Sonoma City Council
July 19, 2023

Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-3 SONOMA, CA. ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 05/20/2009 Office of
Record Retention No, Records Description Retention / Disposition Comments / Reference (OFR) Active (in office)
Inactive
Storage
(Off-site, OD
or Mfr)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Public Works/ Engineering PW-010
Capital Improvement Projects (CIP) - Other Than City Buildings: Administration File Project Administration, Certified Payrolls, Construction Manager's Logs, Daily Inspections, Photos, Project Schedules, Progress meetings, Real Estate Appraisals, Submittals, etc.

Upon
Completion
10 years or
After Funding
Agency Audit,
if required,
whichever is
longer
Completion +
10 years or
After Funding
Agency Audit, if
required,
whichever is
longer
Yes: Until
Completed Mag, Ppr
Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Published Audit Standards=4-7years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP §§336(a), 337 et. seq., GC§34090 Public Works/ Engineering PW-011 Certified Payrolls 5 years 5 years Mag, Ppr Department Preference (meets municipal government auditingstandards); GC §34090 Finance /
Accounting PW-012
Cost Estimates for Damage to City Property (damaged stop signs, signals) Copies -
When No
Longer
Required
Copies -
When No Longer
Required
Yes:

Before
Payment
Mag, Ppr
All originals go to Finance (these are copies); GC§34090.7 Public Works/ Engineering PW-013 Design & Construction Standards PP Mag, Mfr, OD, Ppr S/I Yes: After QC Department Preference; GC §34090Public Works/ Engineering PW-014 Encroachment Permits -Permanent EncroachmentsIncludes Insurance Certificates PP
Mag,
Mfr, OD,
Ppr
S Yes: 1
year
Department Preference; GC§34090
Agenda Item #7.6:

Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-4 SONOMA, CA. ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 05/20/2009 Office of
Record Retention No, Records Description Retention / Disposition Comments / Reference (OFR) Active (in office)
Inactive
Storage
(Off-site, OD
or Mfr)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Public Works/ Engineering PW-015
Encroachment Permits - Street Cuts / Utility CutsIncludes Insurance Certificates 5 years 5 years
Mag,
Mfr, OD,
Ppr
S Yes: 1
year
Department Preference (the warrantee period for work performed underground is 5years); GC §34090 Public Works/ Engineering PW-016
Encroachment Permits -Temporary Encroachments (debris boxes, banners, etc.)Includes Insurance Certificates 2 years 2 years Mag, Ppr GC §34090
Public Works/ Engineering PW-017
Engineering Studies / Surveys -Preliminary Studies / Project Assessments (Not Acquired or Developed) When No
Longer
Required -
Minimum 10
years
When No
Longer
Required -
Minimum 10
years
Mag,
Mfr, OD,
Ppr
S/I Yes: After QC Department Preference; GC §34090
Public Works/ Engineering PW-018 Engineering Studies / Surveys (City Built Projects) PP Mag, Mfr, OD, Ppr S/I Yes: After QC Department Preference; GC §34090Public Works/ Engineering PW-019 Geotechnical and Soils Reports PP Mag,
Mfr, OD,
Ppr
S Yes: After QC Department Preference; GC §34090
Public Works/ Engineering PW-020 Grading Permits & Plans PP Mag,
Mfr, OD,
Ppr
S Yes: After QC Department Preference; GC §34090
Public Works/ Engineering PW-021 Insurance Policies - Subdivisions PP Mag, Mfr, OD, Ppr S Yes: After QC Department Preference; GC §34090
Public Works/ Engineering PW-022 Landfills / Burn Dump PP Mag,
Mfr, OD,
Ppr
S/I Yes: After QC Department Preference; GC §34090
Agenda Item #7.6:

Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-5 SONOMA, CA. ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 05/20/2009 Office of
Record Retention No, Records Description Retention / Disposition Comments / Reference (OFR) Active (in office)
Inactive
Storage
(Off-site, OD
or Mfr)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Public Works
/ Engineering PW-023
Maps, Plans and Record Drawings (Capital Improvement Project "As-Builts", Record Drawings, etc.) P P Yes (all)
Mag,
Mfr, OD,
Ppr
S Yes: After QC
Drafts should be destroyed; Some maps are also retained by Planning; Selected maps are retained in Public Works for administrative purposes; GC §34090, 34090.7
Public Works / Engineering PW-024 Pavement Management Plans Superseded + 2 years Superseded + 2 years Mag, Ppr Department Preference; GC §34090 Public Works
/ Engineering PW-025
Performance Bonds: Subdivision Bonds / Irrevocable Letters of Credit Release of
Bond /
Security + 2
years
Release of
Bond /
Security + 2
years
Mag,
Mfr, OD,
Ppr
S No
Securities (Performance Bonds, Letters of Credit, CD's, etc.) are released after the Notice of Completion is issued and replaced with the Warranty Bond, which is released 1 year after the Notice of Completion date. GC §26202 Public Works
/ Engineering PW-026 Permits: Curbs & Gutters (in the Public Right of Way) P P Mag, Mfr, OD, Ppr S/I Yes: After QC Department Preference; GC §34090 City Clerk PW-027 Plaza Events
Copies -
When No
Longer
Required
Copies -
When No Longer
Required
Mag,
Mfr, OD,
Ppr
S Yes: After 2 years GC §34090.7
Agenda Item #7.6:

Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-6 SONOMA, CA. ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 05/20/2009 Office of
Record Retention No, Records Description Retention / Disposition Comments / Reference (OFR) Active (in office)
Inactive
Storage
(Off-site, OD
or Mfr)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Public Works
/ Engineering PW-028
Private Development Projects / Residential FilesConditions, Drainage, Driveway, Encroachments, Grading Permits & Plans, Rights of Way, Soils Reports, Stormwater, etc.

Upon
Completion P P Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: After QC Department preference; retained for disaster preparedness purposes; Statewide guidelines propose Permanent for Infrastructure plans; GC §34090 Public Works
/ Engineering PW-029 Rights of Way, Easements P P Yes (all) Mag,
Mfr, OD,
Ppr
S Yes: After 2 years Department Preference; GC §34090.7 Public Works
/ Engineering PW-029.1
Solid Waste Reduction / AB 939
Compliance / SB 1383
Compliance (Organic Waste
Collection and Recycling)
10 years 10 years
Mag,
Mfr, OD,
Ppr
S/I Yes: After QC
Department preference; SB 1383 compliance is required for 5 years; Low-Carbon Fuel Standard regulations credits can be received for 10 years, and are eligible for an extension; 14 CCR § 18995;.2 H&S §39730.7; GC §34090 Public Works
/ Engineering PW-030 Standard Construction Drawings / Details / Plans P P Mag, Mfr, OD, Ppr S/I Yes: After QC Department Preference; GC §34090 Public Works
/ Engineering PW-031 Subdivision File / Tracts P P Yes (all) Mag,
Mfr, OD,
Ppr
S Yes: After 2 years Department Preference; GC §34090.7 Public Works
/ Engineering PW-032 Surveys / Record of Survey / Survey Books / Field Notebooks P P Mag, Ppr Department preference; GC §34090 Agenda Item #7.6:

Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-7 SONOMA, CA. ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 05/20/2009 Office of
Record Retention No, Records Description Retention / Disposition Comments / Reference (OFR) Active (in office)
Inactive Storage
(Off-site, OD
or Mfr)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Public Works
/ Engineering PW-033 Tree Installation / Planting Permits P P Mag, Mfr, OD, Ppr S Yes: After QC Department Preference; GC §34090
Public Works
/ Engineering PW-034 Tree Inventory P P
Mag,
Mfr, OD,
Ppr
S Yes: After QC Department Preference; GC §34090
Public Works
/ Engineering PW-087
Capital Improvement Projects (CIP) - City Buildings: Permanent FilePlans, Specifications, Successful Proposal, Professional Services Agreements, Change Orders, Materials Testing Reports, Grading Permits, Hazardous Materials Plans, Notice of Completion, Soils Reports, Studies, Surveys, ect.

Upon
Completion P P
Yes: Until
Completed Mag, Mfr, OD,
Ppr
S/I Yes: After QC
Department preference; retained for disaster preparedness purposes; Statewide guidelines propose Permanent for Infrastructure plans; GC §34090 Public Works
/ Engineering PW-088
Capital Improvement Projects (CIP)- City Buildings: Administration FileProject Administration, Certified Payrolls, Construction Manager’s Logs, Daily Inspections, Insurance Certifictes, Photos, Project Schedules, Progress meetings, Real Estate Appraisals, Submittals, ect.

Upon
Completion
10 years or
After Funding
Agency Audit,
if required,
whichever is
longer
Completion +
10 years or
After Funding
Agency Audit, if
required,
whichever is
longer
Yes: Until
Completed Mag, Ppr
Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec’s=4 years, Wrongful Death=comp.+5 years, Developers=comp.+10 years; Statewide guidelines propose termination + 5 years; CCP §§336(a), 337 et. Seq., GC§34090 Public Works
Capital Improvement Projects (CIP)- City Buildings: Construction Bonds Release of Release of Mag, Securities (Performance Bonds, Letters of Credit, CD’s, etc.) are released after the Notice of
Agenda Item #7.6:

Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-8 SONOMA, CA. ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 05/20/2009 / Engineering PW-089 Bond/Security
+ 2 years
Bond/
Security + 2
years
Mfr, OD,
Ppr
S No Completion is issued and replaced with the Warranty Bond, which is released 1 year after the Notice of Completion date. GC §26202 Agenda Item #7.6:

Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-9 SONOMA, CA. ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 05/20/2009 Office of
Record Retention No, Records Description Retention / Disposition Comments / Reference (OFR) Active (in office)
Inactive
Storage
(Off-site, OD
or Mfr)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

PARKS
Public Works
/ Parks PW-035 Projects that Modify Infrastructure / Buildings P P Mag, Mfr, OD, Ppr S Yes: After QC Department Preference; GC §34090
Public Works
/ Parks PW-036 Playground Equipment Inspections 5 years 5 years Mag Ppr Department Preference; GC §34090 Public Works
/ Parks PW-037
Work Orders / Service Requests (Division providing service retains originals; Division requesting service is considered a copy) 5 years 5 years Mag Ppr
Department preference; CCP §§338 et seq., 340 et seq., 342, GC §34090 Agenda Item #7.6:

Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-10 SONOMA, CA. ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 05/20/2009 Office of
Record Retention No, Records Description Retention / Disposition Comments / Reference (OFR) Active (in office)
Inactive
Storage
(Off-site, OD
or Mfr)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

STORMWATER
Public Works
/ Stormwater PW-038
Agreements: Post Construction Stormwater Control Maintenance P P
Mag,
Mfr, OD,
Ppr
S/I Yes: After QC
Department preference; Monitoring records required for 3 years; 40 CFR §§122.21,122.41 Public Works
/ Stormwater PW-039 NPDES Monitoring Reports 3 years 3 years Mag, Ppr Monitoring records required for 3 years in Federal law; 40 CFR §§122.21, 122.41 Public Works
/ Stormwater PW-040 NPDES Permits - Stormwater Expiration + 3 years Expiration + 3 years Yes: Until Expiration Mag, Ppr Department Preference; Monitoring records required for 3 years; 40 CFR §§122.21,122.41; CCP §337 et seq.

Public Works
/ Stormwater PW-041 Stormwater Annual Reports 3 years 3 years Mag, Ppr Department preference; Monitoring records required for 3 years; 40 CFR §§122.21,122.41 Public Works
/ Stormwater PW-042
Stormwater Inspection Reports, Erosion Control Inspections & Citations, BMPs, etc. 3 years 3 years Mag, Ppr
Department preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41 Public Works
/ Stormwater PW-043
Stormwater Program: Unauthorized Discharges / Violations / Spills Resolution +
3 years
Resolution +
3 years Mag, Ppr
Department preference; NPDES records are required for 3 years; 40 CFR 122.41(j)(2) Agenda Item #7.6:

Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-11 SONOMA, CA. ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 05/20/2009 Office of
Record Retention No, Records Description Retention / Disposition Comments / Reference (OFR) Active (in office)
Inactive
Storage
(Off-site, OD
or Mfr)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

STREETS
Police PW-044 Accident Reports
Copies -
When No
Longer
Required
Copies -
When No Longer
Required
Yes:

Before
Payment
Mag, Ppr GC §34090.7
Public Works
/ Streets PW-045 Master Plans - Transportation P P Yes (all) Mag,
Mfr, OD,
Ppr
S Yes: After QC Department preference; Drafts should be destroyed; GC §34090 Public Works
/ Streets PW-046 Street Files P P Yes (all)
Mag,
Mfr, OD,
Ppr
S Yes: After QC Department preference; GC §34090
Public Works
/ Streets PW-047
Street Light Repairs / Damage, Replacement - Correspondence with PG&E 15 years 15 years Mag, Ppr Department preference; GC §34090 Public Works
/ Streets PW-048 Street Light Repairs / Outages - Correspondence with PG&E 2 years 2 years Mag, Ppr GC §34090 Public Works
/ Streets PW-049 Striping Plans P P Mag, Ppr Department preference; GC §34090 Public Works
/ Streets PW-050 Traffic Speed Surveys 15 years 15 years Mag, Ppr Department preference (required every 5 years, but can be extended to 7 or 10 years); GC §34090 Public Works
/ Streets PW-051 Traffic Studies / Traffic Counts / Traffic Calming Requests When No
Longer
Required -
Minimum 5
years
When No
Longer
Required -
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S Yes: After 10 years Department preference; GC §34090
Agenda Item #7.6:

Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-12 SONOMA, CA. ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 05/20/2009 Office of
Record Retention No, Records Description Retention / Disposition Comments / Reference (OFR) Active (in office)
Inactive Storage
(Off-site, OD
or Mfr)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Public Works
/ Streets PW-052 Transportation Studies / Traffic Studies When No
Longer
Required -
Minimum 5
years
When No
Longer
Required -
Minimum 5
years
Mag, Ppr Department Preference; GC §34090
Agenda Item #7.6:

Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-13 SONOMA, CA. ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 05/20/2009 Office of
Record Retention No, Records Description Retention / Disposition Comments / Reference (OFR) Active (in office)
Inactive
Storage
(Off-site, OD
or Mfr)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

WATER DISTRIBUTION
Lead Dept. PW-087 Air Quality Permits / ACMD Permits 5 years 5 years Mag, Ppr 40 CFR 70.6; GC §34090 Public Works
/ Water Dist. PW-053
Backflow: Cross-Connection
Backflow Device Inspections, Maintenance, Certifications 5 years 5 years Mag, Ppr
Department Preference; Meets California Department of Health requirements (3 years); GC §34090; 17 CCR 7605(f); Public Works
/ Water Dist. PW-054 Chains of Custody (Water testing instructions) 12 - 18
years,
See 22 CCR
64690.80
12 - 18
years,
See 22 CCR
64690.80
Mag, Ppr
Lead and Copper are required for 12 years or 2 compliance cycles (some compliance cycles are nine years);22 CCR 64400.25; 22 CCR §64470, 40 CFR 141.33(a); 40 CFR 141.91 Lead Dept. PW-055
Confined Space Entries & Logs (Permitted entries into confined spaces such as sewers and storm drains in order to comply with regulations) 2 years 2 years Mag, Ppr
8 CCR 5157(d)(14) & (e)(6); 29 CFR 1910.146(e)(6); GC §34090 Public Works
/ Water Dist. PW-056
Customer Concerns / Customer Complaints: Odor / Taste / Visual Complaints about Potable Water When No
Longer
Required -
Minimum 5
years
When No
Longer
Required -
Minimum 5
years
Mag, Ppr
5 years is required in State and Federal law for any complaints; 40 CFR 122.41(j)(2) & 40 CFR 141.33(b); 22 CCR 64470 Public Works
/ Water Dist. PW-057 Daily Work Reports (DWR) 5 years 5 years Mag, Ppr Department Preference; Meets California Department of Health requirements (3 years); GC §34090 Agenda Item #7.6:

Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-14 SONOMA, CA. ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 05/20/2009 Office of
Record Retention No, Records Description Retention / Disposition Comments / Reference (OFR) Active (in office)
Inactive
Storage
(Off-site, OD
or Mfr)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Public Works
/ Water Dist. PW-058
Environmental Agencies / Regulatory Agencies(EPA, DHS, etc.) When No
Longer
Required -
Minimum 10
years
When No
Longer
Required -
Minimum 10
years
Mag, Ppr Department Preference; GC §34090
Lead Dept. PW-088
Generator Operation Logs (for Fixed / Stationary Generators) / Inspections 3 years 3 years Mag, Ppr AQMD Rule 1470; GC §34090
Lead Dept. PW-089
Generator Operation Logs (for Portable /EmergencyGenerators) 5 years 5 years Mag, Ppr
AQMD Rule 1470; Form 400
–
E
–13a instructions, GC
§34090
Public Works
/ Water Dist. PW-059
Hydrant Inspections / Flushing / Valve Exercises / Valve Activations 10 years 10 years Mag, Ppr Department preference; GC §34090 et seq.

Public Works
/ Water Dist. PW-060 Hydrant Meters - Temporary (Pools, Construction) Removal + 2 years Removal + 2 years Ppr Department preference; GC §34090 Public Works
/ Water Dist. PW-061 Leak Letters 5 years 5 years Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After 1 year Department Preference; (meets municipal government auditing standards); Statewide guidelines propose audit + 4 years; Published articles show 3 - 7 years; GC §34090 Public Works
/ Water Dist. PW-062 Meter Changes P P
Mag,
Mfr, OD,
Ppr
S / I Yes: After 1 year Department Preference; GC §34090 Public Works
/ Water Dist. PW-063 Meter Installation Reports P P
Mag,
Mfr, OD,
Ppr
S / I Yes: After 1 year Department Preference; GC §34090 Agenda Item #7.6:

Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-15 SONOMA, CA. ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 05/20/2009 Office of
Record Retention No, Records Description Retention / Disposition Comments / Reference (OFR) Active (in office)
Inactive
Storage
(Off-site, OD
or Mfr)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Public Works
/ Water Dist. PW-064
New Accounts & Meter Upgrades (Binders with Applications and Work Orders) P P
Mag,
Mfr, OD,
Ppr
S Yes: After 10 years Department Preference; GC §34090
Public Works
/ Lead Div. PW-065 Operations & Maintenance Manuals / O & M Manuals Superseded - Minimum 2 years
Superseded -
Minimum 2
years
Mag, Ppr Department preference; GC §34090
Public Works
/ Water Dist. PW-066 Public Utilities Commission (City of Sonoma - Variances, etc.) P P Mag, Mfr, OD, Ppr S Yes: After 10 years Department Preference; GC §34090
Public Works
/ Water Dist. PW-067 SCADA Database (Supervisory Control and Data Acquisition) Indefinite Indefinite Yes Mag Data is interrelated; system qualifies as a "trusted system"; GC §§34090, 12168.7 Public Works
/ Water Dist. PW-068 Underground Service Alerts (USA's) / Dig Alerts -- City 3 years 3 years Ppr GC §§4216.2(f) & 4216.3(d), GC §34090 Public Works
/ Water Dist. PW-069 Urban Water Management Plans (UWMP) P P Yes Mag, Mfr, OD, Ppr S Yes: After 10 years Department Preference (copies) GC §34090.7 Public Works
/ Water Dist. PW-070 Videos - Water Wells, Repairs, Reservoirs, Tanks, etc. P P Mag Department preference; GC §34090 Public Works
/ Water Dist. PW-071
Vulnerability Assessment / Emergency Response Plan / Risk & Resiliency Assessment / Hazard Mitigation Plan When
Superseded -
Minimum 2
years
When
Superseded -
Minimum 2
years
Mag, Ppr Confidential; 42 USC 300i-2(d);
GC §34090 et seq.

Public Works
/ Water Dist. PW-072 Water Advisory Committee (WAC) - Negotiation Notes, etc. 10 years 10 years Mag, Ppr Department preference; GC §34090 et seq.

Public Works
/ Water Dist. PW-073
Water Analysis / Reports & Sampling: Bacteriological and Organics 5 years 5 years Mag, Ppr 40 CFR 141.33(a) and (b)(1); 22 CCR §64470 Agenda Item #7.6:

Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-16 SONOMA, CA. ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 05/20/2009 Office of
Record Retention No, Records Description Retention / Disposition Comments / Reference (OFR) Active (in office)
Inactive
Storage
(Off-site, OD
or Mfr)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Public Works
/ Water Dist. PW-074
Water Analysis / Reports & Sampling: Chemical (Includes Chlorine Residues) 10 years 10 years Mag, Ppr
State law requires 12 years, Federal 10 years; 40 CFR141.33(a); 22 CCR 64470 Public Works
/ Water Dist. PW-075 Water Analysis / Reports & Sampling: Lead & Copper 12 years 12 years Mag, Ppr 22 CCR 64400.25; 22 CCR §64470, 40 CFR 141.33(a); 40 CFR 141.91 Public Works
/ Water Dist. PW-076
Water Conservation Management / Water Conservation Programs (other than rebates) When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Ppr Department preference; GC §34090 et seq.

Public Works
/ Water Dist. PW-077 Water Conservation Programs (rebates, etc.) 5 years 5 years Mag, Ppr Department Preference (meets auditing standards); GC §34090 Public Works
/ Water Dist. PW-078
Water Management Database (Meter locations, histories, etc. - Now Excel) Indefinite Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090 Public Works
/ Water Dist. PW-079 Water Pressure Charts 5 years 5 years Mag, Ppr Department Preference; GC §34090 et seq.

Public Works
/ Water Dist. PW-080 Water Production Reports (to State DHS) 5 years 5 years Mag, Ppr Department Preference; Meets California Department of Health requirements (3 years); GC§34090 Public Works
/ Water Dist. PW-081 Water Quality Reports / Consumer Confidence Reports 12 years P P Mag, Mfr, OD, Ppr S / I Yes (after 2 years) Department preference; State law requires 12 years, federal 10 years; 40 CFR 141.33(a) 2
2 22 CCR 64470; 22 CCR §64483
Agenda Item #7.6:

Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-17 SONOMA, CA. ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 05/20/2009 Office of
Record Retention No, Records Description Retention / Disposition Comments / Reference (OFR) Active (in office)
Inactive
Storage
(Off-site, OD
or Mfr)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Public Works
/ Water Dist. PW-082 Water Standards and Specifications When No
Longer
Required -
Minimum 5
years
When No
Longer
Required -
Minimum 5
years
Mag, Ppr Department Preference; GC §34090
City Clerk PW-083 Water Supply Agreements P P Yes
Mag,
Mfr, OD,
Ppr
S Yes: After 10 years Department Preference (copies) GC §34090.7 Public Works
/ Water Dist. PW-084 Water Usage Reports
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Ppr Department preference; GC §34090 et seq.

Public Works
/ Water Dist. PW-085 Wells, Tanks, Reservoirs, Well Monitoring Reports P P Mag, Mfr, OD, Ppr S / I Yes: 5 years Department preference; GC §34090 Public Works
/ Water Dist. PW-086
Work Orders / Service Requests (Division providing service retains originals; Division requesting service is considered a copy) 5 years 5 years Mag Ppr
City preference (complies with the Clean Water Act); CCP§§338 et seq., 340 et seq., 342, GC §34090 Agenda Item #7.6:

City of Sonoma
Agenda Item Summary
Meeting: City Council - 19 Jul 2023
Department
Planning and Community Services
Staff Contact
Kristina Tierney, Associate Planner
Agenda Item Title
Public Hearing - Introduction of an Ordinance Amending Sections 19.48.030 through

19.48.060 and 19.48.110 through 19.48.120 of Chapter 19.48 (Parking and Loading Standards) and Chapter 19.92 (Definitions) of Title 19 of the City of Sonoma Municipal Code Regarding Parking and Loading Requirements and Finding the Proposed Amendments are Exempt from the California Environmental Quality Act (CEQA) Pursuant to Section 15061(B)(3) – General Rule – Of the CEQA Guidelines
Summary
The City of Sonoma regulates off-street parking and loading requirements for various land uses in Sonoma Municipal Code Chapter 19.48 (Parking and Loading Standards). The purpose of these requirements is to:

A. Provide for the general welfare and convenience of persons within the city by ensuring adequate off-street parking and loading facilities to meet the needs generated by specific uses;
B. Increase public safety by reducing congestion on public streets; C. Ensure access and maneuverability for emergency vehicles; and D. Provide adequate loading facilities to reduce the use of public streets for loading purposes.

These standards and requirements were last comprehensively updated in 2003. The City engaged W-Trans, a local transportation engineering and planning firm, to assist the City with updating the parking and loading standards. The primary goal of the update is to simplify and relax parking and loading standards and to address ongoing challenges with planning development projects. Additionally, the proposed changes would increase requirements for bike parking, increase flexibility for offsite parking, and clarify parking for structures fronting the Sonoma Plaza. The draft ordinance also proposes updated language to address parking requirements for individuals with disabilities.

On May 18, 2023, the Planning Commission held a Study Session to discuss potential changes to onsite parking requirements. The Planning Commission directed staff to return with a draft ordinance that relaxed parking and loading standards and improved clarity. Key changes include:
• Increased flexibility for offsite parking
• General reductions in parking requirements for many land uses, including restaurants • Simplification of language for clarity
• Eliminating parking requirements for sidewalk seating • Simplified and reduced requirements for multifamily housing and live work Agenda Item #8.1:

• Addition of standards for space-efficient parking (mechanical stackers) • Improvements to requirements for in lieu fees for parking • Updated language to address parking requirements for individuals with disabilities.

On June15, 2023, the Planning Commission reviewed an updated draft ordinance and provided additional direction to staff to:
• Reduce parking requirements for copy and reproduction centers from one space per 400 square feet to one space per 1,000 square feet
• Eliminate parking requirements for restaurants for outdoor seating • Minor grammatical suggestions for clarity
• Add clarifying language
• Add requirement for a bike parking plan
The Planning Commission unanimously recommended approval of the modified ordinance being considered by the City Council for introduction. All of the above-mentioned recommendations and proposed changes have been included in the ordinance with strikeout used to denote existing text being deleted and underline used to denote new text being added.

Recommended Council Action
Move to introduce the ordinance of the City Council of the City of Sonoma amending sections

19.48.030 through 19.48.060 and 19.48.110 through 19.48.120 of chapter 19.48 (parking and loading standards) and chapter 19.92 (definitions) of title 19 of the City of Sonoma Municipal Code regarding parking and loading requirements.

Alternative Actions
Council discretion.

Financial Impact
None.

Environmental Review Status
Environmental Impact Report
Negative Declaration
Exempt
Not Applicable
Approved/Certified
No Action Required
Action Requested
Attachments
Proposed Ordinance - Parking July 19 2023 CC Introduction Parking Ordinance - Presentation
Agenda Item #8.1:

1 Ord. Title 19 SMC 2023
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ORDINANCE NO.

AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SONOMA AMENDING SECTIONS

19.48.030 THROUGH 19.48.060 AND 19.48.110 THROUGH 19.48.120 OF CHAPTER 19.48 (PARKING AND LOADING STANDARDS) AND CHAPTER 19.92 (DEFINITIONS) OF TITLE 19

OF THE CITY OF SONOMA MUNICIPAL CODE REGARDING PARKING AND LOADING

REQUIREMENTS AND FINDING THE PROPOSED AMENDMENTS ARE EXEMPT FROM THE CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA) PURSUANT TO SECTION 15061(B)(3) – GENERAL RULE – OF THE CEQA GUIDELINES.

WHEREAS, on May 18, 2023, the Planning Commission held a study session to discuss amendments to Chapter

19.48 (Parking and Loading Standards) of the Sonoma Municipal Code to simplify and clarify required on-site parking and loading requirements for development projects; and
WHEREAS, on June 15, 2023, the Planning Commission reviewed an updated ordinance reflecting its direction from the May 18, 2023 hearing and recommended its adoption by the City Council; and WHEREAS, on July 19, 2023, the City Council held a public hearing and considered amendments to the Sonoma Municipal Code, consistent with the applicable policies of the Sonoma General Plan; and WHEREAS, the City Council found this ordinance to be exempt from the California Environmental Quality Act (CEQA) pursuant to Public Resources Code section 21080.25(b)(9) because this ordinance reflects a planning decision to reduce minimum parking requirements and section 15061(b)(3) - General Rule - of the CEQA Guidelines prior to taking action; and
WHEREAS, the proposed amendments to the Sonoma Municipal Code are consistent with State law.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SONOMA DOES ORDAIN AS FOLLOWS:

SECTION 1. Amendments to the Sonoma Municipal Code
A. Chapter 19.48 (Parking and Loading Standards), Sections 19.48.030 through 19.48.060 are amended as follows:

19.48.030 General parking regulations.

A. Parking and Loading Spaces to Be Permanent. Required parking and loading spaces shall be permanently available, marked, and maintained for parking or loading purposes and shall be located on the site they are intended to serve unless otherwise approved by the planning commission. Parking facilities approved to be located off site shall be located within 600 300 feet of the use they are intended to serve. Where stormwater runoff management, detention, or infiltration is a requirement, parking facilities approved to be located off site shall be included in all associated runoff calculations.

Agenda Item #8.1:

2 Ord. Title 19 SMC 2023
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B. Parking and Loading to Be Unrestricted. Owners, lessees, tenants, or persons having control of operation of a premises for which parking or loading spaces are required by this chapter shall not prevent, prohibit, or restrict authorized persons from using those spaces, except that temporary restrictions may be allowed subject to the approval of the city planner.

C. Existing Parking. Existing parking or loading spaces shall not be reduced to an amount below that which is required by this chapter. The city planner may approve the temporary reduction of parking or loading spaces in conjunction with a seasonal or intermittent use for a period of not more than 30 days. Longer periods may be allowed with the approval of a temporary use permit (SMC 19.54.030).

D. Maintenance. Parking spaces, driveways, maneuvering aisles, turnaround areas, and landscaped areas shall be kept free of dust, graffiti, and litter; and striping, paving, walls, light standards, and all other facilities shall be permanently maintained.

E. Use of Commercial Parking. Parking developed under this chapter for commercial uses shall be available for use by the general public during business hours without charge and without reservation by individual tenant space, unless otherwise authorized by the planning commission. (Ord. 05-2015 § 6, 2015; Ord. 2003-02 § 3, 2003).

19.48.040 Number of parking spaces required.

Each land use shall provide at least the minimum number of off-street parking spaces found to be required by this chapter, except where a greater number of spaces is required through approval of a discretionary permit or a parking reduction is granted in compliance with SMC 19.48.050, Adjustments to parking requirements.

A. Parking Requirements by Land Use. The minimum number of parking spaces to be provided for each use shall be in compliance with Table 4-4 and the following requirements. Additional spaces may be required for company-owned vehicles or through entitlement approval.

B. New Developments. All new developments, except an expansion of an existing structure (see subsection (D) of this section), shall provide parking and loading spaces as required by Table 4-4 or as may be modified by SMC 19.48.050(B), Adjustments to Parking Requirements – Shared Use of Parking Facilities.

C. Change to Similar Use. When the use of a structure changes to a use that requires the same number of parking spaces as the immediately previous use, the number of required parking spaces for the new use shall remain the same, regardless of the number of spaces actually provided by the previous use; provided, that the previous use was legally established and no spaces were subsequently eliminated.

Agenda Item #8.1:

3 Ord. Title 19 SMC 2023
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D. Expansion of Structure or Change in Use. When a structure is enlarged or increased in capacity, or when a change in use requires more parking than the previous use, additional parking spaces shall be provided in compliance with this chapter. The number of parking spaces required for an addition to a structure shall be based on the parking requirement associated with the entire structure.

Table 4-4
Parking Requirements by Land Use
Land Use Type:

Manufacturing, Processing,
and Warehousing
Vehicle Spaces Required
General manufacturing,
industrial and processing uses
One space for each 1,000 500 sq. ft. of gross
floor area for the first 20,000 sq. ft.; and one
space for each 1,000 sq. ft. thereafter. The
gross floor area may include incidental office
space comprising less than 20% of the total gross
floor area. Parking requirements for additional
office space shall be calculated separately as
provided by this table for “Offices.”
Recycling facilities Determined by use permit.

Research and development,
laboratories
One space for each 1,000 600 sq. ft. of gross
floor area, plus one space for each company
vehicle.

Warehouses and storage
facilities
One space for each 2,500 1,000 sq. ft. of gross
floor area. The gross floor area may include
incidental office space comprising less than 20%
of the total gross floor area. Parking requirements
for additional office space shall be calculated
separately as provided by this table for “Offices.”
Agenda Item #8.1:

4 Ord. Title 19 SMC 2023
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Land Use Type:

Recreation, Education, Public
Assembly
Vehicle Spaces Required
Child day care centers (nursery
schools)
One space for each 10 children, plus permanent
drop-off area as approved by the city planner.

Large family day care homes One space for each employee present at peak hour, in addition to the required residential
spaces.

Churches, other places of
worship, and mortuaries,
meeting halls, and performance
theaters
One space for each four seats or one space for
each 300 75 sq. ft. of gross floor area,
whichever is greater.

Indoor arcades, amusement
centers
One space for each 300 250 sq. ft. of gross floor
area.

Health/fitness clubs One space for each 300 sq. ft. of gross floor area.

Libraries, museums, art
galleries, and similar
nonassembly cultural uses
Determined by commission based on location,
nature, and frequency of use.

Outdoor recreation, playgrounds,
playing fields, and parks
Determined by commission based on location,
nature, and frequency of use.

Schools (private)
elementary/junior high
One Two spaces for each employee present at
peak hour classroom.

High school Two spaces for each classroom, plus one
space for every seven students One space for
every four students.

Trade and business schools Two spaces for each classroom, plus one space for every seven students One space for
every four students.

Studios for dance and art One space for each 300 200 sq. ft. of gross floor area.

Land Use Type: Vehicle Spaces Required
Agenda Item #8.1:

5 Ord. Title 19 SMC 2023
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Residential Uses
Group quarters (including
boarding houses, rooming
houses, and dormitories)
One-half space for each bed, plus one space for
each eight beds for guest parking, plus one
space for each employee on largest shift.

Duplex housing units One and one-half space for each unit.

Mobile homes (in mobile home
parks)
One space for each mobile home, plus one guest
parking space for each four units.

Multifamily dwellings,
condominiums and other
attached dwellings
One space for each studio and one bedroom
unit; one and one-half spaces for units with
two bedrooms or more. No covered parking
shall be required.

One and one-half space for each unit with
one space for each unit covered, plus guest
parking at the rate of 25% of total required
spaces.

Mixed use developments Determined by use permit.

Live-work developments One and one-half spaces for each unit. per 300 sq. ft. of the area devoted to work space,
plus one space for every four units.

Accessory dwelling units None required. See
SMC 19.50.090 (Accessory Dwelling Units).

Accessory dwelling units, junior None required.

Senior housing projects One space for each two unitswith half the spaces covered, plus one guest parking space
for each 10 units.

Senior congregate care facilities One-third space 0.5 space for each residential unit, plus one space for each four units for guests
and employees.

Single-family housing One space in a garage or carport per unit.

Land Use Type:

Retail Trade Vehicle Spaces Required
Agenda Item #8.1:

6 Ord. Title 19 SMC 2023
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Appliance, building materials,
furniture, bulk goods, and plant
nurseries
One space for each 1,000 600 sq. ft. of gross
floor area and one space for each company
vehicle, plus one space for each 1,000 sq. ft.
of outdoor display area.

Automobile, construction
equipment, mobile home,
machinery, and parts sale
One space for each 500 600 sq. ft. of gross floor
area, plus one space for each 3,000 sq. ft. of
outdoor display, service area, plus one space
for each 300 sq. ft. of gross floor area for a
parts department, plus one space for each
three employees.

Convenience stores One space for each 300 200 sq. ft. of gross floor area.

Restaurants (except fast food),
cafes, cafeterias, nightclubs,
taverns, lounges, wine bar/tap
rooms, or similar establishments
for the consumption of food and
beverages on the premises
One space for each 300 sq. ft. of gross floor
area. One space for each four seats. For
outdoor seating, no off-street parking shall be
required for up to 25% of the approved
number of indoor seats.

Retail sales/general merchandise One space for each 300 sq. ft. of gross sales area, plus one space for each company vehicle,
plus one space for each 1,000 sq. ft. of
outdoor display area.

Sidewalk seating None required.

Wine tasting facilities One space for each 300 sq. ft. of gross sales area.

For outdoor seating, no off-street parking shall be
required for up to 50% of the indoor gross
floor area.

Land Use Type:

Service Uses Vehicle Spaces Required
Banks and financial services One space for each 500 300 sq. ft. of gross floor area.

Agenda Item #8.1:

7 Ord. Title 19 SMC 2023
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Bed and breakfast establishment One space for each guest room, plus one space for resident manager.

Copy and reproduction centers One space for each 1000 400 sq. ft. of gross floor area.

Consumer products – repair and
maintenance
One space for each 500 300 sq. ft. of gross floor
area.

Equipment rental One space for each 500 300 sq. ft. of floor area, plus one space for each 1,000 sq. ft. of
outdoor use area.

Hotels and motels One space for each guest room, plus one space for each two employees on the largest shift, plus
required spaces for accessory uses.

Medical services, clinics,
medical/dental offices
One space for each 500 300 sq. ft. of gross floor
area, plus one space for each employee/staff
member.

Extended care (convalescent
hospitals, nursing homes, and
residential care homes)
One space for each four beds the facility is
licensed to accommodate.

Hospitals One space for each patient bed the facility is licensed to accommodate, plus required spaces for
ancillary uses as determined by the city planner.

Medical/dental labs One space for each 300 sq. ft. of gross floor area.

Offices, administrative, corporate One space for each 500 300 sq. ft. of gross floor area.

Pet grooming One space for each 500 400 sq. ft. of gross floor area.

Personal services: Barber/beauty
shops (and other personal
services)
One space for each 500 300 sq. ft. of gross floor
area.

Agenda Item #8.1:

8 Ord. Title 19 SMC 2023
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Dry cleaning pick-up facilities One space for each 750 400 sq. ft. of gross floor areaplus one space for each 1,000 sq. ft. of
storage area.

Laundromats One space for each 300 sq. ft. of gross floor area.

Service stations One space for each 300 sq. ft. of gross floor area; plus three spaces for each service bay, plus
additional spaces for food service or convenience
market.

Storage, personal storage
facilities
One space for every 100 storage units Four
spaces for manager office.

Vehicle repair and
maintenance/repair garage
One space for each 500 sq. ft. of gross floor
area. Four spaces for each service bay, plus
adequate queuing lanes for each bay, plus
one space for each two employees on the
largest shift.

Full-service vehicle washing Four spaces, plus one space for each wash lane or drying area, plus queuing area for vehicles ahead
of each lane.

Vacation rental One space per bedroom.

Veterinary clinics and hospitals One space for each 400 sq. ft. of gross floor area, plus one space for each 800 sq. ft. of
boarding area.

E. Structures Demolished and Replaced. When a structure (or a portion of a structure) is intentionally demolished, any new use or structure shall provide the number of parking spaces required by this chapter, except that if a designated unreinforced masonry building is demolished, the new structure or use shall be required to provide only the number of parking spaces that existed prior to the demolition.

F. Existing Structures in the Plaza Retail Overlay District and Existing Unreinforced Masonry Structures. and Structures Adjoining the Plaza. Existing structures located in the plaza retail overlay district and For unreinforced masonry structures designated by the city in compliance with Government Code section 8875 et seq. and existing structures that face the plaza shall be credited parking at a rate of one space per 300 square feet of gross floor area. Additional, additional parking shall not be required for a new use unless the new use results in one of the following:

Agenda Item #8.1:

9 Ord. Title 19 SMC 2023
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1. An increase in the square footage of the structure; or

2. An off-street parking requirement that exceeds one parking space for each 300 square feet of floor area as outlined in Table 4-4.

Additional off-street parking shall only be required for the expansion in building area or as associated with the increased parking ratio, as applicable.

G. Additional Parking Spaces Not Required. An addition to a structure made solely for the purpose of increasing access for disabled persons shall not require the provision of additional parking spaces.

H. Compact Parking Spaces. A maximum of 30 percent of the required parking spaces for multifamily, commercial, and industrial uses may be compact spaces.

I. Multitenant Sites. A site with multiple tenants or activities shall provide the aggregate number of parking spaces required by this chapter for each separate use, except where shared parking may be allowed in compliance with SMC 19.48.050(B), Shared Use of Parking Facilities.

J. Uses Not Listed. Land uses not specifically listed by subsection (A) of this section shall provide parking as required by the applicable review authority. The requirements of subsection (A) of this section shall be used as a guide in determining the minimum number of off-street parking spaces to be provided.

K. Rounding of Quantities. When calculating the number of parking spaces required, fractional spaces equal to or greater than one-half shall be rounded up to the nearest whole number and fractions less than one-half shall be eliminated.

L. Bench or Bleacher Seating. Where fixed seating is provided in the form of benches or bleachers, a seat shall be construed to be 20 inches of continuous bench space for the purpose of calculating the number of required parking spaces. (Ord. 01-2017 § 1 (Exh. B), 2017; Ord. 03-2014 § 3, 2014; Ord. 2003-02 § 3, 2003).

M. Space-Efficient Parking. Space-efficient parking, defined as parking in which vehicles are stored and accessed by mechanical stackers or lifts, automated parking systems, tandem spaces, or other space-efficient means, may be used to fulfill off-street parking requirements for spaces serving long-term parkers (e.g., employees and residents). Parking spaces may be space-efficient except for spaces required and specifically designated for persons with disabilities unless designed in compliance with the Americans with Disabilities Act. SpaceAgenda Item #8.1:

10 Ord. Title 19 SMC 2023
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efficient parking must be approved by the director of community development based on a proposed parking operations plan supplied by the applicant.

19.48.050 Adjustments to parking requirements.

A. General Reduction of Requirements.

1. Modification of Standards. The planning commission may modify the off-street parking requirements outlined in this chapter in compliance with SMC 19.54.050, Exceptions.

2. Second Uses. Parking requirements for a second use within a single building (e.g., a restaurant in a hotel or a shop within a sports facility) may be reduced by up to one-half the normal parking requirement upon the determination by the planning commission that a reduction is justified.

3. Mixed Uses. Parking requirements for commercial and residential mixed uses located in a commercial zone may be reduced upon determination by the planning commission that a reduction is justified. If required by the planning commission, a parking demand study, prepared by an independent licensed traffic engineer or planner, shall be provided by the applicant which presents justification for the requested modification.

B. Shared Use of Parking Facilities. Where two or more adjacent nonresidential uses have distinct and differing peak parking usage periods (e.g., a theater and a bank), a reduction in the required number of parking spaces may be approved by the planning commission; provided, that the most remote space is located within 600 300 feet of the use it is intended to serve. The amount of reduction may be up to the amount of spaces required for the least intensive of the uses sharing the parking. It shall be the responsibility of the applicant to provide sufficient data, including a parking study if required by the planning commission, to indicate that there is no conflict in the peak parking demand for the uses proposing to make joint use of the parking facilities. The property owners involved in the joint use of parking facilities shall record an agreement, approved by the city attorney, with the county recorder. A copy of the agreement shall be filed with the city planner.

C. In-Lieu Parking Fee. The off-street parking requirements in SMC 19.48.040 may be satisfied partially or in full through the payment of an in-lieu parking fee. The in-lieu parking fee program shall be administered as follows:

1. Establishment of Amount of Fee. The amount of the in-lieu parking fee shall be set by resolution of the city council. The city council may adjust the fee at its discretion as frequently as is deemed necessary based on factors including, but not limited to, inflation, the cost of providing new parking spaces, and the market value of parking spaces.

Agenda Item #8.1:

11 Ord. Title 19 SMC 2023
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2. Determination of Eligibility. The planning commission may allow a payment into the inlieu parking fund as an alternative to providing all or a portion of the required parking spaces on-site if it can be demonstrated to the satisfaction of the planning commission that one (1) or more of the following conditions apply:
a. It is infeasible to provide the required parking spaces on-site due to the size, shape, or topography of the site, or other special circumstances pertaining to the property; b. Providing the required parking spaces on-site is detrimental to the pedestrian nature of the area;
c. The uses proposed for the project do not require parking to be on the project site; d. Encouraging users of the project site to walk from off-site parking to the project site would be beneficial to the downtown district; or
e. The existing and planned parking supply in the vicinity of the project site is adequate.

3. Payment of Fee. If the planning commission approves an in-lieu parking fee request, such payment shall be made to the city in one (1) lump sum before the issuance of a building permit or if a building permit is not required, within forty-five (45) days of request by city for payment. The in-lieu parking fee shall be a one (1) time only, nonrefundable payment and shall be considered full satisfaction of the off-street parking requirement for the number of parking spaces for which the fee was paid.

4. Effect of Payment. in-lieu parking fees shall be used exclusively for improvements including, but not limited to, bicycle and pedestrian enhancements, improved transit access, or additional parking spaces. If allowed, in-lieu parking fees are solely an alternative means of satisfying the applicant's obligation to provide off-street parking as required by this chapter and payment of the in-lieu parking fee does not carry any other guarantees, rights, or privileges to the applicant.

A portion of all of the parking spaces required for a commercial use need not be provided by the use if an in-lieu fee is approved by the planning commission and contributed by the developer to a parking improvement trust fund. The amount of the fee and time of payment shall be established by resolution of the city council. As a result of participating in the support of a public parking facility, an owner or developer may receive a reduction in the total number of parking spaces required based on the number of spaces purchased in the public parking facility and subject to approval by the commission. (Ord. 2003-02 § 3, 2003).

D. Transportation Demand Management. The number of required parking spaces for any project may be reduced by the planning commission based on submittal of a transportation demand management plan submitted by the applicant describing the measures for implementation and quantifying their impacts on parking demand.

Agenda Item #8.1:

12 Ord. Title 19 SMC 2023
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19.48.060 Disabled/handicapped parking requirements Accessible Parking for Individuals with Disabilities.

Parking areas shall include parking spaces and parking space access aisles that are accessible to individuals with disabilities the disabled in the following manner:

A. Number of Spaces, Design Standards. Accessible pParking spaces and accessible parking access aisles for individuals with disabilities the disabled shall be provided in compliance with the California Building Code.1129B of the Uniform Building Code B. Chapter 19.48 (Parking and Loading Standards), Sections 19.48.110 through 19.48.120 are amended as follows:

19.48.110 Bicycle parking requirements.

A. Applicability. Each land use shall provide at least the minimum number of bicycle parking spaces found to be required by this chapter, except where a greater number of spaces is required through approval of a discretionary permit. The minimum number of bicycle parking spaces to be provided for each use shall comply with Table 4-6 and compliance shall be demonstrated in a Bike Parking Plan, subject to approval by the planning commission.

B. Types of Bicycle Parking.

1. Long-term bicycle parking. Long-term bicycle parking provides residents and employees who live or work at a site a secure and weather-protected place to park and store bicycles. Long-term parking may be located in garages or other limited access areas for exclusive use by tenants, residents, and employees. Long-term parking may not be located within an area of a dwelling unit primary intended to serve a different function (e.g., clothes closet or bathroom).

2. Short-term bicycle parking. Short-term bicycle parking provides shoppers, customers, messengers, and other visitors who generally park for two hours or less a convenient and readily accessible place to park bicycles.

Agenda Item #8.1:

13 Ord. Title 19 SMC 2023
Error! Unknown document property name.

Table 4-6
Agenda Item #8.1:

14 Ord. Title 19 SMC 2023
Error! Unknown document property name.

Land Use Long-Term Bicycle
Requirement
Short-Term Bicycle
Requirement
Commercial One space for each 15,000
sq. ft., minimum of two
spaces.

One space for each 5,000
sq. ft., minimum of
two spaces.

Hotels and motels One space for every 40
rooms, minimum of
two spaces.

One space for every 80
rooms., minimum of
two spaces.

Offices, Personal services,
Medical Services – Clinics,
Offices, Laboratories
One space for each 10,000
sq. ft., minimum of
two spaces.

One space for each
20,000 sq. ft.,
minimum of two
spaces.

Mixed Use One space for each 15,000
sq. ft., minimum of two
spaces and

0.5 spaces per bedroom,
minimum of two
spaces.

One space for each 5,000
sq. ft., minimum of
two spaces and

0.05 spaces per bedroom,
minimum of two
spaces.

Multifamily Residential 0.5 spaces per bedroom,
minimum of two spaces

0.05 spaces per bedroom,
minimum of two
spaces.

Public facility One space per 10
employees, minimum
of two spaces.

One space per 10,000 sq.
ft., minimum of two
spaces.

Schools and daycare centers 1 space per 20 employees,
minimum of two
spaces.

One space per 20
students, minimum of
two spaces.

Churches, other places of
worship, and mortuaries,
meeting halls, and
performance theaters
1 space per 20 employees,
minimum of two
spaces.

Spaces for 2% of
maximum
attendance.

Extended care (convalescent
hospitals, nursing homes,
and residential care homes)
Two spaces. Two spaces.

Hospitals One space per 20
employees or per
70,000 sq. ft., minimum
of two spaces.

One space for each
20,000 sq. ft.,
minimum of two
spaces.

New multifamily residential and commercial development, and any change of a commercial use within an existing structure requiring approval of a conditional use permit shall provide bicycle parking as follows:

Agenda Item #8.1:

15 Ord. Title 19 SMC 2023
Error! Unknown document property name.

A. The amount and location of bicycle parking shall be determined on a case-by-case basis by the review authority;
B. Bicycle parking areas shall have all-weather protection unless otherwise approved by the review authority;
C. Each bicycle parking space shall include a stationary device to adequately secure and support the bicycle; and
D. Bicycle parking spaces shall be conveniently located and generally within proximity to the main entrance to the structure. (Ord. 2003-02 § 3, 2003).

19.48.120 Loading space requirements.

A. Number of Loading Spaces Required. Loading spaces shall be provided and maintained in compliance with Table 4-7 for retail and wholesale markets, warehouses, hotels, hospitals, laundry and dry cleaning establishments, and other places where large amounts of goods are received or shipped. Nonresidential uses shall provide off-street loading space(s) in compliance with Table 4-6 below. Requirements for uses not listed shall be determined by the city planner or the planning commission, as applicable, based upon the requirements for comparable uses.

Table 4-7
Loading Requirements
Gross Floor Area Loading Spaces Required
0 – 9,999 square feet 0
10,000 – 39,999 square feet 1
Each additional 40,000 square feet 1
B. Standards for Loading Areas. Off-street loading areas shall be provided in the following manner:

1. Dimensions. Loading spaces shall be a minimum of 12 feet in width, 40 feet in length, with 14 feet of vertical clearance;
Agenda Item #8.1:

16 Ord. Title 19 SMC 2023
Error! Unknown document property name.

2. Lighting. Loading areas shall have lighting capable of providing adequate illumination for security and safety. Lighting sources shall be shielded to prevent light spill beyond the property line. Lighting standards shall be energy-efficient and in scale with the height and use of adjacent structure(s);

3. Loading Ramps. Plans for loading ramps or truck wells shall be accompanied by a profile drawing showing the ramp, ramp transitions and overhead clearances;

4. Location. Loading spaces shall be located and designed as follows:
a. As near as possible to the main structure and limited to the rear two-thirds of the parcel, if feasible;
b. Situated to ensure that the loading facility is screened from adjacent streets to the greatest degree possible;
c. Situated to ensure that loading and unloading takes place on-site and in no case within adjacent public rights-of-way or other on-site traffic circulation areas; d. Situated to ensure that vehicular maneuvers occur on-site; and e. Situated to avoid adverse impacts upon neighboring residential properties;

5. Screening. Loading areas shall be screened from abutting parcels and streets with dense landscaping or solid walls or fences with a minimum height of six feet; and

6. Striping. Loading areas shall be striped indicating the loading spaces and identifying the spaces for “loading only.” The striping shall be permanently maintained by the property owner/tenant in a clear and visible manner at all times.

Table 4-6
Loading Requirements
Type of Land Use
Loading
Spaces
Required
Agenda Item #8.1:

17 Ord. Title 19 SMC 2023
Error! Unknown document property name.

Table 4-6
Loading Requirements
Type of Land Use
Loading
Spaces
Required
Commercial and other
allowed uses
One space for
each 10,000
square feet of
gross floor area
Manufacturing,
research and
development,
institutional, and
service
One space for
each 10,000
square feet of
gross floor area
Office uses and public
uses
One space for
each 25,000
square feet of
gross floor area
Multifamily residential
uses
One space for
each 25,000
square feet of
gross floor area
(Ord. 2003-02 § 3, 2003).

C. Section 19.92.020 of the Sonoma Municipal Code is amended to delete the following definition of “disable person” and add the following definition of “individual with a disability” as follows:

Disabled Person. For purposes of the reasonable accommodation process set forth in SMC 19.54.100 et seq., “disabled person” shall mean any person who has a medical condition, physical disability, or mental impairment that substantially limits one or more major life activities; anyone who is regarded as having such impairment; or anyone who has a record of Agenda Item #8.1:

18 Ord. Title 19 SMC 2023
Error! Unknown document property name.
such impairment. People who are currently using illegal substances are not included in this definition unless they have a separate disability.
"Individual with a disability” means an individual with a disability defined by the Americans with Disabilities Act as a person who has a physical or mental impairment that substantially limits one or more major life activities, a person who has a history or record of such an impairment, or a person who is perceived by others as having such an impairment.

SECTION 2. Findings for Development Code Amendments.

Pursuant to Section 19.86.070(B) of the Sonoma Municipal Code, the proposed amendments of the development code under this ordinance:

A. Are consistent with the goals, policies, and actions of the General Plan because the amendments clarify existing onsite parking and loading requirements, make minor adjustments to required standards, and update language addressing parking for individuals with disabilities; B. Would not be detrimental to the public interest, health, safety, convenience, or welfare of the city for the reasons described in the recitals above;
C. Comply with the provisions of the California Environmental Quality Act (CEQA) as described in Section 3 below; and
D. Are internally consistent with other applicable provisions of this development code because the amendments clarify existing onsite parking and loading requirements, make minor adjustments to required standards, and update language addressing parking for individuals with disabilities.

SECTION 3. CEQA
This Ordinance has been assessed in accordance with the authority and criteria contained in the California Environmental Quality Act (CEQA), the State CEQA Guidelines, and the environmental regulations of the city.

City Planning Staff has determined that the adoption and implementation of the Ordinance is exempt from further environmental review under Public Resources Code Section 21080.25, subdivision (b)(9) and the general rule in California Environmental Quality Act (CEQA) Guidelines Section 15061(b)(3) that CEQA only applies to projects that have the potential for causing a significant effect on the environment. The proposed text amendments consist of a planning decision carried out by a local agency to reduce minimum parking requirements, remove or restrict parking, or implement transportation demand management requirements or programs. As a series of text amendments and additions without any physical project being approved, it can be seen with certainty that there is no possibility that the ordinance will have a significant effect on the environment. The proposed ordinance amendments are therefore exempt from the provisions of CEQA because it does not involve a commitment to any specific project that may result in a potentially significant physical impact on the environment. The City Council concurs in these findings and adopts them as its own. The City Council, therefore, directs that a Notice of Exemption be filed with the County Clerk of the County of Sonoma in accordance with CEQA Guidelines.

SECTION 4. Severability.

If any section, subsection, subdivision, sentence, clause, phrase, or portion of this Ordinance for any reason is held to be invalid or unconstitutional by the decision of any court of competent jurisdiction, such decision shall not affect the validity of the remaining portions of this Ordinance. The City Council hereby declares that it would Agenda Item #8.1:

19 Ord. Title 19 SMC 2023
Error! Unknown document property name.
have adopted this Ordinance, and each section, subsection, subdivision, sentence, clause, phrase, or portion thereof, irrespective of the fact that any one or more sections, subsections, subdivisions, sentences, clauses, phrases, or portions thereof be declared invalid or unconstitutional.

SECTION 5. Effective Date.

This ordinance shall take effect thirty (30) days after passage thereof.

SECTION 6. Publication.

This ordinance shall be published in accordance with the provisions of Government Code section 36933, subdivision (c)(1).

SECTION 7. This Ordinance Prevails Where There is Conflict.

To the extent that this Ordinance conflicts with any other provision in the Sonoma Municipal Code or city ordinance (urgency or otherwise), policy or regulation, this Ordinance will control.

APPROVED:
__________________________
Sandra Lowe, Mayor
ATTEST: _________________________
Rebekah Barr, City Clerk
* * * * * *
I HEREBY CERTIFY the foregoing ordinance was duly adopted at a Regular Meeting of the City Council of the City of Sonoma held on the _________________________, 2023 by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

Agenda Item #8.1:

7/12/2023
1 Introduction of
Ordinance for
Parking and
Loading
City Council
July 19, 2023
Background
• Sonoma Municipal Code Chapter 19.48 (Parking and Loading Standards) regulates off-street parking and loading
requirements for various land uses in the City.
• Purpose of these requirements are to:

A. Provide for the general welfare and convenience of persons within the city by ensuring adequate off-street parking and loading facilities to meet the needs generated by
specific uses;
B. Increase public safety by reducing congestion on public streets;
C. Ensure access and maneuverability for emergency
vehicles; and
D. Provide adequate loading facilities to reduce the use of public streets for loading purposes.

City of Sonoma 2
1 2
Agenda Item #8.1:

7/12/2023
2 Background
• Parking standards and requirements last
comprehensively updated in 2003
• City engaged W-Trans (local transportation
engineering and planning firm)
• May 18, 2023 - Planning Commission Study
Session
• June 15, 2023 - Planning Commission
Ordinance Review and Recommended Approval
with Modifications
City of Sonoma 3
Summary
• Ordinance Goals:
– Simplify and relax parking and loading standards
– Address ongoing challenges with development projects
– Increase requirements for bike parking
– Increase flexibility for offsite parking
– Clarify public parking credited to structures fronting the Sonoma Plaza
– General reductions in parking requirements for many land uses, including restaurants
– Update language to address parking requirements for individuals with disabilities
– Add standards for space-efficient parking (mechanical stackers) – Improve requirements for in lieu fees for parking
– Simplification of language for clarity
City of Sonoma 4
3 4
Agenda Item #8.1:

7/12/2023
3 Proposed Amendments
Chapter 19.48 (Parking and Loading Standards)
– Reduced parking required per square foot for most uses – Eliminated parking requirements for outdoor seating at restaurants
– Increased flexibility for offsite parking to be located 600 feet from a land use instead of 300 feet
– Added requirements for bike parking with a parking plan – Clarified parking credits for existing structures on the Plaza – Added standards for space efficient parking
– Expanded language and criteria for use of in lieu fees – Added ability to use Transportation Demand Management City of Sonoma 5
Proposed Amendments
Chapter 19.92 (Definitions)
• Updated definition of persons with disabilities
City of Sonoma 6
5 6
Agenda Item #8.1:

7/12/2023
4 Next Steps
• If Introduced, City Council tentatively scheduled
to Adopt the ordinance on August 2, 2023
• If Adopted Aug 2, will become effective 30 days
after on September 2, 2023
City of Sonoma 7
Recommendation
• Introduce Proposed Parking and Loading
Ordinance
City of Sonoma 8
7 8
Agenda Item #8.1:

City of Sonoma
Agenda Item Summary
Meeting: City Council - 19 Jul 2023
Department
Public Works
Staff Contact
Oriana Hart, PW Admin & Project Manager
Agenda Item Title
Adopt a Resolution Authorizing the City Manager to Approve the Purchase of Eighty-One (81) New Bigbelly Waste Management Solutions Waste Receptacles in the Amount of $158,297.50 to Replace the Outdated Waste Receptacles and Enter into a Contract with a Not to Exceed Amount of $50,000.00 to Install the Receptacles Around the City of Sonoma Plaza Summary
In 2019, the Public Works department and the former Community Services and Environmental Commission (CSEC) began a project to research and recommend an improved design for replacing the existing waste receptacles in Plaza Park. The CSEC planned to collaborate with City staff, the Sonoma County Waste Management Agency, and Sonoma Garbage Collectors to evaluate designs for new waste receptacles in Plaza Park. The goal was to enhance signage, aesthetics, serviceability, and encourage better waste sorting.

After gathering input from the Sonoma County Waste Management Agency and Sonoma Garbage Collectors, City staff collaborated with a vendor capable of manufacturing custom waste receptacles. Together, they designed a three-bay, side-presented waste receptacle.

The City proceeded to apply for a Prop 68 State Grant to finance the replacement of the trash receptacles. In the summer of 2022, the City successfully executed grant agreements with the State, securing $185,015.00. In the fall of 2022, the public works department presented a commercially available version of the custom concept to the City Council for approval and purchase. However, the City Council requested staff to reassess the design and ensure its aesthetic compatibility with Plaza Park.

In 2023, Public Works staff presented various receptacle options to the newly formed Park Recreation and Open Space Commission for their evaluation. At the May 16th, 2023, meeting, the commissioners recommended approving the Big Belly receptacles for the Plaza Enhancement Project.

During the budget process for Fiscal Year 23/24, Public Works proposed using the Prop 68 grant funds to replace all outdated waste receptacles in the City of Sonoma Plaza. If approved, this would authorize the City Manager to place an order with Bigbelly Waste Management Solutions for the manufacture and delivery of eighty-one (81) waste receptacles for twenty-five (25) waste stations. This purchase would allow for the replacement of all current receptacles in the Plaza, with six (6) additional units for maintenance and replacement purposes.

The new receptacles will generally be installed in or near the existing locations of the waste receptacles in Plaza Park. However, there will be an exception for the waste receptacles situated immediately west of the General Vallejo monument along the north-central perimeter of the Plaza. These receptacles will be removed and replaced with two new receptacles along paved pathways, facilitating pedestrian traffic to the northwest and northeast quadrants of the Plaza, which are farther from the General Vallejo Monument.

Agenda Item #9.1:

To ensure stability and prevent tipping, the new receptacles must be installed on a firm and level surface. Crushed rock pads will be installed and compacted beneath each receptacle.

These pads will abut the existing paved pedestrian pathways and extend beyond the footprint of each new receptacle. Public Works will receive pricing for the installation of the crushed rock pads and assembly of the receptacles. Upon approval, the City Manager will enter into a contract with the chosen contractor to assemble and complete the installation.

The approved design will be updated to adhere to current required color schemes for waste, as well as comply with the recent composting requirements under SB1383. Initially, the action item called for two (2) brown trash receptacles and one (1) blue recycling receptacle at each location.

However, under the final purchasing agreement, the City intends to install three grey receptacles, with the required waste stream colors (black, green, and blue) represented on the doors and tops of the receptacles. Additionally, waste stream educational pictures will be installed on the front of the receptacles.

Recommended Council Action
It is recommended that the City Council approve the purchase of eighty-one (81) receptacles from Bigbelly Waste Management Solutions and authorize the City Manager to enter into a separate contract for a not to exceed amount of $50,000.00 to install the receptacles around the City of Sonoma Plaza.

Alternative Actions
Council Discretion
Financial Impact
The funding for this project in the amount of $185,015.00 is from the Prop 68 grant funding with a general fund match of $46,254.00. The purchase of the receptacle is $158,297.50. The installation of the pads and assembly of the receptacles will be completed through a separate contract for a not to exceed amount of $50,000.00. This project is programed under the City CIP Projects 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 - Bigbelly Waste Receptacles
Quotation - Bigbelly
Presentation - Bigbelly Waste Receptacles
Agenda Item #9.1:

City of Sonoma
RESOLUTION # _____ - 2023

A RESOLUTION OF THE CITY COUNCIL OF SONOMA AUTHORIZING THE CITY

MANAGER TO PURCHASE NEW RECEPTACLES TO REPLACE EXISTING WASTE

RECEPTACLES ON THE PLAZA FROM BIGBELLY WASTE MANAGEMENT

SOLUTIONS AND AUTHORIZE THE CITY MANAGE TO ENTER INTO A SEPARATE

CONTRACT FOR INSTALLATION OF THE WASTE RECEPTACLES IN AN AMOUNT NOT TO EXCEED $50,000.00
WHEREAS, the City has the desire to update the waste receptacles located throughout the plaza as an approved project in the FY23/24 Public Works Capital Improvement Plan; and
WHEREAS, the design for new receptacles has been discussed and approved for recommendation to City Council by the Parks Recreation and Open Space Commission on May 16, 2023 and
WHEREAS, the City applied to the State for funds to replace the receptacles in the City’s Plaza park and was awarded funds from the Parks and Water Bond Act of 2018 (Prop 68) for Park improvements; and
WHEREAS, the City Public Works Department has solicited pricing from numerous venders for the manufacturing and delivery of these receptacles; and NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Sonoma authorizes the City Manager to place an order with Bigbelly Waste Management Solutions in the amount of $158,297.50. The purchase would use with Prop 68 funds from the Public Works Capital Improvement Project account #316-54000-703-70703.

BE IT FURTHER RESOLVED that the City Manager is authorized to enter into a separate contract for the installation of the receptacles for a not to exceed amount of $50,000.00.

ADOPTED this 19th day of July 2023 by the following vote:

AYES:

NOES:

ABSENT:

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

May 4, 2023
Quote Number: Q42141-1

JB / JB
v2023Jan5
150 A St., Suite 103 ▪ Needham, MA 02494 www.bigbelly.com T: 888-820-0300 ▪ F: 781-444-5651 Prices valid for 60 days from above date.

BIGBELLY SYSTEM QUOTATION
Prepared By: Bill To: Ship To:

John Bustamante
Bigbelly Solar City of Sonoma City of Sonoma
150 A St, Ste 103 1 The Plz
Needham, MA 02494 Sonoma, CA 95476 ,
(510) 774-9190
[email protected]
This order includes the following items:

QTY ITEM EXTENDED
PRICE
27 SC5.5/SC5.5/SC5.5 Basic Triple Station with Hoppers, Foot Pedals, and Five Year Warranty $142,357.50 Station pricing includes 7.5% volume discount based on quantity 81 components Shipping & Handling (one time): $15,940.00
Purchase Option Total System Cost*: $158,297.50 USD
* Total does not include applicable sales or use taxes.

Sincerely, John Bustamante
Bigbelly Solar, LLC
Wire Transfer Info: Middlesex Savings Bank. ▪ Acct Name: Big Belly Solar LLC ▪ Account # 166849558 ▪ Routing # 2113712270 ▪ Int’l Swift # MDSXUS3N All Purchase Orders must reference the above Quote Number (upper right).

This Quotation is subject to the attached Terms and Conditions of Sale, which are attached hereto and incorporated herein, and expressly acknowledged and accepted by Customer as signified by the duly authorized signature below.

ACCEPTED AND AGREED BY:

CUSTOMER
By: ____________________________________________
Print Name: _____________________________________
Title: ___________________________________________
Date: ___________________________________________
Agenda Item #9.1:

May 4, 2023
Quote Number: Q42141-1

JB / JB
v2023Jan5
150 A St., Suite 103 ▪ Needham, MA 02494 www.bigbelly.com T: 888-820-0300 ▪ F: 781-444-5651

TERMS AND CONDITIONS OF SALE
Version 9.24.2018
The following Terms and Conditions of Sale (“Agreement”) are applicable to any order placed by Customer pursuant to a valid Bigbelly Quotation (“Quotation”) that is accepted by Bigbelly (“Order”). Acceptance by Customer of this Agreement, which shall be signified by Customer’s duly authorized signature on the face hereof, shall be required for Bigbelly’s acceptance of an Order.

1. SCOPE OF AGREEMENT. Bigbelly, upon acceptance of an Order placed by Customer, will supply the products to be delivered (“Products”) and services to be performed (“Services”) as specified in the Quotation to Customer, pursuant to this Agreement and its attachments. Bigbelly’s acceptance of an Order is expressly limited to the terms and conditions of this Agreement notwithstanding any contrary provision contained in Customer’s purchase orders, acknowledgements or other documents. The details of the Products and Services (e.g. quantity, price, and product specifications) shall be set forth in the relevant Quotation.

2. ON-SITE SERVICES. In the event any on-site services (such as installation, warranty repairs) are required as part of the Products and Services, the additional terms set forth in Attachment A attached hereto shall also apply.

3. PRICE AND PAYMENT. (a) The prices payable by Customer for the Products and Services by Bigbelly under this Agreement will be specified in the applicable Quotation.

Unless otherwise expressly stated in a Quotation, all prices exclude shipping and applicable taxes, all of which are at Customer’s expense. (b) Fees shall become payable upon Bigbelly’s acceptance of an Order, unless otherwise determined by Bigbelly and agreed to in writing. All late payments made outside of the agreed upon payment terms will be subject to interest at the rate of the lesser of (i) eighteen percent (18%) per annum or (ii) the highest amount allowed under applicable law. Where upfront payment is required, Bigbelly further reserves the right to withhold shipment of the Products and delay performance of the Services until full payment is made. Any failure by Bigbelly to provide an invoice in a timely manner shall not affect Customer’s obligation to make payments. (c) Upon reasonable request by Bigbelly, Customer shall provide evidence of its financial capacity and such other information as Bigbelly reasonably requests to determine credit status or credits limits. (d) Customer shall provide notice within five (5) business days of the occurrence of any event which materially affects Customer’s ability to perform its obligations under this Agreement.

4. SHIPPING AND DELIVERY. Unless otherwise specified and agreed in an Order, Products and Services will be delivered FOB Origin (Bigbelly’s manufacturing facility) and will be shipped to Customer at the address provided via carriers selected by Bigbelly at the Customer’s expense. The Parties shall mutually agree on any applicable delivery requirements for all Products and Services specified on an applicable Quotation before such Order will be processed. If no delivery requirements are otherwise specified and agreed, Bigbelly shall process any Order upon receipt of the signed Agreement and Customer’s fulfillment of any other order processing requirements set forth by Bigbelly in its sole discretion.

5. INSPECTION AND ACCEPTANCE. Customer shall promptly inspect the Products and Services upon delivery or completion. In the event Products or Services are received damaged, defective or not to specification, Customer shall provide Bigbelly with prompt notice of the alleged deficiencies in the Products or performance of Services under the Quotation or this Agreement and Bigbelly shall have a reasonable opportunity to cure any such alleged non-conformance.

6. SOFTWARE LICENSE. Customer’s use of the software provided as a Product and Service (“Software”) is subject to the CLEAN Software License Agreement that accompanies delivery of the Software. All applicable terms, provisions and agreements set forth in the CLEAN Software License Agreement are hereby incorporated herein by reference with the same force and effect as though fully set forth herein. To the extent that the terms set forth in this Agreement are inconsistent with the terms of the CLEAN Software License Agreement, the terms set forth herein shall apply.

7. WARRANTY. Bigbelly warrants the Products and Services provided pursuant to a Quotation and this Agreement against manufacturer defects or defects in workmanship, under normal use and service, subject to the exclusions, limitations and conditions set forth in the Bigbelly Standard Limited Warranty.

8. BREACH. In addition to all other rights to which a party is entitled under this Agreement, if either party breaches any term of the Quotation or this Agreement, the nonbreaching party shall have the right to: (a) terminate the Quotation immediately upon written notice to the other party; and (b) seek to obtain injunctive relief to prevent such breach or to otherwise enforce the terms of this Agreement. Failure to properly demand compliance or performance of any term of the Quotation or this Agreement shall not constitute a waiver of Bigbelly’s rights hereunder and prior to any claim for damages being made for non-conformance or breach, Customer shall provide Bigbelly with prompt notice of any alleged deficiencies in the Products or performance of Services under the Quotation or this Agreement and Bigbelly shall have a reasonable opportunity to cure any such alleged nonconformance or breach.

9. LIMITATIAON OF LIABILITY. IN NO EVENT SHALL BIGBELLY BE LIABLE HEREUNDER FOR INCIDENTAL, SPECIAL, INDIRECT, CONSEQUENTIAL, OR PUNITIVE DAMAGES EVEN IF ADVISED IN ADVANCE OF THE POSSIBILITY FOR SUCH DAMAGES. BIGBELLY’S MAXIMUM AGGREGATE LIABILITY FOR DAMAGES UNDER THIS AGREEMENT AND ANY QUOTATION SHALL BE LIMITED TO THE TOTAL FEES PAID BY CUSTOMER UNDER THE QUOTATION UPON WHICH A CLAIM IS BASED.

10. INDEMNIFICATION. Each party, as Indemnitor, shall indemnify, defend and hold harmless the other party, as Indemnitee, its officers, directors, employees, agents, subsidiaries, and other affiliates from and against any and all claims, damages, liabilities, and expenses (including attorney fees) arising from any third-party claim based on Indemnitor’s (or its agent’s) breach of any representation, warranty, covenant, agreement, or obligation under the Quotation or this Agreement, or Indemnitor’s (or its agent’s) grossly negligent and/or willful acts or omissions in carrying out its obligations under the Quotation or the Agreement; provided that in no event shall Bigbelly be responsible for any claims arising out of its compliance with instructions, requirements, or specifications provided by or required by Customer (including the use of information, artwork, logos, and/or trademarks provided by Customer). Neither party will be responsible for indemnifying another party hereto where the basis of the indemnity claim arises out of such other party’s own negligence or willful misconduct.

11. CUSTOMER MATERIALS AND DATA. (a) Customer represents and warrants that any matter it furnishes for the Products or performance of the Services by Bigbelly does not infringe any copyright or trademark or other intellectual property rights of any third party nor does it otherwise violate any laws or infringe the rights of any third party. (b) Customer warrants that it has the right to use, and to have Bigbelly use on behalf of Customer, any data provided to Bigbelly by Customer, including specifically customer names, identifying information, addresses and other contact information and related personal information.

12. INTELLECTUAL PROPERTY. Any and all inventions, discoveries, patents, copyrights, trademarks and trade names, commercial symbols, trade secrets, know-how, work product and information or other intellectual property embodying proprietary data existing and owned by Bigbelly as of the date of the Quotation, or made or conceived by employees, consultants, representatives or agents of Bigbelly during the term of this Agreement, shall be and remain at all times the sole and exclusive property of Bigbelly. Customer will obtain no rights thereto other than the limited rights set forth in this Agreement. Without limiting the generality of the foregoing, the parties agree that Bigbelly will own all Software, including all modifications, upgrades and enhancements thereto made during the term of this Agreement.

13. FORCE MAJEURE. Any delay or failure of either party to perform its obligations (other than Customer’s payment obligation) shall be excused if such failure is caused by an extraordinary event or occurrence beyond the control of the nonperforming party, such as acts of God, fires, floods, windstorms, explosions, natural disasters, wars and sabotage. Each party shall promptly notify the other of the reason for the delay and use its best efforts in curing such cause and shall take all action practicable to minimize the adverse impact of the delay on the other party.

14. GOVERNING LAW. Each Quotation and this Agreement shall be governed and construed and enforced in accordance with the laws of the Commonwealth of Massachusetts, without reference to its conflicts of law principles. The Parties further agree (i) that any dispute, controversy or claim arising out of or related to this Agreement shall be brought and settled in the state or federal courts located in Boston, Massachusetts; (ii) to irrevocably submit to the exclusive jurisdiction of any such court; and (iii) to waive any right to a jury trial in any litigation arising out of or related to this Agreement.

15. COMPLIANCE. Each party shall comply with all state, federal and local laws and regulations applicable to its performance hereunder.

16. ASSIGNMENT. Customer may not assign its rights or obligations under this Agreement without the prior written consent of Bigbelly. Pursuant to a valid assignment, the terms and conditions of this Agreement shall inure to the benefit of and be binding upon the respective successors and assigns of the Parties.

17. AMENDMENT AND WAIVER. This Agreement shall not be amended or modified in any way except by a subsequent written agreement signed by authorized persons of both Parties. Any amendment or waiver effected in accordance with this section shall be binding upon the Parties and their respective successors and assigns. The waiver by a Party of any breach by the other Party will not operate or be interpreted as a waiver of any other or subsequent breach, nor shall the failure or delay in exercising any right or seeking any remedy hereunder operate as a waiver thereof.

18. SEVERABILITY. If any provision of this Agreement is determined by any court of competent jurisdiction to be invalid or unenforceable, in whole or in part, such provision shall be interpreted to the maximum extent to which it is valid and enforceable, and the remaining provisions of this Agreement shall continue in full force and effect and not be affected thereby.

19. SURVIVAL. In the event any provision of the Quotation or this Agreement is held by a tribunal of competent jurisdiction to be contrary to the law, the remaining provisions of the Order or this Agreement will remain in full force and effect. All sections herein relating to payment, ownership, confidentiality, indemnification and duties of defense, representations and warranties, waiver, waiver of jury trial and provisions which by their terms extend beyond the Term shall survive the termination of the Order and this Agreement.

20. NOTICE. Any notice required to be delivered pursuant to this Agreement shall be deemed given when personally delivered to recipient thereof or mailed by registered mail or certified mail, return receipt requested, to the addresses on the Quotation or to such address as either party may designate in the future.

Agenda Item #9.1:

May 4, 2023
Quote Number: Q42141-1

JB / JB
v2023Jan5
150 A St., Suite 103 ▪ Needham, MA 02494 www.bigbelly.com T: 888-820-0300 ▪ F: 781-444-5651

21. ENTIRE AGREEMENT. Each Quotation, together with this Agreement including the Attachments, constitute the entire agreement between the Parties regarding the subject matter hereof and merges and supersede all prior agreements, oral and written, understandings, commitments and writings. Any Order, purchase order or other ordering or acceptance document issued by Customer is for administrative purposes only and does not form part of this Agreement or amend the terms hereof. In the event of any ambiguity or conflict between any of the terms and conditions contained in this Agreement and the terms and conditions contained in an Order, the terms and conditions of this Agreement shall control. The Quotation or this Agreement may not be amended, supplemented, changed, or modified, except by agreement in writing signed by the parties to be bound thereby.

22. COUNTERPARTS. This Agreement may be executed in counterparts, each of which shall be deemed an original and together shall constitute one instrument.

ATTACHMENT A

ADDITIONAL TERMS FOR ON-SITE SERVICES
In the event Bigbelly or its authorized service provides must come on-site to Customer’s property in order to perform certain services as part of the Products or Services, the Parties agree that the following terms and conditions shall also apply, as applicable.

For purposes of this Attachment A, the ‘Agreement’ shall mean the Terms and Conditions of Sale executed between the Parties to which this Attachment A is affixed. The meaning of capitalized and undefined terms appearing herein shall be as set forth in the Agreement unless otherwise indicated. In the event of a conflict between this Attachment A and the Agreement, the terms and conditions of this Attachment A shall prevail solely with respect to the subject matter herein. The terms and conditions of this Attachment A are hereby incorporated into the Agreement by reference.

1. INFORMATION AND ACCESS. Customer agrees that Bigbelly’s ability perform the Services under the Agreement in a timely manner is dependent upon access to Customer’s installation information and locations. Deadlines imposed by the Agreement shall be extended in the event that Customer fails to provide such information and/or access to Bigbelly in a timely manner.

2. SITE PREPARATION. Customer agrees to provide a poured concrete pad if the intended installation surface does not meet Bigbelly’s specifications. If Customer’s installation surface does not meet such specifications, any additional cost associated with Bigbelly’s efforts to properly prepare the surface will be at Customer’s expense. It is the Customer’s responsibility to remove, at Customer’s expense, existing bins or any other items from the locations where Bigbelly stations will be installed.

3. INSTALLATION. Bigbelly will install the equipment at mutually agreed upon locations, including semi-permanent attachment to the ground. Installation will be in accordance with the delivery and installation schedule agreed to by the Parties prior to commencement of the Services.

4. INSURANCE. Bigbelly shall maintain, during its performance of the Services provided hereunder, liability insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the Services hereunder by Bigbelly. Bigbelly shall furnish copies of such insurance policies upon request.

Agenda Item #9.1:

7/13/2023
1 New Waste
Receptacles for the
Sonoma Plaza
Existing Receptacle Locations
1 2
Agenda Item #9.1:

7/13/2023
2 Proposed Receptacle Locations
Existing & Proposed Size & ADA Comparison
Waste Receptacle  must be accessible
(15” – 48” Above the Ground)
3 4
Agenda Item #9.1:

7/13/2023
3 5
6 Agenda Item #9.1:

7/13/2023
4 Plaza ‐ Duck
Pond
Plaza –
Pathway to City
Hall
7 8
Agenda Item #9.1:

7/13/2023
5 Plaza Enhancement Project Budget
Expense
Purchase Trash Cans    $158,297.50
Installation $  50,000.00
Total $208,297.50
Funding
Prop 68 Grant $185,015.00
City Match (GF 304 ‐ FY22/23) $  46,254.00
Total $231,269.00
Recommended Council Action
It is recommended that the City Council approve the purchase of eighty‐one (81) receptacles from Big Bellybelly Waste Management Solutions to replace the outdated waste containers on the Plaza and authorize the City Manager to enter into a separate contract for the installation of the trash receptacles for an amount not to exceed $50,000.00.
9 10
Agenda Item #9.1: