Sonoma City Council
April 21, 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
Monday, April 21, 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 (Lowe, Gurney, Wellander, Ding, Farrar-Rivas)

1. COMMENTS FROM THE PUBLIC
At 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.

2. MEETING DEDICATIONS

3. 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.

4. CITY MANAGER COMMENTS AND ANNOUNCEMENTS

5. CITY ATTORNEY COMMENTS

6. PRESENTATIONS

6.1: Proclamation Proclaiming May 2025 as Asian American and Pacific Islander Heritage Month in the City of Sonoma

6.2: Presentation on Sonoma Police Department Statistics by Chief of Police Brandon Cutting
Police Statistics Presentation
5 - 9

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: Reappoint the Current At-Large and Alternate Members for a Term of Two Years to January 31, 2027 (Rebekah Barr, MMC, City Clerk) RECOMMENDATION: Reappoint the current roster of at-large and alternate members.

Agenda Report - At-Large / Alternate Commissioners - Pdf 10 - 12

7.3: Receive the Minutes from the Regular Meetings of March 19, 2025, and April 2, 2025 (Rebekah Barr, MMC, City Clerk)
RECOMMENDATION: Receive the Minutes.

03.19.2025 Regular Meeting Minutes

04.02.2025 Regular Meeting Minutes
13 - 18

7.4: Accept the Expenditure Report for the Month of March 2025 (Prapti Aryal, Finance Director)
RECOMMENDATION: Accept Report
Agenda Report - Expenditure Report March 2025 - Pdf
19 - 25

7.5: Adopt an Ordinance Adding Section 2.01.030 to Chapter 2.01 of Title 2 of the Sonoma Municipal Code to Change the City's Electoral System from At-Large to By-District Elections for City Council Elections, Establishing Boundaries, and Sequencing of Elections Within the Districts (David Guhin, City Manager and Rebekah Barr, MMC, City Clerk)
RECOMMENDATION: Adopt the ordinance.

Agenda Report - By-District Elections Ordinance Adoption - Pdf 26 - 32

7.6: Adopt a Resolution Authorizing the City Manager to Execute a Professional Services Agreement with PlanIT Geo in an Amount Not to Exceed $75,000 to Conduct a Citywide Tree Inventory and Urban Canopy Assessment (Jacob Dunn, Associate Planner)
RECOMMENDATION: Adopt the resolution.

Agenda Report - PlanIT Geo Contract - Pdf
33 - 95

7.7: Adopt a Resolution Adopting the City of Sonoma Artificial Intelligence (AI) Use Policy (Jenny Yankovich, Assistant to the City Manager) RECOMMENDATION: Approve the resolution.

Agenda Report - AI Use Policy - Pdf
96 - 103

7.8: Adopt a Resolution Authorizing the City Manager to Approve a Professional Services Agreement with Jerry Wheeler for the Coordination of Sonoma's Tuesday Night Farmers Market (Lisa Janson, Senior Management Analyst) RECOMMENDATION: Adopt the resolution.

Agenda Report - Sonoma's Tuesday Night Farmers Market PSA - Pdf 104 - 127

8. PUBLIC HEARING

8.1: Public Hearing to Consider An Ordinance adopting the Fire Hazard Severity Zone Map and Finding the Ordinance Exempt from the California Environmental Quality Act (CEQA) Pursuant to Section 15061(b)(3) - General Rule - of the CEQA Guidelines (Jennifer Gates, AICP, Community Development Director)
RECOMMENDATION: Introduce City Council Ordinance designating Fire Hazard Severity Zones as recommended by the California Department of Forestry and Fire Protection.

Agenda Report - FHSZ Map Ordinance - Pdf
128 - 135

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

9.1: 2025 Climate Action Commission Annual Work Plan (Jennifer Gates, AICP, Community Development Director)
RECOMMENDATION: Approve the proposed 2025 Climate Action Commission Work Plan.
136 - 146

Agenda Report - CAC Work Plan CY 2025 - Pdf

9.2: 2025 Planning Commission Annual Work Plan (Jennifer Gates, AICP, Community Development Director)
RECOMMENDATION: Approve the proposed 2025 Planning Commission Work Plan.

Agenda Report - PC Work Plan CY 2025 - Pdf
147 - 153

9.3: Appointments to the Planning Commission, Sonoma County Library Commission, and Sonoma Valley Community Advisory Commission (Rebekah Barr, MMC, City Clerk)
RECOMMENDATION: Make appointments to the Planning Commission, Sonoma County Library Commission, and Sonoma Valley Community Advisory Commission by majority vote of the City Council.

Agenda Report - Commission Appointments - Pdf
154 - 165

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. Rebekah Barr, MMC, 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.

4/11/2025
1 SONOMA POLICE

DEPARTMENT
Staffing:

Chief of Police
Two Supervisor/Sergeants
Eight patrol deputies
Two traffic enforcement deputies/patrol deputies
One Community Resource Officer (CRO deputy)
One Community Service Officer (CSO)
One administrative staff (City Employee)
Four Volunteers in Policing (VIP)
Sonoma Police Department
Statistical Data.
1 2
Agenda Item #6.2:

4/11/2025
2 These statistics provide data from January 1st-December 31st each respective year. This page identifies Calls for Service (CFS) data. 5771 5241 5223 4743 4610 4266
4194
3020
1901
1342 2178 2439
0 200
400
600
800
1000
1200
0 2000
4000
6000
8000
10000
12000
2019 2020 2021 2022 2023 2024 Reports Taken Calls for Service (CFS) Public CFS Deputy Initiated CFS Reports taken
Arrest data
Arrested/Booked Arrested/Citation
Detained and
released (849
PC)
Arrested/Booked Arrested/Citation
Detained and
released (849
PC)
2023 2024
Sum of Juvenile 6 11 0 4 25 0
Sum of Adult 93 49 28 137 27 35
0 20
40 60
80 100
120
140
160
2023 2024
3 4
Agenda Item #6.2:

4/11/2025
3 Accident Data
25 12 17 12 17
10 15
20 8
11 4
3 3
0 1
46 54
67 46
61 2020 2021 2022 2023 2024
Possible Injury Minor Injury Serious Injury No reported Injury Traffic Enforement Data
1243
351
550
42 913
190
419
12 252
40 146
23 823
108
541
32 TRAFFIC

ENFORCEMENT
STOPS

CITATIONS VERBAL/WRITTEN

WARNING

DUI ARRESTS
2019 2020 2022 2024
5 6
Agenda Item #6.2:

4/11/2025
4 Data Related to Parking Citations and Animal
Control.
141
616
787 779
360
216
272 255 229 235
2020 2021 2022 2023 2024
Parking Citations Issued Animal Control CFS
Priority 1 emergency response times
Annual Average
Response Times
Total number of Priority
1 CFS
Year
2024 172 5:29
2023 154 5:47
2022 169 5:11
2021 202 5:52
2020 216 5:16
7 8
Agenda Item #6.2:

4/11/2025
5 SONOMA POLICE

DEPARTMENT
9 Agenda Item #6.2:

City of Sonoma
Agenda Item Summary
Meeting: City Council - 21 Apr 2025
Department
Administration
Staff Contact
Rebekah Barr, MMC, City Clerk
Agenda Item Title
Reappoint the Current At-Large and Alternate Members for a Term of Two Years to January 31, 2027
Summary
The City Council appoints three types of members to its commissions and committee: direct appointments, at-large members, and one alternate to the Planning Commission. Each Council Member appoints one individual to each commission as a direct appointment. These appointees serve at the pleasure of the appointing Council Member and do not have term limits.

In contrast, the at-large members and the Planning Commission alternate are appointed by a vote of the full Council and serve fixed two-year terms from February 1 through January 31.

Over the past year, the City Council has amended its Commission Appointment Policy several times, including a new requirement that all directly appointed commissioners must be residents of the City of Sonoma. In response, some individuals who were previously appointed as direct appointments but did not meet the residency requirement were instead appointed to vacant atlarge seats. Additionally, some at-large positions were filled only shortly before the end of their term on January 31.

To promote continuity on the commissions, staff recommend that the City Council reappoint the current at-large and alternate members (listed in Exhibit A) to new two-year terms ending January 31, 2027. All of these individuals have expressed interest in continuing to serve. Their reappointment would allow the commissions to continue implementing their work plans without disruption or the need to bring new members up to speed.

Recommended Council Action
Reappoint the current roster of at-large and alternate members.

Alternative Actions
Council discretion.

Financial Impact
None
Environmental Review Status
Environmental Impact Report
Negative Declaration
Exempt
Not Applicable
Approved/Certified
No Action Required
Action Requested
Agenda Item #7.2:

Attachments
Exhibit A - At Large and Alternate Commissioners
Agenda Item #7.2:

COMMISSION/COMMITTEE FIRST NAME LAST NAME POSITION APPOINTED TO

CURRENT POSITION
Climate Action - Vice Chair Thomas Conlon At-Large Member 3/21/2024 Climate Action Leo McCloskey At-Large Member 3/21/2024
Cultural & Fine Arts - Vice Chair Meredith Knudsen At-Large Member 4/3/2024 Cultural & Fine Arts Scott Van Wagner At-Large Member 3/21/2024 Design Review & Historic Preservation Peter Drake At-Large Member 5/1/2024 Design Review & Historic Preservation Daniel Sohn At-Large Member 6/19/2024 Parks, Recreation & Open Space Patricia Cullinan At-Large Member 3/21/2024 Parks, Recreation & Open Space Savannah Wellander At-Large Member 5/1/2024 Planning Commission At-Large Member
Planning Commission Sheila O'Neill At-Large Member 2/1/2023 Planning Commission Therese Nugent Alternate 2/1/2023
Traffic Safety Committee Peter Coster At-Large Member 3/21/2024 Traffic Safety Committee John Newman At-Large Member 5/1/2024 Vacant

AT-LARGE & ALTERNATE COMMISSIONERS

EXHIBIT A
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 19, 2025

6:00 PM Regular Meeting
Regular Meeting Minutes, March 19, 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.

REPORT ON CLOSED SESSION
No reportable action was taken in Closed Session.

APPROVAL OF AGENDA
Motion by Council Member Gurney, seconded by Council Member Ding, to approve the agenda as presented. Motion carried unanimously.

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

1. PUBLIC HEARING
Item 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)
Action: Council received the presentation, selected the Draft Map B2 noted as “Visualization 2” on slide 18 of the PowerPoint Presentation, and directed the consultant to come back with an updated draft map, “Draft Map B3”, with edits to the West side of District 4’s boundary lines.

Open Public Hearing: 6:24 p.m.

Public Comment: None.

Closed Public Hearing: 6:38 p.m.

2. COMMENTS FROM THE PUBLIC
Janet Boyle, Charles Zupke, and Bob Flannigan provided public comments.

3. MEETING DEDICATIONS
None.

4. COUNCILMEMBERS’ REPORTS AND COMMENTS
Council Member Gurney attended a Sonoma Tourism Improvement District (STID) meeting on March 13, 2025. Although there was no quorum, the group was still able to receive a presentation.

Vice Mayor Wellander attended a strategic meeting with the Sonoma County Homeless Coalition on March 12, 2025. On March 19, 2025, he also attended a By-Names-List meeting regarding homelessness. The Vice Mayor also announced an art project to take place at the roundabout at Highway 116 and 121. A community meeting will be held on April 1, 2025, at Anaba Wines from 5:00 to 6:00 p.m. to gather input and facilitate discussions.

Council Member Ding attended a Sonoma Valley Groundwater Sustainability Agency (SVGSA) meeting on March 17, 2025.

Mayor Farrar-Rivas attended the CivicWell Policies Conference from March 13 - 15, 2025, in Yosemite, California. She also reached out to Senator Christopher Cabaldon’s office to voice support for SB 346.

Mayor Farrar-Rivas requested that the Council agendize a discussion regarding providing the City Manager with the authority to send letters of support and draft resolutions to address topics of interest and/or concern in the City and County of Sonoma.

5. CITY MANAGER COMMENTS AND ANNOUNCEMENTS
City Manager Guhin informed the public that the updated Fire Hazard Severity Map is available on the City’s website and will be brought for the Council’s adoption in either April or May 2025.

Additionally, he reminded everyone that the Annual Alcalde recognition is being held tomorrow, March 20, 2025, from 6:30 – 8:30 p.m. at the Vintage House to celebrate Kathy Witkowicki as the 2025 Alcaldessa.

Agenda Item #7.3:

Regular Meeting Minutes, March 19, 2025

6. CITY ATTORNEY COMMENTS
None.

6. PRESENTATIONS
Item 6.1: Proclamation Designating the Week of March 16 - 22, 2025 as National Surveyor's Week in the City of Sonoma
Item 6.2: Presentation by Sonoma Water on the FY 2025-2026 Proposed Budget & Rates - Water Transmission System

7. CONSENT CALENDAR – CITY COUNCIL
Motion by Council Member Ding, seconded by Council Member Lowe, to approve the Consent Calendar with amendments to Item 7.2 and pulling Item 7.6 and Item 7.7 for separate consideration.

Motion carried unanimously by voice vote.

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 Special Meeting of January 30, 2025, and the Special and Regular Meetings of March 5, 2025 (Rebekah Barr, MMC, City Clerk) Action: The minutes were accepted.

Item 7.3: Accept the Expenditure Report for the Month of February 2025 (Prapti Aryal, Finance Director)
Action: The expenditure report was accepted.

Item 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 Analyst) Action: Adopted as Resolution 12-2025.

Item 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)
Action: Adopted as Resolution 13-2025.

Item 7.8: Adopt a Resolution Approving an Administrative Policy for Unpaid Closed Water Accounts and Collections Procedure (Prapti Aryal, Finance Director) Action: Adopted as Resolution 14-2025.

Item 7.6: Adopt Resolution Adopting a New City of Sonoma Master Tree List (Ashley Cotter, Public Works Administrative & Project Manager)
Action: Pulled for separate consideration. Adopted as Resolution 15-2025.

Public Comment: Jessica Misuraca
Motion by Vice Mayor Wellander, seconded by Council Member Lowe, to Adopt an Administrative Policy for Unpaid Closed Water Accounts and Collections Procedure. Motion carried unanimously.

Item 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) Action: Pulled for separate consideration. Adopted as Resolution 16-2025 and 17- 2025.

Motion by Council Member Lowe, seconded by Council Member Gurney to 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. Motion carried unanimously by voice vote.

Mayor Farrar-Rivas adjusted the agenda by moving Item 9.1 before Item 8.1.

9. REGULAR CALENDAR – CITY COUNCIL
Item 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)
Action: Adopted as Resolution 18-2025.

Motion by Council Member Lowe, seconded by Council Member Ding, to Adopt a Resolution to Accept a Lumber Donation From Sonoma Raceway for Refurbishment of Benches in the Sonoma Plaza Amphitheater and Park. Motion carried unanimously by voice vote.

Agenda Item #7.3:

Regular Meeting Minutes, March 19, 2025

8. PUBLIC HEARING
Item 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)
Action: The ordinance was introduced.

Open Public Hearing: 8:12 p.m.

Public comments: None.

Closed Public Comment: 8:15 p.m.

Motion by Council Member Gurney, seconded by Council Member Ding, 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. Motion carried unanimously.

9. REGULAR CALENDAR – CITY COUNCIL
Item 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)
Action: The General Plan Annual Progress Report was received and directed 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).

Motion by Council Member Ding, seconded by Council Member Lowe, to Receive 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). Motion carried unanimously by voice vote.

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

11. ADJOURNMENT
Mayor Farrar-Rivas adjourned the meeting at 8:30 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 2nd of April 2025.
____________________________________
Rebekah Barr, MMC, City Clerk
Agenda Item #7.3:

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, April 2, 2025

6:00 PM Regular Meeting
Regular Meeting Minutes, April 2, 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.

REPORT ON CLOSED SESSION
No reportable action was taken in Closed Session.

APPROVAL OF AGENDA
Motion by Council Member Gurney, seconded by Council Member Ding, to approve the agenda as presented. Motion carried unanimously by voice vote.

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

1. PUBLIC HEARING
Item 1.1: Presentation and Fifth Public Hearing to Select the Final District Map and Introduce an Ordinance Adding Section 2.01.030 to Chapter 2.01 of Title 2 of the Sonoma Municipal Code to Change the City's Electoral System from At-Large to By-District Elections for City Council Elections, Establishing Boundaries, and Sequencing of Elections Within the Districts (David Guhin, City Manager & Rebekah Barr, MMC, City Clerk) Action: Council selected Draft Map B3, including the sequencing noted, as the final map and introduced the ordinance with the amendment of striking the fifth WHEREAS within the ordinance that states, “WHEREAS, the City Council nevertheless concludes that the public interest would be better served by transitioning to a district-based electoral system because doing so: 1) furthers the purposes of the CVRA; 2) provides for improved representation of diverse neighborhoods and communities; 3) reduces the barriers to entry for city council candidates; and 4) avoids the need to pay attorney’s fees and costs in response to a demand letter and otherwise defend against a CVRA lawsuit; and” from the ordinance text.

Open Public Hearing: 6:07 p.m.

Public Comment: Bill Boreum and Ken Stokes.

Closed Public Hearing: 6:11 p.m.

Motion by Council Member Lowe to introduce the ordinance as presented.

Friendly amendment to motion by Council Member Gurney to introduce the ordinance with an amendment to strike the fifth Whereas within the ordinance that states, “WHEREAS, the City Council nevertheless concludes that the public interest would be better served by transitioning to a districtbased electoral system because doing so: 1) furthers the purposes of the CVRA; 2) provides for improved representation of diverse neighborhoods and communities; 3) reduces the barriers to entry for city council candidates; and 4) avoids the need to pay attorney’s fees and costs in response to a demand letter and otherwise defend against a CVRA lawsuit; and” from the ordinance text.

Council Member Lowe accepted the amendment. Motion seconded by Council Member Ding. Motion carried unanimously.

2. COMMENTS FROM THE PUBLIC
Janet Boyle, Steve McCroskey, Ken Stokes, Bob Flanagan, and Alice May provided public comments.

3. MEETING DEDICATIONS
None.

4. COUNCILMEMBERS’ REPORTS AND COMMENTS
On March 20, 2025, Council Member Ding attended a Zero Waste Sonoma meeting. He shared that the organization will be hosting several events at the Sonoma Community Center: an E-Waste Recycling event from April 4 to 6, 2025; a Mattress Recycling event on April 5, 2025; and a Repair Fair for various small appliances on May 17, 2025, from 1:00 to 4:00 p.m. Additionally, Council Member Ding shared that a Zero Waste Sonoma Symposium will take place in Rohnert Park on May 1, 2025, as an all-day Agenda Item #7.3:

Regular Meeting Minutes, April 2, 2025
event. Lastly, on March 27, 2025, Council Member Ding attended a meeting of the League of California Cities' Revenue and Taxation Policy Committee in Burbank, California.

On March 26, 2025, Vice Mayor Wellander attended a Sonoma County Homeless Coalition Board meeting.

Council Member Lowe, along with the Mayor and Vice Mayor, attended the annual Pinning Ceremony of the Sonoma Valley Fire District. Earlier today, she also attended a meeting of the Local Agency Formation Commission (LAFCO).

On March 20, 2025, Mayor Farrar-Rivas, along with Vice Mayor Wellander, Council Member Lowe, and Council Member Gurney, attended the 2025 Alcaldessa event. On March 26, 2025, she gave a presentation to the Sonoma Lunch Rotary. Yesterday, April 1, 2025, Mayor Farrar-Rivas attended the 21st Anniversary Party and was a guest speaker on the local radio station KSVY.

5. CITY MANAGER COMMENTS AND ANNOUNCEMENTS
City Manager Guhin noted that KSVY plays a role in disseminating emergency notifications and can be streamed globally. He then made the following announcements: the Parks and Recreation Director position will be posted next week, with details available on the City’s website. The next Art Walk will take place on Thursday, April 3, from 5:00 to 7:30 p.m. New benches, donated by Sonoma Raceway, have been installed in the Amp theater. A new art exhibition will be on display in the Council Chambers by the end of the month, managed by the Sonoma Community Center. The next City Council meeting is scheduled for Monday, April 21, 2025, at 6:00 p.m.

6. CITY ATTORNEY COMMENTS
City Attorney Ruderman provided a brief overview of a number of amicus briefs which the League of California Cities Legal Advocacy Committee discussed potentially supporting at its March 21, 2025, meeting.

7. PRESENTATIONS
Item 7.2: Proclamation in Honor of the Sonoma Sister Cities on the Occasion of their 65th Anniversary in the City of Sonoma
Item 7.2: Proclamation Declaring April 5-11, 2025, as Week of the Young Child in the City of Sonoma
Item 7.3: Presentation by Vice Mayor Ron Wellander Regarding the 121/116 Gateway Roundabout Art Project

8. CONSENT CALENDAR – CITY COUNCIL
Mayor Farrar-Rivas made a statement that she was on the Board of the Sonoma Ecology Center so was recusing herself from the vote on Item 8.3. She also noted that she did not receive any compensation for sitting on that Board.

Motion by Council Member Lowe, seconded by Council Member Ding, to approve the Consent Calendar as presented with Mayor Farrar-Rivas recusing herself from Item 8.3. Motion carried unanimously.

Item 8.1: Waive further reading and Authorize Introduction and/or Adoption of Ordinances by Title Only. (Standard procedural action - no backup information provided) Item 8.2: Adopt 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)
Action: Adopted as Ordinance 06-2025.

Item 8.3: Adopt a Resolution Authorizing the City Manager to Execute Contract Amendments with Sonoma Ecology Center (SEC) for Work Done at Nathanson Preserve and Montini Preserve, for Total Contracts of $57,589 and $56,269 Respectively (Ashley Cotter, PW Admin & Project Manager)
Action: Adopted as Resolution 19-2025 with Mayor Farrar-Rivas recused.

9. REGULAR CALENDAR – CITY COUNCIL
Item 9.1: A Resolution Approving and Authorizing the City Manager to Execute a Joint Powers Agreement with the State of California Department of Parks and Recreation (CA State Parks) for Minor Renovations and Occupancy of the First Floor of the Toscano Hotel with Costs Shared Between the City and State Parks and Authorizing the City Manager to Execute a Sublease Between the City of Sonoma and Sonoma Valley Visitors Bureau for Use of the Toscano Hotel First Floor (David Guhin, City Manager) Action: Adopted as Resolution 20-2025.

Public Comment: Robert Demler and Richard Dale.

Agenda Item #7.3:

Regular Meeting Minutes, April 2, 2025
Motion by Council Member Gurney, seconded by Council Member Ding, to Adopt a Resolution Approving and Authorizing the City Manager to Execute a Joint Powers Agreement with the State of California Department of Parks and Recreation (CA State Parks) for Minor Renovations and Occupancy of the First Floor of the Toscano Hotel with Costs Shared Between the City and State Parks and Authorizing the City Manager to Execute a Sublease Between the City of Sonoma and Sonoma Valley Visitors Bureau for Use of the Toscano Hotel First Floor. Motion carried unanimously.

Item 9.2: Letters of Interest Received and Direction to Mayor Farrar-Rivas or Her Designee Regarding Nominations for Appointees to Regional Commissions & Committees on Behalf of the Mayors' and Councilmembers' Association of Sonoma County (Rebekah Barr, MMC, City Clerk)
Action: Provided Direction to the Mayor to Nominate Jeff Okrepkie of Santa Rosa and Sandra Lowe of Sonoma to the Measure H Oversight Committee; Susan Harvey of Cotati (as primary) and Janice Cader Thompson of Petaluma (alternate) to the North Bay Division, LOCC, Executive Board; and John Shribbs of Petaluma and Marjorie Morgenstern of Cloverdale to the Sonoma County Agricultural Preservation and Open Space District Citizens Advisory Committee and to give “game-day decision making authority” to the Mayor.

Public Comment: Robert Demler.

Motion by Council Member Ding, seconded by Council Member Lowe, to Direct the Mayor to Nominate Jeff Okrepkie of Santa Rosa and Sandra Lowe of Sonoma to the Measure H Oversight Committee; Susan Harvey of Cotati (as primary) and Janice Cader Thompson of Petaluma (alternate) to the North Bay Division, LOCC, Executive Board; and John Shribbs of Petaluma and Marjorie Morgenstern of Cloverdale to the Sonoma County Agricultural Preservation and Open Space District Citizens Advisory Committee and to give “game-day decision making authority” to the Mayor. Motion caried unanimously by voice vote.

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

11. ADJOURNMENT
Mayor Farrar-Rivas adjourned the meeting at 7:52 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 21st of April 2025.
____________________________________
Rebekah Barr, MMC, City Clerk
Agenda Item #7.3:

City of Sonoma
Agenda Item Summary
Meeting: City Council - 21 Apr 2025
Department
Finance
Staff Contact
Prapti Aryal, Finance Director
Agenda Item Title
Accept the Expenditure Report for the Month of March 2025 Summary
The attached report shows disbursements for the month of March 2025.

A mid-year budget amendment was approved with Resolution 11-2025 and the March 2025 expenditure report reflects the amended budgets.

Fund 512 (Water CIP) is 208% of budget due to expenses for the water meter upgrade that were encumbered in the FY23-24 budget by Resolution 09-2024. This will be addressed in an upcoming budget carryforward adjustment.

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, March 2025
Environmental Review Status
Environmental Impact Report
Negative Declaration
Exempt
Not Applicable
Approved/Certified
No Action Required
Action Requested
Attachments
Disbo Report March 2025
Fund Glossary
Agenda Item #7.4:

DISBURSEMENT REPORT MARCH 2025
Year to Date Monthly Year to Date Annual Percent of Fund Fund Revenue Expenditure Expenditure Budget Budget Balance General Fund 30000 15,294,514 24,919,137 61% 12,610,084 City Council 41001 9,326 120,824 176,059 69%
City Clerk 41002 43,858 328,332 492,408 67%
City Manager 41003 88,821 1,189,814 1,424,848 84%
Finance 41004 36,560 573,218 693,032 83%
City Attorney 41005 45,518 161,302 272,584 59%
Police 42101 496,802 4,349,871 7,597,987 57%
Fire 42201 584,120 6,229,417 7,936,241 78%
Public Works - Admin 43020 34,459 430,274 686,415 63%
Public Works - Streets 43022 79,867 1,044,844 1,197,845 87% Public Works - Parks 43023 80,674 1,243,400 1,667,486 75% Planning 43030 44,367 855,745 1,271,140 67%
Building 43040 47,429 480,305 949,406 51%
Community Activities 43101 47,465 686,244 954,429 72%
Successor Agency 43199 4,588 63,956 175,712 36%
Non-Departmental 43200 78,182 746,947 925,657 81%
Emergency Response 43201 - - - 0%
Transfers - 262,327 954,716 27%
Total General Fund Expenditures 1,722,037 18,766,818 27,375,965 69% Other Funds
Public Education & Gov 202 20,249 - 20,637 59,061 35% (14,165) Strong Motion 203 195 - - - 0% 6,698
Asset Forfeiture 211 429 - - - 0% 17,222
SLESF C.O.P.S Grant 217 86,775 - - 100,000 0% 495,254
Bond Property 220 - - - - 0% (19,144)
Maysonnave Property 221 - - - - 0% (15,196)
Schell Drainage 234 5,071 - - - 0% 67,287
Abandoned Vehicle 240 5,335 1,161 10,695 15,000 71% (32,059) Streets/Transport/Drain 301 1,246,090 23,998 292,200 499,599 58% (604,605) Gas Tax 302 232,087 2,808 79,851 1,081,683 7% 779,350
SB-1Road Maint 303 183,391 15,917 334,557 992,000 34% 534,134 Parks & Facilities 304 46,012 - 15,589 253,268 6% 129,607 Fire Measure H 312 185,163 185,163 185,163 548,700 34% - Transportation Measure M 313 54,468 - - 287,000 0% 289,064 Parks-In-Lieu/Quimby Act 314 16,538 - 9,644 162,921 6% 336,194 Parks Measure M 315 91,808 - - 427,000 0% 610,402
Prop 68 Parks 316 25,000 2,500 2,500 - 0% (162,690)
Successor Agency 391 2,095,962 60,869 1,264,392 2,591,338 49% (22,464,271) CREBS 495 - - - - 0% (41,749)
2012 POB 498 32 - - - 0% (5,241)
Cemeteries 501 164,314 20,645 314,307 759,182 41% (2,191,524) Cemetery Replacement 502 - - - - 0% 288,613
Cemetery Endowment 504 18,596 - - 50,000 0% 785,217
Water Utility 510 5,375,314 416,085 3,374,082 6,796,897 50% 9,254,997 Water CIP 512 42,790 19,788 2,028,821 975,000 208% (220,214) Water Equip Replacement 513 17,416 - - - 0% 720,095
EMS Equip Replacement 521 2,290 - - - 0% 83,919
Mgmt Information Srvcs 601 387,364 20,254 287,409 611,079 47% 417,719 Vehicle Replacement 603 314,883 9,518 625,100 963,231 65% 1,141,681 Insurance 604 1,254 - - - 0% 50,231
Building Maintenance 610 312,538 - - 35,000 0% 3,494,647 Computer Loan 614 1,546 - - - 0% 64,492
Hardscape Maint 615 630 - - - 0% 26,198
Admin Hearings 620 225 - - - 0% 758
Grants Restricted 630 1,892,321 - 1,179,945 1,892,321 62% 356,023 Culture Fine Art 701 276 - - - 0% 12,223
Tree Trust 702 435 - - - 0% 19,251
Public Art 703 912 - - - 0% 45,345
Pool Scholarship 715 6,071 - - 25,000 0% 227,965
Senior Housing 731 6,118 - 40,410 40,410 100% 214,564
Housing Trust 732 481,901 - - - 0% 2,596,890
IGT 796 901,229 - 408,576 519,613 79% 2,541,245
SVFRA Operations 798 26,540 - - - 0% 652,484
TOTAL 29,544,080 2,500,743 29,240,696 47,061,268 62%
Monthly disbursement detail reports can be found at www.sonomacity.org/financial-documents Agenda Item #7.4:

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 #7.4:

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 #7.4:

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 #7.4:

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 #7.4:

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 #7.4:

City of Sonoma
Agenda Item Summary
Meeting: City Council - 21 Apr 2025
Department
Administration
Staff Contact
David Guhin, City Manager
Rebekah Barr, MMC, City Clerk
Agenda Item Title
Adopt an Ordinance Adding Section 2.01.030 to Chapter 2.01 of Title 2 of the Sonoma Municipal Code to Change the City's Electoral System from At-Large to By-District Elections for City Council Elections, Establishing Boundaries, and Sequencing of Elections Within the Districts
Summary
At its meeting on April 2, 2025, the Sonoma City Council selected a final district map and approved the sequencing of elections as part of the City’s transition to districtbased elections. The adopted map includes five districts with assigned district numbers.

The City Council also determined the election timeline for each district:
 Districts 1, 3, and 5 (odd-numbered districts) will hold elections in November 2026.  Districts 2 and 4 (even-numbered districts) will hold elections in November 2028.

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.

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

Agenda Item #7.5:

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 (5:00 PM): Third public hearing to review the draft maps published February 26, 2025, and discuss feedback. (COMPLETED)
 March 12, 2025: Publication of draft district map B and B2 for public review on the City's website. (COMPLETED)
 March 19, 2025 (6:00 PM): Fourth public hearing for the City Council to select a preferred district map. (COMPLETED)
 March 21, 2025: Publication of draft district map B3 for public review on the City's website. (COMPLETED)
 April 2, 2025: Final public hearing for the City Council to select the final district map and for introduction of the ordinance to implement district-based elections. (COMPLETED)  April 21, 2025: City Council adoption of the ordinance to implement district-based elections.

Recommended Council Action
Staff recommend that the City Council adopt the ordinance.

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
Ordinance - District-based Elections
Ordinance Exhibit A - City of Sonoma District Map
Agenda Item #7.5:

1 City of Sonoma
ORDINANCE # _____-2025

AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SONOMA ADDING SECTION

2.01.030 TO CHAPTER 2.01 OF TITLE 2 OF THE SONOMA MUNICIPAL CODE TO CHANGE THE CITY’S ELECTORAL SYSTEM FROM AT-LARGE TO BY-DISTRICT ELECTIONS FOR

CITY COUNCIL ELECTIONS, ESTABLISHING DISTRICT BOUNDARIES, AND

SEQUENCING OF ELECTIONS WITHIN THE DISTRICTS
WHEREAS, members of the City Council of the City of Sonoma (“City”) are currently elected in “at-large” elections, in which each City Councilmember is elected by the registered voters of the entire City; and
WHEREAS, in a district-based election system, a candidate for the City Council must reside in the district which the candidate wishes to represent, and only the voters of that district are entitled to vote to decide who their representative will be; and WHEREAS, Government Code section 34886, in certain circumstances, authorizes the legislative body of a city of any population to adopt an ordinance to change its method of election from an “at-large” system to a “by-district,” or “district-based,” system; and WHEREAS, the City has no evidence that its election system violates the California Voting Rights Act of 2001 (“CVRA”) or any other law and asserts that its election system is legal in all respects and in connection with the manner in which it has conducted its City Council elections; and
WHEREAS, at a City Council meeting on December 4, 2024, the Sonoma City Council approved a resolution to begin the process of transitioning from an “at-large” election system to a “district-based” system under Elections Code section 10010; and WHEREAS, before any maps of the proposed boundaries of the districts were drawn, the City Council held two public hearings on December 18, 2024, and January 15, 2025, to provide the public with background on districting, gather public feedback on election structures, use of mapping tools, and public engagement on communities of interest; and WHEREAS, the City published draft district maps for public review on February 26, 2025, at least seven (7) days before the third public hearing; and WHEREAS, the City Council held a third public hearing to review the draft maps and obtain public input on March 5, 2025, at which the City Council chose two potential draft maps for further consideration, called Draft Map B and Draft Map B2; and WHEREAS, the City published these draft district maps for public review on March 12, 2025, at least seven (7) days before the fourth public hearing; and WHEREAS, the City Council held a fourth public hearing to review the draft district maps and obtain public input on March 19, 2025, at which it selected a preferred district map, called Map B3, and directed staff to bring forward this Ordinance for its consideration; and WHEREAS, the City published draft district Map B3 for public review on March 21, 2025, at least seven (7) days before the fourth public hearing; and Agenda Item #7.5:

2 WHEREAS, the City Council held a fifth and final public hearing on April 2, 2025, to receive additional public input, formally select district Map B3, establish an election sequence, and introduce this Ordinance; and
WHEREAS, the adoption of a district-based electoral system will not affect the terms of any sitting Councilmember, each of whom will serve out his or her current term; and WHEREAS, in accordance with Government Code section 34886, it is declared that the change in the method of electing members of the City Council of the City of Sonoma made by this Ordinance is in furtherance of the purposes of the CVRA (Chapter 1.5 (commencing with section 14025) of Division 14 of the Elections Code) and implementation of the guarantees of Section 7 of Article I and Section 2 of Article II of the California Constitution; and WHEREAS, all information in the staff reports, maps, presentations, Council discussion and public testimony referenced above is hereby incorporated into this decision and serves as evidentiary basis for these findings and legislative decision.

NOW, THEREFORE, the City Council of the City of Sonoma does hereby ordain as follows:

Section 1: The recitals above are declared true and correct and incorporated into this Ordinance by this reference.

Section 2: Section 2.01.030 (District-Based Electoral System) is hereby added to Chapter 2.01 (City Council) of Title 2 (Administration and Personnel) of the Sonoma Municipal Code to read as follows:

Section 2.01.030 By-district electoral system.

A. Pursuant to Government Code section 34886, commencing with the November 2026 general municipal election, members of the city council of the city of Sonoma shall be elected by-district in five (5) single-member districts.

1. Members of the city council shall be elected in the electoral districts established by subdivision (B) of this section and subsequently reapportioned as provided by State law. Elections shall take place “by-district” as that term is defined in Government Code section 34871, meaning one councilmember shall be elected from each district, by the voters of that district alone. Each member of the city council shall serve a four-year term.

2. A councilmember elected or appointed to represent a district must reside in that district and be a registered voter in that district, and any candidate for city council must reside in, and be a registered voter in, the district in which candidate seeks election at the time nomination papers are issued pursuant to Government Code section 34882 and Elections Code section 10227.

3. Registered voters signing nomination papers or voting for a member of the city council shall be residents of the geographical area making up the district from which the candidate is to be elected.

4. Termination of residency in a district by a councilmember shall create a vacancy for that city council district unless the councilmember immediately declares a substitute residence within the district and establishes such substitute residence within thirty (30) days.

Agenda Item #7.5:

3 5. Notwithstanding any other provision of this section, the councilmembers elected at-large and in office at the time this section takes effect shall continue in office until the expiration of the term to which the councilmember was elected. In the event a vacancy occurs before the expiration of the atlarge elected term of a councilmember in office at the time this section takes effect, a person who is appointed or elected by special election to fill such vacancy may reside anywhere within the corporate boundaries of the city. A person appointed or elected to fill such a vacancy shall hold the office in accordance with State law.

B. All five councilmembers shall be elected on a “by-district” basis from the council districts shown and numbered on the map titled “City of Sonoma District Map,” attached as Exhibit A, a copy of which shall be on file in the city clerk’s office. Commencing with the general municipal election in 2026, and every four years thereafter, the following three city council districts shall be elected by-district: district 1, district 3, and district 5. Commencing with the general municipal election in 2028, and every four years thereafter, the following two city council districts shall be elected by-district: district 2, and district 4.

C. Pursuant to Elections Code section 21601, as it may be amended from time to time, the city council shall adjust the boundaries of any or all of the districts following each decennial federal census to ensure that the districts are in compliance with all applicable provisions of law.

Section 3: Technical District Changes. If necessary to facilitate the implementation of this Ordinance, the City Clerk is authorized to make technical adjustments to the district boundaries that do not substantively affect the populations in the districts, the eligibility of candidates, or the residence of elected officials within any district. The City Clerk shall consult with the City Manager and City Attorney concerning any technical adjustments deemed necessary and shall advise the City Council of any such adjustments required in the implementation of the districts.

Section 4: 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 5: Severability. If any section, subsection, sentence, clause, phrase or word of this Ordinance 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 6: Effective Date. This Ordinance shall take effect immediately as an ordinance relating to an election pursuant to Government Code section 36937, subdivision (a).

Section 7: Publication. This Ordinance shall be published in accordance with the provisions of Government Code Section 36933, subdivision (c)(1).
********
Agenda Item #7.5:

4 THE FOREGOING ORDINANCE was introduced at a regular meeting of the Sonoma City Council held on the 2nd day of April 2025, and thereafter passed and adopted at a regular meeting of said City Council held on the 21st day of April, 2025, by the following roll call vote:

AYES:

NOES:

ABSENT:

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

City of Sonoma
City of Sonoma District Map

EXHIBIT A
Agenda Item #7.5:

City of Sonoma
Agenda Item Summary
Meeting: City Council - 21 Apr 2025
Department
Community Development
Department
Staff Contact
Jacob Dunn, Associate Planner
Agenda Item Title
Adopt a Resolution Authorizing the City Manager to Execute a Professional Services Agreement with PlanIT Geo in an Amount Not to Exceed $75,000 to Conduct a Citywide Tree Inventory and Urban Canopy Assessment
Summary
The City is interested in the inventory of trees within the City limits and their current health to help guide policy decisions and updates to zoning ordinances. Ultimately, this effort may provide more protection for the remaining trees in the City and guide planting decisions moving forward. This data will provide key information for the City to prepare an Urban Forestry Management Plan.

This study will also provide details of achieving the primary goals of the Climate Action Strategies that have been adopted by the Climate Action Commission. These include creating cool corridors for bicycle and pedestrian trails, installing green pocket forests, and seeking the Tree City USA designation. The study will provide locations where tree canopy is limited, could be expanded and the best locations to plant within the City’s jurisdiction.

Staff prepared a Request for Qualifications, which was sent to a total of 13 consultants for proposals to conduct the tree inventory and urban canopy assessment. The proposals were reviewed by staff to determine who was most qualified to conduct the analysis based on their scope of work, experience, previous projects, final reports, data software, and cost. Staff interviewed two consultants to gather more information about their proposals and their ability to conduct the work. Staff determined that PlanIT Geo was the most qualified and able to provide the data that the City was requesting.

The scope of work includes two primary deliverables, which entail multiple levels of review and reporting. The urban tree canopy mapping will utilize aerial imagery, LiDAR, and other data sources to identify tree canopy, other vegetation, non-tree vegetation, bare soil, water, and impervious surfaces. This information will be compiled and provided to the City as tree canopy and land cover data in vector and/or raster formats. That data is also used to identify possible planting areas, develop metrics and maps, and help determine ecosystem services benefits. A separate report will be prepared and submitted to the City with access to the data that was collected and informational summaries.

The second deliverable consists of a tree inventory, which will be accomplished by sending tree inventory specialists to the City to evaluate the trees. PlanIT Geo utilizes web-based GIS data collection to allow the City to view the inventory as it is gathered and view key details about each tree. The inventory is tracked using an online software tool called Tree Plotter, which will be accessible by the City and made available for the public. The inventory will provide a tree ID, image, coordinates, species, diameter, height, canopy spread, health, structure, necessary Agenda Item #7.6:

maintenance, grow space, and any notes. An inventory report is provided after data collection has been completed, which includes informational summaries, graphs and figures.

The current proposal estimates completion of the urban canopy assessment in August and the tree inventory in October. The final product includes data, reports, and access to the web-based GIS software for a year which may be extended.

The total cost is $65,303 and staff is recommending an additional contingency $9,697 if more than 5,000 trees are identified or if additional community education is needed from the consultant with approval by the City Manager.

Recommended Council Action
Adopt the Resolution authorizing the City Manager to execute the Professional Services Agreement with PlanIT Geo in an amount not to exceed $75,000.

Alternative Actions
Council discretion.

Financial Impact
The contract will be funded by the $75,000 allocated in FY 24-25 (Account 100-43030-347- 50347).

Environmental Review Status
Environmental Impact Report
Negative Declaration
Exempt
Not Applicable
Approved/Certified
No Action Required
Action Requested
Attachments
Draft Resolution (PlanIT Geo)
PlanIT Geo PSA 4.11.25
PlanIT Geo Proposal for Sonoma, CA TCA and Tree Inventory 2025 Agenda Item #7.6:

City of Sonoma
RESOLUTION # _____-2025

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

CITY MANAGER TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT WITH PLANIT

GEO TO CONDUCT A TREE INVENTORY AND URBAN CANOPY ASSESSMENT WHEREAS, the City of Sonoma (“the City”) desires to conduct a Tree Inventory and Urban Canopy Assessment to make tree data widely available; and

WHEREAS, the City conducted a review of proposals and interviewed consultants to determine which consultant was the most qualified; and
WHEREAS, the City desires assistance in surveying trees and PlanIT Geo has been deemed qualified to conduct the survey.

NOW, THEREFORE BE IT RESOLVED, that the City Council of the City of Sonoma hereby authorizes the City Manager to execute a Professional Services Agreement with PlanIT Geo to conduct the Tree Inventory and Urban Canopy Assessment described in the scope of work in the amount not to exceed $75,000 through June 30, 2026.

PASSED, APPROVED AND ADOPTED, at a Regular meeting of the City Council of the City of Sonoma on this 21st day of April 2025, by the following vote:

AYES:

NOES:

ABSENT:

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

Professional Services Agreement
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PROFESSIONAL SERVICES AGREEMENT

FOR CONSULTANT SERVICES
(City of Sonoma / PlanIT Geo)

1. IDENTIFICATION
This PROFESSIONAL SERVICES AGREEMENT (“Agreement”) is entered into as of the last date indicated below by and between the City of Sonoma, a California municipal corporation (“City”), and _PlanIT Geo, Inc._, a _Colorado Corporation_ (“Consultant”) (collectively, “parties”).

2. RECITALS

2.1 City has determined that it requires the following professional services from a consultant: _To complete a citywide tree inventory and urban canopy assessment_.

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 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.

Agenda Item #7.6:

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

3. DEFINITIONS

3.1 “Agreement Administrator” for this project means _Jennifer Gates (Community Development Director)_. 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 Contractor.

3.2 “Approved Fee Schedule” means such compensation rates as are set forth in Consultant’s _January 14, 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 ________________.

3.4 “Consultant Project Administrator” means _Carrie Asselmeier_. The Consultant Project Administrator will be the principal point of contact for the Consultant.

3.5 “Maximum Amount” means the highest total compensation and costs payable to Consultant by City under this Agreement. The Maximum Amount under this Agreement is _Seventy-Five Thousand_ Dollars ($_75,000 ).

3.6 “Scope of Services” means such professional services as are set forth in Consultant’s _January 14, 2025_ proposal to City attached hereto as “Exhibit A” and fully incorporated herein by this reference.

3.7 “Termination Date” means _June 30, 2026_.

4. TERM
The term of this Agreement shall commence at 12:00 a.m. on the Commencement Date and shall terminate 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 Agenda Item #7.6:

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Section 18 (“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 SERVICES

5.1 Time is of the essence in Consultant’s performance of services under this Agreement.

5.2 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 City through its Agreement Administrator. All changes and/or extra work shall be performed and paid for in accordance with the following:

5.2.1 Only the City Community Development 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 Community Development 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.

5.2.2 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 equitable basis. A Supplemental Agreement providing for such compensation for extra work shall be negotiated between the City Agenda Item #7.6:

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and the Consultant. Such Supplemental Agreement shall be executed by the Consultant and be approved by the City in accordance with its purchasing policy.

5.2.3 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.

5.3 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 payable above. 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 payable above.

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

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

5.6 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, Agenda Item #7.6:

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(ii) prevent Consultant from performing the terms of this Agreement, or (iii) present a significant opportunity for the disclosure of confidential information.

5.7 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 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 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, 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 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 Agenda Item #7.6:

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supervision, and all personnel engaged in the work shall be qualified to perform such services. The Consultant Project Administrator shall have direct responsibility for management of Consultant’s performance under this Agreement. No other person shall serve as Consultant Project Administrator without City’s prior written consent.

5.11 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.

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

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

5.14 Prevailing Wage Notice.

5.14.1 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. In particular, Consultant acknowledges that prevailing wage determinations are available for the performance of inspection and survey work.

5.14.2 In the event Consultant will perform inspection services, City or authorized representatives of the City shall have the right to inspect the work of such services whenever such representatives may deem such inspection to be desirable or necessary. Inspections by the City Agenda Item #7.6:

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do not in any way relieve or minimize the responsibility of Consultant to conduct the inspections Consultant has expressly agreed to perform pursuant to this Agreement. Consultant shall be solely liable for said inspections performed by Consultant.

Consultant shall certify in writing to the City as to the completeness and acceptability of each inspection of improvement or
construction which Consultant agrees to inspect hereunder.

6. COMPENSATION

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

6.2 Consultant shall submit to City an invoice, on a monthly basis or less frequently, for services performed pursuant to this Agreement. Each invoice shall identify the Maximum Amount, the services rendered during the billing period, the amount due for the invoice, and the total amount previously invoiced. All labor charges shall be itemized by employee name and classification/position with the firm, the corresponding hourly rate, the hours worked, a description of each labor charge, and the total amount due for labor charges. Consultant shall include a copy of each subconsultant invoice for which reimbursement is sought in the invoice.

6.3 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.

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

7. 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 Agenda Item #7.6:

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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.

8. RELATIONSHIP OF PARTIES

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

8.2 Under no circumstances shall Consultant look to the City as its 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, workers’ compensation, and other applicable federal and state taxes.

9. CONSULTANT PROJECT ADMINISTRATOR
In performing services under this Agreement, Consultant shall coordinate all contact with City through its Agreement Administrator. City reserves the right to change this designation upon written notice to Consultant. All services under this Agreement shall be performed at the request of the Agreement Administrator, who will establish the timetable for completion of services and any interim milestones.

10. INDEMNIFICATION

10.1 The parties agree that City, its officers, agents, employees, and volunteers should, to the fullest extent permitted by law, be protected from any and Agenda Item #7.6:

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all loss, injury, damage, claim, lawsuit, cost, expense, attorneys’ fees, litigation costs, taxes, or any other cost arising out of or in any way related to the performance of this Agreement. 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.

Consultant acknowledges that City would not enter into this Agreement in the absence of Consultant’s commitment to indemnify and protect City as set forth herein.

10.2 To the fullest extent permitted by law, Consultant shall indemnify, hold harmless, and defend (with counsel satisfactory to City) City, its officers, agents, employees and volunteers from and against any and all claims, losses, costs and expenses for any damage due to death or injury to any person, whether physical, emotional, consequential or otherwise, and injury to any property arising out of or in connection with Consultant’s negligence, recklessness or willful misconduct or other wrongful acts, errors or omissions of Consultant or any of its officers, employees, servants, agents, or subconsultants, or anyone directly or indirectly employed by either Consultant or its subconsultants, in the performance of this Agreement or its failure to comply with any of its obligations contained in this Agreement, except such loss or damage which is caused by the sole active negligence or willful misconduct of the City. Such costs and expenses shall include reasonable attorneys’ fees due to counsel of City’s choice, expert fees and all other expenses 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.

10.3 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 10 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.

10.4 The obligations of Consultant under this Section 10 of this Agreement are not limited by the provisions of any workers’ compensation or similar statute. Consultant expressly waives its statutory immunity under such statutes as to City, its officers, agents, employees and volunteers.

Agenda Item #7.6:

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10.5 Consultant agrees to obtain executed indemnity agreements with provisions identical to those set forth here in Section 10 of this Agreement from each and every subconsultant or any other person or entity involved by, for, with or on behalf of Consultant in the performance of this Agreement. If Consultant fails to obtain such indemnity obligations from others, Consultant agrees to indemnify, hold harmless and defend City, its officers, agents, employees and volunteers 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 subconsultants 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.

10.6 City does not, and shall not, waive any rights that it may possess against Consultant because of the acceptance by City, or the deposit with City, of any insurance policy or certificate required pursuant to this Agreement.

This hold harmless and indemnification provision shall apply whether or not any insurance policies apply to a claim, demand, damage, liability, loss, cost or expense.

10.7 In the event that Consultant or any employee, agent, or subconsultant of Consultant providing services under this Agreement claims or is determined by a court of competent jurisdiction or CalPERS to 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 subconsultants, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of City.

10.8 Notwithstanding any federal, state, or local policy, rule, regulation, law or ordinance to the contrary, Consultant and any of its employees, agents, and subconsultants providing service under this Agreement shall not qualify for or become entitled to, and hereby agree 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 Agenda Item #7.6:

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for employer contribution and/or employee contributions for CalPERS benefits.

11. INSURANCE

11.1 During the term of this Agreement, Consultant shall carry, maintain, and keep in full force and effect insurance against claims for death or injuries to persons or damages to property that may arise from or in connection with Consultant’s performance of this Agreement.

11.2 Any available insurance proceeds broader than or in excess of the specified minimum Insurance coverage requirements or limits shall be available to City as an Additional Insured as provided below.

Furthermore, the requirements for coverage and limits shall be the greater of (1) the minimum coverage and limits specified in this Agreement, or (2) the broader coverage and maximum limits of coverage of any Insurance policy or proceeds available to the named Insured.

11.3 Insurance required under this Agreement shall be of the types set forth below, with minimum coverage as described:

11.3.1 Comprehensive General Liability Insurance written on a per occurrence basis with coverage limits of not less than Two Million Dollars ($2,000,000) per occurrence and Four Million Dollars ($4,000,000) general aggregate, including products and operations hazard, contractual insurance, broad form property damage, independent consultants, personal injury, underground hazard, and explosion and collapse hazard where applicable.

11.3.2 Automobile Liability Insurance for vehicles used in connection with the performance of this Agreement with minimum limits of Two Million Dollars ($2,000,000) per claimant and Two Million dollars ($2,000,000) per incident. 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).

11.3.3 Worker’s Compensation insurance if and as required by the laws of the State of California.

Agenda Item #7.6:

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11.3.4 Professional Errors and Omissions Insurance with coverage limits of not less than One Million Dollars ($1,000,000) per occurrence and Two Million Dollars ($2,000,000) aggregate. In the event Consultant’s policy is a “claims made” policy only covering those claims made during the policy period, then Consultant agrees to maintain the professional liability insurance required hereunder and with respect to this project in effect for at least three (3) years after acceptance of the work. The retroactive date of the policy must be shown and must be before the Commencement Date of this Agreement. If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a retroactive date before the Commencement Date of this Agreement, the Consultant must purchase “extended reporting” coverage for a minimum of three (3) years after completion of work.

11.4 Consultant shall require each of its subconsultants 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 subconsultants in his or her sole discretion.

11.5 The policy or policies required by this Agreement shall be issued by an insurer admitted in the State of California and with a rating of at least A:VII in the latest edition of Best’s Insurance Guide.

11.6 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.

11.7 At all times during the term of this Agreement, Consultant shall maintain on file with City’s Risk Manager a certificate or certificates of insurance showing that the required coverages are in effect and naming City and its officers, employees, agents and volunteers as Additional Insureds. Prior to commencement of work under this Agreement, Consultant shall file with City’s Risk Manager such certificate(s) and Forms CG 20 10 07 04 and CG 20 37 07 04 or the substantial equivalent showing City as an Additional Insured.

Agenda Item #7.6:

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11.8 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.

11.9 The general liability and automobile policies of insurance required by this Agreement shall contain an endorsement naming City and its officers, employees, agents and volunteers as Additional Insureds. 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.

11.10 The insurance provided by Consultant shall be primary to any other 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.

11.11 All insurance coverage provided pursuant to this Agreement shall not prohibit Consultant, and Consultant’s employees, agents or subconsultants, from waiving the right of subrogation prior to a loss.

Consultant hereby waives all rights of subrogation against the City.

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 subconsultants.

11.12 Any deductibles or self-insured retentions must be declared to and approved by the City. At the option of City, Consultant shall either reduce or eliminate the deductibles or self-insured retentions with respect to City, or Consultant shall procure a bond in the amount of the deductible or selfinsured retention to guarantee payment of losses and expenses.

Agenda Item #7.6:

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11.13 Procurement of insurance by Consultant shall not be construed as a limitation of Consultant’s liability or as full performance of Consultant’s duties to indemnify, hold harmless and defend under Section 10 of this Agreement.

11.14 Consultant may be self-insured under the terms of this Agreement only with express written approval from the City.

11.14.1All self-insured retentions (SIR) must be disclosed to the City for approval and shall not reduce the limits of liability.

11.14.2Policies containing any SIR provision shall provide or be endorsed to provide that the SIR may be satisfied by either the named Insured or the City.

11.15 City reserves the right to obtain a full certified copy of any Insurance policy and endorsements. Failure to exercise this right shall not constitute a waiver of the right to exercise later.

12. MUTUAL COOPERATION

12.1 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.

12.2 If any claim, action, or proceeding 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, action, or proceeding.

13. CONFIDENTIALITY
All data, documents, discussion, or other information developed or received by Consultant or provided for performance of this Agreement are deemed confidential and shall not be disclosed by Consultant without prior written consent by City. City shall grant such consent if disclosure is legally required. Upon request, all City data shall be returned to City upon the termination or expiration of this Agreement.

14. RECORDS AND INSPECTIONS
Consultant shall maintain any and all ledgers, books of account, invoices, vouchers, canceled checks, and other records or documents evidencing or relating to Agenda Item #7.6:

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charges for services or expenditures and 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. City shall further have the right to make transcripts therefrom and to inspect all program data, documents, proceedings, and activities.

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 the Agreement.

15. 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.

16. 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:

Jennifer Gates
City of Sonoma
Community Development Department
No. 1 The Plaza
Sonoma, CA 95476
Telephone: (707) 938-3681
Email: [email protected]
If to Consultant:

PlanIT Geo
P.O. Box 1334
Wheat Ridge, CO 80034
Telephone: (833) 873-3627
Email: [email protected]
Agenda Item #7.6:

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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]

17. SURVIVING COVENANTS
The parties agree that the covenants contained in Paragraph 8.2, Section 10, Paragraph 12.2, Section 13, and Section 14 of this Agreement shall survive the expiration or termination of this Agreement.

18. TERMINATION

18.1 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 16 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 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 Community Development Director in accordance with the percentage of project completed. In the event that this Agreement is terminated pursuant to this Paragraph 18.1, 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 Agenda Item #7.6:

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injuries (including lost opportunity damages) purportedly caused by the termination of this Agreement by the City pursuant hereto.

18.2 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.

18.3 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.

18.4 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 3.5 above and as otherwise provided in this Agreement.

19. GENERAL PROVISIONS

19.1 Consultant shall not delegate, transfer, subcontract or assign its duties or rights hereunder, either in whole or in part, without City’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.

19.2 In the performance of this Agreement, Consultant shall not discriminate against any employee, subconsultant, or applicant for employment because of race, color, 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 Agenda Item #7.6:

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orientation, or any other unlawful basis, including without limitation, the City’s Non-Discrimination 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. Such action 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.

19.3 Each party had an opportunity to consult with an attorney in reviewing and drafting this Agreement. Any uncertainty or ambiguity shall not be construed for or against any party based on attribution of drafting.

19.4 The captions appearing at the commencement of the Sections hereof, and in any paragraph thereof, are 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 Section or Paragraph shall govern construction of this Agreement. Masculine or feminine pronouns shall be substituted for the neuter form and vice versa, and the plural shall be substituted for the singular and vice versa, in any place or places herein in which the context requires such substitution(s).

19.5 The waiver by City or Consultant of any breach of any term, covenant or condition herein contained shall not be deemed to be a waiver of any other term, covenant or condition or of any subsequent breach of the same or any other term, covenant or condition herein contained. No term, covenant or condition of this Agreement shall be deemed to have been waived by City or Consultant unless in writing signed by one authorized to bind the party to be charged with the waiver.

19.6 Consultant shall not be liable for any failure to perform if Consultant presents acceptable evidence, in City’s sole judgment, that such failure Agenda Item #7.6:

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was due to causes beyond the control and without the fault or negligence of Consultant.

19.7 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. If legal action shall be necessary to enforce any term, covenant or condition contained in this Agreement, the party prevailing in such action, whether or not reduced to judgment, shall be entitled to its reasonable court costs, including any accountants’ and attorneys’ fees expended in the action. 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.

19.8 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 in its amended form shall be enforceable. In such event, the remainder of this Agreement, or the application of such term or provision to persons or circumstances other than those as to which it is held invalid or unenforceable, shall not be affected thereby, and each term and provision of this Agreement shall be valid and be enforced to the fullest extent permitted by law.

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

19.10 All documents referenced as exhibits in this Agreement are hereby incorporated into this Agreement. In the event of any material discrepancy between the provisions of this Agreement and those 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 Agenda Item #7.6:

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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 behalf of the City and Consultant.

19.11 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.

19.12 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 emailed versions of an original signature, electronically scanned and transmitted versions (e.g., via pdf) of an original signature, or a digital signature.

19.13 This Agreement shall be binding on successors and assigns of the parties.

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

19.15 The recitals are incorporated by this reference.
[Signatures on following page]
Agenda Item #7.6:

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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:__David Guhin_______________
Title:____City Manager_______________
Date:______________________
“Consultant”
Stephen Bay, COO
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 #7.6:

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“EXHIBIT A”
Scope of Work
Agenda Item #7.6:

CITY OF SONOMA, CA | TREE INVENTORY AND CANOPY ASSESSMENT APRIL 2025 10

PROJECT

APPROACH
The comprehensive tree inventory summary data and urban tree canopy assessment deliverables will enable City staff to use accurate and up-to-date data and current condition information to develop the strategies necessary to manage the urban forest. Working in close partnership with City staff and supervisory personnel, PlanIT Geo can develop an accurate, updated baseline of current public and private tree information across the City through the canopy assessment and inventory. In addition to providing current snapshot of the City’s current urban forest structure and conditions, this data will lay the groundwork for setting goals, objectives, targets, and strategies by highlighting challenges, opportunities, and areas for improvement.

Evaluating, planning, and managing the legacy of City’s urban forest through applied science, best practices, public outreach, strategic goal setting, and budget management, is achievable with innovative and contemporary approaches. With PlanIT Geo’s GIS, Field Services and GIS Teams, the City will be provided with highly experienced and qualified urban forestry consultants, arborists, and municipal specialists to implement the requirements outlined in the RFP.

PROJECT APPROACH
Our technical approach will include mapping the City’s current landcover and possible planting area using the high resolution multi-spectral leaf-on imagery (NAIP 2022), calculate ecosystem services, provide summaries in a TCA report, PowerPoint presentation for community engagement, an updated comprehensive inventory in the City’s right-of-way, street tree easements, parks, public facilities grounds and other public property, and an inventory report summarizing the findings. The data collected during the tree inventory and urban tree canopy assessment will inform and fill in the gaps for establishing sound management and maintenance of trees, planting lists and priority tree planting plans. We have put together a robust scope of work for this project that we strongly feel will exceed all of the City’s needs and wants stated in the RFP, and provide guidance and actionable goals for the City’s operations and robust urban forest management.

PROJECT MANAGEMENT
Upon award and final contracting, the PlanIT Geo team will schedule separate kick-off calls with City staff and each team to determine datasets needed from the City, finalize scheduling and City involvement, and identify any outstanding tasks that may impact the project schedule. We believe that transparency between our staff and City staff regarding expectations, timelines, and project execution is essential for creating the best possible products. Therefore, our management approach from the project kickoff to reporting will focus on project objectives, customization of scope, schedule, milestones, roles and responsibilities, risks and mitigation, The City of Sonoma is an established community at the heart of California’s wine region, with a population of over 10,000 residents, covering just under 3 square miles. The City has a thriving urban forest providing myriad benefits to its highly diverse group of residents, businesses, and visitors. Sonoma’s urban forest constitutes thousands of street, park, and yard trees in addition to those found in open spaces and other natural areas. It is perhaps the most important component of the City’s green infrastructure, contributing to improving air quality, public health and safety, wildlife habitat, local property values, and community beautification.

The City of Sonoma has placed a high priority on enhancing urban forest management as an important part of providing short and long-term resource allocation solutions and management strategies. Effective urban forest management requires innovative strategies and accurate information, including an understanding of the current condition of the City’s trees, before significant management actions and planning initiatives are undertaken.

Agenda Item #7.6:

APRIL 2025 CITY OF SONOMA, CA | TREE INVENTORY AND CANOPY ASSESSMENT 11 methodology, and quality. A project kickoff meeting date will be determined and scheduled. The PlanIT Geo Project Team (Field Services and GIS) will develop the internal work plan for project management to ensure the project stays within the timeline and budget while completing all items in the Scope of Work.

Monthly progress reports will be sent to the City’s core project team to give information on progress of deliverables, tasks, and other required information. The PlanIT Geo Team will provide monthly updates on progress made in each aspect of the project. Upon completion of each project task, we will have remote task review meetings (regular meetings) and staff consultations as needed to present and review completed tasks and deliverables. Project files will be maintained in accordance with the agreed upon work plan with the City project manager. PlanIT Geo typically uses Google Drive to maintain files but also utilizes other services such as OneDrive, Sharepoint, Hightail, or other City-preferred platform.

URBAN TREE CANOPY MAPPING, TREE INVENTORY, AND SOFTWARE

URBAN TREE CANOPY ASSESSMENT
Machine Learning Approach to Tree Canopy Data (Methods) PlanIT Geo’s mission is to ensure every community has access to high-quality, affordable tree canopy data and tools. In 2021, we partnered with an industry-leading land cover data provider, EarthDefine, who have leveraged advancements in computer vision technology and Artificial Intelligence (AI) to revolutionize complex geospatial image classification techniques.

The Machine Learning (ML) used to develop their US TreeMap and Land Cover Map products provides a superior process to the object-based image analyses (OBIA) that have been the status quo for urban tree canopy assessments for over a decade.

Some in our industry who are using OBIA methodologies argue that using AI and ML means a reduction in the accuracy of the land cover mapping data because there is less hands-on involvement from GIS technicians performing QA/QC. However, in the 50+ communities where we have employed land cover data from EarthDefine, our overall accuracy and user’s accuracy for tree canopy have averaged 96% with limited manual touches being required from our team.

From over 10 years of experience creating land cover data, we know where to have our GIS technicians focus their manual QA/QC edits such as areas with tall buildings and long shadows where trees can be obscured from view. Beyond that, we have observed that manual QA/QC processes can increase the chances of human error and create inconsistent data that is not reproducible over time, especially when multiple GIS technicians are involved.

Other benefits of our methods include scalability, adaptability, and extra land cover classes. We have nationwide, off-the-shelf tree canopy data due to our ability to scale and process large areas. Our algorithms are continually improved over time with the addition of new data and training samples, making it possible to provide updates every two years when NAIP imagery is refreshed for each state so you can quickly adapt your management strategies to on-the- ground changes over time. Our algorithms use high-resolution LiDAR from across the country to train the ML. The innovation of our approach is that we leverage LiDAR in this way but are not reliant on it for a specific area. This allows us to detect and map small trees obscured by shadows, in many cases something that OBIA techniques often miss. LiDAR is also very expensive and often not available for five or 10 years in a given city or county, making it cost-prohibitive to get more frequent updates to the land and canopy cover data. Finally, we can provide an additional land cover classification that accurately predicts where tree canopy is overhanging an impervious surface. Trees provide critical ecosystem services in highly impervious areas, and being able to measure and track impervious coverage from your urban forest is an incredibly important metric. Other companies require expensive planimetric data (e.g., buildings, roads, other paved surfaces) that is difficult to keep up to date to provide this information. In the end, our product is equally or more accurate than our competition, ready faster, can be updated more frequently, with more consistent methods from one year to the next, and generally costs less.

EarthDefine has employed Convolutional Neural Networks (ConvNets) to develop the required land cover classes described below. Training data will be created using 4-band high-resolution aerial imagery (60 cm NAIP), LiDAR, and other ancillary data sources. The training samples represent accurate presence/absence data and are supplied to a ConvNet for training. Accuracy Agenda Item #7.6:

CITY OF SONOMA, CA | TREE INVENTORY AND CANOPY ASSESSMENT APRIL 2025 12 will be evaluated by both visually inspecting the output semantic segmentation as well as comparing actual predictions with the training data. An accuracy evaluation will serve as a feedback loop to create new training data and improve the classifier. Finally, the 4-band, NAIP aerial imagery from 2022 will be classified using the trained ConvNet to produce the land cover classes.

In addition to EarthDefine’s commitment to achieving an overall 97% accuracy for tree canopy, impervious surfaces, and plantable areas, our team will conduct further QA/QC as needed.

This will focus particularly on dense urban and downtown areas to ensure that the 97% overall accuracy and 97% tree canopy accuracy standards are maintained, with a margin of error below

1.5%. We can provide all land cover data promptly after project initiation, ensuring a timely and efficient start. FGDC-compliant metadata will be provided for all spatial data sets created. All data sets will be delivered in GIS vector (shapefile or geodatabase) or raster (TIF) formats that will be compatible with the City’s current GIS and meet all technical requirements. The final land cover data set will inform and be used in all other tasks included in this project. Land cover classes are described below.

Land Cover Classes
Tree Canopy: Tree canopy will be classified as vegetation generally greater than 10-15 feet tall based on multispectral imagery and object-based classification techniques. Vegetation with larger leaves, which produce brighter and more pronounced reflectance in near-infrared bands, will be identified. On-the-ground images from Google Street View may be used for QA/ QC purposes in areas obscured by buildings and shadows. Canopy will also be distinguished as overhanging pervious and impervious surfaces using machine learning techniques that do not require existing planimetric data.

Other Vegetation: This category will include healthy grasses, herbaceous plants, open pastures, and turf grass. Healthy grasses will be based on the time of the imagery capture, with a focus on plantable areas to support this studies objectives and data applications.

Shrubs (non-tree vegetation): Shrubs and other leafy or woody vegetation under 10 feet in height will be classified using multispectral imagery and machine learning techniques.

Vegetation with smaller leaves, which have less pronounced near-infrared reflectance, will be distinguished. Evergreen shrubs or those with minimal seasonal variation will also be identified.

Google Street View imagery may be used for QA/QC to accurately differentiate between trees and non-tree vegetation. These areas will not be considered plantable unless specified.

Bare Soil: The Bare soil classification will include areas such as barren soil, gravel pits, exposed dirt from construction sites, rock outcrops, and sand. Additionally, this category encompasses non-photosynthetic or dormant vegetation, such as dead grass or dried plant material that lacks active growth. These areas will not be considered plantable. These areas will not be considered plantable unless specified.

Water: Water will be derived from the base imagery features such as lakes, rivers, ponds, wetlands, and streams.

Impervious Surfaces: This category includes roads, sidewalks, parking lots, buildings, and other impervious paved areas. All paved surfaces will be broken out (sub-categorized) into buildings, streets, parking lots, and other impervious using internal strategies and existing City GIS datasets. These areas will not be considered plantable unless specified.

Agenda Item #7.6:

APRIL 2025 CITY OF SONOMA, CA | TREE INVENTORY AND CANOPY ASSESSMENT 13 Data Deliverables
We can provide all land cover and canopy data within one month of receiving the data from EarthDefine. Data provided will include current tree canopy and land cover data for the City of Sonoma, as well as historical land cover (2012).

The following GIS raster and vector layers will be produced:

1. 6-class land cover (tree canopy, other vegetation, shrubs, bare soil, water, impervious surfaces (subcategorized) for the City (2022);

2. All-class (same classes but with more specific tree canopy and impervious classes) for the City (2022);

3. UTC-Class (existing tree canopy, areas suitable for planting trees, unsuitable areas for planting trees) (2022).

The final land cover products will be delivered in vector and/or raster format (TIFF or Esri geodatabase) in the City’s preferred coordinate system or our suggested State Plane Coordinate System.

Possible Planting Area
As part of our land cover mapping process, we will digitize areas that are unsuitable for tree planting and incorporate pre-existing data sets to ensure that the plantable spaces presented to the City are accurate and realistic. The areas that we will digitize include recreation fields, golf course playing areas, airports, major utility corridors, and other features provided to PlanIT Geo in GIS format. All grass or low-lying vegetation outside of these unsuitable areas will be considered Possible Planting Area – Vegetation. Parking lots and other areas to remove concrete/ sidewalks, front yards, schools and others may also offer planting opportunities. These areas can be identified and prioritized with added budget from the City. These areas can be labeled as Possible Planting Area – Impervious as slight modification of the landscape or adjacent tree plantings could result in plantable space with enhanced ecosystem benefit value.

Urban Tree Canopy Metrics & Maps
We will then conduct the land cover and tree canopy assessment and analysis for the City of Sonoma (AOI). This includes GIS-based modeling processes to calculate the area (acres) and percent of each land cover type as well as possible planting area and unsuitable areas within the AOI boundaries and up to six additional boundaries. Those boundaries can
include parks, census tracts, planning areas, and two other boundaries of the City’s choice.

These GIS files will be provided by the City with any
topological errors corrected. Area and percent values will be added in new GIS table fields for each scale. Maps, in APRX, PNG, and PDF formats, will include the following: AOI-wide land cover, AOI-wide UTC/PPA/unsuitable, UTC coverage by all other scales (6), and PPA distribution by all other scales (6). All maps and spreadsheet tables will be delivered in our data delivery.

Ecosystem Services Benefits
While trees are commonly appreciated for their aesthetic value, the true benefits of trees and forests are often underestimated or undervalued. This survey will quantify some of the benefits of the AOI’s trees on both public and private properties using the latest scientific modeling tools from the U.S. Forest Service i-Tree suite. These benefits are referred to as “ecosystem services”. Current values will be estimated within the AOI for the following four ecosystem service types:
• Air quality - Trees naturally remove pollutants and reduce air temperature; • Water quality - Trees promote soil stability which reduces sedimentation and absorbs pollutants;
• Stormwater mitigation - Trees intercept stormwater, reduce runoff, diminish erosional Agenda Item #7.6:

CITY OF SONOMA, CA | TREE INVENTORY AND CANOPY ASSESSMENT APRIL 2025 14 forces, and filter out harmful pollutants and nutrients that would otherwise enter our waterways;
• Carbon sequestration and storage - Through photosynthesis, trees absorb atmospheric carbon and use it for new growth (stems, branches, roots and leaves), acting as a natural carbon sink.

Reporting
The PlanIT Geo GIS Team will create a separate document/report consisting of all data created during this task of Urban Tree Canopy Assessment. The report will be concise and readable to the untrained citizen, ADA compliant, using pull-out information boxes, bulleted lists of items, and shorter clear speak paragraphs. We generate creative graphics and provide insightful, locally specific recommendations through discussions with clients on the results/findings.

We anticipate that the tree canopy assessment document/report will include a cover, acknowledgments/logos, a table of contents, executive summary, methodology, findings, ecosystem benefits, recommendations, strategies for guiding the City of Sonoma’s tree initiatives, and an appendices with an accuracy assessment for the AOI-wide land cover data and documentation of ecosystem services calculation methodology. The final report will be provided in PDF/digital format to include on the City’s website. No hard copies have been included in our cost. All supporting tables, data, graphs/charts, graphics, spreadsheets, and maps will be included in the final delivery. The City will be asked to contribute text, photos, logos, and other graphic elements to support the report development. The City will also be able to review and comment on maps and report drafts before they are complete.

The GIS team in conjunction with the Field Services team, will also create a PowerPoint presentation of the findings and results from both the Inventory and Tree Canopy Assessment to be used for community education. The Team will be available to help the City in presenting this information virtually but has also budgeted to present in-person if the City prefers.

TREE INVENTORY SERVICES
This task will include a comprehensive tree inventory based on the trees located throughout Sonoma include street trees, street tree easements, public facilities, Parks, and other City managed vacant or non-improved public land. PlanIT Geo (PG) will staff the inventory with 1-2 full time arborists. This will allow this phase to be completed in a timely manner. Any additional trees (private property samples, risk assessments, etc) will be collected as the budget allows.

The TreePlotter software subscription (optional) will start as soon as the City wishes.

The Field Services Director will work with City staff to establish communications and protocols that adhere to industry standards to ensure proper and standard operating procedures are met. PlanIT Geo will also provide the City with the proper tools for the engagement with and maintenance of the inventory data, such as TreePlotter training. The inventory will be a living database that can be added to or edited in the future by the City. The TreePlotter web page will be a living application during the project to allow City staff to track the inventory progress live.

PlanIT Geo will provide weekly project status reports while the project is underway. Monthly, PlanIT Geo will conduct a more in-depth status report meeting to communicate milestone accomplishments, discuss challenges, forecast of activities, major risks identified, and project cost to date. PlanIT Geo will notify the City immediately when a high risk tree is identified to mitigate future issues.

PlanIT Geo’s GIS-based tree inventory collection will be performed using computer tablets (Samsung tablets) that read information directly from the World Wide Web and the data will be easily exported and available in ESRI shapefile, Excel, and i-Tree acceptable formats. The City will have free access to the TreePlotter application during the completion of the inventory portion of work. The subscription cost will not be put into place until the completion and delivery of the inventory.

Web-Based GIS Data Collection
Our web-based capabilities (TreePlotter) allow us to utilize the mobile GPS location feature built into our hardware devices (tablets). This location feature serves as the first tier for determining Agenda Item #7.6:

APRIL 2025 CITY OF SONOMA, CA | TREE INVENTORY AND CANOPY ASSESSMENT 15 the exact location of the tree to be inventoried. Spatial information (latitude and longitude coordinates) is then collected based on the location of the tree on the base maps (Google, Esri, OpenStreetMap, others) by the arborist. With this, our Tree Inventory Specialists can accurately determine the ownership and exact location of each tree.

Using this approach, the City of Sonoma and PlanIT Geo’s staff will gain these advantages:

1. Data and production transparency. By utilizing a web-based data collection protocol PG will share the real time data collection map service so that collection progress can be monitored by appropriate staff members. Furthermore, web-based data collection enables PG to ensure that no trees are missed or that trees are not double inventoried throughout the entirety of the project. This will allow the City to identify issues, refine field mapping procedures, and revisit the project schedule in real time. As well as be able to download increments of data from TreePlotter on a monthly basis.

2. Increased production rates. Location data entry using GIS with accurate base map information is nearly twice as fast as using GPS equipment alone. Inventory personnel are not limited by weather conditions or interference by buildings or other obstructions.

3. High level of location accuracy. GIS is only limited by the accuracy of the base map information provided. By utilizing the built-in GPS functionality of our hardware and our field expertise we can ensure accurate location information of 1-meter or less.

4. Understand and Update. With simple training, an unlimited number of simultaneous users (i.e. City managers and staff) can track and analyze existing trees according to risk, required action, species, diameter, or any other inventory attribute and quickly and dynamically perform status updates as required over time.

A Note on Data Security - As inventory information is
collected, data are instantaneously stored on secure remote servers, eliminating the possibility of data loss, and making it possible for City staff to access and download, at any time, real-time data collection with secure login credentials. Your data is also backed up on our servers every 24 hours and our support staff can assist with accessing or restoring that backed up data if the need arises.

Collection Method and Deliverables
PlanIT Geo will equip our Tree Inventory Specialists with a customized version of TreePlotter software for recording the location and attributes of each tree in each phase. This customized version of TreePlotter will include all available shapefiles the City requires for the project completion at each phase of the project, for example; public park boundaries, private property locations, other specific boundaries, rightsof-way, etc. The GIS-based tree inventory will be performed using computer tablets (iPad and Samsung tablets) that
read information directly from the World Wide Web on
PlanIT Geo’s TreePlotter software. This means that any similar web-connected device can also be used to collect, edit, and manage the inventory resources.

The application enables each tree and planting site to be precisely mapped (within 1-meter spatial accuracy) with the attributes described in the next section. This also allows for seamless integration into the City’s GIS system by simply exporting GIS data directly from TreePlotter™ and uploading into the City’s own system.

Tree Inventory Data Fields
PlanIT Geo’s final price is based on the following protocols and data field requirements to be updated or populated for each tree. Final fields will be determined on a project kick-off meeting and will be set for the duration of the project. At minimum, our Tree Inventory Specialists will collect and determine the following data for each tree mapped. TreePlotter can also collect extra fields as stated below if the City prefers:
• Tree ID (Unique ID) - Automatically collected in TreePlotter • Image of Tree - photo
Agenda Item #7.6:

CITY OF SONOMA, CA | TREE INVENTORY AND CANOPY ASSESSMENT APRIL 2025 16 • Latitude & Longitude - X and Y coordinate locations (latitude and longitude). Each tree and planting site will be located using TreePlotter • Species - Trees will be identified by genus and species and by its common name • Location - The tree’s physical location as a street address will be recorded • Diameter (DBH) - Tree trunk diameter will be recorded. This should be to the nearest 1-inch
• Tree Height - visually estimated to the nearest 5ft increment • Canopy Spread - visually estimated to the nearest 5ft increment • Tree Health Condition -
• Excellent - 100%
• Good - 80%
• Fair - 60%
• Poor - 40%
• Critical - 20%
• Dead - 0%
• Tree Structure - condition of mechanical or structural portions of the tree • Primary Maintenance Needed - Overhead utilities- presence of primary or secondary electrical distribution wires or telephone or street lighting • Site Type –Planting Area – Most limiting dimension of planting area in feet • Other – for trees requires further inspection;
• Risk- for trees that need a full Tree Risk Assessment note need • Check ROW- determine if the tree is in the Right of Way • Limited access
• Grow Space - The area within the growing space is categorized as: Tree Lawn, Well/Pit, Median, Raised Planter, Open/Unrestricted, Island, Unmaintained Area • Notes - Additional information regarding disease, insect, mechanical damage, etc. can be included in this field
• Date of Inspection and Staff Member Name
Format Options for Inventory and Planting Site Data Deliverables Upon completion of the inventory and the QA/QC process, PlanIT Geo will deliver tree inventory data in Microsoft Excel and ESRI Shapefile and/or File Geodatabase to be integrated with the City’s current mapping/GIS programs, metadata will include field collection practice, etc.

Summary inventory data in Mircosoft Excel format will include a final tally of each tree species (including age and size) and it’s percentage of total urban canopy cover. TreePlotter is also able to export iTree reporting to determine overall structure and calculate carbon sequestration and energy savings information. PlanIT Geo will meet with the City prior to data delivery to review preliminary inventory. Data can be delivered in the desired coordinate system and contain full metadata references compliant with FGDC standards. Data will be reviewed for errors prior to being provided to the City. TreePlotter’s “Exporter” tool can save data as CSV or Shapefile formats at any point in time during the project and active TreePlotter subscription. Data export is free at any time and will be no extra cost to the City.

Quality Control
PlanIT Geo will provide the City with a professional, courteous, and informative tree inventory project experience beginning with high-quality tree inventory data at 95% accuracy. We can make this assurance because:

1. Quality control begins with proper training and education. PlanIT Geo’s ISA Certified Arborists are college-educated and skilled at conducting tree inventories. *All technicians working on this project have an ISA Certified Arborist credential and Tree Risk Assessment Qualification (TRAQ) credential.

2. During the inventory process, extensive quality control checks are applied regularly. Using PlanIT Geo’s proprietary TreePlotter application access will be granted to the City staff to dynamically monitor inventory progress.

3. In addition to daily quality checks and control, tree inventory Director TJ Wood will perform remote/on-site data checks to ensure data collected by other staff adhere to City work specifications and national industry standards.

4. PG welcomes and encourages the City staff to periodically perform on-site verification of the data. PG staff will cooperate fully with the City arborist and staff to achieve a high level Agenda Item #7.6:

APRIL 2025 CITY OF SONOMA, CA | TREE INVENTORY AND CANOPY ASSESSMENT 17 of confidence in the accuracy of the data. PG will provide staff with weekly updates.

5. PG assures that if any errant tree site location is detected, it is our responsibility to correct the data promptly. This should not occur because of the ability of areas of interest such as project area, right-of-ways, and streets will be uploaded into TreePlotter to ensure accurate location.

Inventory Report
Lastly, the Field Services Team will export the data collected during the inventory to allow for the analysis of Sonoma’s inventory data within an inventory report The report will summarize methodologies, urban forest management statistics as outlined in the RFP. The report will be delivered in PDF format. The City will have the opportunity to review before completion if desired.

Agenda Item #7.6:

CITY OF SONOMA, CA | TREE INVENTORY AND CANOPY ASSESSMENT APRIL 2025 20

PROJECT

SCHEDULE

ANTICIPATED PROJECT TIMELINE
Below is PlanIT Geo’s estimated timeline for the project, we believe this timeline of tasks/events will present the best opportunity to provide the best outcomes and deliverables and is based on the availability of PlanIT Geo teams to dedicate time to this project. This timeline is estimated and based on the award of contract to start in April 2025 latest.

Project Task/Phase Estimated Timeline
Tree Inventory September - October 2025
Inventory Report Delivery November 2025
Comprehensive Tree Canopy Assessment and
Related Analysis May - August 2025
Tree Canopy Assessment Report/Presentation Delivery August 2025 Agenda Item #7.6:

336531.3
“EXHIBIT B”
Approved Fee Schedule
Agenda Item #7.6:

APRIL 2025 CITY OF SONOMA, CA | TREE INVENTORY AND CANOPY ASSESSMENT 21 Below is PlanIT Geo’s estimated cost for the project, separated by subtotals for each major task of the project. PlanIT Geo typically prices tree inventories on a per unit basis, that way the City may save budget if the data collected falls short of the overall estimate. PlanIT Geo inventorying arborists do not have hourly rates. PlanIT Geo has budgeted for the collection of over 5,000 trees with the per tree price (public trees and private trees within 15 ft). It also allows the City to continue to collect data above the given estimate for a fixed rate, should project budget not be met with total number of trees or project work. All other tasks/phases of the project are priced as lump sum costs, based on hours and hourly rates of task contributors. The costs of each task listed below covers every aspect of the desired deliverables and tasks in the project. PlanIT Geo’s pricing allows for the completion of every aspect listed in the RFP.

FEE

SCHEDULE
Project Task Quantity Cost by Task Subtotal
Tree Inventory of Public Trees / Private within 15 ft ~5,000 $5.00 per tree $25,000 Tree Inventory Report 1 $3,000 $3,000
TreePlotter Software* OPTIONAL 1 $5,000/Year $5,000
Tree Canopy Assessment and Report/Presentation 1 $32,303 $32,303 TOTAL COST $65,303

SCHEDULE OF FEES
Project Task Hourly Rate
GIS Project Manager $180
GIS Specialist $140

HOURLY RATES
Agenda Item #7.6:

336531.3
“EXHIBIT C”
Campaign Contribution Disclosure Form
Agenda Item #7.6:

336531.3

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 #7.6:

TREE INVENTORY,

DATA REPORTING AND

MAPPING URBAN TREE
CANOPY
City of Sonoma, CA
Updated April 8th, 2025
PROPOSED BY:

PlanIT Geo, Inc.

PO Box 1334
Wheat Ridge, CO 80034
[email protected]
303-214-5067
SUBMITTED TO:

City of Sonoma
#1 The Plaza
Sonoma, CA 95476
PROPOSAL FOR:

Agenda Item #7.6:

P.O. Box 1334
Wheat Ridge, CO 80034
[email protected] | 866.256.1787
www.planitgeo.com
City of Sonoma
#1 The Plaza
Sonoma, CA 95476
Dear Evaluation Committee,
PlanIT Geo, Inc is pleased to submit our proposal in response to the City of Sonoma’s request for a comprehensive tree inventory, data reporting, and tree canopy mapping service. PlanIT Geo possesses the best combination of urban forestry, field services, geospatial analysis and software experience to provide the City of Sonoma with professional, customized, highly accurate, and scientifically sound services, data, software and final products. PlanIT Geo can provide localized and specific experience to the City of Sonoma, having completed numerous services and software projects to communities in California. PlanIT Geo provides strategic planning, engagement, and management of urban forest resources according to industry standards. We look forward to this collaborative opportunity to work with the City on this important project.

The City of Sonoma has placed priority on creating a baseline of current conditions via a tree inventory service and canopy assessment, as well as establishing long-term goals, planning, and structure for the City’s urban forest. Effective management to achieve these goals requires accurate and actionable information, including an understanding of changing conditions before significant management actions and planning initiatives are undertaken. It is our understanding that, in recognition of this fact, the City requires the services of a qualified and experienced urban forestry, field services and geospatial data analysis consultancy to undertake a comprehensive assessment of the current, historical, and future state of the City’s urban forest to engage effective planning. It will enable City staff to use accurate and up-to-date urban tree canopy data, possible planting area, change analysis, tree inventory data and metrics to establish canopy cover targets at various geographic scales and to develop the planning and maintenance strategies necessary to achieve urban forest enhancement goals.

We are excited to provide the City with analysis, tools, and data to monitor the preservation of the City’s existing trees, prioritize and monitor specific forestry targets to ensure both benefits and challenges of urban trees are identified, and provide equitable tree canopy cover throughout the community. This project provides an opportunity to add baseline canopy and urban forest data to the City’s program, as well as aide in providing long-term goals for improvements to the urban forest as well as public health and environmental quality. On behalf of the PlanIT Geo team, we are pleased to have this opportunity to submit our qualifications and solutions approach. We are fully committed and resourced to complete every aspect of this project on time and in a format that will allow for incorporation into further the urban forestry program and planning. This proposal and respective pricing is valid for ninety (90) days.

PlanIT Geo has read and understands the Professional Services Agreement and insurance requirements and affirms that the cost of insurance has been incorporated in the proposal. Required insurance coverage will be obtained upon award.

Respectfully submitted by,
Ian S. Hanou
CEO/Founder
PlanIT Geo, Inc.
[email protected]
(303) 503-4846
Prepared by (Main Contact),
Carrie Asselmeier
Project Coordinator
PlanIT Geo, Inc.
[email protected]
(630) 333-5176
Agenda Item #7.6:

TABLE OF

CONTENTS
QUALIFICATIONS 01
TECHNICAL PROPOSAL/WORK PLAN 10
FEE SCHEDULE 21
RELATED EXPERIENCE 19
PROJECT SCHEDULE 20
Agenda Item #7.6:

1 FIRM

QUALIFICATIONS
PlanIT Geo, Inc. is an urban forestry
consulting and software firm with a
mission to map the world’s urban forests
for a greener future by integrating
experience with cutting edge technology
and planning for urban forestry, parks,
and arboriculture. PlanIT Geo has been
in the urban forestry business since its
establishment by CEO Ian Hanou in 2012
and has expanded to over 45 employees
in 2025. PlanIT Geo provides contractual
services including tree inventories and risk
assessments using TreePlotter™ software,
urban forest and risk tree planning, tree
inventory and management software,
land cover mapping (LiDAR/multispectral
imagery), tree canopy assessments, GIS
analysis, and i-Tree studies. Over 500 communities, nonprofits, and state/local governments throughout the United States, Canada, the United Kingdom, and Australia have utilized our team to perform tree inventories, write tailored management plans, and conduct tree canopy assessments.

The PlanIT Geo Team provides customized urban forestry solutions, resources, and tools to local governments, nonprofits, universities, and private industries that guide these entities to a holistic approach in sustainable urban forestry and environmental equity. Currently nine US state agencies and hundreds of communities utilize PlanIT Geo’s TreePlotter™ INVENTORY and CANOPY software on a regional or statewide basis for cloud hosting of tree inventories, canopy assessments, document storage, community engagement, and interactive dashboards. Over the last 11 years, PlanIT Geo has been involved in hundreds of urban forestry and environmentally related projects around the world. The entire PlanIT Geo Team has a wide array of skill sets related to urban forestry and are committed to serve our clients with the highest quality of products available in the urban forestry industry.

PlanIT Geo has no disciplinary action taken or pending within the last three years. PlanIT Geo has no potential conflict of interest in representing the City of Sonoma.

GEOSPATIAL SERVICES AND URBAN FORESTRY CONSULTING
PlanIT Geo’s Geospatial Services department has completed services for communities varying in size (less than 1 square mile to over 1,000 square miles), ecoregion (forest, tropical, grassland, desert, Mediterranean), and tree species composition. Processes include remote sensing analysis, land cover classification, QA/QC, prioritization analysis, tree equity analysis, and reporting. Over 3,500,000 acres of urban tree canopy have been mapped, helping over 200 communities to understand their gray versus green infrastructure, locate and understand specific canopy gains and losses by land use type, quantify ecosystem benefits being provided, assess tree equity, and target planting spaces in the most suitable locations.

Most recently, we are now offering 60 cm resolution land cover data nationwide, off-the-shelf, through the advancements in Artificial Intelligence (AI) and Machine Learning (ML). We have high-resolution data at 97% accuracy for tree canopy, impervious, and plantable areas (grass, open space) for every city in the lower 48 states and Hawaii and Puerto Rico, as well as change Agenda Item #7.6:

CITY OF SONOMA, CA | TREE INVENTORY AND CANOPY ASSESSMENT APRIL 2025 2 analysis from 2011/12 (when using NAIP imagery). This data allows PlanIT Geo to offer easily updated data at a higher frequency, using an identical methodology each time.

In the past 9 years, our Urban Forestry Consultants have also managed or continue to manage urban forest management / master plan, ordinances reviews and updates, and community forest planning projects with budgets totaling over $2.5 million, engaging over 15,000 community residents of a wide variety of backgrounds, abilities, and languages, and interviewing 450+ city staff representing over 100 departments. PlanIT Geo has completed urban forest management/ master plans, maintenance plans, risk tree plans, strategic planting plans, storm response and mitigation plans, and canopy action plans for the public, private, and nonprofit sectors. To date, the PlanIT Geo Consulting Team has had 100% of all Plans requiring adoption by City Council, adopted.

TREE INVENTORY AND ASSESSMENTS
Our Certified Arborists have inventoried over one million trees across 36 states using TreePlotter™.

Also, the team has completed ISA Level 2 Risk Assessments for hundreds of thousands of trees and has completed inventory projects in every season and tree growing stage.

CERTIFICATIONS
Our tree inventory, GIS and Consulting teams consist of college educated staff with a background in natural resources who are urban foresters, ISA Certified Arborists, ISA TRAQ qualified, Municipal Specialists, and/or ASCA Registered Consulting Arborists.

SPECIES IDENTIFICATION PROFICIENCY
PlanIT Geo has completed 170+ inventories in 36 states across the country. Our arborists have nation-wide experience and a keen understanding of the tree species capable of growing in the United States. Our team can identify any tree species within the US and they routinely train staff on identification and tree inventory methods. During an inventory, any tree that is not identified during field collection is reported, photographed, discussed, and determined that day or by the end of the week.

TREE RISK & HEALTH ASSESSMENT EXPERIENCE
PlanIT Geo staff is experienced and trained as TRAQ and ISA Certified Arborists. Having conducted inventories for trees in all stages of growth and seasons, PlanIT Geo is skilled in assessing tree risk and health based on our knowledge of species’ physiology and sign and symptom indicators. Our inventory staff is experienced in plant health care through identification, treatment, prevention, and monitoring practices. We follow communication procedures based on industry standards and the client’s preference for handling high-risk trees where failure is imminent. Additionally, our staff has extensive experience in hazard and risk tree maintenance planning, prioritization, and mitigation reporting.

SPATIAL DATA MANAGEMENT EXPERIENCE
Sound spatial data management starts with proper data collection protocols and review. Each inventory project is systematically planned to create an efficient and accurate data collection experience, limiting or fully preventing data entry errors or omissions. Data collected is reviewed after every day of collection and corrections are made either on a desktop or by revisiting the tree(s) in the field within the same week. Often, tree inventories are collected by more than one Tree Inventory Specialist and effective and accurate collection is maintained through the supervision of the Director of Field Services.

Agenda Item #7.6:

APRIL 2025 CITY OF SONOMA, CA | TREE INVENTORY AND CANOPY ASSESSMENT 3

PROJECT MANAGEMENT & TEAM
Our PlanIT Geo Project Team for Sonoma includes our GIS Project Manager, Morgan Garner (Urban Tree Canopy Assessment Lead) and Director of Field Services (Inventory Services Lead) TJ Wood and their teams. Our Directors and Managers have extensive experience working in collaboration on projects that include our myriad of services. The City will have clear direction on what PlanIT Geo staff members are contributing to and/or leading each part of the project upon the kick-off meeting for the project.

PLANIT GEO PROJECT TEAM LEADERS
TJ Wood, Director of Field Services, Inventory Services Lead TJ has been an ISA Certified Arborist for 6+ years, has 10+ years of collective tree inventory management experience. TJ has experience conducting tree inventories with GPS mapping across the nation (100+ projects in 27 states) and provides invaluable tree identification and risk assessment skills. He has collected data on 200,000+ trees at PlanIT Geo. TJ will assure that Tree Inventory Specialists are adequately collecting data. TJ will facilitate the inventory kickoff meeting, project deliverables, and daily communications between the Field Services staff and City during completion of the inventory. TJ will oversee the field crew on day-to-day data collection. He will work with the City to establish protocols, communications, priority inventory areas, and final delivery of inventory data. TJ will also work with the City to identify other priority areas or additional fields to add to the inventory if the City does not reach its budget with trees during data collection. He will also be available to provide training on our tree inventory data collection/management software, TreePlotter™. TJ will provide 2-3 other ISA certified arborists (regional) from our Field Services team to assist in data collection for this project.

Morgan Garner, GIS Project Manager, GIS Lead
Morgan has a background in GIS analysis, geologic field mapping, hydrogeology, geochemistry, and natural resource management. She has experience extracting high-quality data from long-term research projects, applying spatial data to support environmental and resource management initiatives, and delivering prompt and high-quality technical reports. Morgan joined the Geospatial team in 2022 to provide technical expertise to urban tree canopy assessments and in 2024 was promoted to the GIS Project Manager. To date, she has managed and overseen 19 successful GIS urban tree canopy projects for clients around the country. For this project, she will lead management of GIS data sets, scripting, data analyses, change analysis, accuracy assessments, ecosystem services benefits analysis, maps, and reporting. Morgan has excellent project managing and client communication skills that she will bring to this project to lead the urban tree canopy assessment with assistance from her team’s Urban Forestry Analyst/GIS Specialist. .

Agenda Item #7.6:

4 CITY OF SONOMA, CA | TREE INVENTORY AND CANOPY ASSESSMENT APRIL 2025

PLANIT GEO RESUME
TJ directs PlanIT Geo’s tree inventories and other field services. He has provided project management for 200+ tree inventories ranging from South Florida to the Pacific Northwest.

These inventories, mitigation reports, and risk assessments have accounted for over 2 million trees in urban settings across the country. TJ graduated with a degree in Landscape Architecture and is proficient with landscape design and planting plan process. He speaks at conferences across the country and demonstrates best practices while in the field. He has over 14 years of experience performing and managing tree inventories and has been an ISA Certified arborist for 10+ years.

B.S. Landscape Architecture
Colorado State University, 2013
International Society of Arboriculture: Certified Arborist #RM-7676A International Society of Arboriculture: Tree Risk Assessment Qualification International Society of Arboriculture - Rocky Mountain Chapter Concord, CA (2024)
Inventory Project Manager for 72,000 trees and plantings sites within public rights-of-way, parks, and privately maintained trees. TJ managed 9 Tree Inventory Specialists/Technicians and set daily routes and expectations. This project paved the way for an Urban Forest Management Plan and has provided detailed insights on publicly and privately managed trees.

Honolulu, Hawaii (2024)
Inventory Project Manager for 60,000 trees within public rights-of-way and parks across the island of Oahu. TJ managed 9 Tree Inventory Specialists/Technicians and set daily routes and expectations. This project paved the way for an Urban Forest Management Plan and has provided detailed insights on publicly managed trees. Over 250 tropical species were identified throughout the course of this inventory.

Manchester, NH (2024)
Inventory Project Manager for 40,000 trees within public rights-of-way, parks, trails, and private property sampling. TJ managed 9 Tree Inventory Specialists/Technicians and set daily routes and expectations. This inventory will feed into a green infrastructure master plan and provide valuable insights on privately maintained trees throughout Manchester.

Miami-Dade County Parks (2023)
TJ
WOOD
Director of Field Services
ISA Certified Arborist: RM-7676A, Tree Risk Assessment Qualification

PROFESSIONAL

SUMMARY

EDUCATION

PROFESSIONAL

CERTIFICATIONS

MEMBERSHIPS/

AFFILIATIONS

FEATURED

PROJECT
Agenda Item #7.6:

APRIL 2025 CITY OF SONOMA, CA | TREE INVENTORY AND CANOPY ASSESSMENT 5

PLANIT GEO RESUME
of 4 ISA Certified Arborists. Each oak (Quercus species) above 20 inches in diameter was sounded for internal decay and had a level 2 risk assessment performed.

Ritz Carlton - Dorado, Puerto Rico (2018)
Teamed with Earth Advisors, LLC (Hollywood, FL.), TJ managed a crew of 4 Certified Arborists to conduct a damage assessment for an insurance claim after Hurricane Maria surged through the Caribbean causing millions in damage to resorts. Over 8,000 trees and palms were surveyed and assessed for damage within resort boundaries.

Iowa City, IA (2016-2017)
Inventory Project Manager for collection of 50,000 trees in public rights-of-way, parks, and trail systems within Iowa City. Managed and set routes for 4 Tree Inventory Technicians based in Iowa City. The City utilized this data in the formation of an Urban Forest Management Plan that set goals and prioritized maintenance for it’s public trees.

Loveland, CO (2015 -2017)
Inventory Project Manager for the collection of 12,000 street right-of-way trees within the city limits. All trees were collected in a four phase project. Appraisal values were collected for each tree to help the City valuage it’s street tree population.

Colorado Springs, CO (2018)
Inventory Project Manager for collection on 5,000 street right-of-way trees. The project was a statistical sample of trees in two distinct areas of the city with high and low canopy percentages. The city plans to expand the inventory over the next few years in hopes to collect data on all trees within public spaces.

Joplin, MO (2016)
Inventory Project Manager for collection of 6,250 city-managed trees in all parks and street ROW. This inventory was the first to be conducted after the devastating 2011 tornado that destroyed the City and it’s urban forest. TJ also provided Tree Plotter Software training to city staff while on site for surveys.

Troy, NY: 11,000 trees
Bozeman, MT: 10,000 trees
Audubon Zoo/Park, New Orleans, LA: 3,500 trees
Annapolis, MD: 5,000 trees
St. Charles County, MO (2016): 4,400 trees
West Virginia University, WV: 2,300 trees
Valencia Reserve, FL: 3,000 trees,
Deerfield Beach, FL: 1,700 trees
Sanford, FL: 2,000 trees
Columbia Association, MD: 1,900 trees
Rock Springs, WY: 4,000 trees
Green River, WY: 2,100 trees
Lakeway, TX: 3,000 trees
Highlands Garden Village, CO: 400 trees
Hunter Douglas Corporate Campus, CO: 600 trees
Jehn Engineering/Outdoor Design Group, CO Mitigation Assessments: 5 sites with 200 trees Sedalia, MO: 1,800 trees
Spring Hill Cemetery, WV: 1,500 trees

OTHER INVENTORY

PROJECTS AND

TREE COUNTS
Agenda Item #7.6:

6 CITY OF SONOMA, CA | TREE INVENTORY AND CANOPY ASSESSMENT APRIL 2025

PLANIT GEO RESUME
Morgan has a background in GIS analysis, geologic field mapping, hydrogeology, geochemistry, and natural resource management. She has experience extracting high-quality data from long-term research projects, applying spatial data to support environmental and resource management initiatives, and delivering prompt and highquality technical reports. Morgan joined the Geospatial team in 2022 as a GIS Specialist but has more recently moved up to a GIS Urban Forestry Analyst to provide technical expertise to urban tree canopy assessments, overseeing quality assurance/quality control (QA/QC) of land cover data, and management of GIS data sets. Her passion is translating technical data into beautiful reports that makes urban forestry metrics accessible to all.

Prior to Plan-IT Geo, Morgan was a Research Associate at Clemson University, where she led the analytical team and directed diverse client-driven research projects by evaluating environmental data of raw materials. While in school, she interned with the Georgia Tree Council to share her knowledge and passion for urban tree care by promoting the health and diversity of the nation’s urban canopy.

Master of Science in Geosciences
Georgia State University, 2019
Bachelor of Science in Geosciences
Georgia State University, 2017
ArcGIS Pro Foundation 2101, Esri, 2022
A Forecast Analysis of Possible Planting Scenarios in Garland Texas, 2023 Served as the lead GIS analyst to derive urban tree canopy, current possible planting area, and urban tree canopy change (2012-2020) metrics throughout Garland’s 57 square mile municpality. She derived four unique potential planting scenarios that explored potential development trends, target canopy cover goals, and the amount of canopy required to achieve those targets (in both acres and number of trees planted).

She recommended maintenance methodologies to ensure the optimal growth and establishment of trees during their initial three to five years post-planting. (Link report)
Fairfax, Virginia Tree Canopy Assessment, 2023
Morgan visualized urban forestry metrics by creating assessment maps at various geographic planning scales. She presented the City with an encompassing report that illuminated the distribution of urban tree canopy (UTC), potential planting areas (PPA), and UTC change over time. Additionally, Morgan evaluated the quality of Fairfax’s canopy by interpreting inventory data of invasive species.

MORGAN
GARNER
GIS Manager, PlanIT Geo

EDUCATION

PROFESSIONAL

CERTIFICATIONS

RELEVANT

PROJECTS
Agenda Item #7.6:

APRIL 2025 CITY OF SONOMA, CA | TREE INVENTORY AND CANOPY ASSESSMENT 7

PLANIT GEO RESUME
Orlando, Florida UTC Assessment StoryMap, 2023
Morgan introduced the metropolitan of Orlando (119 square miles) to a comprehensive ArcGIS Online StoryMap, offering an immersive visualization of the area’s tree canopy dynamics. This custom interactive digital platform contained imagery sliders, dynamic web maps, and embedded external multimedia content. Additionally, the StoryMap provided a temporal view, revealing trends in canopy alterations and changes in surface temperature from 2012 to 2021. (https://arcg.is/09vWGb0) Hillsboro, Oregon UTC Assessment & Report, 2023
Morgan compared land cover datasets from the City of Hillsboro to measure canopy change over the last decade (from 2011, 2019, and 2021). Morgan authored a two-page fact sheet to analyze correlations and trends in tree canopy and socio-demographic indicators to prioritize new tree plantings in effort to promote environmental equity.

Morgan also compared canopy metrics to that of nearby cities to evaluate the City’s greenspaces in comparison to other municipalities in the Pacific Northwest region.

Lexington-Fayette, Kentucky UTC Assessment and Change Analysis, 2022 Morgan performed remote sensing classification of land and canopy cover of the city.

She extracted vegetated areas unsuitable for plantings, such as baseball fields and golf courses. By collaborating with the city, she has ensured the accuracy of land cover classes and performed QA/QC on newly planted residential trees and trees that were obscured in the shadows of large buildings. Going a step further, Morgan designed detailed report cards for each of the seven City Council Districts, offering a comprehensive analysis comparing the extent of green infrastructure (like parks and trees) to grey infrastructure (like roads and buildings), thereby providing essential data to guide the city’s future urban planning decisions.

Santa Clara Valley Urban Forestry Alliance, 2023
Morgan collaborated with the County of Santa Clara Office of Sustainability to develop an intricate ArcGIS Online StoryMap tailored for Santa Clara County, California, which spans an expansive 1,304 square miles. This state-of-the-art digital storytelling platform delves deep into the myriad environmental challenges that Santa Clara County grapples with, including pressing issues like drought conditions, urban heat island effects, and changing hydrological patterns. Beyond simply highlighting these challenges, the StoryMap offers a comprehensive evaluation of how enhancing and financially supporting green infrastructure can serve as a viable solution. With its interactive maps, rich multimedia content, and cohesive narrative, this StoryMap is a valuable resource for stakeholders, policymakers, and residents seeking insight into the county’s environmental landscape and potential mitigation strategies.
https://storymaps.arcgis.com/stories/1a4413e0ca1e48c5973ca87d6d59fdfc Urban & Community Forestry Grant from the North Carolina Forest Service, 2022- 2023
Morgan worked as the prime GIS contact for a multi-city assessment throughout the state of North Carolina. She locating specific areas of environmental inequity by acquiring several socioeconomic, demographic, and accessibility data sources were analyzed at the census block group scale. She evaluated the benefits and functions provided by the tree canopy and calculated the ecosystem benefits (value provided and dollars saved) for over 10 North Carolina cities in the past two years. (Link a recent report)
Agenda Item #7.6:

8 CITY OF SONOMA, CA | TREE INVENTORY AND CANOPY ASSESSMENT APRIL 2025 Rocky Yosek
ISA Certified Arborist #WE-11457AM | Tree Risk Assessment Qualification (TRAQ) | Municipal Specialist
Field Services Operations Manager
Rocky will be stationed in the City during the data collection phase of this project. Rocky will be a tree inventory data collector for this project and will report all questions and project updates to TJ Wood, who will be directly in contact with City staff. Rocky has an extensive urban forestry background he gained while directing the operations of a nonprofit tree program in Tucson, AZ for almost a decade. During his time working there he led large scale tree plantings, taught tree education workshops, led mapping and assessment projects, and managed the operations of two energy efficiency tree distribution programs that delivered approximately 50,000 trees to area utility customers. At PlanIT Geo, Rocky has collected data on nearly 100,000 trees and 25 projects across the country.

Nate Cummings
ISA Certified Arborist #NY-6214A | TRAQ
Tree Inventory Crew Leader
Nate will be stationed in the City during data collection. Nate will report all questions and project updates to TJ Wood, who will be directly in contact with City staff. He will be available to provide data collection and quality control on tree inventory data. Nate has a Bachelor of Science in Natural Resource Management from SUNY College of Environmental Science and Forestry. At PlanIT Geo, Nate has collected data on our largest project to date, Prince George’s City, Maryland, and has collected nearly 40,000 trees.

Jack Myrna
ISA Certified Arborist #IL-9894A / TRAQ
Tree Inventory Crew Leader
Jack will be stationed in the City. Jack will report all questions and project updates to TJ Wood, who will be directly in contact with the City of Sonoma staff. He will be available to provide data collection and quality control on tree inventory data.

Jack graduated Cum Laude from Southern Illinois UniversityCarbondale with a Bachelor of Science in Forestry, specializing in wildlife habitat management. While studying at SIU, Jack completed an internship with the US Forest Service dealing with human-wildlife interactions.

Agenda Item #7.6:

APRIL 2025 CITY OF SONOMA, CA | TREE INVENTORY AND CANOPY ASSESSMENT 9 Alejandro Espinosa de los Monteros
ISA Certified Arborist #IN-3657A / TRAQ
Tree Inventory Crew Leader
Alejandro will be stationed in the City during data collection.

Alejandro will report all questions and project updates to TJ Wood, who will be directly in contact with City staff. He will be available to provide data collection and quality control on tree inventory data. Alejandro is a certified arborist with a Bachelors degree from University of Southern Indiana. Joining PlanIT Geo in 2022, Alejandro uses Tree Plotter to collect data on trees based on the client’s needs. That includes species, condition, risk assessments, DBH, tree height, canopy spread, and others.

Gabriel Whitlock
ISA Certified Arborist #SO-10914A, TRAQ
Tree Inventory Technician
Gabe will be stationed in the City. He will report all questions and project updates to TJ Wood, and be monitored by tree inventory specialists assigned to the project. He will be available to provide data collection and quality control on tree inventory data. Gabe graduated from Warren Wilson College in 2016. Gabe has
experience in management plans for individual trees, landscapes, woodlots, and construction/renovations in the provate sector. He also has extensive knowledge in Plant Health Care. Gabe works with the inventory team to collect quality data for client using the TreePlotter software.

Gavin LaFluer
ISA Certified Arborist #PN-9902A / TRAQ
Tree Inventory Specialist
Gavin would be stationed in the City. Gavin will report all questions and project updates to TJ Wood, who will be directly in contact with the City of Sonoma staff. Gavin has a degree in Natural Resource Management with a minor in Forestry from SUNY ESF and has previously worked with Massachusetts DCR as a Community Engagement Forestry Assistant in Boston. He has been with PlanIT Geo since 2023.

Shelby Brewster
ISA Certified Arborist #PN-9902A / TRAQ
Tree Inventory Specialist
Shelbywould be stationed in the City. Shelby will report all questions and project updates to TJ Wood, who will be directly in contact with the City of Sonoma staff. She will be available to provide data collection and quality control on tree inventory data. Shelby graduated with a Bachelor of Science in Geological Sciences from Ohio State University. Shelby has a background in the residential tree care industry in Seattle and got her start in trees through trail crew work in Idaho. Shelby joined PlanIT Geo as an inventory technician in 2023. Shelby works with the inventory team to collect quality data for client using the TreePlotter software.

Agenda Item #7.6:

CITY OF SONOMA, CA | TREE INVENTORY AND CANOPY ASSESSMENT APRIL 2025 10

PROJECT

APPROACH
The comprehensive tree inventory summary data and urban tree canopy assessment deliverables will enable City staff to use accurate and up-to-date data and current condition information to develop the strategies necessary to manage the urban forest. Working in close partnership with City staff and supervisory personnel, PlanIT Geo can develop an accurate, updated baseline of current public and private tree information across the City through the canopy assessment and inventory. In addition to providing current snapshot of the City’s current urban forest structure and conditions, this data will lay the groundwork for setting goals, objectives, targets, and strategies by highlighting challenges, opportunities, and areas for improvement.

Evaluating, planning, and managing the legacy of City’s urban forest through applied science, best practices, public outreach, strategic goal setting, and budget management, is achievable with innovative and contemporary approaches. With PlanIT Geo’s GIS, Field Services and GIS Teams, the City will be provided with highly experienced and qualified urban forestry consultants, arborists, and municipal specialists to implement the requirements outlined in the RFP.

PROJECT APPROACH
Our technical approach will include mapping the City’s current landcover and possible planting area using the high resolution multi-spectral leaf-on imagery (NAIP 2022), calculate ecosystem services, provide summaries in a TCA report, PowerPoint presentation for community engagement, an updated comprehensive inventory in the City’s right-of-way, street tree easements, parks, public facilities grounds and other public property, and an inventory report summarizing the findings. The data collected during the tree inventory and urban tree canopy assessment will inform and fill in the gaps for establishing sound management and maintenance of trees, planting lists and priority tree planting plans. We have put together a robust scope of work for this project that we strongly feel will exceed all of the City’s needs and wants stated in the RFP, and provide guidance and actionable goals for the City’s operations and robust urban forest management.

PROJECT MANAGEMENT
Upon award and final contracting, the PlanIT Geo team will schedule separate kick-off calls with City staff and each team to determine datasets needed from the City, finalize scheduling and City involvement, and identify any outstanding tasks that may impact the project schedule. We believe that transparency between our staff and City staff regarding expectations, timelines, and project execution is essential for creating the best possible products. Therefore, our management approach from the project kickoff to reporting will focus on project objectives, customization of scope, schedule, milestones, roles and responsibilities, risks and mitigation, The City of Sonoma is an established community at the heart of California’s wine region, with a population of over 10,000 residents, covering just under 3 square miles. The City has a thriving urban forest providing myriad benefits to its highly diverse group of residents, businesses, and visitors. Sonoma’s urban forest constitutes thousands of street, park, and yard trees in addition to those found in open spaces and other natural areas. It is perhaps the most important component of the City’s green infrastructure, contributing to improving air quality, public health and safety, wildlife habitat, local property values, and community beautification.

The City of Sonoma has placed a high priority on enhancing urban forest management as an important part of providing short and long-term resource allocation solutions and management strategies. Effective urban forest management requires innovative strategies and accurate information, including an understanding of the current condition of the City’s trees, before significant management actions and planning initiatives are undertaken.

Agenda Item #7.6:

APRIL 2025 CITY OF SONOMA, CA | TREE INVENTORY AND CANOPY ASSESSMENT 11 methodology, and quality. A project kickoff meeting date will be determined and scheduled. The PlanIT Geo Project Team (Field Services and GIS) will develop the internal work plan for project management to ensure the project stays within the timeline and budget while completing all items in the Scope of Work.

Monthly progress reports will be sent to the City’s core project team to give information on progress of deliverables, tasks, and other required information. The PlanIT Geo Team will provide monthly updates on progress made in each aspect of the project. Upon completion of each project task, we will have remote task review meetings (regular meetings) and staff consultations as needed to present and review completed tasks and deliverables. Project files will be maintained in accordance with the agreed upon work plan with the City project manager. PlanIT Geo typically uses Google Drive to maintain files but also utilizes other services such as OneDrive, Sharepoint, Hightail, or other City-preferred platform.

URBAN TREE CANOPY MAPPING, TREE INVENTORY, AND SOFTWARE

URBAN TREE CANOPY ASSESSMENT
Machine Learning Approach to Tree Canopy Data (Methods) PlanIT Geo’s mission is to ensure every community has access to high-quality, affordable tree canopy data and tools. In 2021, we partnered with an industry-leading land cover data provider, EarthDefine, who have leveraged advancements in computer vision technology and Artificial Intelligence (AI) to revolutionize complex geospatial image classification techniques.

The Machine Learning (ML) used to develop their US TreeMap and Land Cover Map products provides a superior process to the object-based image analyses (OBIA) that have been the status quo for urban tree canopy assessments for over a decade.

Some in our industry who are using OBIA methodologies argue that using AI and ML means a reduction in the accuracy of the land cover mapping data because there is less hands-on involvement from GIS technicians performing QA/QC. However, in the 50+ communities where we have employed land cover data from EarthDefine, our overall accuracy and user’s accuracy for tree canopy have averaged 96% with limited manual touches being required from our team.

From over 10 years of experience creating land cover data, we know where to have our GIS technicians focus their manual QA/QC edits such as areas with tall buildings and long shadows where trees can be obscured from view. Beyond that, we have observed that manual QA/QC processes can increase the chances of human error and create inconsistent data that is not reproducible over time, especially when multiple GIS technicians are involved.

Other benefits of our methods include scalability, adaptability, and extra land cover classes. We have nationwide, off-the-shelf tree canopy data due to our ability to scale and process large areas. Our algorithms are continually improved over time with the addition of new data and training samples, making it possible to provide updates every two years when NAIP imagery is refreshed for each state so you can quickly adapt your management strategies to on-the- ground changes over time. Our algorithms use high-resolution LiDAR from across the country to train the ML. The innovation of our approach is that we leverage LiDAR in this way but are not reliant on it for a specific area. This allows us to detect and map small trees obscured by shadows, in many cases something that OBIA techniques often miss. LiDAR is also very expensive and often not available for five or 10 years in a given city or county, making it cost-prohibitive to get more frequent updates to the land and canopy cover data. Finally, we can provide an additional land cover classification that accurately predicts where tree canopy is overhanging an impervious surface. Trees provide critical ecosystem services in highly impervious areas, and being able to measure and track impervious coverage from your urban forest is an incredibly important metric. Other companies require expensive planimetric data (e.g., buildings, roads, other paved surfaces) that is difficult to keep up to date to provide this information. In the end, our product is equally or more accurate than our competition, ready faster, can be updated more frequently, with more consistent methods from one year to the next, and generally costs less.

EarthDefine has employed Convolutional Neural Networks (ConvNets) to develop the required land cover classes described below. Training data will be created using 4-band high-resolution aerial imagery (60 cm NAIP), LiDAR, and other ancillary data sources. The training samples represent accurate presence/absence data and are supplied to a ConvNet for training. Accuracy Agenda Item #7.6:

CITY OF SONOMA, CA | TREE INVENTORY AND CANOPY ASSESSMENT APRIL 2025 12 will be evaluated by both visually inspecting the output semantic segmentation as well as comparing actual predictions with the training data. An accuracy evaluation will serve as a feedback loop to create new training data and improve the classifier. Finally, the 4-band, NAIP aerial imagery from 2022 will be classified using the trained ConvNet to produce the land cover classes.

In addition to EarthDefine’s commitment to achieving an overall 97% accuracy for tree canopy, impervious surfaces, and plantable areas, our team will conduct further QA/QC as needed.

This will focus particularly on dense urban and downtown areas to ensure that the 97% overall accuracy and 97% tree canopy accuracy standards are maintained, with a margin of error below

1.5%. We can provide all land cover data promptly after project initiation, ensuring a timely and efficient start. FGDC-compliant metadata will be provided for all spatial data sets created. All data sets will be delivered in GIS vector (shapefile or geodatabase) or raster (TIF) formats that will be compatible with the City’s current GIS and meet all technical requirements. The final land cover data set will inform and be used in all other tasks included in this project. Land cover classes are described below.

Land Cover Classes
Tree Canopy: Tree canopy will be classified as vegetation generally greater than 10-15 feet tall based on multispectral imagery and object-based classification techniques. Vegetation with larger leaves, which produce brighter and more pronounced reflectance in near-infrared bands, will be identified. On-the-ground images from Google Street View may be used for QA/ QC purposes in areas obscured by buildings and shadows. Canopy will also be distinguished as overhanging pervious and impervious surfaces using machine learning techniques that do not require existing planimetric data.

Other Vegetation: This category will include healthy grasses, herbaceous plants, open pastures, and turf grass. Healthy grasses will be based on the time of the imagery capture, with a focus on plantable areas to support this studies objectives and data applications.

Shrubs (non-tree vegetation): Shrubs and other leafy or woody vegetation under 10 feet in height will be classified using multispectral imagery and machine learning techniques.

Vegetation with smaller leaves, which have less pronounced near-infrared reflectance, will be distinguished. Evergreen shrubs or those with minimal seasonal variation will also be identified.

Google Street View imagery may be used for QA/QC to accurately differentiate between trees and non-tree vegetation. These areas will not be considered plantable unless specified.

Bare Soil: The Bare soil classification will include areas such as barren soil, gravel pits, exposed dirt from construction sites, rock outcrops, and sand. Additionally, this category encompasses non-photosynthetic or dormant vegetation, such as dead grass or dried plant material that lacks active growth. These areas will not be considered plantable. These areas will not be considered plantable unless specified.

Water: Water will be derived from the base imagery features such as lakes, rivers, ponds, wetlands, and streams.

Impervious Surfaces: This category includes roads, sidewalks, parking lots, buildings, and other impervious paved areas. All paved surfaces will be broken out (sub-categorized) into buildings, streets, parking lots, and other impervious using internal strategies and existing City GIS datasets. These areas will not be considered plantable unless specified.

Agenda Item #7.6:

APRIL 2025 CITY OF SONOMA, CA | TREE INVENTORY AND CANOPY ASSESSMENT 13 Data Deliverables
We can provide all land cover and canopy data within one month of receiving the data from EarthDefine. Data provided will include current tree canopy and land cover data for the City of Sonoma, as well as historical land cover (2012).

The following GIS raster and vector layers will be produced:

1. 6-class land cover (tree canopy, other vegetation, shrubs, bare soil, water, impervious surfaces (subcategorized) for the City (2022);

2. All-class (same classes but with more specific tree canopy and impervious classes) for the City (2022);

3. UTC-Class (existing tree canopy, areas suitable for planting trees, unsuitable areas for planting trees) (2022).

The final land cover products will be delivered in vector and/or raster format (TIFF or Esri geodatabase) in the City’s preferred coordinate system or our suggested State Plane Coordinate System.

Possible Planting Area
As part of our land cover mapping process, we will digitize areas that are unsuitable for tree planting and incorporate pre-existing data sets to ensure that the plantable spaces presented to the City are accurate and realistic. The areas that we will digitize include recreation fields, golf course playing areas, airports, major utility corridors, and other features provided to PlanIT Geo in GIS format. All grass or low-lying vegetation outside of these unsuitable areas will be considered Possible Planting Area – Vegetation. Parking lots and other areas to remove concrete/ sidewalks, front yards, schools and others may also offer planting opportunities. These areas can be identified and prioritized with added budget from the City. These areas can be labeled as Possible Planting Area – Impervious as slight modification of the landscape or adjacent tree plantings could result in plantable space with enhanced ecosystem benefit value.

Urban Tree Canopy Metrics & Maps
We will then conduct the land cover and tree canopy assessment and analysis for the City of Sonoma (AOI). This includes GIS-based modeling processes to calculate the area (acres) and percent of each land cover type as well as possible planting area and unsuitable areas within the AOI boundaries and up to six additional boundaries. Those boundaries can
include parks, census tracts, planning areas, and two other boundaries of the City’s choice.

These GIS files will be provided by the City with any
topological errors corrected. Area and percent values will be added in new GIS table fields for each scale. Maps, in APRX, PNG, and PDF formats, will include the following: AOI-wide land cover, AOI-wide UTC/PPA/unsuitable, UTC coverage by all other scales (6), and PPA distribution by all other scales (6). All maps and spreadsheet tables will be delivered in our data delivery.

Ecosystem Services Benefits
While trees are commonly appreciated for their aesthetic value, the true benefits of trees and forests are often underestimated or undervalued. This survey will quantify some of the benefits of the AOI’s trees on both public and private properties using the latest scientific modeling tools from the U.S. Forest Service i-Tree suite. These benefits are referred to as “ecosystem services”. Current values will be estimated within the AOI for the following four ecosystem service types:
• Air quality - Trees naturally remove pollutants and reduce air temperature; • Water quality - Trees promote soil stability which reduces sedimentation and absorbs pollutants;
• Stormwater mitigation - Trees intercept stormwater, reduce runoff, diminish erosional Agenda Item #7.6:

CITY OF SONOMA, CA | TREE INVENTORY AND CANOPY ASSESSMENT APRIL 2025 14 forces, and filter out harmful pollutants and nutrients that would otherwise enter our waterways;
• Carbon sequestration and storage - Through photosynthesis, trees absorb atmospheric carbon and use it for new growth (stems, branches, roots and leaves), acting as a natural carbon sink.

Reporting
The PlanIT Geo GIS Team will create a separate document/report consisting of all data created during this task of Urban Tree Canopy Assessment. The report will be concise and readable to the untrained citizen, ADA compliant, using pull-out information boxes, bulleted lists of items, and shorter clear speak paragraphs. We generate creative graphics and provide insightful, locally specific recommendations through discussions with clients on the results/findings.

We anticipate that the tree canopy assessment document/report will include a cover, acknowledgments/logos, a table of contents, executive summary, methodology, findings, ecosystem benefits, recommendations, strategies for guiding the City of Sonoma’s tree initiatives, and an appendices with an accuracy assessment for the AOI-wide land cover data and documentation of ecosystem services calculation methodology. The final report will be provided in PDF/digital format to include on the City’s website. No hard copies have been included in our cost. All supporting tables, data, graphs/charts, graphics, spreadsheets, and maps will be included in the final delivery. The City will be asked to contribute text, photos, logos, and other graphic elements to support the report development. The City will also be able to review and comment on maps and report drafts before they are complete.

The GIS team in conjunction with the Field Services team, will also create a PowerPoint presentation of the findings and results from both the Inventory and Tree Canopy Assessment to be used for community education. The Team will be available to help the City in presenting this information virtually but has also budgeted to present in-person if the City prefers.

TREE INVENTORY SERVICES
This task will include a comprehensive tree inventory based on the trees located throughout Sonoma include street trees, street tree easements, public facilities, Parks, and other City managed vacant or non-improved public land. PlanIT Geo (PG) will staff the inventory with 1-2 full time arborists. This will allow this phase to be completed in a timely manner. Any additional trees (private property samples, risk assessments, etc) will be collected as the budget allows.

The TreePlotter software subscription (optional) will start as soon as the City wishes.

The Field Services Director will work with City staff to establish communications and protocols that adhere to industry standards to ensure proper and standard operating procedures are met. PlanIT Geo will also provide the City with the proper tools for the engagement with and maintenance of the inventory data, such as TreePlotter training. The inventory will be a living database that can be added to or edited in the future by the City. The TreePlotter web page will be a living application during the project to allow City staff to track the inventory progress live.

PlanIT Geo will provide weekly project status reports while the project is underway. Monthly, PlanIT Geo will conduct a more in-depth status report meeting to communicate milestone accomplishments, discuss challenges, forecast of activities, major risks identified, and project cost to date. PlanIT Geo will notify the City immediately when a high risk tree is identified to mitigate future issues.

PlanIT Geo’s GIS-based tree inventory collection will be performed using computer tablets (Samsung tablets) that read information directly from the World Wide Web and the data will be easily exported and available in ESRI shapefile, Excel, and i-Tree acceptable formats. The City will have free access to the TreePlotter application during the completion of the inventory portion of work. The subscription cost will not be put into place until the completion and delivery of the inventory.

Web-Based GIS Data Collection
Our web-based capabilities (TreePlotter) allow us to utilize the mobile GPS location feature built into our hardware devices (tablets). This location feature serves as the first tier for determining Agenda Item #7.6:

APRIL 2025 CITY OF SONOMA, CA | TREE INVENTORY AND CANOPY ASSESSMENT 15 the exact location of the tree to be inventoried. Spatial information (latitude and longitude coordinates) is then collected based on the location of the tree on the base maps (Google, Esri, OpenStreetMap, others) by the arborist. With this, our Tree Inventory Specialists can accurately determine the ownership and exact location of each tree.

Using this approach, the City of Sonoma and PlanIT Geo’s staff will gain these advantages:

1. Data and production transparency. By utilizing a web-based data collection protocol PG will share the real time data collection map service so that collection progress can be monitored by appropriate staff members. Furthermore, web-based data collection enables PG to ensure that no trees are missed or that trees are not double inventoried throughout the entirety of the project. This will allow the City to identify issues, refine field mapping procedures, and revisit the project schedule in real time. As well as be able to download increments of data from TreePlotter on a monthly basis.

2. Increased production rates. Location data entry using GIS with accurate base map information is nearly twice as fast as using GPS equipment alone. Inventory personnel are not limited by weather conditions or interference by buildings or other obstructions.

3. High level of location accuracy. GIS is only limited by the accuracy of the base map information provided. By utilizing the built-in GPS functionality of our hardware and our field expertise we can ensure accurate location information of 1-meter or less.

4. Understand and Update. With simple training, an unlimited number of simultaneous users (i.e. City managers and staff) can track and analyze existing trees according to risk, required action, species, diameter, or any other inventory attribute and quickly and dynamically perform status updates as required over time.

A Note on Data Security - As inventory information is
collected, data are instantaneously stored on secure remote servers, eliminating the possibility of data loss, and making it possible for City staff to access and download, at any time, real-time data collection with secure login credentials. Your data is also backed up on our servers every 24 hours and our support staff can assist with accessing or restoring that backed up data if the need arises.

Collection Method and Deliverables
PlanIT Geo will equip our Tree Inventory Specialists with a customized version of TreePlotter software for recording the location and attributes of each tree in each phase. This customized version of TreePlotter will include all available shapefiles the City requires for the project completion at each phase of the project, for example; public park boundaries, private property locations, other specific boundaries, rightsof-way, etc. The GIS-based tree inventory will be performed using computer tablets (iPad and Samsung tablets) that
read information directly from the World Wide Web on
PlanIT Geo’s TreePlotter software. This means that any similar web-connected device can also be used to collect, edit, and manage the inventory resources.

The application enables each tree and planting site to be precisely mapped (within 1-meter spatial accuracy) with the attributes described in the next section. This also allows for seamless integration into the City’s GIS system by simply exporting GIS data directly from TreePlotter™ and uploading into the City’s own system.

Tree Inventory Data Fields
PlanIT Geo’s final price is based on the following protocols and data field requirements to be updated or populated for each tree. Final fields will be determined on a project kick-off meeting and will be set for the duration of the project. At minimum, our Tree Inventory Specialists will collect and determine the following data for each tree mapped. TreePlotter can also collect extra fields as stated below if the City prefers:
• Tree ID (Unique ID) - Automatically collected in TreePlotter • Image of Tree - photo
Agenda Item #7.6:

CITY OF SONOMA, CA | TREE INVENTORY AND CANOPY ASSESSMENT APRIL 2025 16 • Latitude & Longitude - X and Y coordinate locations (latitude and longitude). Each tree and planting site will be located using TreePlotter • Species - Trees will be identified by genus and species and by its common name • Location - The tree’s physical location as a street address will be recorded • Diameter (DBH) - Tree trunk diameter will be recorded. This should be to the nearest 1-inch
• Tree Height - visually estimated to the nearest 5ft increment • Canopy Spread - visually estimated to the nearest 5ft increment • Tree Health Condition -
• Excellent - 100%
• Good - 80%
• Fair - 60%
• Poor - 40%
• Critical - 20%
• Dead - 0%
• Tree Structure - condition of mechanical or structural portions of the tree • Primary Maintenance Needed - Overhead utilities- presence of primary or secondary electrical distribution wires or telephone or street lighting • Site Type –Planting Area – Most limiting dimension of planting area in feet • Other – for trees requires further inspection;
• Risk- for trees that need a full Tree Risk Assessment note need • Check ROW- determine if the tree is in the Right of Way • Limited access
• Grow Space - The area within the growing space is categorized as: Tree Lawn, Well/Pit, Median, Raised Planter, Open/Unrestricted, Island, Unmaintained Area • Notes - Additional information regarding disease, insect, mechanical damage, etc. can be included in this field
• Date of Inspection and Staff Member Name
Format Options for Inventory and Planting Site Data Deliverables Upon completion of the inventory and the QA/QC process, PlanIT Geo will deliver tree inventory data in Microsoft Excel and ESRI Shapefile and/or File Geodatabase to be integrated with the City’s current mapping/GIS programs, metadata will include field collection practice, etc.

Summary inventory data in Mircosoft Excel format will include a final tally of each tree species (including age and size) and it’s percentage of total urban canopy cover. TreePlotter is also able to export iTree reporting to determine overall structure and calculate carbon sequestration and energy savings information. PlanIT Geo will meet with the City prior to data delivery to review preliminary inventory. Data can be delivered in the desired coordinate system and contain full metadata references compliant with FGDC standards. Data will be reviewed for errors prior to being provided to the City. TreePlotter’s “Exporter” tool can save data as CSV or Shapefile formats at any point in time during the project and active TreePlotter subscription. Data export is free at any time and will be no extra cost to the City.

Quality Control
PlanIT Geo will provide the City with a professional, courteous, and informative tree inventory project experience beginning with high-quality tree inventory data at 95% accuracy. We can make this assurance because:

1. Quality control begins with proper training and education. PlanIT Geo’s ISA Certified Arborists are college-educated and skilled at conducting tree inventories. *All technicians working on this project have an ISA Certified Arborist credential and Tree Risk Assessment Qualification (TRAQ) credential.

2. During the inventory process, extensive quality control checks are applied regularly. Using PlanIT Geo’s proprietary TreePlotter application access will be granted to the City staff to dynamically monitor inventory progress.

3. In addition to daily quality checks and control, tree inventory Director TJ Wood will perform remote/on-site data checks to ensure data collected by other staff adhere to City work specifications and national industry standards.

4. PG welcomes and encourages the City staff to periodically perform on-site verification of the data. PG staff will cooperate fully with the City arborist and staff to achieve a high level Agenda Item #7.6:

APRIL 2025 CITY OF SONOMA, CA | TREE INVENTORY AND CANOPY ASSESSMENT 17 of confidence in the accuracy of the data. PG will provide staff with weekly updates.

5. PG assures that if any errant tree site location is detected, it is our responsibility to correct the data promptly. This should not occur because of the ability of areas of interest such as project area, right-of-ways, and streets will be uploaded into TreePlotter to ensure accurate location.

Inventory Report
Lastly, the Field Services Team will export the data collected during the inventory to allow for the analysis of Sonoma’s inventory data within an inventory report The report will summarize methodologies, urban forest management statistics as outlined in the RFP. The report will be delivered in PDF format. The City will have the opportunity to review before completion if desired.

Agenda Item #7.6:

CITY OF SONOMA, CA | TREE INVENTORY AND CANOPY ASSESSMENT APRIL 2025 18 ABOUT TREEPLOTTER™ INVENTORY MANAGEMENT SOFTWARE
The most important question
municipalities want to answer
after a tree inventory is:

How will I keep it accurate and
up to date?
High quality tree management
software is our best answer.

There is a difference between
traditional GIS software, and tree
management software built
specifically for the role of urban
foresters. Many municipalities
struggle to get out of a reactive
mode of tree management.

TreePlotter is designed to help you do the opposite. The City will be able to stay proactive without falling behind. Even if the City is short on time, funding, staff, or other resources, our goal is to ensure that you maximize the benefits of your urban forest while minimizing the cost.

TreePlotter is a public facing, easily updated, GIS-based, cloud/web-based, inventory and tree mapping software built to fit each unique City’s needs. See more on our website.

UNIQUE FEATURES
• Intuitive Visualization – color-coding of tree map points based on any data attribute (e.g. by species, genus, date planted, condition, size, maintenance priorities, etc.) • Data Field Editor - a simple interface for customizing data fields to fit your management plan as it evolves.
• Tree inspections - a history log of all tree visits
• Save and share custom interactive maps - the ability to save custom interactive maps to facilitate the communication of complex information to specified individuals such as crew members, contractors, public stakeholders, and community members. • Advanced TRAQ risk assessments - the ability to perform qualified TRAQ risk assessments in the field to prevent liability from hazardous trees
• Offline tools - work in the field with low or zero internet connection • Direct customer support by phone
• Instant live reports - generate charts and reports that can be analyzed and shared easily, in a single step.
• Community engagement tools - an online web portal designed for community engagement and interaction. Community members can explore key information and add trees to the map.
• Support - After the completion of the inventory, PlanIT Geo provides responsive, personalized technical support to all software clients from 8am-7pm Central time and through emergency numbers over weekends and holidays. We also frequently respond to questions, bugs, and training requests at other hours.

Agenda Item #7.6:

APRIL 2025 CITY OF SONOMA, CA | TREE INVENTORY AND CANOPY ASSESSMENT 19

RELATED

EXPERIENCE
Each project example listed in the following section is directly related to the City of Sonoma’s future tree inventory and urban tree canopy mapping services. Each timeline and budget, however, may differ from Sonoma depending on each past or current client’s needs and availability of funds.

A) City of Pittsburg, CA
Project: UFMP and Tree Inventory
Contact: Natasha Farmer - Administrative Analyst/Project manager Contact Info: [email protected] | (925) 252-6938
Date: September 2024 - Current
Project Objectives, Description, & Outcomes: An inventory of 45,000+ trees and planting spaces is corrently in progress for Pittsburg.

B) City of Concord, CA
Project: City-wide Tree Inventory & Tree Maintenance Plan Contact: Kit Jory
Contact Info: [email protected] | (925) 671-3385 Date: July 2024 - October 2024
Project Objectives, Description, & Outcomes:

PlanIT Geo is conducting an inventory of approximately 70,000 trees in the City of Concord.

Along with the inventory, PlanIT Geo is creating a tree maintenance plan based on the collected data.

C) City of Ellensburg, WA Urban Tree Canopy Assessment
Contact Name: Erin McGowan, Stormwater and Urban Forestry Tech Contact Info: [email protected], (509) 962-7237 Date: October 2023 - March 2024
Scope of Services Provided: Imagery/LiDAR-based remote sensing classification of sixclass land cover and tree canopy using machine learning; evergreen and deciduous canopy distinction; priority planting areas; calculated ecosystem service benefits of the canopy; formatted project maps and a final results spreadsheet. An assessment report was created showing UTC/PPA, planting prioritization for green equity, ecosystem benefits analysis, regional resource management comparison, and recommendations. Our agreement involved mapping and measuring tree canopy and other land cover types in Ellensburg with a deliverable report and TreePlotter CANOPY software as a public facing platform.

D) City of Charlotte, NC Urban Tree Canopy Assessment
Contact Name: Jane Myers, Executive Director at TreesCharlotte Contact Info: [email protected], (704) 999-0671
Date: April 2023 - November 2023
Scope of Services Provided: In collaboration with the City of Charlotte and TreesCharlotte, PlanIT Geo aimed to update past analyses performed to better understand the distribution of tree cover throughout the City. The central component of this assessment was identifying change in canopy metrics over time. Using NAIP imagery from 2018 and 2022, the team assessed current land cover, possible planting area, and changes in land cover at the City level, County level, and 8 other geographic boundaries. Urban heat island data for the City from the Trust for Public Land was also used to identify hot spots where tree plantings can be focused to accelerate cooling. The Team provided recommendations from the results of the analysis to develop a continued strategy to protect and expand the City of Charlotte’s urban forest as well as analyzed potential agents of change in canopy.

Agenda Item #7.6:

CITY OF SONOMA, CA | TREE INVENTORY AND CANOPY ASSESSMENT APRIL 2025 20

PROJECT

SCHEDULE

ANTICIPATED PROJECT TIMELINE
Below is PlanIT Geo’s estimated timeline for the project, we believe this timeline of tasks/events will present the best opportunity to provide the best outcomes and deliverables and is based on the availability of PlanIT Geo teams to dedicate time to this project. This timeline is estimated and based on the award of contract to start in April 2025 latest.

Project Task/Phase Estimated Timeline
Tree Inventory September - October 2025
Inventory Report Delivery November 2025
Comprehensive Tree Canopy Assessment and
Related Analysis May - August 2025
Tree Canopy Assessment Report/Presentation Delivery August 2025 Agenda Item #7.6:

APRIL 2025 CITY OF SONOMA, CA | TREE INVENTORY AND CANOPY ASSESSMENT 21 Below is PlanIT Geo’s estimated cost for the project, separated by subtotals for each major task of the project. PlanIT Geo typically prices tree inventories on a per unit basis, that way the City may save budget if the data collected falls short of the overall estimate. PlanIT Geo inventorying arborists do not have hourly rates. PlanIT Geo has budgeted for the collection of over 5,000 trees with the per tree price (public trees and private trees within 15 ft). It also allows the City to continue to collect data above the given estimate for a fixed rate, should project budget not be met with total number of trees or project work. All other tasks/phases of the project are priced as lump sum costs, based on hours and hourly rates of task contributors. The costs of each task listed below covers every aspect of the desired deliverables and tasks in the project. PlanIT Geo’s pricing allows for the completion of every aspect listed in the RFP.

FEE

SCHEDULE
Project Task Quantity Cost by Task Subtotal
Tree Inventory of Public Trees / Private within 15 ft ~5,000 $5.00 per tree $25,000 Tree Inventory Report 1 $3,000 $3,000
TreePlotter Software* OPTIONAL 1 $5,000/Year $5,000
Tree Canopy Assessment and Report/Presentation 1 $32,303 $32,303 TOTAL COST $65,303

SCHEDULE OF FEES
Project Task Hourly Rate
GIS Project Manager $180
GIS Specialist $140

HOURLY RATES
Agenda Item #7.6:

APRIL 2025

CITY OF SONOMA, CA

COMPREHENSIVE TREE INVENTORY,

DATA REPORTING, AND MAPPING

URBAN TREE CANOPY
Agenda Item #7.6:

City of Sonoma
Agenda Item Summary
Meeting: City Council - 21 Apr 2025
Department
Administration
Staff Contact
Jenny Yankovich, Assistant to the City Manager
Agenda Item Title
Adopt a Resolution Adopting the City of Sonoma Artificial Intelligence (AI) Use Policy Summary
Introduction and Purpose
The City of Sonoma recognizes the utility of Artificial Intelligence (AI) in enhancing government efficiency. However, the City also recognizes that the use of AI involves risks, including but not limited to safety, security, privacy, bias, and accuracy.

The City Council adoption of an Artificial Intelligence (AI) Use Policy establishes a governance structure for AI tools used by, or on behalf of, the City of Sonoma and enables the City to use AI tools for the benefit of the community while safeguarding against potential harms. The AI Use Policy is provided to supplement the City of Sonoma Personnel Policy Section 6:

Technology Use. The AI Use Policy applies to all AI tools including services, systems, and any other processes that use AI technology, some current higher profile examples include:

ChatGPT; Claude; Perplexity; Gemini; Microsoft Copilot.

Scope
The AI Use Policy applies to all City of Sonoma employees, regardless of rank or title, interns, volunteers, contractors, and any other third-party individuals or entities who have access to AI technologies or are involved in using AI tools or platforms.

The AI Use Policy applies to all work produced for the City of Sonoma or associated in any way with the City of Sonoma regardless of if the work is produced using City equipment or resources.

The AI Use Policy incorporates industry best practices for California’s public sector agencies utilizing language from the Government AI Coalition Artificial Intelligence Policy Template and the Leibert Library Model Personnel Policy 1222.4 Artificial Intelligence Use Requirements.

The AI Use Policy also aligns with the County of Sonoma Administrative Policy 9-6 Information Technology Artificial Intelligence Policy and sets the minimum standards expected of City of Sonoma users.

Adoption of the AI Use Policy enables the City to utilize AI tools to enhance operational efficiency for the benefit of the community while safeguarding against potential harms.

Recommended Council Action
Approve the resolution adopting the Artificial Intelligence (AI) Use Policy.

Agenda Item #7.7:

Alternative Actions
Council discretion.

Financial Impact
N/A
Environmental Review Status
Environmental Impact Report
Negative Declaration
Exempt
Not Applicable
Approved/Certified
No Action Required
Action Requested
Attachments
Resolution - AI Policy
AI Policy Final
Agenda Item #7.7:

City of Sonoma
RESOLUTION # ________- 2025

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SONOMA ADOPTING

AN ARTIFICIAL INTELLIGENCE (AI) USE POLICY
WHEREAS, the City of Sonoma recognizes the utility of Artificial Intelligence (AI) in enhancing operational efficiency; and
WHEREAS, the City of Sonoma also recognizes the use of AI involves risk including but not limited to safety, security, privacy, bias and accuracy; and
WHEREAS, it is in the best interest of the City to adopt an AI Use policy, enabling the City to use AI tools for the benefit of the community while safeguarding against potential harms; and WHEREAS, the policy applies to all AI tools including services, systems and any other processes that use AI technology; and
WHEREAS, the policy aligns with all other City policies and complies with all data privacy and security standards; and
WHEREAS, the policy is provided to supplement the City of Sonoma Personnel Policy Section 6: Technology Use; and
WHEREAS, the policy establishes a governance structure for AI tools used by, or on behalf of, the City of Sonoma for the sole purpose of conducting City business and promoting its priorities and goals.

NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Sonoma that the attached Artificial Intelligence (AI) Use Policy is hereby adopted and shall be effective immediately.

PASSED, RESOLVED, AND ADOPTED, at a Regular meeting of the City Council of the City of Sonoma on this 21st day of April 2025, by the following vote:

AYES:

NOES:

ABSENT:

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

394253.2
Introduction and Purpose
This policy establishes a governance structure for AI tools used by, or on behalf of, the City of Sonoma and enables the City to use AI tools for the benefit of the community while safeguarding against potential harms.

For the purposes of this policy, Artificial Intelligence (“AI”) is defined to be a machinebased system that can, for a given set of human-defined objectives, make predictions, recommendations, or decisions influencing real or virtual environments.

AI simulates learning (i.e., the acquisition of information), training (i.e., the acquisition of rules for using information), reasoning (i.e., the ability to solve problems and make decisions), and self-correction (i.e., the identification and correction of errors in learning, training and reasoning).

AI encompasses a range of technologies, including machine learning, natural language processing, and robotics. AI systems use machine- and human-based inputs to generate information or action.

This policy applies to all AI tools including services, systems, and any other processes that use AI technology (some current higher profile examples below).

Artificial Intelligence Tool Examples: ChatGPT; Claude; Perplexity; Gemini; Microsoft Copilot
The City of Sonoma recognizes the utility of AI in enhancing operational efficiency.

However, the City also recognizes that the use of AI involves risks, including but not limited to safety, security, privacy, bias, and accuracy.

While performing work for the City, employees, interns, volunteers and third parties of the City of Sonoma may only use AI to conduct City business and in compliance with existing laws, regulations, and policies related to data protections and proper usage.

All AI use must conform to the conditions set forth in this policy and any other City of Sonoma policies that are or may be impacted by the use of AI, including but not limited to policies on General Employment, Discrimination, and General Safety and Security. This policy is provided to supplement the City of Sonoma Personnel Policy Section 6: Technology Use.

The City of Sonoma expressly prohibits any AI use which discriminates against any individuals, including but not limited to City of Sonoma employees, interns or volunteers, on the basis of the individual’s race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, City of Sonoma
Artificial Intelligence
(AI) Use Policy
Section 6.7
Effective
4/22/2025
Agenda Item #7.7:

394253.2
marital status, sex, gender, gender identity, gender expression, age, sexual orientation, reproductive health decision-making, military and veteran status, any combination of these characteristics, or any other consideration made unlawful by federal, state, or local laws.

Covered Individuals and Scope of Policy
This policy applies to all City of Sonoma employees, regardless of rank or title, interns, volunteers, contractors, and any other third-party individuals or entities who have access to AI technologies or are involved in using AI tools or platforms. (referred to hereafter as “Users”)
This policy applies to all work produced for the City of Sonoma or associated in any way with the City of Sonoma regardless of whether the work is produced using City equipment or resources.

This policy sets the minimum standards expected of Users.

No User shall be exempted from these minimum standards. Failure to comply with this policy may result in disciplinary action up to and including termination in accordance with the City’s Policies.

Prohibition on the Creation or Use of “Deepfake” Material A “deepfake” is an image, video, or audio record that has been digitally altered to replace one person’s likeness with another person, or a computer-generated image or video of a person doing or saying something the person was not recorded or photographed as having done or said.

Creation of “deepfake” images, video, or audio for City of Sonoma work or on City of Sonoma resources or equipment is strictly prohibited.

Use of “deepfake” images, video, or audio for City of Sonoma work or on City of Sonoma resources or equipment, other than using it as evidence in or as part of an administrative investigation, is strictly prohibited.

Artificial Intelligence (AI) Use Requirements
The City of Sonoma allows limited use of AI tools for the sole purpose of conducting the City’s business and promoting its priorities and goals.

The City of Sonoma may modify the parameters of permissible AI use or revoke permission to use AI at any time to meet the City’s goals, obligations, or business needs.

1. Users are responsible for reviewing this policy to ensure that they understand the risks of using AI tools and how to use them in a safe, secure and compliant manner and in accordance with this policy.

Agenda Item #7.7:

394253.2

2. Department Directors are responsible for enforcing and ensuring all Users are made aware of this policy and that compliance is mandatory prior to using any AI tool.

3. The Department Director is responsible for determining how AI should be utilized by Users within their department and establishing supplemental policies, standards, procedures or guidelines as needed (provided they are not less restrictive than, and have been legally reviewed for consistency with, – Human Resource and Technology Use Policy).

4. Employees may only use City of Sonoma email addresses, phone numbers, or other credentials to create an account with AI services if they receive authorization from the employee’s Department Director to do so. Employees shall not use any password that the employee uses or has used to access City of Sonoma secure systems for an account with AI services.

5. Users shall not input confidential and sensitive personal information into AI tools in any way. Confidential and sensitive personal information includes any information that the User is not permitted to share through other means of communicating with the public. Such information may include, and is not limited to, a person’s name, address, email address, telephone number, social security number, trade secrets, confidential or proprietary business information, that alone or in combination with other publicly available information, reveals the identity of the subject of the shared information. This rule applies regardless of the AI tool’s privacy terms or settings.

6. All User AI searches must be in “incognito” mode or “opt out” or other similar mode to prevent the AI tool from retaining or using the information provided for the tool or service’s use in any manner, including to train or improve the AI tool or service, or to share the information with any third party.

7. Users must label all text-based content and audio and visual media they created using AI as having been generated using AI regardless of modifications. Labels must be clearly visible to members of the public reviewing the content.

Example: “This document was drafted with support from AI-based tools. All information represented in this document have been reviewed by the City of Sonoma.”
A general disclaimer may also be used. For example:
“This document may have been drafted with support from AI-based tools, consistent with City of Sonoma policy on use of artificial intelligence. All information represented in this document has been reviewed by City of Sonoma staff.

Informal correspondence between City of Sonoma employees, such as emails, does not need to be labelled as having been created using AI as provided above.

Agenda Item #7.7:

394253.2

8. The use of AI transcription or other AI tools that have access to phone calls, video conferences, or other recorded conversations should not be used without guidance from the City Attorney. Use of these tools may violate attorney-client privilege, or other State and Federal Regulations.

9. All AI-generated content must be reviewed for accuracy, tone, bias, and context before the content may be published for the City of Sonoma. If a reliable source cannot be found to verify information generated using AI, that information cannot be used for City purposes. Best practices for verifying data include but are not limited to checking multiple sources (official documents, statements and publications) critical thinking and context, peer-expert consultations, and checking for citations and references. AI tools may produce erroneous or nonsensical information or results that are not real, do not match any data the algorithm has been trained on, or follow no other discernible pattern. In addition, the results may reflect biased or incomplete data sets on which they were trained. AI tools should not be used blindly for decision making and/or the creation of content and should never be solely relied upon for important inquiries.

10. AI Users must contact their direct supervisor immediately if they become aware of:
a. An actual or possible violation of this policy;
b. A breach of data privacy or security;
c. AI system failure; or
d. A circumstance where an AI tool is generating output which is: i) erroneous, ii) incomplete, iii) misleading, iv) offensive, v) harassing, vi) discriminatory, vii) which causes an employee to have other concern(s), or viii) which violates any City policy.

11. The City may, in its sole discretion, decide to suspend use of an AI tool.

12. AI tools shall not be used for the purposes of hiring or making other personnel decisions.

13. The City of Sonoma expects all Users to possess and exercise good judgment and common sense when conducting City business, including using AI in a manner that ensures the security of sensitive information, aligns with City policies and complies with all data privacy and security standards.

Supervisors and Department Directors are responsible for overseeing the work product of their subordinates and ensuring that Users abide by the guidelines established in this policy. Individual Users are also responsible for ensuring that their own work product conforms to this policy.

Any violation of this policy may result in disciplinary action, up to and including termination of employment. The terms of this policy are subject to change as AI technology evolves frequently.

Agenda Item #7.7:

394253.2
Acknowledgements
Information presented in this policy is condensed from various sources including the County of Sonoma Administrative Policy 9-6 Information Technology Artificial Intelligence Policy and Leibert Library Model Personnel Policy 1222.4 Artificial Intelligence Use Requirements and the Government AI Coalition Artificial Intelligence Policy template.

Agenda Item #7.7:

City of Sonoma
Agenda Item Summary
Meeting: City Council - 21 Apr 2025
Department
Administration
Staff Contact
Lisa Janson, Senior Management Analyst
Agenda Item Title
Adopt a Resolution Authorizing the City Manager to Approve a Professional Services Agreement with Jerry Wheeler for the Coordination of Sonoma's Tuesday Night Farmers Market Summary
On December 18, 2024, the City Council approved the budget for the Tuesday Night Farmers Market, which contemplated continuing to use Ms. Wheeler as Market Manager. To effectuate Ms. Wheeler’s continued assistance, staff is requesting the City Council authorize the City Manager to sign the attached Professional Services Agreement with Ms. Wheeler for those services. In addition, please note that the costs for these services have increased slightly since the December budget was approved, so the new amount is $33,600, which is an increase of $600 with an additional increase of $100 to go towards the reimbursement of insurance, raising that amount to no more than $700.

Staff has reviewed the Farmers Market program budget and confirms that this $700 increase can be fully absorbed within the existing budget previously approved by City Council in January.

No additional appropriation is required.

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

Alternative Actions
Council discretion.

Financial Impact
There is no net fiscal impact to the City’s General Fund or other funding sources. The $600 increase in consultant costs will be funded from the approved Farmers Market budget. No budget amendment is necessary.

Environmental Review Status
Environmental Impact Report
Negative Declaration
Exempt
Not Applicable
Approved/Certified
No Action Required
Action Requested
Attachments

RESOLUTION
2025 Short Form PSA - Jerry Wheeler_
Agenda Item #7.8:

City of Sonoma
RESOLUTION # ______ - 2025

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

THE CITY MANAGER TO APPROVE A PROFESSIONAL SERVICES AGREEMENT WITH JERRY WHEELER FOR THE COORDINATION OF SONOMA’S TUESDAY NIGHT

FARMERS MARKET
WHEREAS, on December 16, 2019, City Council adopted a resolution authorizing a 2020 Market Operator Partnership with the City, Sonoma Valley Chamber of Commerce and at that time Chris Welch (independent contractor) (herein referenced as “Market Operators”); and WHEREAS, City staff, the Sonoma Valley Chamber of Commerce and Jerry Wheeler (Market Operators) have been working diligently to create the framework and processes for the successful operations of Sonoma’s Tuesday Night 2025 Market Season; and, WHEREAS, at the December 18, 2024, City Council meeting, City Council adopted a resolution updating the City Council’s Policy Goals and Conditions, the Stall Pricing and a Draft Budget which is full cost recovery for the 2025 Market Season; and NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Sonoma, that the City Council authorizes the City Manager to execute all agreements for the operation of Sonoma’s Tuesday Night Market in accordance with the adopted budget, including the Professional Service Agreement with Ms. Wheeler with the new amount from $33,000 to $33, 600 which is an increase of $600 and an additional $100 increase on the maximum amount to be reimbursed for liability insurance which increased the maximum amount of reimbursement to $700.

ADOPTED this 21st day of April, 2025 by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
________________________________
Patricia Ferrer-Rivas, Mayor
ATTEST:
________________________________
Rebekah Barr, MMC, City Clerk
Agenda Item #7.8:

Short Form Professional Services Agreement – Consultant Services

337896.4

SHORT FORM PROFESSIONAL SERVICES AGREEMENT

FOR CONSULTANT SERVICES
(City of Sonoma / Jerry Wheeler)

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

2. RECITALS

1.1 City has determined that it requires the following professional services from a consultant: The consultants primary role will be that of the Market Operations Manager for Sonoma’s Tuesday Night Market (STNM) 2025 Season, this includes managing the markets financials, and maximizing revenues, working closely with market vendors and service providers ensuring contracts are being adhered to, being the on-site market representative, lead set-up/ tear-down, and to oversee sales and service on market days. The Market Manager is expected to have a thorough understanding of STNM’s mission and goals, and enforce all policies listed in the vendor regulation. The program focus of this position will also serve as the point of contact for all seasonal market programs (such as zucchini races, and other programs, (to be determined), under the leadership of the Sr. Management Analyst. All programs seek to educate the public about healthy eating, seasonal agricultural products and other messages that meet STNM’s mission and strategic goals. A strategic goal in 2024 will be to maximize the City’s EBT matching programming, encouraging individuals to purchase healthier local grown produce and fruits at the market. The Market Operations Manager working with the market partner the Sonoma Valley Chamber of Commerce and other community partners will be responsible for ensuring the community knows about the market match program, and coordinates either a grant or a sponsor for this important program. Another strategic goal is to achieve the 2024 budgeted revenue goals.

1.2 Additional Services: Subject to such policy direction and approvals as the City through its staff may determine from time to time, Consultant shall perform the additional services set out in Exhibit “A,” which is attached hereto and incorporated herein by reference.

Agenda Item #7.8:

Short Form Professional Services Agreement – Consultant Services

337896.4

2.1. 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.

2.2. Consultant represents that it has no known relationships with third parties, City Council members, or employees of City which would (1) present a conflict of interest with the rendering of services under this Agreement under Government Code Section 1090, the Political Reform Act (Government Code Section 81000 et seq.), or other applicable law, (2) prevent Consultant from performing the terms of this Agreement, or (3) present a significant opportunity for the disclosure of confidential information.

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

3. DEFINITIONS

3.1. “Agreement Administrator”: The Agreement Administrator for this project is Lisa Janson, Sr. Management Analyst. 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”: Consultant’s compensation rates as set forth in the in Resolution #105-2024 Sonoma’s Tuesday Night Farmers 2025 Market Operating Budget attached hereto as Exhibit B and 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”: March 1, 2025.

3.4. “Maximum Amount”: The highest total compensation and costs payable to Consultant by City under this Agreement. The Maximum Amount under this Agreement is Thirty-Three Thousand Six Hundred Dollars ($33,600). In addition, the City of Sonoma will pay a portion of the Market Coordinator’s General Liability Insurance, subject to the successful completion of the contracted work service, which complies with the City’s minimum coverage requirements. The total reimbursable amount of capped at Seven Hundred Dollars ($700.00).

Agenda Item #7.8:

Short Form Professional Services Agreement – Consultant Services

337896.4

3.5. “Scope of Services”: Such professional services as are set forth in Exhibit A and incorporated herein by this reference.

3.6. “Termination Date”: October 31, 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 by written agreement of the parties or terminated earlier under Section 15 (“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.

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

5.3. Campaign Contributions. This Agreement is subject to Government Code Section 84308, as amended by SB 1439. Consultant shall disclose any campaign contribution in an amount of more than two hundred fifty dollars ($250) made within the preceding 12 months by the party or the party’s agent. Consultant shall provide a signed copy of the Campaign Contribution Disclosure Form, attached as Exhibit C, to the City prior to, or concurrent with, the Consultant’s execution of this Agreement.

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

5.5. Records. Consultant will ensure that all ledgers, books of account, invoices, vouchers, canceled checks, and other records or documents evidencing or relating to charges for their services or expenditures and 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 Agenda Item #7.8:

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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 AND ASSIGNMENT

6.1. General Prohibition. This Agreement covers professional services of a specific and unique nature. Except as otherwise provided herein, Consultant shall not delegate, transfer, subcontract or assign its duties or rights hereunder, either in whole or in part, without City’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.

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 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/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 Agenda Item #7.8:

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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.

8. 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.

9. RELATIONSHIP OF PARTIES

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

9.2. 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. 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.

9.3. 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.

10. INDEMNIFICATION

10.1. Definitions. For purposes of this Section 10, “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 officers, agents, employees and volunteers.

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10.2. Consultant to Indemnify City. To the fullest extent permitted by law, Consultant shall indemnify, hold harmless, and defend City from and against any and all claims, losses, costs or expenses for any personal injury or property damage arising out of or in connection with Consultant’s alleged negligence, recklessness or willful misconduct or other wrongful acts, errors or omissions of Consultant or failure to comply with any provision in this Agreement.

10.3. 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 caused by the sole active negligence or willful misconduct of the City.

10.4. 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.

10.5. 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.

10.6. Waiver of Statutory Immunity. The obligations of Consultant under this Section 10 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.

10.7. 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.

10.8. Indemnification of CalPERS Determination. In the event that Consultant or any employee, agent, or subcontractor of Consultant providing services under this Agreement claims or is determined by a court of competent jurisdiction or CalPERS to 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. INSURANCE
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11.1. Insurance Required. Consultant shall carry, maintain, and keep in full force insurance against claims for death or injuries to persons or damages to property that may arise from or in connection with Consultant’s performance of this Agreement, 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.

11.2. 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: Project Name Sonoma’s Tuesday Night Market: Market Manager Position.
• Documentation of Best’s rating acceptable to the City. • Original endorsements affecting coverage for all policies required by this Agreement.
• Complete, certified copies of all required insurance policies, including endorsements affecting the coverage.

11.3. Coverage Amounts. Insurance coverage shall be at least in the following minimum amounts:
• General Liability:
• General Aggregate: $2,000,000
• Products Comp/Op Aggregate $1,000,000
• Personal & Advertising Injury $1,000,000
• Each Occurrence $2,000,000
• Fire Damage (any one fire) $ 50,000
• Medical Expense (any 1 person) $ 5,000
• 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 $500,000
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Any available insurance proceeds broader than or in excess of the specified minimum insurance coverage requirements or limits shall be available to the additional insured. Furthermore, the requirements for coverage and limits shall be the greater of (1) the minimum coverage and limits specified in this Agreement, or (2) the broader coverage and maximum limits of coverage of any insurance policy or proceeds available to the named insured.

11.5. 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. The policy shall cover inter-insured suits and include a “Separation of Insureds” or “severability” clause which treats each insured separately. The policy shall not contain a Consultants’ Warranty or other similar language which eliminates or restricts insurance because of a sub-Consultant’s failure to carry specific insurance or to supply evidence of such coverage.

11.6. Worker's Compensation Insurance. Consultant is aware of the provisions 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 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.

11.7. Automobile Liability Insurance. Covered vehicles shall include owned if any, non-owned, and hired automobiles and, trucks.

11.8. 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. Claims-Made 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 nonrenewed, 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.

11.9. Additional Insured Endorsements. The City of Sonoma, its City Council, Commissions, officers, employees, and agents must be endorsed as an additional insured for each policy required herein, other than Professional Errors and Omissions and Worker's Compensation, 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 Agenda Item #7.8:

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by the City, its elected or appointed officials, directors, officers, agents, employees, volunteers, or consultants shall be non-contributory. 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.

11.10. 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.

11.11. Notices. Consultant shall provide immediate written notice if (1) any of the required insurance policies is terminated; (2) the limits of any of the required policies are reduced; (3) or the deductible or self-insured retention is increased.

Each insurance policy required by this Agreement shall be endorsed to state that coverage shall not be suspended, voided, cancelled, or reduced in limits except after thirty (30) days’ prior written notice has been given to the City; however, ten (10) days’ prior written notice shall apply in the event of cancellation for nonpayment of premium. 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:

City Clerk, No. 1 The Plaza, Sonoma, California 95476.

11.12. Consultant's Insurance Primary. The insurance provided by Consultant, including all endorsements, shall be primary to any coverage available to City and be endorsed using Insurance Services office form CG 20 10 (or equivalent) to provide that City and its officers, employees, and agents shall be additional insureds under such policies. 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.

11.13. 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.

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11.14. 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.

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

11.16. 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 or early termination of this Agreement.

12. 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, email, facsimile or overnight courier service during Consultant’s and City’s regular business hours; or (ii) on 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).

If to City
Lisa Janson, Sr. Management Analyst
City of Sonoma, Administration
City Manager’s Office
No. 1 The Plaza
Sonoma, CA 95476
Telephone: (707) 938-3681
Email: [email protected]
If to Consultant
Jerry Wheeler
117 Lichtenberg Ave
Sonoma CA 95476
Telephone: 707.974.0216
Email: [email protected]
With courtesy copy to:

David J. Ruderman, Esq.

Sonoma City Attorney
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Colantuono, Highsmith & Whatley, PC
420 Sierra College Drive, Ste. 140
Grass Valley, CA 95945
Telephone: (213) 542-5700
Email: [email protected]

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. SURVIVING COVENANTS
The parties agree that the covenants contained in paragraph 5.5 (Records), section 10 (Indemnity), paragraph 11.9 (Claims-Made Policies), paragraph 13.2 (Consultant Cooperation in Defense of Claims), and paragraph 17.1 (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.

15. TERMINATION
City may terminate this Agreement for any reason immediately upon written notice to Consultant. Consultant may terminate this Agreement for any reason on thirty calendar days’ written notice to City. Consultant agrees to cease all work under this Agreement on or before the effective date of any notice of termination. All City data, documents, objects, materials or other tangible things shall be promptly returned to City upon the termination or expiration of this Agreement. If City terminates this Agreement due to no fault or failure of performance by Consultant, then Consultant shall be paid based on the work satisfactorily performed at the time of termination. 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.

16. INTERPRETATION OF AGREEMENT
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16.1. Governing Law. This Agreement shall be governed and construed in accordance with the laws of the State of California.

16.2. 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 exhibits of this Agreement, 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.

16.3. 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. GENERAL PROVISIONS

17.1. 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.

17.2. 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.

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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.

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

17.4. 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.

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

17.6. 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, sexual orientation, or any other unlawful basis, including without limitation, the City’s Non-Discrimination Policy adopted as Resolution #25-2019. 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.

17.7. 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.

17.8. 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.

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17.9. Attorneys' Fees. If legal action shall be necessary to enforce any term, covenant or condition contained in this Agreement, the prevailing party shall be entitled to an award of reasonable attorneys' fees and costs expended in the action.

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

17.11. 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.

17.12. 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 emailed versions of an original signature, electronically scanned and transmitted versions (e.g., via pdf) of an original signature, or a digital signature.

17.13. Recitals. The Recitals are incorporated by this reference. [Signatures on following page]
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TO EFFECTUATE THIS AGREEMENT, the parties have caused their duly authorized representatives to execute this Agreement on the dates set forth below. “City”
City of Sonoma
By:________________________________
Signature
Printed: David Guhin
Title: City Manager
Date:______________________
“Consultant”
Jerry Wheeler
By:________________________________
Signature
Printed: Jerry Wheeler
Title: Owner
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 #7.8:

EXHIBIT A

SCOPE OF SERVICES
Reports to: Sr. Management Analyst/Special Events Manager Status: Contractor
Days/Hours/Conditions: 20-25 hours per week,
must be able to work Tuesday afternoon and evenings,
most work is outdoors in all conditions.

Total Contract: $33,600
Total reimbursable insurance amount: $700.00
Position Summary
The primary role of the Market Operations Manager is to be the main point of contact for Sonoma’s Tuesday Night Market (STNM), this includes managing the markets vendor financials and maximizing revenues, working closely with market vendors and service providers ensuring contracts are being adhered to, being the on-site market representative, lead set-up/ tear-down, and to oversee sales and service on market days. The Market Manager is expected to have a thorough understanding of STNM’s mission and goals, and enforce all policies listed in the vendor regulation. The program focus of this position will also serve as the point of contact for all seasonal market programs (such as zucchini races, and other programs, (to be determined), under the leadership of the Sr. Management Analyst. All programs seek to educate the public about healthy eating, seasonal agricultural products and other messages that meet STNM’s mission and strategic goals. A strategic goal in 2025 will be to maximize the City’s EBT matching programming, encouraging individuals to purchase healthier local grown produce and fruits at the market. The Market Operations Manager will be responsible for ensuring the community knows about the market match program through partnering with the Sonoma Valley Chamber of Commerce and other community partners, and coordinates either a grant or a sponsor for this important program. Another strategic goal is to achieve the 2025 budgeted revenue goals.

Responsibilities
Equipment & General Operations
• Set-up, tear-down, and care of market operations equipment. Ensure complete market set-up each week so that vendors are in assigned stalls; market tents, music stage and non-profit booths are properly located; and all on-site and day-of signage is installed. • Maintain and organize market equipment including on-going equipment inventory. • Assure safety and access; watch for safety hazards or access concerns for customers and vendors; implement and utilize STNM’s crisis plan if necessary.
• Assure cleanliness; keep market area clean throughout the day and leave the space clean or cleaner than found.
• Be timely; assure market operations are ready and opening bell is accurate.

Leadership and teamwork
• Oversee and provide guidance to team members at the market. • Offer assistance and information about the market to other STNM staff including staff communications team, special events manager, and SV Chamber of Commerce staff, etc.

Vendor Relations
• Maintain and build relationships with vendors.

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• Gain knowledge of market rules and become familiar with list of vendors. • Assure open and timely on-site vendor communications. • Manage traffic control on and around market site during set-up and tear-down. • Troubleshoot, offer solutions to vendors and shoppers and carefully resolve conflicts. • Schedule vendors and creating market maps.
• Enforce market rules including vendor compliance with government, health and agricultural laws.

Sales and Data Tracking
• Complete accurate financial reconciliation of market token sales and vendor payments at the end of the market day
• Collect data and record it in STNM systems such as, vendor attendance, shoppers counts and gross sales.

Information Booth/ Educational Activities
• Provide the highest level of customer service to vendors and shoppers. • Educate shoppers about methods of payment accepted at the markets including market tokens, EBT vouchers, etc.
• Ensure market signage, literature, merchandise and educational information is properly and attractively displayed at all times during the market day. • Assist with set up of special events.
• Assist with marketing and promotion of the farmers market as coordinated by the Communications Manager, it may include distributing flyers and other community relationship building.

Program Focus Responsibilities
• Perform on-site coordination and execution of market events and programs, working closely with community organizations and the City’s Special Events Manager. • Host market program booth with activities for children and youth, or demonstrating a cooking technique or recipe, seasonally.
• Coordinate ingredients and equipment and supervise volunteers and co-workers in production of events as needed.
• Serve as the point person for program instructors and guest chef demonstrators.

Financial Accountability
• Budget accountability- City Council adopted the 2025 STNM budget at the Dec. 18, 2024, meeting.
• Clear accountability and tracking of all revenues.

Other
• Be an active team member by working closely with staff to communicate ideas, identify potential problems, provide feedback, and offer creative solutions. • Support commitment to diversity and inclusion
• Attend regular staff meetings, as schedule allows.
• Perform other tasks a needed and requested by supervisor.

Agenda Item #7.8: