Sonoma City Council
May 7, 2025

City Council:

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

REGULAR MEETING AGENDA

OF THE SONOMA CITY COUNCIL
City Council Chambers, 177 First Street West
Wednesday, May 7, 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 (Gurney, Wellander, Ding, Lowe, 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 Designating the Week of May 5 - 9, 2025, as Teacher Appreciation Week in the City of Sonoma

6.2: Proclamation as Designating the Week of May 4 - 10, 2025, as Professional Municipal Clerk's Week in the City of Sonoma

6.3: Proclamation Designating May 15, 2025, as Bike to Work Day in the City of Sonoma

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

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

7.2: Adopt a Resolution Approving Temporary Use of City Streets by Motiv Servicing for the Charles M. Schultz Sonoma County Airport Napa to Sonoma Wine Country Rosé 5K on Saturday, July 19, 2025, and Half Marathon on Sunday, July 20, 2025 (Lisa Janson, Sr. Management Analyst) 5 - 63

RECOMMENDATION: Adopt the resolution.

Agenda Report - Napa to Sonoma Half Marathon Street Use - Pdf

7.3: Adopt a Resolution which Adopts Procedures For Public Hearings on City of Sonoma Vacancies and Recruitment and Retention Efforts in Compliance with Assembly Bill (AB) 2561 (Jenny Yankovich, Asst to the City Manager) RECOMMENDATION: Adopt the resolution.

Agenda Report - AB2561 Procedures Adoption - Vacancies, Recruitment, Retention - Pdf
64 - 70

7.4: Adopt a Resolution Authorizing the City Manager to Execute a Contract Amendment with De Novo Planning Group to Increase the Contract Amount by $60,235 for an Amount Not to Exceed $651,925 to Provide Additional Consulting Services to the City to Prepare an Evacuation Study for the Safety Element (Jennifer Gates, AICP, Community Development Director) RECOMMENDATION: Adopt a resolution.

Agenda Report - DeNovo Contract Amendment - Pdf
71 - 79

7.5: Adopt 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: Adopt the ordinance.

Agenda Report - FHSZ Map Ordinance - Pdf
80 - 87

7.6: Adopt a Resolution Supporting Gay Pride Month Activities, Including Installation of Rainbow Uplighting at City Hall and Allocation of Community Activities Discretionary Funding (Lisa Janson, Sr. Management Analyst) RECOMMENDATION: Adopt the resolution.

Agenda Report - Supporting 2025 Gay Pride Month - Pdf
88 - 90

7.7: Receive the Minutes from the Special and Regular Meetings of April 21, 2025 (Rebekah Barr, MMC, City Clerk)
RECOMMENDATION: Receive the Minutes.

04.21.2025 Special Meeting Minutes

04.21.2025 Regular Meeting Minutes
91 - 94

7.8: Adopt a Resolution Authorizing the City Manager to Execute a Professional Services Agreement with EKI for the Preparation of the City's 2025 Urban Water Management Plan in an Amount Not To Exceed $46,000 (Ashley Cotter, PW Admin & Project Manager)
RECOMMENDATION: Adopt the resolution.

Agenda Report - Urban Water Management Plan Contract - Pdf 95 - 137

8. PUBLIC HEARING

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

9.1: 2025 Cultural and Fine Arts Commission (CFAC) Work Plan as recommended by the Commission (Sarah Tracy, Sr. Management Analyst/PIO) RECOMMENDATION: Approve the 2025 Cultural and Fine Arts Commission Work Plan, as recommended by the Commission at its April 22, 2025 meeting.

Agenda Report - Approval of the 2025 CFAC Work Plan - Pdf 138 - 141

9.2: City Cemeteries Operations Update and a Resolution Approving the 2025-26 Cemetery Price List to Include Additional Inventory for 114 Above Ground Columbaria Niches at Veterans' and Mountain Cemeteries and Adjust Full Body Crypt and In-ground Burial Placement Rates (Carolyn Fulton, Cemeteries Manager and Jenny Yankovich, Asst to the City Manager)
RECOMMENDATION: Receive the update and adopt the resolution approving the 2025-26 Cemetery Price List to include pricing for 114 additional columbaria niches at Mountain and Veterans Cemeteries and adjustments to offset costs for full body crypt and in-ground burial placement rates.

Agenda Report - Cemeteries Update & 2025-26 Price List - Pdf 142 - 154

9.3: City of Sonoma Top Three Priorities for Regional Consideration by the Sonoma County Mayors & Councilmembers Association (David Guhin, City Manager) RECOMMENDATION: It is recommended that the City Council provide the Mayor with the City’s top three priorities for regional consideration at the upcoming Sonoma County Mayors and Councilmembers Board of Directors meeting.

Agenda Report - SCMCMA 2025 Priorities - Pdf
155 - 156

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.

City of Sonoma
Agenda Item Summary
Meeting: City Council - 07 May 2025
Department
Administration
Staff Contact
Lisa Janson, Senior Management Analyst
Agenda Item Title
Adopt a Resolution Approving Temporary Use of City Streets by Motiv Servicing for the Charles M. Schultz Sonoma County Airport Napa to Sonoma Wine Country Rosé 5K on Saturday, July 19, 2025, and Half Marathon on Sunday, July 20, 2025
Summary
The Napa to Sonoma Wine Country Half Marathon (13 mi.) and associated Rosé 5K (3 mi.) are annual summer events running between Napa and Sonoma. The 2025 races are scheduled for July 19–20, 2025. The half marathon began in 2004. The Rosé 5K was introduced more recently and will be held for the sixth time in 2025. Both events are organized by Motiv Servicing Company, LLC. an endurance-event promoter. The Rosé 5K will start and finish at the historic Sonoma Plaza (July 19, 8:00a.m.); the half marathon begins in Napa (Cuvaison Estate) and finishes at Sonoma Plaza on July 20 (start 7:00a.m.) with runners entering the City around 9:30 a.m. The City’s Special Events Committee has reviewed the application and is coordinating with event organizers and agencies (Police, Public Works, etc.) to address logistics and safety.

Discussion
The Sonoma Plaza will serve as the venue for both race starts/finishes. Major street closures will be required along the race routes early each morning. Based on prior plans and City notices, staff anticipate the following impacts:
 Rosé 5K (Saturday, July 19, 2025) – Course loops through downtown Sonoma neighborhoods. Approximate road closures (5:00–10:00a.m.) include East Napa Street at the Plaza, First St. E, East Spain St., Fourth St. E, Lovall Valley Rd., Gehricke Rd., Brazil St., Greve Ln., Wilking Way, portions of Second St. E, and the Sonoma City Trail (Bike Path). Detours will be in place around the Plaza and affected blocks.  Half Marathon (Sunday, July 20, 2025) – Begins in Napa and finishes at Sonoma Plaza. Most of the 13.1-mile route lies outside city limits; within Sonoma, only East Napa Street (entering from 7th St. E) and the Plaza are closed (approx. 6:00–11:00a.m.). The finish line and Plaza will be cordoned.

All affected streets and residents will be notified in advance of the closures. Per City requirements, Motiv Servicing will distribute flyers/letters and place portable message boards (CMS) and signage at least 48 hours in advance to alert the community to the detours. The Special Events Committee has also required additional road signage within Sonoma to guide motorists around the closures. In past years there have been no significant community complaints about traffic or noise. Law enforcement and traffic control will be provided by CHP officers and a licensed traffic-control contractor, as in previous events, to ensure runner/pedestrian safety and efficient traffic flow.

The Plaza Use Agreement is attached for reference. The Special Events Committee (comprised of Sergeants and the Police Chief from Sonoma Police Department, Fire Marshals from Agenda Item #7.2:

Sonoma Valley Fire District, Public Works Street Supervisor and Parks Supervisor, and the Senior Management Analyst/Special Events Manager) has reviewed the Plaza Use (Exhibit A) with the Street Use Request (attached for your information), have met with the event organizer/applicant and discussed the list of proposed conditions of use which are included on the attached Plaza use application.

The event organizer is requesting a staged move-in on the Sonoma Plaza which will begin on Friday, July 18, 2025. The goal is to be set and ready by 7:00 AM on Saturday, July 19, 2025, for the start of the Rosé 5K. City staff works with the event organizers on the move-in to ensure public access to City Hall. During both event days, there will be vendors onsite at the Plaza that fit the core themes of Health and Wellness.

Charles M. Schultz Sonoma County Airport is a naming sponsor of the event, and Motiv Servicing promotes the event as the Charles M. Schultz Sonoma County Airport Napa to Sonoma Wine County Half Marathon. This is a for-profit event and per the City of Sonoma's Special Events Policy for-profit events must donate ten percent of gross revenue to local Sonoma Valley non-profits, in 2024 Motiv made a total of $98,858.18 of donations. The policy reads that fifty percent of the funding to non-profits can be used for in-kind services, and the remaining fifty percent needs to be straight donations, in 2024 the donations for in-kind services totaled $29,120 and the remaining balance was paid out as straight financial donations or donation of Motiv Servicing helping our local Sonoma Valley Vintners and Growers Alliance organize the fun run as part of the Vintage Festival event. Sonoma Valley Vintners and Growers were also able to keep all revenues derived from that race.

The event organizer works closely with both the Sonoma Valley Chamber of Commerce and the Sonoma Valley Visitors Bureau to ensure that our local businesses are aware of the event, staffed appropriately, and are offered opportunities to participate within the event. In 2025, the event organizer will continue to build on their working relationship with both the Sonoma Chamber of Commerce and the Sonoma Valley Visitors Bureau to ensure that the local businesses have an opportunity to market and sell to the event participants. Motiv will continue to partner with Sonoma Valley Vintners and Growers Alliance to ensure local winery participation in the wine-tasting portion of the event.

For Council Consideration
Motiv Servicing is requesting use of City Streets including those that encroach on State Hwy 12 for their two-day event the Rose 5k and the Napa to Sonoma Wine Country Half Marathon the weekend of July 19-20, 2025. The event organizer is requesting to use the same race routes they have used in the previous years (see attached maps). The Rosé 5K starts at 8:00 AM and all runners are off the roads by 9:30 AM and the roads are re-opened. Motiv has had the same half marathon route since 2018 with roads closing within City limits at 7:00 AM and re-opening at 11 AM. The half marathon on Sunday, July 20, 2025, will enter city limits at East Napa Street and will end in the Historic Sonoma Plaza. Route maps are attached to the staff report and include legends that identify road closures, staffing and detours.

Staff recommends that the City Council approve the July 19–20, 2025 Napa to Sonoma Wine Country Half Marathon and Rosé 5K as proposed. The event meets the City’s Special Events criteria and includes appropriate mitigation for public safety and community impact. The organizer’s commitments (road closure management, notifications, professional traffic control, and charitable contributions) are consistent with past events. Approval of the event permit (subject to the standard conditions imposed by the Special Events Committee) will allow the races to proceed on the outlined schedule without adverse effects on the Sonoma community.

Agenda Item #7.2:

Recommended Council Action
Adopt a resolution authorizing the 2025 Napa to Sonoma Wine Country Half Marathon & Rosé 5K under the Special Events Permit process, subject to the conditions and coordination measures discussed above.

Alternative Actions
City Council discretion.

Financial Impact
The applicant is responsible for all fees associated with the closure of the streets. The required non-profit donation (10% of revenues) is a measurable community benefit. More broadly, the races draw thousands of participants and spectators who support local businesses (hotels, restaurants, shops).

Environmental Review Status
Environmental Impact Report
Negative Declaration
Exempt
Not Applicable
Approved/Certified
No Action Required
Action Requested
Attachments
2025 Resolution Motiv Servicing
Exhibit A - Motiv Servicing 2025 Event Application and Maps Agenda Item #7.2:

City of Sonoma
RESOLUTION # ________- 2025

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SONOMA AUTHORIZING AND CONSENTING TO THE USE OF CITY STREETS FOR THE ROSE 5K ON JULY 19, 2025, AND THE NAPA TO SONOMA WINE COUNTRY HALF MARATHON ON JULY 20, 2025, PRODUCED

BY MOTIV SERVICING COMPANY, LLC
WHEREAS, Motiv Servicing Company, LLC has applied for a Special Event Permit to conduct the 2025 Napa to Sonoma Wine Country Half Marathon and Rosé 5K on July 19 and 20, 2025, within the City of Sonoma; and
WHEREAS, the Rosé 5K is scheduled to take place on Saturday, July 19, 2025, beginning and ending at the Sonoma Plaza, with a race route that includes temporary road closures on various City streets; and
WHEREAS, the Half Marathon is scheduled for Sunday, July 20, 2025, beginning in Napa County and ending at the Sonoma Plaza, with limited road closures required within the City of Sonoma; and WHEREAS, the City’s Special Events Committee has reviewed the application and coordinated with City departments and regional agencies to ensure adequate planning for public safety, traffic control, detours, notifications, and other community impacts; and WHEREAS, the event organizers are required to notify residents and businesses in advance of all closures, and to coordinate installation of appropriate signage and detour information at least 48 hours prior to the event; and
WHEREAS, the event organizer has committed to donating ten percent (10%) of gross event revenues to Sonoma Valley non-profit organizations, in support of community benefit; and WHEREAS, the races have been conducted successfully in prior years without significant disruption to the community and are expected to provide continued benefit to the local economy through increased tourism and local business activity.

NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Sonoma hereby approves the 2025 Napa to Sonoma Wine Country Half Marathon and Rosé 5K, subject to the following conditions:

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

2. The approval of the street closure is subject to the following conditions and limitations:
a) Applicant shall contact the Sonoma Police Department and California Highway Patrol as soon as possible to finalize traffic control plan and contact the Sonoma County Sherriff’s Department for services as required.

Agenda Item #7.2:

b) Applicant shall provide a written request for special barricading to the Public Works Departm ent at least thirty days prior to the event and meet with the Street Supervisor, Police Depart ments and Special Events Manager two weeks prior to the event. c) Applicant shall provide notice of the event and the street closure to all businesses located on First Street East and West (between Spain and the Napa Streets, down Broadway to Patten Street and on all sides of the Plaza no later than 30 days prior to the event.

3. That the applicant complies with all requirements/conditions of approval imposed by the Special Events Committee, including those related to traffic control, public safety, signage, waste management, and neighborhood notification.

4. That the applicant coordinates with City departments to finalize all logistics, including road closures, detours, and restoration of normal traffic flow.

5. That the applicant provides proof of insurance and indemnification acceptable to the City.

6. That the applicant ensures timely and meaningful contributions to local non-profit organizations as described in the application materials3

7. That the applicant submits a post-event report, including documentation of donations and any community feedback, within 60 days after the event.

8. That City staff be authorized to make minor adjustments or clarifications as needed to facilitate safe and successful event execution.

PASSED, RESOLVED, AND ADOPTED, at a Regular meeting of the City Council of the City of Sonoma on this 7th day of May 2025, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
____________________________
Patricia Farrar-Rivas, Mayor
ATTEST:
____________________________
Rebekah Barr, MMC, City Clerk
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City of Sonoma
Agenda Item Summary
Meeting: City Council - 07 May 2025
Department
Administration
Staff Contact
Jenny Yankovich, Assistant to the City Manager
Agenda Item Title
Adopt a Resolution which Adopts Procedures For Public Hearings on City of Sonoma Vacancies and Recruitment and Retention Efforts in Compliance with Assembly Bill (AB) 2561 Summary
AB 2561 was introduced to address the issue of job vacancies in local government, which adversely affects the delivery of public services and employee workload. AB 2561 requires public agencies to hold at least one public hearing per fiscal year to discuss vacancies and recruitment and retention efforts. This report discusses the City of Sonoma’s legal obligations under the new law, which took effect on January 1, 2025. This report recommends the adoption of procedures intended to ensure compliance with such legal obligations.

AB 2561 Procedures
In compliance with the new legal obligations, the City of Sonoma is required to do the following:
 Public Hearing: At least once each fiscal year, at a public hearing before the City Council, the City of Sonoma shall present information regarding the status of vacancies and recruitment and retention efforts (Gov. Code § 3502.3(a)(1)) and identify any necessary changes to policies, procedures, and recruitment activities that may lead to obstacles in the hiring process (Gov. Code § 3502.3(a)(3)). If the City of Sonoma adopts an annual or multiyear budget during the fiscal year, this presentation must occur prior to the City of Sonoma's adoption of its final budget. (Gov. Code § 3502.3(a)(2).)  Employee Organization Participation: Allow the recognized employee organization for each bargaining unit at the City of Sonoma to make presentations during the public hearing concerning vacancies and recruitment and retention efforts. (Gov. Code § 3502.3(b).)
 Additional Reporting for High Vacancy Rates: If vacancies within a single bargaining unit meet or exceed 20% of authorized full-time positions in that bargaining unit, upon request of the recognized employee organization for that bargaining unit, the City of Sonoma must provide additional information during the public hearing, including the following: (1) the total number of vacancies; (2) the number of applicants; (3) the average time to fill positions; and (4) opportunities to improve compensation and working conditions for employees in the bargaining unit. (Gov. Code § 3502.3(c).) Public Outreach
The Procedures for the Public Hearing on City of Sonoma Vacancies and Recruitment and Retention Efforts (“Procedures”), attached hereto as Exhibit A, establish protocol for the City of Sonoma’s public hearings on vacancies in order to ensure a fair, orderly, and efficient hearing process.

Agenda Item #7.3:

The Procedures set forth specific requirements concerning matters such as the provision of notice to recognized employee organizations regarding the public hearing and their right to make a presentation at the hearing, the length and order of the City of Sonoma’s and the employee organizations’ presentations, and the standards of discourse during the public hearing.

Recommended Council Action
Staff recommend that the City Council adopt the Resolution which Adopts Procedures for Public Hearings on City of Sonoma Vacancies and Recruitment and Retention Efforts in Compliance with Assembly Bill (AB) 2561.

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
Resolution AB2561
Exhibit A - Procedures AB2561 Public Hearings
Agenda Item #7.3:

City of Sonoma
RESOLUTION # ________ - 2025

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SONOMA ADOPTING

PROCEDURES FOR PUBLIC HEARINGS ON CITY OF SONOMA VACANCIES AND

RECRUITMENT AND RETENTION EFFORTS
WHEREAS, On January 1, 2025, Assembly Bill (“AB”) 2561 (Gov. Code § 3502.3) went into effect requiring public agencies to hold at least one public hearing per fiscal year to report on the City of Sonoma’s workforce vacancies, and recruitment and retention efforts; and WHEREAS, AB 2561 requires the City of Sonoma to present information regarding the status of vacancies and recruitment and retention efforts prior to the adoption of the final budget for the City of Sonoma; and
WHEREAS, AB 2561 requires the City of Sonoma to allow recognized employee organizations for each City of Sonoma bargaining unit to make presentations during the public hearing concerning vacancies and recruitment and retention efforts; and WHEREAS, AB 2561 requires the City of Sonoma if requested, to provide additional information during the public hearing if vacancies within a single bargaining unit is 20% or more of the authorized full-time positions; and
WHEREAS, The City of Sonoma desires to establish protocol and additional requirements for the City of Sonoma’s public hearings pursuant to AB 2561, including the provision of notice to recognized employee organizations regarding the public hearing, the recognized employee organizations’ right to make a presentation at the hearing, the length and order of the presentations and the standards of discourse during the public hearing.

NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Sonoma the Procedures for Public Hearings on City of Sonoma Vacancies and Recruitment and Retentions Efforts as set forth in "Exhibit A” is hereby adopted.

PASSED, RESOLVED, AND ADOPTED, at a Regular meeting of the City Council of the City of Sonoma on this 7th day of May 2025, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

Agenda Item #7.3:

___________________________
Patricia Farrar-Rivas, Mayor
ATTEST:
____________________________
Rebekah Barr, MMC, City Clerk
Agenda Item #7.3:

Exhibit A
394327.1
City of Sonoma
PROCEDURES FOR AB 2561 PUBLIC HEARINGS
(VACANCIES, RECRUITMENT AND RETENTION EFFORTS)
Introduction and Scope:

Effective January 1, 2025, Government Code section 3502.3 requires the City of Sonoma to present information on the status of vacancies at the City and the City’s recruitment and retention efforts at a public hearing before Sonoma City Council at least once per fiscal year.

Government Code section 3502.3 also requires the City of Sonoma to identify during the public hearing any necessary changes to City policies, procedures, and recruitment activities that may contribute to obstacles in our hiring process.

At the public hearing, a recognized employee organization for a bargaining unit is entitled to make a presentation to the Sonoma City Council addressing the status of vacancies and recruitment and retention efforts for positions within that bargaining unit.

The purpose of these procedures is to establish protocol for the City of Sonoma’s public hearings on vacancies in order to ensure a fair, orderly, and efficient hearing process.

Notice Requirements:

1. When the City schedules a Sonoma City Council hearing pursuant to the obligations set forth under Government Code section 3502.3 (“AB 2561 Hearing” or “Hearing”), the City of Sonoma will notify in writing the recognized employee organization (“Employee Organization”) about which the Hearing is being held that the Sonoma City Council will hold an AB 2561 Hearing (the City and Employee Organization may hereafter be referred to collectively as “Parties”).

The notice will provide the Employee Organization the opportunity to identify any negotiable impacts/effects regarding the City’s compliance with Government Code section 3502.3 and the City’s policy.

2. The City of Sonoma will notify in writing the Employee Organization of the date, time and place of the Hearing at least 10 calendar days in advance of the Hearing, if the Hearing is regarding a bargaining unit represented by that Employee Organization. In the notice, the City of Sonoma will inquire whether the Employee Organization intends to make a presentation to the Sonoma City Council at the Hearing. The City will request that, for planning purposes, the Employee Organization provide written notice to the Human Resources Department at least 5 calendar days in advance of the Hearing indicating whether the Employee Organization intends to make a presentation at the Hearing.

Agenda Item #7.3:

Exhibit A
394327.1
The notice will also include information about the amount of time that the Sonoma City Council has allotted to the Employee Organization for the Employee Organization presentation at the Hearing.

3. In the event the vacancy rate for a City bargaining unit is at least 20% of the total number of authorized full-time positions in the bargaining unit, the Employee Organization that represents the bargaining unit may request that the City present “additional information” related to the vacancies as permitted by Government Code section 3502.3, subd. (c). The City will request that the Employee Organization submit its request for the City’s presentation of such information to the Human Resources Department in writing at least 5 calendar days in advance of the Hearing. The “additional information” constitutes the following: (1) the total number of job vacancies within the bargaining unit; (2) the total number of applicants for vacant positions within the bargaining unit; (3) the average number of days to complete the hiring process from when a position is posted; and (4) opportunities to improve compensation and other working conditions.

4. The City will provide notice of the Hearing to the public in accordance with the Ralph M. Brown Act. (Gov. Code §§ 54950-54963.)

5. A staff report regarding vacancies and recruitment and retention efforts may be published as part of the agenda packet for the Hearing.

6. The City of Sonoma and Employee Organization may agree to exchange presentation materials in advance of the Hearing.

Order of the Hearing:

The Hearing will proceed in the following order:

1. City of Sonoma Presentation: The City of Sonoma will present to the Sonoma City Council information pursuant to the City’s obligations set forth under Government Code section 3502.3. The City’s presentation will be limited to 10 minutes for the bargaining unit about which the AB 2561 Hearing is held. The City of Sonoma will present data for the bargaining unit followed by the corresponding Employee Organization presentation.

2. Employee Organization Presentation: Following the City’s presentation, the Employee Organization will have the opportunity to make a presentation for the bargaining unit that the Employee Organization represents. For the bargaining unit, the Employee Organization presentation will be limited to 10 minutes and should not contain bargaining proposals to the City of Sonoma on matters that have not been presented in bargaining.

3. Governing Body Questions: The Sonoma City Council may ask questions of the City of Sonoma and the Employee Organization presenter. The time spent for Sonoma City Council questions and the Parties’ responses to Sonoma City Council questions will not be included in the Parties’ 10 minute presentations.

Agenda Item #7.3:

Exhibit A
394327.1

4. Final City of Sonoma Comments: Final City of Sonoma comments will be limited to 3 minutes and will take place following the Employee Organization presentation. The City will present final comments for the bargaining unit followed by the corresponding Employee Organization final comments.

5. Final Employee Organization Comments: Following the City’s final comments, the Employee Organization will have the opportunity to make final comments for the bargaining unit that the Employee Organization represents. For the bargaining unit, the Employee Organization’s final comments will be limited to 3 minutes and should not contain bargaining proposals to the City of Sonoma on matters that have not been presented in bargaining.

6. Public Comment: Public comment regarding the AB 2561 Hearing will be limited to 3 minutes per person and any other lawful restrictions on public comments that the Sonoma City Council may impose.

Standards of Discourse:

The Sonoma City Council should recognize that engaging with diverse perspectives is vital for effective governance and a vibrant community. To ensure full expression of such diverse perspectives, the Sonoma City Council should provide that participants follow the principles of respectful and civil discourse.

Agenda Item #7.3:

City of Sonoma
Agenda Item Summary
Meeting: City Council - 07 May 2025
Department
Community Development
Department
Staff Contact
Jennifer Gates, AICP
Community Development Director
Agenda Item Title
Adopt a Resolution Authorizing the City Manager to Execute a Contract Amendment with De Novo Planning Group to Increase the Contract Amount by $60,235 for an Amount Not to Exceed $651,925 to Provide Additional Consulting Services to the City to Prepare an Evacuation Study for the Safety Element
Summary
On May 17, 2023, the City Council approved a contract with De Novo Planning Group to prepare the comprehensive General Plan Update for the City. This comprehensive update has been underway since Fall 2023. In February 2025, the new Fire Hazard Severity Zone Map was released identifying Moderate, High, and Very High Fire Hazard Severity Zones in Local Responsibility Areas (LRA), that the City is currently in the process of adopting as required by State Law. With these new hazards identified, an evacuation study is required in compliance with AB 747 and AB 1409. These bills require agencies to update their safety elements, or local hazard mitigation plans, to identify evacuation routes and evacuation locations, and evaluate their capacity, safety, and viability under a range of emergency scenarios. The Sonoma County Multi-Jurisdictional Hazard Mitigation Plan update currently in process will not include an evacuation route analysis, so it must be included in the City’s safety element.

De Novo Planning Group has identified Fehr and Peers to assist with evacuation route analysis as a subconsultant. Fehr and Peers has provided an additional scope of work (attached) for a cost not to exceed $60,235. The deliverable is a memo that documents AB 747 and AB 1409 compliance and proposed evacuation implementation programs. In addition, Fehr and Peers will participate in a community workshop and two public hearings. Prior to adoption by City Council, the City is required to submit the draft safety element to the State Board of Forestry and Fire Protection for their review per Government Code Section 65302.5.

Recommended Council Action
Adopt a Resolution authorizing the City Manager to execute a contract amendment with De Novo Planning Group to increase the contract amount by $60,235 for an amount not to exceed $651,925 to provide additional consulting services to the City to prepare an Evacuation Study for the Safety Element and finding that the action to amend the contract is not a project subject to the California Environmental Quality Act.

Alternative Actions
Council discretion
Financial Impact
Agenda Item #7.4:

An additional $60,235 is available from cost savings in Account 100-43030-000-0000 (Planning) and 100-43040-000-0000 (Building). No additional funding is requested from the General Fund.

Environmental Review Status
Environmental Impact Report
Negative Declaration
Exempt
Not Applicable
Approved/Certified
No Action Required
Action Requested
Attachments
Attachment 1 - Draft Resolution
Evacuation Study Scope of Work
Agenda Item #7.4:

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 AMENDMENT WITH DE NOVO PLANNING GROUP AND FINDING THAT THE

ACTION TO AWARD THE CONTRACT IS NOT A PROJECT SUBJECT TO THE

CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA)
WHEREAS, on May 17, 2023, the City of Sonoma (“the City”) entered into a Professional Services Agreement with De Novo Planning Group to prepare the Sonoma General Plan Update and Environmental Impact Report for an amount not to exceed $591,690; and

WHEREAS, the City desires to amend the contract to increase the contract by $60,235 to provide for an Evacuation Study in compliance with AB 747 and AB 1409; and 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 Amendment with De Novo Planning Group for an amount not to exceed $651,925.

PASSED, APPROVED AND ADOPTED, at a Regular meeting of the City Council of the City of Sonoma on this 7th day of May 2025, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
_____________________________
Patricia Farrar-Rivas, Mayor
ATTEST:
_____________________________
Rebekah Barr, MMC, City Clerk
Agenda Item #7.4:

140 Keller Street | Petaluma, CA 94952 | (707) 582-0039 | www.fehrandpeers.com April 22, 2025
William Crenshaw
Senior Planner
De Novo Planning Group
Submitted electronically to: [email protected] Subject: Proposal to Conduct AB 747 and AB 1409 Evacuation Route Analysis for City of Sonoma, CA
Dear William,
Fehr & Peers is pleased to submit this proposal to support the evacuation route analysis for the City of Sonoma, California. This scope was developed to meet the requirements of Assembly Bill (AB) 747 and AB 1409. These assembly bills require agencies to update their safety elements to identify evacuation routes and evacuation locations, and evaluate their capacity, safety, and viability under a range of emergency scenarios. The following is our proposed scope of work based on our project understanding and informed by our discussions with De Novo Planning Group for the City of Sonoma. In addition, this study will be based on the previous effort for the Sonoma County Safety Element Updates to make sure both studies are consistent, given that the County’s Safety Element Update will be published in Spring 2025.

Please note that emergency evacuation can occur due to any number of events. There are an infinite number of emergency events and evacuation scenarios that might occur in the City ranging in study area size and resulting evacuation demand levels, time of year, time of day, evacuation temporal distribution after notice, evacuation route availability and use, etc.

Additionally, any emergency movement is unpredictable as is individual behavior related to evacuation events. As such, our assessment is intended to provide the City with a focused assessment of the capacity of the transportation system during a limited set of evacuation scenarios; it does not provide guarantees as to the adequacy of the system nor can it guarantee that the findings are applicable to any or all situations. Our scope is tailored to focus on scenarios identified based on consultation with and guidance from City staff (and participating agencies), and key considerations to address those events.

Moreover, as emergency evacuation assessment is an emerging field, there is no established standard methodology. Fehr & Peers has adopted existing methodologies in transportation planning that, in our knowledge and experience, Fehr & Peers believes are the most appropriate.

Nevertheless, such methodologies are necessarily also limited by the budgetary and time constraints in the scope of work, and by the current state of the knowledge.

Agenda Item #7.4:

William Crenshaw
April 22, 2025

The City should take care in planning and implementing any potential evacuation scenario and our assessment should help the City better prepare for those events. We would be happy to conduct additional analyses in further detail, analyzing different scenarios, and employing other methodologies if desired. However, in no way can Fehr & Peers guarantee the efficacy of any of the information used from our assessment as such would be beyond our professional duty and capability.

Scope of Work
Task 1 – Emergency Event Identification
Fehr & Peers will review the current and proposed General Plan Circulation and Safety Elements for the City of Sonoma and County of Sonoma and other relevant evacuation planning documents and analyses such as City evacuation zone maps, the Multi-Jurisdictional Hazard Mitigation Plan updated in 2021, and CalFire’s Fire Hazard Severity Maps (FHSZ) for Local Responsibility Areas (LRA), updated in February 2025. Fehr & Peers will then organize and facilitate a virtual workshop with City staff (planning, public works, police, and fire department) to identify up to three emergency scenarios representing different evacuation profiles. Fehr & Peers will also lead a discussion about the key evacuation routes for these scenarios and the parameters (time of day, evacuation pattern, road closures, etc.) for the evacuation analyses.

We will rely on expertise from City planning staff and Fire/Police leaders to identify various hazard conditions and potential constraints to evacuation that ensure compliance with California Board of Forestry and Fire Protection requirements (AB 747 and AB 1409) associated with the required Safety Element review. These events could include wildfires, flooding, and/or landslides as noted in the Sonoma Countywide Multi-Jurisdictional Hazard Mitigation Plan. The selection of evacuation events to evaluate will be based on events that have the highest evacuation demand in the shortest period. It will also consider the availability of first responders to manage traffic at key locations and the timing and primary purpose of the traffic management efforts. For any daytime evacuation scenarios, this would include whether and when first responders may be assigned to prevent traffic from entering the community at key gateways on Arnold Drive, SR 12, SR 116, SR 121 and Napa Road. Certain types of events like earthquakes do not typically include a large-scale evacuation as residents are typically told to shelter in place. An optional Task 1.2 is included if the City decides to seek additional support from wildfire risk experts to identify the most likely wildfire events and how that would shape definition of the evacuation scenarios.

Lastly, the current scope and fee assumes that the evacuation scenarios will be based on a weekday scenario; a weekend scenario may be tested as part subject to a scope and budget amendment (due to the need for additional data to quantify regional travel characteristics for a weekend scenario).

Agenda Item #7.4:

William Crenshaw
April 22, 2025

Task 2 – Evacuation Route Capacity Assessment
Fehr & Peers will complete a quantitative analysis (using Fehr & Peers EVAC+ tool) of evacuation patterns for up to three evacuation scenarios (evacuation pattern, road closures, type of emergency event, etc.) for cumulative (i.e. new General Plan Buildout) year. Each evacuation scenario will consider one standardized time of day/day of week/time of year to be developed by Fehr & Peers (e.g. a wildfire scenario would occur during peak fire season in the later stages of the year, while flooding would tend to occur during the winter). We will use the model developed for Sonoma County Safety Element Updates as the starting point. This analysis will inform an evaluation of the capacity, safety, and viability of evacuation routes and shelters. Based on discussions with the project team, this analysis will be planning-grade (i.e. to satisfy AB 747 and AB 1409), and will not be used in the CEQA impact analysis for the proposed General Plan update.

Study Area of this assessment is defined as the area generally bound by SR 116 west of Arnold Drive, SR 121 south of SR 116, SR 12 at the Napa-Sonoma County Line in the east, and Arnold Drive and SR 12 at their intersection in Glen Ellen in the north. The analysis does not intend to measure a mass evacuation of this entire Study Area; rather, the Study Area balances (1) areas of historical evacuations, (2) a reasonable traffic area of influence if the City of Sonoma were to evacuate.

Based on the defined evacuation scenarios from Task 1, the first step in the operations analysis will focus on estimating the number of vehicle trips during each evacuation event. We will update the socio-economic data in the Sonoma County Transportation Authority (SCTA) Travel Demand Model to be consistent with the City’s proposed General Plan, and develop trip generation information for the evacuation zone to estimate travel demand. If needed, we will adjust the model’s traffic analysis zone structure and perform zone splits to better reflect the General Plan buildout. We will provide the updated SCTA Travel Demand model files and outputs for City use by other consultants in the preparation of the environmental document for the project with a release of liability disclaimer. The model data includes a variety of information based on census data, including persons per household, number of employees, auto-ownership information, population, and other factors that could affect the number of vehicles per household used during evacuation. The travel demand will also consider time of day. For example, an evacuation event during the middle of the night would create an evacuation trip for most that would begin at their home and end at either the evacuation center or somewhere external to the evacuation area.

Conversely, an event that occurred during the middle of the day (when people are shopping) could delay evacuation movements as people come home first to access their belongings prior to leaving.

Background traffic data will be based on outputs from the SCTA model and count data (if available from the City), with adjustments made using Big Data to establish an evacuation condition that more closely aligns with critical fire season or flood seasons. We have included up Agenda Item #7.4:

William Crenshaw
April 22, 2025

to $3,000 in direct costs and staff time to order, download and process Big Data to factor traffic counts and SCTA origin-destination matrices. The assessment will be based on a weekday scenario; a weekend scenario may be tested as part subject to a scope and budget amendment (due to the need for additional data to quantify regional travel characteristics for a weekend scenario).

The during-evacuation traffic operations analysis will utilize Fehr & Peers' EVAC+ Tool. This tool will be customized to reflect the City's evacuation roadway network and traffic demand data extracted from the SCTA travel demand forecasting model. The tool then references trip tables for areas outside of the evacuation area to form the "background" traffic estimates on the roadways not affected during an evacuation event. Areas affected by the evacuation event are then processed through the EVAC+ Tool trip estimator to estimate the number and sequencing of trips that occur due to the event.

The sub-area extracted network and new trip tables are then input into a Dynamic Traffic Assignment (DTA) model. A DTA model estimates traffic and levels of congestion on 15-minute intervals and, as link congestion builds (roads fill with cars), the model dynamically reassigns traffic to less-congested routes, if available. This is a more accurate way of estimating trip assignment and identifying congested locations on the network that should be considered during an evacuation event. The results of this modeling effort will be used to identify heavily used evacuation routes and key bottlenecks in the City and County's roadway network during each evacuation scenario.

The results of the traffic operations analysis will be illustrated in figures and metrics will be summarized in tables to highlight the key findings, including key evacuation routes, evacuation travel times, and congestion bottlenecks.

Task 3 – Identify Policies and Implementation Programs
The Fehr & Peers team will identify policies and implementation programs recommended for incorporation into the Public Safety Element (and, if desired, Circulation Element) to provide compliance with AB 747 and AB 1409. These recommendations may include additional roadways, emergency routes, and/or development limitations for areas where circulation constraints may affect future development and will utilize the information developed in Task 1 and Task 2. We will also provide a matrix of potential planning, program, and project strategies for consideration that are designed to facilitate evacuations and reduce evacuation times.

Task 4 – Meetings
Fehr & Peers will attend up to three (3) 1-hour web-enabled project team conference calls with two staff present. In addition, we will attend one (1) in-person community workshop and two (2) in-person public hearings.

Agenda Item #7.4:

William Crenshaw
April 22, 2025

Task 5 – Deliverables
Fehr & Peers will prepare one memorandum that documents AB 747 and AB 1409 compliance and recommended safety element policies based on the results of Task 1. The safety element policies will include evacuation implementation programs for incorporation into the Safety Element to provide compliance with AB 747 and AB 1409. These recommendations may include improved emergency response time, increased notifications, evacuation drills for residents, improved infrastructure to assist with evacuation (e.g. improved roadway network connectivity in some areas), and/or development limitations for areas where circulation constraints may affect future development.

The draft memorandum will be submitted to the City for review and comment. We will respond to a single round of consolidated, non-conflicting comments and produce a final memorandum. Our fee estimate assumes six professional staff hours to respond to comments and prepare a final memorandum. Responding to comments requiring additional technical analysis or requiring more than six staff hours will be conducted as an additional service.

Fee Estimate
Fehr & Peers will perform Tasks 1 through 5 on a time and materials basis for a fee not-to-exceed $60,235.

Agenda Item #7.4:

Fee Proposal for City of Sonoma Safety Element Evacuation Analysis Principal-inCharge Project Manager Project Engineer Graphics Project Coordinator Labor Hours Direct Costs Total Tasks $320 $205 $180 $205 $165
Task 1 – Emergency Event Identification 2 16 4 2 3 27 $390 $5,935Task 2 – Evacuation Route Capacity Assessment 4 48 60 8 15 135 $4,820 $30,855Task 3 – Identify Policies and Implementation Programs 2 8 4 0 2 16 $230 $3,560 Task 4 – Meetings 18 8 00 3 29 $550 $8,445
Task 5 – Deliverables 4 12 24 8 6 54 $750 $11,440
Total for all Tasks 30 92 92 18 29 261 $6,740 $60,235
Notes:

This fee proposal is valid for a period of 30 days from the proposal submittal date.Actual billing rate at the time of service may vary depending on the final staffing plan at the time the project starts; the overall fee will not be exceeded.

Mileage is billed at the IRS rate plus 10% handling feeRates and non-key staff are subject to change at any time, without notice, and within the total budget shown 1 Agenda Item #7.4:

City of Sonoma
Agenda Item Summary
Meeting: City Council - 07 May 2025
Department
Community Development
Department
Staff Contact
Jennifer Gates, AICP
Community Development Director
Agenda Item Title
Adopt 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
Summary
As required by Government Code Section 51179, local jurisdictions are required to adopt, by ordinance, updated fire hazard severity zones (FHSZ) in our jurisdiction within 120 days of receiving recommendations from the State Fire Marshal pursuant to Section 51178. CalFire provided the recommended FHSZ Map to the Sonoma Valley Fire District (SVFD) on February 24, 2025. Soon after, the City and SVFD released the map to the public and provided an opportunity for public comment.

The FHSZ Map depicts Moderate, High, and Very High Fire Hazard Severity Zones in State Responsibility Areas (SRA) and Local Responsibility Areas (LRA). The location of the boundaries was developed with recommendations from the California Department of Forestry and Fire Protection based on the evaluation of fire history, fuel growth, density of housing, proposed developments, access, and water supply considerations.

Government Code Section 51179 requires the City of Sonoma to adopt the Local Responsibility Area (LRA), which is new to our City. While the City can increase the severity zone level, it cannot decrease. The map provided for adoption modifies the map provided by the state by identifying the higher severity zone for those parcels with more than one severity zone. In this manner, no parcel contains multiple severity zone ratings, thereby simplifying administration and providing clarity to property owners, regulators and other interested parties. This modification is consistent with the manner in which the Sonoma Valley Fire District (SVFD) is implementing its LRAs per guidance provided by CalFire. The City is thus relying on SVFD’s record to support this modification. No other changes are recommended at this time. (See CalFire Fire Hazard Severity Zones Local Responsibility Area FAQ) On April 21, 2025, the City Council introduced the Ordinance adopting the FHSZ Map.

New Requirements
With the adoption of the FHSZ, there will be new requirements to be implemented by the City, some of which will impact new development depending on the severity zone. Chapter 7A of the California Building Code "Materials and Construction Methods for Exterior Wildfire Exposure" and hazard disclosures will apply to all properties within the High and Very High Severity Zones.

In addition, for those in the Very High Severity Zone, defensible space landscape requirements will also be required. Staff is working on additional information to educate the public on the City website regarding the new requirements.

Agenda Item #7.5:

Environmental Impact
The proposed action is exempt from CEQA pursuant to CEQA Guidelines Section 15061(b)(3) because it can be seen with certainty that there is no possibility that the project may have a significant effect on the environment.

Recommended Council Action
Adopt City Council Ordinance designating Fire Hazard Severity Zones as recommended by the California Department of Forestry and Fire Protection.

Alternative Actions
At Council Discretion
Financial Impact
No Fiscal Impact
Environmental Review Status
Environmental Impact Report
Negative Declaration
Exempt
Not Applicable
Approved/Certified
No Action Required
Action Requested
Attachments
Draft CC Ordinance FHSZ Map
Exhibit A - Sonoma Fire Hazard Severity Zones
FHSZ Requirements
Agenda Item #7.5:

City of Sonoma
ORDINANCE #_____ - 2025

AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SONOMA TO DESIGNATE FIRE

HAZARD SEVERITY ZONES AND FINDING THIS ACTION IS EXEMPT FROM FURTHER

ENVIRONMENTAL REVIEW UNDER THE GENERAL RULE IN CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA) GUIDELINES SECTION 15061(B)(3).

THE CITY COUNCIL OF THE CITY OF SONOMA DOES HEREBY ORDAIN AS FOLLOWS:

SECTION 1. VERY HIGH FIRE HAZARD SEVERITY ZONES
The City of Sonoma hereby designates areas not identified as Very High Fire Hazard Severity Zones by the State Fire Marshal, as Very High Fire Hazard Severity Zones following a finding supported by substantial evidence in the record that the requirements of Government Code Section 51182 are necessary for effective fire protection within the area SECTION 2. MODERATE AND HIGH FIRE HAZARD SEVERITY ZONES The City of Sonoma hereby designates areas not identified as Moderate and High Fire Hazard Severity Zones by the State Fire Marshal, as Moderate and High Fire Hazard Severity Zones, respectively.

SECTION 3. APPROVAL OF MAP
The map, approved by the City of Sonoma, is hereby incorporated by reference as Exhibit A, and entitled “City of Sonoma Fire Hazard Severity Zones” dated April 2, 2025.

The official map is also located electronically on the following website:
https://www.sonomacity.org/local-responsibility-area-lra-fire-hazard-severity-map/ SECTION 4. INTERPRETATION OF FIRE HAZARD SEVERITY ZONE RATINGS For purposes of this ordinance and any regulations or requirements that rely on the Fire Hazard Severity Zone (FHSZ) designations, the following methodology shall apply when interpreting parcels that contain more than one FHSZ rating:

Highest Zone Prevails: In instances where a single parcel of land includes multiple Fire Hazard Severity Zone designations, including but not limited to Moderate, High, or Very High, the entire parcel shall be considered as falling within the highest designated zone present on any portion of the parcel.

Mapping Determination: The official FHSZ maps, as adopted or referenced by the jurisdiction, shall be used to determine zone boundaries and classifications. Parcel-level determinations shall be made by overlaying the official FHSZ map onto parcel boundaries.

Example Interpretation: For illustrative purposes, if a parcel is shown as being partially within a "High" Fire Hazard Severity Zone and partially within a "Very High" Fire Hazard Severity Zone, the entire parcel shall be treated as if it lies within the "Very High" Fire Hazard Severity Zone.

Agenda Item #7.5:

Application of Standards: All development standards, building code requirements, defensible space regulations, or other obligations tied to FHSZ classification shall be applied to the entire parcel based on the highest severity zone present.

No Averaging or Proportioning: No averaging, proportioning, or fractional application of zone designations shall be used. The highest zone classification governs.

SECTION 5. CALIFORNIA ENVIRONMENTAL QUALITY ACT
This Ordinance has been assessed in accordance with the authority and criteria contained in the California Environmental Quality Act (CEQA), the State CEQA Guidelines, and the environmental regulations of the city. City Planning Staff has determined that the adoption and implementation of the Ordinance is exempt from further environmental review under the general rule in California Environmental Quality Act (CEQA) Guidelines Section 15061(b)(3) that CEQA only applies to projects that have the potential for causing a significant effect on the environment. The adoption of the fire hazard severity zone map is required by law, and not involving a commitment to any specific project that may result in a potentially significant physical impact on the environment, it can be seen with certainty that there is no possibility that the ordinance will have a significant effect on the environment. The City Council concurs in these findings and adopts them as its own. The City Council, therefore, directs that a Notice of Exemption be filed with the County Clerk of the County of Sonoma in accordance with CEQA Guidelines.

SECTION 6. SEVERABILITY
If any section, subsection, subdivision, sentence, clause, phrase, or portion of this Ordinance for any reason is held to be invalid or unconstitutional by the decision of any court of competent jurisdiction, such decision shall not affect the validity of the remaining portions of this Ordinance.

The City Council hereby declares that it would have adopted this Ordinance, and each section, subsection, subdivision, sentence, clause, phrase, or portion thereof, irrespective of the fact that any one or more sections, subsections, subdivisions, sentences, clauses, phrases, or portions thereof be declared invalid or unconstitutional.

SECTION 7. EFFECTIVE DATE
This ordinance shall take effect thirty (30) days after passage thereof.

SECTION 8. PUBLICATION
This ordinance shall be published in accordance with the provisions of Government Code section 36933, subdivision (c)(1).

Agenda Item #7.5:

PASSED AND ADOPTED at a regular Council Meeting of the City Council of the City of Sonoma held on the _______________ by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:
_________________________
Patricia Ferrar-Rivas, Mayor
ATTEST:

Rebekah Barr, MMC, City Clerk
Agenda Item #7.5:

I HEREBY CERTIFY that the foregoing ordinance was duly and regularly adopted by the City Council of the City of Sonoma, Sonoma County, California, at a meeting thereof, held on the _____________, by the following vote, to wit:

AYES:

NOES:

ABSTAIN:

ABSENT:

Rebekah Barr, MMC, City Clerk
Agenda Item #7.5:

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FIFTH ST EAST

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SONOMA HWY

EAST NAPA ST

EAST MACARTHUR ST

WEST MACARTHUR ST

FIFTH ST WEST
SONOMA
HWY

WEST NAPA ST

NAPA RD

EIGHTH ST EAST
Fire Hazard Severity Zones
Very High
High
Moderate
NonWildland
City Limits
Sphere Of Influence
Parcel
Creeks
Streets

ARTERIAL
HWY
±
Date: April 2, 2025
Agenda Item #7.5:

SRA LRA
Adopt FHSZ
CEQA
Subdivision Map Act
Safety Element
Fire Safe Regulations
Chapter 7A
Defensible Space
Hazard Disclosure
Adopt FHSZ
CEQA
Subdivision Map Act
Safety Element
Fire Safe Regulations
Chapter 7A
Defensible Space
Adopt FHSZ
CEQA
Subdivision Map Act
Safety Element
Fire Safe Regulations
Chapter 7A
Defensible Space
Adopt FHSZ
CEQA
Subdivision Map Act
Safety Element
Fire Safe Regulations
Chapter 7A
Defensible Space
Hazard Disclosure
Subdivision Review
Adopt FHSZ
Chapter 7A
Hazard Disclosure
Adopt FHSZ
Subdivision Review
Hazard Disclosure
Subdivision Review
Subdivision Review
Agenda Item #7.5:

City of Sonoma
Agenda Item Summary
Meeting: City Council - 07 May 2025
Department
Administration
Staff Contact
Lisa Janson, Senior Management Analyst
Agenda Item Title
Adopt a Resolution Supporting Gay Pride Month Activities, Including Installation of Rainbow Uplighting at City Hall and Allocation of Community Activities Discretionary Funding Summary
The City of Sonoma has a longstanding tradition of recognizing and celebrating Gay Pride Month each June through public displays of support, including the annual Pride flag raising and a kickoff event at City Hall. In partnership with Mr. Gary Saperstein, organizer of "Out in the Vineyard," the City co-hosted the inaugural Pride event in 2023, which was attended by over 300 individuals and featured speakers centered around themes of inclusion, community, and LGBTQ+ pride.

For 2025, Mr. Saperstein has submitted a request to illuminate City Hall in a rainbow motif for the first week of June, symbolizing the diversity and richness of LGBTQ+ identities and experiences. The rainbow uplighting would utilize equipment owned by the Sonoma Valley Visitors Bureau and the City of Sonoma and require City Public Works staff to perform the installation. Staff further recommend a financial contribution of $2,200 from the Community Activities Discretionary Fund to support event expenses.

BACKGROUND
Gay Pride Month is observed globally in June to honor the LGBTQ+ community’s history, resilience, and contributions. Its origins trace back to the 1969 Stonewall riots, a pivotal moment in the fight for LGBTQ+ rights.

Since 2023, the City has collaborated with local organizer Gary Saperstein to produce a Pride Month kickoff event in front of City Hall, featuring speeches, music, and community engagement. At the inaugural event, the City coordinated speakers, oversaw logistics, and raised the Pride flag for the month of June.

Mr. Saperstein has now proposed to further enhance visibility and support by lighting the front of City Hall in rainbow colors from June 1–8, 2025. The lighting fixtures required for this display are available through the Sonoma Valley Visitors Bureau. However, installation will necessitate assistance from City Public Works staff.

In addition, staff recommend the City allocate $2,200 to help offset event-related costs, including permit fees, production of event materials (e.g., stickers), sound equipment rental, and refreshments.

DISCUSSION
This initiative continues the City’s demonstrated commitment to diversity, inclusion, and the celebration of LGBTQ+ residents and visitors. The proposed lighting is a low-cost, high-visibility gesture that reinforces the City's values and community engagement priorities.

Agenda Item #7.6:

The event has become a meaningful tradition and provides a welcoming space for education, visibility, and connection. The $2,200 allocation from the Community Activities Discretionary Fund will help ensure the quality and accessibility of the 2025 event.

Recommended Council Action
Adopt a resolution authorizing the City’s Public Works Department to install rainbow-themed uplighting on the front façade of City Hall from June 1 through June 8, 2025, in recognition of Gay Pride Month. In addition, approve a $2,200 expenditure from the Community Activities Discretionary Fund to support the Pride event scheduled for June 1, 2025.

Alternative Actions

1. Approve only one of the two proposed actions (lighting or funding).

2. Provide alternative direction to staff.

Financial Impact
 Installation of the uplighting will require Public Works staff time, to be absorbed within existing operational budgets.
 A $2,200 expenditure from the Community Activities Discretionary Fund, 100-43101- 407-60407, is recommended to support Pride event expenses.

Environmental Review Status
Environmental Impact Report
Negative Declaration
Exempt
Not Applicable
Approved/Certified
No Action Required
Action Requested
Attachments
Resolution
Agenda Item #7.6:

City of Sonoma
RESOLUTION # ________- 2025

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SONOMA AUTHORIZING THE INSTALLATION OF RAINBOW UPLIGHTING ON THE FRONT FAÇADE OF CITY HALL IN RECOGNITION OF GAY PRIDE MONTH AND APPROVING AN EXPENDITURE OF $2,200 FROM THE COMMUNITY ACTIVITIES DISCRETIONARY FUND TO SUPPORT THE 2025 PRIDE EVENT WHEREAS, the City of Sonoma has a longstanding commitment to diversity, equity, and inclusion and recognizes the importance of publicly supporting the LGBTQ+ community during Gay Pride Month; and
WHEREAS, Gay Pride Month is celebrated each June to honor the LGBTQ+ community’s history, accomplishments, and ongoing efforts toward equality and acceptance, originating with the Stonewall riots of June 1969; and
WHEREAS, in 2023, the City partnered with Mr. Gary Saperstein and “Out in the Vineyard” to coordinate the City’s inaugural Pride event, which drew over 300 attendees and featured speakers, entertainment, and community engagement; and
WHEREAS, for the 2025 Pride celebration, Mr. Saperstein has requested that the City illuminate the front façade of City Hall with rainbow-colored lighting from June 1 through June 8, 2025, as a visible expression of solidarity and support for the LGBTQ+ community; and WHEREAS, the necessary lighting equipment is owned by the Sonoma Valley Visitors Bureau and City Public Works staff will be needed to perform the installation; and WHEREAS, City staff recommend that the City Council also allocate $2,200 from the Community Activities Discretionary Fund to help offset the costs associated with the Pride event, including but not limited to permit fees, event materials, sound system rentals, and refreshments.

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

1. Authorizes the City’s Public Works Department to install rainbow-themed uplighting on the front façade of City Hall from June 1 to June 8, 2025, utilizing equipment provided by the Sonoma Valley Visitors Bureau; and

2. Approves an expenditure of $2,200 from the Community Activities Discretionary Fund, 100- 43101-407-60407, to support the 2025 Pride event and associated costs.

PASSED, RESOLVED, AND ADOPTED, at a Regular meeting of the City Council of the City of Sonoma on this 7th day of May 2025, by the following vote:

AYES:

NOES:

ABSENT:

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

City Council:

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

SPECIAL MEETING MINUTES

OF THE SONOMA CITY COUNCIL
City Council Chambers
177 First Street West
Monday, April 21, 2025

5:00 PM Regular Meeting
Regular Meeting Minutes, April 2, 2025

1. CALL TO ORDER
The meeting was called to order at 5:00pm with all Council Members present.

2. ITEMS FOR DISCUSSION
Item 2.1: Discussion of City Federal Legislative Priorities (David Guhin, City Manager) Action: Council provided direction to City Manager.

3. ADJOURNMENT
Mayor Farrar-Rivas adjourned the meeting at 5:54 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 7th of May 2025.
____________________________________
Rebekah Barr, MMC, City Clerk
Agenda Item #7.7:

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
Monday, April 21, 2025

6:00 PM Regular Meeting
Regular Meeting Minutes, April 21, 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 Lowe, 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. COMMENTS FROM THE PUBLIC
Janet Boyle, Crystal Holden, Amber Ward, Tom Graves, and David Morell provided public comments.

2. MEETING DEDICATIONS
Mayor Farrar-Rivas dedicated the meeting to the late Pope Francis.

3. COUNCILMEMBERS’ REPORTS AND COMMENTS
On April 18, 2025, Council Member Ding attended a Sonoma County Mayor’s and Councilmembers’ Association Legislative Committee meeting.

Council Member Lowe attended a Sonoma County Transportation Authority Regional Climate Protection Agency (SCTA/RCPA) meeting. She also thanked everyone formally for their support regarding her appointment to the Measure H Oversight Committee.

Council Member Gurney attended both a Sonoma Tourism Improvement District (STID) and Sonoma County Library Advisory Board meeting on April 10, 2025.

Vice Mayor Wellander attended the Sonoma County Mayors and Councilmembers Association Dinner with Council Member Lowe and Mayor Farr-Rivas on April 10, 2025.

On April 3, 2025, Mayor Farrar-Rivas attended a Sonoma Clean Power Board meeting. She also reported that Council Member Ding and Council Member Lowe switched appointment roles for the Mayors and Councilmembers Association Legislative Committee as the 2025 City Representative and Alternate, respectively.

4. CITY MANAGER COMMENTS AND ANNOUNCEMENTS
City Manager Guhin shared the following updates and announcements: the flags at City Hall are at halfmast to mourn the late Pope Francis and will be that way until the interment of the Pope; a small group of individuals was selected to assist in selecting music for the annual City Party; new columbaria are currently being installed at both the Mountain and Veterans Cemeteries; Earth Day photos will be installed tomorrow, in the Council Chambers as the next installation of the Chambers Rotating Art Program; the Cinco de Mayo celebration at the Plaza will take place on May 4, 2025; and the annual Tuesday Night Market season will commence on May 6, 2025.

5. CITY ATTORNEY COMMENTS
None.

6. PRESENTATIONS
Item 6.1: Proclamation Proclaiming May 2025 as Asian American and Pacific Islander Heritage Month in the City of Sonoma
Item 6.2: Presentation on Sonoma Police Department Statistics by Chief of Police Brandon Cutting
Agenda Item #7.7:

Regular Meeting Minutes, April 21, 2025

7. CONSENT CALENDAR – CITY COUNCIL
Motion by Council Member Gurney, seconded by Council Member Lowe, to approve the Consent Calendar with Item 7.6 being pulled for separate discussion. Motion carried unanimously by voice vote.

Public Comment: Robert Demler
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: Reappoint the Current At-Large and Alternate Members for a Term of Two Years to January 31, 2027 (Rebekah Barr, MMC, City Clerk)
Action: At-Large and Alternate Members were reappointed for a term of Two Years.

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

Item 7.4: Accept the Expenditure Report for the Month of March 2025 (Prapti Aryal, Finance Director)
Action: The Expenditure Report was accepted.

Item 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)
Action: Adopted as Ordinance 07-2025.

Item 7.7: Adopt a Resolution Adopting the City of Sonoma Artificial Intelligence (AI) Use Policy (Jenny Yankovich, Assistant to the City Manager)
Action: Adopted as Resolution 21-2025.

Item 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)
Action: Adopted as Resolution 22-2025.

Item 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) Action: Pulled for separate consideration. Adopted as Resolution 23-2025.

Motion by Vice Mayor Wellander, seconded by Council Member Ding, to 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.

Motion carried unanimously by voice vote.

8. PUBLIC HEARING
Item 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)
Action: Ordinance was introduced.

Open Public Hearing: 7:27 p.m.

Public Comments: Donna Dambach, Robert Demler, and Becky Sanger.

Closed Public Hearing: 7:30 p.m.

Motion by Council Member Ding, seconded by Council Member Lowe, to Introduce 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. Motion carried unanimously.

9. REGULAR CALENDAR – CITY COUNCIL
Item 9.1: 2025 Climate Action Commission Annual Work Plan (Jennifer Gates, AICP, Community Development Director)
Action: The 2025 Climate Action Commission Annual Work Plan was approved.

Motion by Council Member Lowe, seconded by Council Member Gurney, to Approve the 2025 Climate Action Commission Annual Work Plan. Motion carried 4-1, with Mayor Farrar-Rivas, Council Member Lowe, Council Member Ding, and Council Member Gurney voting YES, and Vice Mayor Wellander voting NO.

Agenda Item #7.7:

Regular Meeting Minutes, April 21, 2025
Item 9.2: 2025 Planning Commission Annual Work Plan (Jennifer Gates, AICP, Community Development Director)
Action: The 2025 Planning Commission Annual Work Plan was approved.

Motion by Council Member Lowe, seconded by Council Member Ding, to Approve the 2025 Planning Commission Annual Work Plan. Motion carried unanimously.

Item 9.3: Appointments to the Planning Commission, Sonoma County Library Commission, and Sonoma Valley Community Advisory Commission (Rebekah Barr, MMC, City Clerk) Action: Kimberly Taylor was appointed to the Sonoma County Library Commission, Adam Ross was appointed to the Sonoma Valley Community Advisory Commission (SVCAC), and Therese Nugent and Stephen Latimer were appointed to the Planning Commission as the At-Large and Alternate members, respectively.

Public Comment: Robert Demler
Motion by Council Member Gurney, seconded by Council Member Lowe, to Appoint Therese Nugent and Stephen Latimer as the At-Large and Alternate Members, respectively. Motion carried unanimously.

Motion by Council Member Gurney, seconded by Council Member Lowe, to Appoint Kimberly Taylor to the Sonoma County Library Commission. Motion carried unanimously.

Motion by Council Member Lowe, seconded by Council Member Gurney, to appoint Adam Ross to the Sonoma Valley Community Advisory Commission (SVCAC). Motion carried unanimously.

10. SECOND PUBLIC COMMENT (ONLY REQUIRED IF PUBLIC SPEAKERS REMAIN FROM ITEM 2.0)

11. ADJOURNMENT
Mayor Farrar-Rivas adjourned the meeting at 8:37 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 7th of May 2025.
____________________________________
Rebekah Barr, MMC, City Clerk
Agenda Item #7.7:

City of Sonoma
Agenda Item Summary
Meeting: City Council - 07 May 2025
Department
Public Works
Staff Contact
Ashley Cotter, PW Admin & Project Manager
Agenda Item Title
Adopt a Resolution Authorizing the City Manager to Execute a Professional Services Agreement with EKI for the Preparation of the City's 2025 Urban Water Management Plan in an Amount Not To Exceed $46,000
Summary
The City of Sonoma is required to prepare an Urban Water Management Plan (UWMP) every five years in accordance with the State of California Urban Water Management Planning Act.

A UWMP is prepared to support the City’s long-term water resource planning and to ensure that adequate water supplies are available to meet existing and future water demands. The City’s 2020 UWMP was adopted by the City Council on June 21, 2021, via Resolution 37-2021.

The deadline for adoption of the 2025 UWMP is July 1, 2026. Professional consultant services are needed for the City to meet the UWMP requirement. The Department of Water Resources is currently developing guidance for this cycle of Urban Water Management Plans.

The City is currently working with the water contractors participating in the Sonoma-Marin Water Saving Partnership to cost share for a demand analysis. This work has been contracted with EKI, with the City of Santa Rosa being the lead agency. All participating agencies have signed a joint agreement with the City of Santa Rosa for this work. This joint agreement and cost share with the Sonoma-Marin Water Saving Partnership was also done with EKI in 2020.

Since EKI is uniquely positioned to prepare the City’s 2025 UWMP, staff requested a proposal from EKI and recommends that the City Council authorize the City Manager to execute a Professional Services Agreement with EKI for the City’s 2025 UWMP. The proposed not-toexceed amount of $46,000. There is currently budget for this in the Water Conservation Fund (510-62001-353-50353).

Preparation of the Urban Water Management Plan will begin after July 1, 2025, as EKI is currently working with various cities in Sonoma County (as well as the City of Sonoma) on the demand analysis component of the urban water management plan. Additionally, the Department of Water Resources anticipates releasing the 2025 UWMP guidebook approximately July 1, 2025, approximately 1 year before the deadline (July 1, 2026). This guidebook will provide guidance on new reporting requirements for the 2025 UWMP. Plans must include an assessment of the reliability of water resources over a 20-year planning time frame and a description of demand management measures.

The cost of the 2020 UWMP efforts (combination of the Sonoma-Marin Water Saving Partnership and contract with EKI), was approximately $53,000. The cost of the 2025 UWMP update (including $21,000 cost share for Sonoma-Marin Water Saving Partnership, and $46,000 contract with EKI), will be $67,000. This is approximately 23% higher than the 2020 update, however, that can be attributed to rising costs between 2020-2025, as well as additional costs due to increased regulations and requirements.

Agenda Item #7.8:

Recommended Council Action
Adopt a Resolution Authorizing the City Manager to Execute a Contract with EKI for the Preparation of the Urban Water Management Plan
Alternative Actions
Council discretion.

Financial Impact
There is currently budget funding for this in the Water Conservation Fund (510-62001-353- 50353).

Environmental Review Status
Environmental Impact Report
Negative Declaration
Exempt
X Not Applicable
Approved/Certified
No Action Required
Action Requested
Attachments
Resolution
PSA_2025 UWMP_EKI
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 EXECUTE A PROFESSIONAL SERVICES AGREEMENT WITH EKI ENVIRONMENT & WATER FOR THE CITY’S 2025 URBAN WATER MANAGEMENT PLAN NOT TO EXCEED $46,000
WHEREAS, the City of Sonoma is required by the State of California to prepare an Urban Water Management Plan (UWMP) every five years; and
WHEREAS, the City’s 2020 UWMP was adopted on June 21, 2021, via Resolution 37-2021; and
WHEREAS, the deadline for adoption of the 2025 UWMP is July 1, 2026; and WHEREAS, professional consultant services are needed for the City to meet the UWMP requirement, consultant EK Environment & Water (EKI) is preparing the 2025 UWP Water Demand Analysis and Water Conservation Measures Update for the Retail Agencies of the Sonoma-Marin Water Saving Partnership, and has prepared the City’s 2020 UWMP, is uniquely positioned to prepare the City’s 2025 UWMP; and
WHEREAS, the schedule and proposed fee are reasonable and meet the City’s needs; and NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Sonoma that the City Manager is authorized to execute a Professional Services Agreement with EKI Environment & Water, in an amount not to exceed $46,000.00.

PASSED, RESOLVED, AND ADOPTED, at a Regular meeting of the City Council of the City of Sonoma on this 7th day of May 2025, by the following vote:

AYES:

NOES:

ABSENT:

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

Professional Services Agreement — Design Professionals
(City of Sonoma / EKI Environment & Water, Inc.)
336577.3 Page 1 of 26
Approved for use: 1/1/2025

PROFESSIONAL SERVICES AGREEMENT

FOR DESIGN PROFESSIONALS
(City of Sonoma / EKI Environment & Water, Inc.)

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

2. RECITALS

2.1 City has determined that it requires the following professional services from a consultant: Preparation of the City of Sonoma’s 2025 Urban Water Management Plan.

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

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

Agenda Item #7.8:

Professional Services Agreement — Design Professionals
(City of Sonoma / EKI Environment & Water, Inc.)
336577.3 Page 2 of 26
Approved for use: 1/1/2025
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 Mike Berger, Director of Public Works. The Agreement Administrator shall be the principal point of contact at the City for this project. All services under this Agreement shall be performed at the request of the Agreement Administrator. The Agreement Administrator will establish the timetable for completion of services and any interim milestones. City reserves the right to change this designation upon written notice to Consultant.

3.2 “Approved Fee Schedule” means such compensation rates are set forth in the Consultant’s April 2nd, 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 May 7, 2025.

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

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

3.6 “Maximum Amount” means the highest total compensation and costs payable to Consultant by City under this Agreement. The Maximum Amount under this Agreement is Forty Six Thousand Dollars ($46,000.00).

3.7 “Scope of Services” means such professional services as are set forth in Consultant’s April 2nd, 2025 proposal to City attached hereto as Exhibit A and incorporated herein by this reference.

Agenda Item #7.8:

Professional Services Agreement — Design Professionals
(City of Sonoma / EKI Environment & Water, Inc.)
336577.3 Page 3 of 26
Approved for use: 1/1/2025

3.8 “Termination Date” means July 1, 2026.

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

5. CONSULTANT’S DUTIES

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

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

5.1.2 If the Consultant is of the opinion that any work s/he has been directed to perform is beyond the scope of this Agreement and constitutes extra work, s/he shall promptly notify the Agreement Administrator of this opinion. The City shall make a determination as to whether or not such work is, in fact, beyond the scope of this Agreement and constitutes extra work. In the event that the City determines that such work does constitute extra work, it shall Agenda Item #7.8:

Professional Services Agreement — Design Professionals
(City of Sonoma / EKI Environment & Water, Inc.)
336577.3 Page 4 of 26
Approved for use: 1/1/2025
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 and the Consultant. Such Supplemental Agreement shall be executed by the Consultant and be approved by the City in accordance with its purchasing policy.

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

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

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

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

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

Agenda Item #7.8:

Professional Services Agreement — Design Professionals
(City of Sonoma / EKI Environment & Water, Inc.)
336577.3 Page 5 of 26
Approved for use: 1/1/2025

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

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

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

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

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

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

Consultant’s participation in the planning, discussions, or drawing of project plans or specifications shall be limited to conceptual, preliminary, Agenda Item #7.8:

Professional Services Agreement — Design Professionals
(City of Sonoma / EKI Environment & Water, Inc.)
336577.3 Page 6 of 26
Approved for use: 1/1/2025
or initial plans or specifications. Consultant shall cooperate with the City to ensure that all bidders for a subsequent contract on any subsequent phase of this project have access to the same information, including all conceptual, preliminary, or initial plans or specifications prepared by Consultant, if any, pursuant to this Agreement.

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

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

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

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

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

5.14 Records. Consultant shall maintain any and all ledgers, books of account, invoices, vouchers, canceled checks, and other records or documents evidencing or relating to charges for services or expenditures and Agenda Item #7.8:

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

6. SUBCONTRACTING

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

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

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

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

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

7. COMPENSATION

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

Compensation shall not exceed the Maximum Amount. Consultant shall Agenda Item #7.8:

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

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

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

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

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

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

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

8. PREVAILING WAGE

8.1 Prevailing Wage Law Applies. Consultant is aware of the requirements of California Labor Code Section 1720, et seq., and 1770, et seq., as well as Agenda Item #7.8:

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

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

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

10. RELATIONSHIP OF PARTIES

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

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

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

11. INDEMNIFICATION

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

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

Accordingly, the parties intend the provisions of this indemnity provision to be interpreted and construed to provide the City with the fullest protection possible under the law, subject to the caveats included in this Agreement. Consultant acknowledges that City would not enter into this Agenda Item #7.8:

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

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

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

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

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

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

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

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

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

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

11.11 Indemnification of CalPERS Determination. In the event that Consultant claims or is determined by a court of competent jurisdiction or CalPERS to Agenda Item #7.8:

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

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

12. INSURANCE

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

12.2 Documentation of Insurance. City will not execute this Agreement until it has received a complete set of all required documentation of insurance coverage. However, failure to obtain the required documents prior to the work beginning shall not waive the Consultant’s obligation to provide them. Consultant shall file with City:
• Certificate of Insurance, indicating companies acceptable to City, with a Best’s Rating of no less than A:VII showing. The Certificate of Insurance must include the following reference: 2025 Urban Water Management Plan.
• Documentation of Best’s rating acceptable to the City. • Original endorsements effecting coverage for all policies required by this Agreement.
• Complete, certified copies of all required insurance policies, including endorsements affecting the coverage.

Agenda Item #7.8:

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

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

12.5 Worker’s Compensation Insurance. Consultant is aware of the provisions of Section 3700 of the Labor Code which requires every employer to carry Workers’ Compensation (or to undertake equivalent self-insurance), and Consultant will comply with such provisions before commencing the performance of the work of this Agreement. If such insurance is Agenda Item #7.8:

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

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

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

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

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

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

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

Agenda Item #7.8:

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

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

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

12.13 Notices. Contractor shall provide immediate written notice if (i) any of the required insurance policies is terminated; (ii) the limits of any of the required policies are reduced; (iii) or the deductible or self-insured Agenda Item #7.8:

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

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

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

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

12.17 Premium Payments and Deductibles. Consultant must disclose all deductibles and self-insured retention amounts to the City. The City may require the Consultant to provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within retention amounts. Ultimately, City must approve all such amounts prior to execution of this Agreement. City has no obligation to pay any premiums, assessments, or deductibles under any policy required in this Agreement. Consultant shall be responsible for all premiums and Agenda Item #7.8:

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

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

13. MUTUAL COOPERATION

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

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

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

If to City:

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

Dave Umezaki
EKI Environment & Water, Inc.
2001 Junipero Serra Blvd, Ste 300
Daly District, CA, 94014
Telephone: 650-292-9100
Email: [email protected]
Agenda Item #7.8:

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

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

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

16. TERMINATION

16.1 City Termination. The City may, in its sole and unfettered discretion and without cause, terminate this Agreement at any time prior to completion by Consultant of the services required. Notice of Termination of this Agreement shall be given in writing to Consultant and shall be sufficient and complete when same is emailed to Consultant and simultaneously deposited in the United States mail postage prepaid and certified, addressed as set forth in section 14 of this Agreement. The Agreement shall be terminated upon receipt of the Notice of Termination by Consultant. If City should terminate this Agreement, the Consultant shall be compensated for all work satisfactorily performed prior to time of Agenda Item #7.8:

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

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

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

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

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

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

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

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17. INTERPRETATION OF AGREEMENT

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

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

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

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

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

17.6 No Presumption Against Drafter. Each party had an opportunity to consult with an attorney in reviewing and drafting this Agreement. Any Agenda Item #7.8:

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uncertainty or ambiguity shall not be construed for or against any party based on attribution of drafting to any party.

18. GENERAL PROVISIONS

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

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

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

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

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

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

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

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

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

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

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

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

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

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

18.14 Counterparts; Electronic Signatures. This Agreement may be signed in one or more counterparts, each of which shall be deemed an original, but all of which together shall be deemed one and the same instrument. The parties acknowledge and agree that this Agreement may be executed by electronic signature, which shall be considered as an original signature for all purposes and shall have the same force and effect as an original signature. Without limitation, “electronic signature” shall include faxed or Agenda Item #7.8:

Professional Services Agreement — Design Professionals
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emailed versions of an original signature, electronically scanned and transmitted versions (e.g., via pdf) of an original signature, or a digital signature.

18.15 Recitals. The Recitals are incorporated by this reference. [Signatures on following page]
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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:_____________________________
Title:_______________________________
Date:______________________
“Consultant”
EKI Environment & Water, Inc.

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 #7.8:

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Approved for use: 1/1/2025
“EXHIBIT A”
Scope of Work
Agenda Item #7.8:

336577.3
“EXHIBIT B”
Approved Fee Schedule
Agenda Item #7.8:

Corporate Office
2001 Junipero Serra Blvd, Suite 300
Daly District, CA 94014
(650) 292-9100
ekiconsult.com
2 April 2025
Terrence Erickson
Water Supervisor
City of Sonoma
#1 The Plaza
Sonoma, CA 95476
Subject: 2025 Urban Water Management Plan
(EKI C50070.00)
Dear Mr. Erickson:

EKI Environment & Water, Inc. (EKI) is pleased to submit this proposal for preparation of the 2025 Urban Water Management Plan (UWMP) for the City of Sonoma (Client or City). This proposal describes the proposed scope of work for this task.

PROPOSED SCOPE OF WORK
Task 1 – Prepare 2025 Urban Water Management Plan
Task 1.1 – Project Management and Coordination
EKI places high value on collaboration with, and input from, the City’s staff throughout the project development process. This task consists of initial preparatory work to set up and manage the project, with an emphasis on transparency and coordination, as well as continued management throughout the duration of the project.

Kick-off and Data Needs Meeting
Specific information will be required for the 2025 UWMP regarding water demands and supplies, coordination efforts, and water conservation. Prior to the kick-off meeting, EKI will review the City’s 2020 UWMP with respect to anticipated changes and updates in relevant regulations and DWR guidance. EKI will provide the City with a tabular summary of the additional data and information needed and will work with City staff to identify when the relevant information is likely to become available. The table will be organized by UWMP section so the intended use of the data and the manner in which the data will be utilized in the UWMP document is clear. The following tasks assume that the requested data will be provided in a timely manner, consistent with the agreed-upon project schedule.

At the kick-off meeting (one of three coordination meetings proposed herein), EKI and City staff will discuss UWMP requirements, project goals, opportunities, constraints, information needs, roles, responsibilities, schedule, and expectations. A key topic for discussion will be the project schedule to ensure efficient development of the UWMP in coordination with other information, DWR guidance and City plans. It is assumed that this meeting and subsequent workshops will be conducted remotely using teleconference tools.

Exhibit A and B Agenda Item #7.8:

City of Sonoma
2 April 2025

Project Management
EKI will provide project management throughout the UWMP development process. This task includes coordination and communication with City staff and general consultation and technical project management services by EKI, including the preparation of invoices, coordination of staff, and progress reports. It is anticipated that regular, brief conference calls with the City will also occur on an as-needed basis throughout the duration of the project.

EKI will prepare a detailed project schedule that will include: (1) a timeline for City staff to submit data; and (2) a detailed timeline for the preparation of the 2025 UWMP, including project milestones. All project work is currently anticipated to be completed in advance of the July 1, 2026 DWR submittal deadline.

Task 1.1 Deliverables:
• Project kick-off meeting, with agenda and meeting notes • Detailed data request
• Task-based project schedule, updated as needed
• Monthly invoices and task-based progress status reports Task 1.1 Assumptions:
• The kick-off meeting will not exceed one (1) hour in duration and will be held virtually upon a mutually agreed upon schedule.

Task 1.2 – Prepare Water Supply and Demand Assessment
This task consists of collecting and reviewing pertinent information needed to prepare the 2025 UWMP and summarizing the key results for presentation to City staff in a working review meeting.

Water System Description
Based on information provided or approved by the City, the characteristics of the City’s water service area including the water system, average rainfall, average temperature, demographics, water use sectors, and service area will be updated. This task assumes that EKI can largely build from the information and format included in the 2020 UWMP and other key documents and information provided by the City.

Current and Future Population Estimates
EKI has assumed that it will rely on information provided by the City, the 2020 Census data, California Department of Finance data, Association of Bay Area Governments (ABAG), the Sonoma-Marin Saving Water Partnership Demand Analysis and Conservation Measures Update, and/or DWR’s population tool to estimate the current and future population.

Agenda Item #7.8:

City of Sonoma
2 April 2025

Current and Future Water Demand Estimates
It is anticipated that the City will provide EKI with complete (final) water use records in total and by customer sector between 2020 and 20251
, as well as information related to distribution system losses based on validated annual reports from the Water Loss Program. Based on analysis of the water use data, appropriate water demand factors will be developed for each sector and applied to projections of population and employment growth to estimate future water demands in five-year increments through 2050. Current and future water demands will be presented by customer classes, including distribution system losses, in five-year increments through 2050. We will compare the results of our analysis to the assumptions included in the Sonoma-Marin Saving Water Partnership Demand Analysis and Conservation Measures Update and will alert the City of any discrepancies.

Senate Bill X7-7 Per-Capita Water Usage Analysis
EKI will complete a water use analysis to demonstrate continued compliance with the Water Conservation Act of 2009 (Senate Bill X7-7 [SBX7-7]) and account for potential implications of the SB 606/Assembly Bill (AB) 1668 Urban Water Use Objective (UWUO). Pursuant to SBX7-7 and preliminary guidance from DWR, the City’s 2025 UWMP will need to report compliance of 2020 water use targets if the system was compliant in 2020 and there was no service area changes between 2020 and 2025. It is assumed that limited analysis will be required as the City was below its SBX7-7 target in 2020 and there was no service area changes. This Subtask will also leverage any findings from the City’s 2025 UWUO Report.

Water Supply and Reliability Estimates
The City’s water supply will be analyzed in five-year increments for the next 25 years for both normal conditions and an extended five-year drought period. To the extent appropriate, the 2025 UWMP will incorporate information regarding the source, nature and projected availability of the City’s current water supply based upon information provided by the City, the Sonoma County Water Agency (SCWA), and the Sonoma Valley Groundwater Sustainability Agency (GSA).

The 2025 UWMP will also discuss any potential future water supplies considered by the City (if any) and supply reliability and/or constraints identified by the City (e.g., water quality).

Evaluation of Supply Versus Demand
EKI will compare the City’s projected water supply to projected water demand in five-year increments for the next 25 years, for normal years and for an extended five-year drought period. To the extent that there are significant shortfalls or uncertainties identified, EKI will bring these issues to the City’s attention so that they can be addressed prior to drafting the Administrative Draft UWMP.

Conduct the City Review Workshop #1
Review Workshop #1 will include a presentation of the information identified above and will consist of an approximately one- to two-hour teleconference meeting with appropriate stakeholders as identified by 1 If the City selects a calendar year basis for UWMP reporting, EKI will complete current water demand estimates using 2019 through 2024 for Task 1, and update the analyses using calendar year 2025 billing data when it becomes available.

Agenda Item #7.8:

City of Sonoma
2 April 2025

the City. During Review Workshop #1, EKI will obtain input regarding the presentation of initial findings and guidance from the City on how to include the information into the Administrative Draft UWMP.

Task 1.2 Deliverables:
• Incorporation of demand projections and descriptions of the methodology • Draft supply projections including descriptions of methodology and water source quality, availability, and reliability
• Draft description of current and future water projects • Draft supply versus demand projection comparisons
• Review Workshop #1, with agenda and meeting notes
Task 1.2 Assumptions:
• The 2025 UWMP Guidebook will not require significant updates to the 2025 UWMPs, and no additional analyses will be required.
• Review Workshop #1 will not exceed two (2) hours in duration and will be held virtually upon a mutually agreed upon schedule.

Task 1.3 - Water Shortage Contingency Planning and Incorporation of Water Conservation Information Task 1.3 includes incorporating information regarding the City’s water conservation measures as well as information regarding water shortage contingency planning.

Evaluate Historic, Current and Projected Future Water Conservation EKI will incorporate the water conservation information provided by the City into the 2025 UWMP, using the revised Demand Management Measure (DMM) framework required per AB 2067 and California Water Code (CWC) §10631.

Water Shortage Contingency Planning
EKI will work with the City to update the existing Water Shortage Contingency Plan (WSCP), drawing from insights gained during the recent 2021-2023 drought, and ensuring that options are robust enough to reduce water demands under projected dry-year scenarios. This task assumes that EKI can largely build from the City’s existing WSCP and format included in the 2020 UWMP.

Conduct the City Review Workshop #2
Review Workshop #2 will include a presentation of the information identified above and will consist of a one-hour teleconference meeting with appropriate stakeholders as identified by the City. During Review Workshop #2 EKI will obtain input from the City and stakeholders regarding the content and potential effectiveness of the current WSCP and how best to include the information into the Administrative Draft UWMP.

Task 1.3 Deliverables:
• Incorporation of conservation (DMM) summary
• Updated WSCP Chapter in UWMP
Agenda Item #7.8:

City of Sonoma
2 April 2025

• Review Workshop #2, with agenda and minutes
Task 1.3 Assumptions:
• The 2025 UWMP Guidebook will not require significant updates to the 2025 WSCPs, and no additional analyses will be required.
• Review Workshop #2 will not exceed one (1) hour in duration and will be held virtually upon a mutually agreed upon schedule.

Task 1.4 – Prepare and Submit Administrative Draft, Public Draft, and Final 2025 UWMP Task 1.4 includes the preparation of the written UWMP documents for the City and public review, incorporation of feedback, and subsequent preparation and submission of a Final 2025 UWMP.

Administrative Draft UWMP and Public Draft UWMP
Based upon the results of Tasks 1.1 through 1.3, EKI will prepare an Administrative Draft UWMP. EKI will provide one (1) electronic Word version of the Administrative Draft UWMP to City staff for a 30-day review and comment period. EKI will incorporate the City’s comments as appropriate and produce a Public Draft UWMP.

EKI will provide one (1) electronic PDF version of the Public Draft UWMP to City staff for public and regional agencies’ review. Following a 30-day review period, EKI will communicate with key City staff to discuss comments received by the City as a result of external review and to agree on an approach to modify the Public Draft UWMP.

Preparation and Filing of Final UWMP
As directed by the City, EKI will incorporate comments received on the Public Draft UWMP and at the public hearing into a Final 2025 UWMP, as well as the City Board’s resolution to adopt the 2025 UWMP (Task 1.5). Within 30 days of adoption by the City Board, EKI will forward the Final 2025 UWMP on the City’s behalf to DWR, the California State Library, and Sonoma County Library. The Final 2025 UWMP will be delivered, including supporting documentation in the following formats: five (5) paper copies of the Final 2025 UWMP; electronic file in Adobe PDF format; and electronic files in Word and Excel formats.

Task 1.4 Deliverables:
• Administrative Draft UWMP (1 electronic [Word] copy)
• Public Draft UWMP (1 electronic [PDF] copy)
• Final 2025 UWMP (5 hard copies, 2 electronic copies [PDF and Word/Excel versions]) • Final 2025 UWMP submittal to DWR
Task 1.4 Assumptions:
• The 2025 UWMP Guidebook will not require significant updates to the 2025 UWMPs, and no additional analyses will be required.

Agenda Item #7.8:

City of Sonoma
2 April 2025

Task 1.5 – Public Outreach
EKI will support the City in key aspects of the public outreach elements of the 2025 UWMP. This support will include:
• Drafting the 60 Day Notification and Public Hearing notices required by CWC Sections 10621(b); Section 10620(d)(2); and Section 10642; and
• Attending and presenting at one (1) City Board meeting.

Task 1.5 Deliverables:
• Draft and final versions of outreach letters, notices and other materials • Meeting agendas and minutes
• Presentation materials (e.g., handouts and presentations) Task 1.5 Assumptions:
• The 2025 UWMP Guidebook will not require significant updates to the outreach process. • The City Board meeting will not exceed two (2) hours in duration and will be in-person.

SCHEDULE
EKI is prepared to start work on the above Scope of Work immediately upon authorization from the City to proceed. It is anticipated that the work effort will begin after 1 July 2025 and be completed no later than 1 July 2026. We will inform the City of any issues that arise that may affect the schedule for completion or impact the anticipated level of effort.

COMPENSATION
Inasmuch as the exact level of effort required to complete the proposed Scope of Work cannot be identified at this time, EKI proposes to perform the above services on a lump sum basis upon percent completion of each task and provision of deliverables under the task with a total of $46,000.

It is understood that at times the receipt of data and key information may be necessarily delayed, but it is noted that significant delays or multiple additional rounds of document revision or meetings are beyond the proposed scope of work and would result in additional charges. In the event that such out of scope conditions occur, EKI will notify the City of the additional anticipated level of effort, and any additional work will be billed on a time and materials expense reimbursement basis in accordance with our current Schedule of Charges, dated 1 January 2025 included as Attachment A.

Agenda Item #7.8:

City of Sonoma
2 April 2025

If this proposal meets with your approval, please sign where noted below. Please return a fully executed copy to our office to confirm your authorization to proceed. We are pleased and excited to have the opportunity to work with the City on this very important project. Please call if you have any questions or wish to discuss this proposal in greater detail.

Very truly yours,
EKI ENVIRONMENT & WATER, INC.

Andree Lee C. David Umezaki, PE
Vice President / Principal in Charge Project Manager
City of Sonoma (CLIENT)
By__________________________
Title_________________________
Date_________________________
Attachments
A. EKI Schedule of Charges, dated 1 January 2025
Agenda Item #7.8:

Attachment A
EKI Schedule of Charges, dated 1 January 2025
Agenda Item #7.8:

Client/Address: City of Sonoma
#1 The Plaza
Sonoma, CA 95476

Proposal/Agreement Date: 31 March 2025 EKI C50070.00
SCHEDULE OF CHARGES FOR EKI ENVIRONMENT & WATER, INC. 1 January 2025 Personnel Classification Hourly Rate
Officer and Chief Engineer-Scientist 355
Principal Engineer-Scientist 343
Supervising I, Engineer-Scientist 333
Supervising II, Engineer-Scientist 319
Senior I, Engineer-Scientist 306
Senior II, Engineer-Scientist 295
Associate I, Engineer-Scientist 283
Associate II, Engineer-Scientist 267
Engineer-Scientist, Grade 1 248
Engineer-Scientist, Grade 2 234
Engineer-Scientist, Grade 3 215
Engineer-Scientist, Grade 4 193
Engineer-Scientist, Grade 5 170
Engineer-Scientist, Grade 6 148
Project Assistant 139
Technician 133
Senior GIS / Database Analyst 175
CADD Operator / GIS Analyst 152
Senior Administrative Assistant 167
Administrative Assistant 132
Secretary 111
Direct Expenses
Reimbursement for direct expenses, as listed below, incurred in connection with the work will be at cost plus fifteen percent (15%) for items such as:
a. Maps, photographs, reproductions, printing, equipment rental, and special supplies related to the work. b. Consultants, soils engineers, surveyors, drillers, laboratories, and contractors. c. Rented vehicles, local public transportation and taxis, travel, and subsistence. d. Special fees, insurance, permits, and licenses applicable to the work. e. Outside computer processing, computation, and proprietary programs purchased for the work.

A Communication charge for e-mail access, web conferencing, cellphone calls, messaging and data access, file sharing, local and long distance telephone calls and conferences, facsimile transmittals, standard delivery U.S. postage, and incidental in-house copying will be charged at a rate of 4% of labor charges. Large volume copying of project documents, e.g., bound reports for distribution or project-specific reference files, will be charged as a project expense as described above.

Reimbursement for company-owned automobiles, except trucks and four-wheel drive vehicles, used in connection with the work will be at the rate of sixty cents ($0.60) per mile. The rate for company-owned trucks and four-wheel drive vehicles will be seventy-five cents ($0.75) per mile. There will be an additional charge of thirty dollars ($30.00) per day for vehicles used for field work. Reimbursement for use of personal vehicles will be at the federally allowed rate plus fifteen percent (15%).

CADD and other specialized software computer time will be charged at twenty dollars ($20.00) per hour. In-house material and equipment charges will be in accordance with the current rate schedule or special quotation. Excise taxes, if any, will be added as a direct expense.

Rate for professional staff for legal proceedings or as expert witnesses will be at a rate of one and one-half times the Hourly Rates specified above.

The foregoing Schedule of Charges is incorporated into the Agreement for the Services of EKI Environment & Water, Inc. and may be updated annually.

Agenda Item #7.8:

336577.3
“EXHIBIT C”
Campaign Contribution Disclosure Form
Agenda Item #7.8:

336577.3

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

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

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

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

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

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

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

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

1. ____________________________________

2. ____________________________________

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

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

1. ____________________________________

2. ____________________________________

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

Printed Name
Signature
Date Phone
To be completed by City:

Document No: ______________________________
Agenda Item #7.8:

336577.3
Agenda Item #7.8:

City of Sonoma
Agenda Item Summary
Meeting: City Council - 07 May 2025
Department
Administration
Staff Contact
Sarah Tracy, Senior Management Analyst/PIO
Agenda Item Title
2025 Cultural and Fine Arts Commission (CFAC) Work Plan as recommended by the Commission
Summary
The City of Sonoma’s boards and commissions serve in an advisory capacity to the City Council and are encouraged to adopt annual work plans that align with the Council’s established goals.

The Cultural and Fine Arts Commission (CFAC) supports City efforts related to public art, cultural programming, artist recognition, and community enrichment.

In 2024, the Commission made substantial progress on foundational initiatives, including:
 Streamlining the Treasure Artist and Student Creative Artist Award programs  Recommending updates to the City’s Public Art Policy (adopted December 2024) to expand support for temporary installations and exploration of additional revenue (under review as part of the City's Fee Study)
 Transitioning the City Council Chambers Rotating Art Exhibit to the Sonoma Community Center
 Refocusing on development of a long-term Public Art Program To guide efforts in 2025, the Commission developed its first formal Work Plan. The plan was approved by CFAC at its April 22, 2025, meeting, with a requested revision to remove the word 'feasibility' from the Public Arts Master Plan priority and provide more specific, actionable language. That change is reflected in the final version submitted for Council consideration.

Summary of 2025 Priorities:

1. Develop a Public Art Toolkit
o Create templates, sample documents, engagement tools, and site maps to support future public art projects.
o Timeline: Q2–Q4 2025 | Funding: Staff time; potential grants

2. Advance Utility Box Art Wrap Pilot Program
o Launch a temporary public art program on select utility boxes, using digitally printed vinyl wraps.
o Timeline: Call for Artists in June, Installation likely in Fall 2025 | Funding: Public Art Fund (NTE $15,000)

3. Explore Public Arts Master Plan
o Once the Parks and Recreation Director is hired, collaborate to outline key components, objectives, and resource needs for a future Public Arts Master Plan. This may include identifying existing assets, community engagement Agenda Item #9.1:

strategies, and potential funding sources to support a phased development process.
o Timeline: Q3–Q4 2025 (planning only) | Funding: None required in 2025

4. Engage Past Treasure Artists
o Develop simple, intentional ways to reconnect with past honorees and invite them to participate in current and future initiatives.
o Timeline: TBD | Funding: Low- or no-cost options preferred

5. Continue Annual Programs
o Maintain CFAC’s longstanding community recognition programs:
 Student Creative Artist Award (Since 1988)
 Treasure Artist of the Year (Since 1983)
o Timeline: Ongoing | Funding: Existing annual budget allocation Alignment with City Council Goals:

The CFAC Work Plan supports the following 2025 City Council Goals:
 Parks and Recreation & Community Services - Activates public spaces and enriches community life through public art and cultural programming.  Economic Development & Financial Stability – Promotes Sonoma as an arts destination and supports local artists through visibility, recognition, and opportunity.  Climate Mitigation & Adaptation – Encourages creative placemaking that contributes to community well-being, shade, and identity in the face of a changing climate.
 Sonoma Valley Annexation/Unification goal, CFAC programs already reflect a Valley-wide approach. Notably:
o The Treasure Artist and Student Creative Artist Award programs are open to participants across the Sonoma Valley, not just City residents. o The 2024 Treasure Artist, Victor Ferrer, was celebrated with a reception held in El Verano at El Verano School—outside of city limits.
o The upcoming Utility Box Art Wrap Pilot Program will also be open to artists from throughout the Valley.

As the City develops its Public Art Program, there are significant opportunities to explore how arts initiatives can serve as a unifying force for the region. Successful pilot efforts within city limits could be replicated or expanded into unincorporated neighborhoods in partnership with the County, extending the benefits of cultural investment and creative placemaking across jurisdictional lines.

Recommended Council Action
Approve the 2025 Cultural and Fine Arts Commission Work Plan, as recommended by the Commission at its April 22, 2025, meeting.

Alternative Actions
Council discretion.

Agenda Item #9.1:

Financial Impact
Staff has activated a Public Art Fund account that will now include an allocation of existing Public Art Funds, which Council will see reflected in the FY 2025/26 budget. This is a noteworthy advancement—until now, the City had not included budget allocations for the Public Art Program in recent years, and previously, available funds could only be used for permanent artwork. Activating this fund creates new opportunities for temporary and diverse public art projects.

The Utility Box Art Wrap Pilot has the potential to become the first temporary art initiative supported by Public Art Funds. City Council will consider the CFAC recommendation of a notto-exceed budget of $15,000 for the pilot project at a future meeting.

Environmental Review Status
Environmental Impact Report
Negative Declaration
Exempt
Not Applicable
Approved/Certified
No Action Required
Action Requested
Attachments
2025 CFAC Priorities
Agenda Item #9.1:

City of Sonoma Cultural and Fine Arts Commission
2025 Work Plan
Priority Name Council Goal Alignment Summary/Comments Timeline Funding Needs/Status Develop a Public Art Toolkit
Parks & Recreation & Community
Services; Economic
Development
Create site maps, sample calls
for artists, evaluation templates,
funding resources, and
community engagement tools for
public art program.

Q2 - Q4 2025 Staff time; potential grant
opportunities
Advance the Utility Box Art
Wrap Project
Parks & Recreation & Community
Services
Implement pilot public art
project on select utility boxes
Summer-Fall 2025 (Pilot
Launch) Public Art Funding Est. $15,000
Explore Creation of a
Public Arts Master Plan
Parks & Recreation & Community
Services; Economic
Development
Outline key components,
objectives, and resource needs
for a future Public Arts Master
Plan. This may include
identifying existing assets,
community engagement
strategies, and potential funding
sources to support a phased
development process.

Q3 - Q4 2025 (Begin Exploration
with Incoming Parks & Rec
Director)
TBD - exploration only in 2025;
funding not needed immediately
Engage Past Treasure
Artists
Parks & Recreation & Community
Services
Develop ways to recconect with,
recognize, and involve past
honorees and hilight their
ongoing contributions.

TBD
Low-cost or no-cost options
preferred; potential future
funding
Continue Annual Programs
(Treasure Artist & Student
Creative Artist Award)
Parks & Recreation & Community
Services
Maintain and refine established
CFAC programs. Ongoing - Annual Cycle
Funded through existing staff
and funding (Community
Services Budget, CFAC
Activities)
Agenda Item #9.1:

City of Sonoma
Agenda Item Summary
Meeting: City Council - 07 May 2025
Department
Administration
Staff Contact
Carolyn Fulton, Cemeteries Manager
Jenny Yankovich, Assistant to the City Manager
Agenda Item Title
City Cemeteries Operations Update and a Resolution Approving the 2025-26 Cemetery Price List to Include Additional Inventory for 114 Above Ground Columbaria Niches at Veterans' and Mountain Cemeteries and Adjust Full Body Crypt and In-ground Burial Placement Rates Summary
The City of Sonoma owns and manages three cemeteries, Mountain, Valley, and Veterans' that comprise the City's Cemetery Enterprise Fund. For many years, the City's Cemetery Enterprise Fund has been operating at a deficit and requires subsidy transfers from the City's General Fund to meet minimum operating standards. Additionally, the Cemetery Endowment Fund has been historically underfunded resulting in a lack of inventory to meet community needs and deferred maintenance and compromising the City's ability to generate revenue and dedicating sufficient staffing levels to develop sustainable practices for the cemeteries operation.

On November 15, 2023, the City Council received a financial analysis and Strategic Operating Plan prepared by L.F. Sloan Consulting Group to address the ongoing Cemetery Enterprise Fund operating deficit. The Strategic Operating Plan included several action items for City Council consideration including the creation of an inventory to meet the projected community demand. The City Council adopted Resolution #74-2023, authorizing the City Manager to execute expenditures for the placement of approximately 100 additional columbaria niches at Mountain and Veterans' Cemeteries. The City Council also approved the 2023-24 Cemetery Price List to align product and service fees with costs, needed for long-term sustainability of the City's Cemeteries while more efficiently meeting community needs.

ACCOMPLISHMENTS
On March 20, 2024, the City Council adopted Resolution #21-2024 creating a new job classification for a full-time Cemeteries Manager to provide focused, strategic management of cemeteries sales, capital projects, operations, community relations and ensure compassionate customer service to families. The Cemeteries Manager role was filled in July 2024 and the following highlights some of the accomplishments to date:
 On target to complete installation of 100+ additional above ground niches at Mountain and Veterans' cemeteries in FY2024-25
 Contracted with Conservation Corps North Bay to provide fuel reduction of substantial overgrowth of vegetation and improved sight lines throughout Mountain Cemetery  Coordinated volunteer maintenance activities at all three cemeteries with tools and equipment, tractors and operators, and debris containers and hauling  Coordinated with Sonoma Valley Historical Society to initiate GIS-based mapping of burial plots in the historic Mountain Cemetery
 Created Summer Student Internship to complete GIS-based mapping of burial plots in the historic Mountain Cemetery
Agenda Item #9.2:

 Initiated mausoleum landscape improvements at Mountain Cemetery  Created and distributed cemetery brochures for families, funeral homes, churches and community organizations
 Updated cemetery website with information, FAQs, contact forms, and active waiting list
PRICE LIST 2025-26
The installation of 114 additional columbaria niches (82 at Mountain Cemetery and 32 at Veterans' Cemetery) is scheduled for May 2025. The 2023-24 Cemetery Price List does not include pricing for this newly constructed additional inventory. Additionally, increased costs for full body crypt and in ground placements necessitate pricing adjustments to ensure the City Price List aligns with the Strategic Operating Plan to support long-term maintenance and beautification of City of Sonoma cemeteries while addressing the operating fund deficit. The existing inventory of niches at Mountain and Valley Cemeteries remains at the FY2023-24 prices, allowing the City to provide a broader range of placement options to the community for their loved ones.

Staff recommends the City Council approve the 2025-26 Cemetery Price List that includes pricing for the newly available columbaria niches at Mountain and Veterans' Cemeteries and adjustments to offset increased costs for full body crypt and in ground burial placements.

Recommended Council Action
Receive the update and adopt the resolution approving the 2025-26 Cemetery Price List to include pricing for 114 additional columbaria niches at Mountain and Veterans Cemeteries and adjustments to offset costs for full body crypt and in-ground burial placement rates.

Alternative Actions
Council Discretion
Financial Impact
This action will allow the City to recover costs for cemeteries operations, inventory investments and long-term maintenance.

Environmental Review Status
Environmental Impact Report
Negative Declaration
Exempt
Not Applicable
Approved/Certified
No Action Required
Action Requested
Attachments
Resolution - 2025-26 Cemeteries Price List
Exhibit A - 2025-26 Cemeteries Price List
Updated Cemeteries Presentation
Agenda Item #9.2:

City of Sonoma
RESOLUTION # _______ - 2025

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SONOMA APPROVING THE 2025-26 CEMETERY PRICE LIST TO INCLUDE ADJUSTMENTS TO FULL BODY CRYPT AND IN-GROUND BURIAL PLACEMENTS AND PRICING FOR 114 ADDITIONAL COLUMBARIA NICHES AT MOUNTAIN AND VETERANS’ CEMETERIES
WHEREAS, on September 15, 2023, the City Manager engaged L.F. Sloane Consulting Group to develop a Strategic Operating Plan for the City of Sonoma’s cemeteries; and, WHEREAS, on November 15, 2023, L.F. Sloane Consulting Group presented a proposed 2023-24 Strategic Operating Plan to City Council that included cemetery pricing recommendations; and WHEREAS, on November 15, 2023, the City Council approved the 2023-24 Cemetery Price List; and WHEREAS, the approved 2023-24 Cemetery Price List requires adjustments for full body crypt and in-ground burial placements to recover current cost conditions; and WHEREAS, in May 2025, 114 additional columbaria niches will be installed at Mountain and Veterans’ Cemeteries and available for purchase; and
WHEREAS, the approved 2023-24 Cemetery Price List does not include pricing for the 114 additional columbaria niches at Mountain and Veterans’ cemeteries.

NOW, THEREFORE BE IT RESOLVED that the City Council approves the 2025-26 City of Sonoma Cemetery Price List (Exhibit A) to include pricing adjustments to full body crypt and in-ground burial placements and pricing for 114 additional columbaria niches at Mountain and Veterans’ Cemeteries.

PASSED, APPROVED, AND ADOPTED, at a Regular meeting of the City Council of the City of Sonoma on this 7th day of May 2025, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
_____________________________
Patricia Farrar-Rivas, Mayor
ATTEST:
_____________________________
Rebekah Barr, MMC, City Clerk
Agenda Item #9.2:

City of Sonoma
Cemetery Price List
Effective May 8, 2025
Plot/Crypt/Niche
30 %
Endowment
25%
Administration
City
Resident
County
Resident
Out of
County
30% 25% 10% 15%

MOUNTAIN CEMETERY
Ground Burial $ 6,000.00 $ 1,800.00 $ 1,500.00 $ 9,300.00 $ 10,230.00 N/A Ground Burial $ 7,000.00 $ 2,100.00 $ 1,750.00 $ 10,850.00 $ 11,935.00 $ 12,477.50 Additional Cremation Inurnment (Ground) $ 700.00 $ 210.00 $ 175.00 $ 1,085.00 $ 1,193.50 $ 1,247.75 Additional Cremation Inurnment (Family Mausoleum) $ 700.00 $ 210.00 $ 175.00 $ 1,085.00 $ 1,193.50 $ 1,247.75 Cremation Grave $ 1,800.00 $ 540.00 $ 450.00 $ 2,790.00 $ 3,069.00 $ 3,208.50 Scatter Garden $ 450.00 $ 135.00 $ 112.50 $ 697.50 $ 767.25 $ 802.13 Child Grave $ 600.00 $ 180.00 $ 150.00 $ 930.00 $ 1,023.00 $ 1,069.50 Single Cremation Niche
Row 1-2, 6-8 $ 1,600.00 $ 480.00 $ 400.00 $ 2,480.00 $ 2,728.00 $ 2,852.00 Row 3-5 $ 2,000.00 $ 600.00 $ 500.00 $ 3,100.00 $ 3,410.00 $ 3,565.00 Double Cremation Niche
Row 3-5 $ 3,600.00 $ 1,080.00 $ 900.00 $ 5,580.00 $ 6,138.00 $ 6,417.00 Row 1-2, 6 $ 3,000.00 $ 900.00 $ 750.00 $ 4,650.00 $ 5,115.00 $ 5,347.50 Columbaria
Row 1-2 $ 2,400.00 $ 720.00 $ 600.00 $ 3,720.00 $ 3,906.00 $ 4,687.20 Row 3-5 $ 3,000.00 $ 900.00 $ 750.00 $ 4,650.00 $ 4,882.50 $ 5,859.00 Single Columbaria Niche
Row 1-2 $ 3,000.00 $ 900.00 $ 750.00 $ 4,650.00 $ 5,115.00 $ 5,347.50 Row 3-5 $ 4,000.00 $ 1,200.00 $ 1,000.00 $ 6,200.00 $ 6,820.00 $ 7,130.00 Double Columbaria Niche
Row 1-2 $ 5,500.00 $ 1,650.00 $ 1,375.00 $ 8,525.00 $ 9,377.50 $ 9,803.75 Row 3-5 $ 7,000.00 $ 2,100.00 $ 1,750.00 $ 10,850.00 $ 11,935.00 $ 12,477.50 Mausoleum Crypts
Single Crypt $ 6,000.00 $ 1,800.00 $ 1,500.00 $ 9,300.00 $ 10,230.00 $ 10,695.00 Single Crypt $ 10,000.00 $ 3,000.00 $ 2,500.00 $ 15,500.00 $ 17,050.00 $ 17,825.00 Double Crypt $ 10,000.00 $ 3,000.00 $ 2,500.00 $ 15,500.00 $ 17,050.00 $ 17,825.00 Double Crypt $ 18,000.00 $ 5,400.00 $ 4,500.00 $ 27,900.00 $ 30,690.00 $ 32,085.00 Additional Cremation Inurnment (Mausoleum) $ 700.00 $ 210.00 $ 175.00 $ 1,085.00 $ 1,193.50 $ 1,247.75 Sonoma City Cemetery Price List 1 of 3
Agenda Item #9.2:

City of Sonoma
Cemetery Price List
Effective May 8, 2025
Plot/Crypt/Niche
30 %
Endowment
25%
Administration
City
Resident
County
Resident
Out of
County
30% 25% 10% 15%

VETERANS CEMETERY
Ground Burial $ 6,000.00 $ 1,800.00 $ 1,500.00 $ 9,300.00 $ 10,230.00 $ 10,695.00 Ground Burial $ 7,000.00 $ 2,100.00 $ 1,750.00 $ 10,850.00 $ 11,935.00 $ 12,477.50 Additional Cremation Inurnment (Ground) $ 700.00 $ 210.00 $ 175.00 $ 1,085.00 $ 1,193.50 $ 1,247.75 New Single Cremation Niche
Row 1-2 $ 1,900.00 $ 570.00 $ 475.00 $ 2,945.00 $ 3,239.50 $ 3,386.75 Row 3-4 $ 2,600.00 $ 780.00 $ 650.00 $ 4,030.00 $ 4,433.00 $ 4,634.50 Cremation Grave $ 1,800.00 $ 540.00 $ 450.00 $ 2,790.00 $ 3,069.00 $ 3,208.50 Scatter Garden $ 450.00 $ 135.00 $ 112.50 $ 697.50 $ 767.25 $ 802.13

VALLEY CEMETERY
Ground Burial $ 6,000.00 $ 1,800.00 $ 1,500.00 $ 9,300.00 $ 10,230.00 N/A Ground Burial $ 7,000.00 $ 2,100.00 $ 1,750.00 $ 10,850.00 $ 11,935.00 $ 12,477.50 Additional Cremation Inurnment (Ground) $ 700.00 $ 210.00 $ 175.00 $ 1,085.00 $ 1,193.50 $ 1,247.75 Columbaria
Row 1-2 $ 2,400.00 $ 720.00 $ 600.00 $ 3,720.00 $ 3,906.00 $ 4,687.20 Row 3-5 $ 3,000.00 $ 900.00 $ 750.00 $ 4,650.00 $ 4,882.50 $ 5,859.00 New Single Columbaria Niche
Row 1-2 $ 3,000.00 $ 900.00 $ 750.00 $ 4,650.00 $ 5,115.00 $ 5,347.50 Row 3-5 $ 4,000.00 $ 1,200.00 $ 1,000.00 $ 6,200.00 $ 6,820.00 $ 7,130.00 Cremation Grave $ 1,800.00 $ 540.00 $ 450.00 $ 2,790.00 $ 3,069.00 $ 3,208.50 Sonoma City Cemetery Price List 2 of 3
Agenda Item #9.2:

City of Sonoma
Cemetery Price List
Effective May 8, 2025
Plot/Crypt/Niche
30 %
Endowment
25%
Administration
City
Resident
County
Resident
Out of
County
30% 25% 10% 15%
Opening and Closing/ Merchandise (All Cemeteries)
Ground Burial $ 2,000
Crypt Placement $ 800
Cremation In-Ground $ 600
Cremation Mauoleum/Niche $ 450
Child $ 200
Liner $ 900
Sonoma City Cemetery Price List 3 of 3
Agenda Item #9.2:

5/2/2025
1 CITY OF SONOMA

CEMETERIES UPDATE
Sonoma City Council Meeting, May 7, 2025
Carolyn Fulton, Cemeteries Manager

CEMETERIES

ORGANIZATIONAL

STRUCTURE
Cemeteries Manager hired in July 2024 • Allocated 100% to Cemeteries • Responsible for cemetery arrangements with families, education, inventory management, and strategy
Administrator hired in March 2025 • Allocated 25% to Cemeteries • Responsible for record keeping and clean-up, administration, and addressing family inquiries
Sr. Maintenance Worker • Would be allocated 50% to cemeteries to maintain and improve the condition of cemeteries (previously
100% allocated) • Position was vacant in current fiscal year, public works team covered tasks • Public works team supplies team members for burial services and other required ad hoc services

CITY OF SONOMA CEMETERIES UPDATE
1 2
Agenda Item #9.2:

5/2/2025
2 Fire Mitigation
Volunteer Clean-up
Landscape Improvements

CONTINUED

IMPROVEMENTS

CITY OF SONOMA CEMETERIES UPDATE
ACTIVITY UPDATE (1 OF 2)

CITY OF SONOMA CEMETERIES UPDATE
 On target to complete installation of 100+ additional above ground niches at Mountain and Veterans' cemeteries in FY2024- 25  Contracted with Conservation Corps North Bay to provide fuel reduction of substantial overgrowth of vegetation and improved sight lines throughout Mountain Cemetery
 Coordinated volunteer maintenance activities at all three cemeteries with tools and equipment, tractors and operators, and debris containers and hauling
 Coordinated with Sonoma Valley Historical Society to initiate GIS-based mapping of burial plots in the historic Mountain Cemetery
3 4
Agenda Item #9.2:

5/2/2025
3 ACTIVITY UPDATE (2 OF 2)

CITY OF SONOMA CEMETERIES UPDATE
• Created Summer Student Internship to complete GIS-based mapping of burial plots in the historic Mountain Cemetery • Initiated mausoleum landscape improvements at Mountain Cemetery
• Created and distributed cemetery brochures for families, funeral homes, churches and community organizations
• Updated cemetery website with information, FAQs, contact forms, and active waiting list
• Continue to provide compassionate and
respectful customer service to families with loved
ones placed at the City’s cemeteries • Expand Volunteer Events & Community Engagement • Improve Standard of Maintenance • Evaluate and Expand In-Ground Burial Offering ⚬ Mountain FYE 2025-2026 ⚬ Veterans FYE 2025-2026 ⚬ Valley FYE 2026-2027 • Identify and implement additional burial and memorial opportunities at all three cemeteries ⚬ Veterans Cemetery Enhance Tribute Offerings ⚬ Cenotaph / memorial wall, scatter garden, additional burial options for Mountain and Valley Cemetery
2025 - 2026 GOALS

CONTINUED IMPROVEMENTS

CITY OF SONOMA CEMETERIES UPDATE
5 6
Agenda Item #9.2:

5/2/2025
4 Recommended
Price Changes
Ground Burial: $9,300 -> $10,850 • Waitlist for inventory • Reflects higher cost of delivering and developing new inventory
Crypt Pricing • Waitlist for inventory • Increase single crypt pricing:
$9,300 -> $15,500 • Increase double crypt pricing
10,850->27,900
Niche Pricing:

Introduce pricing for Columbaria • Veterans’: $2,945-$4,030 • Mountain: $4,650-$10,850 No other recommended
changes to pricing
Sonoma County Prices City Cemetery Prices
Current Sonoma County and Sonoma City Cemetery Property Pricing

CITY OF SONOMA CEMETERIES UPDATE
New columbaria will introduce an additional
cremation option for residents of Sonoma
Timeline: • Ordered on November 13, 2024 • Expected Installation May 15, 2025 • Public Works will be handling installation
Project Cost: • Total Cost: $120 K ⚬ Units: $64 K. Installation: $36 K.

Remainder for beautification

COLUMBARIA
UPDATE • Veterans: 32 Units
(32 spaces) • Mountain: 82 Units
(107 spaces)
Number of Units:

CITY OF SONOMA CEMETERIES UPDATE
7 8
Agenda Item #9.2:

5/2/2025
5 Total
Sales
Veterans’
Cemetery
Valley
Cemetery
Mountain
Cemetery July 2024 - March 2025
Niches/Columbarium 25 0 0 25
Earth Cremains 2 1 0 3
Crypts 0 0 0 0
Ground Burials 0 0 0 0
Total Sales 27 1 0 28

NEW UNIT SALES UPDATE
FY 2024 - 2025

CITY OF SONOMA CEMETERIES UPDATE
Veterans’
Cemetery
Valley
Cemetery
Mountain
Cemetery As of March 31, 2025
Niches/Columbarium 71 0 0
Earth Cremains 81 20 0
Crypts Waitlist 0 0
Ground Burials Waitlist Waitlist Waitlist
Infant Burials 26 0 0
Total Sales 178 20 0

AVAILABLE UNITS
Inventory

CITY OF SONOMA CEMETERIES UPDATE
9 10
Agenda Item #9.2:

5/2/2025
6 UPCOMING

PROJECT CAPITAL

EXPENSES
Total Capital Expenses: $235,000 • Veteran Columbarium Phase II: $55,000 • 100 new In-Ground Burials: $150,000 (across all three cemeteries) • Capital Consulting and Engineering:
$30,000

CITY OF SONOMA CEMETERIES UPDATE
Veterans Standard row (1-2) Premium row (3-4) Total
Units (QTY) 16 16 32
Price ($) 2,945 4,030
Revenue ($) 47,120 64,480 111,600
Mountain: Single Standard row (1-2) Premium row (3-4) Total Units (QTY) 26 31 57
Price ($) 4,650 6,200
Revenue ($) 120,900 192,200 313,100
Mountain: Double Standard row (1-2) Premium row (3-4) Total Units (QTY) 10 15 25
Price ($) 8,525 10,850
Revenue ($) 85,250 162,750 248,000

RECOMMENDED

COLUMBARIA

PRICING
Total City Price (includes Endowment & Admin Fee)
Note: Updated prices reflect
total cost to the City including
Direct costs, Inderict costs,
Capital Costs, Regulatory and
Compliance costs, and
Endowment.

CITY OF SONOMA CEMETERIES UPDATE
11 12
Agenda Item #9.2:

5/2/2025
7 SONOMACITY.ORG/DEPARTMENTS/CEMETERIES

FOR CITY OF SONOMA CEMETERIES

INFORMATION, PLEASE SCAN THE
QR CODE OR VISIT:

Thank You
13 Agenda Item #9.2:

City of Sonoma
Agenda Item Summary
Meeting: City Council - 07 May 2025
Department
Administration
Staff Contact
David Guhin, City Manager
Agenda Item Title
City of Sonoma Top Three Priorities for Regional Consideration by the Sonoma County Mayors & Councilmembers Association
Summary
The City of Sonoma is a member of the Sonoma County Mayors and Councilmembers Association (SCMCA), which provides a space for education, collaboration and advocacy on issues of common interest among cities in Sonoma County. The Board of Directors of SCMCA has requested that each city provide a list of priorities that would be good topics for regional collaboration.

The request made through the SCMCA Clerk, “We [Board of Directors] kindly ask each City/Town Council to identify and prioritize three key issues within their jurisdiction that require attention or action. These priorities will be discussed collectively at an upcoming special MCA Board of Directors meeting to find shared solutions and foster collaboration. The goal is to present these consolidated priorities to the Sonoma County Board of Supervisors to ensure alignment and effective resource allocation. Your input is invaluable in shaping strategies that benefit the region as a whole.”
Potential Regional Topics for Council Consideration

1. Homelessness, Housing, and Mental Health
• Coordinate and fund homeless services, including through Sonoma County DHS and the Homeless Coalition.
• Support affordable housing development, preservation and homelessness prevention programs.
• Expand access to mental health services and facilities, including use of Measure O funding.

2. Emergency Preparedness and Resilience
• Improve regional planning and infrastructure for extreme events (e.g., wildfires, storms, mudslides).
• Support for identification and funding for preventative measures to address extreme events.
• Strengthen communication, coordination, and joint emergency response operations.
• Collaborate on preparedness strategies and shared training resources across jurisdictions.

3. Interagency Coordination and Shared Resources
• Review and enhance joint agreements and regional partnerships (e.g., Library JPA, Sonoma Clean Power).

Agenda Item #9.3:

• Develop equitable funding models for shared public facilities (e.g., pools, senior and community centers).
• Support for nonprofits that serve countywide immigrant and other community needs.

Staff is recommending that the City Council review and discuss these topics and confirm them as their top three priorities or identify alternate priorities. Mayor Farrar-Rivas will present the City's priorities to the Board of Directors at their special Board of Directors meeting, tentatively set for May 22, 2025.

Recommended Council Action
It is recommended that the City Council provide the Mayor with the City’s top three priorities for regional consideration at the upcoming Sonoma County Mayors and Councilmembers Board of Directors meeting.

Alternative Actions
Council discretion.

Financial Impact
There are no direct financial impacts with providing a list of priorities to the SCMCA Board of Directors.

Environmental Review Status
Environmental Impact Report
Negative Declaration
Exempt
XX Not Applicable
Approved/Certified
No Action Required
Action Requested
Agenda Item #9.3: