attorney services to Sonoma. CHW has special expertise in municipal finance, including franchise fees, rates, and assessments. This is similar to the type of contract the City entered into with Raftelis Financial Consultants to prepare an updated Water Rate Study. A three-party agreement will allow RC Consulting Group, Inc. to utilize CHW's legal services. Other that including CHW, all other terms of the previously executed two-party professional services agreement with R3 Consulting Group Inc. remain unchanged, including the scope and cost of the agreement not to exceed $30,000 that will be paid through the Franchise Agreement.

Staff is recommending the City Council authorize the City Manager to execute a Three-Party Professional Services Agreement with R3 Consulting Group, Inc and Colantuono, Highsmith & Whatley, PC, to supersede/terminate the previously approved Professional Services Agreement between the City of Sonoma and R3 Consulting Group, Inc, for Franchise Fee financial assessment and to provide legal guidance in an amount not to exceed $30,000.

Recommended Council Action
Adopt the proposed resolution authorizing the City Manager to execute a Three-Party Professional Services Agreement with R3 Consulting Group, Inc and Colantuono, Highsmith & Whatley, PC, to prepare a Solid Waste Franchise Fee Financial Assessment in an amount not to exceed $30,000.

Agenda Item #7.4:

Alternative Actions
Council discretion.

Financial Impact
The cost of the Professional Services Agreement with R3 Consulting Group, Inc. not to exceed $30,000 will be paid for through the Franchise Agreement. There will be no cost to the City of Sonoma.

Environmental Review Status
Environmental Impact Report
Negative Declaration
Exempt
Not Applicable
Approved/Certified
No Action Required
Action Requested
Attachments
Resolution - Authorizing R3 Three-Party Contract
Limited Scope Agreement for Consulting Services
Exhibit A and B - R3 Consulting Agreement
Exhibit C - R3 Insurance Requirements
Agenda Item #7.4:

City of Sonoma
RESOLUTION # _______ - 2023

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SONOMA

AUTHORIZING THE CITY MANAGER TO EXECUTE A THREE-PARTY
PROFESSIONAL SERVICES AGREEMENT WITH R3 CONSULTING GROUP INC.

AND COLANTUONO, HIGHSMITH & WHATLEY, PC. TO PREPARE A SOLID

WASTE FRANCHISE FEE ASSESSMENT
WHEREAS, the City is considering an extension and major overhaul of the current Solid Waste Franchise Agreement that grants exclusive rights to Sonoma Garbage Collectors for solid waste services in the City; and
WHEREAS, the City seeks to obtain an independent, professional analysis as to the financial value of the City’s solid waste franchise to ensure the franchise fee is consistent with section 1, article XIIIC of the California Constitution; and
WHEREAS, R3 Consulting Group Inc. has demonstrated satisfactory performance under prior contracts performing valuations of franchise fees; and
WHEREAS, the cost of the professional services agreement would be paid for through the Franchise Agreement. There will be no costs to the City of Sonoma; and WHEREAS, there is a need for legal assistance with specialized expertise to guide the R3 Consulting Group, Inc. and the City Council and staff during this review of the solid waste franchise and Colantuono, Highsmith & Whatley, PC, has demonstrated the experience to assist going forward.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Sonoma does hereby authorize the City Manager to execute a professional services agreement with R3 Consulting Group and Colantuono, Highsmith & Watley, PC to Prepare a Solid Waste Franchise Fee Assessment (Exhibit A0.

PASSED AND ADOPTED this 21st day of June 2023 by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
_________________________________
Sandra Lowe, Mayor
ATTEST:
_________________________________
Rebekah Barr, MMC, City Clerk
Agenda Item #7.4:

Error! Unknown document property name.

LIMITED SCOPE AGREEMENT FOR CONSULTING SERVICES
(Colantuono, Highsmith & Whatley, PC / City of Sonoma / R3 Consulting Group, Inc.)

1. Identification

1.1. This Agreement for Consulting Services (“Agreement”) is entered into by and among Colantuono, Highsmith & Whatley, a California professional corporation (“Attorney”), R3 Consulting Group, a California Corporation (“Consultant”), and the City of Sonoma, a municipal corporation (“City”).

2. Recitals

2.1. Attorney represents the City, which has determined that the professional services of Consultant are necessary to aid the City in assessing the City’s solid waste franchise fee, solid waste rates, and to provide advice in defense of any claim or lawsuit that may arise from the consideration and/or approval of any solid waste franchise fee and/or rates and other fees that may be established in connection therewith, which matters shall be collectively referred to as the “Lawsuit.”

2.2. Consultant represents that it is fully qualified to perform such professional services by virtue of its training, education, experience, and expertise.

Consultant further represents that it is willing to accept responsibility to perform such services in accordance with this Agreement.

3. Term

3.1. The term of this Agreement shall commence when the Agreement is signed by the last of the parties to do so. The term of this Agreement expires when a final, non-appealable judgment or dismissal is issued by a California court of competent jurisdiction adjudicating the Lawsuit or the time to bring the Lawsuit expires by operation of law, unless the term is extended by written agreement of the parties or terminated earlier in accordance with section 10 below.

4. Consultant’s Services

4.1. Consultant shall, at the request of Attorney, provide analysis, conclusions, and opinions regarding the Lawsuit, including but not necessarily limited to those services set forth in Consultant’s “Scope of Services,” attached hereto as Exhibit A, which is incorporated by this reference. In particular, Consultant shall communicate its analysis and conclusions regarding its assessment of the City’s solid waste franchise fee.

Consultant is to conduct its assessment using common industry practices. It is the responsibility of the Attorney to ensure the legality of any assessments, estimates, Agenda Item #7.4:

Limited Scope Agreement for Consulting Services CHW/Sonoma/R3 2 Error! Unknown document property name.
and/or fee amounts and to ensure compliance with Proposition 26 or any other statutory requirement.

4.2. Consultant shall participate in telephone conferences, meetings, site visits, and other similar activities as may be requested by Attorney.

4.3. Attorney may request, in writing, changes in the scope of Consultant’s services. Any such change, and any corresponding increase or decrease in compensation, must be mutually agreed upon by Attorney, the City and Consultant, and shall be incorporated by written amendment to this Agreement.

4.4. Consultant will act as an independent consultant. All of Consultant’s reports, advice, and testimony will be objective and impartial, based upon Consultant’s good faith analysis and professional conclusions and opinions.

4.5. Consultant makes no representation or guarantee of any nature with respect to the ultimate results, outcomes, conclusions, or opinions that Consultant may reach in connection with its services under this Agreement.

4.6. Consultant’s Scope of Service under this Agreement shall not include serving as an expert witness related to the Lawsuit, which would require an additional agreement or engagement letter.

4.7. Consultant shall perform all work to the highest standards of Consultant’s profession and in a manner reasonably satisfactory to City. Consultant shall comply with all applicable federal, state and local laws and regulations, including the conflictof-interest provisions of Government Code Section 1090 and the Political Reform Act (Government Code Section 81000 et seq.).

4.8. Consultant shall obtain and maintain in force a City business license for the term of this Agreement.

4.9. Consultant represents that it has advised City in writing prior to the date of signing this Agreement of any known relationships with third parties, City Council Members, or employees of City which would (1) present a conflict of interest with the rendering of services under this Agreement under Government Code Section 1090, the Political Reform Act (Government Code Section 81000 et seq.), or other applicable law, (2) prevent Consultant from performing the terms of this Agreement, or (3) present a significant opportunity for the disclosure of confidential information.

4.10. During the term of this Agreement, Consultant shall not perform any work for another person or entity for whom Consultant was not working at the Agenda Item #7.4:

Limited Scope Agreement for Consulting Services CHW/Sonoma/R3 3 Error! Unknown document property name.

Commencement Date if both (i) such work would require Consultant to abstain from a decision under this Agreement pursuant to a conflict of interest statute and (ii) City has not consented in writing to Consultant’s performance of such work.

4.11. Consultant represents that it has, or will secure at its own expense, all personnel required to perform the services identified in the Scope of Services. All such services shall be performed by Consultant or under its supervision, and all personnel engaged in the work shall be qualified to perform such services. Garth Schultz shall be the Consultant Project Administrator and shall have direct responsibility for management of Consultant’s performance under this Agreement. No other person shall serve as Consultant Project Administrator without City’s prior written consent.

4.12. This Agreement covers professional services of a specific and unique nature. Except as otherwise provided herein, Consultant shall not assign or transfer its interest in this Agreement or subcontract any services to be performed without amending this Agreement.

4.13. Consultant shall be responsible to City for all services to be performed under this Agreement. All subconsultants shall be approved by the City Consultant Project Administrator and their billing rates identified in the Approved Fee Schedule, Exhibit B. Consultant shall be liable and accountable for any and all payments, compensation, and federal and state taxes to all subconsultants performing services under this Agreement. City shall not be liable for any payment, compensation, or federal and state taxes for any subconsultants.

4.14. Consultant shall notify the City Consultant Project Administrator, in writing, of any change in name, ownership or control of Consultant’s firm or of any subconsultant. Change of ownership or control of Consultant’s firm may require an amendment to the Agreement

5. Compensation

5.1. City agrees to compensate Consultant for the services provided under this Agreement and Consultant agrees to accept payment in accordance with the Approved Fee Schedule (attached hereto as Exhibit B and incorporated by this reference) in full satisfaction for such services upon Attorney’s and City’s approval of the invoices submitted in accordance with Section 5.3 herein. Consultant agrees to look to the City for payment and to hold Attorney harmless from any duty to do so.

5.2. In no event shall the total compensation and costs payable to Consultant under this Agreement exceed thirty thousand dollars ($30,000) (“Maximum Amount”) Agenda Item #7.4:

Limited Scope Agreement for Consulting Services CHW/Sonoma/R3 4 Error! Unknown document property name.
unless specifically approved in advance and in writing by the City Manager and Attorney. Consultant shall notify the City Consultant Project Administrator, Travis Wagner, in writing, when fees and expenses incurred under this Agreement have reached eighty percent (80%) of the Maximum Amount payable above. Consultant shall concurrently inform the City Consultant Project Administrator, in writing, of Consultant’s estimate of total expenditures required to complete its current assignments before proceeding, when the remaining work on such assignments would exceed the Maximum Amount payable above.

5.3. Consultant shall submit to City, with a copy to Attorney, an invoice, on a monthly basis or less frequently, for services performed pursuant to this Agreement.

Each invoice shall identify the Maximum Amount, the services rendered during the billing period, the amount due for the invoice, and the total amount previously invoiced. All labor charges shall be itemized by employee name and classification/position with the firm, the corresponding hourly rate, the hours worked, a description of each labor charge, and the total amount due for labor charges.

5.4. City shall not withhold applicable taxes or other payroll deductions from payments made to Consultant except as otherwise required by law. Consultant shall include a copy of each subconsultant invoice for which reimbursement is sought in the invoice.

5.5. Payments for any services requested by Attorney and not included in this Agreement shall be made to Consultant by City pursuant to a further agreement covering those services. This further agreement shall be approved in writing by City and Attorney before Consultant performs those services.

5.6. City agrees to compensate Consultant pursuant to this Agreement irrespective of the ultimate outcome of the Lawsuit, and irrespective of the ultimate opinions and testimony Consultant provides related to the Lawsuit.

5.7. The parties agree to meet and confer at mutually agreeable times to resolve any disputed amounts contained in an invoice submitted by Consultant.

6. Ownership of Written Products

6.1. All reports, documents, or other written material (“written products”) developed by Consultant in the performance of this Agreement shall be and remain the Attorney’s property until Attorney decides to make these materials public. Consultant may take and retain copies of its written products as desired, but no written products shall be the subject of a copyright application by Consultant. Nothing contained herein Agenda Item #7.4:

Limited Scope Agreement for Consulting Services CHW/Sonoma/R3 5 Error! Unknown document property name.
shall be deemed a transfer or assignment of Consultant’s trade secrets, know-how or any intellectual property rights.

7. Relationship of Parties

7.1. Consultant is and shall at all times remain, as to Attorney and the City, a wholly independent contractor. Consultant shall have no power to incur any debt, obligation, or liability on behalf of Attorney or the City or otherwise to act on behalf of Attorney or the City as an agent. Attorney, the City and their respective agents shall have no control over Consultant’s conduct, except as set forth in this Agreement.

Consultant shall not represent that it is, in any manner, an employee of Attorney or the City.

7.2. Consultant, Attorney and the City represent that none of them is aware of any prior or existing relationship that reasonably appears to create any conflict of interest for Consultant to provide the services described in this Agreement.

8. Confidentiality

8.1. All data, documents, discussion, or other information (collectively referred to in this section as “Data”) developed or received by Consultant or provided through performance of this Agreement are confidential and shall not be disclosed by Consultant without prior written consent by Attorney except as may be required by legal process or applicable law. Attorney shall grant such consent if disclosure is legally required. Upon request, all information of Attorney shall be returned to Attorney or the City, as the case may be, upon the termination or expiration of this Agreement.

8.2. Consultant understands that its work under this Agreement will be done at Attorney’s direction as part of Attorney’s representation of the City. Consequently, Consultant understands that all work under this Agreement is intended to be Attorney work product that is protected from discovery under the rules of evidence. Consultant will not discuss its work under this Agreement or share its written product with anyone other than Attorney except as authorized by Attorney. Consultant further agrees to be exclusively retained by Attorney with respect to the Lawsuit and not to serve any other party with respect to the matter. The parties agree that Consultant’s performance of this promise of exclusivity is essential to this Agreement and that damages will be insufficient to remedy the harm to Attorney and the City. Accordingly, Consultant further agrees that Attorney and City, and each of them, shall be entitled to specific performance of this promise and other appropriate remedies in a court of competent jurisdiction to ensure performance of this promise. This promise is not in derogation of Agenda Item #7.4:

Limited Scope Agreement for Consulting Services CHW/Sonoma/R3 6 Error! Unknown document property name.

Consultant’s right under Section 5.5 of this Agreement to compensation for services to Attorney not included in the Scope of Services under this Agreement.

9. Indemnification

9.1. Consultant agrees to indemnify, defend (with counsel reasonably acceptable to City), hold harmless and release the City, its officers, agents and employees, from and against any actions, claims, damages, liabilities, disabilities, or expense, that may be asserted by any person or entity, including Consultant, that arises out of, pertains to, or is related to Consultant’s or its agents’, employees’, contractors’, subcontractors’, subconsultants’ or invitees’ performance or discharge of the obligations under this Agreement to the extent such actions, claims, damages, liabilities, disabilities, or expenses are caused by the negligence, gross negligence or willful misconduct of Consultant or its agents, employees, contractors, subcontractors, subconsultants or invitees. Consultant agrees to provide a defense for a claim or action brought against City based upon Consultant’s indemnity obligations set forth above in this Section.

Consultant’s obligations under this Section apply whether or not there is concurrent negligence on the City’s part, but shall not include the sole negligence of the City. This indemnification obligation is not limited in any way by any limitation on the amount or type of damages or compensation payable to or for Consultant or its agents under workers’ compensation acts, disability benefits acts, or other employee benefit acts. It is understood and agreed by the parties and the City that Consultant’s obligation to defend under this provision shall be limited to the limits of its insurance coverage provided under 9.2 and Exhibit C. Further, Consultant shall not be liable under 9.1 to any actions, claims, damages, liabilities, disabilities or expenses claimed under Proposition 26 unless and only to the extent proximately caused by the professional negligence of Consultant.

9.2. Consultant shall be required to carry the insurance policies specified in Exhibit C attached hereto and incorporated by this reference.

10. Termination

10.1. Attorney or the City may terminate this Agreement without cause at any time. Upon any termination, Consultant shall immediately return to City any uncharged deposit, but City shall pay to Consultant all earned fees and incurred costs.

10.2. Consultant may terminate this Agreement in the event of any default by Attorney or the City, if that default is not cured within ten (10) days after written notice of the default is given to Attorney by the Consultant.

Agenda Item #7.4:

Limited Scope Agreement for Consulting Services CHW/Sonoma/R3 7 Error! Unknown document property name.

10.3. The parties agree that the covenants contained in Section 6, Section 8, and Section 9 of this Agreement shall survive the expiration or termination of this Agreement.

11. General Provisions

11.1. This Agreement shall be construed and enforced in accordance with the laws of the State of California.

11.2. Any dispute regarding this Agreement shall be resolved by binding arbitration, in the City of Sonoma, by ADR Services, Inc. The American Arbitration Association, in accordance with its commercial arbitration rules. YOU SHOULD

CONSIDER THIS PARAGRAPH CAREFULLY AND CONSULT INDEPENDENT

LEGAL ADVICE REGARDING IT, AS ALL THREE PARTIES HERE ARE GIVING UP

IMPORTANT RIGHTS, INCLUDING THE RIGHT TO JURY TRIAL, IN THE EVENT OF A DISPUTE BETWEEN OR AMONG THEM REGARDING THIS AGREEMENT.

11.3. The captions appearing at the commencement of the sections hereof, and in any paragraph thereof, are for convenience only. Should there be any conflict between such heading and the section or paragraph at the head of which it appears, the section or paragraph, as the case may be, and not such heading, shall control. Masculine or feminine pronouns shall be substituted for the neuter and vice versa, and the plural shall be substituted for the singular and vice versa, in any place or places herein in which the context requires.

11.4. The waiver by a party of any breach of any term, covenant or condition herein contained shall not be deemed to be a waiver of such term, covenant or condition or of any subsequent breach of the same or any other term, covenant or condition herein contained. No term, covenant or condition of this Agreement shall be deemed to have been waived by a party unless in writing.

11.5. If any term or provision of this Agreement or the application thereof to any person or circumstance shall be invalid or unenforceable to any extent, then such term or provision shall be amended to, and solely to, the extent necessary to cure such invalidity or unenforceability, and in its amended form shall be enforceable. In such event, the remainder of this Agreement, or the application of such term or provision to persons or circumstances other than those as to which it is held invalid or unenforceable, shall not be affected, and each term and provision of this Agreement shall be valid and shall be enforced to the fullest extent permitted by law. To this end, the provisions of this Agreement are severable.

Agenda Item #7.4:

Limited Scope Agreement for Consulting Services CHW/Sonoma/R3 8 Error! Unknown document property name.

11.6. This Agreement may be executed in counterparts, each of which shall constitute an original and all of which taken together shall constitute one and the same Agreement. The Parties further agree that this Agreement may be transmitted by facsimile or other electronic means and that the reproduction of signatures by facsimile or other electronic means will be binding as if originals.

11.7. This Agreement supersedes the earlier “Professional Services Agreement for Consultant Services” entered into on March 20, 2023 between City and Consultant, which agreement is hereby terminated on the effective date of this Limited Scope Agreement for Consulting Services.

11.8. TO EFFECTUATE THIS AGREEMENT, the parties have caused their duly authorized representatives to execute this Agreement on the dates set forth below.

R3 Consulting Group, Incorporated Colantuono, Highsmith & Whatley, PC By: _____________________________ By: _____________________________ Garth Schultz Name:

President Title:

By: _____________________________ Date: ________________________ Name:

Secretary or Treasurer/CFO
Date: ________________________
City of Sonoma
By: _______________________________
David M. Guhin
City Manager
Date: ________________________
Agenda Item #7.4:

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Exhibit A
Scope of Services
Agenda Item #7.4:

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Exhibit B
Fee Schedule
Agenda Item #7.4:

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Exhibit C
Insurance Requirements
Agenda Item #7.4:

"EXHIBIT A"

SCOPE OF WORK
1 Cost-Recovery Analysis - The consultant will research, analyze, and estimate the value of the City's solid waste management, administration, oversight, compliance (including education and outreach), and other expenditures that may be eligible for recovery from solid waste rates via franchise fees. The analysis will rely on financial information provided by the City, including but not limited to internal cost-allocation information, salary and benefit information for positions having responsibility for solid waste management and compliance matters, street sweeping, storm-drain and/or catch basin waste removal, compliance activities, and other associated information that may identified by the City or the Consultant. The outcome of the analysis will be a set of total annual costs for solid waste management, administration, oversight, compliance, and other activities. This total will represent the fee amount available to offset documentable City expenditures.
3 Vehicle Impact Analysis - The consultant will research, analyze, and estimate the value of the impact that solid waste collection vehicles operated by the City's contracted solid waste service provider(s) have on the City's streets. The analysis will be based on the value of the City's streets, wear and tear to them, and the estimated proportionate impact from solid waste collection vehicles.

Information used in this analysis may include but is not limited to the number of street miles by type, vehicle trips on streets by vehicle type, pavement management plans, and other associated information provided by the City. The outcome of this analysis will be a total annual proportionate allocation of maintenance needs attributable to solid waste collection vehicles. The resultant total will represent the fee amount available to offset vehicle impacts to streets. 4 Property Value Analysis - The Consultant will research, analyze, and estimate the value of the City-government property rights conveyed to the City's contracted solid waste provider(s) that may be eligible for recovery via franchise fees. The analysis will be based on the estimated amounts of time that solid waste containers are placed in the public right-of-way for collection as well reasonable estimates of the rental value for that unique use of the public right-ofway. This analysis may also include other significant uses of government property that may be identified by the City and the Consultant. The outcome of this analysis will be an estimated annual figure for the rental value associated with the use of City government property and will represent the fee amount available to compensate the City for the use of public property. 5 Fee Analysis - The Consultant will research, analyze, and summarize current fee revenues paid by contracted solid waste providers and will compare those values to the sum of the cost-recovery and property value fee estimates per the above. Differences between current franchise fee revenues, fees collected A-1
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Agenda Item #7.4:

Professional Services Agreement
(City of Sonoma I R3 Consulting Services, Inc.)
through other mechanisms (e.g., AB 939 or SB 1383 fees), and those resulting from our analysis will be identified and quantified.
6 Findings - The Consultant will provide the City (through its legal counsel) a written memorandum of findings regarding the results of our analysis and comparison to current fee revenues. We will work with City legal counsel to revise and finalize the memorandum for City consideration. One round of revisions in response to comments is included in our pricing. 7 Meetings - The Consultant will periodically meet with City representatives during the course of the engagement. This will include an initial kick-off meeting, limited check-in meetings, and a meeting to review draft results. Public meetings are not included in the base pricing, but our team can be available, on an hourly basis, to attend public meetings if necessary. All meetings will be conducted virtually.

Agenda Item #7.4:

Project Budget & Assumptions
Professional Services Agreement
(City of Sonoma I [Company or Individual])
I
R3 proposes to complete the Scope or Wo,k for a cost of $30,000. A brea down of costs by task are pro ,ided in Table 1, below. An ngagement and start-up fee of 10,000 as due "thin 30•days of executed contrac purchase order, $10.000 s due within 30 days of Caty recei ng •nil en memorandum, and $10,000 is due "thin 30 days o profeci comple ion. or cost-effectlve servk de1l11ery. R3's pricing proposal Is fixed. An additional consulting seMCes be. rond those proposed II be charged at our s andard hourly blllmg rates. show on Tabl 2, below.

Our profec budget assumes all costs in rolv d for this engagement. R3 does not Include additional mar ups for ovemead nor ov lme, and has no subconsullants listed for lhis pro ec . Addrt onally, reimbursable expenses are charged at direct cos
Tabla 1: Breakdown of Costs
Table 2: Stand rd Hourly BIiiing Ratos

CLASSIFICATION HOURLY RATE
Prlnclp I $285
Sr. Dir ctor $285
Director $240
Sr. V,anaglng Con ultant $220
Managing Consultant $200
Sr. Con ult nl $190
Con u'ltant $170
As ocl to Consultant 155

REIMBURSABLE COSTS
Consultants/Subcontractors Cost plus 10%
Lodging nd Mo Is D rectcos
Travel - Private or company car At Current Federal Rate Travel - Othor Direct cos
Delivery and othor oxpensos Direct cost
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"Exhibit B" - Fee Schedule
Agenda Item #7.4:

295753.v1
Exhibit C
Insurance Requirements for Professional Services
Consultant (or “Contractor”) shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Consultant, its agents, representatives, or employees.

MINIMUM SCOPE AND LIMIT OF INSURANCE
Coverage shall be at least as broad as:

1. Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering CGL on an “occurrence” basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $2,000,000 per occurrence and $4,000,000 in the aggregate.

2. Automobile Liability: Insurance Services Office Form Number CA 0001 covering, Code 1 (any auto), or if Consultant has no owned autos, Code 8 (hired) and 9 (nonowned), with limit no less than $1,000,000 per accident for bodily injury and property damage.

3. Workers’ Compensation insurance as required by the State of California, with Statutory Limits, and Employer’s Liability Insurance with limit of no less than $1,000,000 per accident for bodily injury or disease.

4. Professional Liability (Errors and Omissions) Insurance appropriates to the Consultant’s profession, with limit no less than $2,000,000 per occurrence or claim, $2,000,000 aggregate.

If the Consultant maintains broader coverage and/or higher limits than the minimums shown above, the City (or “Entity”) requires and shall be entitled to the broader coverage and/or the higher limits maintained by the contractor. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the Entity.

Other Insurance Provisions
The insurance policies are to contain, or be endorsed to contain, the following provisions:

Additional Insured Status
The Entity, its officers, officials, employees, and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Contractor including materials, parts, or equipment furnished in connection with such work or operations. General liability coverage can be provided in the form Agenda Item #7.4:

295753.v1
of an endorsement to the Contractor’s insurance (at least as broad as ISO Form CG 20 10 11 85 or if not available, through the addition of both CG 20 10, CG 20 26, CG 20 33, or CG 20 38; and CG 20 37 if a later edition is used).

Primary Coverage
For any claims related to this contract, the Contractor’s insurance coverage shall be primary and non-contributory and at least as broad as ISO CG 20 01 04 13 as respects the Entity, its officers, officials, employees, and volunteers. Any insurance or self-insurance maintained by the Entity, its officers, officials, employees, or volunteers shall be excess of the Contractor’s insurance and shall not contribute with it. This requirement shall also apply to any Excess or Umbrella liability policies.

Umbrella or Excess Policy
The Contractor may use Umbrella or Excess Policies to provide the liability limits as required in this agreement. This form of insurance will be acceptable provided that all of the Primary and Umbrella or Excess Policies shall provide all of the insurance coverages herein required, including, but not limited to, primary and non-contributory, additional insured, Self-Insured Retentions (SIRs), indemnity, and defense requirements. The Umbrella or Excess policies shall be provided on a true “following form” or broader coverage basis, with coverage at least as broad as provided on the underlying Commercial General Liability insurance. No insurance policies maintained by the Additional Insureds, whether primary or excess, and which also apply to a loss covered hereunder, shall be called upon to contribute to a loss until the Contractor’s primary and excess liability policies are exhausted.

Notice of Cancellation
Each insurance policy required above shall provide that coverage shall not be canceled, except with 30-days’ notice to the Entity.

Waiver of Subrogation
Contractor hereby grants to Entity a waiver of any right to subrogation which any insurer of said Contractor may acquire against the Entity by virtue of the payment of any loss under such insurance. Contractor agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the Entity has received a waiver of subrogation endorsement from the insurer.

Self-Insured Retentions
Self-insured retentions must be declared to and approved by the Entity. The Entity may require the Contractor to purchase coverage with a lower retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention. The policy language shall provide, or be endorsed to provide, that the self-insured retention may be satisfied by either the named insured or Entity. The CGL and any policies, including Excess liability policies, may not be subject to a self-insured retention (SIR) or deductible that exceeds $25,000 [fill in the amount for your comfort level for the specific Agenda Item #7.4:

295753.v1
Contractor and job – it could be much higher, or in the case of a very small Contractor, you might want it lower] unless approved in writing by Entity. Any and all deductibles and SIRs shall be the sole responsibility of Contractor or subcontractor who procured such insurance and shall not apply to the Indemnified Additional Insured Parties. Entity may deduct from any amounts otherwise due Contractor to fund the SIR/deductible. Policies shall NOT contain any self-insured retention (SIR) provision that limits the satisfaction of the SIR to the Named. The policy must also provide that Defense costs, including the Allocated Loss Adjustment Expenses, will satisfy the SIR or deductible. Entity reserves the right to obtain a copy of any policies and endorsements for verification.

Acceptability of Insurers
Insurance is to be placed with insurers authorized to conduct business in the state with a current A.M. Best’s rating of no less than A:VII, unless otherwise acceptable to the Entity.

If any of the required policies provide claims-made coverage:

1. The Retroactive Date must be shown, and must be before the date of the contract or the beginning of contract work.

2. Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of the contract of work.

3. If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a Retroactive Date prior to the contract effective date, the Contractor must purchase “extended reporting” coverage for a minimum of five (5) years after completion of work.

Verification of Coverage
Contractor shall furnish the Entity with original certificates and amendatory endorsements or copies of the applicable policy language effecting coverage required by this clause and a copy of the Declarations and Endorsements Pages of the CGL and any Excess policies listing all policy endorsements. All certificates and endorsements and copies of the Declarations & Endorsements pages are to be received and approved by the Entity before work commences.

However, failure to obtain the required documents prior to the work beginning shall not waive the Contractor’s obligation to provide them. The Entity reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time. Entity reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances.

Subcontractors
Consultant shall require and verify that all subcontractors maintain insurance meeting all the requirements stated herein, and Contractor shall ensure that Entity is an additional insured on insurance required from subcontractors.

Duration of Coverage
Agenda Item #7.4:

295753.v1
CGL & Excess liability policies for any construction related work, including, but not limited to, maintenance, service, or repair work, shall continue coverage for a minimum of 5 years for Completed Operations liability coverage. Such Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of the contract of work.

Special Risks or Circumstances
Entity reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances.

Agenda Item #7.4:

City of Sonoma
Agenda Item Summary
Meeting: City Council - 21 Jun 2023
Department
Public Works
Staff Contact
Michael Berger, Public Works Director/City
Engineer
Agenda Item Title
Adopt a Resolution Authorizing the City Manager to Execute an Additional Task Order with Consor Engineering for Design Support for the Chase Street Bridge Replacement Project, Federal Project No. CML-5114(016) (Project), for an amount not to exceed $76,000.00 Summary
The Chase Street Bridge is a timber stringer structure with steel forms and an asphalt concrete (AC) paved deck. The bridge is located on Chase Street over Nathanson Creek, between Broadway and Austin Avenue, in the City of Sonoma. The City has been approved to receive Federal Highway Bridge Program (HBP) funds for the replacement of the existing bridge. The project will replace an existing structurally deficient bridge and provide a safe creek crossing for drivers, bicyclists and pedestrians and has been approved to receive $3,268,000.00 of Federal Highway Bridge Program (HBP) grant funding. The construction contract for the bridge was awarded by Council on May 17, 2023.

Consor Engineering (aka Quincy) is the design engineer who developed the plans and specifications for the job. Consor Engineering was awarded the Professional Design Services for the Project following an RFP and interview process in September 2011. Consor Engineering has supported the design, CEQA, environmental, and right-of-way portions of the project.

Consor Engineering will continue design support through the duration of the project to answer questions regarding their design and issues that may arise during the course of construction.

Recommended Council Action
Adopt a resolution authorizing the City Manager to execute an additional Task Order for Design Support during construction with Consor Engineering for an amount not to exceed $76,000.00.

Alternative Actions
Council discretion.

Financial Impact
The City has been awarded HBRR funds to replace the Chase Street Bridge. The HBRR fund programmed for this year is $3,268,000 which is inclusive of $559,694 for construction management and design support. Within this design support 88.53% of the Consor Task Order of $76,000 will be funded with HBRR funds. Additional project funding from the City of Sonoma for the other 11.47% of the design support have been allocated in the City’s Capital Improvement Program Fiscal year 23/24 budget as State Gas Tax funding of $8,717.

Agenda Item #7.5:

Environmental Review Status
Environmental Impact Report
Negative Declaration
Exempt
Not Applicable
Approved/Certified
No Action Required
Action Requested
Attachments
Resolution - Consor Task Order 9
Quincy PSA Amendment T 9
Agenda Item #7.5:

City of Sonoma
RESOLUTION # ____ - 2023

ADOPT A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE AN

ADDITIONAL TASK ORDER WITH CONSOR ENGINEERING FOR DESIGN SUPPORT FOR THE CHASE STREET BRIDGE REPLACEMENT PROJECT, FEDERAL PROJECT NO. CML5114(016) (PROJECT), FOR AN AMOUNT NOT TO EXCEED $76,000 WHEREAS, the Chase Street Bridge Replacement Project, City Capital Improvement Program (CIP) Project T-1, Federal Project No. CML-5114(016) (project) was advertised for construction and the contract awarded on May 17, 2023; and
WHEREAS, Consor Engineering has been the engineer of record and design support for the project since the award of the Design Engineer contract in September 2011; and WHEREAS, the City Council budgeted a total of $3,700,058 in Fiscal Year 2023/24 inclusive of $3,268,000 in HBRR grant funds; and
WHEREAS, Consor Engineering has provided a task order estimate for continued design engineering support during construction of the project; and WHEREAS, the HBRR funding is such that it is scales according to the cost of received bids for the project at a cost reimbursement ratio of 88.53% inclusive of this design support.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Sonoma authorizes the City Manager to execute an additional Task Order for design support during construction for the not-to-exceed amount of $76,000 for the Chase Street Bridge Replacement Project.

ADOPTED this 21st day of June 2023 by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
________________________________
Sandra Lowe, Mayor
ATTEST:
________________________________
Rebekah Barr, MMC, City Clerk
Agenda Item #7.5:

CONTRACT AMENDMENT #9

PROFESSIONAL DESIGN SERVICES AGREEMENT
DATE: June 5, 2023
AMMENDMENT NO: 09
PROJECT: Chase Street Bridge Replacement Project No. 0811 The following revisions shall be made part of the previously executed agreement for Professional Design Services dated September 16, 2011 between the City of Sonoma herein called the “City”, and Consor (Quincy) Engineering Inc., herein called the “Engineer”. All other parts of the previously signed agreement remain unchanged.

ITEM NO. 1 This work consists of Design Support during Construction for the Chase Street Bridge and will begin upon receipt of a notice to proceed from the City. Additional tasks as laid out in the attached proposal for design support and may include but are not limited to review of necessary contractor submittals, response to contractor RFIs, geotechnical support, field meetings, and final as-built drawings.

Fees:

The fee for the proposed additional services is based on time and materials in accordance with the original agreement and shall not exceed a total of $76,000.

By signing below, the parties agree to the above stated revisions and authorize the work to proceed.

CITY Engineer

David Guhin City Manager Consor Engineering, Inc.

Attachment: Additional work proposal from Consor (Quincy) Engineering Inc. dated April 26, 2023 Agenda Item #7.5:

11017 Cobblerock Drive Suite 100
Rancho Cordova, CA 95670
916.368.9181
www.Consoreng.com
EXHIBIT “A9”
Amendment 9
Scope Summary for Chase Street Bridge across Nathanson Creek An amendment to the scope of work, costs and authorization to proceed with additional and/or expanded tasks is necessary to complete the construction phase of the project. This work consists of the specific elements of Design Support During Construction for the Chase Street Bridge and will begin upon receipt of a notice to proceed from the City. The following additional tasks will be performed by the Consor Team to support the construction of a new bridge and approach roadways:

Consor’s Scope of Work is as follows:

Task 1 Project Management (Consor)
No Change
Task 2 – Topographic Survey and Stream Cross-section (Consor) No Change
Task 3 – Hydraulic Study (Consor)
No Change
Task 4 – Geotechnical Investigations and Foundation Report (Crawford) No Change
Task 5 – Preliminary Engineering (Consor)
No Change
Task 6 – Environmental Studies and Permits (LSA)
No Change
Task 7 – Informational Outreach and Public Meetings (Consor) No Change
Task 8 – Utility Coordination (Consor)
No Change
Task 9 – Right-of-way assistance (Consor)
No Change
Task 10 – Final Design & Detailing (Consor)
No Change
Task 11 – Bidding and Post-Award Audit Design Support during Construction Agenda Item #7.5:

11017 Cobblerock Drive Suite 100
Rancho Cordova, CA 95670
916.368.9181
www.Consoreng.com
Task 11.1 - RE Pending File (Consor)
The Consor Team will also assemble the following items that will comprise the Resident Engineer Pending File:
• Resident Engineer Notes and Design Cross Sections
• Joint Movement Calculations
• Foundation Report, Hydraulics Report, and Project Report • 4-scale Deck Contours
• Engineer’s Estimate, Structure Quantity and Roadway Quantity Calculations Task 11.1.2 - Contractor Submittal Reviews (Consor)
The Consor Team will be available to support the Construction Management Team and will provide comments to the RE for inclusion in their review prior to submitting back to the Contractor. If clarification is needed for authorization further coordination can be provided. Consor will review and comment on submittals until authorized. It is anticipated that there could be the following submittals, which in some cases could require multiple reviews:
• Temporary Stream Diversion Plan
• Shoring System
• Concrete Mix Designs – anticipate 3-4 different mixes • Post-Tension Shop Drawings
• Welding QCP – for tube railing
• Bearing Pad Shop Drawing /Certifications
• Bike Tube Railing Shop Drawings
Task 11.3 - Contractor RFIs (Consor)
Consor will provide written responses to requests for information (RFI) and attend one meeting with bidders at the city office during the advertisement phase.

Task 11.4 - Geotechnical Support During Construction (Crawford) Crawford will provide a professional on-site representative to review the spread footing excavations for the new bridge and retaining wall foundations. Provision is made for up to three site visits (up to 8 hours per footing excavation review including travel to/from site) to complete the on-site reviews. This assumes the spread footing excavations will have been completed prior to our arrival before the rebar is placed and are ready to review.

Agenda Item #7.5:

11017 Cobblerock Drive Suite 100
Rancho Cordova, CA 95670
916.368.9181
www.Consoreng.com
Following the field reviews, a letter will be submitted summarizing the observations and any supplemental recommendations (if/as applicable). The summary letter will also provide a professional opinion regarding conformance with respect to the recommendations contained within the cited Foundation Report prepared by Taber Consultants. Our geotechnical services also include:
• Responding to contractor request for information
• Review contractor submittals
• Consultation during construction.

Construction observation other than that described above is understood to be performed by others and no materials testing is included in our scope of services.

Task 11.5 - Field Meetings (Consor)
On-site observations, total 3, shall be made by Consor and a brief field visit memo shall be provided to the Resident Engineer for consideration and implementation following each visit.

Task 11.6 - As Built Plans (Consor)
Consor shall prepare Record Drawings (as-built plans) for the City’s files when construction is complete.

The as-built plans will be based on information clearly marked on a set of contract plans prepared by the City’s Resident Engineer. Limited to up to 22 hours.

Agenda Item #7.5:

Local Assistance Procedures Manual EXHIBIT 10-H1
Cost Proposal
Note: Mark-ups are Not Allowed
Project Name
Consultant
Project No. Date 4/25/2023

DIRECT LABOR
Classification/Title Initials Actual
Hourly Rate Range Total
Principal Engineer JSQ $ 102.00 $80 - $135 $ -
Principal Engineer * JPJ $ 104.00 $80 - $135 $ 3,952.00 Senior Engineer SeEn $ 87.02 $55 - $125 $ 9,050.08
Professional Engineer PrEn $ 61.82 $45 - $100 $ 6,676.56 Engineering Designer EnDe $ 45.28 $35 - $95 $ 724.48
Student Intern StIn $ 21.85 $18 - $31 $ -
CAD Tech CADt $ 41.50 $30 - $65 $ 830.00
Administrative Assistant AdAs $ 40.00 $20 - $60 $ 80.00 TOTAL $ 21,313.12

LABOR COSTS
a) Subtotal Direct Labor Costs $ 21,313.12
b) Anticipated Salary Increases (see page 2 for calculation) $ - c) Total Direct Labor Costs [(a) + (b)] $ 21,313.12

INDIRECT COSTS
e) Total Fringe Benefits [(c) x (d)] $ 9,168.90
g) Overhead [(c) x (f)] $ 26,296.13
i) Gen & Admin [(c) x (h)] $ -
j) Total Indirect Costs [(e) + (g) + (i)] $ 35,465.03
FIXED FEE k) TOTAL FIXED FEE [(c) + (j)] x fixed fee 10.00%] $ 5,677.82 l) CONSULTANT’S OTHER DIRECT COSTS (ODC) – ITEMIZE (Add additional pages if necessary) Unit Unit Cost Total
Miles $ 0.625 $ 243.75
Day $ - $ -
EA $ - $ -
EA $ - $ -
$ -
EA $ -
EA $ -
EA $ -
EA $ -
EA $ -
EA $ -
$ 5.65 $ 5.65
$ 249.40
m) SUBCONSULTANTS’ COSTS (Add additional pages if necessary) Crawford $ 13,294.63
m) TOTAL SUBCONSULTANTS’ COSTS $ 13,294.63
n) Total Other Direct Costs INCLUDING SUBCONSULTANTS [(l)+(m)] $ 13,544.03 TOTAL COST [(c) + (j) + (k) + (n)] $ 76,000.00
NOTES:
1 l) TOTAL OTHER DIRECT COSTS
Description of Item
Mileage Costs
Per Diem/Hotel
Equipment Rental and Supplies
Permit Fees
Vendor Reproduction
Vellum
81/2 X 11 Reproduction
11 X 17 Reproduction
Mounting Boards for Presentations
Newsletters (Translation and printing)
Title Report
Delivery
Quantity
390
Professional Engineer
Administrative Assistant 2
Exhibit 10-H1 Cost Proposal Page 1 of 3
Cost-Plus-Fixed Fee or lump sum or Firm Fixed Price contracts (Design, Engineering and Environmental Studies)
BRLS-5114(016)
Consor North America, Inc.

Contract No.

Chase Streeet over Nathenson Creek Bridge Replacement

1. Key personnel must be marked with an asterisk (*) and employees that are subject to prevailing wage requirements must be marked with two asterisks (**). All costs must comply with the Federal cost principles. Subconsultants will provide their own cost proposals.

2. The cost proposal format shall not be amended. Indirect cost rates shall be updated on an annual basis in accordance with the consultant’s annual accounting period and established by a cognizant agency or accepted by Caltrans.

3. Anticipated salary increases calculation (page 2) must accompany.

Name
Quincy, John
Hours
0 CAD Tech
38 104
108
Engineering Designer
Student Intern
16 0
20 Jurrens, Jason
Senior Engineer
d) Fringe Benefits (Rate: 43.02%):
f) Overhead (Rate: 123.38%):
h) General and Administrative (Rate: 0.00%):
288
Prime Consultant Subconsultant 2nd Tier Subconsultant
January 2020
Agenda Item #7.5:

Local Assistance Procedures Manual EXHIBIT 10-H1
Cost Proposal
Total Hours per Cost
Proposal
Avg Hourly
Rate 5 Year Contract Duration
288 = $74.00 Year 1 Avg Hourly Rate
Avg Hourly Rate Proposed Escalation
Year 1 $74.00 + 5% = $77.70 Year 2 Avg Hourly Rate
Year 2 $77.70 + 5% = $81.59 Year 3 Avg Hourly Rate
Year 3 $81.59 + 5% = $85.67 Year 4 Avg Hourly Rate
Year 4 $85.67 + 5% = $89.95 Year 5 Avg Hourly Rate
Estimated % Completed
Each Year
Total Hours per Cost
Proposal
Total Hours
per Year
Year 1 100.00% * 288 = 288 Estimated Hours Year 1
Year 2 0.00% * 288 = 0 Estimated Hours Year 2
Year 3 0.00% * 288 = 0 Estimated Hours Year 3
Year 4 0.00% * 288 = 0 Estimated Hours Year 4
Year 5 0.00% * 288 = 0 Estimated Hours Year 5
Total Total = 288
Avg Hourly Rate Estimated hours
(calculated above) (calculated above)
Year 1 $74.00 * 288 = $21,313.12 Estimated Hours Year 1 Year 2 $77.70 * 0 = $0.00 Estimated Hours Year 2
Year 3 $81.59 * 0 = $0.00 Estimated Hours Year 3
Year 4 $85.67 * 0 = $0.00 Estimated Hours Year 4
Year 5 $89.95 * 0 = $0.00 Estimated Hours Year 5
Total Direct Labor Cost with Escalation = $21,313.12
Direct Labor Subtotal before Escalation = $ 21,313.12
Estimated total of Direct Labor Salary Transfer to Page 1 Increase = $0.00
NOTES:

Cost per
Year

2. An estimation that is based on direct labor multiplied by salary increase % multiplied by the # of years is not acceptable. (i.e. $250,000 x 2% x 5 yrs = $25,000 is not an acceptable methodology)

3. This assumes that one year will be worked at the rate on the cost proposal before salary increases are granted.

4. Calculations for anticipated salary escalation must be provided.

Exhibit 10-H1 Cost Proposal Page 2 of 3
Cost-Plus-Fixed Fee or Lump Sum or Firm Fixed Price Contracts (Calculations for Anticipated Salary Increases)

4. Calculate Total Costs including Escalation (Multiply Average Hourly Rate by the number of hours)

3. Calculate estimated hours per year (Multiply estimate % each year by total hours)

2. Calculate hourly rate for all years (Increase the Average Hourly Rate for a year by proposed escalation %) Direct Labor Subtotal per
Cost Proposal
$ 21,313.12

1. Calculate Average Hourly Rate for 1st year of the contract (Direct Labor Subtotal divided by total hours)

1. This is not the only way to estimate salary increases. Other methods will be accepted if they clearly indicate the % increase, the # of years of the contract, and a breakdown of the labor to be performed each year.

January 2020
Agenda Item #7.5:

Local Assistance Procedures Manual EXHIBIT 10-H1
Cost Proposal
Certification of Direct Costs:

1. Generally Accepted Accounting Principles (GAAP)

2. Terms and conditions of the contract

3. Title 23 United States Code Section 112 - Letting of Contracts

4. 48 Code of Federal Regulations Part 31 - Contract Cost Principles and Procedures

5. 23 Code of Federal Regulations Part 172 - Procurement, Management, and Administration of Engineering and Design Related Service

6. 48 Code of Federal Regulations Part 9904 - Cost Accounting Standards Board (when applicable) Prime Consultant or Subconsultant Certifying:

Name: Title *:

Signature : Date of Certification (mm/dd/yyyy): 4/25/2023 Email: [email protected]
Address: 11017 Cobblerock Drive Suite 100 Rancho Cordova, CA 95670 List services the consultant is providing under the proposed contract:

Exhibit 10-H1 Cost Proposal Page 3 of 3
I, the undersigned, certify to the best of my knowledge and belief that all direct costs identified on the cost proposal(s) in this contract are actual, reasonable, allowable, and allocable to the contract in accordance with the contract terms and the following requirements:

All costs must be applied consistently and fairly to all contracts. All documentation of compliance must be retained in the project files and be in compliance with applicable federal and state requirements. Costs that are noncompliant with the federal and state requirements are not eligible for reimbursement.

Local governments are responsible for applying only cognizant agency approved or Caltrans accepted Indirect Cost Rate(s).

Phone Number:
*An individual executive or financial officer of the consultant’s or subconsultant’s organization at a level no lower than a Vice President or a Chief Financial Officer, or equivalent, who has authority to represent the financial information utilized to establish the cost proposal for the contract.

Bridge Construction Support
Regional Manager
916.368.9181
Jason Jurrens, P.E.

January 2020
Agenda Item #7.5:

Cost Proposal
Project Number: BRLS-5114(016)
Task No.

TASKS
Principal EngineerPrincipal EngineerSenior EngineerProfessional EngineerEngineering DesignerStudent InternCAD Tech Administrative Assistant
Consor Total Hours
Consor Total Labor
Consor Labor
Consor Profit
Consor NLF Budget
NLF + Escalation
Task Cost
Task Hours
Crawford
Subconsultant Subtotal
JSQ JPJ SeEn PrEn EnDe StIn CADt AdAs Direct Labor
Labor+OH
Multiplier Fee Multiplier
Actual Labor
Multiplier
No. Initial Hourly Rate $102.00 $104.00 $87.02 $61.82 $45.28 $21.85 $41.50 $40.00 Key Personnel No Yes No No No No No No
Prevailing Wage No No No No No No No No

2.6640 10% 2.9304
0 $0 $0 $0.00 $0 $0 $0

11.0 Bidding and Post-Award Audit Design Support
During Construction 0 $0 $0 $0.00 $0 $0 62,456 $ 288 $0

11.1 RE Pending File 2 4 4 8 4 22 $1,332 $3,547 $354.74 $3,902 $3,902 $0

11.2 Constractor Submittal Review 8 32 80 120 $8,562 $22,810 $2,280.98 $25,091 $25,091 $0

11.3 Contractor RFIs 16 24 24 8 2 74 $5,678 $15,127 $1,512.73 $16,640 $16,640 $8 $8

11.4 Geotechnical Support During Construction 2 8 10 $904 $2,409 $240.87 $2,650 $2,650 $12,959 $12,959

11.5 Field Meetings 8 32 40 $3,617 $9,635 $963.47 $10,598 $10,598 $0

11.6 As Built Plans 2 4 16 22 $1,220 $3,250 $325.03 $3,575 $3,575 $0 0 $0 $0 $0.00 $0 $0 $0
Subtotal - Hours 0 38 104 108 16 0 20 2 288 $21,313.12 $56,778.15 $5,677.82 $62,455.97 $62,456 62,456 $ 288 0 Anticipated Salary Increases $0.00 $0.00 $0.00 $0.00
Other Direct Costs $249.40 $328 328
Total Cost $0 $3,952 $9,050 $6,677 $724 $0 $830 $80 $21,313 $21,313 $56,778 $5,678 $62,705 $13,295 $0 $13,295 Project Name: Chase Streeet over Nathenson Creek Bridge Replacement 2023_04_25 Chase Str Amendment 9 Con Support.xlsm Project 1 Hrs 4/25/2023 Agenda Item #7.5:

City of Sonoma
Agenda Item Summary
Meeting: City Council - 21 Jun 2023
Department
Public Works
Staff Contact
Michael Berger, Public Works Director/City
Engineer
Agenda Item Title
Adopt a Resolution Authorizing the City Manager to Execute Amendment No. 1 to Task Order No. 2021-06 Authorizing and Directing GHD, Inc. to Complete Additional Design and Construction Observation Services for the Well No. 1 Vault Cover and Air Exchange System Project
Summary
Well No. 1 is the oldest and highest-producing drinking-water production well owned and operated by the City of Sonoma. The well is located in a below-grade concrete vault under the northbound lane of 2nd Street East.

Well No. 1 is a critical component of the City’s water infrastructure. It produces high-quality drinking water that can support the City’s residents, businesses, and visitors during interruptions to the Sonoma Water aqueduct. Interruption could occur during a fire, earthquake, or drought. Maintenance and renewal of the Well No. 1 facility is key to the resiliency and sustainability of the City’s water infrastructure.

City of Sonoma Maintenance Workers in the Public Works Department must enter the Well No. 1 vault regularly to maintain drinking water disinfection equipment required to protect public health and safety pursuant to the California Safe Drinking Water Act and all regulations and standards adopted thereunder.

Access to the vault is currently limited to a 40” diameter round manhole in the top of the vault with a moveable cast iron cover. The vault is a permit-entry confined space with potential atmospheric hazards, potential engulfment/drowning hazards, potential fall hazards, and potential biological hazards. The 40” cast-iron manhole cover also presents back, hand, and/or foot injury hazards for workers required to lift and move the cover prior to entering the vault.

The Public Works Department has identified the following mechanical, structural, and electrical design improvements to the vault that would mitigate some of the confined space entry hazards, as well as the injury hazards associated with regular vault access:

1. A new traffic-rated double-door vault lid to provide a minimum clear opening of 5 feet x 5 feet for access to the vault by maintenance staff.

2. A new permanently installed forced-air ventilation system for controlling potentially hazardous atmospheres within the vault.

3. New potable water disinfection equipment that will reduce the frequency with which maintenance staff must enter the underground vault.

The Public Works Department requested a proposal for engineering services from the City’s on-call engineering consultant, GHD, for engineering services including, but not limited to:
project management; surveying; preparation of engineering plans and specifications for the Agenda Item #7.6:

mechanical, structural, and electrical improvements proposed; preparation of an engineer’s opinion of probable cost; support during construction bidding; and, support with submittal review, change orders, and requests for information as needed during project construction.

GHD Inc. responded with a proposed scope and cost in the amount of $69,077.70. A budget amount of $80,000 was adopted by Resolution #88-2021 to allow for unanticipated design changes and the City executed Task Order 2021-06 directing GHD, Inc. to proceed with the scope of engineering services as proposed.

During the design process, City staff and GHD Inc. discovered and addressed unexpected electrical design challenges, the foremost being the need to design the new electrical loads for a future PG&E overhead transformer replacement and exhaustive investigation of a variety of backup power solutions. The City also directed GHD to prepare a proposal for additional construction observation related to the electrical and mechanical improvements included in the project design.

If approved, Amendment No. 1 to Task Order 2021-06, would authorize and direct GHD to continue providing the full scope of engineering services proposed, and increase the total design budget for the project from $80,000 to $105,000 to account for additional work on the electrical design.

Recommended Council Action
Adopt the resolution.

Alternative Actions
Council discretion.

Financial Impact
If approved, the Amendment would increase expenses from the Water Capital Improvement Fund (512) by up to $35,000. This increase was included in the proposed FY 23/24 Capital Improvement Budget presented to City Council on May 30th and set for adoption on June 21, 2023.

Environmental Review Status
Environmental Impact Report
Negative Declaration
Exempt
Not Applicable
Approved/Certified
No Action Required
Action Requested
Attachments
Resolution
Amendment 1 - GHD TO 2021-06
Agenda Item #7.6:

City of Sonoma
RESOLUTION # _____ - 2023

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SONOMA AUTHORIZING AND DIRECTING THE CITY MANAGER TO EXECUTE AMENDMENT NO. 1 TO TASK ORDER NO. 2021-06 ISSUED TO GHD, INC. TO PROVIDE DESIGN AND CONSTRUCTION SERVICES FOR CAPITAL IMPROVEMENT PROJECT W-13, WELL NO. 1 VAULT COVER

AND AIR EXCHANGE SYSTEM IMPROVEMENTS AND AMENDING THE CAPITAL

IMPROVEMENT BUDGET FOR ENGINEERING SERVICES
WHEREAS, Well No. 1 is the oldest and highest-producing drinking-water production well owned and operated by the City of Sonoma; and
WHEREAS, Well No. 1 is a critical component of the City's water infrastructure, producing highquality drinking water that can support the City's residents, businesses, and visitors during interruptions to the Sonoma Water aqueduct that could occur during a fire, earthquake, or drought; and
WHEREAS, by Resolution # 88-2021, City of Sonoma City Council amended the Fiscal Year 2021-22 Capital improvement Plan and budget to include Capital Improvement Project W-13, Well No. 1 Vault Cover and Air Exchange System Improvements in the amount of $80,000 (G/L #512—62010—702~70702) for engineering services with the source of funds being Water Fund reserves; and
WHEREAS, the Fiscal Year 21-22 budget resolution authorized the City Manager, or designee, to execute task orders for engineering services with GHD, lnc. consistent with the budget; and WHEREAS, the City Manager executed Task Order 2021-06 for engineering services with GHD Inc. in the amount of $69,077.70; and
WHEREAS, during the design process, City staff and GHD Inc. discovered and addressed unexpected electrical design challenges, the foremost being the need to design the new electrical loads for a future PG&E overhead transformer replacement and exhaustive investigation of a variety of backup power solutions; and WHEREAS, the City also directed GHD to prepare a proposal for additional construction observation related to the electrical and mechanical improvements included in the project design; and
WHEREAS, GHD, Inc. responded with a proposed amendment to Task Order 2021-06 that would increase the scope to include the additional electrical design requirements and provide additional construction observation; and
WHEREAS, the proposed cost for Amendment No. 1 to Task Order 2021-06 was $34,560.25; and
WHEREAS, Water Fund reserves are sufficient to fund the proposed additional design and construction observation services; and
WHEREAS, the proposed additional funding is included in the FY 23/24 Capital Improvement budget.

Agenda Item #7.6:

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Sonoma hereby authorizes and directs the City Manager to Execute Amendment No. 1 to Task Order No. 2021- 06 Authorizing and Directing GHD Inc. to Complete Additional Design and Construction Observation Services for the Well No. 1 Vault Cover and Air Exchange System Project.; and BE IT FURTHER RESOLVED that the City Council of the City of Sonoma hereby amends the Capital Improvement budget for Project W-13, Well No. 1 Vault Cover and Air Exchange System Improvements by increasing it in the amount of $35,000 (G/L #512-62010-702- 70702) for engineering services with the source of funds being Water Fund reserves.

PASSED AND ADOPTED, at a Regular Meeting of the City of Sonoma City Council this 21st day of June 2023, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
________________________________
Sandra Lowe, Mayor
ATTEST:
________________________________
Rebekah Barr, MMC, City Clerk
Agenda Item #7.6:

AMENDMENT NO. 1
To
TASK ORDER 2021-06

CITY OF SONOMA
AND GHD INC.

ENGINEERING SERVICES FOR WELL NO. 1 VAULT COVER AND AIR EXCHANGE SYSTEM SECTION 1 – PURPOSE
The purpose of this Task Order is to authorize and direct GHD Inc. to proceed with the work specified in Section 2 below in accordance with the provisions of the AGREEMENT between the City of Sonoma ("City") and GHD Inc. ("Consultant").

SECTION 2 – SCOPE OF WORK
The items authorized by this Task Order are presented in Exhibit A – Scope of Services & Fee Proposal, but are generally described as amendments to the original scope of services to address electrical design elements not originally contemplated as part of the project, and to complete additional construction observation assistance during construction of the Well No. 1 Vault Cover and Air Exchange System project.

SECTION 3 – COMPENSATION AND PAYMENT
Compensation shall be as provided in the AGREEMENT between the parties hereto referenced in SECTION 1 above. The total cost of services as set forth in SECTION 2 shall be actual costs (time and materials) based on Consultant’s standard labor charge in accordance with the provisions of the AGREEMENT, for an estimated fee of $34,560.25.

SECTION 4 – TIME OF PERFORMANCE
Performance of the work described in SECTION 2 shall coincide with the commencement, performance, and completion of construction of the Well No. 1 Vault Cover and Air Exchange System project and shall be completed no later than October 31, 2023.

SECTION 5 – ITEMS AND CONDITIONS
All items and conditions contained in the AGREEMENT for professional services between the City of Sonoma and GHD Inc. are incorporated by reference. City and GHD Inc. acknowledge and agree that all services provided under this task order are design and/or professional services and will be performed under the responsible charge of an individual registered as a professional engineer in California.

Approved this __________ day of ____________ 2023.

CITY OF SONOMA
_____________________________
David Guhin
City Manager
GHD Inc.
_____________________________
Matthew G. Kennedy, P.E.

Managing Principal
Agenda Item #7.6:

City of Sonoma
Agenda Item Summary
Meeting: City Council - 21 Jun 2023
Department
Finance
Staff Contact
Chuck McBride, Interim Finance Director
Agenda Item Title
Accept the Expenditure Report for the Month of May 2023 Summary
The attached report shows disbursements for the month of May 2023.

Recommended Council Action
Accept report.

Alternative Actions
Council discretion.

Financial Impact
Monthly Payables Report, May 2023.

Environmental Review Status
Environmental Impact Report
Negative Declaration
Exempt
Not Applicable
Approved/Certified
No Action Required
Action Requested
Attachments
Expenditures - May 2023
Agenda Item #7.7:

Check No. Vendor/Employee Transaction Description Date Amount 100676 15000 Inc. Engineering Services 05/11/2023 1,942.50 100677 Amazon Capital Services, INC. Supplies 05/11/2023 686.53 100678 American Conservation Experience Montini Connector Trail 05/11/2023 45,498.81 100763 American Conservation Experience Montini Preserve 05/25/2023 17,707.32 Vendor Total 63,206.13
100782 Amy O'Gorman Jenkins Training Planning Commissioner 05/25/2023 912.54 100695 Andrew Hening Strategic Planning – 4/1/23 to 4/28/23 05/11/2023 6,262.50 100679 AT&T Communications April 2023 05/11/2023 419.75 100679 AT&T Communications April 2023 05/11/2023 372.24 Vendor Total 791.99
100764 Baker Tilly US, LLP Fees for services provided through April 30, 2023-Finance 05/25/2023 5,775.00 100681 BMW Motorcycles of Santa Rosa Repairs PD 05/11/2023 216.49 100682 Boldt Electric Co Electrical Services 05/11/2023 375.00 100765 Boldt Electric Co Supplies 05/25/2023 175.00
100765 Boldt Electric Co repairs/labor 05/25/2023 600.55 100765 Boldt Electric Co repairs/labor Panel Upgrade Thornsberry 05/25/2023 5,000.00 Vendor Total 6,150.55
100683 Boys and Girls Clubs of Sonoma Valley FY22-23, City Sponsorship/Service Contract 05/11/2023 4,583.33 100684 BPXpress Well 1 Vault Replacement Project 05/11/2023 293.38 100732 California Intergovernmental Risk Authority CIRA Jan-March 2023 05/22/2023 4,565.11 100732 California Intergovernmental Risk Authority CIRA Jan-March 2023 05/22/2023 3,355.25 Vendor Total 7,920.36
100701 Cathryn Martindale Mileage 05/11/2023 41.00
100766 Church's Tree Service Tree Work 05/25/2023 4,800.00 100767 City National Bank Police,fire,corp yard solar panels 05/25/2023 41,748.96 100768 City Of Petaluma Training-Carranza,Smith,Mendez 05/25/2023 555.00 100685 Code Publishing Inc Standard Web Hosting Annual Fee 05/11/2023 830.00 100752 Connor Brennan UB Refund 05/22/2023 84.16
100769 Corelogic Solutions, Llc RealQuest 05/25/2023 165.00 100686 County of Sonoma General Services Fleet Charges March 2023 05/11/2023 16,512.76 100686 County of Sonoma General Services Fleet Charges March 2023 05/11/2023 1,505.79 Vendor Total 18,018.55
100770 County of Sonoma Information Systems April 2023 05/25/2023 604.18 100733 Dadco Construction Septic System Purge March 2023 05/22/2023 430.00 100772 Department of Transportation Signals/lighting Jan-March 2023 05/25/2023 4,051.44 100773 DMV Renewal License# 4SB4128 05/25/2023 10.00
100758 Donald Ryndak UB Refund 05/22/2023 7.04
100771 Donna Dambach Training Planning Commissioner 05/25/2023 168.99 100687 Dynamic Dyzne Associates, Inc. Fryer Creek Bridge 05/11/2023 1,461.51 100726 Erica Warren CASQA Conference 05/11/2023 302.76
100774 Ferguson Waterworks #1423 Supplies 05/25/2023 6,056.04 100688 Friedman's Home Improvement - PW Supplies 05/11/2023 68.51 100688 Friedman's Home Improvement - PW Supplies 05/11/2023 124.28 100688 Friedman's Home Improvement - PW Supplies 05/11/2023 9.32 100688 Friedman's Home Improvement - PW Supplies 05/11/2023 400.60 100734 Friedman's Home Improvement - PW Supplies 05/22/2023 353.27 Vendor Total 955.98
100689 Frye's Printing Inc Business Cards 05/11/2023 256.25 100735 Frye's Printing Inc Business Cards 05/22/2023 204.40 100735 Frye's Printing Inc Business Cards 05/22/2023 68.14 Vendor Total 528.79
100736 Gemini Group CCR - Report Production 05/22/2023 4,438.00 100690 GHD Engineering Services 05/11/2023 2,236.49
100690 GHD Engineering Services 05/11/2023 1,980.50
100690 GHD Engineering Services 05/11/2023 1,470.00
100691 GHD Fryer Creek Bridge 05/11/2023 691.51
Vendor Total 6,378.50

CITY OF SONOMA

MONTHLY PAYABLES REPORT
May 2023

Agenda Item #7.7:

100692 Ghirardelli Associates, Inc. Chase St Bridge 05/11/2023 2,103.52 100776 Ghirardelli Associates, Inc. Chase Street Bridge Replacement 05/25/2023 1,314.70 Vendor Total 3,418.22
100693 Gladwell Governmental Services Records Retention Legal Review 05/11/2023 600.00 100694 Halls Executive Gifts and Awards Supplies 05/11/2023 114.45 100737 HdL Coren and Cone Contract Services April-June 2023 05/22/2023 2,292.29 100777 Horticultural Associates Depot Park Eucalyptus 05/25/2023 1,600.00 100738 Infosend Inc. Maintenance fee April 2023 05/22/2023 2,769.57 100696 J D Fulwiler & Company Insurance, Inc. Farmers Market Insurance 5/9/2023-9/27/2023 05/11/2023 12,135.95 100775 Jade Filippi Supplies 05/25/2023 77.02
100697 JAM Services Supplies 05/11/2023 2,479.23
100698 Jeffries Public Safety Consulting Sonoma Emergency Management Program 05/11/2023 1,117.00 100754 Jerry Johnson UB Refund 05/22/2023 54.15
100727 Jerry Ruth Wheeler Reimb. for commercial liability Insurance 05/11/2023 600.00 100792 Jerry Ruth Wheeler Contract Payment Feb-October 2023 05/25/2023 3,444.00 Vendor Total 4,044.00
100778 Keyser Marston Associates, Inc. Affordable Housing Fee Analysis 05/25/2023 1,653.75 100779 Kingsley Bogard LLP Professional Services HR 05/25/2023 1,462.60 100700 KLH Consulting Inc Data Watch Billable Time 05/11/2023 393.75 100789 Lauro Vazquez Training/Travel 05/25/2023 16.38
100739 Lisa Janson Alcalde/treasure artist events 05/22/2023 568.92 100739 Lisa Janson Food/beverages warming center 05/22/2023 152.19 100739 Lisa Janson Alcalde/treasure artist events 05/22/2023 155.91 Vendor Total 877.02
100793 Matthew Wirick Training Planning Commissioner 05/25/2023 477.93 100753 Miguel De Sanz UB Refund 05/22/2023 64.22
100759 NCP Commercial LLC, Broadway Square UB Refund 05/25/2023 81.91 100760 NCP Commercial LLC, Broadway Square UB Refund 05/25/2023 79.76 100761 NCP Commercial LLC, Broadway Square UB Refund 05/25/2023 85.13 100762 NCP Commercial LLC, Broadway Square UB Refund 05/25/2023 63.90 Vendor Total 310.70
100781 Nyberg Landscaping Monthly Maintenance Cemetery March 2023 05/25/2023 675.00 100702 Office Depot - City SUPPLIES 05/11/2023 259.33
100703 O'Reilly Auto Parts SUPPLIES 05/11/2023 28.05
100740 Pacific Telemanagement Services Payphone May 2024 05/22/2023 53.00 100783 Phillips Seabrook Associates Bijan SFD Historic Renovation 05/25/2023 5,875.00 100756 Pineapple Bear UB Refund 05/22/2023 58.15
100741 Public Agency Retirement Services Fees May 2023 05/22/2023 300.00 100704 Quadient Leasing USA, Inc. postage 05/11/2023 1,109.38 100705 Quincy Engineering Inc Chase St Bridge Replacement 05/11/2023 14,813.39 100705 Quincy Engineering Inc Chase St Bridge Replacement 05/11/2023 18,807.31 Vendor Total 33,620.70
100706 Raftelis Financial Consultants, Inc. 2023 Water Rate Study 05/11/2023 3,770.00 100707 Ready Refresh Drinking Water 05/11/2023 249.76
100707 Ready Refresh Drinking Water 05/11/2023 81.01
Vendor Total 330.77
100680 Rebekah Barr Travel 05/11/2023 127.86
100757 Redwood Holdings LLC UB Refund 05/22/2023 96.54
100708 Republic Services of Sonoma County waste/compost 05/11/2023 80.98 100708 Republic Services of Sonoma County waste/compost 05/11/2023 608.86 Vendor Total 689.84
100709 Ricoh USA, Inc. US2 Copier Lease 05/11/2023 212.43 100710 RingCentral Inc phones 05/11/2023 1,872.06
100711 Rise Housing Solutions, Inc. Professional Services Housing 05/11/2023 8,020.50 100712 Ross Recreation Equip Co Supplies/Materials 05/11/2023 642.82 100723 Sarah Tracy Supplies Reimbursement 05/11/2023 314.47 100723 Sarah Tracy Capio Conference 05/11/2023 1,338.51 Vendor Total 1,652.98
100713 Sebastiani Building Investors Monthly lease payment 05/11/2023 6,109.00 100714 Sharma & Associates Professional Services 05/11/2023 3,960.00

Agenda Item #7.7:

100742 Shred-It USA Shredding Service 05/22/2023 73.55
100743 Silveira Chevrolet Vehicle Maintenance 05/22/2023 228.48 100715 Sonoma Community Center FY22-23, City Sponsorship/Service Contract 05/11/2023 3,333.33 100784 Sonoma County Tax Collector Reissue Check#100056 05/25/2023 11,743.20 100785 Sonoma County Water Agency April 2023 Water Purchase 05/25/2023 122,235.70 100744 Sonoma Design Apparel & Promotions Inc Uniforms 05/25/2023 72.09 100716 Sonoma Ecology Center FY22-23, City Sponsorship/Service Contract 05/11/2023 2,083.33 100745 Sonoma Materials Inc Supplies 05/22/2023 3,993.46 100746 Sonoma Paint Center Inc Paint/Supplies 05/22/2023 155.53 100786 Sonoma Tourism Improvement Dist. TID Receipts Rec'd in April 2023 05/25/2023 65,861.62 100717 Sonoma Valley Chamber of Commerce Business & Economic Vitality Svcs, FY22-23 05/11/2023 10,416.66 100718 Sonoma Valley Field of Dreams Monthly Payment, Athletic Field Maintenance/Ops 05/11/2023 1,250.00 100719 Sonoma Valley Fire & Rescue Authority Fire Contract May 2023 05/11/2023 495,224.00 100720 Sonoma Valley Visitors Bureau FY22-23, Monthly Payment Per Contract 05/11/2023 8,333.33 100721 Springbrook Software LLC GL & Extended Budget Training 05/11/2023 803.25 100747 Staples Advantage Supplies 05/22/2023 124.35
100722 Stryker Sales Corp Maintenance EMS Equip. 05/11/2023 77,620.98 100787 Sunflower Cafe City sponsorship of the Community Pride Flag Raising 05/25/2023 500.00 100755 Suzann Kolsut UB Refund 05/22/2023 67.42
100748 The Backflow Guy, Inc. Backflow Testing 05/22/2023 652.80 100748 The Backflow Guy, Inc. Backflow Testing 05/22/2023 1,628.60 100748 The Backflow Guy, Inc. Backflow Testing 05/22/2023 1,488.80 100748 The Backflow Guy, Inc. Backflow Testing 05/22/2023 85.00 100748 The Backflow Guy, Inc. Backflow Testing 05/22/2023 244.80 Vendor Total 4,100.00
ACH The Bank of New York Mellon Trust Company PROJECT 2015 SUBORDINATE TAX ALLOCATION REFUNDING BON 05/11/2023 880,072.17 100749 The Rental Place Supplies 05/22/2023 59.31
100749 The Rental Place Supplies 05/22/2023 325.49
Vendor Total 384.80
100780 Therese Nugent Training Planning Commissioner 05/25/2023 903.04 100724 Two Brothers Cathodic Services Control System Parts and Installation - Thornsberry Tank 05/11/2023 16,999.18 100750 Uline Supplies 05/22/2023 1,102.07
100750 Uline Supplies 05/22/2023 1,079.46
100750 Uline Supplies 05/22/2023 4,646.33
100750 Uline Supplies 05/22/2023 4,743.18
Vendor Total 11,571.04
100788 US Bank Voyager Fleet Sys Gas PD 05/25/2023 627.31 100788 US Bank Voyager Fleet Sys Gas 05/25/2023 103.43
100788 US Bank Voyager Fleet Sys Gas 05/25/2023 2,641.58 100788 US Bank Voyager Fleet Sys Gas 05/25/2023 983.22
100788 US Bank Voyager Fleet Sys Gas 05/25/2023 28.68
100788 US Bank Voyager Fleet Sys Gas 05/25/2023 238.06
100788 US Bank Voyager Fleet Sys Gas 05/25/2023 569.86
Vendor Total 5,192.14
100751 USABluebook Supplies 05/22/2023 704.90
100790 Verizon Wireless Communications 05/25/2023 124.17 100790 Verizon Wireless Communications 05/25/2023 41.39 100790 Verizon Wireless Communications 05/25/2023 488.17 100790 Verizon Wireless Communications 05/25/2023 1,009.23 100790 Verizon Wireless Communications 05/25/2023 194.65 100790 Verizon Wireless Communications 05/25/2023 96.45 100790 Verizon Wireless Communications 05/25/2023 61.23 100790 Verizon Wireless Communications 05/25/2023 896.15 100790 Verizon Wireless Communications 05/25/2023 31.85 100790 Verizon Wireless Communications 05/25/2023 334.64 Vendor Total 3,277.93
100725 Vintage House FY22-23, City Sponsorship/Service Contract 05/11/2023 3,333.33 100791 waterTALENT, LLC Interim Water Supervisor Week Ending 5/14/23 05/25/2023 13,804.00 ACH Westamerica Bank Check Scanner 05/25/2023 661.56
Vendor Total $ 2,040,923.21
Employee Payroll and Benefits $ 430,139.39
$ 2,471,062.60

Agenda Item #7.7:

City of Sonoma
Agenda Item Summary
Meeting: City Council - 21 Jun 2023
Department Staff Contact
David Guhin, City Manager
Chuck McBride, Interim City Manager
Agenda Item Title
Adoption of the Fiscal Year 2023-24 City of Sonoma Operating and Capital Improvement Budget, Establishing a List of Authorized Positions, and Allocating Funds for Homeless Services
Summary
On May 30, 2023, in a special budget study session, the City Manager presented the proposed budget for fiscal year (FY) 2023-24, including estimated revenues, recommended appropriations for operations and capital, recommended capital improvement program, and a list of authorized positions. The budget presentation provided an opportunity for the Council to hear a report from the City Manager and staff on the proposed FY 2023-24 budgets, discuss key accomplishments, priorities, goals, and challenges. The study session also provided an opportunity for City Council to ask questions and provide input on any changes they wanted included in the final budget. The general public was also able to provide input on the proposed budgets.

The City’s FY 2023-24 Operating and Capital Budget is a policy document which sets the financial course for the City of Sonoma and defines the service priorities provided to the community. In accordance with the direction of the City Council, the budget represents an annual spending plan that balances services provided to the community within the limits of available resources. The FY 2023-24 Operating and Capital Budget documents being presented contain all the necessary elements for the FY 2023-24 budget appropriations and adoption.

The FY 2023-24 budget development included:
• A detailed analysis of financial history for FY 2020-21, FY 2021-22, and FY 2022-23 • Projected year end revenue and expenses for FY 2022-23 • Projections for revenue and expenses for FY 2023-24
The five-year forecast will be provided in the final comprehensive budget book that will be produced in August 2023.

The attached Supplemental Report provides greater detail on the FY 2023-24 budget development process. Below are a summary and key points included in the Supplemental Report.

The proposed FY 2023-24 budget for the City of Sonoma and the Sonoma Successor Agency includes a combined Operating and Capital Improvement Program (CIP) Budget of $42.9 million. The proposed General Fund budget is $25,367,455, including transfers. General Fund revenues for FY 2023-24 are projected at $24.3 million.

Agenda Item #9.1:

This $1.1 million General Fund Budget deficit based on the projected in the FY 2023-24 budget is the result of a five percent decrease in revenues coupled with a four-percentage increase in expenditures. Much of the revenue loss is due to the loss of $1.3 million in ARPA funding.

The FY 2023-24 proposed budget includes the five-year Capital Improvement Plan which outlines planned projects to maintain the City’s infrastructure and community assets and the potential funding sources for these projects.

The coming year is expected to offer economic challenges at the national, state, and local level and uncertainty prevails in predicting the depth of these challenges. Despite uncertainty, our goal as an organization is to provide an informed assessment for use in making financial decisions, to communicate transparently with our community, and to adapt as needed to continue to serve our residents and business within available resources.

The FY 2023-24 budget contains all the necessary elements for the FY 2023-24 budget appropriations and adoption. Staff is in the process of preparing a final budget book that will contain the approved FY 2023-24 appropriations, along with a more comprehensive overview of City services and CIP projects for the fiscal year beginning July 1, 2023. It will also contain a revenue summary, expenditure summary, reserve summary, program budgets with FY 2022- 23 accomplishments, FY 2023-24 goals, along with projected actuals. The FY 2023-24 Budget Book will be produced in August 2023.

Recommended Council Action
It is recommended by the City Manager that the City Council approve the four attached resolutions:

1. A Joint Resolution of the City Council of the City of Sonoma and the Successor Agency of the Former Sonoma Community Development Agency Adopting the Fiscal Year 2023-24 City of Sonoma Operating Budget; Approving Community Fund Programming; and Authorizing the City Manager, or their Designee to Execute Task Orders for City Engineering Services with CIP Consultants

2. A Resolution Adopting the 2023-28 Five-Year Capital Improvement Program; and Authorizing Capital Project Funds Appropriated and Unspent in Fiscal Year 2022-23 to be Rolled into the Fiscal Year 2023-24 Budget

3. A Resolution Establishing the List of Authorized Positions

4. A Resolution Authorizing the City Manager to Allocate Funds for Homeless Services and to Execute Contracts with Various Homeless Service Providers for Fiscal Year 2023-24
Alternative Actions

1. Request changes to the proposed budget and not approve the resolutions.

2. Request changes and approve the resolutions with the understanding that the requested changes would be made before the final documents are finalized.

Financial Impact
Agenda Item #9.1:

The proposed budget is balanced by utilizing $1,110,613 from the City’s General Fund Reserves. The utilization of these funds leaves a remaining balance in the General Fund Reserves of $10,591.277.

Environmental Review Status
Environmental Impact Report
Negative Declaration
Exempt
Not Applicable
Approved/Certified
No Action Required
Action Requested
Attachments
Supplemental Report
PowerPoint Presentation - F Y 2023-24 Budget Adoption
Resolution – Budget Adoption with Attachment A
Resolution – Five Year CIP with Attachment A
Resolution – Budget Authorized Positions with Attachment A Resolution - Homeless Services Funds Allocation with Attachment A Agenda Item #9.1:

SUPPLEMENTAL REPORT
Fiscal Year 2023/24 OPERATING & CAPITAL BUDGET
City Council Meeting of June 21, 2023
Overview
The budget for the City of Sonoma and the Sonoma Successor Agency for FY 2023-24 includes a combined Opera�ng and Capital Improvement Program (CIP) Budget of $42.9 million (Atachment A). This budget represents a spending plan that balances the need to be responsive in providing services to residents, businesses, and visitors within the limits of available resources.

This year, the City benefited from an economic rebound following the COVID shutdown. The respec�ve increase in revenues and non-recurring funding from the federal government in response to the pandemic buoyed our local finances. The outlook for the coming year, FY 2023-24, is less op�mis�c, as many economists foresee either a recession or a period of economic stagna�on in the next few years. The loss of federal funding and rela�vely flat growth in local revenues in the coming year, coupled with the effects of contracts, staffing, and overall infla�onary pressures, lead us to forecast a deficit of almost $1.1 million in the General Fund.

Despite financial headwinds, the City has bolstered its General Fund reserve balance over the past years, allowing us to develop though�ul solu�ons to a temporary downturn, rather than engaging in reac�onary measures that may result in long-term organiza�onal harm. The General Fund reserve has grown to approximately $11.7 million over the past years, more than adequate to weather a modest downturn or even a more serious recession. Staff will work with the Council over the coming months to iden�fy strategic responses to the deficit, exploring revenue and expenditure solu�ons and refining forecasts as the economic outlook becomes clearer. It should be noted that the deficit is rela�vely small, represen�ng about a four percent shor�all.

The budget presented maintains City services at levels commensurate with the expecta�ons of our community. Vital police and fire services are maintained, as are business, art, and community ac�vi�es.

Despite a projected deficit, this budget includes addi�onal resources for programs aimed at the most vulnerable of our community, increasing homeless services. In line with our commitment to pursue longterm fiscal responsibility, one-�me funding is included to explore local support for poten�al revenue solu�ons.

About Reserves. To meet the challenge of balancing the budget in this �me of economic uncertainty, the adopted budget for FY 2023-24 draws on General Fund reserves. The reserve balance has grown in the past years, as the City has prudently set aside “rainy day” funds. The balance of the reserves was $9 million at FY 2018-19 year- end and is es�mated to be $11.7 million at June 30, 2023, providing a resource for the city to fill the $1.1 million deficit.

The General Fund reserve level is guided by parameters set forth in the City’s Financial Reserve Policy, which sets the minimum balance at a base amount of $1.5 million plus an amount that would provide funding for city opera�ons for two months, equa�ng to 17 percent of the annual General Fund opera�ng budget. This translates to a floor of $4.3 million. This Opera�ng Reserve is designated to help mi�gate the effects of economic downturns on City services and allow �me to adjust opera�ons accordingly. Any remaining por�ons of the reserve balance are available for one-�me projects and to restore the emergency and opera�ng reserves to their target levels.

Agenda Item #9.1:

Going Forward. The FY 2023-24 budget is a plan to weather an economy that is expected to afford local governments challenges in the coming year. With the waning of the pandemic, the City rebounded quickly, as visitors and tourists returned and bolstered revenues derived from hotel stays and ea�ng out. We expect the City to remain resilient, and we will be upda�ng the General Fund forecast to capture any changes in the financial outlook. Staff will also be exploring long-term solu�ons to address the structural deficit, such as opportuni�es to increase revenues and, where possible, control expenses. A considerable por�on of the General Fund budget is allocated to safety services, and opportuni�es for new revenue sources for these services may present themselves in the coming years. A current proposal being studied by Sonoma Valley Fire is examining the viability of a supplemental sales tax. If this comes to frui�on, it would be of measurable benefit to the City’s budgetary outlook.

Despite the projected deficit, there is some call for op�mism. The infla�onary pressures we have experienced have improved yields, which will result in higher interest earnings for the City. CalPERS, our pension administrator, has benefited from higher returns, which is lending stability to our pension costs.

The City has a strong economic infrastructure and elas�c revenue sources, such as sales taxes, will rise quickly as the economy rebounds a�er what economists predict will be a short, tradi�onal downturn.

FY 23-24 GENERAL FUND OPERATING BUDGET
Overall
The General Fund Opera�ng budget for the City of Sonoma for FY 22-23 is $23,629,236 including transfers.

Table 1 is a summary chart for the FY 23-24 General Fund Budget.

Table 1 - FY 23-24 General Fund Budget Summary
The $1.1 million deficit depicted is the result of a five percent decrease in revenues coupled with a fourpercentage increase in expenditures. Much of the revenue loss is due to the loss of $1.3 million in ARPA funding. A detailed breakdown of the General Fund FY 2023-24 budget with three years of history is included in Atachment B.

General Fund Revenues
Current fiscal year General Fund revenues were projected to increase by almost 6 percent, as the na�on emerged from the COVID pandemic and pent-up demand buoyed consumer spending. Conversely, projected revenues for FY 2023-24 are expected to drop by almost $1.5 million, or 5 percent, based in large measure on the expira�on of temporary funding provided under the federal American Rescue Plan Act (ARPA). That funding source provided $1.3 million annually for the past two fiscal years.

The City of Sonoma’s General Fund revenue forecast is driven primarily by property tax, transient occupancy tax (TOT) and sales taxes. Property tax for FY 2023-24 is projected to be approximately $100,000 Revenues $24,256,842
Expenditures $25,367,455
Surplus/(Deficit) ($1,110,613)
FY 2023-24 General Fund Budget
Agenda Item #9.1:

more than the FY 2022-23 budgeted revenue, an increase of two percent, primarily due to escala�on of assessed values.

With a tourism-based local economy, the City of Sonoma is reliant on hotel and sales taxes, which represent over 40 percent of the City’s General Fund budget. Sales tax includes the general sales tax of approximately $3.8 million and approximately $170,000 allocated to the City for public safety. Based on data from HdL, the City sales tax expert, revenue from sales tax is expected to increase by almost three percent in FY 2023-24, primarily based on infla�on. The voter-approved Measure V Sales Tax is expected to increase by 4.5 percent in FY 2023-24, to approximately $3 million.

For FY 2023-24, we are forecas�ng Transient Occupancy Tax (TOT) to increase by 2.5 percent to $6.5 million, based on escala�on in average daily rates (ADR). This revenue total includes one percent of TOT that is transferred to the Housing Trust Fund. Fees & charges for services decreased by 3.4 percent compared to the previous fiscal year, due to tapering off development ac�vity. Business license tax revenues are expected to grow marginally in the coming year and franchise tax, collected from local u�li�es, are expected to increase by eight percent, due in large part to increases approved for Sonoma Garbage Collectors. Other Revenues include items such as licenses and permits, fines and forfeitures, and transfers for the cost alloca�on plan. This revenue source fell by about $455,000, or 24 percent, compared to the prior year due to a decrease in costs allocated to enterprise funds. Table 2 below shows FY 2023-24 projected General Fund revenue by type.

Table 2 – FY 23-24 Revenue Estimates by Type
Revenue Type FY 23/24 Budget
Transient Occupancy Tax (TOT) $6,518,236
Property Taxes $5,050,785
Sales Tax (General, Public Safety) $4,002,363
Measure V Local Sales Tax $3,016,419
EMS - Ambulance Billing Revenue $2,275,000
Fees & Charges for Services $982,297
Franchise Tax $575,812
Business License Tax $387,600
Federal Grants (ARPA) $0
Other Revenues $1,448,330
Total Revenues $24,256,842
Agenda Item #9.1:

Table 3 shows some of the FY 23-24 General Fund key revenue increases/(decreases) as compared to the FY 22-23 amended General Fund Budget:

Table 3 - General Fund Key Revenue Increase/ (Decreases) General Fund Expenditures
As a service organiza�on, most of the City’s costs are for staffing (either city employees or service contracts, such as police and fire). The budget for current staffing is approximately 3 percent higher than the budget proposed in the previous fiscal year. Nego�ated salary and wage increases, as ra�fied in Memorandums of Understanding (MOU) earlier in the year, were captured in the FY 2022-23 amended budget. Salaries and wages for FY 2023-24 increased by two percent, as staffing levels were held stable in the budget. Other costs associated with personnel are items such as pension costs, health care insurance and other benefits for employees. These benefits are expected to increase by approximately 8 percent, compared to the FY 2022-23 amended budget, primarily due to increased costs in health benefits. Costs related to the City’s defined benefit pension remain stable and may decrease, as new hires increasingly fall into the lower benefit plan.

Several staffing changes are included in the FY 2023-24 proposed budget, none of which add materially to City costs; these changes are primarily departmental adjustments. Overall staffing levels for the City increased from 44 full-�me equivalent (FTE) posi�ons in the previous budget to 44.25 FTEs in the proposed budget. The Finance Department will eliminate two management posi�ons and replace them with a single posi�on, the Finance Director. Public Works will change two part-�me Maintenance Workers to full-�me employees and another Maintenance Worker will be reclassified to a Senior Maintenance Worker. Building & Planning will eliminate two director-level posi�ons and replace them with a Community Development Director and will also add a Building Official and an Administra�ve Assistant. An Associate Planner is reclassified to a Senior Planner in the budget. Finally, the City Manager will increase the Senior Management Analyst (PIO) to a full-�me posi�on from the current three-quarter �me. A detailed list of posi�ons funded in the FY 2023-24 budget is included as Atachment C.

Revenue Type
Increase /Decrease
FY 23/24
Transient Occupancy Tax (TOT) $158,982
Property Taxes $99,035
Sales Tax (General, Public Safety) $113,534
Measure V Local Sales Tax $128,649
EMS - Ambulance Billing Revenue $0
Fees & Charges for Services ($34,134)
Franchise Tax $42,653
Business License Tax $7,600
Federal Grants (ARPA) ($1,318,588)
Other Revenues ($455,836)
Total Revenues ($1,288,105)
Agenda Item #9.1:

The FY 2023-24 budget also includes increases associated with Sheriff services, as the contractual costs increased by $254,784, or 5 percent. Likewise, the cost of the SVFRA contract and personnel expenses increased by $396,687, or 6 percent. Payments on the CalPERS unamor�zed actuarial liability (UAL) remained stable, based on posi�ve market experience in the past few years.

The proposed budget includes new ongoing and one-�me expenditures. Below is a list of items that are included in the proposed FY 2023-24 Budget.

Table 4 shows FY 23-24 expenditures for the General Fund. More detailed informa�on regarding revenues, expenditures and reserves is included in the Financial Summary por�on of the budget.

Table 4 -FY 23-24 General Fund Expenditures
Expenditure FY 23/24 Budget
Current Staffing (Salaries & Benefits) $5,002,595
Sheriff Contract & Operating Costs $5,344,529
Fire/EMS Contract & Operating Costs 6,773,055
Professional Services 1,167,957
Payments on Accrued PERS Liability (UAL) $1,327,620
Other Operating Costs $5,471,700
Transfer to Capital Improvement Program (CIP) $280,000
Total General Fund Expenditures $25,367,455
Agenda Item #9.1:

Public Safety
Over 50% of the City’s General Fund budget is invested in Police and Fire/EMS services via contracts and opera�ng costs. For FY 2023-24, the contract with the Sonoma Sheriff increased to $5,344,529, an increase of five percent. This increase mirrored changes in salaries and benefits nego�ated between the County of Sonoma and Deputy Sheriff’s Associa�on. While there are no addi�ons to staffing, the proposed budget includes funding the currently vacant Community Oriented Policing (COP) posi�on. A new request in this budget is a $57,000 addi�on for automated license plate reading technology (ALPR), which will be focused on the City’s borders. This request is an ongoing annual expense for a minimum of two years to fund a contract. The police department is also asking for an addi�onal $9,360, annually, for a police service vehicle that will replace a current City-owned vehicle, bringing the vehicle fleet to standard for replacement and maintenance.

The FY 23-24 proposed budget for the Fire District is increasing by $371,750 over the amended FY 22-23 budget. The increase is primarily due to an addi�onal $339,952 for the Fire District contract, which is due to nego�ated labor cost increases and addi�onal costs for the three employees assigned to Sonoma that were previously paid for in part by grant funds (SAFER).

Community Activities
Recognizing the significant role that recrea�onal and community services programs play in enhancing the overall health and well-being of its ci�zens, the City has regularly provided funding, financial support, subsidized u�li�es, and leases to non-profits providing these services in Sonoma. A few years ago, the City organized funding of recrea�on and community services into a Recrea�on & Community Services program and created agreements with key non-profits to recognize this outsourcing partnership.

Due to the importance of these community services, staff recommends that the City con�nue to support our Core Recrea�on providers/programs in the following manner:

Sonoma Ecology Center (contract expires FY 23-24) $ 25,000 Boys & Girls Club Sonoma (contract expires FY 23-24) $ 55,000 Sonoma Community Center (contract expires FY 23-24) $ 40,000 Vintage House (contract expires FY 23-24) $ 40,000
SV Field of Dreams $ 15,000
Sonoma County Transit $ 17,500
4th of July Event $ 7,500
Addi�onal Community Support In the 2023-24 Budget:
• No changes to fee waiver policies for Community and Heritage sponsored events. • No change recommended in financial support to Sebas�ani Theatre Founda�on • The Cultural and Fine Arts Commission funding to increase to $12,000, a $7,500 increase from FY22-23 to support new programs including: the Chamber Art Show, update and development of temporary outdoor art policy, crea�on of a poster contest for the Valley of the Moon Vintage Fes�val and Sonoma’s Tuesday Night Market, expansion of the Earth Day ac�vi�es including involvement with Trashion Fashion event and possible crea�on of an Earth Day event in partnership with a local non-profit.
• Con�nue the $25,000 funding for Sonoma Valley Health and Recrea�on (Pool Funding) The City will con�nue to monitor and track the water subsidies to its community partners. The City supplies water at no cost or drama�cally reduced costs to several of our community partners. For FY 2023- Agenda Item #9.1:

24, the City will con�nue to account for water expenses of our community partners that are provided at a reduced cost or free of charge in the Community Ac�vi�es budget under U�li�es. These expenses are categorically dis�nct from the City’s other u�lity expenses as each is the result of a memorialized agreement between the City and these community partners and the term and magnitude of our obliga�ons in those agreements should be recognized and reviewed annually when budgets are developed. The total subsidy is detailed in the Community Ac�vi�es budget narra�ve.

The City of Sonoma Recrea�on and Community Services Program Guidelines has provisions for 10 percent of the 1.5 percent alloca�on to be set-aside for distribu�on by Council as general-purpose discre�onary funding which may be used to support special events or smaller special purpose ini�a�ves that become apparent throughout the fiscal year. In addi�on, any remaining funding that is not allocated to the community partners above, is also added to this discre�onary funding. The total amount of these two discre�onary funds calculated for the FY 2023-24 budget totals $81,214.

Public Art
To encourage the development of public art within the City, the City Council adopted Ordinance No. 04- 2009 establishing a Public Art Program in the City of Sonoma on April 1, 2009. The ordinance established funding mechanisms which included a contribu�on to the Public Art Fund of 1% of the project valua�on costs in excess of $250,000 for public development projects and an annual City alloca�on equal to onequarter of one percent of the City of Sonoma’s budgeted general fund expenditures not to exceed $25,000, which funding has been waived by the City Council since 2012 due to the City’s financial situa�on.

This year, $25,000 was budgeted for the Public Art Fund and is included in the FY 2023-24 budget (Community Ac�vi�es) in compliance with Ordinance No. 04-2009. The City Council maintains discre�on to waive or reduce this annual alloca�on if the City’s financial situa�on does not allow for the funding to be set aside, which the Council may do by budget adjustment via resolu�on under the terms of Ordinance No. 04-2009.

Homeless Services
The City of Sonoma approved its 3-year Homelessness Strategic Plan in May of 2023. The plan calls for the City to work with the County of Sonoma and local service providers to create a highly coordinated, housing-focused system of care that is sustainable and enduring. To move this plan forward, the City has budgeted $260,000 towards implemen�ng the elements iden�fied in the plan. In addi�on to the $260,000, an addi�onal $60,000 of Measure O funds have been allocated to fund homeless initiatives.

With direction provided by the City Council to support local service providers, coordination with the County and community partners to align funding and services, the following funding allocation is recommended as part of this budget by Resolution:

Total Annual Homeless funding: $260,000 General Fund
•$60,000 – By Name List Project Management Services (Regional partnership) •$100,000 – Outreach Case Manager (HAS)
•$50,000 – Non-Congregate Shelter Operations & Day Services (HAS) •$50,000 – Food Distribution for local homeless programs and prevention (SOS) Agenda Item #9.1:

Capital Improvement Budget
The Capital Improvement Program (CIP) is a planning document to support our safe, healthy, and vibrant community through investment in public infrastructure throughout the City. The CIP includes projects to improve the City's streets, sidewalks, bikeways, and storm drainage; water system; parks and open space; cemeteries; and City buildings. Maintenance and reinvestment in infrastructure is costly, and if deferred, becomes even more expensive. Historically, the City’s redevelopment agency was the major funder of capital infrastructure improvements for our community. Without redevelopment funding, the city looks to a variety of funding sources to support the needed improvements to cri�cal infrastructure. A descrip�on of these funding sources is provided in Atachment D.

A complete list of the 2023-24 CIP projects that includes carry over funding and detail of all exis�ng and new funding sources is included in Atachment E. The 5-year CIP Program is included as Atachment F.

Other Funds
In addi�on to the General Fund, the City manages other funds that are restricted or have specific uses. A breakdown of funds and budgeted expenses with a three-year history is provided in Atachment F. A summary of these funds are as follows:

Proprietary Funds
The proprietary funds are accounted for on a cost of services or “capital maintenance” measurement focus, which means that all assets and all liabili�es associated with each fund’s ac�vity, whether current or non-current, are included on its balance sheet. The reported fund equity is segregated into assigned and unassigned retained earnings components. Proprietary fund type opera�ng statements present increases (revenues) and decreases (expenses) in total assets. There are two primary types of proprietary funds – Enterprise Funds and Internal Service Funds.

Enterprise Funds – The city maintains two enterprise funds – the Water Fund and Cemetery Fund. By Governmental Accoun�ng defini�on, Enterprise Funds are “to account for opera�ons that are financed and operated in a manner similar to private business enterprise-where the intent of the governing body is that the costs of providing goods or services are financed or recovered primarily through user charges.” The intent is to have the expenses (including deprecia�on) of providing goods or services on a con�nuing basis to the park residents, financed or recovered primarily through charges to the residents.

Internal Service Funds — The internal service funds are used to account for, and finance, services and commodi�es furnished by a designated department of a governmental unit to other departments of the same governmental unit. The City uses Internal Services Funds to develop reserves for large purchases such as vehicles (Vehicle Replacement Fund), Management Informa�on Systems, and large building maintenance ac�vi�es (Long Term Building Maintenance Fund). This avoids large fluctua�ons due to large asset purchases or significant repairs.

Internal Service Fund Current Balances
Management Information Systems $ 194,265
Vehicle Replacement Fund $ 787,645
Building Maintenance $ 2,462,603
Agenda Item #9.1:

Special Revenue Funds
The special revenue funds are used to account for and report the proceeds of specific revenue sources that are legally restricted or commited to expenditures for specified purposes other than debt. For example, the Gas Tax Fund is designated as a Special Revenue Fund as it receives the State calculated alloca�on of motor vehicle fuel taxes which can only be used for legally restricted specific streets and related transporta�on purposes/projects.

Capital Projects Funds
The capital projects funds are used to account for financial resources to be used for the acquisi�on or construc�on of major capital facili�es (other than those financed by proprietary funds).

Debt Service Funds
The debt service funds are used to account for the accumula�on of resources for, and the payment of, general long-term debt principal, interest, and related costs. The Water Fund and Successor Agency have debt payment within their program budgets. In addi�on, there is one other current debt obliga�on which has its own debt service fund.

Fiduciary Funds
Trust and agency funds are used to account for assets held by the city in a trustee capacity or as an agent for individuals, private organiza�ons, other governments, and/or other funds. These include expendable trust funds, non-expendable trust funds (permanent funds), pension trust funds, and agency funds.

The Successor Agency is one example of this type of fund. The Successor Agency provides for receipt of Redevelopment Property Tax Trust Fund (RPTTF) funds and payment of former Community Development Agency expenses approved by the State Department of Finance. The City Council sits as the Successor Agency. All ac�ons of the Successor Agency must be approved by a County Consolidated Oversight Board comprised of representa�ves of the taxing en��es and the State’s Department of Finance.

In Conclusion
With the uncertainty of the current economy and its impacts on our local revenues, the proposed FY 2023- 24 budget is an ac�ve “plan” with proac�ve monitoring and review based on this level of ambiguity and constantly changing informa�on. In preparing the budget, our goal was to con�nue investments in the City's infrastructure and increase program service levels.

The proposed FY 2023-24 budget for the City of Sonoma and the Sonoma Successor Agency includes a combined Opera�ng and Capital Improvement Program (CIP) Budget of $42.9 million. The proposed General Fund budget is $25,367,455, including transfers. General Fund revenues for FY 2023-24 are projected at $24.3 million. It is projected that FY 2022-23 will end with General Fund revenues of $25.9 million.

The coming year is expected to offer economic challenges at the na�onal, state, and local level and uncertainty prevails in predic�ng the depth of these challenges. Despite uncertainty, our goal as an organiza�on is to provide an informed assessment for use in making financial decisions, to communicate transparently with our community, and to adapt as needed to con�nue to serve our residents and business within available resources.

While it is important to set a course of ac�on, it is equally important to be able to adjust along the way.

More than ever before, budge�ng is an ongoing process, with an increased frequency and emphasis on proac�ve monitoring, review, and modifica�on.

Agenda Item #9.1:

Expenditure Category FY 23-24 Budget Expenditure Category FY 23-24 Budget GENERAL FUND: SPECIAL REVENUE FUNDS:

City Council (41001) $ 153,023 Public, Educational & Govt PEG (202) $ 59,061 City Clerk (41002) $ 393,433 C.O.P.S. Grant (217) $ 102,100 City Manager (41003) $ 1,314,858 Gas Tax (302) $ 510,000 Finance (41004) $ 801,131 SB-1 Road Maintenance (303) $ 350,000 Legal Services (41005) $ 337,914 Transportation Measure M (313) $ 130,000 Police (42101) $ 6,499,239 Parks-in-Lieu/Quimby Act (314) $ 50,000 Fire/EMS (42201) $ 7,789,458 Parks Measure M (315) $ 157,000 Public Works Admin (43020) $ 536,512 Parks-Proposition 68 (316) $ 185,015 Public Works Streets (43022) $ 1,081,664 EMS Equipment Replacement (521) $ - Public Works Parks (43023) $ 1,428,277 Grants Restricted (630) Planning (43030) $ 1,270,847 Pool Scholarship (715) $ 25,000 Building (43040) $ 1,019,840 Housing Trust Fund (732) $ - Community Activities (43101) $ 930,926 Intergovernmental Transfer IGT (796) $ 861,800 Successor Agency (43199) $ 205,251 SVFRA (798) $ -
Non-Departmental (43200) $ 771,335 Cemetery Endowment (504) $ 50,000 Emergency Response (43201) $ - INTERNAL SERVICE FUNDS:

Subtotal General Fund $ 24,533,708 Management Information Systems (601) $ 542,393 General Fund Transfer Out (43999) $ 833,749 Vehicle Replacement (603) $ 536,000 Total General Fund $ 25,367,457 Long Term Building Maintenance (610) $ 305,000 CAPITAL PROJECTS: DEBT SERVICE FUNDS:

Streets/Transp/Drainage Capital Projs (301) $ 3,470,610 CREBS (495) $ 41,749 Parks & Facilities Capital Projects (304) $ 85,000 POB (498) $ - Water Utility - Capital Projects (512) $ 400,000 AGENCY FUNDS:

ENTERPRISE FUNDS: Successor Agency RPPTF-ROPS (391) $ 2,630,652 Cemetery (501) $ 509,533 TOTAL OPERATING & CAPITAL PROJECTS: $42,924,319 Water Utility Operating (510) $ 6,555,950

CITY OF SONOMA / SUCCESSOR AGENCY

OPERATING, CAPITAL PROJECTS, ENTERPRISE, SPECIAL REVENUE, INTERNAL SERVICE, DEBT SERVICE AND AGENCY FUNDS FY 2023-24 ALL FUNDS EXPENSE

ATTACHMENT A
Agenda Item #9.1:

Expenditure Category FY 20-21 Actuals*
FY 21-22
Actuals*
FY 22-23
Amended
Budget
FY 22-23
Projected
Actuals*
FY 23-24
Proposed
Budget
$ Change FY23-24
Proposed Budget to
FY22-23 Amended
Budget
% Change FY23-24
Proposed Budget to
FY22-23 Amended
Budget
Property Taxes $ 4,778,556 4,502,127 $ 4,951,750 $ 4,951,750 $ 5,050,785 $ $ 99,035 2% Sales & Use Taxes $ 3,173,819 $ 3,703,291 $ 3,720,517 $ 3,851,076 $ 3,833,378 $ 112,861 3% Measure V Local Sales Tax $ 2,546,124 $ 2,946,629 $ 2,887,770 $ 2,979,096 $ 3,016,419 $ 128,649 4% Sales Tax - Public Safety $ 146,214 $ 176,407 $ 168,312 $ 176,225 $ 168,985 $ 673 0% Fees $ 737,878 $ 791,993 $ 648,847 $ 648,847 $ 609,602 $ (39,245) -6% Transient Occupancy Tax (TOT) $ 3,083,170 $ 6,798,123 $ 6,359,254 $ 6,359,254 $ 6,518,236 $ 158,982 3% Franchise Tax $ 528,164 $ 609,901 $ 533,159 $ 533,159 $ 575,812 $ 42,653 8% Business License Tax $ 397,129 $ 428,241 $ 380,000 $ 450,000 $ 387,600 $ 7,600 2% Real Property Transfer Tax $ 215,301 $ 192,303 $ 150,000 $ 150,507 $ 153,000 $ 3,000 2% Licenses & Permits $ 60,304 $ 116,541 $ 198,000 $ 198,000 $ 206,180 $ 8,180 4% Fines & Forfeitures $ 17,282 $ 132,053 $ 87,000 $ 87,000 $ 87,000 $ - 0% Interest & Rents $ 84,413 $ 140,116 $ 93,163 $ 109,026 $ 95,027 $ 1,864 2% Grants $ - $ 60,920 $ - $ 323 $ - $ - 0%
Federal Grants $ - $ 1,318,588 $ 1,318,588 $ 1,318,588 $ - $ (1,318,588) -100% Charges For Services $ 111,370 $ 97,352 $ 367,584 $ 367,584 $ 372,695 $ 5,112 1% EMS $ 2,604,823 $ 2,257,961 $ 2,275,000 $ 2,275,000 $ 2,275,000 $ - 0% Miscellaneous $ - $ - $ - $ 45,600 $ - $ -
Transfers $ 1,281,415 $ - 1,211,903 $ $ 1,278,826 $ 790,103 $ (421,800) -35% Other Revenues $ 205,085 $ 222,450 $ 108,100 $ 108,100 $ 59,900 $ (48,200) -45% Interest Revenue $ 3,626 $ 1,968 $ 56,000 $ 56,000 $ 57,120 $ 1,120 2% Total Revenue $ 19,698,243 $ 24,773,391 $ 25,514,948 $ 25,943,961 $ 24,256,842 $ (1,258,105) -5% Salary & Wages $ 3,063,635 $ 3,048,584 $ 3,721,130 $ 3,721,131 $ 3,787,774 $ 66,644 2% Employee Benefits $ 914,601 $ 921,631 $ 1,124,741 $ 1,124,742 $ 1,214,821 $ 90,080 8% PERS UAL $ 1,070,111 $ 1,181,491 $ 1,329,412 $ 1,329,412 $ 1,327,620 $ (1,792) 0% Professional Services $ 627,289 $ 800,305 $ 1,312,890 $ 1,312,890 $ 1,167,957 $ (144,933) -11% Sheriff Contract $ 4,272,585 $ 4,805,037 $ 5,089,745 $ 5,089,745 $ 5,344,529 $ 254,784 5% SVFRA Contract $ 5,377,311 $ 5,647,345 $ 6,376,368 $ 6,376,368 $ 6,773,055 $ 396,687 6% Cost Recovery $ 179,390 $ 172,031 $ 85,000 $ 300,000 $ 85,000 $ - 0% Property Services $ 1,102,858 $ 1,284,585 $ 1,787,253 $ 1,787,253 $ 1,836,479 $ 49,226 3% Operations $ 1,789,959 $ 1,008,282 $ 1,153,418 $ 1,153,418 $ 1,516,501 $ 363,083 31% Supplies $ 202,294 $ 277,013 $ 280,500 $ 250,500 $ 286,500 $ 6,000 2% Software & Equipment $ 9,334 $ 46,665 $ 209,483 $ 239,484 $ 78,983 $ (130,500) -62% Internal Service & Capital Proj $ 549,919 $ 1,025,864 $ 1,026,526 $ 1,026,526 $ 1,114,488 $ 87,962 9% Transfers Out - CIP $ 5,000 $ - $ 240,000 $ 240,000 $ 280,000 $ 40,000 17% Tranfers $ 679,296 $ 522,816 $ 549,021 $ 549,021 $ 553,749 $ 4,728 1% Debt Service $ 83,303 $ - $ - $ - $ - $ -
Total Expenditures $ 19,926,885 $ 20,741,649 $ 24,285,487 $ 24,500,490 $ 25,367,455 $ 1,081,968 Surplus/(Deficit) $ (228,642) $ 4,031,742 $ 1,229,461 $ 1,443,471 $ (1,110,613)

CITY OF SONOMA

GENERAL FUND
FY 2023-24 BUDGET

WITH THREE YEAR HISTORY
ATTACHMENT B Agenda Item #9.1:

Adopted Budget Adopted Budget Proposed Budget Annual Annual Authorized Authorized Authorized Step A Step E
Personnel Personnel Personnel (1 FTE) (1 FTE)
FY 21/22 FY 22/23 FY 23/24
City Manager's Office/Administrative Services
City Manager 1.00 1.00 1.00 contract 241,90 $ 0
Assistant City Mgr/Admin Svcs Director 1.00 1.00 0.00 $ 155,598 $ 189,130 Finance Director 0.00 0.00 1.00 $ 149,657 $ 181,909
Deputy Finance Director 1.00 1.00 0.00 $ 145,024 $ 176,277 Assistant to the City Manager 0.00 1.00 1.00 $ 114,584 $ 139,277 City Clerk 1.00 1.00 1.00 $ 114,584 $ 139,277
Human Resources Manager 1.00 1.00 1.00 $ 114,584 $ 139,277 Senior Management Analyst - Community Activities 1.00 1.00 1.00 $ 109,127 $ 132,644 Senior Manangement Analyst - PIO 0.50 0.50 0.75 $ 109,127 $ 132,644 Accountant 1.00 1.00 1.00 $ 91,036 $ 110,655
Accounting Technician 2.00 2.00 2.00 $ 87,885 72,303 $
Deputy City Clerk 0.00 0.00 1.00 $ 96,965 79,773 $
Management Analyst 1.00 1.00 0.00 $ 87,885 72,303 $
Administrative Assistant 2.00 1.00 1.00 $ 80,397 66,143 $

12.50 12.50 11.75
Community Development (Planning and Building Depts)
Community Development Director 0.00 0.00 1.00 $ 201,929 166,128 $ Planning & Community Svcs Director 1.00 1.00 0.00 $ 195,383 160,742 $ Development Svcs Director/Building Official 1.00 1.00 1.00 $ 149,657 $ 181,909 Senior Planner 1.00 0.00 1.00 $ 104,167 $ 126,615
Associate Planner 1.00 2.00 1.00 $ 101,107 $ 122,896
Plans Examiner 1.00 1.00 1.00 $ 121,013 99,557 $
Building Inspector 1.00 1.00 1.00 $ 112,255 92,352 $
Development Svs Supervisor 1.00 1.00 1.00 $ 92,46 76,071 $ 4 Administrative Assistant 1.00 0.00 1.00 $ 80,397 66,143 $ Permit Technician 0.00 1.00 1.00 $ 72,35 59,529 $ 8
PT Sustainability Coordinator 0.50 0.50 0.50 $ 104,003 85,563 $

8.50 8.50 9.50
Police and Fire (excludes contract services staff)
Administrative Assistant (Police) 1.00 1.00 1.00 $ 80,397 66,143 $

1.00 1.00 1.00
Public Works
Public Works Director/City Engineer 1.00 1.00 1.00 $ 171,158 $ 208,043 Public Works Operations Manager 1.00 1.00 1.00 $ 141,92 116,763 $ 7 Public Works Administrative & Project Manager 1.00 1.00 1.00 $ 99,206 $ 120,585 Environmental Compliance Analyst 1.00 1.00 1.00 $ 85,624 $ 104,076 Engineering Technician 0.00 0.00 1.00 $ 72,528 $ 88,158 Administrative Assistant 1.00 1.00 1.00 $ 80,397 66,143 $ Water Supervisor 1.00 1.00 1.00 $ 106,45 87,577 $ 0
Senior Maintenance Worker - Water 1.00 1.00 1.00 $ 72,528 $ 88,158 Maintenance Worker I - Water 2.00 $ 59,940 $ 72,858
Maintenance Worker II - Water 3.00 3.00 1.00 $ 65,934 $ 80,144 Streets Supervisor 1.00 1.00 1.00 $ 83,408 $ 101,383
Senior Maintenance Worker - Streets 0.00 0.00 1.00 $ 72,528 $ 88,158 Maintenance Worker I - Streets 2.00 2.00 1.00 $ 59,940 $ 72,858 Maintenance Worker II - Streets 2.00 2.00 2.00 $ 65,934 $ 80,144 Parks Supervisor 1.00 1.00 1.00 $ 83,408 $ 101,383
Senior Maintenance Worker - Cemeteries 1.00 1.00 1.00 $ 72,528 $ 88,158 Maintenance Worker I - Parks 0.00 0.00 2.00 $ 59,940 $ 72,858 Maintenance Worker II - Parks 3.00 3.00 2.00 $ 65,934 $ 80,144 Parks Worker PT (2 positions, 0.5 FTE each) 1.00 1.00 0.00 $ 40,231 40,231 $

21.00 21.00 22.00
Total Budgeted Staffing (Full Time Equivalent) 43.00 43.00 44.25 NOTE: Some positions are charged to multiple departments; these are listed in the department where the largest percentage is charged.

City of Sonoma FY 2023-24 Budget
Position Allocation Listing by Department
ATTACHMENT C Agenda Item #9.1:

Funding Source Revenue Source Restricted Uses
Maintenance of Effort (MOE)
or Local Match?
General Fund General taxes and fees Unrestricted No
Measure M Traffic
Relief Act for Sonoma
County
County-wide 1/4 cent
sales tax for
transportation. Ends in
2025 unless reapproved
by the voters.

Maintenance of local streets and
roads
Yes, MOE. 6.33% of local fund
expenditures must be for
transportation purposes. City
currently meets this MOE.

Gas Taxes
Revenue allocated by
the State
Any street or road purpose. It is
best practice to focus on
maintenance and rehabilitation
costs only. No
Road Maintenance and
Rehabilitation Account
(RMRA): Senate Bill [SB]
1 Revenue allocated by
the State
Road maintenance and
rehabilitation, safety projects,
"complete street" components,
and traffic control devices
Yes, MOE. Must spend at least
$250,663 of General Fund annually
for street, road, and highway
purposes. City currently meets this
MOE.

Water Fund City water customers
Water system operations,
maintenance, and infrastructure No
Community
Development Block
Grant (CDBG)
Federal Housing and
Urban Development
through County of
Sonoma
ADA Self-Evaluation, Transition
Plan, and Implementation Project
Yes, local match of $20,000 of
General Fund.

Proposition 68:

California Parks,
Environment, and
Water Bond
Per Capita Grant
Program
Local park rehabilitation, creation
and improvement
Yes, MOE. Generally, the City is
required to not reduce the amount
of funding otherwise available to
be spent on parks based on the
past three fiscal years.

Sonoma County Parks
Improvement, Water
Quality and Fire Safety
Measure M
County-wide 1/8 cent
sales tax for parks
Parks related maintenance and
projects Yes, MOE.

Quimby Act Funds
Development fees for
park improvements
New and rehabilitation of existing
parks and recreational facilities
No. Fees must be returned if not
"committed" within 5 years.

City of Sonoma
Capital Improvement Program
Funding Sources
ATTACHMENT D Agenda Item #9.1:

CIP # Project Name
General Fund
301Ͳ50000
Gen.

General Fund
Designated304Ͳ
50000 Gen
Gas Tax 302Ͳ
51001
RMRA: SB1
303Ͳ50000
Trans.

Measure M
313Ͳ54000
Quimby Act
314Ͳ50000
Proposition
68 316Ͳ54000
Parks Measure
M 315Ͳ54000
Water Fund
512Ͳ62001 Grant Funds PROJECT
TOTAL
BFͲ2 Public Works Safety & Facility Security at Corporation Yard $0 $50,000 $0 $0 $0 $0 $0 $0 $0 $0 $50,000 BFͲ8 Depot Park Museum HVAC Project $0 $217,000 $0 $0 $0 $0 $0 $0 $0 $0 $217,000 $0 $267,000 $0 $0 $0 $0 $0 $0 $0 $220,000 $487,000
CDͲ1 Storm Water Trash Reduction Systems $98,400 $0 $0 $0 $0 $0 $0 $0 $0 $0 $98,400 CDͲ3 Broadway & Leveroni Road Flood Reduction & Trash Capture Project $0 $0 $0 $0 $0 $0 $0 $0 $0 $365,000 $365,000 $98,400 $0 $0 $0 $0 $0 $0 $0 $0 $365,000 $463,400
PͲ3 Montini Preserve Fire Enhancment $0 $0 $0 $0 $0 $0 $0 $35,000 $0 $0 $35,000 PͲ6Montini Trail Connection & Enhancement Project $0 $0 $0 $0 $0 $45,000 $0 $0 $0 $0 $45,000 PͲ7 Pinelli Park Improvement Project $0 $0 $0 $0 $0 $32,755 $0 $0 $0 $0 $32,755 PͲ8 Olsen Park Improvement Project $0 $15,000 $0 $0 $0 $80,166 $0 $170,000 $0 $0 $265,166 PͲ9Depot Park Enhancements Project $0 $0 $0 $0 $0 $0 $0 $200,000 $0 $0 $200,000 PͲ10 Plaza Park Enhancements Project $0 $46,254 $0 $0 $0 $0$185,015.00 $0 $0 $0 $231,269 PͲ12 Sonoma Oaks Enhancements Project $0 $20,000 $0 $0 $0 $0 $0 $72,000 $0 $0 $92,000 PͲ13 Fifth St West Park $0 $0 $0 $0 $0 $25,000 $0 $0 $0 $0 $25,000 $0 $81,254 $0 $0 $0 $182,921 $185,015 $477,000 $0 $0 $926,190 TͲ1 Chase Street Bridge Replacement Project $0 $0 $288,713 $0 $135,735 $0 $0 $0 $0 $3,275,610 $3,700,058 TͲ3 BiͲAnnual Slurry Seal Projects $0 $0 $0 $403,434 $0 $0 $0 $0 $0 $0 $403,434 TͲ4 Citywide Sidewalk Inspection & Repair Program $125,000 $0 $0 $0 $0 $0 $0 $0 $0 $0 $125,000 TͲ5 Ongoing Pavement Rehabilitation & Water Services Replacement Projects $50,000 $0 $300,000 $0 $100,000 $0 $0 $0 $0 $0 $450,000 TͲ6 Citywide Roadway Safety Improvement Projects $20,836 $0 $150,000 $0 $0 $0 $0 $0 $0 $0 $170,836 TͲ7 Broadway (SR 12) Streetscape Enhancement $20,000 $0 $0 $0 $0 $0 $0 $0 $0 $0 $20,000 TͲ10 Broadway Pedestrian Crossings $50,000 $0 $0 $0 $0 $0 $0 $0 $0 $0 $50,000 $265,836 $0 $738,713 $403,434 $235,735 $0 $0 $0 $0 $3,275,610 $4,919,328 WͲ2 Water System Condition DataͲPhase 2$0 $0 $0 $0 $0 $0 $0 $0 $145,680 $0 $145,680 WͲ8 Urban Water Management Plan & Minor Water Master Plan Update $0 $0 $0 $0 $0 $0 $0 $0 $63,941 $0 $63,941 WͲ13 Well #1 Vault Replacement $0 $0 $0 $0 $0 $0 $0 $0 $175,000 $0 $175,000 WͲ17 4th St West Main Replacement $0 $0 $0 $0 $0 $0 $0 $0 $350,000 $0 $350,000 $0 $0 $0 $0 $0 $0 $0 $0 $734,621 $0 $734,621
FUND TOTAL $364,236 $348,254 $738,713 $403,434 $235,735 $182,921 $185,015 $477,000 $734,621 $3,860,610 $7,530,539 Breakdown of Projected Funding by Project and Source for Fiscal Year 2023/24 Capital Improvement Program TRANSPORTATION: Keeping Sonoma Moving Safely

SUBTOTAL
CREEKS & DRAINAGE: Reducing Flooding & Protecting Water Quality

SUBTOTAL
WATER: Providing High Quality, Dependable Water

SUBTOTAL
PARKS: Making Life Better

SUBTOTAL
BUILDINGS & FACILITIES: Maintaining Critical Assets

SUBTOTAL

ATTACHMENT E
Agenda Item #9.1:

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BUILDINGS & FACILITIES: Maintaining Critical Assets
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CREEKS & DRAINAGE: Reducing Flooding and Protecting Water Quality ^hdKd>
PARKS: Making Life Better
TRANSPORTATION: Keeping Sonoma Moving Safely
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WATER: Providing High Quality, Dependable Water
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ATTACHMENT F
Agenda Item #9.1:

Expenditure Category
FY 20-21 Actuals*
FY 21-22 Actuals*
FY 22-23
Adopted Budget
FY 22-23
Amended Budget
FY 22-23
Projected
Actuals*
FY 23-24
Proposed
Budget
$ Change FY23-24
Proposed Budget to
FY22-23 Amended
Budget
% Change FY23-24
Proposed Budget to
FY22-23 Amended
Budget
GENERAL FUND:

City Council (41001) $ 123,569 104,124 $ 131,655 $ 135,011 $ 139,439 $ 153,023 $ $ 18,012 13%City Clerk (41002) $ 247,953 $ 328,494 $ 422,144 $ 439,554 $ 372,797 $ 393,433 $ (46,121) -10% City Manager (41003) $ 609,338 $ 861,892 $ 1,126,590 $ 1,172,675 $ 1,182,528 $ 1,314,858 $ 142,183 12%Finance (41004) $ 749,005 $ 681,591 $ 903,954 $ 942,215 $ 705,060 $ 801,131 $ (141,084) -15% Legal Services (41005) $ 402,579 $ 380,321 $ 337,848 $ 337,848 $ 343,708 $ 337,914 $ 66 0% Police (42101) $ 4,986,582 $ 5,641,716 $ 6,169,852 $ 6,177,304 $ 6,177,304 $ 6,499,239 $ 321,936 5% Fire/EMS (42201) $ 6,890,394 $ 6,635,000 $ 7,252,378 $ 7,417,708 $ 7,417,708 $ 7,789,458 $ 371,750 5% Public Works Admin (43020) $ 587,991 $ 649,109 $ 379,418 $ 407,665 $ 667,066 $ 536,512 $ 128,846 32%Public Works Streets (43022) $ 854,352 $ 941,192 $ 1,005,623 $ 1,041,000 $ 1,042,024 $ 1,081,664 $ 40,664 4%Public Works Parks (43023) $ 754,476 $ 902,560 $ 1,307,652 $ 1,380,094 $ 1,216,636 $ 1,428,277 $ 48,183 3%Planning (43030) $ 848,124 $ 944,181 $ 1,068,656 $ 1,273,736 $ 1,154,331 $ 1,270,847 $ (2,888) 0% Building (43040) $ 639,681 $ 647,487 $ 729,196 $ 761,309 $ 732,926 $ 1,019,840 $ 258,531 34%Community Activities (43101) $ 601,283 $ 650,974 $ 924,659 $ 924,659 $ 792,351 $ 930,926 $ 6,267 1%Successor Agency (43199) $ 121,480 $ 49,407 $ 195,189 $ 200,133 $ 79,516 $ 205,251 $ 5,118 3%Non-Departmental (43200) $ 796,594 $ 766,963 $ 885,403 $ 885,558 $ 782,716 $ 771,335 $ (114,224) -13%Emergency Response (43201) $ 48,639 $ 14,382 $ - $ - $ 4,907 $ - $ - Subtotal General Fund $ 19,242,594 $ 20,218,838 $ 22,840,218 $ 23,496,469 $ 22,811,017 $ 24,533,708 $ 1,037,239 4% General Fund Transfer Out (43999) $ 684,297 $ 522,816 $ 789,021 $ 789,021 $ 789,021 $ 833,749 $ 44,728 6% Total General Fund $ 19,926,891 $ 20,741,654 $ 23,629,239 $ 24,285,490 $ 23,600,038 $ 25,367,457 $ 4% 1,081,967CAPITAL PROJECTS:Streets/Transp/Drainage Capital Projs (301) $ 5,706 $ 468,779 $ 230,000 $ 230,000 $ 436,641 $ 3,470,610 $ 3,240,610 1409% Parks & Facilities Capital Projects (304) $ 25,220 $ 53,772 $ 120,000 $ 120,000 $ 18,426 $ 85,000 $ (35,000) -29% Water Utility - Capital Projects (512) $ 1,269 $ 856,148 $ 467,500 $ 467,500 $ 10,300 $ 400,000 $ (67,500) -14% ENTERPRISE FUNDS:Cemetery (501) $ 356,776 359,442 $ 483,146 $ 527,534 $ 347,494 $ 509,533 $ (18,001) $ -3% Water Utility Operating (510) $ 5,090,100 $ 3,760,632 $ 6,459,544 $ 6,547,761 $ 4,644,770 $ 6,555,950 $ 8,189 0% SPECIAL REVENUE FUNDS:Public, Educational & Govt PEG (202) $ 60,384 $ 22,019 $ 55,000 $ 55,000 $ $ 59,061 46,753 $ 4,061 7%C.O.P.S. Grant (217) $ 100,000 $ - $ 102,100 $ 102,100 $ $ 102,100 82,744 $ - 0% Gas Tax (302) $ 135,359 $ 14,465 $ 300,000 $ 272,322 $ $ 510,000 199,226 $ 237,678 87% SB-1 Road Maintenance (303) $ - $ 24,314 $ 249,009 $ 249,009 $ $ 350,000 347,625 $ 100,991 41% Transportation Measure M (313) $ 151,682 $ - $ 100,000 $ 100,000 $ $ 130,000 81,420 $ 30,000 30% Parks-in-Lieu/Quimby Act (314) $ 76,989 $ 15,845 $ - $ - $ $ 50,000 84,899 $ 50,000 Parks Measure M (315) $ 26,592 $ 36,477 $ 155,000 $ 155,000 $ $ 157,000 66,736 $ 2,000 1%Parks-Proposition 68 (316) $ - $ 53 $ 185,015 $ 185,015 $ $ 185,015 185,015 $ - 0% EMS Equipment Replacement (521) $ - $ 80,322 $ 79,500 $ 156,519 $ $ 171,404 - $ (156,519) -100% Grants Restricted (630) $ 1,102,743 $ 1,102,743 $ 501,000 $ (1,102,743) -100%Pool Scholarship (715) $ - $ - $ 25,000 $ 25,000 $ $ 25,000 25,000 $ - Housing Trust Fund (732) $ 5,000 $ - $ - $ 2,759 $ $ 2,758 - $ (2,759) -100% Intergovernmental Transfer IGT (796) $ 1,108,483 $ - $ 861,800 $ 861,800 $ $ 861,800 975,627 $ - 0% SVFRA (798) $ 11,013,608 $ 9,845 $ - $ - $ $ 4,099 - $ -Cemetery Endowment (504) $ 50,000 $ - $ 50,000 $ 50,000 $ $ 50,000 50,000 $ - 0% INTERNAL SERVICE FUNDS:Management Information Systems (601) $ 217,000 $ 309,180 $ 551,930 $ 551,930 $ $ 542,393 364,643 $ (9,537) -2% Vehicle Replacement (603) $ 297,908 $ 236,497 $ 536,000 $ 536,000 $ $ 536,000 236,000 $ - 0% Long Term Building Maintenance (610) $ 59,844 $ - $ 305,000 $ 305,000 $ $ 305,000 305,000 $ - 0% DEBT SERVICE FUNDS:CREBS (495) $ 41,749 $ 41,749 $ 41,749 $ 41,749 $ 41,749 $ 41,749 $ - 0% POB (498) $ 410,983 $ - $ - $ - $ - $ - $ -
AGENCY FUNDS:Successor Agency RPPTF-ROPS (391) $ 1,959,962 $ 1,850,632 $ 2,630,652 $ 2,630,652 $ 1,712,514 $ 2,630,652 $ - 0%TOTAL OPERATING & CAPITAL PROJECTS: $41,124,173 $28,879,159 $38,719,926 $39,560,882 $34,541,880 42,924,319 $

CITY OF SONOMA / SUCCESSOR AGENCY

OPERATING, CAPITAL PROJECTS, ENTERPRISE, SPECIAL REVENUE, INTERNAL SERVICE, DEBT SERVICE AND AGENCY FUNDS FY 2023-24 ALL FUNDS EXPENSE WITH THREE YEAR HISTORY

ATTACHMENT G
Agenda Item #9.1:

Agenda Item #9.1:

Agenda Item #9.1:

Agenda Item #9.1:

Agenda Item #9.1:

Agenda Item #9.1:

Agenda Item #9.1:

Agenda Item #9.1:

Agenda Item #9.1:

Agenda Item #9.1:

Agenda Item #9.1:

Agenda Item #9.1:

Qliitpof $n1Inma
RESOLUTION # -2023

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SONOMA AND THE

SUCCESSOR AGENCY OF THE FORMER SONOMA COMMUNITY DEVELOPMENT AGENCY ADOPTING THE FISCAL YEAR 2023-24 CITY OF SONOMA OPERATING BUDGET; APPROVING COMMUNITY FUND PROGRAMMING;AND AUTHORIZING THE

CITY MANAGER, OR HIS DESIGNEE TO EXECUTE TASK ORDERS FOR CITY

ENGINEERING SERVICES WITH CIP CONSULTANTS
WHEREAS, the City Manager presented on May 30, 2023, to the City Council, the proposed budget for fiscal year (FY) 2023-24, including estimated revenues and recommended appropriations for operations and capital; and
WHEREAS, the City Council of the City of Sonoma has held duly noticed special meetings to review, and provide opportunity for and receive public comments, regarding the proposed fiscal year 2023-24 budget, including appropriations for authorized positions by department; and WHEREAS, the Supplemental Report, that was presented as part of the agenda packet for this meeting provides an executive summary of the proposed budget.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Sonoma hereby:

1. Approves the total Operating Budget of $42,924,319 submitted by the City Manager as set forth in Attachment A, which is attached hereto and by this reference made a part hereof, is hereby adopted as the total operating budget of the City of Sonoma for fiscal year 2023-24.

2. Allocates an amount equal to one-quarter of the one percent of the budgeted general fund expenditures, not to exceed $25,000, to the Public Art Fund for FY 2023-24 in compliance with Ordinance No. 04-2009; provided that the City Council maintains discretion to waive or reduce this annual allocation ifthe City’s financial situation does not allow for the funding to be set aside, which the Council may do by budget adjustment via resolution under the terms of Ordinance No. 04-2009.

3. Finds that the proposed budget provides funding for the City’s non-profit recreation partners in the Community Activities budget in Attachment A.

4. Authorizes the City Manager, or designee, to execute task orders for City Engineering Services with GHD, Inc. and any future selected contract engineering firms, consistent with the FY 2023-24 Operating and Capital Budget for the City of Sonoma.

The foregoing Resolution was duly adopted this 213‘day of June 2023, by the following roll call vote:

AYES: NOES: ABSTAIN: ABSENT: Sandra Lowe, Mayor ATTEST: Rebekah Barr, MMC, City Clerk Agenda Item #9.1:

CITY OF SONOMA / SUCCESSORAGENCY

OPERATING, CAPITAL PROIECTS, ENTERPRISE, SPECIALREVENUE, INTERNALSERVICE, DEBT SERVICE AND AGENCY FUNDS FY 2023-24 ALL FUNDS EXPENSE

ATTACHMENT A
Expenditure Category FY23-24 Budget Expenditure Category rv 23-24 Budget GENERALFUND: SPECIALREVENUE FUNDS:

City Council(41001) S 153,023 Public, Educational& Govt PEG(202) 5 59,061 City Clerk (41002) $ 393,433 c.o.p.s. Grant (217) S 102,100 City Manager (41003) $ 1,314,858 Gas Tax (302) 5 510,000 | Finance (41004) S 801,131 SB—1Road Maintenance (303) $ 350,000 LegalServices (41005) $ 337,914 Transportation Measure M (313) S 130,000 Police(42101) S 6,499,239 Parks»in—Lieu/Quimby Act (314) $ 50,000 Fire/EMS(42201) $ 7,789,458 Parks Measure M (315) $ 157,000 Public Works Admin(43020) S 536,512 Parks—Proposition68 (316) S 185,015 Public Works Streets (43022) 5 1,081,664 EMS Equipment Replacement (521) $ - PublicWorks Parks (43023) $ 1,428,277 Grants Restricted (630) Planning (43030) $ 1,270,847 PoolScholarship (715) $ 25,000 Building(43040) $ 1,019,840 Housing Trust Fund (732) $ — Community Activities (43101) $ 930,926 Intergovernmental Transfer IGT(796) S 861,800 Successor Agency (43199) $ 205,251 SVFRA(798) S - Non—Departmental(43200) $ 771,335 Cemetery Endowment (504) S 50,000 Emergency Response (43201) $ - INTERNALSERVICEFUNDS:

Subtotal General Fund 5 24,533,708 Management Information Systems (601) $ 542,393 General Fund Transfer Out (43999) S 833,749 Vehicle Replacement (603) $ 536,000 Total General Fund 5 25,367,457 Long Term Building Maintenance (610) S 305,000 CAPITALPROJECTS: DEBTSERVICEFUNDS:

Streets/Transp/Drainage Capital Projs (301) 3,470,610 CREBS(495) S 41,749 (Parks&FacilitiesCapital Projects (304) 85,000 POB (498) $ — (WaterUtility- Capital Projects (512) 400,000 AGENCY FUNDS:

ENTERPRISEFUNDS: Successor Agency RPPTF-ROPS(391) $ 2,630,652 Cemetery (501) 509,533 TOTAL OPERATING 8:.CAPITAL PROJECTS: $42,924,319 Water UtilityOperating (510) 6,555,950
Agenda Item #9.1:

Qtitp.of $nnnma
RESOLUTION # -2023

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SONOMA ADOPTING THE 2023-28 FIVE-YEAR CAPITAL IMPROVEMENT PROGRAM; AND AUTHORIZING CAPITAL PROJECT FUNDS APPROPRIATED AND UNSPENT IN FISCAL YEAR 2022-23 TO BE ROLLED INTO THE FISCAL YEAR 2023-24 BUDGET
WHEREAS, City staff has prepared a Capital Improvement Program, designed to serve as both a financial and project planning document; and
WHEREAS, on May 30, 2023, the proposed budget was presented for fiscal year 2023-24, including estimated revenues and recommended appropriations for operations and capital; and WHEREAS, on May 30, 2023, the City Council held a duly noticed special meeting to review, and provide opportunity for and receive public comments, regarding the proposed fiscal year 2023-24 budget, including appropriations for authorized positions by department; and WHEREAS, the City Council also desires to accommodate a process for the carryover of unspent FY 2022-23 capital project funds where work and expenditures willcontinue in the FY 2023-24;
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Sonoma hereby:

1. Adopts the City of Sonoma 2023-28 Five-year Capital Improvement Program as summarized in the attached Attachment A and incorporated into the FY 2023-24Operating and Capital Budget for the City of Sonoma.

2. The Capital Project Funds Appropriated and Unspent in FY 2022-23 (estimated at $1,792,929) willbe rolled into the FY 2023-24 Capital improvement Plan Budget.

The foregoing Resolution was duly adopted this 215‘day of June 2023, by the following roll call vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

ATTEST: Rebekah Barr, MMC, City Clerk
Agenda Item #9.1:

Agenda Item #9.1:

Qliityof %mtuma
RESOLUTION # -2023

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SONOMA

ESTABLISHING THE LIST OF AUTHORIZED POSITIONS
WHEREAS, on May 30, 2023, the proposed budget was presented for fiscal year 2023-24, including estimated revenues and recommended appropriations for operations and capital; and WHEREAS, on May 30, 2023, the City Council held a duly noticed special meeting to review, and provide opportunity for and receive public comments, regarding the proposed fiscal year 2023-24 budget, including appropriations for authorized positions by department; and NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Sonoma does hereby approve the authorized positions as depicted in the attached Attachment A.

The foregoing Resolution was duly adopted this 215‘day ofJune 2023, by the following roll call vote:

AYES:

NOES
ABSINN:

ABSENT
Sandra Lowe, Mayor
ATTEST:

Rebekah Barr, MMC, City Clerk
Agenda Item #9.1:

ATTACHMENT A
City of Sonoma FY2023-24 Budget
Position Allocation Listing by Department
Adopted Budget Adopted Budget Proposed Budget Annual Annual Authorized Authorixed Authorized Step A Step E Personnel Personnel Personnel (1 FTE) (1 FTE) FY21/22 FY22/23 FY23/24 City Manager's Office/Administrative Services
City Manager 1.00 1.00 1.00 contract $ 241,900
Assistant City Mgr/Admin Svcs Director 1.00 1.00 0.00 $ 155,598 $ 189,130 Finance Director 0.00 0.00 1.00 $ 149,657 $ 181,909 Deputy Finance Director 1.00 1.00 0.00 $ 145,024 $ 175,277 Assistant to the City Manager 0.00 1.00 1.00 $ 114,584 $ 139,277 City clerk 1.00 1.00 1.00 $ 114,584 $ 139,277 Human Resources Manager 1.00 1.00 1.00 3 114,584 $ 139,277 Senior Management Analyst — Community Activities 1.00 1.00 1.00 S 109,127 3 132,644 Senior Manangement Analyst — P10 0.50 0.50 0.75 $ 109.127 $ 132,644 Accountant 1.00 1.00 1.00 $ 91,036 $ 110,655 Accounting Technician 2.00 2.00 2.00 $ 72,303 $ 87,885
Deputy City Clerk 0.00 0.00 1.00 $ 79,773 5 95,955
Management Analyst 1.00 1.00 0.00 $ 72,303 $ 87,885
Administrative Assistant 2.00 1.00 1.00 3 55,143 5 80,397 12.50 12.50 11.75 Community Development (Planning and Building Depts) Community Development Director 0.00 0.00 1.00 $ 166,128 $ 201,929 Planning &Community Svcs Director 1.00 1.00 0.00 $ 160,742 5 195,383 Development Svcs Director/Building Of?cial 1.00 1.00 1.00 $ 149,657 3 181,909 Senior Planner 1.00 0.00 1.00 S 104,167 $ 126,615
Associate Planner 1.00 2.00 1.00 S 101,107 $ 122,896
Plans Examiner 1.00 1.00 1.00 $ 99,557 $ 121,013
BuildingInspector 1.00 1.00 1.00 3 92,352 S 112,255
Development Svs Supervisor 1.00 1.00 1.00 S 76,071 $ 92,464 Administrative Assistant 1.00 0.00 1.00 $ 66,143 $ 80,397 Permit Technician 0.00 1.00 1.00 $ 59,529 $ 72,358 PTSustainability Coordinator 0.50 0.50 0.50 $ 85,563 $ 104,003 8.50 8.50 9.50 Police and Fire (excludes contract services staff)
Administrative Assistant (Police) 1.00 1.00 1.00 S 66,143 5 80,397 1.00 1.00 1.00 Public Works Public Works Director/CityEngineer 1.00 1.00 1.00 $ 171,158 $ 208,043 Public Works Operations Manager 1.00 1.00 1.00 $ 116,763 $ 141,927 Public Works Administrative & Project Manager 1.00 1.00 1.00 $ 99,206 $ 120,585 Environmental Compliance Analyst 1.00 1.00 1.00 $ 85,624 $ 104,076 Engineering Technician 0.00 0.00 1.00 $ 72,528 3 88,158 Administrative Assistant 1.00 1.00 1.00 5 66,143 $ 80,397 Water Supervisor 1.00 1.00 1.00 S 87,577 $ 106,450 Senior Maintenance Worker — Water 1.00 1.00 1.00 $ 72,528 $ 88,158 Maintenance worker I — Water 2.00 $ 59,940 5 72,858
Maintenance Worker ll
— Water 3.00 3.00 1.00 $ 65,934 S 80,144 Streets Supervisor 1.00 1.00 1.00 $ 83,408 $ 101,383 Senior Maintenance Worker ~ Streets 0.00 0.00 1.00 5 72,528 $ 88,158 Maintenance Worker I — Streets 2.00 2.00 1.00 S 59,940 $ 72,858 Maintenance Worker ll
» Streets 2.00 2.00 2.00 3 65,934 $ 80,144
Parks Supervisor 1.00 1.00 1.00 3 83,408 3 101,383
Senior Maintenance Worker — Cemeteries 1.00 1.00 1.00 S 72,528 $ 88,158 Maintenance worker I — Parks 0.00 0.00 2.00 5 59,940 $ 72,858 Maintenance Worker ll
~ Parks 3.00 3.00 2.00 5 65,934 $ 80,144
Parks Worker PT(2 positions, 0.5 FTEeach) 1.00 1.00 0.00 5 40,231 $ 40,231 21.00 21.00 22.00 Budgeted Staffing Time 43.00 43.00 NOTE:Some positions are charged to multiple departments; these are listed in the department where the largest percentage is charged.

Agenda Item #9.1:

Qliitpof %nnnma
RESOLUTION # — 2023

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SONOMA

AUTHORIZING THE CITY MANAGER TO ALLOCATE FUNDS FOR HOMELESS

SERVICES AND TO EXECUTE CONTRACTS WITH VARIOUS HOMELESS SERVICE PROVIDERS FOR FISCAL YEAR 2023-24
WHEREAS, on June 21, 2023, City Council adopted a budget for fiscal year (FY) 2023- 2024 allocating $260,000 for homeless services to create a highly coordinated, housingfocused system of care for individuals experiencing homelessness in the City of Sonoma; and
WHEREAS, City Council approved a 3-year Homeless Strategic Plan on May 3, 2023, to work with the County of Sonoma and local service providers to create a highly coordinated, housing—focused system of care that is sustainable and enduring; and WHEREAS, City Council intends to distribute the $260,000 to various homeless service providers to implement support systems, outreach services, and access to housing for individuals experiencing homelessness consistent with the 3-year Homeless Strategic Plan; and
WHEREAS, the City must execute new contracts with various homeless service providers to distribute these funds; and
WHEREAS, section 2.08.250 of the Sonoma Municipal Code conveys to the City Manager the same authority as the Mayor to sign written contracts and conveyances made or entered into by the City of Sonoma when expressly authorized by resolution; and WHEREAS, to expedite the distribution of funds to those most in need and assist in reaching the goal of “Functional Zero,” the City Council desires to delegate authority to contract with various homeless service providers consistent with section 2.08.250 of the Sonoma Municipal Code.

NOW, THEREFORE BE IT RESOLVED by the City Council of the City of Sonoma:

1. The above recitals are true and correct and incorporated herein by this reference.

2. The City Council of the City of Sonoma hereby authorizes the City Manager to:

Attachment A in an amount not to exceed the amounts and forthe purposed identified in Attachment A; and b. execute contracts with each of the homeless service providers listed in Attachment A for the distribution authorized by this resolution. 3. Contracts to be executed by the City Manager pursuant to this resolution shall 1 Agenda Item #9.1:

conform to the City’s standard agreements and shall require approval as to form by the City Attorney.

4. The City Manager shall provide a report to the City Council at a regular meeting after entering into the contracts authorized by this resolution.

PASSED AND ADOPTED by the City Council of the City of Sonoma at their regular meeting held on the 215‘day of June 2023, by the following roll call vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

Sandra Lowe, Mayor
ATTEST
Rebekah Barr, MMC, City Clerk
Agenda Item #9.1:

ATTACHMENT A
SERVICE PROVIDER FUNDING PURPOSE FISCAL YEAR 2023-2024
AMOUNT
Service provider(s) to be
determined by City Manager
By Name List case
management services
Not to exceed $60,000
Homeless Action Sonoma, Inc. Outreach Case Manager Not to exceed $100,000 Homeless Action Sonoma, lnc. Transitional shelter operations and day services
Not to exceed $50,000
Sonoma Overnight Support, Inc. Food distribution for local homeless programs and
prevention
Not to exceed $50,000
Agenda Item #9.1:

City of Sonoma
Agenda Item Summary
Meeting: City Council - 21 Jun 2023
Department
Administration
Staff Contact
David Guhin, City Manager
Cathy Lanning, Human Resources Manager
Agenda Item Title
Resolution Approving a New Job Classification and Salary Range for the position of Building Official in the FY23/24 Budget, and Designating the Transfer of Statutory and Legal Authority for the Building Official Position
Summary

The City of Sonoma currently has a Building Department with 3.45 full time equivalent staff, headed by the Development Services Director/Building Official. To improve efficiency, organizational management, and teamwork, the City Manager is reorganizing the planning department, building department, affordable housing, sustainability coordination and code enforcement functions under a newly formed Community Development Department, with the new Community Development Director overseeing the new department.

With the planned retirement of the current Development Services Director/Building Official, a new job classification for the position of Building Official must be established. The new Building Official will be a management level position that reports directly to the Community Development Director and will be responsible for the day-to-day operations and management of the Building Division and will have all the statutory and legal authority provided to the Building Official.

Through the issuance of building permits and providing plan review and inspection services the Building Division promotes the health, safety, welfare and sustainability of the built environment and the public by ensuring that structures and their components are accessible, energy efficient, “green” and safe for use and occupancy through compliance with adopted construction codes.

Establishment of the Building Official position will allow time for a transition of duties between the Development Services Director/Building Official and the new Building Official with a short overlap of work time for the two positions for succession transitioning, prior to the impending retirement of the City's Development Services Director/Building Official in the fall of 2023. In addition, the Building Official position is granted numerous statutory and legal authorities that require the City to have and maintain a single designated Building Official. The proposed resolution will make it clear that the transfer of this authority (from the Development Services Director/Building Official to the Building Official) will occur immediately upon the start of work by the new Building Official.

The current salary range for the Development Services Director/Building Official is $12,167 - $14,789. Staff is recommending the creation of a Building Official position that will replace the Development Services Director/Building Official upon the incumbent's retirement. The Building Official position would be added to the non-represented group (management/administrative) at a salary of $10,227 - $12,431 per month. The salary is based on a survey of similar positions in our labor market and consistent with the City’s established salary structure. A job description and detailed salary range for the proposed Building Official position are attached as exhibits to Agenda Item #9.2:

the proposed resolution for Council's review and approval. This position is part of the FY23/24 budget.

Recommended Council Action
Adopt the proposed resolution approving a new job classification and salary range for the position of Building Official in the FY 23/24 budget and designating the transfer of statutory and legal authority for the newly created Building Official position.

Alternative Actions
Council discretion.

Financial Impact
There is a reduction of salary and benefit costs between the Development Services Director/Building Official and the proposed Building Official position. However, this cost savings will likely be offset by reorganization costs associated with the hiring of the Community Development Director and other department staffing needs. These costs have been accounted for in the FY 23/24 budget.

Environmental Review Status
Environmental Impact Report
Negative Declaration
Exempt
Not Applicable
Approved/Certified
No Action Required
Action Requested
Attachments
Resolution - Building Official Job Classification
Exhibit A - Building Official Classification
Exhibit B - Building Official Salary Range
Agenda Item #9.2:

City of Sonoma
RESOLUTION # - 2023

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SONOMA APPROVING AND

CREATING A NEW JOB CLASSIFICATION OF BUILDING OFFICAL, ADOPTING THE JOB

DESCRIPTION AND SALARY RANGE FOR THE POSITION, AUTHORIZING THE CITY

MANGER TO INITIATE THE RECRUITMENT PROCESS FOR THE POSITION, AND

DESIGNATING THE TRANSFER OF STATUTORY AND LEGAL AUTHORITY FOR THE

BUILDING OFFICIAL POSITION
WHEREAS, in FY2022/23 the City Council of the City of Sonoma had established, among its goals, to initiate an organizational assessment for the purpose of succession planning and increased efficiencies; and
WHEREAS, to improve efficiency, organizational management, and teamwork, the City Council has supported, in concept, the reorganization of the planning department, building department, affordable housing, sustainability coordination and code enforcement functions under a newly formed Community Development Department; and WHEREAS, the City Council initiated steps to create a Community Development Department by the adoption of Resolution 15-23 which created a new job classification of Community Development Director and authorized the City Manager to initiate the recruitment process; and
WHEREAS, the new Community Development Director has recently been hired to oversee a newly formed Community Development Department; and WHEREAS, State and local statutes require that the City designate a building official for the City to administer and enforce certain building code regulations within the City; and WHEREAS, the currently employed Development Services Director/Building Official is projected to retire in FY 23/24, whereby an opportunity exists to modify the Building Official job function and create a standalone Building Official job classification; and WHEREAS, no job classification currently exists for a standalone position of Building Official; and
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Sonoma hereby approves the creation of a new job classification of Building Official position in the Management/Administrative personnel group; and
BE IT FURTHER RESOLVED that the City Council hereby approves Exhibit A – Job Description for the Building Official (attached) and Exhibit B – Building Official Salary Range of $122,720 - $149,167per year to be added to the City Salary Schedule, effective July 15,,2023, and the FY 23/24 Budget; and
BE IT FURTHER RESOLVED that the City Council hereby authorizes the City Manager to initiate the recruitment process to hire the Building Official position; and Agenda Item #9.2:

BE IT FURTHER RESOLVED that all statutory and legal authority provided to the Building Official shall be transferred from the Development Services Director/Building Official to the newly created Building Official position, immediately upon the employment start date for the new Building Official.

ADOPTED this 21st day of June 2023 by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

Sandra Lowe, Mayor
ATTEST:

Rebekah Barr, MMC, City Clerk
Agenda Item #9.2:

1 BUILDING OFFICIAL

DEFINITION
The Building Official plans, organizes, supervises, directs, performs, and coordinates activities of the Building Division within the Community Development Department including complex level work related to building division administration, building inspection, plan review and code enforcement of building standards. The Building Official is the City’s designated authority charged with administration and enforcement of local, State and Federal codes for buildings and structures within the City. The Building Official is also the designated floodplain administrator, charged with administration and enforcement of the City’s Floodplain management regulations.

The Building Official is responsible for supervising the City’s Building Inspector(s), Plans Examiner(s) and other technical and administrative staff as assigned and provides the administration, enforcement, and interpretations of the California Building Standards Code.

DISTINGUISHING CHARACTERISTICS
The Building Official is distinguished from the Building Inspector I and II, and Plans Examiner positions in that the latter are journey level class and perform general building inspection, plans examination and code enforcement duties for residential and nonresidential structures. The Building Official is the supervisory/management level individual responsible for the administration, management, and fulfillment of all Building Division services. In addition, the Building Official will perform difficult and complex plan reviews, inspections, and construction code enforcement activities and will further augment those services to meet service level standards of the Building Division. The Building Official uses professional judgment to make sound decisions based on a broad level of knowledge of code requirements and City policies and procedures and is the final staff authority for approving alternative materials and interpreting and enforcing the CA Building Standards Code. This class is responsible for first line supervision, works more independently, and exercises a greater degree of discretion and authority in execution of duties.

SUPERVISION RECEIVED AND EXERCISED
Receives general direction and supervision from the Community Development Director.

Exercises direct supervision over the Building Inspector and Plans Examiner positions.

Exercises general supervision over technical and administrative support staff assigned to the Building Division.

ESSENTTIAL DUTIES, SKILLS, AND DEMANDS OF THE POSITION
The duties, skills, and demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with a disability to perform the essential duties, skills, and demands.

EXHIBIT A Agenda Item #9.2:

2 Duties: Duties typically include, but are not limited to, the following:

Develop and implement divisional goals, objectives, policies and procedures.

Plan, organize, coordinate, perform and direct Building Division activities including complex professional-level work related to building inspection services, plan review, permit issuance and code enforcement.

Act as the state and local statutory authority and responsibility as Building Official for all matters pertaining to permitting, review of building plans, inspection, abatement, administration and enforcement of various building codes.

Serve as the City’s technical expert in the interpretation of building and safety codes.

Provide effective management and leadership for the Building Division in a manner that actively demonstrates a commitment to the City’s core values, principles of continuous improvement, the City’s safety programs and policy, characterized by an openness to innovative approaches.

Direct, oversee and participate in the development of the Building Division work plan; assign work activities, projects, and programs; monitor workflow; review and evaluate work products, methods and procedures.

Oversee the maintenance, modifications and periodic updating of the City’s electronic permitting system and the Building Division web site, including, but not limited to, forms, informational handouts, procedures, resources, reports, and related items accessible to and useable by the public.

Prepare the Building Division budget; assist in budget implementation; participate in the forecast of additional funds needed for staffing, equipment, materials, and supplies; administer the approved budget.

Recommend the appointment of personnel; provide and coordinate staff training; conduct performance evaluations; implement discipline procedures as required; maintain discipline and high standards necessary for the efficient and professional operation of the Building Division.

Provide the lead role in coordinating the review and inspection of development projects with other divisions and departments, and with developers, owners, and design professionals, to include communication, negotiation, problem resolution and seeking technically acceptable options to ensure a successful project outcome.

Actively promote the City’s focus on effective and respectful communications to build better work relationships at all levels in the organization by emphasizing the concepts of self-awareness, emotional intelligence, productive conflict and conflict resolution, and prompt resolution of relational issues or miscommunication.

Prepare and present staff reports and other necessary correspondence; ensure preparation of high-quality, well-written, and logical City Council communications and correspondence with the public; provide well-considered, engaging, and responsive presentations to the City Council, as needed, during meetings.

Agenda Item #9.2:

3 Support development and deliver the implementation of meaningful key performance indicators at the City and department level to measure performance relative to goals and drive organizational improvement over time.

Advise the City Council on appropriate changes to ordinances to meet local conditions and on legislative matters of importance to the community well-being; prepare ordinances for amendments and adoption of the State Building Standards Code.

Responsible for the mitigation and abatement of substandard or unsafe buildings or structures.

Serve as the City’s designated Floodplain Administrator; responsible for administering and enforcing the City’s Floodplain Management ordinance(s).

Responsible for administering and performing damage safety assessments following an emergency or disaster.

Administer the building permit appeals process; serve as the ex-officio member of the building Board of Appeals.

Administer and maintain Building Division records maintenance in accordance with the City’s records retention schedule and state law.

Investigate the cause, origin, and circumstances of any fire, explosion, construction defect, structural damage or other hazardous condition pertaining to building construction; issue all necessary notices or orders to ensure compliance with the applicable codes.

Review, research and evaluate alternative construction materials, alternative designs and alternative methods of construction; approve or deny alternatives based on tests and/or findings of fact.

Evaluate, justify and implement Building Division fee schedules and methodologies.

Evaluate and justify staffing levels; assemble building statistics and reports; provide technical advice and make definitive decisions related to building code matters.

Assist the Community Development Director and other staff with technical expertise on a variety of development, capital improvement, code enforcement and related projects as needed, including preparation of reports, studies, and correspondence.

Supervise, assign, balance, coordinate building inspection, plan check and code enforcement workload and staff resources to meet service level standards; perform and supervise field inspections and plan reviews of all types of buildings and phases of construction.

Review construction applications for adequate design and compliance with State codes and local ordinances; prepare written plan review correction letters, trouble shoot code/permit issues; assign project valuation, calculate fees and issue permits; maintain records related to building permits, building inspection and plan review.

Explain and interpret applicable codes and ordinances for contractors, design professionals, property owners and the public; handle and respond to difficult and sensitive inquiries or community complaints.

Agenda Item #9.2:

4 Represent the Building Division to outside agencies and organizations; participate in outside community groups and committees; provide technical assistance as necessary.

Attend and participate in professional group meetings and code hearings; maintain awareness of new trends and developments in the field of building inspection; incorporate new developments as appropriate.

Research and prepare technical and administrative reports; prepare written correspondence.

Build and maintain positive working relationships with co-workers, other City employees and the public using principles of good customer service.

Respond to and resolve difficult and sensitive citizen inquiries and complaints.

Foster a working environment that embraces diversity, integrity, trust, and respect.

Be an integral team player, which involves flexibility, cooperation, and communication.

Perform related duties and special projects as assigned by the Community Development Director.

Skills and Abilities:

On a continuous basis, know and understand all aspects of the job. Intermittently analyze work papers, reports and special projects; identify and interpret technical and numerical information; observe and problem solve building inspection activities; sit at desk for long periods of time; and stand at the counter to answer questions of the public.

Follow safe and proper work practices and inspection techniques to examine construction workmanship and materials; visit construction sites and conduct building code inspections; conduct job-site evaluations of construction projects for the purpose of monitoring/enforcing compliance with approved plans and code requirements; apply technical knowledge and follow proper plan review and inspection techniques to examine and analyze appropriate workmanship, materials and methos of construction.

Read, analyze, and interpret complex building plans, specifications and building codes; detect deviations from plans, regulations, and standard construction practices; research code issues; enforce building codes and construction standards; determine whether construction systems conform to requirements.

On an ongoing and continuous basis, complete a minimum of 45 hours of continuing education for every three-year period, with at least eight hours regarding disability access requirements.

Provide technical assistance and make arithmetical computations rapidly and accurately.

Apply rules, codes and policies regarding zoning, environmental matters, and other regulations to field situations; enforce all necessary regulations with firmness and tact.

Use sound judgment in recognizing scope of authority.

Operate and use modern office equipment including computers and applicable software.

Agenda Item #9.2:

5 Maintain regular attendance and adhere to prescribed work schedule to conduct job responsibilities.

Utilize appropriate safety procedures and practices for assigned duties.

Establish and maintain effective working relationships with those contacted during work.

Work with various cultural and ethnic groups in a tactful and effective manner.

Effectively communicate in English language, clearly and concisely, both verbally and in writing.

Oversee, direct, and coordinate the work of lower-level staff; supervise, train and evaluate personnel.

Work with professional architects, engineers, builders, and the general public.

Formulate and apply uniform policies and standards for the Building Division; formulate, interpret and explain specific building codes, ordinances and administrative orders.

Research regulations, procedures and/or technical materials relating to building codes and enforcement.

Represent the City before other agencies and groups on Building Division matters.

Make effective presentations before large and small groups of people.

Coordinate services with other City departments and with outside organizations, and agencies.

Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals.

Research, analyze, and evaluate new service delivery methods and techniques.

Interpret and apply federal, state, and local policies, laws, and regulations.

Physical Demands and Work Environment:

Work in a standard office setting and outdoor field environment with some travel from site to site.

Intermittently, walk, stand, kneel, climb, crouch, reach, twist, and bend in the field; work and/or walk on various types of surfaces including slippery or uneven surfaces and rough terrain; work extended hours including evenings and weekends; stand or sit for prolonged periods of time; perform simple and power grasping, pushing, pulling, and fine manipulation; use repetitive hand movement and fine coordination including using a computer keyboard to regularly write or communicate, and occasionally lift or carry weight of 50 pounds or less. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. The noise level in the office work environment is usually moderate.

Agenda Item #9.2:

6 Work in outdoor weather conditions; occasionally work near moving mechanical parts subject to vibration, overhead hazards and in high, precarious places; occasionally be exposed to wet and/or humid conditions, smoke, fumes or airborne particles, extreme cold, extreme heat, and areas where there is a risk of electrical shock; or where the noise level in the work environment may be loud.

MINIMUM QUALIFICATIONS
Knowledge of:

Building related codes, State statutes, and ordinances enforced by the Building Division including the adopted California Building Standards Code and related codes, ordinances, and regulations.

Principles and techniques of plan review and inspections for structural, electrical, plumbing, mechanical, energy, green building, grading, erosion control, drainage and flood plain management, and site requirements.

Principles of effective supervision, training, and performance evaluations; principles and techniques of system development and program planning; operating principles, methods, practices and limitation of computers, telecommunications hard and software systems and related equipment and principles and techniques of construction project management.

Legal processes and considerations involved in prosecution of violations of the building codes and ordinances.

Research methods and sources of information related to building code enforcement.

Accepted safety standards and methods of building construction for all types of building construction.

Principles and practices of leadership, motivation, supervision, training, team building, personnel management, and conflict resolution.

Modern office procedures and computer equipment.

Principles and practices of organizational analysis and management.

Budgeting procedures and techniques.

Experience, Training and Education
Any combination of experience, training and education that would provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be:

Experience:

Five years of increasingly responsible experience in building construction trades, building inspection or plan checking, including at least two years of supervisory responsibility, and including at least two years of working for a building department/division of a governmental agency.

Agenda Item #9.2:

7 Training:

Specialized training in building department administration, code enforcement, supervision, building inspection, plan review, disabled access standards, computer programs, project management or other training pertinent to the position.

Education:

A college degree (associate’s, bachelor, masters, doctorate) from an accredited college with major course work in construction management, construction inspection, code administration, building safety, architecture, engineering, or a related field is desirable.

Licenses and Certificates
Possession of a valid California driver’s license is required.

Possession of one or more International Code Conference (ICC) certificate(s) in an Inspector, Plans Examiner or Building Official category or registration as a Licensed Architect or Registered Electrical, Mechanical, or Civil Engineer by the State of California is required.

Possession of an International Code Conference (ICC) certificate as a Building Official is required within one (1) year of appointment.

Possession of, or acquisition of a Certified Safety Assessment Program Evaluator or Coordinator designation from the State of California Office of Emergency Services is required within one (1) year of appointment.

Possession of a Certified Access Specialist program (CASp) certification from the State of California is highly desirable. Acquisition of CASp certification is required within three (3) years of appointment, unless otherwise postponed or waived by the Community Development Director.

Agenda Item #9.2:

Exhibit B
Building Official Salary Range
Effective July 15, 2023
Building Official – Salary Steps
Step A Step B Step C Step D Step E
Monthly 10,227 10,738 11,275 11,839 12,431
Annual 122,720 128,856 135,299 142,064 149,167
Agenda Item #9.2: