Sonoma City Council
March 19, 2025

City Council:

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

REGULAR MEETING AGENDA

OF THE SONOMA CITY COUNCIL
City Council Chambers, 177 First Street West
Wednesday, March 19, 2025
https://us06web.zoom.us/j/84876986131
6:00 PM Regular Meeting

ACCESSING PUBLIC MEETINGS
As a public service to the community, City Council meetings are held in-person, and viewable through a live webcast on the City’s CivicWeb Portal at https://sonomacity.civicweb.net/Portal/Video.aspx, City of Sonoma YouTube channel at https://www.youtube.com/channel/UChZjUrg2rNLYxTgQHhFy-Tg, and televised on Comcast Cable Channel 27. Members of the public can also view the meeting via ZOOM, at https://us06web.zoom.us/j/84876986131.

If a technical issue arises with Zoom video or the listening phone dial-in option, the City Council meeting will continue unless a Council Member is participating remotely pursuant to the provisions of Assembly Bill 2449.

Members of the public who wish to address the Council by providing public comments during the meeting may do so in-person in the Council Chambers at 177 First Street West, where the meeting is being publicly held. As an alternative, members of the public may also provide written public comment submitted via the City’s online Public Comment form at https://sonomacity.civicweb.net/Portal/CitizenEngagement.aspx or by email to:
[email protected]
PROCESS FOR COMMENTS FROM THE PUBLIC: There will be two opportunities for members of the public to address items not appearing on the agenda. The early public comment period, Agenda Item 1, will be limited to ten speakers. Each speaker will be allowed up to two minutes. Speakers who do not have an opportunity to speak during the first public comment section will be allowed to make their comments during the later public comment period, Agenda Item 10, provided there were more than 10 people in the first public comment section. When the Mayor announces these agenda items, please form a line to speak.

In the event a Council Member participates remotely for just cause or an emergency circumstance under Assembly Bill 2449, the City will allow for public comment through the Zoom link.

In accordance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the City Clerk (707) 933-2216. Notification 48 hours before the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting.

Be Courteous - TURN OFF your cell phones and watches while the meeting is in session.

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

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

Page

REGULAR MEETING

CONVENE, CALL TO ORDER & PLEDGE OF ALLEGIANCE

REPORT ON CLOSED SESSION

APPROVAL OF THE AGENDA
ROLL CALL (Wellander, Ding, Lowe, Gurney, Farrar-Rivas)

1. PUBLIC HEARING

1.1: Presentation and Fourth Public Hearing to Review and Gather Feedback on Draft Boundary Maps of the City’s Voting Districts Pursuant to Elections Code Section 10010 (a)(1) California Voting Rights Act (David Guhin, City Manager & Rebekah Barr, MMC, City Clerk)
RECOMMENDATION:

Staff recommends that the City Council:

1. Receive the presentation of the revised preferred draft maps.

2. Provide feedback and direction on the draft maps, identifying preferred map.

3. Provide feedback and direction on the council district numbering and sequencing.

Agenda Report - Public Hearing #4 - By-District Elections - Pdf 6 - 40

2. COMMENTS FROM THE PUBLIC
At this this time members of the public may address the Council on matters not listed on this agenda, but which are within the subject matter jurisdiction of the Council. This public comment period will be limited to ten speakers. Each speaker will be allowed up to two minutes.

Speakers who do not have an opportunity to speak during the first public comment section will be allowed to make their comments during the later public comment period, Agenda Item 10, provided there were more than 10 people in the first public comment section. When the Mayor announces these agenda items, please form a line to speak.

Under State Law, unless otherwise permitted under the Ralph M. Brown Act, the merits of the matters presented under this item cannot be discussed or acted upon by the City Council at this time. For items appearing on the agenda, the public will be invited to make comments at the time the item comes up for Council consideration. Please begin by stating your name.

3. MEETING DEDICATIONS

4. COUNCILMEMBERS’ REPORTS AND COMMENTS
Committee Reports - Council Members are appointed to various boards and committees - local, county-wide and regional. Any updates from a council member will be shared at this time.

A list of all appointments is available on our City Website for easy reference.

Council Members may also make appointments to city commissions at this time.

5. CITY MANAGER COMMENTS AND ANNOUNCEMENTS

6. CITY ATTORNEY COMMENTS

6. PRESENTATIONS

6.1: Proclamation Designating the Week of March 16 - 22, 2025 as National Surveyor's Week in the City of Sonoma

6.2: Presentation by Sonoma Water on the FY 2025-2026 Proposed Budget & Rates - Water Transmission System
Sonoma Water Presentation
41 - 52

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

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

7.2: Receive Minutes from the Special Meeting of January 30, 2025 and the Special and Regular Meetings of March 5, 2025 (Rebekah Barr, MMC, City Clerk)
RECOMMENDATION: Receive the Minutes.

01.30.2025 Special Meeting Minutes

03.05.2025 Special Meeting Minutes

03.05.2025 Regular Meeting Minutes
53 - 57

7.3: Accept the Expenditure Report for the Month of February 2025 (Prapti Aryal, Finance Director)
RECOMMENDATION: Accept report.

Agenda Report - Expenditure Report - February 2025 - Pdf 58 - 64

7.4: Adopt a Resolution Approving and Consenting to the Use of City Streets for the July 4th Parade on Friday, July 4, 2025 (Lisa Janson, Senior Management Anaylst)
RECOMMENDATION: Adopt the resolution.

Agenda Report - Use of Streets for July 4th Parade - Pdf 65 - 100

7.5: Adopt a Resolution Approving an Application for Temporary Use of City Streets for the 2025 Valley of the Moon Vintage Festival 5K Foot Race and the Sonoma Volunteer Fire Fighters Association Annual Water Fights September 27, 2025 (Lisa Janson, Senior Management Analyst)
RECOMMENDATION: Adopt the resolution.

Agenda Report - Vintage Festival Street Use - Pdf
101 - 135

7.6: Adopt Resolution Adopting a New City of Sonoma Master Tree List (Ashley Cotter, Public Works Administrative & Project Manager)
RECOMMENDATION: Adopt the resolution.

Agenda Report - Adopt Master Tree List - Pdf
136 - 140

7.7: Adopt a Resolution Authorizing the City Manager to Execute a Professional Services Agreement with BKF Engineers in the amount of $39,888 for the Plaza Park Topographical Survey and a Resolution Authorizing a Budget Adjustment in the Amount of $43,877.00 (Ashley Cotter, Public Works Administrative & Project Manager)
RECOMMENDATION: Adopt the resolution.

Agenda Report - Plaza Topographic Survey Award and Budget Adjustment - Pdf
141 - 183

7.8: Adopt a Resolution Approving an Administrative Policy for Unpaid Closed Water Accounts and Collections Procedure (Prapti Aryal, Finance Director) RECOMMENDATION: Adopt the resolution.

Agenda Report - Admin Policy - Unpaid Closed Water Accounts & Collections Procedure - Pdf
184 - 189

8. PUBLIC HEARING

8.1: Public Hearing to Introduce an Ordinance Repealing Sections 2.08.260,

2.08.270, and 2.08.280 and Amending Sections 2.10.020 and 2.10.030 of the Sonoma Municipal Code Pertaining to the City's Finance Director and Treasurer Duties (Rebekah Barr, MMC, City Clerk)
RECOMMENDATION: Introduce the ordinance repealing Sections 2.08.260,

2.08.270, and 2.08.280 and amending Sections 2.10.020 and 2.10.030 of the Sonoma Municipal Code pertaining to the City's Finance Director and Treasurer Duties.

Agenda Report - City Treasurer Designation - Pdf
190 - 194

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

9.1: Adopt a Resolution to Accept a Lumber Donation From Sonoma Raceway for Refurbishment of Benches in the Sonoma Plaza Amphitheater and Park (Mike Berger, Public Works Director)
RECOMMENDATION: Adopt a resolution accepting the lumber donation from Sonoma Raceway to the City of Sonoma for the Plaza Bench Refurbishment project.

Agenda Report - Sonoma Raceway Lumber Donation - Pdf
195 - 201

9.2: City of Sonoma General Plan Annual Progress Report and Direct Staff to Distribute to the California Department of Housing and Community Development (HCD) and the Governor’s Office of Land Use and Climate Innovation (LCI) (Diane Levine, Associate Planner)
RECOMMENDATION: Accept the City of Sonoma General Plan Annual Progress Report and Direct Staff to Distribute to the California Department of Housing and Community Development (HCD) and the Governor’s Office of Land Use and Climate Innovation (LCI).

Agenda Report - General Plan APR 2024 - Pdf
202 - 262

10. SECOND PUBLIC COMMENT (ONLY REQUIRED IF EARLIER PUBLIC SPEAKERS

REMAIN)
At this this time members of the public who did not have the opportunity to speak during the early comment period may address the Council on matters not listed on this agenda, but which are within the subject matter jurisdiction of the Council. Each speaker will be allowed up to two minutes. Please form a line to speak.

Under State Law, unless otherwise permitted under the Ralph M. Brown Act, the merits of the matters presented under this item cannot be discussed or acted upon by the City Council at this time. For items appearing on the agenda, the public will be invited to make comments at the time the item comes up for Council consideration. Please begin by stating your name.

11. ADJOURNMENT
I do hereby certify that a copy of the foregoing agenda was posted as legally required. Monique Saviez Burns, Deputy City Clerk
*********************************************************************************************************************************** Copies of all staff reports and documents subject to disclosure that relate to any item of business referred to on the agenda are usually available for public inspection the Wednesday before each regularly scheduled meeting at City Hall, located at No. 1 The Plaza, Sonoma CA. Any documents subject to disclosure that are provided to all, or a majority of all, of the members of the City Council regarding any item on this agenda after the agenda has been distributed will be made available for inspection at the City Clerk’s office, No. 1 The Plaza, Sonoma CA during regular business hours. If you challenge the action of the City Council in court, you may be limited to raising only those issues you or someone else raised at the public hearing described on the agenda or in written correspondence delivered to the City Clerk at or prior to the public hearing.

In accordance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the City Clerk (707) 933-2216. Notification 48 hours before the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting.

City of Sonoma's Commission and Committee Roster: 2024 Commission _ Committees Roster 12.19.2024 Appointments to Commission/Committees: The Council may establish and make appointments to a Council committee (made up of two Council Members) with respect to any item appearing on this agenda.

Closed Session: If action is taken during a Closed Session meeting that is required to be reported out at this meeting, the Council will return to Open Session and report out immediately. However, if the Council is unable to do so due to time constraints, it will report out at the immediately following Regular Council Meeting under "REPORT ON CLOSED SESSION".

Motion for Consideration: A Council Member voting with the majority on any item appearing on this agenda may move for reconsideration of that vote provided the motion is in conformance with the rules adopted by the Council governing such motions.

City of Sonoma
Agenda Item Summary
Meeting: City Council - 19 Mar 2025
Department
Administration
Staff Contact
David Guhin, City Manager
Rebekah Barr, MMC, City Clerk
Agenda Item Title
Presentation and Fourth Public Hearing to Review and Gather Feedback on Draft Boundary Maps of the City’s Voting Districts Pursuant to Elections Code Section 10010 (a)(1) California Voting Rights Act
Summary
On March 5th, 16 maps were presented for council consideration - these included 7 maps for four districts and 9 maps for five districts. The City Council came to a consensus that there would be five districts and selected Draft Map B as the preferred option for further consideration. Input on possible revisions was given to the consultant who has provided a revised version, Draft Map B2, in addition to the original Draft Map B.

At this Fourth Public Hearing, both versions of the preferred map will be reviewed, and staff is seeking a final selection of a district map. Also, at this meeting the City Council is being asked to review the numbering and sequence of the district. Numbering is the process where each council district will be identified, and sequencing determines when each council district is up for election.

BACKGROUND
At its Special City Council meeting on December 4, 2024, the Sonoma City Council adopted Resolution #98-2024, initiating the transition from an "at-large" election system—where all registered voters in the City vote for all Council Members, regardless of residence—to a "district-based" system. Under the new system, voters in each district will elect a Council Member who resides within that district.

Although there is no evidence suggesting that Sonoma’s current election system violates the California Voting Rights Act (CVRA) or any other law, the City has chosen to transition voluntarily. This proactive approach aims to mitigate potential legal risks, similar to challenges faced by other cities across California.

The resolution not only declared the City's intent to transition to by-district elections but also included a timeline and authorized the retention of a professional demographer to guide the City through the process. Following a review of three proposals, the City Manager selected Redistricting Partners to assist with this effort.

Public Engagement Process
The CVRA establishes a structure for public engagement, requiring five public hearings:

1. Two hearings before any draft maps are drawn to gather public input.

2. Two hearings after draft maps are published to consider public feedback and refine the maps.

Agenda Item #1.1:

3. A final hearing to adopt a map that has been made public at least seven days prior to adoption.

Redistricting Partners is collaborating with the City to conduct presentations, gather and document public input, and utilize these hearings to determine initial criteria for draft maps as well as amend maps based on public feedback.

The adjusted timeline for these actions is as follows:
 December 18, 2024 (5:00 PM): Special Meeting for the first public hearing what districting is and how it works (City Council Chambers). (COMPLETED)  January 15, 2025 (6:00 PM): Second public hearing to gather feedback on election structure, use of mapping tools, and public engagement on communities of interest. (COMPLETED)
 February 26, 2025: Publication of draft district maps for public review on the City's website. (COMPLETED)
 March 5, 2025: Third public hearing to review the draft maps published February 26, 2025, and discuss feedback.(COMPLETED)
 March 19, 2025: Fourth public hearing for the City Council to select a preferred district map.
 April 2, 2025: City Council adoption of the ordinance to implement district-based elections.

Recommended Council Action
Staff recommend that the City Council:

1. Receive the presentation of the revised preferred draft maps.

2. Provide feedback and direction on the draft maps, identifying the preferred map.

3. Provide feedback and direction on the council district numbering and sequencing.

Alternative Actions
Council discretion.

Financial Impact
There is no financial impact resulting from this action.

Environmental Review Status
Environmental Impact Report
Negative Declaration
Exempt
Not Applicable
Approved/Certified
No Action Required
Action Requested
Attachments
Draft-B
Draft-B2
Draft-B2-Changes
District Presentation
Agenda Item #1.1:

City of Sonoma
Draft B
Agenda Item #1.1:

City of Sonoma
Draft B
1 2 3 4 5
Population 2,200 2,147 2,088 2,142 2,184
Deviation 48 -5 -64 -10 32
Deviation % 2.2% -0.2% -3.0% -0.5% 1.5%
Other 1,615 1,650 1,763 1,711 1,559
Other % 73.4% 76.9% 84.4% 79.9% 71.4%
Latino 487 417 290 337 548
Latino % 22.1% 19.4% 13.9% 15.7% 25.1%
Asian 84 73 24 70 64
Asian % 3.8% 3.4% 1.1% 3.3% 2.9%
Black 14 7 11 24 13
Black % 0.6% 0.3% 0.5% 1.1% 0.6%
2020 Census
1 2 3 4 5
Total CVAP 1,499 1,985 2,166 1,911 1,692
Other CVAP 1,372 1,644 2,009 1,540 1,343
Other CVAP % 91.5% 82.8% 92.8% 80.6% 79.4%
Latino CVAP 96 216 150 350 246
Latino CVAP % 6.4% 10.9% 6.9% 18.3% 14.5%
Asian CVAP 12 33 7 12 103
Asian CVAP % 0.8% 1.7% 0.3% 0.6% 6.1%
Black CVAP 19 92 0 9 0
Black CVAP % 1.3% 4.6% 0.0% 0.5% 0.0%
Citizen Voting Age Population (CVAP)
Agenda Item #1.1:

City of Sonoma
Draft B
District 1
Other % Latino % Asian % Black %
2020 Census
Other % Latino % Asian % Black %
Citizen Voting Age Population
Population Deviation Deviation % Other Other % Latino Latino % Asian Asian % Black Black % 2,200 48 2.2% 1,615 73.4% 487 22.1% 84 3.8% 14 0.6%
Total CVAP Other CVAP Other CVAP % Latino CVAP Latino CVAP % Asian CVAP Asian CVAP % Black CVAP Black CVAP % 1,499 1,372 91.5% 96 6.4% 12 0.8% 19 1.3%
Agenda Item #1.1:

City of Sonoma
Draft B
District 2
Other % Latino % Asian % Black %
2020 Census
Other % Latino % Asian % Black %
Citizen Voting Age Population
Population Deviation Deviation % Other Other % Latino Latino % Asian Asian % Black Black % 2,147 -5 -0.2% 1,650 76.9% 417 19.4% 73 3.4% 7 0.3%
Total CVAP Other CVAP Other CVAP % Latino CVAP Latino CVAP % Asian CVAP Asian CVAP % Black CVAP Black CVAP % 1,985 1,644 82.8% 216 10.9% 33 1.7% 92 4.6%
Agenda Item #1.1:

City of Sonoma
Draft B
District 3
Other % Latino % Asian % Black %
2020 Census
Other % Latino % Asian % Black %
Citizen Voting Age Population
Population Deviation Deviation % Other Other % Latino Latino % Asian Asian % Black Black % 2,088 -64 -3.0% 1,763 84.4% 290 13.9% 24 1.1% 11 0.5%
Total CVAP Other CVAP Other CVAP % Latino CVAP Latino CVAP % Asian CVAP Asian CVAP % Black CVAP Black CVAP % 2,166 2,009 92.8% 150 6.9% 7 0.3% 0 0.0%
Agenda Item #1.1:

City of Sonoma
Draft B
District 4
Other % Latino % Asian % Black %
2020 Census
Other % Latino % Asian % Black %
Citizen Voting Age Population
Population Deviation Deviation % Other Other % Latino Latino % Asian Asian % Black Black % 2,142 -10 -0.5% 1,711 79.9% 337 15.7% 70 3.3% 24 1.1%
Total CVAP Other CVAP Other CVAP % Latino CVAP Latino CVAP % Asian CVAP Asian CVAP % Black CVAP Black CVAP % 1,911 1,540 80.6% 350 18.3% 12 0.6% 9 0.5%
Agenda Item #1.1:

City of Sonoma
Draft B
District 5
Other % Latino % Asian % Black %
2020 Census
Other % Latino % Asian % Black %
Citizen Voting Age Population
Population Deviation Deviation % Other Other % Latino Latino % Asian Asian % Black Black % 2,184 32 1.5% 1,559 71.4% 548 25.1% 64 2.9% 13 0.6%
Total CVAP Other CVAP Other CVAP % Latino CVAP Latino CVAP % Asian CVAP Asian CVAP % Black CVAP Black CVAP % 1,692 1,343 79.4% 246 14.5% 103 6.1% 0 0.0%
Agenda Item #1.1:

City of Sonoma
Draft B2
Agenda Item #1.1:

City of Sonoma
Draft B2
1 2 3 4 5
Population 2,200 2,147 2,088 2,059 2,267
Deviation 48 -5 -64 -93 115
Deviation % 2.2% -0.2% -3.0% -4.3% 5.3%
Other 1,615 1,650 1,763 1,642 1,628
Other % 73.4% 76.9% 84.4% 79.7% 71.8%
Latino 487 417 290 325 560
Latino % 22.1% 19.4% 13.9% 15.8% 24.7%
Asian 84 73 24 70 64
Asian % 3.8% 3.4% 1.1% 3.4% 2.8%
Black 14 7 11 22 15
Black % 0.6% 0.3% 0.5% 1.1% 0.7%
2020 Census
1 2 3 4 5
Total CVAP 1,499 1,985 2,166 1,842 1,761
Other CVAP 1,372 1,644 2,009 1,475 1,408
Other CVAP % 91.5% 82.8% 92.8% 80.1% 80.0%
Latino CVAP 96 216 150 346 250
Latino CVAP % 6.4% 10.9% 6.9% 18.8% 14.2%
Asian CVAP 12 33 7 12 103
Asian CVAP % 0.8% 1.7% 0.3% 0.7% 5.8%
Black CVAP 19 92 0 9 0
Black CVAP % 1.3% 4.6% 0.0% 0.5% 0.0%
Citizen Voting Age Population (CVAP)
Agenda Item #1.1:

City of Sonoma
Draft B2
District 1
Other % Latino % Asian % Black %
2020 Census
Other % Latino % Asian % Black %
Citizen Voting Age Population
Population Deviation Deviation % Other Other % Latino Latino % Asian Asian % Black Black % 2,200 48 2.2% 1,615 73.4% 487 22.1% 84 3.8% 14 0.6%
Total CVAP Other CVAP Other CVAP % Latino CVAP Latino CVAP % Asian CVAP Asian CVAP % Black CVAP Black CVAP % 1,499 1,372 91.5% 96 6.4% 12 0.8% 19 1.3%
Agenda Item #1.1:

City of Sonoma
Draft B2
District 2
Other % Latino % Asian % Black %
2020 Census
Other % Latino % Asian % Black %
Citizen Voting Age Population
Population Deviation Deviation % Other Other % Latino Latino % Asian Asian % Black Black % 2,147 -5 -0.2% 1,650 76.9% 417 19.4% 73 3.4% 7 0.3%
Total CVAP Other CVAP Other CVAP % Latino CVAP Latino CVAP % Asian CVAP Asian CVAP % Black CVAP Black CVAP % 1,985 1,644 82.8% 216 10.9% 33 1.7% 92 4.6%
Agenda Item #1.1:

City of Sonoma
Draft B2
District 3
Other % Latino % Asian % Black %
2020 Census
Other % Latino % Asian % Black %
Citizen Voting Age Population
Population Deviation Deviation % Other Other % Latino Latino % Asian Asian % Black Black % 2,088 -64 -3.0% 1,763 84.4% 290 13.9% 24 1.1% 11 0.5%
Total CVAP Other CVAP Other CVAP % Latino CVAP Latino CVAP % Asian CVAP Asian CVAP % Black CVAP Black CVAP % 2,166 2,009 92.8% 150 6.9% 7 0.3% 0 0.0%
Agenda Item #1.1:

City of Sonoma
Draft B2
District 4
Other % Latino % Asian % Black %
2020 Census
Other % Latino % Asian % Black %
Citizen Voting Age Population
Population Deviation Deviation % Other Other % Latino Latino % Asian Asian % Black Black % 2,059 -93 -4.3% 1,642 79.7% 325 15.8% 70 3.4% 22 1.1%
Total CVAP Other CVAP Other CVAP % Latino CVAP Latino CVAP % Asian CVAP Asian CVAP % Black CVAP Black CVAP % 1,842 1,475 80.1% 346 18.8% 12 0.7% 9 0.5%
Agenda Item #1.1:

City of Sonoma
Draft B2
District 5
Other % Latino % Asian % Black %
2020 Census
Other % Latino % Asian % Black %
Citizen Voting Age Population
Population Deviation Deviation % Other Other % Latino Latino % Asian Asian % Black Black % 2,267 115 5.3% 1,628 71.8% 560 24.7% 64 2.8% 15 0.7%
Total CVAP Other CVAP Other CVAP % Latino CVAP Latino CVAP % Asian CVAP Asian CVAP % Black CVAP Black CVAP % 1,761 1,408 80.0% 250 14.2% 103 5.8% 0 0.0%
Agenda Item #1.1:

City of Sonoma
Draft B2 with Draft B overlay
Agenda Item #1.1:

City of Sonoma
Draft B2 with Draft B overlay
1 2 3 4 5
Population 2,200 2,147 2,088 2,059 2,267
Deviation 48 -5 -64 -93 115
Deviation % 2.2% -0.2% -3.0% -4.3% 5.3%
Other 1,615 1,650 1,763 1,642 1,628
Other % 73.4% 76.9% 84.4% 79.7% 71.8%
Latino 487 417 290 325 560
Latino % 22.1% 19.4% 13.9% 15.8% 24.7%
Asian 84 73 24 70 64
Asian % 3.8% 3.4% 1.1% 3.4% 2.8%
Black 14 7 11 22 15
Black % 0.6% 0.3% 0.5% 1.1% 0.7%
2020 Census
1 2 3 4 5
Total CVAP 1,499 1,985 2,166 1,842 1,761
Other CVAP 1,372 1,644 2,009 1,475 1,408
Other CVAP % 91.5% 82.8% 92.8% 80.1% 80.0%
Latino CVAP 96 216 150 346 250
Latino CVAP % 6.4% 10.9% 6.9% 18.8% 14.2%
Asian CVAP 12 33 7 12 103
Asian CVAP % 0.8% 1.7% 0.3% 0.7% 5.8%
Black CVAP 19 92 0 9 0
Black CVAP % 1.3% 4.6% 0.0% 0.5% 0.0%
Citizen Voting Age Population (CVAP)
Agenda Item #1.1:

City of Sonoma
Draft B2 with Draft B overlay
District 1
Other % Latino % Asian % Black %
2020 Census
Other % Latino % Asian % Black %
Citizen Voting Age Population
Population Deviation Deviation % Other Other % Latino Latino % Asian Asian % Black Black % 2,200 48 2.2% 1,615 73.4% 487 22.1% 84 3.8% 14 0.6%
Total CVAP Other CVAP Other CVAP % Latino CVAP Latino CVAP % Asian CVAP Asian CVAP % Black CVAP Black CVAP % 1,499 1,372 91.5% 96 6.4% 12 0.8% 19 1.3%
Agenda Item #1.1:

City of Sonoma
Draft B2 with Draft B overlay
District 2
Other % Latino % Asian % Black %
2020 Census
Other % Latino % Asian % Black %
Citizen Voting Age Population
Population Deviation Deviation % Other Other % Latino Latino % Asian Asian % Black Black % 2,147 -5 -0.2% 1,650 76.9% 417 19.4% 73 3.4% 7 0.3%
Total CVAP Other CVAP Other CVAP % Latino CVAP Latino CVAP % Asian CVAP Asian CVAP % Black CVAP Black CVAP % 1,985 1,644 82.8% 216 10.9% 33 1.7% 92 4.6%
Agenda Item #1.1:

City of Sonoma
Draft B2 with Draft B overlay
District 3
Other % Latino % Asian % Black %
2020 Census
Other % Latino % Asian % Black %
Citizen Voting Age Population
Population Deviation Deviation % Other Other % Latino Latino % Asian Asian % Black Black % 2,088 -64 -3.0% 1,763 84.4% 290 13.9% 24 1.1% 11 0.5%
Total CVAP Other CVAP Other CVAP % Latino CVAP Latino CVAP % Asian CVAP Asian CVAP % Black CVAP Black CVAP % 2,166 2,009 92.8% 150 6.9% 7 0.3% 0 0.0%
Agenda Item #1.1:

City of Sonoma
Draft B2 with Draft B overlay
District 4
Other % Latino % Asian % Black %
2020 Census
Other % Latino % Asian % Black %
Citizen Voting Age Population
Population Deviation Deviation % Other Other % Latino Latino % Asian Asian % Black Black % 2,059 -93 -4.3% 1,642 79.7% 325 15.8% 70 3.4% 22 1.1%
Total CVAP Other CVAP Other CVAP % Latino CVAP Latino CVAP % Asian CVAP Asian CVAP % Black CVAP Black CVAP % 1,842 1,475 80.1% 346 18.8% 12 0.7% 9 0.5%
Agenda Item #1.1:

City of Sonoma
Draft B2 with Draft B overlay
District 5
Other % Latino % Asian % Black %
2020 Census
Other % Latino % Asian % Black %
Citizen Voting Age Population
Population Deviation Deviation % Other Other % Latino Latino % Asian Asian % Black Black % 2,267 115 5.3% 1,628 71.8% 560 24.7% 64 2.8% 15 0.7%
Total CVAP Other CVAP Other CVAP % Latino CVAP Latino CVAP % Asian CVAP Asian CVAP % Black CVAP Black CVAP % 1,761 1,408 80.0% 250 14.2% 103 5.8% 0 0.0%
Agenda Item #1.1:

3/13/2025
1 Draft Maps
March 19, 2025
Agenda
Things we will cover: • Traditional Districting/Redistricting Principles • Draft Maps
• Public Hearing Schedule
• Numbering and Sequencing • What’s Next
1 2
Agenda Item #1.1:

3/13/2025
2 Required Districting Criteria
There are a number of criteria that are required under the FAIR MAPS Act (ranked): • Relatively equal size - people, not citizens • Contiguous – districts should not hop/jump
• Maintain “communities of interest”
• Easily identifiable and understandable lines,
following natural, and man-made boundaries
• Keep districts compact – appearance/function
Traditional redistricting principles used throughout the country and written into state law
Following Up: Mobile Home Community
Last time, we mentioned we’d look into the mobile home
community’s potential percentage within Drafts A and B
• In District 1, over 36% of the
population lives in a mobile home
community
• District 1: over 26% of the population • District 5: 9.2% of the population 3 4
Agenda Item #1.1:

3/13/2025
3 Draft Maps: Draft B
• Total Population Deviation: 5.2% • Similar to public maps ID 278427 and ID 27860
• Communities of Interest kept
intact • Mobile home communities in
the southwest • Renters on the westside of
the city
• Historic plaza area
Redistricting Partners
Sequencing
Even districts: 2026
Odd districts: 2028
5 6
Agenda Item #1.1:

3/13/2025
4 Draft Maps: Draft B2
• Total Population Deviation: 9.6%
• Built off of Draft B to add as
much of the population west of
4 th Street. • Unable to go all the way north
to the city boundary.
7 8
Agenda Item #1.1:

3/13/2025
5 Redistricting Partners
Sequencing
Even districts: 2026
Odd districts: 2028
Redistricting Partners
Sequencing
Even districts: 2026
Odd districts: 2028
9 10
Agenda Item #1.1:

3/13/2025
6 Redistricting Partners
Redistricting Partners
11 12
Agenda Item #1.1:

3/13/2025
7 13
This is one census block is
preventing the map from
following a straight line up to
the city boundary.
14 If you choose to work around
this census block, there are two
main options:
1) Clockwise Population Swaps
2) North/South Population
Change and Clockwise
Population Swaps
13 14
Agenda Item #1.1:

3/13/2025
8 15
Draft B2 Visualization 1
• District 5 goes west
to 1st Street and uses
Spain St as a divider • District 1 goes up to
Spain Street from
Napa Street • Divider between
Districts 2 and 3 is
now Broadway
(previously Nathanson
Creek) • Districts 3 and 4 follow
lines to ensure
populations are
balanced
Visualization 1
Clockwise Population
Swaps:
16 Draft B2 Visualization 1
• District 5 goes west
to 1st Street and uses
Spain St as a divider • District 1 goes up to
Spain Street from
Napa Street • Divider between
Districts 2 and 3 is
now Broadway
(previously Nathanson
Creek) • Districts 3 and 4 follow
lines to ensure
populations are
balanced
Visualization 1
Clockwise Population
Swaps:
15 16
Agenda Item #1.1:

3/13/2025
9 17
Draft B2 Visualization 1
• Dist 1 goes north to
capture mobile home
community and help
balance population
• Dist 5 captures large
census block
• Dist 4 picks up
population from Dist 3 • Dist 3 goes west to
Broadway and picks up
population from Dist 2 • Dist 2 picks up
population from D1
Visualization 2
North/West Population
Change and Clockwise
Population Swaps:
18 Draft B2 Visualization 1
• Dist 1 goes north to
capture mobile home
community and help
balance population
• Dist 5 captures large
census block
• Dist 4 picks up
population from Dist 3 • Dist 3 goes west to
Broadway and picks up
population from Dist 2 • Dist 2 picks up
population from D1
Visualization 2
North/West Population
Change and Clockwise
Population Swaps:
17 18
Agenda Item #1.1:

3/13/2025
10 19
Visualization 2
We can provide further details of these visualizations in Districtr at the City Council’s discretion.

City of Sonoma
First three meetings devoted to community of interest
information gathering and education on districting process Tentative Schedule:

December 18, 2024 Public Hearing #1 (Pre-map)
January 15, 2025 Public Hearing #2 (Pre-map)
February 26, 2025 First draft of maps are published
March 5, 2025 Public Hearing #3 (Post-map)
March 19, 2025 Public Hearing #4 (Post-map)
April 2, 2025 Public Hearing #5: Adoption of Map and
Sequencing 20
19 20
Agenda Item #1.1:

3/13/2025
11 Numbering and Sequencing
Currently (at-large): • Staggered elections
• 2 districts up in 2026
• 3 districts up in 2028
Sequencing determines
when each council
district is up for
election, and then
residents will vote in
those districts every
four years thereafter.
2026 2028
Numbering and Sequencing
Districted Elections: • Even-numbered districts
in 2026
• Odd-numbered districts
in 2028
City Council can renumber
the final map and base
sequencing on numerous
factors: • Public input • Natural election cycles
• Areas historically
underrepresented on the
council
2026 2028
1 3
5 2
4 You will be voting on a final map and numbering at
the next meeting.
21 22
Agenda Item #1.1:

3/13/2025
12 What’s Next
The City Council can make use of these mapping options in a number of ways.

Identify
preferred
plan(s)
• To use as a jumping-off point
with an understanding that
none of these are final plans. It
is an iterative process.

Suggest
possible
changes
•Adjustments can be made
to any of these draft plans
or public maps.

Provide
direction for
new maps
• Demographers will
prepare maps with
your directions for the
next scheduled
meeting. 23
23 24
Agenda Item #1.1:

Sonoma
Water
Clean. Reliable. Essential. Every day.

FY 2025-2026
Proposed Budget and Rates
Water Transmission System
Lynne Rosselli

FINANCIAL SERVICES

DIVISION MANAGER
[email protected]
Jake Spaulding

FINANCE MANAGER
[email protected]
O O a sonomawaterorg
‘ Legend
0 Pmduuilel
3/14/2025
Agenda Item #6.2:

3/14/2025
Transparent and collaborative process to bring
rates to Board of Directors by end of April
i
Technical Cegg:
or Water Sonoma
Advisory Advisory Water Board
Committee %%%r$;?§Committee of Directors
(Ja‘n-March) (April) (April)
- NOIIHMARIN WATERDISIIICT
Budget includes multiple water transmission
system activities and funds
Four Subfunds
Five Capital Funds
Debt Service Funds
Agenda Item #6.2:

3/14/2025
Asset Condition Assessment
° majority of facilities are
now 45-65 years old
° 40% of our infrastructure
assets currently have only
10 — 20% of their useful life
remaining
Consequence of failure is
high
Highlights of Sonoma Water and Water Contractor
Achievements and Collaborations
Santa Rosa Plain Wells
Regional Water Supply Resiliency
Hazard Mitigation Projects
Sonoma-Marin Saving Water
Partnership — Drought Resiliency
Water Education Program
Dry Creek Habitat Enhancement
- Forecast Informed Reservoir Operations - Advanced Quantitative Precipitation Information Systems Quagga and Zebra Mussels Agenda Item #6.2:

3/14/2025
$8.31 million budgeted for hazard mitigation
projects to reduce risks
ElyBPS Flood Control & Electrical Upgrade
River Diversion Structure (RDS)Upgrade Project
Santa Rosa Creek Crossing
Seismic Retrofit of Storage Tanks
Wilfred Booster Station
$9.97 million budgeted for other capital projects
to increase resiliency
Kawana-Ralphine SBS Pipeline . . Mirabel Collector Wells Pump Hoist Upgrades Mirabel/Wohler Storage Building
Occidental Road and Sebastopol Road Wells
Ralphine Tanks Flow Thru Conversion
Todd Rd Well Discharge Connection
Warm Springs Dam Hydropower Retrofit
Water Treatment System Modernization Phase 3 Total FY25—26Capital Budget including Hazard Mitigation Projects: I $18.28M
Agenda Item #6.2:

3/14/2025
$45.87 million budgeted for operations and maintenance to protect, improve and maintain system reliability
Projects
Aqueduct Cathodic Protection
Pump 9 Replacement
Emergency Inventory Procurement
SCADA Improvements
Tank Recoats &Tank Maintenance Programs
Studies
Arc Flash Studies
Asset Management Plan
Cathodic Protection Assessment
Regional Water Supply Resiliency Implementation
Transmission System Master Plan, Modeling & Condition Assessments I
Programs
$8.80 million for Biological Opinion, Water
Supply Planning and Water Conservation

IS YOURTOILET

TAKETHEDYETABCHALLENGE

SHAREYOURRESULTS
Visit us onllne to enter your toilet test results and he >_ i‘
‘1"U: 1 SavingWaterPartners p. r c allengeQw‘i’b
Agenda Item #6.2:

Expenditures compared to FY24-25
FY24-25 FY25-26
Budget Budget Change
(in Millions) (in Millions) (in Millions)
Operations and Maintenance $45.41
Capital Projects $15.66
BO Compliance, Water Supply
Planning, Water Conservation $753
Debt Service $5.83
Totals $74.43
Grants, Use of Fund Balance,
and Bond Proceeds $1813
FY 25-26 Budgeted Expenditures
Debt Service
$9.07 Million,
11%
BO Compliance, Water Supply Planning, Water Conservation $8.80 Million, 11% \ I $45.87 $.46
$18.28 $2.62
$8.80 $1.27
$9.07 $3.25
$82.02 $7.60
$21.22 $3.09
Grants, Bond Proceeds,
and Use of Fund Balance
$21.22 Million
Operations and
Maintenance
$45.87 Million,
56%
Capital Projects $18.28 Million, 22%12
3/14/2025
Agenda Item #6.2:

Example of how rates’are
calculated
$59,370,000 $1 ,400/ Acre
Foot
Water Sold: Restructured Agreement requires use of the Lesser of:
42,407 AF
‘” 44,530 AF
Deliveries and Rates
Due to the prescribed fully volumetric rate, budgeted
deliveries have a significant impact on rate increases. ' Rate Rate Rate
Scenario Deliveries Increase Increase Increase
(SRAQ) (PETAQ) (SON AQ)
3—YearAnnualAve 0 o o (FY25/26Budget) 42,407 8.68%: 10.76%: 7.60%» 500 AF of deliveries
= ~ 1.3% change to rate increase
3/14/2025
Agenda Item #6.2:

3/14/2025
Steps taken to reduce budget and rate
Result:

Rate increase
dropped from
over 40% to:

SR AQ — 8.68%
Pet AQ — 10.76%
Son AQ - 7.60%
Deferred or Deferred budget reduced budget year capital year non-routineprojects by $537
mamtenancemilliona_nd$87.93
A . PrOJeCtSby $1131 million in capital
‘ "
' Total cost per million costs ori inall ' schedulgd foryUse of grants, bond gallon IS $0004 FY26/27 and Proceeds: I
FY27/28. and fund balance = $21.34 million
7 Proiosed
Rates for FY25-26
Charge/ Aqueduct Santa Rosa Petaluma Sonoma
Deliveries(Acre—Feet) 42,407
0&M $1,029.16 $1,029.16 $1,029.16
Water Management Planning $4.57 $4.57 $4.57
Watershed Planning & Restoration $45.71 $45.71 $45.71
Recycled Water and LocalSupply $0.14 $0.14 $0.14
Water Conservation $63.83 $63.83 $63.83
Total 0&M $1,143.41 $1,143.41 $1,143.41
Storage & Common Bond/LoanCharges $246.45 $246.45 $246.45 Petaluma Aqueduct Bond/LoanCharge $15.66
Sonoma Aqueduct Bond/LoanCharge $144.56
Prime Contractors $1,389.86 $1,405.52 $1,534.42
Capital Charges
— to build fund balance for future projects Prime Contractors $11.00 $10.00 $34.90 Total Prime Contractors $1,400.86 $1,415.52 $1,569.32 Total Overall Increase: 8.68% 10.76% 7.60% Agenda Item #6.2:

Long Range Financial Plan
Example Sonoma Aqueduct Rate Scenario
2,600
2,500
2,400
2,300
2,200
2,100
2,000
1,900
1,800
1,700
, , . 1,600
. FiscalYear
1 2027 1 2028 , 2029 1 ’2030
' 2031 1
1ESFlma?é‘l?al?PEACE-Fm“172,6
‘ 139,9 5, @039 1 , 2,295 ,i ,2195 , 3 1Estimated Rate Increase 1 10.0% 3 10.0% 3 10.0% 10.0% 10.6% 1 Rate per Acre-Foot
Assumes Water Demand Growth of 1% based on FY 2025 Budgeted Deliveries of 42,407 AF. Sonoma AQ Deliveries: 3,600 AF to 3,730 AF. Higher Deliveries would reduce rates.

Estimated 5% growth in 0&M Expenses and 4% growth in capital project costs.

Estimated FY2028-2029 Financing: $123.5 Million.
2025 wholesale water rates per Acre-Foot
$2,400
$2,200
$2,000
$1,800
$1,600
$1,400
$1,200
$1,000
$800
$600
$200 $_ Sonoma County Zone 7 Water Valley Water San Francisco Contra Costa Water Water Agency Agency Public Utilities District Commission 3/14/2025
Agenda Item #6.2:

3/14/2025
Next steps
- Presentations upon Request to City and
Town Councils, and Water District Boards
in March
° Water Advisory Committee Vote — April 7
° Adoption by Sonoma Water’s Board — April
22 I
Sonoma Water Videos
Investing in our infrastructure
Avaiable in English and Spanish at
www.youtube.com/@sonomawater/videos
Value of water: A brief video on the value of our water supply We are Sonoma Water: Where your water comes from
Water storage tank maintenance: A brief video on how we are working to keep our water storage facilities upgraded, reliable for today and future generations Maintaining the Sonoma booster station: Keeping the drinking water flowing to Sonoma, Valley of the Moon Water District one booster station at a time! Aqueduct corrosion protection program: A brief video on work to combat corrosion in our agueduct Russian River Aqueduct Crossing: Ensuring safe delivery of drinking water I Dry Creek habitat restoration: Protecting our natural pipeline, habitat 10 Agenda Item #6.2:

Sonoma
Water
Lynne Rosselli
Financial Services Division Manager
[email protected]
Jake Spaulding
Finance Manager
[email protected]
0 0 ® sonomawaterorg
3/14/2025
11 Agenda Item #6.2:

Agenda Item #6.2:

City Council:

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

SPECIAL MEETING MINUTES

OF THE SONOMA CITY COUNCIL
The Lodge at Sonoma
1325 Broadway, Sonoma CA
Thursday, January 30, 2025

9:00 AM Special Meeting
Special Meeting Minutes, January 30, 2025

SPECIAL MEETING

1. CALL TO ORDER

2. ITEMS FOR DISCUSSION
Item 2.1: Conduct a Special Session to Discuss City Council Goals and Priorities Topics of discussion may include:
 2025 Goals and Priorities
Action: Council had discussions and provided direction.

Public Comment: Madolyn Agrimonti, Jane Hanson, Larry Barnett, David, Morell, John Donnelly, Victor Conforti, Mary Favro, Robert Demler, Gina Cuclis, Sedra Nathan, Mark Bodenheimer, Josette Brose-Eichar, Gil Latimer, Tom Graves, Caitlin Cornwell, David, Eichar, Tom Conlon, Dustin Lee, Lisa Waits, Donna Dambach, Tim Zahner, and Stephanie Fine (written comment read aloud by Robert Demler) provided public comment.

Mayor Farrar-Rivas called for a recess at 9:49AM; reconvened at 10:00AM.

Mayor Farrar-Rivas called for a recess at 12:15PM; reconvened at 12:45PM.

Mayor Farrar-Rivas called for a recess at 2:25PM; reconvened at 2:30PM.

The following items were agreed upon as the five (5) overarching goals of the City Council for the 2025 calendar year.
2025 City Council Goals
Housing
Parks and Recreation & Community Services
Economic Development & Financial Stability
Sonoma Valley Unification & Annexation
Climate Mitigation & Adaptation

3. ADJOURNMENT
Mayor Farrar-Rivas adjourned the meeting at 3:45 p.m.

I HEREBY CERTIFY that the foregoing minutes were duly and regularly received at a regular meeting of the Sonoma City Council on the 19th of March 2025.
____________________________________
Rebekah Barr, MMC, City Clerk
Agenda Item #7.2:

City Council:

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

SPECIAL MEETING MINUTES

OF THE SONOMA CITY COUNCIL
City Council Chambers
177 First Street West
Wednesday, March 5, 2025

5:00 PM Special Meeting
Special Meeting Minutes, March 5, 2025

1. CALL TO ORDER

2. ITEMS FOR DISCUSSION
Item 2.1: Presentation and Third Public Hearing to Review and Gather Feedback on Draft Boundary Maps of the City’s Voting Districts Pursuant to Elections Code Section 10010 (a)(1) California Voting Rights Act (David Guhin, City Manager and Rebekah Barr, MMC, City Clerk)
Action: The public hearing was continued to the regularly scheduled meeting.

Public Comment: Tom Conlon, Sedra Nathan, and Armando Zimmerman.

Motion by Council Member Lowe, seconded by Council Member Ding, to continue the public hearing to the regularly scheduled meeting at 6:00 p.m. Motion carried unanimously by voice vote.

3. ADJOURNMENT
Mayor Farrar-Rivas adjourned the meeting at 6:00 p.m.

I HEREBY CERTIFY that the foregoing minutes were duly and regularly received at a regular meeting of the Sonoma City Council on the 19th of March 2025.
____________________________________
Rebekah Barr, MMC, City Clerk
Agenda Item #7.2:

City Council:

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

REGULAR MEETING MINUTES

OF THE SONOMA CITY COUNCIL
City Council Chambers
177 First Street West
Wednesday, March 5, 2025

6:00 PM Regular Meeting
Regular Meeting Minutes, March 5, 2025
6:00 P.M. – REGULAR MEETING

CONVENE, CALL TO ORDER, & PLEDGE OF ALLEGIANCE
Mayor Farrar-Rivas called the meeting to order at 6:00 p.m.

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

REPORT ON CLOSED SESSION
There was no Closed Session held.

APPROVAL OF AGENDA
Motion by Council Member Lowe, seconded by Council Member Gurney, to approve the agenda with item 6.0 moved in front of the continued public hearing. Motion carried unanimously by voice vote.

CONTINUED PUBLIC HEARING
IF NEEDED: Continued Public Hearing to Review and Gather Feedback on Draft Boundary Maps of the City’s Voting Districts Pursuant to Elections Code Section 10010 (a)(1) California Voting Rights Act (David Guhin, City Manager and Rebekah Barr, MMC, City Clerk) Action: The Council directed the consultant to draft an updated "Draft B" Map—or multiple versions thereof—incorporating provided input, key themes, and population data. Key themes include renter/low-income areas, fire hazard zones, plaza and business districts, and the Latino community.

1. COMMENTS FROM THE PUBLIC
Karla Noyes, Carol Marcus, Robert Demler, and Peadar Dalton provided public comments.

2. MEETING DEDICATIONS
None.

3. COUNCILMEMBERS’ REPORTS AND COMMENTS
Council Member Lowe attended a Local Agency Formation Commission (LAFCO) meeting today, March 5, 2025.

Vice Mayor Gurney attended a Library Advisory Board meeting on February 13, 2025, and a Finance Committee meeting on February 24, 2025.

Council Member Ding attended a meeting with the Sonoma Valley Hospital on February 4, 2025, a Zero Waste Sonoma meeting on February 7, 2025, and the Sonoma County Mayors and Councilmembers Legislative Committee meeting on February 20, 2025.

Vice Mayor Wellander attended a Zero Waste Sonoma meeting as well as Sonoma County Homeless Coalition meeting last week.

Mayor Farrar-Rivas attended multiple meetings: the annual Tourism meeting on February 5, 2025; a Sonoma Clean Power meeting on February 6, 2025; a Sonoma Restaurant Industry meeting on February 12, 2025; and a Mayors and Councilmembers’ Association meeting on February 13, 2025. In addition, the Mayor participated in KSVY’s “Mayor’s Segment” on February 19, 2025, as well as a Community Meeting with Supervisor Rebecca Hermosillo. On February 24, 2025, she attended the Finance Committee meeting. On February 26 and 27, 2025, Mayor Farrar-Rivas attended a Sonoma Valley Community Advisory Commission meeting and a Sonoma Realtor’s Association meeting, respectively. Lastly, she and the City Manager attended a meeting with the La Luz Center on February 28, 2025.

For the Sonoma Valley Library Advisory Board, Mayor Farrar-Rivas and Council Member Gurney are switching roles: Mayor Farrar-Rivas will be the alternate and Council Member Gurney will be the primary City representative moving forward for this year.

4. CITY MANAGER COMMENTS AND ANNOUNCEMENTS
City Manager Guhin highlighted the City's bi-weekly newsletter and encouraged online registration for updates. He announced upcoming events, including the Bridge Dedication for Larry Murphy on March Agenda Item #7.2:

Regular Meeting Minutes, March 5, 2025
14, 2025; recognition of Kathy Witkowicki as the 2025 Alcaldessa on March 20, 2025; the Treasure Artist Award event honoring Margaret Hatcher on April 4, 2025; and the final Art Walk on April 6, 2025.

City Manager Guhin informed the community about the 5th Annual Earth Day Contest and the Annual Student Creative Artist Award contest, both currently open for participation. He also mentioned an online survey available to gauge interest in a potential pet cemetery. Additionally, he added the installation of new columbariums will be completed at Mountain and Veteran’s Cemeteries, with reservation details accessible on the City’s Cemeteries webpage.

Acknowledging the Valley of the Moon Garden Club, Mr. Guhin commended their ongoing contributions to the Plaza Rose Garden. City Manager Guhin reported the completion of the Rapid Flashing Beacon (RFB) installation at Third and West Spain, in addition to the City's receipt of a grant from UC Berkeley for a Complete Streets Safety Assessment. He noted ongoing efforts to re-stripe and repaint curbs around City Hall Plaza and the commencement of a two-month scheduled maintenance on the upper part of the Sonoma Overlook Trail, resulting in partial trail closures.

Mr. Guhin proudly announced the City's receipt of the NorCal Engineering Contractors Association award for the successful collaboration on the Chase Street Bridge Project. He concluded by mentioning the finalization of an agreement with Sonoma County Transit to host their electric bus, number 32.

5. CITY ATTORNEY COMMENTS
None.

6. PRESENTATIONS
Item 6.1: Proclamation Designating March 2025 as Red Cross Month in the City of Sonoma Item 6.2: Proclamation Designating March 2025 as Women's History Month in the City of Sonoma

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

Item 7.1: Waive further reading and Authorize Introduction and/or Adoption of Ordinances by Title Only. (Standard procedural action - no backup information provided) Item 7.2: Receive Minutes from the Regular Meeting of February 3, 2025 (Rebekah Barr, MMC, City Clerk)
Action: The Minutes were accepted.

Item 7.3: Accept the Expenditure Report for the Month of January 2025.

Action: The Expenditure Report was accepted.

8. PUBLIC HEARING
None.

9. REGULAR CALENDAR – CITY COUNCIL
Item 9.1: A Resolution Ratifying the 2025 City Council Goals (David Guhin, City Manager) Action: Adopted as Resolution 08-2025.

Public Comment: Sedra Nathan, Tom Conlon, Caitlin Cornwall, Raj Alger, Aileen Roch, Carol Marcus, and Johanna Campa.

Motion by Council Member Ding, seconded by Council Member Lowe, to Ratify the 2025 City Council Goals as presented. Motion carried unanimously.

Mayor Farrar-Rivas called for a recess at 7:58 p.m.; Council reconvened at 8:07 p.m.

Motion by Council Member Lowe, seconded by Council Member Ding, to move item 9.5 before 9.2.

Motion carried unanimously.

Item 9.5: A Resolution Approving a New Job Classification and Salary Range for a Parks & Recreation Director (David Guhin, City Manager)
Action: Adopted as Resolution 09-2025.

Public Comment: Karen Collins, Steve Paige, Johanna Campa, Sedra Nathan, Tom Conlon, and Diana Stanson.

Motion by Council Member Gurney, seconded by Council Member Lowe, to Adopt a Resolution Approving a New Job Classification and Salary Range for a Parks & Recreation Director. Motion carried unanimously by voice vote.

Agenda Item #7.2:

Regular Meeting Minutes, March 5, 2025
Item 9.2: A Resolution Adopting the City of Sonoma Fraud Policy (Prapti Aryal, Finance Director) Action: Adopted as Resolution 10-2025.

Item 9.3: Mid-Year Budget Update Report for Fiscal Year 2024-25 to Provide an Analysis of the City of Sonoma’s Financial Position as of January 31, 2025 (David Guhin, City Manager and Prapti Aryal, Finance Director)
Action: Mid-Year Budget Update Report was received.

Public Comment: Tom Conlon
Motion by Council Member Lowe, seconded by Council Member Ding, to receive the Fiscal Year 2024- 25 Budget Update as of 1/31/2025. Motion carried unanimously.

Item 9.4: A Resolution Approving Mid-Year Budget Adjustments for Fiscal Year 2024-25 (Prapti, Aryal, Finance Director)
Action: Adopted as Resolution 11-2025.

Motion by Council Member Ding, seconded by Council Member Lowe, to Adopt a Resolution Approving Mid-Year Budget Adjustments for Fiscal Year 2024-25. Motion carried unanimously.

10. SECOND PUBLIC COMMENT (ONLY REQUIRED IF PUBLIC SPEAKERS REMAIN FROM ITEM 2.0) None.

11. ADJOURNMENT
Mayor Farrar-Rivas adjourned the meeting at 9:10 p.m.

I HEREBY CERTIFY that the foregoing minutes were duly and regularly received at a regular meeting of the Sonoma City Council on the 19th of March 2025.
____________________________________
Rebekah Barr, MMC, City Clerk
Agenda Item #7.2:

City of Sonoma
Agenda Item Summary
Meeting: City Council - 19 Mar 2025
Department
Finance
Staff Contact
Prapti Aryal, Finance Director
Agenda Item Title
Accept the Expenditure Report for the Month of February 2025 Summary
The attached report shows disbursements for the month of February 2025.

Some departments in Fund 100 (General Fund) have higher percentages of budget vs actual due to the allocation of FY24-25 premiums for workers comp, property and liability insurance, which were higher than budgeted. A mid-year budget amendment was approved in Resolution 11-2025 and will appear in the March 2025 expenditure report.

Fund 512 (Water CIP) is at 195% of budget due to expenses for the water meter upgrade and were encumbered in the FY23-24 budget by Resolution 09-2024. This will be corrected in an upcoming budget carryforward adjustment.

Fund 630 (Grants Restricted) shows expenditures 328% of budget as a result of receiving and transferring out $1,178,945 in grant funding for the Chase Street Bridge project. A mid-year budget amendment was approved with Resolution 11-2025 and will be reflected in the March 2025 expenditure report.

A detailed list of disbursements is available at the web site indicated at the bottom of the report.

Recommended Council Action
Accept report.

Alternative Actions
Council discretion.

Financial Impact
Monthly Payables Report, February 2025
Environmental Review Status
Environmental Impact Report
Negative Declaration
Exempt
Not Applicable
Approved/Certified
No Action Required
Action Requested
Attachments
Disbursement Report February 2025
Fund Glossary
Agenda Item #7.3:

DISBURSEMENT REPORT FEBRUARY 2025
Year to Date Monthly Year to Date Annual Percent of Fund Fund Revenue Expenditure Expenditure Budget Budget Balance General Fund 30000 14,014,730 24,262,320 58% 13,175,276 City Council 41001 9,851 111,498 175,144 64%
City Clerk 41002 45,936 284,473 489,186 58%
City Manager 41003 90,737 1,100,993 1,409,847 78%
Finance 41004 37,643 536,658 686,037 78%
City Attorney 41005 49 115,784 272,584 42%
Police 42101 41,785 3,853,069 7,595,839 51%
Fire 42201 569,293 5,645,297 7,936,241 71%
Public Works - Admin 43020 36,478 395,815 680,793 58%
Public Works - Streets 43022 88,732 964,977 1,187,673 81% Public Works - Parks 43023 99,082 1,162,725 1,651,256 70% Planning 43030 161,494 811,378 1,263,154 64%
Building 43040 55,057 432,875 941,768 46%
Community Activities 43101 46,367 638,779 979,429 65%
Successor Agency 43199 5,111 59,368 174,568 34%
Non-Departmental 43200 82,452 668,764 922,875 72%
Emergency Response 43201 - - - 0%
Transfers - 172,624 809,716 21%
Total General Fund Expenditures 1,370,066 16,955,079 27,176,108 62% Other Funds
Public Education & Gov 202 20,187 - 20,637 59,061 35% (14,225) Strong Motion 203 161 - - - 0% 6,665
Asset Forfeiture 211 362 - - - 0% 17,194
SLESF C.O.P.S Grant 217 85,005 - - 100,000 0% 493,558
Bond Property 220 - - - - 0% (19,144)
Maysonnave Property 221 - - - - 0% (15,196)
Schell Drainage 234 4,251 - - - 0% 66,806
Abandoned Vehicle 240 5,335 1,528 9,534 - 0% (30,898)
Streets/Transport/Drain 301 1,185,617 23,804 268,202 499,599 54% (640,552) Gas Tax 302 207,741 4,623 77,043 1,080,940 7% 758,209
SB-1Road Maint 303 160,595 - 302,723 992,000 31% 543,179 Parks & Facilities 304 45,436 - 15,589 203,268 8% 129,041 Fire Measure H 312 - - - 548,700 0% -
Transportation Measure M 313 53,329 - - 287,000 0% 287,936 Parks-In-Lieu/Quimby Act 314 13,267 - 9,644 162,921 6% 332,938 Parks Measure M 315 89,608 - - 427,000 0% 625,793
Prop 68 Parks 316 - - - - 0% (185,190)
Successor Agency 391 2,093,115 - 1,203,523 2,591,338 46% (22,401,445) CREBS 495 - - - - 0% (41,749)
2012 POB 498 27 - - - 0% (5,243)
Cemeteries 501 141,597 37,862 293,661 637,126 46% (2,193,595) Cemetery Replacement 502 - - - - 0% 288,613
Cemetery Endowment 504 16,143 - - 50,000 0% 782,764
Water Utility 510 4,930,957 239,520 2,957,997 6,796,897 44% 9,227,604 Water CIP 512 35,980 173,023 2,028,821 950,000 214% (199,365) Water Equip Replacement 513 14,601 - - - 0% 718,449
EMS Equip Replacement 521 1,959 - - - 0% 83,845
Mgmt Information Srvcs 601 343,701 56,674 267,155 611,079 44% 394,661 Vehicle Replacement 603 279,435 183,895 615,582 934,339 66% 1,117,358 Insurance 604 1,056 - - - 0% 50,151
Building Maintenance 610 273,072 - - 35,000 0% 3,458,828 Computer Loan 614 1,294 - - - 0% 64,333
Hardscape Maint 615 528 - - - 0% 26,135
Admin Hearings 620 186 - - - 0% 719
Grants Restricted 630 1,533,425 - 1,179,945 360,000 328% 353,661 Culture Fine Art 701 229 - - - 0% 12,178
Tree Trust 702 360 - - - 0% 19,179
Public Art 703 735 - - - 0% 45,198
Pool Scholarship 715 5,174 - - 25,000 0% 227,720
Senior Housing 731 5,169 - 40,410 40,410 100% 214,102
Housing Trust 732 144,966 - - - 0% 2,259,961
IGT 796 893,890 - 408,576 519,613 79% 2,534,740
SVFRA Operations 798 23,907 - - - 0% 650,767
TOTAL 26,627,130 2,090,994 26,654,122 45,087,399 59%
Monthly disbursement detail reports can be found at www.sonomacity.org/financial-documents Agenda Item #7.3:

City of Sonoma

CITY OF SONOMA

FUND DESCRIPTIONS

General Fund (Fund 100): The general operating fund of the City is used to account for all financial resources except those that require accounting in another fund.

Public Education & Government (Fund 202): Special revenue fund accumulates fees from telecommunication operators to support public, educational and government telecommunications, including broadcasting public meetings. Costs associated with acquiring equipment, renovating and constructing PEG-related facilities and broadcasting are paid from this fund.

Strong Motion (Fund 203): Accounts for State of California "strong motion" fees paid by building permit applicants. Funds are paid regularly to State Department of Conservation.

Asset Forfeiture (Fund 211): Accounts for funds received from seizure and forfeiture of assets that represent the proceeds of, or were used to facilitate, crime. Funds are expended according to legal restrictions.

SLESF (Supplemental Law Enforcement Services Fund)/COPS (Citizen Option for Public Safety) (Fund 217): Supplemental law enforcement funding is distributed by the State to the County which passes through the funding to local agencies. These funds have traditionally been used to support the costs of the Community Service Officer staff in the Police Department.

Bond Property (Fund 220): The Bond Property, a six acre parcel located at 19990 Seventh Street, was bequeathed to the city in 1977 by Pauline Bond, for the purpose of “creating and maintaining a public park” and is now home to the Sonoma Garden Center. The parcel is leased to the Sonoma Ecology Center who maintains the property and administers public programs at the site. Not Currently Active Fund Maysonnave Property (Fund 221): The Maysonnave Property, consisting of two parcels of land totaling

1.44 acres located at 291 and 289 First Street East, was bequeathed to the city in 1990 by Henri Maysonave for the purpose of “creating and maintaining a public park”. The parcel at 291 First Street East is leased to the League for Historic Preservation who maintains the property and administers public programs at the site while the parcel identified as 289 First Street East is leased to the Valley of the Moon Petanque Club, which maintains the property and administers public programs at that site. Not Currently Active Fund
Schell Drainage (Fund 234): Accounts for funds used for tracking of mitigation fees for specific projects.

Not Currently Active Fund
Abandoned Vehicle (Fund 240): Accounts for funds received from the Sonoma County Abandoned Vehicle Abatement (SCAVA) program and must be expended in compliance with legal restrictions.

Streets/Transport/Drain (Fund 301): This Capital Improvement Fund represents a transfer of funds from the General Fund to support improvements to the City's streets, sidewalks, bikeways, and storm drainage system.

Agenda Item #7.3:

City of Sonoma
Gas Tax (Fund 302): The State of California imposes per-gallon excise taxes and sales taxes on gasoline and diesel fuel, and registration taxes on motor vehicles with allocations dedicated to transportation purposes. Gas taxes can be used for any street or road purpose; however, it is best practice to focus on maintenance and rehabilitation costs only.

SB-1 Road Maintenance (Fund 303): The Road Repair and Accountability Act of 2017 (SB1) increased pergallon excise taxes and sales taxes on gasoline and diesel fuel, and vehicle registration taxes, stabilized price-based fuel tax rates and provided for inflationary adjustments to rates in future years. Funds may be used for road maintenance and rehabilitation, safety projects, “complete street” components, and traffic control devices.

Parks & Facilities (Fund 304): This Capital Improvement Fund represents a transfer of funds from the General Fund to support improvements to the City's 17 parks encompass nearly 40 acres, nine play structures, two public restrooms, Class I bike trails, hiking trails, a duck pond, and a rose garden. Park needs that exceed the capacity of City and contract workers are included in this fund.

Fire Measure H (Fund 312): Sonoma County measure uses a ½ cent countywide sales tax to improve fire services.

Transportation Measure M (Fund 313): The Traffic Relief Act for Sonoma County (Measure M) provides for a ¼ cent sales tax that is apportioned to local jurisdictions to maintain their streets, as well as other County-wide street, highway, transit, and safe bicycle and pedestrian routes.

Parks-In-Lieu/Quimby Act (Fund 314): The 1975 Quimby Act (California Government Code §66477) authorized the City to pass ordinances requiring developers set aside land, donate conservation easements, or pay fees, which can only be used for new and rehabilitating existing parks and recreational facilities and cannot be used for the operation and maintenance of park facilities The City currently has a parkland dedication (exaction) requirement as a condition of approval for Tentative Subdivision Maps or Tentative Parcel Maps.

Parks Measure M (Fund 315): Sonoma County Parks Improvement, Water Quality and Fire Safety Measure (Measure M) is a one-eighth cent sales tax that supports Sonoma County’s regional and city parks Prop 68 Parks (Fund 316): Known as the California Clean Water and Safe Parks Act, Proposition 68 allocates funds to construct and rehabilitate parks, implement water improvements for safe drinking water, increase recycling and flood protection, and encourage climate change adaptation projects.

Successor Agency (Fund 391): The City of Sonoma has elected to serve as the Successor Agency to the Sonoma Redevelopment Agency, which was dissolved by the State through the Redevelopment Dissolution Act in 2012. The City as Successor Agency receives pass through revenue when property taxes are remitted to the City by the County via RPTTF (Redevelopment Property Tax Trust Fund). The City then makes authorized payments from Successor Agency for expenses, such as debt service costs, contract services for contracts issued before the dissolution of the development agency, and other expenses, including legal services.

CREBS (Clean Renewable Energy Bonds) (Fund 495): Bonds to pay for solar projects at the Police Station and Corporation Yard. Not Currently Active Fund
Agenda Item #7.3:

City of Sonoma
2012 POB (Pension Obligation Bond) (Fund 498): Bond issued to refund the City’s side fund loan obligations to the California Public Employees’ Retirement System (CalPERS). Not Currently Active Fund Cemeteries (Fund 501): Accounts for funding to support the City’s three cemeteries’ operations and maintenance, including burial and inurnment preparation and coordination, cemetery improvements, tree hazard assessment and abatement, grounds maintenance, mausoleum maintenance, road maintenance, and vandalism abatement.

Cemetery Replacement (Fund 502): Not Currently Active Fund Cemetery Endowment (Fund 504): The Cemetery Endowment Fund was created to record the income received from Cemetery sales that is designated as endowment care. The City’s Municipal Code defines endowment care as the general maintenance of the City’s three cemeteries that is necessitated by natural growth and ordinary wear.

Water Utility (Fund 510): This enterprise fund is responsible for the delivery of high quality, dependable water service for a variety of needs including consumption, irrigation, and fire protection. It operates and maintains 3 active City-owned tanks with a combined storage capacity of 5.5 million gallons, 7 production wells and appurtenant treatment facilities, 2 pump stations with a combined 140 horsepower maximum output, 56 miles of active water main ranging from 8” to 14” in diameter, 513 fire hydrants, and approximately 4,500 active service connections
Water Construction in Progress (CIP) (Fund 512): This Capital Improvement Fund represents a transfer of funds from the Water Utility Fund to support improvements to the City's drinking water infrastructure.

Projects include replacing aging water mains and appurtenances (e.g. tees, crosses, couplers, saddles, valves), neighborhood-scale water service replacement projects, renewing tank coatings and corrosion control systems, replacing well or pump station equipment, replacing Supervisory Control and Data Acquisition (SCADA) systems and equipment, improvements to well and pump station buildings (e.g. replacing roofs or electrical systems).

Water Equipment Replacement (Fund 513): Accounts for costs to replace water equipment. Not Currently Active Fund
EMS Equipment Replacement (Fund 521): Accounts for costs to replace EMS equipment.

Management Information Services (Fund 601): The fund provides a mechanism for funding the operational costs, maintenance, and planned replacement of installed computer systems, equipment, software, telephone systems and other critical electronic office equipment through annual transfers from other City departments and funds.

Vehicle Replacement (Fund 603): Accounts for costs to replace vehicles based on a depreciation schedule.

Costs are distributed among user departments and transferred as approved in the annual budget process.

Insurance (Fund 604): Account from which liability, property, earthquake, vehicle, and other insurance premiums are paid. Funding is transferred from other City departments and funds on a pro rata share.

Not Currently Active Fund
Agenda Item #7.3:

City of Sonoma
Building Maintenance (Fund 610): The fund allows the City to set aside funding received through annual transfers made by other City departments and funds for future replacement or repair of certain items in City owned and maintained facilities.

Computer Loan (Fund 614): Created by the City Council in 2000 and funded by an initial transfer of $50,000 from the Employee Benefit Fund, this fund provides low interest loans to employees for the purchase of computers for both personal and professional use. Loans must be repaid through payroll deductions within two years.

Hardscape Maintenance (Fund 615): Accounts for the City's hardscape maintenance reserve programs.

Not Currently Active Fund
Administrative Hearings (Fund 620): Accounts for all activities of the City's Administrative Hearings as charged to departments. Not Currently Active Fund
Grants Restricted (Fund 630): The purpose of the fund is to separately track grant monies that are received and spent for capital improvement projects.

Culture Fine Art (Fund 701): Accounts for assets held to be used for cultural fine art programs. Not Currently Active Fund
Tree Trust (Fund 702): Accounts for assets held to be used for planting and replacement of trees. Not Currently Active Fund
Public Art (Fund 703): Accounts for assets held to be used for public art displays. Not Currently Active Fund
Pool Scholarship (Fund 715): In 2014, the City entered an agreement with Sonoma Valley Health and Recreation Association to support the construction of a swimming pool within the Sonoma Valley. The City’s financial commitment is for a total of $250,000 to be paid in 10 annual installments of $25,000 for the value of free and reduced-fee services to be provided to Sonoma Valley residents Senior Housing (Fund 731): Sonoma Creek Senior Housing is a thirty-four unit rental apartment complex for very low income senior citizens located on Oregon Street and administered by the Board of Directors of the Sonoma Community Housing Corporation (SCHC), a non-profit housing corporation created by the City’s Community Development Agency (CDA). The Board of the SCHC is comprised of two City Councilmembers, the City Manager, a staff member designated by the City Manager and a public member. The operation of the apartment complex is contracted out to Hank Fisher Properties, a rental management firm, with the resident managers being employed by the firm. All accounting and finance for the complex is handled through the rental management contract. Rental income is used to repay the indebtedness issued for the purchase of the complex and to cover annual maintenance and other operational costs. Not Currently Active Fund
Housing Trust (Fund 732): The fund accumulates and distributes funding in accordance with the City Council’s Affordable Housing Plan. The main source of funding is from General Fund transfers of one percent of the Transient Occupancy Tax.

Agenda Item #7.3:

City of Sonoma
IGT (Intergovernmental Transfer) (Fund 796): State of California program that provides an opportunity to receive federal matching funds to support health services for Medi-Cal Managed Care beneficiaries served by the Fire Department.

SVFRA (Sonoma Valley Fire Rescue Association) Operations (Fund 798): Accounts for operational activities in which revenues and expenses are split between the City and SVFD.

Agenda Item #7.3:

City of Sonoma
Agenda Item Summary
Meeting: City Council - 19 Mar 2025
Department
Administration
Staff Contact
Lisa Janson, Senior Management Analyst
Agenda Item Title
Adopt a Resolution Approving and Consenting to the Use of City Streets for the July 4th Parade on Friday, July 4, 2025
Summary
Special event permit applications requiring the closure of City streets necessitate approval from the City Council, particularly when involving significant thoroughfares like SR 12. Additionally, in the case of events involving state highways, applicants are required to obtain permission, and an encroachment permit from Caltrans.

The Sonoma Volunteer Firefighters’ Association (SVFA) has submitted a request for the temporary closure of sections of East Napa Street, Broadway (Highway 12), Spain Street, First Street East, and First Street West in conjunction with the 2025 July 4th Parade, along with the closure of Spain Street in the evening for the Fireworks Show. The specific details of the requested street closures are outlined in the attached resolution.

The SVFA proposes utilizing the same parade route as in previous years, commencing at the Sonoma Veterans Building parking lot and proceeding along 1st Street East, to East Napa Street, to 1st Street West, and to Spain Street. The route concludes with the parade entries either returning to the Veterans parking lot or exiting the route at the corner of East Spain Street and 2nd Street East. Additionally, the SVFA requests the closure of West Spain Street between 1st Street West and 5th Street West from 8 pm to 11 pm on July 4th to facilitate pedestrian access to the Vallejo Field viewing area for the Fireworks Show.

Recommendations are as follows:

1. The applicant will need to abide by the terms and conditions deemed appropriate and necessary to restrict the passage of State Route 12 by the State of California, Department of Transportation.

2. The applicant is advised to coordinate with the Police Department and California Highway Patrol to finalize the traffic control plan and secure services from the Sonoma County Sheriff’s Department as necessary.

3. Adequate parade monitors must be provided by the applicant.

4. Contact information for the onsite Parade Manager and Security Advisor must be provided to the City of Sonoma Police Department, CHP, and the Special Events Manager.

5. A written request for special barricading should be submitted to the Public Works Department at least thirty days prior to the event.

Agenda Item #7.4:

6. A meeting with the Streets Supervisor, Police Department, and Special Events Manager should be scheduled two weeks prior to the event to review finalized plans.

7. Notice of the event and temporary traffic impediments along the parade route, particularly the addition of Spain Street, must be provided to all affected businesses and residents no later than thirty days before the event.

8. Compliance with the City of Sonoma standard insurance requirements is required.

The proposed street closures and event logistics outlined by the SVFA for the 2025 July 4th Parade and Fireworks Show are recommended for approval, subject to adherence to the conditions outlined above. Approval from City Council is required for the closure of City streets, and the applicant is also reminded to obtain the necessary permissions and permits from Caltrans.

Recommended Council Action
Adopt the resolution approving the Use of City Streets application and recommending Caltrans approval.

Alternative Actions

1. Approve the request with specified modifications.

2. Deny the request.

Financial Impact
This is a City supported event. Additional costs to the City include the increase in Police services estimated at $53,209 and Public Works estimated at $17,500. Per the City’s Recreation and Community Services Policy, the City waives the special event permit fees of $11,703 for this heritage event as part of the annual budget process.

Environmental Review Status
Environmental Impact Report
Negative Declaration
Exempt
Not Applicable
Approved/Certified
No Action Required
Action Requested
Attachments
4th of July Resolution
SVFA_4th of July Parade Plaza Use Application and Street Use Map_2025 Agenda Item #7.4:

City of Sonoma
RESOLUTION # - 2025

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SONOMA APPROVING AND CONSENTING TO THE USE OF CITY STREETS FOR THE JULY 4th PARADE ON THURSDAY, JULY 4, 2025
WHEREAS, Sonoma Volunteer Firefighters’ Association has submitted an application to conduct the July 4th Parade, which will involve use of State Route 12; and WHEREAS, the July 4th Parade, scheduled for July 4, 2025, will temporarily impede and restrict the free passage of traffic on State Route 12 between Broadway and Second Street West.

NOW, THEREFORE BE IS RESOLVED, that the City Council of the City of Sonoma as follows:

1. The City Council approves and consents to the street closure associated with the proposed July 4th Parade and recommends approval of and consents to the proposed restriction of State Route 12 upon terms and conditions deemed appropriate and necessary by the State of California, Department of Transportation.

2. The approval of the street closure is subject to the following conditions and limitations:

A. Applicant shall contact the Police Department and California Highway Patrol as soon as possible to finalize traffic control plan and contract with the Sonoma County Sherriff’s Department for services as required.

B. Applicant shall provide a written request for special barricading to the Public Works Department at least thirty days prior to the event and meet with the Street Supervisor, Police Departments and Special Events Manager two weeks prior to the event.

C. Applicant shall provide notice of the event and the street closure to all businesses located on First Street East and West (between Spain and the Sonoma Veterans Memorial Building, down Broadway to Patten Street and on all sides of Plaza no later than thirty days prior to the event with the emphasis on the addition of Spain Street to the parade route.

D. Applicant shall comply with City of Sonoma standard insurance requirements.

BE IT FURTHER RESOLVED, that the following traffic and parking restrictions necessary to conduct the parade are hereby approved.

1. No parking on Spain Street between 2nd Street East and 2nd Street West between 6am until the conclusion of the parade.

2. No parking on 1st Street East between Blue Wing Dr. and Napa Street between 6am until the conclusion of the parade.

3. No parking on 1st Street West between Depot Park and Napa Street between 6am until the conclusion of the parade.

4. No parking on Napa Street between 1st Street East and 1st Street West between 6am and noon.

Agenda Item #7.4:

5. Traffic will be detoured from State Route 12 at Napa Road, Leveroni Road, MacArthur Street and Andrieux Street and State Route 12 will be closed from Andrieux/Patten Street from 9:00 a.m. until conclusion of the parade.

PASSED, RESOLVED, AND ADOPTED, at a Regular Meeting of the City Council on this 19th day of May 2025, by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:
_________________________
Patricia Farrar-Rivas, Mayor
ATTEST:
__________________________
Rebekah Barr, MMC, City Clerk
Agenda Item #7.4:

3/12/25, 1:59 PM PLUA—25—5
City of Sonoma, CA MarCh12:2025
PLUA—25—5 Primary Location Applicant
Plaza Use Application No location 3 Gary Johnson
Status: Active Owner J 707—849—4994
Submitted On: 2/11/2025 @ garyj@sonomaval|eyfire.org
N0 owner information Q 630 Second Street West
Sonoma, CA95476
Event Details
- Intake Review
Complete this section during Intake Review Step
Event Size
a Small Event 8 Large Event
D
E Number of EventHours
* 9
27 Attendance
A Numberof Attendees lOOOO httpszllsonomaca,workflow.opengov.com/#/explore/records/4963/react-form-details/4963 1/29 Agenda Item #7.4:

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Event Type
A Private Event A ForProfit
D El
? NonProfit
Amplified Sound - Complete this section if the entity is requesting the use of amplified sound as part of their event request.
a AmplifiedSound in AmplifiedSound Start Time
10 ? AmplifiedSound Start TimeAM/PM ? AmplifiedSound EndTime AM 5
? AmplifiedSound EndTimeAM/PM
PM
Review/Approval Level
Management Analyst
No signature ? SECReviewis necessary 0 R CityCouncilApprovalRequired 0 httpszllsonomaca.workflow.opengov.com/#/explore/records/4963/react—f0rm-details/4963 2/29 Agenda Item #7.4:

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? City Manager ApprovalRequired
D
ABC License Required
in ABCLicenseRequired
Parks Review & Development of Preliminary Conditions of Approval 8 EventOrganizer is required to hire a 0 E Additional(non-standard) conditions are professionalsorting company to properly includedin approval letter. dispose of waste generated bytheir event (To
be printed on Conditionsof Approvalif box is
checked).
? Parks — Additional(nonstandard) Conditions ofApproval(to be printed on COADocument issued) 9 0 if a dunk tank is used it requires approval of the location. Please be sure to ramp over any hoses used to ?ll and re?ll the tank during the event. Water shouldn’t be drained directly into the storm water drainage system. - Flagswill be delivered on Thursday 7/3for the front horseshoe. (Please note do not push ?ags or stakes more than 4—6inches into the lawn surface). City staff will mark where the flags can begin and end, so as to not hit the sprinklers located in the front historic lawn.
0 Post events flip the breakers to off position and ensure that the electrical panels are locked and secured.
5 Basedon attendance additionalsanitation 9 a Numberof Porta Potties Required services are required.this includes hand . . . 30 washing stations and porta-pottles httpszllsonomaca.workflow.opengov,com/#/explore/records/4963/react-form-details/4963 3/29 Agenda Item #7.4:

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8 Number of HandWashing Stations Required0 a NumberofADAPortable Toilets Required to be Ordered
14 4
Streets Supervisor Review & Development of Preliminary
Conditions of Approval
Q Is a Caltrans encroachment permit required for 0 E Additional(non-standard) conditions of approval the requested street use? need to be included.

Yes
8 Streets - Additional(nonstandard) Conditions of Approval(to be printed on COADocument issued) 9 0 Applicant shall provide notice of the event and the street closure to all businesses and residents affected by the street closures no later than thirty days prior to the event with the emphasis on the addition of Spain Street to the parade route.

Road Closures being requested:

1. No parking on Spain Street between 2nd Street East and 2ndStreet West between 6am until the conclusion of the parade.

2. No parking on lst Street East between Blue Wing Dr. and Napa Street between 6am until the conclusion of the parade.

3. No parking on lst Street West between Depot Park and Napa Street between 6am until the conclusion of the parade.

4. No parking on Napa Street between lst Street East and lst Street West between 6am and noon.

5. Spain Street between 2ndand 1Ststreet west will be posted No Parking between 5am— Noon. This will allow the Police Department to accommodate ADAparking as requested.

6. Spain Street between 1StStreet West and 5thStreet West will be closed from 8pm— 11pm.

7. No Parking signs will be posted as requested per the Parking Map, No Parking from Sam—Noon on July 4th.

8. Coordinate the delivery of Sand to the launch site.
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Fire Marshal Review & Development of Preliminary Conditions of Approval
in Eventsgreater then 1,000 persons in 0 E Additional(non-standard) Fireconditions of 0 attendance are required to have one crowd approval are required monitorfor every 250 persons. (Tobe printed
on ConditionsofApprovalif box is checked)
8 Fire- Additional(nonstandard) Conditions of Approval(to be printed on COADocument issued) 0 On duty Fire Personnel and EMS must be available at the event.

E TotalFirePlanReview&Inspection Fees 0 E FireDept.Invoiceand FeeJustification 0 g No File Uploaded
6 PublicSafety Plan needs to includeCPR 0 a PublicSafety Pan needs to includea lst aid Trainedindividualonsite withaccess to 911 station with Paramedic.Astandby ambulance is and or lst aid station with EMT. required during all event hours. [3
Police Department Review & Development of Preliminary
Conditions of Approval
A Howmany hours is alcohol being served? 0 E AdditionalSecurity Required 7+ hours a # of additionalsecurity personnel needed 8 EventHoursthat Secuity is Needed9 https://sonomaca.w0rkflow.opengov.com/#lexplore/recordsl4963/react-form-details/4963 5/29 Agenda Item #7.4:

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E Reason(s)for additionalsecurity 9
E Additional(non-standard) Conditions of 9
ApprovalNeedto be Included.
in Police — Additional(nonstandard) Conditions ofApproval(to be printed on COADocument issued) 9 Police Department
0 Morning brie?ng will occur at 7:30am day of the event. - Must have suf?ciently trained staff to monitor alcohol consumption and sales.

Event organizer will utilize either the City of Sonoma’s No Alcohol beyond this point signs or the Native Sons signs. Post event the event organizer will need to put the signs back inside the trash enclosure. - Must provide suf?cient number of parade monitors 20 plus. 0 Must obtain private security company and set aside sui?cient amount of time for training.
0 Provide Onsite Parade Manager and Security Supervisor contact information to the Police Department a week in advance.
° Additional lights are required for the Field of Dreams and on Spain Street in front of Vallejo’s home.
0 The Sonoma Police Department will be ensuring unauthorized vendors are not onsite during the event on the Plaza, ?eld of dreams, or in the ?eld in front of Vallejo’s Home, this includes pushcart and roaming truck vendors. in City of Sonoma PoliceDepartment Signature 0
No signature
In Miscellaneous
— Additional(nonstandard) Conditions (to be printed on COADocument issued) 9 https://sonomaca.work?ow.opengov.com/#/explore/records/4963/react-form-deta“5/4963 6/29 Agenda Item #7.4:

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E Additional(non—standard)Special Event 0
Conditions of approval.
[3
Event Information
Newor Returning AnnualEvent
* Nameof Event*
Returning Event Sonoma Fourth Celebration
BeginningEventDate* EndingEventDate
07/04/2025 07/04/2025
Howmany days willyour event take place?* 0 Private FamilyEvent9 1 D
Community Event
~ Allevents that are not private EventOrganizer
famil events . . y Sonoma Volunteer Firefighters
Association
Sponsoring Organization OrganizationType*
Sonoma Volunteer Firefighters Non-Profit
Association
EventContact Person Name* Title Gary Johnson Mr. https:llsonomaca.workflow.opengov.com/#lexplore/records/4963/react-form—details/4963 7/29 Agenda Item #7.4:

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MailingAddress* City*
630 Second Street West Sonoma
State* Zip*
CA 95476
DayTime Phone* CellPhone*
7078494994 7078494994
Email* On Site Contact Name*
[email protected] Jason Campbell
On Site Contact CellPhone*
7077909107
Plaza Areas Requested
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SESection (Dailyrental fee $400) NWSection (Dailyrental fee $300) NESection (Dailyrental fee $300) SWSection (Dailyrentalfee $300) Amphitheater (Dailyrental fee of $200) RearParking Lot(Dailyrentalfee $300) HorseshoePavement (Dailyrental fee $200) Howmany PlazaAreasections or areas are you 0 . 7* requesting.
7 Hours of Use
Date*
07/03/2025
Set—upTime Information
Start Time (Set-up)* AM/PM*
5 PM
Event Start Time Information EventStart Time* AM/PM* 5 PM httpszllsonomaca.workflow.opengov.com/#lexplore/records/4963/react-form-details/4963 9/29 Agenda Item #7.4:

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Event End Time Information
EventEndTime* AM/PM*
6 PM
Teardown & Cleanup Information
EndTime (Teardown&Cleanup)* AM/PM*
7 PM
Attendance
Estimated Attendance* 9
40 Date*
07/04/2025
Set—upTime Information
Start Time (Set—up)* AM/PM*
Event Start Time information EventStart Time* AM/PM* 8 AM httpS://sonomaca.workflow.opengov.com/#/explore/records/4963/react—form—detaiIs/4963 10/29 Agenda Item #7.4:

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Event End Time Information
EventEndTime* AM/PM*
5 PM
Teardown & Cleanup Information
EndTime (Teardown&Cleanup)* AM/PM*
6 PM
Attendance
Estimated Attendance*0
10000
Type of Admission
FreeAdmission Number of FreeAdmissionAttendees 0
10000
Admission/Participation FeeRequired Race Fee
Event Features Booths(Free to Vendors) 0 Booths (ForSale to Vendors) 0 httpszllsonomaca.workflow.opengov.com/#lexpiore/records/4963/react-form—details/4963 11/29 Agenda Item #7.4:

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Estimated Number of Booths Car Show
20 D
KidZone and or Games Race (Bikeor Running)
1:] D
RecyclingCenter 9 Registration Area
Cl
VIPArea Parade
Cl
ATVand or GolfCarts
Amplified sound is allowed as part of a special event permit. Below please indicate the number of hours amplified sound will be needed and the types of sound to be expected onsite.

Liveand or AmplifiedMusic Types of amplifiedsound
Live Band
TotalAmount ofTimeAmplifiedSound ls Being
6 https:llsonomaca.work?ow.opengov.com/#/explore/records/4963/react—form—details/4963 12/29 Agenda Item #7.4:

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Structures
INFLATABLESAREPROHIBITIEDINCITYPARKS. i.e.Jumping Houses, or any inflatable structure including games
POLYSTYRENEPRODUCTSAREPROHIBITEDINCITYPARKS.

Below are two maps the Plaza Use Map can be used to draw in all of the event features, including staging, tents, tables and chairs. The Electrical Map contains the locations of all of the electrical bollards within the Plaza, ifyour event utilizes electricity please identify which bollards need to be turned on utilizing the map.

Plaza Use Map
Electrical Map
BannerSign on historic directory Barricades (Security Only) D
Chairs EzPop UpCanopies
Fencing or DelineatingAreas 9 Approx.# of E2Pop UpCanopies CI 5
FirstAidStation FreeStanding Signs/ Banners [3 Generators 0 Sanitation Services 9 CI httpszllsonomaca.workflow.opengov.com/#lexplore/recordsl4963/react-form-detail3/4963 13/29 Agenda Item #7.4:

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Stages/ Risers Tables
Tents 8 # ofTents
D o 5
Trailers TrashContainers/ Dumpsters
D
Other Structure
[:1
Food and Beverage
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Foodto be available?* Type of FoodSale*
Yes Food for Sale at event
AlcoholServed Onsite FoodVendors- Cooking on Premise
# of FoodVendors Cooking Onsite Prepared FoodVendors
3 Cl
FoodPrepared byEventOrganizer and Sold to Public Caterers E] El
FoodTruck # of FoodTrucks
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Possession and Consumption of Alcoholic Beverages On City Owned Property
Note: if charging a fee for alcohol or charging an admittance fee and serving alcohol, you must obtain a temporary sales permit from the Alcoholic Beverage Control Board @ 50 D St. Room 130, Santa Rosa 95404 707.576.2165 Any event that requires the Department of Alcoholic Beverage Control to issue an ABC license and anticipates at least 200 attendees shall be required to have at least one staff member properly trained to serve alcohol in a safe and responsible manner.

For the purposes of this requirement, the staff member must successfully complete the Sonoma County Dept of Health Services' Responsible Beverage Service Training for special events or any other training class approved by the California Department of Alcoholic Beverage Control.

The applicant shall provide a current certificate of completion by the person responsible for taking the Responsible Training Service Training course along with the alcohol permit application. In addition, the event organizer shall indicate in the event narrative how other event staff members will be trained.

Day/s of Service Hours of Service 9
07/04/2025 8-5pm
Howis the AlcoholBeingDispensed? 9 Ifthe AlcoholService is Included in the Charge for Admittance, what are you charging to attend?
Sold
responsibility and liability for and indemnify, and suits for or by reason of injury to any person or damages to any property of the parties hereto or of the third persons for any and all cause or causes whatsoever on in any way connected with the holding of said event or any act or omission or thing in any manner related to said event and its operation irrespective of negligence, actual or claimed, upon the part of the City, its agents or employees. https://sonomaca.workflow.opengov.com/#/explore/records/4963/react—form-details/4963 16/29 Agenda Item #7.4:

3/12/25.1:59 PM
Signature*
0 Gary Johnson
Feb 11,2025
PLUA-25—5
Vendors Required for Set Up and Event
ALSAmbulance 9
BicycleValet Services 0
Cl
Party RentalCompany
Cl
Security
Transportation Services
Cl
Tenting Company
Cl
Additional Services BathroomAttendant(s) 0 Cl
AudioVisualServices
D
Sanitation Services 0
Musiciansand DJ
ForkLifts and Rigging
D
Staging Company
[3
RecyclingSorting Vendor 9
Onsite Supervision Requested CI
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CHPServices for Street Closures O Onsite Security- Requiredfor all community 0 D
events that serve alcohol.

Reservation of PublicParking Street UseRequested 0
Water Needed
if your event requires the use of electricity please down load the Electrical Map below and highlight the electrical bollards that you need opened for your event. Please enter the number of bollards that you need opened in the box below. Please note the City of Sonoma does charge for the use of electricity it is based on the number of bollards requested opened.

Electrical Map
Electricity Needed 0 Number of ElectricalBollards* O
10 Marketing Information
https://sonomaca.workflow.opengov.com/#/explore/records/4963/react—form—details/4963 18/29 Agenda Item #7.4:

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Please submit a event description that the City of Sonoma can use on SonomaCity.org EventCalendar.* TBD
Uploada Graphic Image for Marketing O
6 No File Uploaded
Reservation of Public Parking Information per day
DateRequired
07/04/2025
Time of DayParking Spaces AreRequested
Sam—12pm
# of Parking Spaces Requested 0
200
Below Please Indicate the Location of Reserved Parking Spaces Requested (use the attached map as well)
West Napa Street (5 parkingspaces available)
Please note that ifyou are closing the Plaza
Horseshoethe Sonoma County TransitBus Stop
IsRelocated Intothe FirstThree Parking Spaces
Just West of the Exitto the Horseshoe.

First Street West (45 spaces available): 45
East NapaStreet (13 parking spaces available)
13 First Street East (45 parkingspaces available) 43 https://sonomaca.workflow.opengov.com/#/explore/recordsl4963/react-form-delai|s/4963 19/29 Agenda Item #7.4:

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West Spain Street (21spaces available): East Spain Street (27 spaces available):
21 27
Uploadthe Cityof Sonoma Parking Map9 Rear ParkingLotof City Hall(14Parking spaces) [LJ;‘
parking map.jpg
Frontof City Hall(12) 9
Street Closure(s) Requested
Ifyour event is utilizing more then one street please continue to add the additional streets completing all the relevant questions including duration of closure.

Street Name
Spain Street
Between cross streets:

Cross Streets
Duration of Closure
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Date From:
07/04/2025 5am
To: Uploadmaps of all proposed street closures. 9
12pm
é
Spain St_.pdf
If your event is utilizing more then one street please continue to add the additional streets completing all the relevant questions including duration of closure.

Street Name
Napa
Between cross streets:

Cross Streets
First
Duration of Closure
Date From:

To: Uploadmaps of all proposed street closures. 9 12 g
No File Uploaded httpszllsonomaca.workflow.opengov.com/#lexplore/recordsl4963/react—form—details/4963 21/29 Agenda Item #7.4:

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Ifyour event is utilizing more then one street please continue to add the additional streets completing all the relevant questions including duration of closure.

Street Name
First West
Between cross streets:

Cross Streets
Duration of Closure
Date From:
07/04/2025 5
To: Uploadmaps of all proposed street closures. 9
12 g No File Uploaded
Ifyour event is utilizing more then one street please continue to add the Street Name First East httpszllsonomaca.workflow.opengov.com/#lexplore/records/4963/react—form-details/4963 22/29 Agenda Item #7.4:

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Between cross streets:

Cross Streets
Duration of Closure
Date From:
07/04/2025 5
To: Uploadmaps of all proposedstreet closures. 9
12 g No File Uploaded
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Steet Use General Conditions of Approval
Applicant is responsible for obtaining permission from Caltrans for use of any portion of Highway 12.Allfacilities placed upon a City street are subject to continuing safety approval and inspection by the appropriate City departments. A clear path of a minimum width of 20 feet through the length of the portion of roadway being used must be maintained for emergency vehicle access. Obstructions shall not be placed along the curb or the roadway within 10 feet of any fire hydrant.

Allfacilities used for the event shall be removed from City streets immediately after the close of the event. Allcosts for barricading, traffic control, street sweeping and clean up shall be borne by the applicant. Applicant will be required to submit a deposit equal to the amount estimated by the City for services performed by City personnel in relation to the event. The deposit is due no later than two weeks before the first day of the event. if actual costs exceed the amount of the deposit, applicant will be required to pay the difference. If actual costs are less than the deposit, the excess will be returned to applicant or applied to any other fees or charges owed to the City. Applicant must provide a certificate of insurance and a policy endorsement naming the City of Sonoma as additional insured as described in the City of Sonoma Facility Use Insurance Requirements.
9696969696
I do hereby acknowledge and affirm that all information contained herein is accurate to the best of my knowledge and agree to assume full responsibility and liability for and indemnify, and suits for or by reason of injury to any person or damages to any property of the parties hereto or of the third persons for any and all cause or causes whatsoever on in any way connected with the holding of said event or any act or omission or thing in any manner related to said event and its operation irrespective of negligence, actual or claimed, upon the part of the City, its agents or employees.

Applicant Signature AcknowledgingStreet Use Conditions* 0 Gary Johnson Feb 11, 2025 httpszllsonomaca.workflow.opengov.com/#/explore/records/4963/react—form-details/4963 24/29 Agenda Item #7.4:

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Insurance Information
The following special event insurance requirements must be met for all events being held on City property.

Event organizers must have liability insurance for no less than two million dollars ($2,000,000) naming the City of Sonoma as an additional insured, with an endorsement stating that the event holder’s insurance is primary. If alcohol is sold at the event, the event holder must also provide two million dollars ($2,000,000) liquor liability insurance.

It is essential that anygroup holding an event in the City of Sonoma meet one of the following two insurance requirements to ensure that your organization is carrying full risk and responsibility for producing your event.

1. Certificate of General Liability Insurance ANDEndorsement. The required insurance certificate and endorsements must be executed by your insurance carrier with the terms and language below.

1. The term must be for one year with a minimum of $2 million General Liability for each occurrence, 0R, $1 million General Liability plus $1 million Umbrella Liability for each occurrence.

2. Additionally Insured Language: The City of Sonoma, its elected or appointed officers, officials, employees and volunteers, #1 The Plaza, Sonoma, CA 95476.

3. Description of Premises: Provide a description of the operations, location and dates of the event and insurance policy number.

4. Primary Language on Endorsement: This insurance shall be primary as respects the insured shown in the schedule, or if excess, shall stand in an unbroken chain of coverage excess of the Named Insured's schedule underlying primary coverage.

In either event, any other insurance maintained by the Insured scheduled above shall be in excess of this insurance and shall not be called upon to contribute with it.

5. Cancellation Language: The insurance afforded by this policy shall not be cancelled except after thirty (30) days prior written notice by certified mail.

2. Special Event Insurance:

1. Minimum of $2 million General Liability for each occurrence, 0R, $1 million General Liability plus $1 million Umbrella Liability for each occurrence.

2. Additionally Insured Language: The City of Sonoma, its elected or appointed officers, officials, employees and VOIUnteers, #1 The Plaza, Sonoma, CA 95476.

3. Description of Premises: Provide a description of the operations, location and dates of the event and insurance policy number.

4. Primary Language on Endorsement: This insurance shall be primary as respects In either event, any other insurance maintained by the Insured scheduled above shall be in excess of this insurance and shall not be called upon to contribute with it. Note: Do not wait to contact your insurance carrier. It is generally the insurance that holds up a permit. Be certain when you submit your request for insurance certificates and endorsements that your carrier receives the above provisions and requirement. https://sonomaca.workflow.opengov.com/#lexpIore/records/4963/react-form—details/4963 25/29 Agenda Item #7.4:

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Additional Fee Notes:

Maintenance Fee: If the rented area is not returned in rentable condition (at the sole discretion of the City), the City may charge a maintenance fee for each hour required by City Staff to bring the event area into rentable condition. (Staff activities may include, but are not limited to: emptying trash cans, cleaning restrooms, picking up litter.) This maintenance fee is based on the Public Works Hourly Rate as specified in the most current City Fee Schedule.

Clean up activities may include activities outside of the originally rented area to the extent that those areas were impacted by the event.

Other Fees: Event organizers are responsible for any costs (such as staff time costs) associated with the event. Examples are below but are not all inclusive:

If the approving committee or City Council directs specific activities of staff (such as inspections), fees associated with that activity shall be charged to the event unless waivedby City Council. If event preparation or review time exceeds hours allocated in the applicable fee, those costs may be charged to the event organizer at the sole discretion of the City. Such activities may include but are not limited to additional set up such as electrical review, distribution or emptying of trash cans, pick up of litter. lf City Staff are requested to be oncall or are called in to resolve an event issue, the associated fee (including minimum charges) may be charged to the event organizer at the sole discretion of the City. Additional services requested after the event application and approval which were not considered at the time of the application may be charged at the rate specified in the City Fee Schedule.

Fee Changeg: The City of Sonoma Fee Schedule is typically reviewed annually. If the City's fees change between the submittal of an application and the event, event fees will be adjusted to reflect the current fees as specified in the City Fee Schedule. This may result in additional costs or a refund.

Applicant Agreement
l, the undersigned, as applicant or on behalf of the applicant, signify that the information provided on this application is true and correct and hereby accept full responsibility for any breakage or damage to property or building, and for department and conduct of those attending the function for which the facility is requested.

I agree to indemnify, defend, and hold harmless the City of Sonoma, its officer, officials, employees and volunteers from and against all claims, damages, losses and expenses including attorney fees arising out of the negligent act or omission of myself, any agent, anyone directly or indirectly by them or anyone for whose acts by them may be liable, except lf permission is granted. l, or my representative agrees to be present during the entire use of the facility. This agreement requires that the City of Sonoma be named as “an additionally insured" and that the applicants insurance apply on a primary and non—contributory basis, over any coverage the city of Sonoma may have. My signature below signifies that I agree to abide by all of the conditions of this application. the Special Event Use Policy and of any contract issued based on this application. I also agree to pay to the City of Sonoma all costs the City may incur as a result of any failure to comply with all of these conditions including damages due to failure to leave the premises in rentable condition. httpszllsonomaca.workflow.opengov.com/#/explore/records/4963/react-form-detaiIs/4963 26/29 Agenda Item #7.4:

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ApplicantSignature*
0 Gary Johnson
Feb 11.2025
Calculated Total Public Works Crew Hours
B TotalCalculated PWCrew- Regular(Business) a TotalCalculated PWCrew — Regular Overtime Hours Hours
0 as 0 :45
E TotalCalculated PWCrew-Sunday or Holiday
Overtime Hours
0 [III] E!
Public Works Rental & Materials Costs
? UploadPublicWorksFeeSheet 0 E TotalMaterialsCosts 0
g No File Uploaded
E Total PublicWorksEquipmentRentalCosts 0
Finance
- Cost Recovery Information a Customer # ? FinanceProject # https://sonomaca.workflow.opengov.com/#lexplore/recordsl4963/react-form-details/4963 27/29 Agenda Item #7.4:

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in Finance Project TaskCode
Refund Processing
8 UploadRefundAuthorizationSheet (for 9
Finance)
6 No File Uploaded
Refund Authorization Form Template (Right—clickto open) ? Amountof RefundDue9
Attachments
Reservation of Public Parking Map
parking map.jpg
Uploaded by Gary Johnson on Feb 11,2025 at 12:04 PM
Site Plan
24 Plaza Map V3.pdf
Uploaded by Gary Johnson on Feb 11,2025 at 12:01 PM
Electrical Map_P|aza.pdf Uploaded by Gary Johnson on Feb 11,2025 at 12:01 PM Event Narrative and Security Plan Safety Plan.docx Uploaded by Gary Johnson on Feb 11,2025 at 12:02 PM httpszllsonomaca.workflow.opengov.com/#/explore/records/4963/react-formdetails/4963

REQUIRED

REQUIRED
REQUIRED 28/29
Agenda Item #7.4:

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Proposed Budget REQUIRED
Event_Budget_Projected 2025.x|sx
Uploaded by Gary Johnson on Feb 11,2025 at 12:03 PM
Waste Minimization Plan REQUIRED
% Waste Plan.pdf
Uploaded by Gary Johnson on Feb 11.2025 at 12:03 PM
Non~Profit Tax—Exempt Letter REQUIRED
é
501c3 letterpdf
Uploaded by Gary Johnson on Feb 11.2025 at 12:03 PM
https://sonomaca.workflow.opengov.com/#lexplore/records/4963/react—form-details/4963 29/29 Agenda Item #7.4:

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Agenda Item #7.4:

Agenda Item #7.4:

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Agenda Item #7.4: Page 100 of 262
City of Sonoma
Agenda Item Summary
Meeting: City Council - 19 Mar 2025
Department
Administration
Staff Contact
Lisa Janson, Senior Management Analyst
Agenda Item Title
Adopt a Resolution Approving an Application for Temporary Use of City Streets for the 2025 Valley of the Moon Vintage Festival 5K Foot Race and the Sonoma Volunteer Fire Fighters Association Annual Water Fights September 27, 2025
Summary
The Sonoma Valley Vintners and Growers Alliance is requesting City Council approval for the following street closures associated with the Valley of the Moon Vintage Festival:

1. Saturday, September 27th - Closure of Spain Street, between First Street West to First Street East, from 6:00 a.m. to 1:00 p.m. to accommodate the 5K Foot Race and the Sonoma Volunteer Fire Fighters Association Annual Water Fights. a. Saturday, September 27th -- The Street will be used to accommodate the starting/finishing line for the 5K Run between 7:00 a.m. - 11:00 a.m. b. Saturday, September 27th -- The Street will be used to accommodate the Sonoma Volunteer Fire Fighters Association Annual Water Fights between 11:00 a.m. - 1:00 p.m.

2. Saturday, September 27th -- Closures of the 5K race course that departs on Spain Street in front of the Barracks and proceeds to 1st Street East to the bike path, runners will run down the bike path to 4th Street East where they will enter Lovall Valley Road, making a left turn on to Wilking Way, left on to Greve Lane, right on to 4th Street East, right on to Brazil Street, left to Gehricke Road to a turnaround near the entrance to Ravenswood Winery, runners will then be turned around to run towards Lovall Valley Rd, they will make a left on Lovall Valley Road, headed east to a turnaround at Seventh Street East, from there runners will be directed back down Lovall Valley Road, making a Left on Fourth Street East, a right on to East Spain Street to the finish line mid-block on Spain Street between (1st Street West and 1st Street East).

3. The race route will have closures, to be coordinated based on the presence of runners between 8:00am-10:30am. Street marshaling by Native Sons of the Golden West and volunteers. At the time of the application the plan is to have the race coordinated by Motiv as part of their annual contribution back to the community. The final agreement between the two entities Sonoma Valley Vintners and Growers Alliance and Motiv is being negotiated.

Note: Details of the event and associated street closures and “no parking” request is provided in the attached applications.

In 2018, City Council granted a fee waiver in perpetuity to the organizers of the Vintage Festival to cover the cost associated with the Street Use and associated reservation of parking required to safely operate the 5K race and the water fights. This allows the non-profit to maximize community scholarships and other community activities.

Agenda Item #7.5:

Recommended Council Action
Adopt the resolution approving the street use application allowing the use of city streets subject to Special Events Committees conditions of approval.

Alternative Actions
City Council discretion.

Financial Impact
The applicants are required to reimburse the City for any additional personnel costs incurred as a result of the street closure and other aspects of the events.

Environmental Review Status
Environmental Impact Report
Negative Declaration
Exempt
Not Applicable
Approved/Certified
No Action Required
Action Requested
Attachments
Resolution - Vintage Festival Street Use 2025
PLUA 25-9_SVVGA_2025 Valley of the Moon Vintage Festival Application and Street Use Application and Map
Alignment with Council Goals:

Agenda Item #7.5:

City of Sonoma
RESOLUTION # ________ - 2025

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

CONSENTING TO THE USE OF CITY STREETS FOR THE VALLEY OF THE MOON VINTAGE FESTIVAL ON SATURDAY, SEPTEMBER 27, 2025
WHEREAS, Sonoma Valley Vintners and Growers Alliance has completed an application for the 128th annual Valley of the Moon Vintage Festival, requesting the use of City Streets to conduct a 5K Foot Race and host the Sonoma Volunteer Fire Fighters Water Fights; and WHEREAS, the Valley of the Moon Vintage Festival will temporarily impede and restrict the free passage of traffic over Spain Street between First Street West to First Street East, in order to accommodate the 5K Foot Race on September 27, 2025, between the hours of from 6:00 a.m. to 10:00 a.m.; and
WHEREAS, the Valley of the Moon Vintage Festival will temporarily impede and restrict the free passage of traffic over Spain Street between First Street West to First Street East from 10:00 a.m. to 1:00 p.m. to host the annual Sonoma Volunteer Fire Fighters Association Water Fights; and
WHEREAS, the Valley of the Moon Vintage Festival will temporarily impede and restrict the free passage of traffic with closures for the 5K race course that departs on Spain Street in front of the Barracks and proceeds to 1st Street East to the bike path, runners will run down the bike path to 4th Street East where they will enter Lovall Valley Road, making a left turn on to Wilking Way, left on to Greve Lane, right on to 4th Street East, right on to Brazil Street, left to Gehricke Road to a turnaround near the entrance to Ravenswood Winery, runners will then be turned around to run towards Lovall Valley Rd, they will make a left on Lovall Valley Road, headed east to a turnaround at Seventh Street East, from there runners will be directed back down Lovall Valley Road, making a Left on Fourth Street East, a right on to East Spain Street to the finish line mid-block on Spain Street between (1st Street West and 1st Street East).

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

1. The City Council approves and consents to the street closure associated with the proposed Valley of the Moon Vintage Festival upon terms and conditions deemed appropriate and necessary by the State of California and Department of Transportation.

2. The approval of the street closure is subject to the conditions and limitations as detailed in PLUA 25-9, along with the following:

A. Applicant shall work with Sonoma Police Department and California Highway Patrol as soon as possible to finalize traffic control plan and contract with the Sonoma County Sheriff’s Department for services as required.

B. Applicant shall provide a written request for special barricading to the Public Works Department at least thirty days prior to the event and meet with the Street and Police Dept.

Agenda Item #7.5:

C. Applicant shall comply with City of Sonoma standard insurance requirements.

PASSED, RESOLVED AND ADOPTED, at a Regular meeting of the City Council of the City of Sonoma on this 19th day of March 2025, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
______________________________________
Patricia Farrar-Rivas, Mayor
ATTEST:
______________________________________
Rebekah Barr, MMC, City Clerk
Agenda Item #7.5:

3/12/25, 5:06 PM PLUA—25—9
@ City of Sonoma, CA March 12,2025
PLUA—25-9 Primary Location Applicant
Plaza Use Application Nolocation ; KatieHolden
Status: Active Owner J 707—227—7407
Submitted On:2/20/2025 @ [email protected]
Noownerinformation
‘ P.O.Box1698
Sonoma, CA95476
Event Details — Intake Review
Complete this section during Intake Review Step
Event Size
in Small Event A Large Event
Cl
? Number of EventHours
* 0
12 Attendance
9 NumberofAttendees 2000
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Event Type
A Private Event 5 ForProfit
D Cl
? NonProfit
Amplified Sound - Complete this section if the entity is requesting the use of amplified sound as part of their event request.

A AmplifiedSound A AmplifiedSound Start Time
11 ? AmplifiedSound Start TimeAM/PM ? AmplifiedSound EndTime AM 4
? AmplifiedSound EndTimeAM/PM
PM
Review/Approval Level
Lisa Janson Feb 21, 2025 H SECReviewis necessary 0 A CityCouncilApprovalRequired0 https:llsonomaca.workflow.openg0v.com/#lexplore/records/4966/react-form—details/4966 2/26 Agenda Item #7.5:

3/12/25, 5:06 PM PLUA~25~9
? City Manager ApprovalRequired
CI
ABC License Required
8 ABCLicense Required
Parks Review & Development of Preliminary Conditions of Approval
? EventOrganizer is required to hirea 9 9 Additional(non—standard)conditionsare professionalsorting company to properly included in approval letter. dispose ofwaste generated bytheir event (To U
be printed on ConditionsofApprovalifboxis
checked).
? Parks
- Additional(nonstandard) Conditions ofApproval(to be printed on COADocumentissued) 0 R Based on attendance additionalsanitation 9 A Numberof Porta Potties Required services are required,this includes hand
washing stations and porta-potties 4
8 Numberof HandWashing Stations Required0 8 NumberofADAPortableToiletsRequiredto be Ordered 2 l https://sonomaca.workflow.opengov.com/#/explore/records/4966/react-form-detaiIs/4966 3/26 Agenda Item #7.5:

3/12/25, 5:06 PM PLUA—25-9
Streets Supervisor Review & Development of Preliminary
Conditions of Approval
? is a Caltrans encroachment permit required 9 E Additional(non—standard)conditions of approval for the requested street use? need to be included.
—
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? Streets — Additional(nonstandard) Conditions of Approval(to be printed on COADocumentissued) 0 Saturday, September 27, 2025 Sonoma ValleyVintners and Growers Alliancehas requested temporary use of city streets for the Vintage Festival event and the 5Kfun run course.

1. Event Organizer willprovide notice of the temporary closure of Spain Street between lst Street East and lst Street West from 6:00AM-1:00Pl\/l and Spain Street between lst East to 4th Street East between 7:00AM—10:15AMto all businesses and residents no later than 30 days prior to the event. In addition the Event Organizer will provide notice of the race and temporary impediment of free passage ofthe traf?c along the rest of 5K run route to all businesses and residents no later than 30 days prior to the event. Additional signage to be placed on Gehricke, LovallValley and BrazilStreet to address those areas outside of City limits.

2. Closure of Spain Street between 1StStreet East and 1StStreet West for the start of the race from 7:30AM—10215AM.Policeand or a professional security ?rm willneed to be hired to handle the intermittent closures at the corners of lst East and Spain and lst Street West and Spain Street.

3. There will be intermittent closures of City streets as the race proceeds down in front of the Barracksand proceeds to lst Street East to the bike path, runners willrun down the bike path to 4th Street East where they willenter LovallValley Road,making a left turn on to Wilking Way, left on to Greve Lane, right on to 4th Street East, right on to BrazilStreet, left to Gehricke Road to a turnaround near the entrance to Ravenswood Winery, runners willthen be turned around to run towards LovallValley Rd,they willmake a left on LovallValley Road, headed east to a turnaround at Seventh Street East, from there runners willbe directed back down LovallValley Road, making a Left on Fourth Street East, a right on to East Spain Street to the finish line midblock on Spain Street between (lst Street West and lst Street East)

4. in all cases the one lane of each of the roads used (except Spain Street between 1St west and 15teast) willremain open allowing Marshalsto reopen roads on a rolling basis, and meter across intersections when deemed safe by law enforcement. The race route willhave intermittent closures, to be coordinated based on the presence of runners between 8:00AM—10:00AM.Street marshalling by Sonoma Marshals.

5. The applicant will be responsible for providing notice and detour routes to all residents and business affected by street closures in the affected areas 30 days in advance. This includes residents North of East Spain Street. Residents South of East Spain Street will also receive noti?cation and will have full access out of the neighborhood during the race. Allinformation needs to be posted on the applicants website and made available to the general public.

6. lfthere are more than 1,000 registered to run for this event, a contingency plan needs to be put into place that includes additional road closures and additional police services. httpszllsonomaca.workflow.opengov.com/#/exp|ore/records/4966/react—form-details/4966 5/26 Agenda Item #7.5:

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Fire Marshal Review & Development of Preliminary Conditions of Approval
H Eventsgreater then 1,000 persons in 0 E Additional(non—standard)Fireconditions of 9 attendance are required to have one crowd approval are required monitor for every 250 persons. (Tobe printed
on Conditions ofApprovalifboxis checked)
E Fire- Additional(nonstandard) Conditions of Approval(to be printed on COADocumentissued) 9 AllSVFD Special Event Standards Must be followed. Allvendor tents, food trucks etc must also follow these standards, a site inspection is required. ALS Ambulance required.

A Total FirePlan Review&Inspection Fees 0 A FireDept. Invoiceand FeeJustification 0 g No File Uploaded
A PublicSafety Plan needs to includeCPR 9 Q:PublicSafety Pan needs to includea lst aid Trainedindividual onsite with access to 911 station with Paramedic.Astandby ambulance is and or lst aid station with EMT. required during all event hours.

Cl
Police Department Review & Development of Preliminary
G Howmany hours is alcohol being served? 9 E AdditionalSecurity Required 5-7 hours https://sonomaca.workflow.opengov.com/#lexplore/records/4966/react-form-deta“3/4966 6/26 Agenda Item #7.5:

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? # of additionalsecurity personnel needed ? EventHoursthat Secuity is Needed9 3 lOAM-4PM
? Reason(s)for additionalsecurity 9
in Additional(non-standard) Conditionsof 9
ApprovalNeedto be included.
? Police- Additional(nonstandard) Conditions ofApproval(to be printed on COADocumentissued) 0 0 Event Organizer willcontract with the Sonoma Police Department for services.

Starting on Saturday September 27ththere willbe a minimum of three deputies with patrol car from 10am-4pm.
° Event Organizer willprovide notice of the event and temporary impediment of free passage of the traf?c along the 5K run to all businesses and residents no later than 10 days prior to the event. Letter also shall be sent to the EpiscopalChurch at 275 East Spain Street.
° Metal barricades are required for barricading Spain Street between 1StWest and 1St East.
? Cityof Sonoma PoliceDepartment Signature 9
No signature
httpszllsonomaca.workflow.opengov.com/#lexplore/records/4966/react—form—details/4966 7/26 Agenda Item #7.5:

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Miscellaneous Additional Event Requirements
in Miscellaneous - Additional(nonstandard) Conditions (to be printed on COADocumentissued) 0 0 The applicant working with the Fire Department are responsible for installing a total of 10 de— chlorination mats at the speci?ed locationsthat were provided to Sonoma Valley Fire during the SEC meeting.
0 The applicant will need to ensure that there are four metal barricades per side for the road closure of Spain Street between lst Street East and lst Street West.

E Additional(non-standard) Special Event 9
Conditions of approval.

Event Information
Newor Returning AnnualEvent
* Nameof Event*
Returning Event Valley of the Moon Vintage Festival
Beginning EventDate* EndingEventDate
09/27/2025 09/27/2025
Howmany days willyour event take place?* 9 Private FamilyEvent9 1 Cl
Community Event
— Allevents that are not private EventOrganizer family events SVVGA—Katie Holden https://sonomaca.work?ow.opengov.com/#/explore/records/4966/react—form—details/4966 8/26 Agenda Item #7.5:

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Sponsoring Organization OrganizationType*
Sonoma Valley Vintners & Growers Non-Profit
Foundation
Event Contact Person Information
EventContact Person Name* Title
Katie Holden Ms.

MailingAddress* City*
PO Box 1698 Sonoma
State* Zip*
Ca 95476
DayTime Phone* CellPhone*
707.227.7407 707.227.7407
Email* OnSite Contact Name*
[email protected] Katie Holden
OnSite Contact CellPhone*
Plaza Areas Requested
SESection (Dailyrentalfee $400) NWSection (Dailyrental fee $300) httpszllsonomaca.workflow.opengov.com/#/explore/records/4966/react—form—details/4966 9/26 Agenda Item #7.5:

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NESection (Dailyrental fee $300) SWSection (Dailyrental fee $300) Amphitheater(Dailyrental fee of $200) RearParking Lot(Dailyrentalfee $300) Horseshoe Pavement (Dailyrental fee $200) Howmany PlazaAreasections or areas are you 0 . 7* requesting.
7 Hours of Use
Date*
09/27/2025
Set-up Time Information
Start Time (Set-up)* AM/PM*
6:00 AM
Event Start Time Information
8:00 AM Event End Time Information
httpszllsonomaca.workflow.opengov.com/#/explore/records/4966/react—form-details/4966 10/26 Agenda Item #7.5:

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EventEndTime* AM/PM*
4:00 pM
Teardown & Cleanup Information
EndTime (Teardown&Cleanup)* AM/PM*
6:00 PM
Attendance
EstimatedAttendance* 9
2000
Type of Admission
FreeAdmission Numberof FreeAdmissionAttendees 9
2000
Admission/Participation FeeRequired RaceFee
Cl
Numberof Attendees 9
https://sonomaca.workfiow.opengov.com/#lexplore/recordsl4966/react-form—details/4966 11/26 Agenda Item #7.5:

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Event Features
Booths(Free to Vendors) 9 Booths(For Sale to Vendors) 9 Estimated Numberof Booths Car Show
50 Cl
KidZoneand or Games Race (Bikeor Running)
RecyclingCenter 0 Registration Area
VIPArea Parade
ATVand or GolfCarts
CI
Amplified sound is allowed as part of a special event permit. Below please indicate the number of hours amplified sound will be needed and the types of sound to be expected onsite.

Liveand or AmplifiedMusic Types of amplifiedsound Live Band https://sonomaca.workflow.opengov.com/#lexplore/records/4966/react—form-details/4966 12/26 Agenda Item #7.5:

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TotalAmountofTimeAmplifiedSound Is Being
Requested
5 Structures
INFLATABLESAREPROHIBITIED INCITYPARKS. i.e. Jumping Houses, or any inflatable structure including games
POLYSTYRENEPRODUCTS AREPROHIBITEDINCITYPARKS.

Below are two maps the Plaza Use Map can be used to draw in all of the event features, including staging, tents, tables and chairs. The Electrical Map contains the locations of all of the electrical bollards within the Plaza, if your event utilizes electricity please identify which bollards need to be turned on utilizing the map.

Plaza Use Map
Electrical Map
BannerSign on historic directory Barricades
(Security Only)
E] El
Chairs EzPop UpCanopies
Fencingor DelineatingAreas 0 Approx.# of E2Pop UpCanopies 50 FirstAidStation 0 FreeStanding Signs/Banners httpszllsonomaca.work?ow.opengov.com/#/explore/records/4966/react—form—dmails/4966 13/26 Agenda Item #7.5:

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Generators 9
D
Stages/ Risers
[:I
Tents
Cl
Trailers
D
Other Structure
Cl
Food and Beverage
Foodto be available?*
Yes
AlcoholServed Onsite
# of FoodVendors Cooking Onsite #3 of Prepared FoodVendors 3 PLUA-25-9
Sanitation Services 9
? # ofTents
0 TrashContainers/ Dumpsters
Typeof FoodSale*
Food for Sale at event
FoodVendors- Cooking on Premise
Prepared FoodVendors FoodPrepared by EventOrganizer and Sold to Public D https://sonomaca.workflow.opengov.com/#/explore/records/4966/react—form-detaiIs/4966 [HI] EH 14/26
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Caterers FoodTruck
Cl
# of FoodTrucks
3 Possession and Consumption of Alcoholic Beverages On City Owned Property
Note: If charging a fee for alcohol or charging an admittance fee and serving alcohol, you must obtain a temporary sales permit from the Alcoholic Beverage Control Board @ 50 D St. Room 130, Santa Rosa 95404 707.576.2165 Any event that requires the Department of Alcoholic Beverage Control to issue an ABC license and anticipates at least 200 attendees shall be required to have at least one staff member properly trained to serve alcohol in a safe and responsible manner.

For the purposes of this requirement, the staff member must successfully complete ‘
the Sonoma County Dept of Health Services' Responsible Beverage Service Training for special events or any other training class approved by the California Department of Alcoholic Beverage Control.

The applicant shall provide a current certificate of completion by the person responsible for taking the Responsible Training Service Training course along with the alcohol permit application. In addition, the event organizer shall indicate in the event narrative how other event staff members will be trained. 09/27/2025 10 am- 4 pm Howisthe AlcoholBeing Dispensed? 0 Ifthe AlcoholService is includedin the Charge for Admittance, what are you charging to attend? Sold https://sonomaca.workflow.opengov.com/#lexplore/records/4966/react-form—details/4966 15/26 Agenda Item #7.5:

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Acknowledgment Ido hereby acknowledge and affirm that all information contained herein is accurate to the best of my knowledge and agree to assume full responsibility and liability for and indemnify, and suits for or by reason of injury to any person or damages to any property of the parties hereto or of the third persons for any and all cause or causes whatsoever on in any way connected with the holding of said event or any act or omission or thing in any manner related to said event and its operation irrespective of negligence, actual or claimed, upon the part of the City, its agents or employees.

Signature*
0 Kathleen wHolden
Feb 11,2025
Vendors Required for Set Up and Event
ALSAmbulance 0 AudioVisualServices
CI
BicycleValet Services 9 Sanitation Services 0
D
Party RentalCompany Musiciansand DJ
D
Security ForkLiftsand Rigging
Transportation Services Staging Company Cl C]
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Tenting Company RecyclingSorting Vendor0
Cl
Vendor List
— Business License Confirmation
A City Business License is required!
Please use the link here to obtain a City of Sonoma Business License if you are not appearing in the search bar OR provide business details at the bottom of this section.

Business Name(DBA) Business LicenseNumber
Sonoma Vintners & Growers All. 10633
Business Street Address Business City and State
PO BOX1698 SONOMA, CA95476—1738
Business LicenseStatus
Active
Can't find Vendor's name in the search bar? Please provide vendor's detail below:

VendorName EmailAddress httpszllsonomaca.workflow.opengov.com/#lexplore/records/4966/react—form—details/4966 17/26 Agenda Item #7.5:

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Please download the vendor list below and attach it to the application. As stated above you will be asked to review what you submitted during the application process and will be asked to resubmit a complete Vendor List 30-days prior to the event.

Vendor Informationxlsx
Additional Services
BathroomAttendant(s) 9 Onsite SupervisionRequested
Cl Cl
CHPServices for Street Closures 9 Onsite Security—Required for all community 0 [3
events that serve alcohol.

Reservation of PublicParking Street UseRequested O
[:|
Water Needed
Ifyour event requires the use of electricity please down load the Electrical Map below and highlight the electrical bollards that you need opened for your event.

Please enter the number of bollards that you need opened in the box below. Please number of bollards requested opened. Electrical Map
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ElectricityNeeded0 Numberof ElectricalBollards*0
50 Marketing Information
Please submit a event description that the City of Sonoma can use on SonomaCity.org EventCalendar.* The Vintage Festival is a time—honored celebration of Sonoma Valley's grape harvest, deep~rooted community spirit. and rich history. Since 1897,this cherished tradition has brought together winemakers, grape growers, and visitors in the historic Sonoma Plaza to honor the region's winemaking legacy and agricultural heritage—the very foundation of California wine. Through a weekend of exceptional food, world-class wine, and heartfelt fellowship, we invite you to experience the essence of Sonoma Valley. Proceeds from the festival benefit the Sonoma Valley Vintners & Growers Foundation, supporting the people and land that make this renowned wine region thrive Uploada GraphicImagefor Marketing0
* VF_LEAF_LOGO.png
Street Closure(s) Requested
Ifyour event is utilizing more then one street please continue to add the additional streets completing all the relevant questions including duration of closure.

Street Name Spain Street Between cross streets: httpszllsonomaca,workflow.opengov.com/#/expIore/records/4966/react—form—details/4966 19/26 Agenda Item #7.5:

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Cross Streets
lst street West and 1st Street east
Duration of Closure
Date From:
09/27/2025 9 am
To: Uploadmaps of all proposed street closures.9
1 pm 5K RUN course and closures
é (l).pdf
httpszllsonomaca.workflow.opengov.com/#/explore/records/4966/react—form-details/4966 20/26 Agenda Item #7.5:

7S!S!E
BROADWA y
2nd8!E
41/:s:E
5thStE
Agenda Item #7.5:

2}
Agenda Item #7.5:

VINTAGEFEST5KROADCLOSURES
mm_————rmSATURDAY,SEPTEMBER28, 2024- 8AMRACESTART
E??_ WholeRoad lst Stw 13!St E 6:00AM 1:00PM“ — VIM/m C/DSL/IE’ mn h waterf/‘qh/s0') Spam5! WholeRoad 4thSt E 10:15AM
(Ten/er Cme Ame,keep mane/s onnod/757th0/ [0.90 from41/;5! E la Isl St E 7:00AM 9:15AM
Reopenonceshe/1Me News and a//0wIra/?t was! 0.7 5mm5/
BikePath WholePath
' Io .as 4thSt E 7:00AM 9:15AM
WilkingWay LovallValley 7:00AM 9:15AM
GreveLane WholeRoad WilkinWa 4thSt E 7:00AM 9:15AM
_\ F.(I)
4thSt E WholeRoad E SpainSt Brazil 7:00AM
Canny CaneUnaAsa) mung/3 an east 3/2190/ mad I’m/778/32175! {0 Spa/h5/ BrazilSt
GehrickeRd WholeRoad LovellValleyRd Ravenswood 7:00AM 9:45AM CenterConeWe, keep run/291$ an935/sideofmadr’mm8/32175/ k7[UM/ l/a/Ie/ Pr." LovellValle Rd
Agenda Item #7.5:

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Steet Use General Conditions of Approval
Applicant is responsible for obtaining permission from Caltrans for use of any portion of Highway 12. Allfacilities placed upon a City street are subject to continuing safety approval and inspection by the appropriate City departments. A clear path of a minimum width of 20 feet through the length of the portion of roadway being used must be maintained for emergency vehicle access. Obstructions shall not be placed along the curb or the roadway within 10 feet of any fire hydrant.

Allfacilities used for the event shall be removed from City streets immediately after the close of the event. Allcosts for barricading, traffic control, street sweeping and clean up shall be borne by the applicant. Applicant willbe required to submit a deposit equal to the amount estimated by the City for services performed by City personnel in relation to the event. The deposit is due no later than two weeks before the first day of the event. If actual costs exceed the amount of the deposit, applicant will be required to pay the difference. if actual costs are less than the deposit, the excess will be returned to applicant or applied to any other fees or charges owed to the City. Applicant must provide a certificate of insurance and a policy endorsement naming the City of Sonoma as additional insured as described in the City of Sonoma Facility Use Insurance Requirements.
***-X-*
I do hereby acknowledge and affirm that all information contained herein is accurate to the best of my knowledge and agree to assume full responsibility and liability for and indemnify, and suits for or by reason of injury to any person or damages to any property of the parties hereto or of the third persons for any and all cause or causes whatsoever on in any way connected with the holding of said event or any act or omission or thing in any manner related to said event and its operation irrespective of negligence, actual or claimed, upon the part of the City, its agents or employees.

ApplicantSignature AcknowledgingStreet Use Conditions* 0 Katie Holden Feb 11, 2025 httpszllsonomaca.workflow.opengov.com/#lexplore/records/4966/react-form—details/4966 21/26 Agenda Item #7.5:

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Insurance Information
The following special event insurance requirements must be met for all events being held on City property.

Event organizers must have liability insurance for no less than two million dollars ($2,000,000) naming the City of Sonoma as an additional insured, with an endorsement stating that the event holder’s insurance is primary. If alcohol is sold at the event, the event holder must also provide two million dollars ($2,000,000) liquor liability insurance.

It is essential that any group holding an event in the City of Sonoma meet one of the following two insurance requirements to ensure that your organization is carrying full risk and responsibility for producing your event.

1. Certificate of General Liability Insurance ANDEndorsement. The required insurance certificate and endorsements must be executed by your insurance carrier with the terms and language below.

1. The term must be for one year with a minimum of $2 million General Liability for each occurrence, OR, $1 million General Liability plus $1 million Umbrella Liability for each occurrence.

2. Additionally Insured Language: The City of Sonoma, its elected or appointed officers, officials, employees and volunteers, #1 The Plaza, Sonoma, CA 95476.

3. Description of Premises: Provide a description of the operations, location and dates of the event and insurance policy number.

4. Primary Language on Endorsement: This insurance shall be primary as respects the insured shown in the schedule, or if excess, shall stand in an unbroken chain of coverage excess of the Named Insured’s schedule underlying primary coverage.

In either event, any other insurance maintained by the Insured scheduled above shall be in excess of this insurance and shall not be called upon to contribute with it.

5. Cancellation Language: The insurance afforded by this policy shall not be cancelled except after thirty (30) days prior written notice by certified mail.

2. Special Event Insurance:

1. Minimum of $2 million General Liability for each occurrence, 0R, $1 million General Liability plus $1 million Umbrella Liability for each occurrence.

2. Additionally Insured Language: The City of Sonoma, its elected or appointed officers, officials, employees and volunteers, #1 The Plaza, Sonoma, CA 95476.

3. Description of Premises: Provide a description of the operations, location and dates of the event and insurance policy number.

4. Primary Language on Endorsement: This insurance shall be primary as respects In either event, any other insurance maintainedby the Insured scheduled above shall be in excess of this insurance and shall not be called upon to contribute with it. Note: Do not wait to contact your insurance carrier. It is generally the insurance that holds up a permit. Be certain when you submit your request for insurance certificates and endorsements that your carrier receives the above provisions and requirement. httpszllsonomaca.workflow.opengov.com/#/expIore/records/4966/react-form-detaiIs/4966 22/26 Agenda Item #7.5:

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Additional Fee Notes:

Maintenance Fee: if the rented area is not returned in rentable condition (at the sole discretion of the City), the City may charge a maintenance fee for each hour required by City Staff to bring the event area into rentable condition. (Staff activities may include, but are not limited to: emptying trash cans, cleaning restrooms, picking up litter.) This maintenance fee is based on the Public Works Hourly Rate as specified in the most current City Fee Schedule.

Clean up activities may include activities outside of the originally rented area to the extent that those areas were impacted by the event.

Other Fees: Event organizers are responsible for any costs (such as staff time costs) associated with the event. Examples are below but are not all inclusive:

Ifthe approving committee or City Council directs specific activities of staff (such as inspections), fees associated with that activity shall be charged to the event unless waived by City Council. If event preparation or review time exceeds hours allocated in the applicable fee, those costs may be charged to the event organizer at the sole discretion of the City. Such activities may include but are not limited to additional set up such as electrical review, distribution or emptying of trash cans, pick up of litter. lf City Staff are requested to be oncall or are called in to resolve an event issue, the associated fee (including minimum charges) may be charged to the event organizer at the sole discretion of the City. Additional services requested after the event application and approval which were not considered at the time of the application may be charged at the rate specified in the City Fee Schedule.

Fee Chang?: The City of Sonoma Fee Schedule is typically reviewed annually. If the City's fees change between the submittal of an application and the event, event fees will be adjusted to reflect the current fees as specified in the City Fee Schedule. This may result in additional costs or a refund.
httpszllsonomaca.workflow.opengov.com/#lexplore/records/4966/react—form-details/4966 23/26 Agenda Item #7.5:

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Applicant Agreement
l, the undersigned, as applicant or on behalf of the applicant, signify that the information provided on this application is true and correct and hereby accept full responsibility for any breakage or damage to property or building, and for department and conduct of those attending the function for which the facility is requested.

I agree to indemnify, defend, and hold harmless the City of Sonoma, its officer, officials, employees and volunteers from and against all claims, damages, losses and expenses including attorney fees arising out of the negligent act or omission of myself, any agent, anyone directly or indirectly by them or anyone for whose acts by them may be liable, except where caused by the active negligence, sole negligence or willful misconduct of the City.

If permission is granted, l, or my representative agrees to be present during the entire use of the facility. This agreement requires that the City of Sonoma be named as “an additionally insured” and that the applicants insurance apply on a primary and non—contributory basis, over any coverage the city of Sonoma may have.

My signature below signifies that I agree to abide by all of the conditions of this application, the Special Event Use Policy and of any contract issued based on this application. l also agree to pay to the City of Sonoma all costs the City may incur as a result of any failure to comply with all of these conditions including damages due to failure to leave the premises in rentable condition.

ApplicantSignature*
0 Katie Holden
Feb 11,2025
Calculated Total Public Works Crew Hours
A TotalCalculated PWCrew- Regular(Business) a TotalCalculated PWCrew- Regular Overtime Hours Hours
0 'E 0 a:

E TotalCalculated PWCrew-Sunday or Holiday Overtime Hours I]][l EH0 https://sonomaca.workflow.opengov.com/#/explore/recordsl4966/react—form-details/4966 24/26 Agenda Item #7.5:

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Public Works Rental & Materials Costs
? UploadPublicWorksFeeSheet 0 A TotalMaterialsCosts 9
g No File Uploaded
8 TotalPublicWorksEquipmentRentalCosts 9
Finance - Cost Recovery Information
5 Customer # in FinanceProject #
? FinanceProjectTaskCode
Refund Processing
? UploadRefundAuthorizationSheet (for 0
Finance)
@ No File Uploaded
a Amountof RefundDue9 https://sonomaca.workflow.opengov.com/#lexplore/records/4966/reaot—form—details/4966 25/26 Agenda Item #7.5:

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Attachments
Reservation of Public Parking Map
Plaza Parking Map.pdf
Uploaded by Katie Holden on Feb 20, 2025 at 5:15 PM
Site Plan
Plaza Event Map.pdf
Uploaded by Katie Holden on Feb 20, 2025 at 3:09 PM
Electrical Map
Plaza Map—Electrical2.2025.pdf
Uploaded by Katie Holden on Feb 20,2025 at 3:10 PM
Event Narrative and Security Plan
Event Narrativepdf
Uploaded by Katie Holden on Feb 20, 2025 at 4:34 PM
Proposed Budget
City Plaza Festival Budget
- 2025.Xlsx
Uploaded by Katie Holden on Feb 20,2025 at 3:46 PM
Waste Minimization Plan
Waste Minimization and Recycling plan.pdf
Uploaded by Katie Holden on Feb 20. 2025 at 5:04 PM
Non—Profit Tax—Exempt Letter
Sonoma Valley Vintners Assn. IRS Opinion Letter (l).pdf Uploaded by Katie Holden on Feb 20, 2025 at 5:08 PM
httpszllsonomaca.workflow.opengov.com/#lexplore/records/4966/react-formdetails/4966

REQUIRED

REQUIRED

REQUIRED

REQUIRED

REQUIRED

REQUIRED

REQUIRED
26/26
Agenda Item #7.5:

Valley of the Moon Vintage Festival Event Narrative
September 25 - 27, 2025
Since 1897, the Vintage Festival has brought the community together to celebrate the annual harvest season in Sonoma Valley. The event honors our region’s rich winemaking legacy and agricultural heritage in the birthplace of California Wine. Join us as we commemorate the 200th Anniversary of Sonoma Valley Wine, the Year of the Vintner. Two centuries ago, grapevines were harvested here in Sonoma Valley, and we’ll celebrate that milestone together with community—wide festivities.

Weekend activities include Sonoma Valley Harvest Dinner, Grand Tasting, Daytime Festival on Saturday with artisans and live music, BBQ,Wine Garden, Grape Stomp, Fire?ghter Water Fight, and 5K Run/Walk.

Sponsorship: Foley FamilyWines & Spirits and Foley Entertainment Group are the top weekend sponsors. Sonoma Raceway and Motive willbe the race sponsors taking place Saturday morning, September 27th.

Non-Pro?t Partnerships
a Native Sons ofthe Golden West: Event set-up and strike; provides furnishing and staf?ng throughout the event. 0 Sonoma Valley Rotary: Food vendor selling BBQduring Daytime Festival. They keep 100% of proceeds. 0 Sonoma Valley HighSchool Cross Country Team: Help with registration and T-shirt distribution at the 5K/10K race. Sonoma Valley Vintners & Growers Foundation (SVVGF)makes a donation to support the team. 0 Sonoma Valley HighSchool Wrestling Team: Help with the Grape Stomp, ?lling barrels with grapes. Sonoma Valley Vintners & Growers Foundation (SVVGF)makes a donation to support the team. 0 Sonoma Valley Mentoring Alliance: Helps with Sonoma Valley Harvest Dinner. (SVVGF)makes a donation to support the organization.
0 Non—Pro?tVendor Booths: We offer local non—pro?tsthe opportunity to have an information or fundraiser booth (ie kids activities) in the Southeast quadrant.

Proceeds of the Vintage Festival weekend bene?t Sonoma Valley Vintners & Growers Foundation, a 501 (c) 6 non—pro?t organization whose mission is activating the generosity of Sonoma Valley Vintners and growers to support a thriving local community. The Foundation contributes to a healthy Sonoma Valley through grant making, scholarships, and charitable programs.

Attendees: The event isfree and open to the public. The estimated attendance is 2000.

Wine Garden: We will have a wine garden in the Southwest section that willhave wine tasting booths, tables and chairs ie stanchions. (Similar to the VIPsection during the after-racefestivities at the Napa to Sonoma HalfMarathon). Stillworking on the details!Valley ofthe MoonVintage Festival | valleyofthemoonvintagefestivaLorg Sonoma Valley Vintners & Growers Alliance Foundation | sonomavalleywine.com P.O. Box 1698, Sonoma CA 95476 February 2025 Agenda Item #7.5:

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City of Sonoma
Agenda Item Summary
Meeting: City Council - 19 Mar 2025
Department
Public Works
Staff Contact
Ashley Cotter, PW Admin & Project Manager
Agenda Item Title
Adopt Resolution Adopting a New City of Sonoma Master Tree List Summary
The Parks, Recreation, and Open Space (PROS) Commission has been working on a new Master Tree List as part of an ad-hoc committee. The tree list is a document that is sent to all approved tree removal permit applicants after their tree removal permits are approved. The list has not been updated recently and needed an update. Commissioners Misuraca and Donnelly have worked with City Arborist John Meserve to compile a new tree list.

The Master Tree List was previously presented at the September 11, 2024 PROS for adoption, however, the commissioners felt that more refinement was needed and voted to create an ad-hoc committee to finalize the list. Commissioners Jess Misuraca and Savannah Wellander volunteered to be on the ad-hoc committee. The ad-hoc committee met on October 28, 2024 to review two standing tree inventory lists. These outdated lists were intended to assist in selecting trees for replacement in residential settings. Commissioner Misuraca and staff (Mike Berger, Director of Public Works and John Meserve, City Arborist) discussed and reviewed both lists, and utilized them to finalize the draft Master Tree List. Commissioner Misuraca conducted a great deal of research into different types of trees, their preferred climate and feasible locations for planting. All of this has been compiled and noted in the resulting City of Sonoma Master Tree List.

The new Master Tree List was presented at the December 11, 2024, PROS committee meeting. PROS commissioners approved it unanimously. The next step in this process is formal adoption of the City of Sonoma Master Tree List by the Council. Once adopted, the new list will be posted on the City's website and sent out to all approved tree removal permit applicants. Applicants are not required to utilize this list for replacement trees but are encouraged to use it.

Recommended Council Action
Adopt a Resolution Adopting a New City Master Tree List.

Alternative Actions
1) Decline to adopt a new master tree list in favor of continuing to utilize the current tree list. 2) Provide additional direction to staff and the PROS committee for the proposed Master Tree List.
3) Council discretion.

It is recommended to adopt the Master Tree List as it has been thoroughly vetted and researched.

Agenda Item #7.6:

Financial Impact
None at this time.

Environmental Review Status
Environmental Impact Report
Negative Declaration
Exempt
Not Applicable
Approved/Certified
No Action Required
Action Requested
Attachments
Master Tree List
Resolution
Alignment with Council Goals:

Not Applicable
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City of Sonoma
RESOLUTION # ________ - 2025

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SONOMA ADOPTING A NEW

CITY MASTER TREE LIST
WHEREAS, the Parks, Recreation, and Open Space (PROS) Committee currently reviews and approves Tree Removal Permits and may request Replacement Trees; and WHEREAS, the current Master Tree list being sent out to residents with approved tree removal permits needs to be updated; and
WHEREAS, the City cannot require residents to utilize the Master Tree List, however, it is always provided as a list of suggested trees for different locations; and WHEREAS, PROS formed an ad-hoc to review proposals for the new tree list, which would be provided to those whose tree removal permits were approved for replanting suggestions; and WHEREAS, the ad-hoc committee met and discussed the options, and recommended a final Master Tree List for adoption, which provided consideration of climate resiliency, aesthetics, placement, etc.; and
WHEREAS, the final Master Tree List was presented at PROS and recommended for adoption on December 11, 2024; and
WHEREAS, PROS unanimously voted to recommend adoption of the new Master Tree List; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Sonoma that the Master Tree List, as presented and attached hereto, is hereby adopted.

PASSED, RESOLVED, AND ADOPTED, at a Regular meeting of the City Council of the City of Sonoma on this 19th day of March 2025, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
____________________________
Patricia Farrar-Rivas, Mayor
ATTEST:
____________________________
Rebekah Barr, MMC, City Clerk
Agenda Item #7.6:

City of Sonoma
Agenda Item Summary
Meeting: City Council - 19 Mar 2025
Department
Public Works
Staff Contact
Ashley Cotter, PW Admin & Project Manager
Agenda Item Title
Adopt a Resolution Authorizing the City Manager to Execute a Professional Services Agreement with BKF Engineers in the amount of $39,888 for the Plaza Park Topographical Survey and a Resolution Authorizing a Budget Adjustment in the Amount of $43,877.00 Summary
The Historic Sonoma Plaza is a key gathering place for all residents of Sonoma and the greater Sonoma Valley. To take a comprehensive look at the Plaza and the various elements of aging infrastructure in the Plaza that will need to be upgraded and/or replaced in the coming years, the City is taking steps towards building a Plaza Sustainability Plan (Plaza Master Plan) to guide future enhancements and upgrades to Plaza infrastructure and amenities. In order to provide a basis for all future work, having a detailed survey of existing conditions is critical. With that in mind, the City solicited a Request for Proposals for a detailed survey and topographical map of the Plaza Park (Task #1). As part of the RFP request, two optional tasks were included in the request to obtain cost proposals for expansion of this assessment to address the Plaza Corridor plan as identified in the 2025 City Council Goals.

The first (optional Task #2) extended the limits of the survey across the four streets surrounding the Plaza park (East Spain Street, First Street West, First Street East, and East Napa Street) to the edge of existing buildings fronting those streets. The second (optional Task #3) extended the limits of survey to also include the entirety of Broadway (State Route 12) from East Napa Street to the south side of the intersection with Patten Street.

Task #1 will provide survey data for the entirety of the Plaza Park, including and extending to five feet beyond the curb and gutter along the sidewalk around the perimeter of the park. This will also include records research to establish a detailed history of title for Plaza Park, including any easements, encumbrances, etc. Existing topographic features to be noted in the survey will include:
 All observable utilities-related surface features such as pad-mounted utility boxes, water valves, irrigation valves, irrigation sprinklers, manhole covers, irrigation controls, fire hydrants, electrical panels, underground box lids, drainage inlet, signposts.  Existing buildings and structure footprints
 Existing art or historical installations (statues, memorials)  Trees, bushes, hedges, lawn areas, etc.
 Existing amenities such as benches, tables, trash receptacles, drinking fountains, flagpoles, AEDs, etc.
 Existing fences, walls, curbs and gutters, pathways, stairs, sidewalks, parking areas, etc.
 Existing underground electrical, gas, water, sewer, storm drain, telephone, and cable TV utilities.

Elevations and contours throughout the Plaza will also be noted as part of the topographical survey.

Agenda Item #7.7:

Optional Tasks 2 and 3 included similar features for their respective locations and right of way/property line boundary/record of survey tasks.

The City solicited a Request for Proposals (RFP) for professional surveying services on January 16, 2025. The City hosted a non-mandatory site walk on January 29, 2025, and an addendum with answers to questions received was provided on February 11th, 2025. All proposals were due on February 21, 2025, and the City received eight proposals. Staff reviewed and evaluated all proposals. Staff unanimously selected BKF Engineers for this project based on their qualifications, understanding of and approach to delivering the requested services, thoroughness of their proposal, proposed schedule/availability, and previous relevant experience completing projects of similar size and scope.

Staff recommends executing a contract for the scope and fees related to Task #1 ($39,888.00) currently. The costs associated with Tasks 2 and 3 will be proposed during the FY25-26 budget process to address the Council goal of initiating the Plaza Corridor Plan. $50,000.00 was approved for the Plaza Sustainability Plan during the 24-25 Budget Adoption Council session on June 19, 2024. This action will appropriate $43,877.00 of the approved funding to fully fund this contract and provide for a 10% contingency to address any unforeseen items that come up during this project.

Recommended Council Action
Adopt a Resolution Authorizing the City Manager to Execute a Professional Services Agreement with BKF Engineers for the Plaza Park Topographical Survey in the amount of $39,888.00 and appropriate $43,877 to Parks Contract Services (100-43023-407-60407) to fully fund the contract plus 10% contingency.

Alternative Actions
Decline to award the proposal and defer this work and implementation of the Plaza Sustainability Plan.

Financial Impact
The estimated cost for a Plaza Survey project was approved as an additional ask during the 24-25 budget process as the Plaza Sustainability Plan for $50,000.00. The budget adjustment will appropriate the required funding ($39,888) to fully fund the contract plus an additional 10% ($39,89) to Parks Contract Services (100-43023-407-60407).

Environmental Review Status
Environmental Impact Report
Negative Declaration
Exempt
Not Applicable
Approved/Certified
No Action Required
Action Requested
Attachments
Awarded Contract
Resolution
Resolution - Budget Adjustment
Agenda Item #7.7:

Budget Adjustment Form
Alignment with Council Goals:

Not Applicable
Agenda Item #7.7:

Professional Services Agreement — Design Professionals
(City of Sonoma / BKF Engineers)
336577.3 Page 1 of 26
Approved for use: 1/1/2025

PROFESSIONAL SERVICES AGREEMENT

FOR DESIGN PROFESSIONALS
(City of Sonoma / BKF Engineers)

1. IDENTIFICATION
This PROFESSIONAL SERVICES AGREEMENT (“Agreement”) is entered into by and between the City of Sonoma, a California municipal corporation (“City”), and BKF Engineers, a California Corporation (“Consultant”) (collectively, “parties”).

2. RECITALS

2.1 City has determined that it requires the following professional services from a consultant: Plaza Topographical Survey Services.

2.2 Consultant represents that it is fully qualified to perform such professional services by virtue of its experience and the training, education and expertise of its principals and employees. Consultant further represents that it is willing to accept responsibility for performing such services in accordance with the terms and conditions set forth in this Agreement.

2.3 City has relied upon the professional ability and training of the Consultant as a material inducement to enter into this Agreement. Consultant shall perform in accordance with generally accepted professional practices and standards as well as the requirements of applicable federal, state and local laws, it being understood that acceptance of Consultant’s work by City shall not operate as a waiver or release. Consultant represents and warrants to City that (a) it has all licenses, permits, qualifications, insurance and approvals of whatever nature which are legally required for Consultant to practice its profession, and (b) it shall, at its sole cost, keep in effect or obtain at all times during the term of this Agreement any licenses, permits, insurance and approvals which are legally required for Consultant to practice its profession. Consultant shall indemnify and hold harmless the City from and against any and all claims or expenses caused or occasioned directly or indirectly by Consultant’s failure to so perform.

NOW, THEREFORE, for and in consideration of the mutual covenants and conditions herein contained, City and Consultant agree as follows:

Agenda Item #7.7:

Professional Services Agreement — Design Professionals
(City of Sonoma / BKF Engineers)
336577.3 Page 2 of 26
Approved for use: 1/1/2025

3. DEFINITIONS

3.1 “Agreement Administrator”: The Agreement Administrator for this project is Mike Berger, Director of Public Works. The Agreement Administrator shall be the principal point of contact at the City for this project. All services under this Agreement shall be performed at the request of the Agreement Administrator. The Agreement Administrator will establish the timetable for completion of services and any interim milestones. City reserves the right to change this designation upon written notice to Consultant.

3.2 “Approved Fee Schedule” means such compensation rates are set forth in the Consultant’s February 21, 2025 fee schedule to City attached hereto as “Exhibit B” and fully incorporated herein by this reference. This fee schedule shall remain in effect for the duration of this Agreement unless modified in writing by mutual agreement of the parties.

3.3 “Commencement Date” means March 19, 2025.

3.4 “Design Professional”: A Design Professional is any individual satisfying one or more of the following: (1) licensed as an architect pursuant to Business and Professions Code 5500 et seq., (2) licensed as a landscape architect pursuant to Business and Professions Code 5615 et seq., (3) licensed as a professional land surveyor pursuant to Business and Professions Code 8700 et seq., or (4) registered as a professional engineer pursuant to Business and Professions Code 6700 et seq.

3.5 “Design Professional Project Administrator” is Jason Kirchmann, and will be the principal point of contact for the Consultant.

3.6 “Maximum Amount” means the highest total compensation and costs payable to Consultant by City under this Agreement. The Maximum Amount under this Agreement is Thirty Nine Thousand Eight Hundred Eighty Eight Dollars ($39,888.00).

3.7 “Scope of Services” means such professional services as are set forth in Consultant’s February 21, 2025 proposal to City attached hereto as Exhibit A and incorporated herein by this reference.

3.8 “Termination Date” means August 30, 2025.

Agenda Item #7.7:

Professional Services Agreement — Design Professionals
(City of Sonoma / BKF Engineers)
336577.3 Page 3 of 26
Approved for use: 1/1/2025

4. TERM
The term of this Agreement shall commence at 12:00 a.m. on the Commencement Date and shall expire at 11:59 p.m. on the Termination Date unless extended in writing by mutual agreement of the parties or terminated earlier in accordance with section 16 (“Termination”) below. Consultant may request extensions of time to perform the services required hereunder. Such extensions shall be effective if authorized in advance by City in writing and incorporated in written amendments to this Agreement.

5. CONSULTANT’S DUTIES

5.1 Services. Consultant shall perform the services identified in the Scope of Services. City shall have the right to request, in writing, changes in the Scope of Services. Any such changes mutually agreed upon by the parties, and any corresponding increase or decrease in compensation, shall be incorporated by written amendment to this Agreement. In performing services under this Agreement, Consultant shall coordinate all contact with the City through its Agreement Administrator. All changes and/or extra work shall be performed and paid for in accordance with the following:

5.1.1 Only the City Public Works Director or City Council may authorize extra and/or changed work. Consultant expressly recognizes that other City personnel are without authorization to either order extra and/or changed work or waive contract requirements. Failure of Consultant to secure the Council’s or City Public Works Director’s authorization for such extra and/or changed work shall constitute a waiver of any and all right to adjustment in the Maximum Amount due to such unauthorized work and Consultant thereafter shall be entitled to no compensation whatsoever for performance of such work.

5.1.2 If the Consultant is of the opinion that any work s/he has been directed to perform is beyond the scope of this Agreement and constitutes extra work, s/he shall promptly notify the Agreement Administrator of this opinion. The City shall make a determination as to whether or not such work is, in fact, beyond the scope of this Agreement and constitutes extra work. In the event that the City determines that such work does constitute extra work, it shall provide extra compensation to the Consultant on a fair and Agenda Item #7.7:

Professional Services Agreement — Design Professionals
(City of Sonoma / BKF Engineers)
336577.3 Page 4 of 26
Approved for use: 1/1/2025
equitable basis. A Supplemental Agreement providing for such compensation for extra work shall be negotiated between the City and the Consultant. Such Supplemental Agreement shall be executed by the Consultant and be approved by the City in accordance with its purchasing policy.

5.1.3 In the event City determines that such work does not constitute extra work, Consultant shall not be paid extra compensation above that provided herein and if such determination is made by City staff, this determination may be appealed to the City Council as long as a written appeal is submitted to the City Manager within five (5) days after the staff’s determination is received by the Consultant. Any written appeal shall include a description of each and every ground upon which Consultant challenges the staff’s determination. The City Council’s decision shall be final.

5.2 Consultant Standards. Consultant shall perform all work to the highest standards of Consultant’s profession and in a manner reasonably satisfactory to City. Consultant shall keep itself fully informed of and in compliance with all local, state, and federal laws, rules, and regulations in any manner affecting the performance of this Agreement, including all Cal/OSHA requirements, the conflict of interest provisions of Government Code § 1090 and the Political Reform Act (Government Code § 81000 et seq.).

5.3 Coordination with City. In performing services under this Agreement, Consultant shall coordinate all contact with City through its Agreement Administrator.

5.4 Budgetary Notification. In no event shall the total compensation and costs payable to Consultant under this Agreement exceed the Maximum Amount unless specifically approved in advance and in writing by City.

Consultant shall notify the Agreement Administrator, in writing, when fees and expenses incurred under this Agreement have reached eighty percent (80%) of the Maximum Amount. Consultant shall concurrently inform the Agreement Administrator, in writing, of Consultant’s estimate of total expenditures required to complete its current assignments before proceeding, when the remaining work on such assignments would exceed the Maximum Amount.

Agenda Item #7.7:

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5.5 Business License. Consultant shall obtain and maintain in force a City business license for the duration of this Agreement.

5.6 No Known Relationships. Consultant represents that it has no known relationships with third parties, City Council members, or employees of City which would (i) present a conflict of interest with the rendering of services under this Agreement under Government Code Section 1090, the Political Reform Act (Government Code Section 81000 et seq.), or other applicable law, (ii) prevent Consultant from performing the terms of this Agreement, or (iii) present a significant opportunity for the disclosure of confidential information.

5.7 Avoid Conflicts. During the term of this Agreement, Consultant shall not perform any work for another person or entity for whom Consultant was not working at the Commencement Date if both (i) such work would require Consultant to abstain from a decision under this Agreement pursuant to a conflict of interest statute and (ii) City has not consented in writing to Consultant’s performance of such work.

5.8 Campaign Contribution Disclosure. This Agreement is subject to Government Code section 84308, as amended by Senate Bill 1439 (2022), Senate Bill 1181 (2024), and Senate Bill 1243 (2024). Consultant shall disclose any contribution to an elected or appointed City official’s campaign or committee in an amount of more than five hundred dollars ($500) made within 12 months preceding the Commencement Date, by Consultant, its, her, or his agent, or another party affiliated with Consultant. Consultant shall provide a signed copy of the attached Campaign Contribution Disclosure Form, Exhibit C, to City prior to, or concurrent with, Consultant’s execution of this Agreement and no later than the Commencement Date.

5.9 Multi-Phased Projects. Pursuant to Government Code section 1097.6, Consultant’s duties and services under this Agreement shall not include preparing or assisting the City with any portion of the City’s preparation of a request for proposals, request for qualifications, or any other solicitation regarding a subsequent or additional contract with the City.

The City shall at all times retain responsibility for public contracting, including with respect to any subsequent phase of this project.

Consultant’s participation in the planning, discussions, or drawing of project plans or specifications shall be limited to conceptual, preliminary, Agenda Item #7.7:

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or initial plans or specifications. Consultant shall cooperate with the City to ensure that all bidders for a subsequent contract on any subsequent phase of this project have access to the same information, including all conceptual, preliminary, or initial plans or specifications prepared by Consultant, if any, pursuant to this Agreement.

5.10 Appropriate Personnel. Consultant represents that it has, or will secure at its own expense, all personnel required to perform the services identified in the Scope of Services. All such services shall be performed by Consultant or under its supervision, and all personnel engaged in the work shall be qualified to perform such services. Design Professional Project Administrator shall be Consultant’s project administrator and shall have direct responsibility for management of Consultant’s performance under this Agreement. No change shall be made in Consultant’s project administrator without City’s prior written consent.

5.11 Substitution of Personnel. Any persons named in the proposal or Scope of Services constitutes a promise to the City that those persons will perform and coordinate their respective services under this Agreement.

Should one or more of such personnel become unavailable, Consultant may substitute other personnel of at least equal competence upon written approval of City. If City and Consultant cannot agree as to the substitution of key personnel, City may terminate this Agreement for cause.

5.12 Permits and Approvals. Consultant shall obtain, at its sole cost and expense, all permits and regulatory approvals necessary for Consultant’s performance of this Agreement. This includes, but shall not be limited to, professional licenses, encroachment permits and building and safety permits and inspections.

5.13 Notification of Organizational Changes. Consultant shall notify the Agreement Administrator, in writing, of any change in name, ownership or control of Consultant’s firm or of any subcontractor. Change of ownership or control of Consultant’s firm may require an amendment to this Agreement.

5.14 Records. Consultant shall maintain any and all ledgers, books of account, invoices, vouchers, canceled checks, and other records or documents evidencing or relating to charges for services or expenditures and Agenda Item #7.7:

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disbursements charged to City under this Agreement for a minimum of three (3) years, or for any longer period required by law, from the date of final payment to Consultant under this Agreement. All such documents shall be made available for inspection, audit, and/or copying at any time during regular business hours, upon oral or written request of City. In addition, pursuant to Government Code Section 8546.7, if the amount of public funds expended under this Agreement exceeds ten thousand dollars, all such documents and this Agreement shall be subject to the examination and audit of the State Auditor, at the request of City or as part of any audit of City, for a period of three (3) years after final payment under this Agreement.

6. SUBCONTRACTING

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

6.2 Consultant Responsible. Consultant shall be responsible to City for all services to be performed under this Agreement.

6.3 Identification in Fee Schedule. All subcontractors shall be specifically listed and their billing rates identified in the Approved Fee Schedule, Exhibit B. City shall pay Consultant for work performed by its subcontractors (including labor) only at Consultant’s actual cost plus an approved mark up as set forth in the Approved Fee Schedule, Exhibit B.

Consultant shall be liable and accountable for all payments, compensation, and federal and state taxes to all subcontractors performing services under this Agreement. City shall not be liable for any payment, compensation, or federal and state taxes for any subcontractors.

Any changes must be approved by the Agreement Administrator in writing as an amendment to this Agreement.

7. COMPENSATION

7.1 General. City agrees to compensate Consultant for the services provided under this Agreement, and Consultant agrees to accept payment in accordance with the Fee Schedule in full satisfaction for such services.

Compensation shall not exceed the Maximum Amount. Consultant shall Agenda Item #7.7:

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not be reimbursed for any expenses unless provided for in this Agreement or authorized in writing by City in advance.

7.2 Invoices. Consultant shall submit to City an invoice, on a monthly basis or as otherwise agreed to by the Agreement Administrator, for services performed pursuant to this Agreement. Each invoice shall identify the Maximum Amount, the services rendered during the billing period, the amount due for the invoice, and the total amount previously invoiced. All labor charges shall be itemized by employee name and classification or position with the firm, the corresponding hourly rate, the hours worked, a description of each labor charge, and the total amount due for labor charges.

7.3 Taxes. City shall not withhold applicable taxes or other payroll deductions from payments made to Consultant except as otherwise required by law. Consultant shall be solely responsible for calculating, withholding, and paying all taxes.

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

7.5 Additional Work. Consultant shall not be reimbursed for any expenses incurred for work performed outside the Scope of Services unless prior written approval is given by the City through a fully executed written amendment. Consultant shall not undertake any such work without prior written approval of the City.

7.6 City Satisfaction as Precondition to Payment. Notwithstanding any other terms of this Agreement, no payments shall be made to Consultant until City is satisfied that the services are satisfactory.

7.7 Right to Withhold Payments. If Consultant fails to provide a deposit or promptly satisfy an indemnity obligation described in section 11, City shall have the right to withhold payments under this Agreement to offset that amount.

8. PREVAILING WAGE

8.1 Prevailing Wage Law Applies. Consultant is aware of the requirements of California Labor Code Section 1720, et seq., and 1770, et seq., as well as Agenda Item #7.7:

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California Code of Regulations, Title 8, Section 16000, et seq., (“Prevailing Wage Laws”), which require the payment of prevailing wage rates and the performance of other requirements on certain “public works” and “maintenance” projects including the design and preconstruction phases of a covered public works project. This Agreement is subject to prevailing wage law, for all work performed under the Agreement for which the payment of prevailing wages is required under the California Labor Code.

8.2 Indemnification; Prevailing Wage Law. Consultant shall defend, indemnify, and hold the City, its elected officials, officers, employees, and agents free and harmless from any claim or liability arising out of any failure or alleged failure of Consultant to comply with the Prevailing Wage Laws.

9. OWNERSHIP OF WRITTEN PRODUCTS
All reports, documents or other written material, and all electronic files, including computer-aided design files, developed by Consultant in the performance of this Agreement (such written material and electronic files are collectively known as “written products”) shall be and remain the property of City without restriction or limitation upon its use or dissemination by City except as provided by law. Consultant may take and retain copies of such written products as desired, but no such written products shall be the subject of a copyright application by Consultant.

10. RELATIONSHIP OF PARTIES

10.1 General. Consultant is, and shall at all times remain as to City, a wholly independent contractor.

10.2 No Agent Authority. Consultant shall have no power to incur any debt, obligation, or liability on behalf of City or otherwise to act on behalf of City as an agent. Consultant, its officers, employees and agents shall not have any power to bind or commit the City to any decision or course of action, and Consultant, its officers, employees and agents shall not represent to any person or party that it or they are acting as agents of the City or that it or they have the power to bind or commit the City. Neither City nor any of its agents shall have control over the conduct of Consultant or any of Consultant’s employees, except as set forth in this Agreement. Consultant shall not represent that it is, or that any of its agents or employees are, in any manner employees of City.

Agenda Item #7.7:

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10.3 Independent Contractor Status. Under no circumstances shall Consultant or its employees look to the City as an employer. Consultant shall not be entitled to any benefits. City makes no representation as to the effect of this independent contractor relationship on Consultant’s previously earned California Public Employees Retirement System (“CalPERS”) retirement benefits, if any, and Consultant specifically assumes the responsibility for making such a determination. Consultant shall be responsible for all reports and obligations including, but not limited to:
social security taxes, income tax withholding, unemployment insurance, disability insurance, and workers’ compensation, and other applicable federal and state taxes.

11. INDEMNIFICATION

11.1 Definitions. For purposes of this section 11, “Consultant” shall include Consultant, its officers, employees, servants, agents, or subcontractors, or anyone directly or indirectly employed by either Consultant or its subcontractors, in the performance of this Agreement. “City” shall include City, its officials, officers, agents, employees and volunteers.

11.2 Consultant to Indemnify City. Where the services to be provided by Consultant under this Agreement are design professional services, as that term is defined under Civil Code Section 2782.8, Consultant agrees to indemnify, defend and hold harmless, the City, its officers, officials, employees and volunteers from any and all claims, demands, costs or liability that actually or allegedly arise out of, or pertain to, or relate to the negligence, recklessness or willful misconduct of Consultant and its agents in the performance of services under this Agreement, but this indemnity does not apply to liability for damages for bodily injury, property damage or other loss, arising from the sole negligence, active negligence or willful misconduct by the City, its officers, official employees, and volunteers. If it is finally adjudicated that liability is caused by the comparative active negligence or willful misconduct of the City, then Consultant’s indemnification and defense obligations shall be reduced in proportion to the established comparative liability of the City and shall not exceed the Consultant’s proportionate percentage of fault.

Accordingly, the parties intend the provisions of this indemnity provision to be interpreted and construed to provide the City with the fullest protection possible under the law, subject to the caveats included in this Agreement. Consultant acknowledges that City would not enter into this Agenda Item #7.7:

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Agreement in the absence of Consultant’s commitment to indemnify and protect City as set forth herein.

As respects all acts or omissions which do not arise directly out of the performance of design professional services, including but not limited to those acts or omissions normally covered by general and automobile liability insurance, and to the full extent permitted by law, Consultant agrees to indemnify, defend and hold harmless the City from and against any claims, demands, losses, liability of any kind or nature (including liability for claims, suits, actions, arbitration proceedings, administrative proceedings, regulatory proceedings, losses, expenses or costs of any kind, whether actual, alleged or threatened, including attorney’s fees and costs, court costs, interest, defense costs, and expert witness fees) where the same arise out of, are in connection with, are a consequence of, or are in any way attributable to, in whole or in part, the performance of this Agreement by Consultant, excepting those which arise out of the active negligence, sole negligence or willful misconduct of the City, its officers, officials, employees and volunteers.

11.3 Scope of Indemnity. Personal injury shall include injury or damage due to death or injury to any person, whether physical, emotional, consequential or otherwise. Property damage shall include injury to any personal or real property. Consultant shall not be required to indemnify City for such loss or damage as is caused by the sole negligence, active negligence or willful misconduct of the City. If it is finally adjudicated that liability is caused by the comparative negligence or willful misconduct of an indemnified party, then Consultant’s indemnification obligation shall be reduced in proportion to the established comparative liability.

11.4 Attorneys’ Fees. Such costs and expenses shall include reasonable attorneys’ fees for counsel of City’s choice, expert fees and all other costs and fees of litigation. Consultant shall not be entitled to any refund of attorneys’ fees, defense costs or expenses in the event that it is adjudicated to have been non-negligent.

11.5 Defense Deposit. The City may request a deposit for defense costs from Consultant with respect to a claim. If the City requests a defense deposit, Consultant shall provide it within 15 days of the request.

Agenda Item #7.7:

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11.6 Waiver of Statutory Immunity. The obligations of Consultant under this section 11 are not limited by the provisions of any workers’ compensation act or similar act. Consultant expressly waives its statutory immunity under such statutes or laws as to City.

11.7 Indemnification by Subcontractors. Consultant agrees to obtain executed indemnity agreements with provisions identical to those set forth here in this section 11 from each and every subcontractor or any other person or entity involved in the performance of this Agreement on Consultant’s behalf. If Consultant fails to obtain such indemnity obligations from others, Consultant agrees to indemnify, hold harmless and defend City, from and against any and all claims, losses, costs and expenses for any damage due to death or injury to any person and injury to any property resulting from any alleged intentional, reckless, negligent, or otherwise wrongful acts, errors or omissions of Consultant’s subcontractors or any other person or entity involved by, for, with or on behalf of Consultant in the performance of this Agreement. Such costs and expenses shall include reasonable attorneys’ fees incurred by counsel of City’s choice.

11.8 Offset. City shall have the right to offset against any compensation due Consultant under this Agreement any amount due City from Consultant as a result of Consultant’s failure to pay City promptly any indemnification arising under this section 11 of this Agreement and any amount due City from Consultant arising from Consultant’s failure either to (i) pay taxes on amounts received pursuant to this Agreement or (ii) comply with applicable workers’ compensation laws.

11.9 Insurance Not a Substitute. City does not waive any indemnity rights by accepting any insurance policy or certificate required pursuant to this Agreement. Consultant’s indemnification obligations apply regardless of whether or not any insurance policies are determined to be applicable to the claim, demand, damage, liability, loss, cost or expense.

11.10 Civil Code. The parties are aware of the provisions of Civil Code Section 2782.8 relating to the indemnification and the duty and the cost to defend a public agency by a Design Professional and agree that this section 11 complies therewith.

11.11 Indemnification of CalPERS Determination. In the event that Consultant claims or is determined by a court of competent jurisdiction or CalPERS to Agenda Item #7.7:

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be eligible for enrollment in CalPERS as an employee of the City, Consultant shall indemnify, defend, and hold harmless City for the payment of any employee and/or employer contributions for CalPERS benefits on behalf of Consultant or its employees, agents, or subcontractors, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of City.

11.12 No Employment Benefits. Notwithstanding any federal, state, or local policy, rule, regulation, law or ordinance to the contrary, Consultant shall not qualify for or become entitled to, and hereby agrees to waive any claims to, any compensation, benefit, or any incident of employment by City, including but not limited to eligibility to enroll in CalPERS as an employee of City and entitlement to any contribution to be paid by City for employer contribution and/or employee contributions for CalPERS benefits.

12. INSURANCE

12.1 Insurance Required. Consultant shall maintain insurance as described in this section and shall require all of its subcontractors, consultants, and other agents to do the same. Approval of the insurance by the City shall not relieve or decrease any liability of Consultant. Any requirement for insurance to be maintained after completion of the work shall survive this Agreement.

12.2 Documentation of Insurance. City will not execute this Agreement until it has received a complete set of all required documentation of insurance coverage. However, failure to obtain the required documents prior to the work beginning shall not waive the Consultant’s obligation to provide them. Consultant shall file with City:
• Certificate of Insurance, indicating companies acceptable to City, with a Best’s Rating of no less than A:VII showing. The Certificate of Insurance must include the following reference: Plaza Topographical Survey Project
• Documentation of Best’s rating acceptable to the City. • Original endorsements effecting coverage for all policies required by this Agreement.
• Complete, certified copies of all required insurance policies, including endorsements affecting the coverage.

Agenda Item #7.7:

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12.3 Coverage Amounts. Insurance coverage shall be at least in the following minimum amounts:
• Professional Liability Insurance: $2,000,000 per occurrence, $4,000,000 aggregate
• General Liability:
• General Aggregate: $4,000,000
• Products Comp/Op Aggregate $4,000,000
• Personal & Advertising Injury $2,000,000
• Each Occurrence $2,000,000
• Fire Damage (any one fire) $ 100,000
• Medical Expense (any 1 person) $ 10,000
• Workers’ Compensation:
• Workers’ Compensation Statutory Limits
• EL Each Accident $1,000,000
• EL Disease - Policy Limit $1,000,000
• EL Disease - Each Employee $1,000,000
• Automobile Liability
• Any vehicle, combined single limit $1,000,000
Any available insurance proceeds broader than or in excess of the specified minimum insurance coverage requirements or limits shall be available to the City as additional insured. Furthermore, the requirements for coverage and limits shall be the greater of (i) the minimum coverage and limits specified in this Agreement, or (ii) the broader coverage and maximum limits of coverage of any insurance policy or proceeds available to the named insured.

12.4 General Liability Insurance. Commercial General Liability Insurance shall be no less broad than ISO form CG 00 01. Coverage must be on a standard Occurrence form. Claims-Made, modified, limited or restricted Occurrence forms are not acceptable.

12.5 Worker’s Compensation Insurance. Consultant is aware of the provisions of Section 3700 of the Labor Code which requires every employer to carry Workers’ Compensation (or to undertake equivalent self-insurance), and Consultant will comply with such provisions before commencing the performance of the work of this Agreement. If such insurance is Agenda Item #7.7:

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underwritten by any agency other than the State Compensation Fund, such agency shall be a company authorized to do business in the State of California.

12.6 Automobile Liability Insurance. Covered vehicles shall include owned if any, non-owned, and hired automobiles and, trucks. Automobile liability insurance shall be evidenced by ISO Form Number CA 0001 covering Code 1 (any auto) or, if Consultant has no owned autos, Code 8 (hired) and 9 (non-owned).

12.7 Professional Liability Insurance or Errors & Omissions Coverage. The deductible or self-insured retention may not exceed $50,000. If the insurance is on a Claims-Made basis, the retroactive date shall be no later than the commencement of the work. Coverage shall be continued for three years after the completion of the work by one of the following: (i) renewal of the existing policy; (ii) an extended reporting period endorsement; or (iii) replacement insurance with a retroactive date no later than the commencement of the work under this Agreement.

12.8 Claims-Made Policies. If any of the required policies provide coverage on a claims-made basis the Retroactive Date must be shown and must be before the date of the contract or the beginning of contract work. ClaimsMade Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of the contract of work.

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

12.9 Subcontractors. Consultant shall require each of its subcontractors to maintain insurance coverage that meets all of the requirements of this Agreement provided however, that the Agreement Administrator may waive the provision of Errors and Omissions Insurance by subcontractors in his or her sole discretion.

Consultant agrees that if it does not keep the insurance coverages required by this Agreement in full force and effect, City may either (i) immediately terminate this Agreement; or (ii) take out the necessary insurance and pay the premium(s) thereon at Consultant’s expense.

Agenda Item #7.7:

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12.10 Proof of Renewal. Consultant shall provide proof that policies of insurance required by this Agreement expiring during the term of this Agreement have been renewed or replaced with other policies providing at least the same coverage. Such proof will be furnished at least two weeks prior to the expiration of the coverages.

12.11 Additional Insured Endorsements. The City, its City Council, Commissions, officers, and employees of Sonoma must be endorsed as an additional insured for each policy required herein, including the general liability and automobile policies, other than Professional Errors and Omissions, for liability arising out of ongoing and completed operations by or on behalf of the Consultant. Consultant’s insurance policies shall be primary as respects any claims related to or as the result of the Consultant’s work. Any insurance, pooled coverage or self-insurance maintained by the City, its elected or appointed officials, directors, officers, agents, employees, volunteers, or consultants shall be noncontributory. All of the policies required under this Agreement shall contain an endorsement providing that the policies cannot be canceled or reduced except on thirty days’ prior written notice to City. Consultant agrees to require its insurer to modify the certificates of insurance to delete any exculpatory wording stating that failure of the insurer to mail written notice of cancellation imposes no obligation, and to delete the word “endeavor” with regard to any notice provisions. All endorsements shall be signed by a person authorized by the insurer to bind coverage on its behalf. General liability coverage can be provided using an endorsement to the Consultant’s insurance at least as broad as ISO Form CG 20 10 11 85 or both CG 20 10 and CG 20 37.

12.12 Failure to Maintain Coverage. In the event any policy is canceled prior to the completion of the project and the Consultant does not furnish a new certificate of insurance prior to cancellation, City has the right, but not the duty, to obtain the required insurance and deduct the premium(s) from any amounts due the Consultant under this Agreement. Failure of the Consultant to maintain the insurance required by this Agreement, or to comply with any of the requirements of this section, shall constitute a material breach of this Agreement.

12.13 Notices. Contractor shall provide immediate written notice if (i) any of the required insurance policies is terminated; (ii) the limits of any of the required policies are reduced; (iii) or the deductible or self-insured Agenda Item #7.7:

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retention is increased. Consultant shall provide no less than 30 days’ notice of any cancellation or material change to policies required by this Agreement. Consultant shall provide proof that cancelled or expired policies of insurance have been renewed or replaced with other policies providing at least the same coverage. Such proof will be furnished at least two weeks prior to the expiration of the coverages. The name and address for Additional Insured Endorsements, Certificates of Insurance and Notices of Cancellation is: City of Sonoma, Attn: Ashley Cotter, No. 1 The Plaza, Sonoma, California 95476.

12.14 Consultant’s Insurance Primary. The insurance provided by Consultant, including all endorsements, shall be primary to any coverage available to City. Any insurance or self-insurance maintained by City and/or its officers, employees, agents or volunteers, shall be in excess of Consultant’s insurance and shall not contribute with it.

12.15 Waiver of Subrogation. Consultant hereby waives all rights of subrogation against the City. Consultant shall additionally waive such rights either by endorsement to each policy or provide proof of such waiver in the policy itself. Consultant agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer. However, the Workers’ Compensation policy shall be endorsed with a waiver of subrogation in favor of the City for all work performed by the Consultant, its employees, agents and subcontractors.

12.16 Report of Claims to City. Consultant shall report to the City, in addition to the Consultant’s insurer, any and all insurance claims submitted to Consultant’s insurer in connection with the services under this Agreement.

12.17 Premium Payments and Deductibles. Consultant must disclose all deductibles and self-insured retention amounts to the City. The City may require the Consultant to provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within retention amounts. Ultimately, City must approve all such amounts prior to execution of this Agreement. City has no obligation to pay any premiums, assessments, or deductibles under any policy required in this Agreement. Consultant shall be responsible for all premiums and Agenda Item #7.7:

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deductibles in all of Consultant’s insurance policies. The amount of deductibles for insurance coverage required herein are subject to City’s approval.

12.18 Duty to Defend and Indemnify. Consultant’s duties to defend and indemnify City under this Agreement shall not be limited by the foregoing insurance requirements and shall survive the expiration of this Agreement.

13. MUTUAL COOPERATION

13.1 City Cooperation in Performance. City shall provide Consultant with all pertinent data, documents and other requested information as is reasonably available for the proper performance of Consultant’s services under this Agreement.

13.2 Consultant Cooperation in Defense of Claims. If any claim or action is brought against City relating to Consultant’s performance in connection with this Agreement, Consultant shall render any reasonable assistance that City may require in the defense of that claim or action.

14. NOTICES
Any notices, bills, invoices, or reports required by this Agreement shall be deemed received on: (i) the day of delivery if delivered by hand, facsimile or overnight courier service during Consultant’s and City’s regular business hours; (ii) the third business day following deposit in the United States mail if delivered by mail, postage prepaid, to the addresses listed below (or to such other addresses as the parties may, from time to time, designate in writing); or (iii) the day of delivery if emailed to the email address listed below and simultaneously deposited in the U.S. mail, postage prepaid, to the address(es) listed below (or to such other addresses as the parties may, from time to time, designate in writing).

If to City:

Mike Berger
City of Sonoma
Public Works
No. 1 The Plaza
Sonoma, CA 95476
Telephone: (707) 938-3681
If to Consultant:

Jason Kirchmann
BKF Engineers
200 4th Street, Ste 300
Santa Rosa, CA, 95401
Telephone: 707-583-8515
Email: [email protected]
Agenda Item #7.7:

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Facsimile: (707) 938-3240
Email: [email protected]
With courtesy copy to:

David J. Ruderman, Sonoma City Attorney
Colantuono, Highsmith & Whatley, PC
670 W. Napa Street, Suite F
Sonoma, CA 95476
Telephone: (707) 986-8091
Facsimile: (707) 509-7295
Email: [email protected]

15. SURVIVING COVENANTS
The parties agree that the covenants contained in paragraph 5.14 (Records), section 11 (Indemnity), paragraph 12.8 (Claims-Made Policies), paragraph 13.2 (Consultant Cooperation in Defense of Claims), and paragraph 18.1 (Confidentiality) of this Agreement shall survive the expiration or termination of this Agreement, subject to the provisions and limitations of this Agreement and all otherwise applicable statutes of limitations and repose.

16. TERMINATION

16.1 City Termination. The City may, in its sole and unfettered discretion and without cause, terminate this Agreement at any time prior to completion by Consultant of the services required. Notice of Termination of this Agreement shall be given in writing to Consultant and shall be sufficient and complete when same is emailed to Consultant and simultaneously deposited in the United States mail postage prepaid and certified, addressed as set forth in section 14 of this Agreement. The Agreement shall be terminated upon receipt of the Notice of Termination by Consultant. If City should terminate this Agreement, the Consultant shall be compensated for all work satisfactorily performed prior to time of Agenda Item #7.7:

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receipt of termination notice, and shall be compensated for materials ordered by the Consultant or his/her employees, or services of others ordered by the Consultant or his/her employees prior to receipt of Notice of Termination whether or not such materials or final instruments of services of others have actually been delivered, provided that the Consultant or its employees are not able to cancel such orders for materials or services of others. Compensation for the Consultant in the event of termination by the City shall be determined by the City Public Works Director in accordance with the percentage of project completed. In the event that this Agreement is terminated pursuant to this paragraph

16.1, Consultant shall not be entitled to any additional compensation over that provided herein; nor shall Consultant be entitled to payment for any alleged damages or injuries (including lost opportunity damages) purportedly caused by the termination of this Agreement by the City pursuant hereto.

16.2 Consultant Termination. Consultant may terminate this Agreement upon thirty (30) days written notice to the City only for good cause.

Consultant’s written notice of termination shall contain a full explanation of the facts and circumstances constituting good cause. In the event of termination, all notes, sketches, computations, drawings and specifications, or other data, whether complete or not, produced through the time of the City’s last payment shall be relinquished to the City. The City may, at its own expense, make copies or extract information from any such notes, sketches, computations, drawings, and specifications, or other data whether complete or not.

16.3 Termination for Material Breach. Should the Consultant fail to perform any of its obligations hereunder, within the time and in the manner provided or otherwise violate any of the terms of this Agreement, the City may terminate this Agreement by giving written notice of such termination, stating the reasons for such termination in such event.

Consultant shall be compensated as above, provided, however, there shall be deducted from such amount the amount of damage if any, sustained by City by virtue of the Consultant’s breach of this Agreement.

16.4 Remedies. In no event shall Consultant be entitled to receive more than the Maximum Amount that would be paid to Consultant for the full performance of the services required by this Agreement as provided in paragraph 3.6 above and as otherwise provided in this Agreement.

Agenda Item #7.7:

Professional Services Agreement — Design Professionals
(City of Sonoma / BKF Engineers)
336577.3 Page 21 of 26
Approved for use: 1/1/2025

17. INTERPRETATION OF AGREEMENT

17.1 Governing Law. This Agreement shall be governed and construed in accordance with the laws of the State of California.

17.2 Integration of Exhibits. All documents referenced as exhibits in this Agreement are hereby incorporated into this Agreement. In the event of any material discrepancy between the express provisions of this Agreement and the provisions of any document incorporated herein by reference, the provisions of this Agreement shall prevail. This instrument contains the entire Agreement between City and Consultant with respect to the transactions contemplated herein. No other prior oral or written agreements are binding upon the parties. Amendments hereto or deviations herefrom shall be effective and binding only if made in writing and executed on by City and Consultant.

17.3 Headings. The headings and captions appearing at the commencement of the sections hereof, and in any paragraph thereof, are descriptive only and for convenience in reference to this Agreement. Should there be any conflict between such heading, and the section or paragraph thereof at the head of which it appears, the language of the section or paragraph shall control and govern in the construction of this Agreement.

17.4 Pronouns. Masculine or feminine pronouns shall be substituted for the neuter form and vice versa, and the plural shall be substituted for the singular form and vice versa, in any place or places herein in which the context requires such substitution(s).

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

17.6 No Presumption Against Drafter. Each party had an opportunity to consult with an attorney in reviewing and drafting this Agreement. Any Agenda Item #7.7:

Professional Services Agreement — Design Professionals
(City of Sonoma / BKF Engineers)
336577.3 Page 22 of 26
Approved for use: 1/1/2025
uncertainty or ambiguity shall not be construed for or against any party based on attribution of drafting to any party.

18. GENERAL PROVISIONS

18.1 Confidentiality. All data, documents, discussion, or other information developed or received by Consultant for performance of this Agreement are deemed confidential and Consultant shall not disclose it without prior written consent by City. City shall grant such consent if disclosure is legally required. All City data shall be returned to City upon the termination or expiration of this Agreement.

18.2 Conflicts of Interest. Consultant maintains and warrants that it has not employed nor retained any company or person, other than a bona fide employee working solely for Consultant, to solicit or secure this Agreement. Further, Consultant warrants that it has not paid nor has it agreed to pay any company or person, other than a bona fide employee working solely for Consultant, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. Consultant further agrees to file, or shall cause its employees or subcontractor to file, a Statement of Economic Interest with the City’s Filing Officer if required under state law in the performance of the services. For breach or violation of this warranty, City shall have the right to rescind this Agreement without liability. For the term of this Agreement, no member, officer, or employee of City, during the term of his or her service with City, shall have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom.

18.3 Non-assignment. Both parties shall not delegate, transfer, subcontract or assign its duties or rights hereunder, either in whole or in part, without the other party’s prior written consent, and any attempt to do so shall be void and of no effect. City shall not be obligated or liable under this Agreement to any party other than Consultant.

18.4 Binding on Successors. This Agreement shall be binding on the successors and assigns of the parties.

18.5 No Third-Party Beneficiaries. Except as expressly stated herein, there is no intended third-party beneficiary of any right or obligation assumed by the parties.

Agenda Item #7.7:

Professional Services Agreement — Design Professionals
(City of Sonoma / BKF Engineers)
336577.3 Page 23 of 26
Approved for use: 1/1/2025

18.6 Time of the Essence. Time is of the essence for each and every provision of this Agreement.

18.7 Non-Discrimination. Consultant shall not discriminate against any employee or applicant for employment because of race, sex (including pregnancy, childbirth, or related medical condition), creed, national origin, color, disability as defined by law, disabled veteran status, Vietnam veteran status, religion, age (40 and above), medical condition (cancer-related), marital status, ancestry, or sexual orientation, or any other unlawful basis, including without limitation, the City’s NonDiscrimination Policy adopted as Resolution #25-2019. Consultant shall take affirmative action to ensure that applicants are employed, and that employees are treated during employment without regard to race, sex (including pregnancy, childbirth, or related medical condition), creed, national origin, color, disability as defined by law, disabled veteran status, Vietnam veteran status, religion, age (40 and above), medical condition (cancer-related), marital status, ancestry, sexual orientation, or any other unlawful basis. Employment actions to which this provision applies shall include, but not be limited to, the following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; or in terms, conditions or privileges of employment, and selection for training.

Consultant agrees to post in conspicuous places, available to employees and applicants for employment, the provisions of this nondiscrimination clause.

18.8 Waiver. No provision, covenant, or condition of this Agreement shall be deemed to have been waived by City or Consultant unless in writing signed by one authorized to bind the party asserted to have consented to the waiver. The waiver by City or Consultant of any breach of any provision, covenant, or condition of this Agreement shall not be deemed to be a waiver of any subsequent breach of the same or any other provision, covenant, or condition.

18.9 Excused Failure to Perform. Consultant shall not be liable for any failure to perform if Consultant presents acceptable evidence, in City’s sole judgment, that such failure was due to causes beyond the control and without the fault or negligence of Consultant.

Agenda Item #7.7:

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(City of Sonoma / BKF Engineers)
336577.3 Page 24 of 26
Approved for use: 1/1/2025

18.10 Remedies Non-Exclusive. Each right, power and remedy provided for herein or now or hereafter existing at law, in equity, by statute, or otherwise shall be cumulative and shall be in addition to every other right, power, or remedy provided for herein or now or hereafter existing at law, in equity, by statute, or otherwise. The exercise, the commencement of the exercise, or the forbearance from the exercise by any party of any one or more of such rights, powers or remedies shall not preclude the simultaneous or later exercise by such party of any or all of such other rights, powers or remedies.

18.11 Attorneys’ Fees. In the event of a dispute arising out of the terms of this Agreement, including any action brought to declare the rights granted herein or to enforce any of the terms of this Agreement, the party prevailing in such dispute shall be entitled to all reasonable costs and litigation expenses actually incurred, including fees of attorneys and expert witnesses.

18.12 Venue. The venue for any litigation shall be Sonoma County, California and Consultant hereby consents to jurisdiction in Sonoma County for purposes of resolving any dispute or enforcing any obligation arising under this Agreement.

18.13 Living Wage. Nonprofit service contractors which receive contracts from the City of $75,000 or more in a 12-month period, and for-profit service contractors who receive contracts from the City of $10,000 or more in a 12- month period, provided they have more than six employees, may be subject to the City’s Living Wage Ordinance. Sub-contractors with $50,000 or more in annual gross receipts may also be subject to the Living Wage Ordinance. Unless otherwise exempt in accordance with the provisions of the Ordinance (Sonoma Municipal Code Chapter 2.70), this Agreement is subject to applicable provisions of the Living Wage Ordinance of the City as amended from time to time and available on the City’s website.

18.14 Counterparts; Electronic Signatures. This Agreement may be signed in one or more counterparts, each of which shall be deemed an original, but all of which together shall be deemed one and the same instrument. The parties acknowledge and agree that this Agreement may be executed by electronic signature, which shall be considered as an original signature for all purposes and shall have the same force and effect as an original signature. Without limitation, “electronic signature” shall include faxed or Agenda Item #7.7:

Professional Services Agreement — Design Professionals
(City of Sonoma / BKF Engineers)
336577.3 Page 25 of 26
Approved for use: 1/1/2025
emailed versions of an original signature, electronically scanned and transmitted versions (e.g., via pdf) of an original signature, or a digital signature.

18.15 Recitals. The Recitals are incorporated by this reference. [Signatures on following page]
Agenda Item #7.7:

Professional Services Agreement — Design Professionals
(City of Sonoma / BKF Engineers)
336577.3 Page 26 of 26
Approved for use: 1/1/2025
TO EFFECTUATE THIS AGREEMENT, the parties have caused their duly authorized representatives to execute this Agreement as of the last date indicated below:
“City”
City of Sonoma
By:________________________________
Signature
Printed:_____________________________
Title:_______________________________
Date:______________________
“Consultant”
BKF Engineers
By:________________________________
Signature
Printed:_____________________________
Title:_______________________________
Date:______________________
Attest:

By:__________________________________
Rebekah Barr, MMC, City Clerk
Date:________________________
By:________________________________
Signature
Printed:_____________________________
Title:_______________________________
Date:______________________
Approved as to form:

By:__________________________________
David J. Ruderman, City Attorney
Date:________________________
Agenda Item #7.7:

Professional Services Agreement — Design Professionals
(City of Sonoma / BKF Engineers)
336577.3 Page 27 of 1
Approved for use: 1/1/2025
“EXHIBIT A”
Scope of Work
Agenda Item #7.7:

PROJECT APPROACH
City of Sonoma, Professional Services
For Plaza Park Topographical Survey 17

PROJECT APPROACH
Pursuant to the Request For Proposals, dated
January 16, 2025 (RFP), we have separated our
proposed services into three key Tasks, with Task
1 being considered a Base Scope of work and
Tasks 2 & 3 being “Optional”. BKF is proposing to
provide the following scope of services based on
the approach also contained herein. We also would
like to highlight our “Additional Considerations”
and “Historical Preservation Value Add Service”
subsections of Task 1. We are offering these
enhanced services at no extra cost to the City
because we believe they demonstrate our deep
and unmatched understanding of the challenges
specific to this site and the intended purpose of
the survey.

TASK 1: PLAZA PARK TOPOGRAPHIC
SURVEY
BKF will perform a topographic field survey of
the roughly 8.5-acre Sonoma Plaza Park and
will prepare a topographic survey signed by a
California Licensed Land Surveyor that is suitable
for civil design as well as GIS base mapping. The
topographic survey will be bound by a 5-foot
offset to the face of curbing surrounding the Plaza
as generally indicated by the red shaded area in
the image above.

Mapping we provide will focus on the general
orientation and configuration of prominent
features such as buildings, curbs, gutters, fences,
hardscape, grade breaks, landscaping, utilities,
park amenities, art or historical installations and
other prominent features, and will be surveyed by
conventional ground survey techniques.

Static GNSS measurements will be utilized to
recover the North American Datum of 1983,
California State Place, Zone 2 as the project
horizontal datum, and will also be utilized to
recover the North American Vertical Datum
of 1988 (NAVD88) according to Geoid 18. BKF
understands that Sonoma’s initial benchmark
is established by Municipal Code 1.16.010,
and proposes performing conventional level
measurements between on-site control collected
with GNSS measurements and the City’s initial
point to provide measured relationships between
NAVD88 and the City’s initial benchmark.

BKF will work with the City to determine if
mapping is reported relative to NAVD88 or
the City’s initial benchmark. The City’s initial
benchmark provides data relative to legacy
development in Sonoma, but NAVD88 is the
datum currently used by FEMA Flood Insurance
Rate Maps, and is the official datum of the State
of California as defined by the Public Resources
Code. Sonoma Plaza is on the border of FEMA
Flood Zone X, areas outside of 0.2% annual
chance flooding and Zone X, areas of 0.2% annual
chance flooding, and if the City would like to
evaluate potential flooding impacts or changes
relative to sea level rise, BKF recommends that
NAVD88 be the project vertical datum, but can
equate the datum to the City’s initial benchmark.

BKF will survey the footprint and finished floor
elevation of buildings on site, and will locate
improvements such as ramps, staircase, grade
breaks, landings and doorways to document
elevational changes surrounding buildings.

BKF will survey hardscape such as walkways,
sidewalks, curb and gutter and provide spot
elevations at a maximum interval of 25-feet.

Consistently sloping asphaltic hardscape like
parking areas and large non-paved areas such
as lawns, BKF will provide spot elevations at
a maximum interval of 50-feet. Topographic
contouring will be prepared at 1-foot
contour intervals.

Exhibit A Agenda Item #7.7:

PROJECT APPROACH
City of Sonoma, Professional Services
For Plaza Park Topographical Survey 18
BKF understands that spot elevation and contour
intervals are guidelines, and that accurate mapping
will require increased spot elevation density in some
areas to document grade breaks and accurately
contour undulations in the Plaza’s gently sloping
surface.

BKF will survey the outline of lawns, planted areas,
gardens, art installations, historical markers and
other park amenities including tables, benches,
drinking fountains, trash cans, flag poles, park
lighting and the defibrillator. Walls bounding two
play areas on the north half of the park will be
surveyed, but play structures and soft-scape within
the play area are outside this scope. Trees will be
surveyed and named according to existing City tree
tagging, and will be measured to the approximate
center of the trunk as determined at breast height.

Tree diameter measurements are not included in
this scope. Ponds and fountains will be outlined
at the nearest adjacent grade. The stage area and
surrounding improvements including walls, steps,
grade breaks, benches, columns, storm drains and
sump pumps will be surveyed.

BKF will survey the rim, grate, or side opening of
storm drain inlets on site and will measure the
depth of gravity utilities if we have readily available access through manholes. BKF will coordinate with
the City to give maintenance staff an opportunity to
be on site with our field team to help identify and
access structures.

BKF will survey the location of sewer manholes
and will measure the depth of gravity utilities, if we
have readily available access through manholes.

BKF will survey all observable surface utility
features including pull boxes, streetlights, irrigation controls, hydrants, valves, manholes, poles, etc.
and will work with the City to procure record utility
drawings. It is understood that the City intends to
utilize USA to locate subsurface utilities, and BKF
will try to map the subsurface location of utilities
based upon surface exposure, record drawings,
and USA markings performed by others. BKF will
survey the location of irrigation boxes, valves
and heads as identified by City staff. If available
record information is inconclusive and subsurface
utilities become critical to the design, then further
exploratory methods may be necessary.

Boundary surveying is not proposed with the Task
1 mapping scope, but BKF will review a title report
provided to BKF and perform research as needed
to retrace plottable easements or encumbrances
identified in the title report. It is understood that a boundary survey may be necessary to determine
the location of easement descriptions, and BKF
will not perform any boundary retracement that
would obligate a Record of Survey map to be filed
in accordance with the Professional Land Surveyors’
Act without prior authorization from the City.

BKF will produce the mapping in a reproducible
hard copy and electronic format. The signed
hardcopy and PDF Topographic Map will be
provided to the team as instruments of service. As a
courtesy, BKF will provide the drawings in AutoCAD
DWG format as well as work with the City to convert
AutoCAD mapping to an ESRI GIS format. Mapping
is anticipated to be compiled at 1”=20’ scale.

Additional Considerations: Included enhanced
surveying to solve known design challenges
BKF has observed the Plaza during recent storm
events and has photo documented ponding
of walkways in the southeast and southwest
quadrants. BKF will utilize these photos to identify
low-lying areas, and will increase the density of data
collection in these areas to accurately document
subtle elevation changes.

Observed ponding of walkways in the
southeast and southwest quadrants during a
recent storm event.

Agenda Item #7.7:

PROJECT APPROACH
City of Sonoma, Professional Services
For Plaza Park Topographical Survey 19
Mature trees and utility boxes exacerbate ponding
in these areas, and BKF will increase the density of
spot elevations around trees and utility boxes to
locate grade breaks and surface contours. BKF will
collect a series of spot elevations radiating from
the top of tree root balls and will locate grade
breaks, and grinding marks in walkways that have
been uplifted.

BKF will survey storm drain structures on-site,
as well as the first off-site up-stream and downstream structures to account for water entering and exiting the Task 1 mapping area even if
Optional Task 2 is not authorized. BKF has
observed two drainage boxes on the up-hill, East
Spain Street side that capture water flowing onto
the Plaza, and the remainder of surface runoff
drains to a series of drainage boxes located at the
southwest corner of the square. The duck pond
and stage are topographic low points and BKF
will work with City staff to identify and survey the
associated drainage boxes or sump pumps.

At the intersection of East Napa and East 1st
Street, BKF recommends surveying the location
of curbing and two storm drain structures on the
northeast and southeast sides of the intersection.

These utilities are included in Optional Task 2, but
are recommended in Task 1 because they are the
nearest drainage structures to surface ponding
in the southeast quarter, and the associated field
data collection and drafting time is minimal.

Historical Preservation Value Add Service
City Hall is a National Historic Places and as
a courtesy to the City and to demonstrate
our care for the special and historic nature
of this survey, BKF will perform 3D scanning
of the exterior of the city hall and library
at no additional cost. BKF will provide a
“TruView” link of the scan as well as the raw
point cloud data for the City’s use. Having
this data collected can be utilized for historic
preservation, as well as a virtual walk through.

Recently 3D scans such as these were utilized
to help restore the Notre Dame Cathedral.

TASK 2: PLAZA PARK PERIMETER STREETS
SURVEY
BKF will expand the topographic survey scope
described in Task 1 described herein, and perform
a boundary and topographic field survey of the
public right-of-ways of Napa Street, 1st Street
West, Spain Street, 1st Street East and CA Highway
12 bounding Sonoma Plaza. The mapping area is
generally identified by the yellow shaded area in
the image above, and will may be mapped using
a combination of ground surveying techniques.

In order to maximize safety to the public and
our field staff, BKF likely will utilize our Leica
P40 high definition scanner to collect data in
high traffic or congestion areas. This allows us
to locate topographic features without needing
to physically enter the roadway. We have used
this technique successfully on scores of roadway
projects in the last five years; it not only provides
enhanced safety but will minimize disruption to
the public and avoid the need for significant traffic
control. In the remaining areas, we anticipate
utilizing conventional ground survey techniques
with total stations and/or GPS equipment. Because
our field crews and office staff are well versed in
the use of multiple survey tools, we will easily be
able to adjust our field collection approach based
on the conditions we encounter at the time of our
survey, and it will not add any additional cost to
our services.

Agenda Item #7.7:

336577.3
“EXHIBIT B”
Approved Fee Schedule
Agenda Item #7.7:

Exhibit B
Agenda Item #7.7:

Agenda Item #7.7:

336577.3
“EXHIBIT C”
Campaign Contribution Disclosure Form
Agenda Item #7.7:

336577.3

CAMPAIGNCONTRIBUTIONDISCLOSUREPROVISIONS
Cities are subject to the campaign disclosure provisions detailed in Government Code Section 84308.

Please carefully read the following information to determine if the provisions apply to you. If you determine that the
provisions are applicable, the Campaign Disclosure Form must be completed and returnedtothe Citywithyourapplication.

1. No City councilmember or commissioner shall accept,
solicit, or direct a contribution of more than $500 from any party,1 financially interested participant,2 or agent3 while a proceeding is pending or for 12 months subsequent to the date a final decision isrendered by the City. This prohibition commences when your application has been filed, or the
proceeding is otherwise initiated.

2. A party to a City proceeding shall disclose on the record of the proceeding any contribution of more than $500 made to any councilmember or commissioner by the party, or agent, during the preceding 12 months. No party to or participant in a City proceeding shall make a contribution of more than $500 to a councilmember or commissioner during the proceeding and for 12 monthsfollowing the date a final decision is rendered by the City. No agent to a party or participant shall make a contribution in any amount to a councilmember of
commissioner during the proceeding and for 12 months
following the date a final decision is rendered by the City.

3. Prior to rendering a decision on a City proceeding, any councilmember or commissioner who received
contribution of more than $500 within the preceding 12
months from any party, or agent, to a proceeding shall
disclose that fact on the record of the proceeding, and shall be disqualified from participating in the proceeding. However, if any councilmember or commissioner receives a
contribution that otherwise would require disqualification, and returns the contribution within 30 days of making the decision, or knowing about the contribution and the
relevant proceeding, whichever comes last, that
councilmember or commissioner shall be permitted to
participate in the proceeding.
1 “Party” is defined as any person who files an application for, or is the subject of, a proceeding.
2 “Participant” is defined as any person who actively supports or opposes a particular decision in a proceeding.
3 “Agent” is defined as a person who represents a party in connection with a proceeding for compensation who appears before or otherwise communicates with the City for the purpose of influencing the proceeding. If an individual acting as an agent also is acting as an employee or member of a law, architectural, engineering, or consulting firm, or a similar entity or corporation, both the individual and the entity or corporation are agents. When a closed corporation is a party to a
proceeding, the majority shareholder is subject to these provisions.

To determinewhether a campaign contribution ofmore than $500 has been made by you or your agent to a
councilmember or commissioner within the preceding
12 months, all contributions made by you or your agent
during that period must be aggregated.

Names of currentCity councilmembers and commissioners
are available on the City’s website. If you have questions about Government Code Section 84308, FPPC
regulations, or the Campaign Disclosure Form, please
contact the City Clerk.

CAMPAIGN CONTRIBUTION DISCLOSURE FORM
(a) Document:
□ License
□ Lease
□ Permit
□ Franchise
□ Other Contract
□ Other Entitlement
Name and address of any party, participant, or agent who has contributed more than $500 to any councilmember or
commissioner within the preceding 12 months:

1. ____________________________________

2. ____________________________________

3. ____________________________________
(b) Date and amount of contribution:

Date Amount $
Date Amount $
Date Amount $
(c) Name of councilmember or commissioner to whom
contribution was made:

1. ____________________________________

2. ____________________________________

3. ____________________________________
(d) I certify that the above information is provided to the best of my knowledge.

Printed Name
Signature
Date Phone
To be completed by City:

Document No: ______________________________
Agenda Item #7.7:

336577.3
Agenda Item #7.7:

City of Sonoma
RESOLUTION # ________ - 2025

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SONOMA AUTHORIZING THE

CITY MANAGER TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT WITH BKF ENGINEERS NOT TO EXCEED $39,888 FOR THE PLAZA PARK TOPOGRAPHICAL SURVEY
WHEREAS, The Historic Sonoma Plaza is a key gathering place for all residents of Sonoma and the greater Sonoma Valley, and there are elements of aging infrastructure in the Plaza that will need to be upgraded and/or replaced in the coming years; and WHEREAS, The City is taking steps towards building a Plaza Sustainability Plan (Plaza Master Plan) to guide future enhancements and upgrades to Plaza infrastructure and amenities; and
WHEREAS, In order to provide a basis for all future work, having a detailed survey of the existing conditions is critical; and
WHEREAS, A Request for Proposals (RFP) for detailed survey and topographical map of the Plaza Park (Task 1). As part of this request, two optional tasks were included in the request to obtain proposal costs for expansion of this assessment to address the Plaza Corridor plan as identified in the 2025 City Council Goals. This RFP was issued by the Public Works Department on January 16, 2025, and eight proposals were received on February 21st, 2025; and
WHEREAS, Based on a review of the proposals received, BKF Engineering was selected based on their qualifications, understanding of and approach to delivering the requested services, thoroughness of their proposal, proposed schedule/availability, and previous relevant experience completing parks of similar size and scope.; and WHEREAS, This proposed agreement will only be for Task #1, Optional Tasks 2 and 3 will be proposed during the FY25-26 budget process to address the Council goal of initiating the Plaza Corridor Plan, which will include surveying across the four streets surrounding the Plaza Park (East Spain Street, First Street West, First Street East, and East Napa Street), in addition to the entirety of Broadway from East Napa Street to the south side of the intersection with Patten Street; and
NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Sonoma that the City Manager is authorized to execute a Professional Services Agreement with BKF Engineering in an amount not to exceed $39,888 for the Plaza Park Topographical Survey.

PASSED, RESOLVED, AND ADOPTED, at a Regular meeting of the City Council of the City of Sonoma on this 19th day of March 2025, by the following vote:

AYES:

NOES:

ABSENT:

Agenda Item #7.7:

ABSTAIN:
____________________________
Patricia Farrar-Rivas, Mayor
ATTEST:
____________________________
Rebekah Barr, MMC, City Clerk
Agenda Item #7.7:

City of Sonoma
RESOLUTION # _______ - 2025

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SONOMA AMENDING THE FISCAL YEAR 2024-25 ADOPTED BUDGET
WHEREAS, the on June 19, 2024, the City Council of the City of Sonoma adopted Resolution 42-2024 adopting the budget for Fiscal Year 2024-25; and WHEREAS, the changes in anticipated revenues and/or expenditures of the City of Sonoma necessitates amendments to the appropriations for Fiscal Year 2024-25; and WHEREAS, the budgeted expenditures do not exceed anticipated revenue and available fund balance; and
WHEREAS, the City Council has reviewed the proposed Fiscal Year 2024-25 budget amendment; and
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Sonoma that the budget amendment for Fiscal Year 2024-25 as contained in Exhibit A to this resolution are hereby adopted.

PASSED, RESOLVED, AND ADOPTED, at a Regular meeting of the City Council of the City of Sonoma on this 19th day of March 2025, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
__________________________________
Patricia Farrar-Rivas, Mayor
ATTEST:
__________________________________
Rebekah Barr, MMC, City Clerk
Agenda Item #7.7:

Batch ID#:

Entered By:

Date:

Request Date: 3/13/2025 Fiscal Year: 2024-25
Requesting Department: Public Works
Adjustment Description: Plaza Topographical Survey Contract Requestor: Ashley Cotter, PW Admin/Project Manager
Department Head Approval: Mike Berger, Director of Public Works Date: 3/13/2025 Finance Review: Ryan Kodama Date: 3/14/2025
City Manager Approval (if required)*: David Guhin Date: 3/14/2025 Net Adjustment:

Justification:

City Clerk Signature (if required)**: Date:

Budget Adjustment Form
Account Description of Adjustment Increase / (Decrease) Finance Department Use Only
Total Revenue Adjustments:

Account Description of Adjustment
100-43023-407-60407
Plaza Park Survey Contract - was authorized during budget development (June 2024)
Total Expenditure Adjustments: 43,877.00
* City Manager Approval required for transfers between departments within the same fund, any changes to salary/benefit budgets, or matching increases to revenue and expense budgets.
** City Clerk Signature indicates that the requested Budget Adjustment was approved by Council. -
Increase / (Decrease)
43,877.00
43,877.00

TOTAL DEBIT
The estimated cost for a Plaza Survey project was approved as an additional ask during the 24-25 budget process as the Plaza Sustainability Plan for $50,000.00. The budget adjustment will appropriate the required funding ($39,888) to fully fund the contract plus an additional 10% ($39,89) to Parks Contract Services (100-43023-407-60407). -

TOTAL CREDIT
Agenda Item #7.7:

City of Sonoma
Agenda Item Summary
Meeting: City Council - 19 Mar 2025
Department
Finance
Staff Contact
Alicia Formato, Accounting Technician
Agenda Item Title
Adopt a Resolution Approving an Administrative Policy for Unpaid Closed Water Accounts and Collections Procedure
Summary
The City of Sonoma Finance Department seeks to establish a formalized procedure for handling unpaid closed water accounts to ensure consistency, compliance, and financial responsibility.

The policy sets forth clear guidelines for notifying customers of overdue balances and outlines the steps leading to collections. It includes a structured timeline for sending reminder notices at 30, 60, and 90 days past due, followed by referral to a third-party collection agency at 120 days past due. Special considerations and financial hardship accommodations are included to support residents in need.

Key Components of the Policy:

1. Final Water Bill
• Sent to the customer via mail within 7 to 10 business days of account closure.

2. Reminder Notices
• First Reminder (30 Days Past Due): Reminder of outstanding balance, payment instructions, and notice of further action.
• Second Reminder (60 Days Past Due): Notice that the account is seriously overdue, with a warning of potential collections.
• Final Notice (90 Days Past Due): Immediate payment request and notification that failure to pay within 30 days will result in the account being sent to collections.

3. Collections Process
• Action After 120 Days Past Due: Account is transferred to a third-party collection agency retained by the City of Sonoma.

4. Exemptions and Special Considerations
• Customers experiencing financial hardship may be eligible for payment arrangements or assistance programs at the discretion of the City Manager or designee.

Recommended Council Action
Staff recommends that the City Council adopt the resolution.

Alternative Actions
Council discretion.

Agenda Item #7.8:

Financial Impact
There are no financial impacts from this action.

Environmental Review Status
Environmental Impact Report
Negative Declaration
Exempt
Not Applicable
Approved/Certified
No Action Required
Action Requested
Attachments
Resolution
Administrative Policy
Agenda Item #7.8:

City of Sonoma
RESOLUTION # _____- 2025

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SONOMA ESTABLISHING THE UNPAID

CLOSED WATER ACCOUNTS AND COLLECTIONS PROCEDURE
WHEREAS, it is the intent of the City of Sonoma Finance Department to establish a clear and consistent process for collecting payments on unpaid closed water accounts; and WHEREAS, the City of Sonoma aims to maintain fair, transparent, and lawful collection procedures for outstanding water accounts, including all associated late fees, collection fees, charges, and penalties; and
WHEREAS, this policy is designed to ensure compliance with applicable local and state regulations while allowing for timely and equitable resolution of unpaid water bills; and WHEREAS, the City Council recognizes the importance of providing adequate notice and opportunities for payment before referring overdue accounts to collections; and WHEREAS, pursuant to Sonoma Municipal Code section 13.04.060, the City Council may adopt rules and regulations for the operation, conduct and maintenance of the water system by resolution.

NOW, THEREFORE, the City Council of the City of Sonoma resolves as follows:

SECTION 1: The recitals above are each incorporated by reference and adopted as findings by the City Council.

SECTION 2: The Administrative Policy for Unpaid Closed Water Accounts and Collections Procedure attached hereto as Exhibit A and incorporated by this reference is hereby adopted.

SECTION 3: This resolution is exempt from further environmental review under 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. As the adoption of a billing collection policy without any physical project being approved, it can be seen with certainty that there is no possibility that the resolution will have a significant effect on the environment.

SECTION 4: This resolution shall take effect immediately upon adoption.

PASSED, RESOLVED, AND ADOPTED, at a Regular Meeting of the City of Sonoma on this 19th day of March 2025, by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:
_________________________
Patricia Farrar-Rivas, Mayor
ATTEST
__________________________
Agenda Item #7.8:

Rebekah Barr, MMC, City Clerk
Agenda Item #7.8:

388769.3
City of Sonoma
Finance Department
No. 1 The Plaza
Sonoma, California 95476
Phone (707) 938-2244 Fax (707) 938-8775
E-Mail: [email protected]
Administrative Policy: Unpaid Closed Water Accounts and Collections Procedure This policy is designed to outline the process for collecting payment on unpaid closed water accounts, including late fees, collection fees, charges and penalties, and timelines for sending reminders and final notices, in compliance with local and state regulations. This policy applies to all closed water accounts within the City of Sonoma that remain unpaid after the final bill has been issued.

Final Water Bill:

Upon account closure, the final water bill will be sent to the customer by mail within 7 to 10 business days of the account closure date.

Reminder Notices:

First Reminder Notice (30 Days Past Due):

If the final bill remains unpaid 30 days after the billing date, a first reminder notice will be sent to the customer. This notice will include:
• A reminder of the outstanding balance.
• Instructions for payment and contact information for the billing office. • A statement informing the customer that failure to pay will result in further action.

Second Reminder Notice (60 Days Past Due):

If the account remains unpaid 60 days after the billing date, a second reminder notice will be sent to the customer. This notice will include:
• A reiteration of the outstanding balance.
• Notice that the account is seriously overdue.
• A warning that non-payment will result in the account being sent to collections.

Final Notice Before Collections (90 Days Past Due):

If the account is 90 days past due, a final notice will be sent to the customer. This notice will include:
• The outstanding balance and a request for immediate payment. • A statement notifying the customer that if the balance is not paid within 30 days, the account will be sent to collections.

Agenda Item #7.8:

388769.3
City of Sonoma
Finance Department
No. 1 The Plaza
Sonoma, California 95476
Phone (707) 938-2244 Fax (707) 938-8775
E-Mail: [email protected]
• Instructions for contacting the billing office for payment arrangements or assistance.

Collections Process: Action After 120 Days Past Due:

If the account remains unpaid 120 days after the billing date, the account will be sent to collections. The customer will be informed that their account has been handed over to a third party collection company/agency (Collection Agency) retained by the City of Sonoma.

Exemptions and Special Considerations:

If the customer is experiencing financial hardship, they may be eligible for payment arrangements or assistance programs, at the discretion of the City Manager or his/her designee.

Please reach out to City of Sonoma’s finance department for more information.

Agenda Item #7.8:

City of Sonoma
Agenda Item Summary
Meeting: City Council - 19 Mar 2025
Department
Administration
Staff Contact
Rebekah Barr, MMC, City Clerk
Agenda Item Title
Public Hearing to Introduce an Ordinance Repealing Sections 2.08.260, 2.08.270, and

2.08.280 and Amending Sections 2.10.020 and 2.10.030 of the Sonoma Municipal Code Pertaining to the City's Finance Director and Treasurer Duties Summary
Per California Government Code Section 36501, general law cities must have a City Council, a City Clerk, a City Treasurer, a Chief of Police, a Fire Chief, and any necessary subordinate officers or employees. This item specifically addresses the City Treasurer position, which has become unclear over time.

In Sonoma, the City Treasurer was an elected position until a 1992 special election changed it to an appointed role. Since then, Treasurer duties have been reassigned to positions such as Finance Officer and Accounting Manager through resolutions, rather than codification in the Municipal Code.

In 1996, Ordinance #96-1 designated the City Manager or their designee as the Director of Finance and incorporated those duties into Chapter 2.08 (City Manager) of the Municipal Code.

A 2008 amendment then removed the City Clerk and City Treasurer from the list of positions exempt from City Manager appointment, effectively eliminating references to the Treasurer from the Code.

Despite these changes, various policies and laws still assign responsibilities to the City Treasurer. For example, Government Code Section 87200 requires the City Treasurer to file a statement of economic interest.

With the appointment of a full-time Finance Director, the City seeks to formally assign Treasurer duties to this position. To clarify this designation, staff is presenting the attached clean-up and clarification ordinance.

The proposed amendments repeal references to the City Manager serving as Director of Finance and instead establish those responsibilities under Chapter 2.10 (Finance Director).

Additionally, Section 2.10.030 (Powers and Duties) will be updated to include item "G," which explicitly assigns the authority and duties of the City Treasurer to the Finance Director.

Recommended Council Action
Introduce the ordinance.

Alternative Actions
Council discretion.

Agenda Item #8.1:

Financial Impact
There is no financial impact resulting from this action.

Environmental Review Status
Environmental Impact Report
Negative Declaration
Exempt
Not Applicable
Approved/Certified
No Action Required
Action Requested
Attachments
Ordinance
Agenda Item #8.1:

371239.2
City of Sonoma
ORDINANCE # _____-2025

AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SONOMA REPEALING SECTIONS 2.08.260, 2.08.270, AND 2.08.280 AND AMENDING SECTIONS 2.10.020 AND

2.10.030 OF THE SONOMA MUNICIPAL CODE PERTAINING TO THE CITY’S FINANCE

DIRECTOR AND TREASURER DUTIES
The City Council of the City of Sonoma does ordain as follows:

Section 1: Section 2.08.260 (“City manager designated as director of finance”) of Chapter 2.08 (“City Manager”) of Title 2 (“Administration and Personnel”) of the Sonoma Municipal Code is hereby repealed.

Section 2: Section 2.08.270 (“Duties of director of finance”) of Chapter 2.08 (“City Manager”) of Title 2 (“Administration and Personnel”) of the Sonoma Municipal Code is hereby repealed.

Section 3: Section 2.08.280 (“Revocation of ordinances”) of Chapter 2.08 (“City Manager”) of Title 2 (“Administration and Personnel”) of the Sonoma Municipal Code is hereby repealed.

Section 4: Section 2.10.020 (“Statutory authority for certain duties”) of Chapter 2.10 (“Finance Director”) of the Sonoma Municipal Code is amended to read as follows:

2.10.020 Statutory authority for certain duties.

By the authority granted under Section 40805.5 of the Government Code of the state, all rights, powers and duties of the city clerk pertaining to financial matters of the city, as defined in Sections 40802 through 40805 of the Government Code, are transferred to the office of finance director. In addition to the foregoing, the finance director shall assume all duties and responsibilities concerning certification and approval of payrolls previously performed by the city clerk before the creation of the office of director of finance as referred to and provided for in Government Code Section 37207, et seq., including the signing of city warrants.

Section 5: Section 2.10.030 (“Powers and duties”) of Chapter 2.10 (“Finance Director”) of the Sonoma Municipal Code is amended to read as follows:

2.10.030 Powers and duties.

The powers and duties of the finance director, in addition to those referred to in SMC 2.10.020, shall include, but not be limited to, the following:

A. The finance director shall be the accounting officer for the city and shall maintain records readily reflecting the financial condition of the city.

B. The finance director shall prepare and present to the city council monthly a written summary statement of receipts and disbursements by departments and funds, including opening and closing fund balances in the treasury.

Agenda Item #8.1:

371239.2
C. The finance director shall, at the end of each fiscal year, prepare and present a written summary statement of all the preceding year’s receipts and disbursements by departments and funds, including opening and closing fund balances in the treasury.

D. The finance director shall cause the annual financial statement to be published in the city. Such statement shall be published not later than 120 days after the close of the fiscal year for the report compiled.

E. Under the direction of the city manager, Tthe finance director shall prepare and present to the city council a written suggested budget for the city, showing the suggested budget for each department. The written suggested budget shall be submitted to the city council on or before May 30th of each year.

F. The finance director shall study and present such additional written reports as the city council may from time to time direct.

G. The finance director shall possess the authority and perform the duties of the city treasurer provided in Government Code Section 41001, et seq. Any references made or contained in any chapter of this code to the city treasurer shall be deemed to refer to the finance director.

Section 6: Inconsistencies. Any motion, resolution, ordinance, or provision of the Sonoma Municipal Code or appendices thereto inconsistent with the provisions of this Ordinance, to the extent of such inconsistencies and no further, is hereby repealed or modified to the extent necessary to affect the provisions of this Ordinance.

Section 7: Severability. If any section, subsection, sentence, clause, phrase or word of this chapter is for any reason held to be invalid and/or unconstitutional by a 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 have passed and adopted this Ordinance and each of the provisions thereof irrespective of the fact that any one or more of said provisions be declared invalid and/or unconstitutional.

Section 8: Effective Date. This Ordinance shall take effect thirty (30) days after passage thereof.

Section 9: Publication. This Ordinance shall be published in accordance with the provisions of Government Code Section 36933(c)(1).
********
THE FOREGOING ORDINANCE was introduced at a regular meeting of the Sonoma City Council held on the ___ day of _________ 2025, and thereafter passed and adopted at a regular meeting of said City Council held on the _______ day of _________, 2025, by the following roll call vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

Agenda Item #8.1:

371239.2
___________________________
Patricia Farrar-Rivas, Mayor
ATTEST:
___________________________
Rebekah Barr, MMC, City Clerk
Agenda Item #8.1:

City of Sonoma
Agenda Item Summary
Meeting: City Council - 19 Mar 2025
Department
Public Works
Staff Contact
Michael Berger, Public Works Director
Agenda Item Title
Adopt a Resolution to Accept a Lumber Donation From Sonoma Raceway for Refurbishment of Benches in the Sonoma Plaza Amphitheater and Park
Summary
As part of the City’s efforts to maintain and enhance the Historic Sonoma Plaza - a heavily visited and actively used park - the Public Works Department identified a number of projects requiring more than routine maintenance. This included the repair and refurbishment of the wooden benches in the Amphitheater and throughout the park and playground areas, that were eligible for funding, in part by the City’s Proposition 68 grant (Prop 68) administered through the California Parks Department. Feedback from residents and the Parks, Recreation, and Open Space (PROS) Commission reinforced the need to replace the Plaza's deteriorating wooden seating and tables. In response, the City sought and received approval to use Prop 68 funds for replacing the wooden benches in the amphitheater and throughout the Plaza. However, the total cost for this work was estimated at approximately $40,446, resulting in a funding gap of $22,232. After completing the initial grant-funded elements - including Big Belly trash receptacle installations and new bike racks - the City had approximately $18,214 remaining in the total project budget.

In February 2025, the City was connected with Mr. Brian Flynn, General Manager of Sonoma Raceway, regarding a potential donation opportunity. Sonoma Raceway generously offered to donate lumber, through its partnership with Humboldt Lumber. This contribution, valued at approximately $24,392,22, enables the City to replace all the wooden benches in the amphitheater as well as the benches and tables throughout the Plaza. Without Sonoma Raceway's donation, the City would only have had the funds to complete the amphitheater bench replacements, delaying much needed upgrades to the rest of the Plaza's seating areas.

Humboldt Lumber will deliver the donated lumber to the Public Works yard where Public Works staff will paint and then install the new benches and tables. In December, the PROS Commission reviewed various finishing options including both paint or a wood stain. Following that discussion, paint was selected as the preferred option, as it provides protection, aids in graffiti abatement and maintains a look similar to the existing benches and tables.

In September 2020, the City Council adopted, by resolution, the Memorials and Donated Improvements Acceptance Policy. The purpose of this policy is to establish guidelines, standards, and procedures for the installation and care of memorials such as park benches or plaques, and donated park and facility improvements in the City of Sonoma. The policy was established to ensure that appropriate oversight is provided in preserving our City parks and facilities.

In accordance with the City's policy, a Donation Agreement between the City of Sonoma and Sonoma Raceway has been prepared (Attachment A to Resolution) and staff has vetted the Agenda Item #9.1:

request, which is before City Council for approval. This donation is categorized as a facility improvement and meets the parameters outlined in the policy.

Public Works staff will be working with Proposition 68 Grant Administrators on alternative uses for the remaining $18,214 in project funding. In order for the expenses to be reimbursed by the grant, all work and reporting must be completed by 2028, so there is ample time to reprogram the remaining project funding in the Plaza.

Recommended Council Action
Adopt a resolution accepting the lumber donation from Sonoma Raceway to the City of Sonoma for the Plaza Bench Refurbishment project.

Alternative Actions
Council discretion.

Financial Impact
If the Council accepts the donation, $24,392.22 in lumber expense will be saved.

Environmental Review Status
Environmental Impact Report
Negative Declaration
Exempt
Not Applicable
Approved/Certified
No Action Required
Action Requested
Attachments
Resolution Accepting Sonoma Raceway Donation
Sonoma Raceway Donation Form - Attachment A
Alignment with Council Goals:

Agenda Item #9.1:

City of Sonoma
RESOLUTION # - 2025

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SONOMA ACCEPTING A LUMBER

DONATION FROM SONOMA RACEWAY TO OFFSET THE FUDNING GAP AFTER APPLYING THE BALANCE OF THE CITY’S PROPOSITION 68 GRANT FOR THE REPAIR AND

REFURBISHMENT OF WOODEN BENCHES IN THE PLAZA AMPHITHEATRE AND PARK WHEREAS, the Public Works Department has identified Plaza improvement projects, including repair and refurbishment of the wooden benches in the Amphitheatre and throughout the park and playground areas as part of the City’s Proposition 68 grant administered by the California Parks Department; and
WHEREAS, the cost estimate for the repair and refurbishment of the wooden benches in the Amphitheatre and throughout the park and playground areas was approximately $40,446, leaving a funding gap of $22,232; and
WHEREAS, after completing major elements of the City’s Proposition 68 grant improvements including installation of Big Belly trash receptacles and new bike racks, the City has approximately $18,214 remaining in the total project budget; and
WHEREAS, Mr. Brian Flynn, General Manager of Sonoma Raceway, offered to provide a donation of lumber, through a relationship they have with Humboldt Lumber, to the City that would replace all the wood benches in the amphitheatre as well as the benches and tables around the Plaza; and
WHEREAS, the market value of the lumber donation is estimated at $24,392,22, and offsets the project funding gap after applying the balance of the City’s Proposition 68 grant; and WHEREAS, without this donation, the City only had the funds to complete the amphitheatre bench replacements, delaying the replacement of the benches and tables around the Plaza; and WHEREAS, the City Council of the City of Sonoma adopted the revised Memorial and Donor Acceptance Policy in September 2020; and
WHEREAS, the revised policy established a uniform policy and set of procedures for the acceptance of capital gifts to the City, including memorials, recognition items, and other capital improvements; and
WHEREAS, the policy provides a formal process for acceptance and documentation of donations including memorials and other capital gifts made to the City of Sonoma and confirm that the City has relevant and adequate resources to administer such donations; and WHEREAS, the policy also ensures that the placement of capital projects, memorials, plaques or other recognition items are suitable for the location proposed, in terms of overall number of such items, correlation with existing or future City plans or projects, and correspondence with existing or planned streetscapes; and
WHEREAS, the policy ensures that memorials or other capital gifts are appropriate for the City and can be maintained properly so as to provide a long-term asset to the City; and Agenda Item #9.1:

WHEREAS, City staff has reviewed the request to ensure that it complies with the City of Sonoma’s Memorial and Donor Acceptance Policy to ensure that it is appropriate for the City and can be maintained properly so as to provide a long-term asset to the City, in this case the long-term enjoyment of the community and visitors.

NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Sonoma accepts the lumber donation with a market value in the amount of $24,392.22 as pledged in the executed donation form attached as Exhibit A.

PASSED, RESOLVED AND ADOPTED, at a Regular meeting of the City Council of the City of Sonoma on this 19th day of March 2025, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
_______________________________
Patricia Farr-Rivas, Mayor
ATTEST:
_______________________________
Rebekah Barr, MMC, City Clerk
_______
Agenda Item #9.1:

EXHIBIT A – Donation Form
Agenda Item #9.1:

City of Sonoma
No. 1 The Plaza
Sonoma California 95476-6690
Phone (707) 938-3681 Fax (707) 938-8775
E-Mail: [email protected]

DONATION AGREEMENT
between
City of Sonoma and Sonoma Raceway
This DONATION AGREEMENT (“Agreement”) is made between the City of Sonoma, a municipal corporation (“City”) and Sonoma Raceway (“Donor”), referenced herein as the “Parties,” effective March 19, 2025. The Parties agree to the following responsibilities, terms, and conditions:

Section 1: General

1. Confidentiality. Donor requests to remain anonymous. □ YES □ NO

2. Classification of donation.
□ Monetary donation: Donor hereby donates to the City the amount of $__________, which shall be considered accepted upon approval by the appropriate official/body of the City and receipt of the funds by the City.

This donation is intended for:
_________________________________________________.
□ Non-monetary donation: Donor hereby donates redwood, with a fair market value of $24,392.22 and shall be considered accepted upon approval by the appropriate official/body of the City and receipt of the non-monetary items by the City. This donation is designated for the replacement of redwood benches and tables in the Plaza, as well as all benches in the Grinsted Amphitheater. The donor will provide the redwood, while the City will be responsible for preparing and installing the materials.

Section 2: Terms

1. Public Purpose. The Donation shall provide a benefit to the City for a valid public purpose pursuant to Gov. Code, § 37354. Donor has not nor will not receive any goods, payments, or services in exchange for the Donation. The City will make all reasonable efforts to fulfill the specific purpose(s) as outlined in the previous section for this Donation. If the specified Donation purposes are not feasible, substitutions for the purposes will be made.

2. City Discretion. The City maintains the sole discretion to decline Donation comment or cause, at any time. Notwithstanding any agreed-upon terms of the Donation, Donor has no right nor obligation to control City’s use of the donation. City may stop using or move the Donation (if nonmonetary) at any time as it sees fit.

Agenda Item #9.1:

3. Editorial Control. The City retains its rights and discretion to exercise full control over the placement, content, appearance, and wording of any recognitions or displays in connection with the Donation.

4. Installation. If applicable, and unless otherwise agreed to, Donor shall install the Donation at a time acceptable to the City and the City shall oversee installation of the Donation. The cost of installation of the Donation shall be borne by the Donor. The Donor shall indemnify and hold harmless the City, its officials, employees, agents, and volunteers for any damages or injuries resulting from the installation of the Donation.

5. Acknowledgment. City shall execute a separate acknowledgment form of the Donation to be delivered to Donor upon completion of the donation.

6. Tax Deductions. The City cannot provide tax advice nor guarantee that Donor will qualify for a tax deduction as a result of the Donation.

7. Administration. In connection with administering this Agreement, Donor and City shall work through the following contacts:

City of Sonoma Donor
Contact name: David Guhin Brian Flynn
Address: No. 1 The Plaza
Sonoma, CA 95476
29355 Arnold Drive, Sonoma,
CA 95476
Telephone: 707-933-2213 336-254-5751
E-mail: [email protected] [email protected]
IN WITNESS WHEREOF, the parties hereto have executed this agreement as of the day and year first above written.

DONOR CITY
BY:__________________________ BY:___________________________ Brian Flynn David Guhin
Title: EVP and General Manager Title: City Manager
Agenda Item #9.1:

City of Sonoma
Agenda Item Summary
Meeting: City Council - 19 Mar 2025
Department
Planning and Community Services
Staff Contact
Diane Levine, Associate Planner
Agenda Item Title
Accept the City of Sonoma General Plan Annual Progress Report and Direct Staff to Distribute to the California Department of Housing and Community Development (HCD) and the Governor’s Office of Land Use and Climate Innovation (LCI) Summary
California Government Code sections 65400 and 65700 require that all cities and counties prepare and submit an annual progress report (APR) on the status of its General Plan. State law requires that the local legislative body review the Annual Progress Report (APR) prior to submittal to the Governor’s Office of Land Use and Climate Innovation (LCI) and the Department of Housing and Community Development (HCD).

The APR provides information to legislative bodies and the public with information regarding the implementation of its General Plan. Additionally, HCD requires jurisdictions to submit the Housing Element report, on prescribed tables, directly to HCD which also covers activities and accomplishments from the calendar year related specifically to their Housing Element.

The APR is due to both agencies by April 1st of each year. Timely submission of the annual report to HCD fulfills statutory requirements to report certain housing information, including the local agency’s progress in meeting its share of regional housing needs, and the status of programs identified in the Housing Element.

Based on these requirements, Staff have prepared the 2024 General Plan APR, which includes the Housing Element APR for review and consideration by the City Council (Attachment A, General Plan APR 2024).

General Plan APR
The General Plan APR provides an overview of what was completed during the Calendar Year 2024 (January 1, 2024 – December 31, 2024). Topics addressed include the following:
 Introduction
 Purpose of the General Plan
 Status of the Adopted Elements
 Progress in the General Plan’s Implementation
The Housing Element APR is included as Appendix A in the General Plan APR. The Housing Element APR includes housing development applications deemed complete, new housing construction entitlements, permits, RHNA progress, Housing Element Program implementation status, and other housing data as applicable during the 2024 calendar year.

The following are some of the highlights for 2024:
 Staffed three open positions within the Community Development with the onboarding of a Building Official and two Associate Planners
Agenda Item #9.2:

 City began offering express permits for HVAC, kitchen remodels, and bathroom remodels
 37 planning applications were processed by Staff, which is more than the 25 applications processed in 2023
 The City issued building permits for 29 units in 2024, an increase from the 10 units in 2023
 Nine public meetings and over 100 unique participants in the General Plan process  Collaborated with Sonoma County to ensure availability of the Sonoma Valley library during numerous extreme hot weather events and activated overnight warming center during extreme cold weather events and hired contractor to operate the extreme weather overnight shelter
RHNA Progress
The City of Sonoma was allocated a total of 311 units for the 6th Cycle (2023-2031). In 2024, the City has reported its status of housing production relative to its 6th Cycle RHNA to HCD and OPR for 2024 which includes:

In accordance with Program 28 of the Housing Element, City staff monitors the adequacy of development standards in Title 19 of the Sonoma Municipal Code to determine if any standards create undue burdens or limit the ability for housing to be developed at the density designated in the site inventory.
 In 2024, one Housing Element Site was approved which will result in 31 units, two of Agenda Item #9.2: