Agenda — Sonoma City Council, September 17, 2025 (part 1 of 2)

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, September 17, 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.

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REGULAR MEETING

CONVENE, CALL TO ORDER & PLEDGE OF ALLEGIANCE

REPORT ON CLOSED SESSION

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

1. COMMENTS FROM THE PUBLIC
At this time members of the public may address the Council on matters not listed on this agenda, but which are within the subject matter jurisdiction of the Council. This public comment period will be limited to ten speakers. Each speaker will be allowed up to two minutes. Speakers who do not have an opportunity to speak during the first public comment section will be allowed to make their comments during the later public comment period, Agenda Item 10, provided there were more than 10 people in the first public comment section. When the Mayor announces these agenda items, please form a line to speak.

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

2. MEETING DEDICATIONS

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

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

4. CITY MANAGER COMMENTS AND ANNOUNCEMENTS

5. CITY ATTORNEY COMMENTS

6. PRESENTATIONS

6.1: "Celebrate Sonoma" - Presentation of Certificate of Recognition in Honor of William "Bill" Lynch

6.2: Proclamation Designating September 15 - October 15, 2025, as Hispanic Heritage Month in the City of Sonoma

6.3: Presentation of Current Pacific Gas & Electric Activities and Initiatives by Jason Taormino, Local Government Affairs, PG&E

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 Authorizing the City Manager to Execute a Professional Services Agreement with FastSigns Santa Rosa for Fabrication and Installation Services for the Utility Box Art Wrap Pilot Program and Approve Use of Public Art Fund (703) for Associated Costs
6 - 14

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RECOMMENDATION: Adopt the resolution.

Agenda Report - Utility Box Art Wrap Pilot Program – Fabrication and Installation Contract - Pdf

7.3: Designate Mayor Patricia Farrar-Rivas as the City of Sonoma Voting Delegate for the 2025 Cal Cities Annual Conference and Vice Mayor Ron Wellander as the Alternate (Rebekah Barr, MMC, City Clerk)
RECOMMENDATION: Designate Mayor Farrar-Rivas as the City of Sonoma Voting Delegate and Vice Mayor Wellander as the alternate.

Agenda Report - Voting Delegate - Pdf
15 - 20

7.4: Adopt a Resolution Approving the Use of City Streets for the Sonoma Valley High School Home Coming Parade on October 3, 2025, and Permission to UpLight City Hall from September 30, 2025, through October 6, 2025, with Green Flood Lights (Lisa Janson, Senior Management Analyst)
RECOMMENDATION: Adopt the resolution.

Agenda Report - SVHS Homecoming Requests - Pdf
21 - 49

7.5: Accept the Expenditure Report for the Month of June 2025 Accept report
Agenda Report - Expenditure Report June 2025 - Pdf
50 - 56

7.6: Accept the Expenditure Report for the Month of August 2025 Accept report
Agenda Report - Expenditure Report August 2025 - Pdf
57 - 63

8. PUBLIC HEARING

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

9.1: Receive Update on West Spain Street Improvements and Approve a Resolution Adopting the Plans and Specifications for the West Spain Street Rehabilitation Project, CIP T-11; Project No. 2502, Accepting Bids, Awarding a Contract to Team Ghilotti, Inc. and Authorizing the City Manager to Execute a Construction Contract in the Amount of $447,141.10 , and Further Authorizing the City Manager to Approve $67,071.17 (15%) in Contingency and Adopt a Resolution Authorizing a Budget Amendment to Adopt an Updated Capital Improvement Program Budget for FY25-26 (Michael Berger, Public Works Director)
RECOMMENDATION: Adopt a resolution adopting the plans and specifications for the West Spain Street Rehabilitation Project, Project No. 2502, CIP T-11, accepting the bids and awarding the contract to Team Ghilotti, Inc, authorizing the City Manager to execute a construction contract for $447,141.10, authorizing the City Manager to approve $67,071.17 (15%) in contingency, and adopting an Updated Capital Improvement Program Budget for FY25-26.

Agenda Report - West Spain Street Update, Project Award, and CIP Program Adjustment - Pdf
64 - 98

9.2: Discussion, Consideration, and Direction Regarding Whether to Direct Staff to Initiate a Process to Permit Additional Cannabis Businesses to Operate Within the City, Including Update of Fees, Application Guidelines and Procedures and to Issue a Request for Proposals (RFP) (David Guhin, City Manager and Jennifer Gates, AICP, Community Development Director)
RECOMMENDATION:

It is recommended that the City Council provide direction to City Staff to either:
99 - 114

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1. Direct staff to not issue an RFP at this time for any cannabis business types, providing staff with guidance on if/when this item should be brought back to the City council for reconsideration.

2. Direct staff to develop and issue an RFP for all cannabis business types, including returning with a draft updated fee schedule and guidelines and procedures edits to ensure the City’s regulatory framework address current laws and policies.

Agenda Report - Cannabis Businesses - Pdf

9.3: Adopt a Resolution Approving the City of Sonoma Responses to the Sonoma County Civil Grand Jury 2024-25 Reports Titled “Animal Services in Sonoma County: Separate and Not Equal” and “Who Can Afford to Live in Sonoma County? A Tale of Two Cities”, Authorizing the Mayor to Sign the Required Response Forms and Any Other Required Actions (David Guhin, City Manager)
RECOMMENDATION: Approve draft responses and authorize the Mayor to sign and submit the required forms by the statutory deadline to ensure compliance and demonstrate the City’s commitment to regional collaboration on both animal services and affordable housing.

Agenda Report - Civil Grand Jury 2024-25 Response - Pdf 115 - 166

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.

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.

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".

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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.

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City of Sonoma
Agenda Item Summary
Meeting: City Council - 17 Sep 2025
Department
Administration
Staff Contact
Sarah Tracy, Senior Management Analyst/PIO
Agenda Item Title
Adopt a Resolution Authorizing the City Manager to Execute a Professional Services Agreement with FastSigns Santa Rosa for Fabrication and Installation Services for the Utility Box Art Wrap Pilot Program and Approve Use of Public Art Fund (703) for Associated Costs Summary
The Utility Box Art Wrap Pilot Program is the City of Sonoma’s first initiative using vinyl-wrapped artwork on public utility boxes to beautify infrastructure, support local artists, and enhance community identity. Developed as part of the City's Public Art Program, the pilot was designed to be scalable and manageable, enabling staff and the Cultural and Fine Arts Commission (CFAC) to test administrative processes ahead of future program expansions.

Following a Call for Artists released in June 2025, the City received 16 submissions from artists of all ages, with strong representation from Sonoma Valley. This enthusiastic response demonstrates the community’s growing interest in public art and the value of inclusive creative opportunities.

To support the artist selection process and ensure high-quality installations, staff recommends executing a contract with FastSigns Santa Rosa. The scope of work includes:
 Creating scaled templates of the five utility box locations  Generating digital proofs of proposed artwork on the specific box dimensions  Fabrication and professional installation of the final artwork Originally, staff anticipated selecting artwork prior to contracting with a vendor. However, based on feedback from the selection committee and experiences from other cities, staff determined that seeing digital proofs of the artwork on specific boxes would greatly improve both the selection process and the final outcome. Early engagement with FastSigns will provide the technical support needed for that visualization.

At its regular meeting on August 28, 2025, the Cultural and Fine Arts Commission reviewed the proposed contract and unanimously voted to recommend City Council approval.

Selected artwork will be brought to the Commission for recommendation and then presented to the City Council for final approval at a future meeting.

Recommended Council Action
Staff recommends that the City Council adopt the Resolution:

1. Authorizing the City Manager to Execute a Professional Services Agreement with FastSigns Santa Rosa for creation of utility box templates, digital proofs, fabrication, and installation services in an amount not to exceed $15,000; and Agenda Item #7.2:

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2. Authorizing the use of funds from the Public Art Fund (703) to pay for the cost of this agreement.

Alternative Actions
Financial Impact
The cost of services under the proposed agreement is not to exceed $15,000. Funds will be drawn from the City’s Public Art Fund (703), which was previously allocated for fabrication and installation of the Utility Box Art Wrap Pilot Program. This agreement supports the full implementation of the project, including both preparatory work—such as creation of templates and digital proofs for design selection—and the final fabrication and installation of the selected artworks.

Environmental Review Status
Environmental Impact Report
Negative Declaration
Exempt
Not Applicable
Approved/Certified
No Action Required
Action Requested
Attachments
Utility Box Art Wrap Resolution
FastSigns Estimate
Agenda Item #7.2:

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RESOLUTION # ___-2025

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SONOMA

AUTHORIZING THE CITY MANAGER TO EXECUTE A PROFESSIONAL SERVICES

AGREEMENT WITH FASTSIGNS SANTA ROSA FOR FABRICATION AND INSTALLATION

SERVICES FOR THE UTILITY BOX ART WRAP PILOT PROGRAM AND APPROVING THE USE OF PUBLIC ART FUND (703) FOR ASSOCIATED COSTS
WHEREAS, the City of Sonoma has developed a Utility Box Art Wrap Pilot Program as part of its Public Art Program, designed to beautify public infrastructure, support local artists, and enhance community identity; and
WHEREAS, the City issued a Call for Artists in June 2025, receiving 16 qualified submissions with strong representation from Sonoma Valley; and
WHEREAS, in order to support the artist selection process and ensure successful implementation of the program, staff recommends entering into a Professional Services Agreement with FastSigns Santa Rosa to provide scaled templates of each box, create digital proofs of submitted artwork, and perform fabrication and installation services; and WHEREAS, early engagement with a fabricator was deemed necessary in order to visualize proposed artworks on the utility boxes prior to selection, improving the quality and accuracy of the final installations; and
WHEREAS, on August 28, 2025, the Cultural and Fine Arts Commission unanimously recommended City Council approval of the proposed agreement; and WHEREAS, funding for this project was previously allocated from the City’s Public Art Fund (703).

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

1. Authorizes the City Manager to Execute a Professional Services Agreement with FastSigns Santa Rosa in an amount not to exceed $15,000 for creation of box templates, digital artwork proofs, fabrication, and installation; and

2. Authorizes the use of Public Art Fund (703) to cover the full cost of the agreement.

PASSED AND ADOPTED this 17th day of September 2025, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
___________________________
Patricia Farrar-Rivas, Mayor
ATTEST:
___________________________
Rebekah Barr, MMC, City Clerk
Agenda Item #7.2:

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Agenda Item #7.2:

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Requested By: Sarah Tracy
Email: [email protected]
Cell Phone: (707) 338-3759
Salesperson: Nalin Wangel-Komisar
NO. Product Summary QTY UNIT PRICE TAXABLE AMOUNT
1 Site Visit & Survey 1 $433.82 $0.00 $433.82

1.1 Site Survey -
- # of Hours: 3.5
Text:

FASTSIGNS associate will visit the site
and take photos and exact
measurements of the utility boxes for
purposes of creating templates for
future use.

Representative will be responsible for
taking exact measurements of all
dimensions of the utility boxes for
purposes of a full wrap.
2 Graphic Design Time : Creating Templates 1 $281.12 $278.62 $281.12

2.1 Graphic Design Fee -
- # of Hours: 2
Text:

Creation of a template for each utility
box. Total of 7 templates.
3 Safeway (5th St W & W Napa St) *Rough Estimate* 1 $1,859.49 $1,857.36 $1,859.49 Bill To: CFAC (Cultural Fine Arts Comission) of Sonoma
Sonoma
Sonoma, CA 95476
US
Installed: CFAC (Cultural Fine Arts Comission) of Sonoma Sonoma
Sonoma, CA 95476
US
DESCRIPTION: Utility Box Wrapping Project

ESTIMATE
EST-69345
PO Number:

Payment Terms: Cash Customer fastsigns.com/53
3768 Santa Rosa Ave
Santa Rosa, CA 95407
(707) 571-8911
Created Date: 9/9/2025
Generated On: 9/9/2025 2:32 PM Page 1 of 5
Agenda Item #7.2:

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3.1.1 Vinyl - Digital Print 3M IJ180C - Large Box Product Discount Applied: (15.00%) $328.14 Part Qty: 1
Width: 116.60"
Height: 70.80"
Text:

The dimensions in this section are
based on rough measurements given
by Scott Van Wagner, and are not
final. Once the site survey and
templates are completed, final
measurements and and updated
estimate will be given.

3.1.2 Overlaminates- 3M 2 milLaminate 8519 LUSTRE -
Part Qty: 1
Width: 116.60"
Height: 70.80"

3.2.1 Vinyl - Digital Print 3M IJ180C - Attached Unit
Part Qty: 1
Width: 53.50"
Height: 55.00"

3.2.2 Overlaminates- 3M 2 milLaminate 8519 LUSTRE -
Part Qty: 1
Width: 53.50"
Height: 55.00"

3.3.1 Vinyl - Digital Print 3M IJ180C - Small Box
Part Qty: 1
Width: 43.90"
Height: 71.20"

3.3.2 Overlaminates- 3M 2 milLaminate 8519 LUSTRE -
Part Qty: 1
Width: 43.90"
Height: 71.20"
4 Black Bear (2nd St W & W Napa St) *Rough Estimate* 1 $1,851.55 $1,849.43 $1,851.55

4.1.1 Vinyl - Digital Print 3M IJ180C - Big Box Product Discount Applied: (15.00%) $326.75 Part Qty: 1
Width: 115.40"
Height: 70.90"
Text:

4.1.2 Overlaminates- 3M 2 milLaminate 8519 LUSTRE -
Part Qty: 1
Width: 115.40"
Height: 70.90"

4.2.1 Vinyl - Digital Print 3M IJ180C - Attached Unit
Part Qty: 1
Width: 52.60"
Height: 55.00"
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Agenda Item #7.2:

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4.2.2 Overlaminates- 3M 2 milLaminate 8519 LUSTRE -
Part Qty: 1
Width: 52.60"
Height: 55.00"

4.3.1 Vinyl - Digital Print 3M IJ180C - Small Box
Part Qty: 1
Width: 45.60"
Height: 69.90"

4.3.2 Overlaminates- 3M 2 milLaminate 8519 LUSTRE -
Part Qty: 1
Width: 45.60"
Height: 69.90"
5 Bank of America (W. Napa St) *Rough Estimate* 1 $1,111.29 $1,109.17 $1,111.29

5.1.1 Vinyl - Digital Print 3M IJ180C - Product Discount Applied: (15.00%) $196.11 Part Qty: 1
Width: 105.60"
Height: 81.00"
Text:

5.1.2 Overlaminates- 3M 2 milLaminate 8519 LUSTRE -
Part Qty: 1
Width: 105.60"
Height: 81.00"
6 Post Office (Broadway) *Rough Estimate* 1 $669.52 $667.39 $669.52

6.1.1 Vinyl - Digital Print 3M IJ180C - Product Discount Applied: (15.00%) $118.15 Part Qty: 1
Width: 67.90"
Height: 75.80"
Text:

6.1.2 Overlaminates- 3M 2 milLaminate 8519 LUSTRE -
Part Qty: 1
Width: 67.90"
Height: 75.80"
7 3 Badge (Broadway) *Rough Estimate* 1 $520.29 $518.17 $520.29 Generated On: 9/9/2025 2:32 PM Page 3 of 5
Agenda Item #7.2:

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7.1.1 Vinyl - Digital Print 3M IJ180C - Product Discount Applied: (15.00%) $91.82 Part Qty: 1
Width: 92.50"
Height: 43.20"
Text:

7.1.2 Overlaminates- 3M 2 milLaminate 8519 LUSTRE -
Part Qty: 1
Width: 92.50"
Height: 43.20"
8 ! Production Set Up - Graphic and Machine 1 $241.62 $0.00 $241.62 Orders require a standard set up fee to cover the costs of preparing production files for printing/cutting.

8.1 Machine and Graphics Set up - Production and Graphic Set Up Part Qty: 1 Design Work Required
- Design Work Required: Complex Design
30-60
9 Installation *Rough Estimate* 1 $1,778.50 $0.00 $1,778.50

9.1 Installation (Contracted) -
- Retail Price: $0.00 Notes
- Additional Part Notes: Job Scope:
application of vinyl wrap to exterior of 5
electrical boxes. Note: The City of
Sonoma is responsible for stripping and
painting utility boxes prior to install.

FASTSIGNS can give recommendations as
to best practices, but is not responsible
for any failures in the wrap due to
improper stripping or painting. Note: This
pricing is based on customer-provided
photos and measurements. A full site
survey must be completed before final
installation estimate can be given.

9.2 NOTE Cancellation Notice (Installations) -
Part Qty: 1
Subtotal: $8,747.20
Taxable Amount: $6,280.14
Taxes: $643.71
Grand Total: $9,390.91
Deposit Required: $9,390.91

SEE PAGE TWO FOR INFORMATION ON PRICING AND TERMS
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Agenda Item #7.2:

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ESTIMATES
Thank you for the opportunity to work with you. Please read the following important notes:

IMPORTANT: Due to uncertainty in raw material costs, estimates expire 10 days from the date it was issued, after which time new estimates may be subject to market price fluctuations.

PRICING: Our minimum order is $65, including a $47 production set up fee. Where the client is NOT providing usable, print ready artwork, graphic design services will be a discounted rate of $30 for the first 30 minute. Our standard rate of $100/hour applies thereafter.

RUSH ORDERS: Our typical turnaround for items produced in house is 2-3 days. If you need an order on a rush basis, ask. Same day turn around (on orders received and approved before 12noon) will incur a minimum rush fee of $50.

PAYMENT: Payment for custom products is required in advance for all orders of $2,000 or less. For payments greater than $2,000, a deposit of no less than 60% will be required, with the deposit varying depending on product type. Because this is custom work, we do not offer refunds, returns or cancellations once your order is moved into production. Credit terms are available for regular, high volume clients upon request, at our sole discretion. A 3.5% surcharge may be added on all credit card payments of more than $2,000.

CHANGES: This estimate provides our best pricing based on our understanding of the project. Changes to the project will result in adjustments to this cost, in which case you will be notified prior to proceeding. Graphics removal, for example, will vary based on type and condition of vinyl at time of removal.

PERMITS: Many types of signs require permits - those requirements vary by local jurisdiction. It is the responsibility of the sign purchaser to comply with municipal or county sign permitting requirements. We can assist in the preparation of permit applications and obtaining permits on your behalf, and are happy to add those services to your estimate if desired.

Signature: Date:

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Agenda Item #7.2:

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City of Sonoma
Agenda Item Summary
Meeting: City Council - 17 Sep 2025
Department
Administration
Staff Contact
Rebekah Barr, MMC, City Clerk
Agenda Item Title
Designate Mayor Patricia Farrar-Rivas as the City of Sonoma Voting Delegate for the 2025 Cal Cities Annual Conference and Vice Mayor Ron Wellander as the Alternate Summary
The City of Sonoma is a member of Cal Cities. Founded in 1898, the League is an association of California city officials who work together so that they may influence policy decisions that affect cities. They provides legislative and ballot measure advocacy, legal advocacy, education, and advocates to defend and expand local control in the Legislature, at the ballot box and in the courts and through strategic outreach to the public, policymakers and opinion leaders Each year, Cal Cities holds a conference at which delegates from across the State come together to enhance their knowledge and skills, exchange information, and combine resources.

The 2025 League of California Cities Annual Conference will be held on October 8-10 in Long Beach. An important part of the conference is the General Assembly scheduled for Friday, October 10th. At that meeting, representatives (delegates) from each city consider and take action on resolutions that establish policy. At this time, Cal Cities has not distributed the Resolution Packet to the Cities for review. If, and when, any resolutions are submitted for consideration It will be brought back at a future meeting prior to the conference.

In order for the City of Sonoma to cast a vote at the General Assembly, the City Council must designate a Voting Delegate and up to two alternates if desired. The designee is traditionally the Mayor if they are attending; though other Council Members can be designated as well.

Mayor Farrar-Rivas, Vice Mayor Wellander, and Council Members Ding and Lowe will also be in attendance. Mayor Farrar-Rivas and Vice Mayor Wellander have both expressed a willingness to serve as delegate and alternate.

Recommended Council Action
Designate Mayor Farrar-Rivas as the City of Sonoma Voting Delegate and Vice Mayor Wellander as the alternate.

Alternative Actions
Council discretion.

Financial Impact
N/A
Environmental Review Status
Agenda Item #7.3:

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Environmental Impact Report
Negative Declaration
Exempt
Not Applicable
Approved/Certified
No Action Required
Action Requested
Attachments
2025 LOCC Voting Delegate Information Packet
Agenda Item #7.3:

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1400 K Street, Suite 400, Sacramento, CA 95814 • 916.658.8200 • calcities.org

DATE: Wednesday, July 16, 2025
TO: Mayors, Council Members, City Clerks, and City Managers RE: DESIGNATION OF VOTING DELEGATES AND ALTERNATES
League of California Cities Annual Conference and Expo, Oct. 8-10, 2025 Long Beach Convention Center
Every year, the League of California Cities convenes a member-driven General Assembly at the Cal Cities Annual Conference and Expo. The General Assembly is an important opportunity where city officials can directly participate in the development of Cal Cities policy.

Taking place on Oct. 10, the General Assembly is comprised of voting delegates appointed by each member city; every city has one voting delegate. Your appointed voting delegate plays an important role during the General Assembly by representing your city and voting on resolutions.

To cast a vote during the General Assembly, your city must designate a voting delegate and up to two alternate voting delegates, one of whom may vote if the designated voting delegate is unable to serve in that capacity. Voting delegates may either be an elected or appointed official.

Action by Council Required. Consistent with Cal Cities bylaws, a city’s voting delegate and up to two alternates must be designated by the city council. Please note that designating the voting delegate and alternates must be done by city council action and cannot be accomplished by individual action of the mayor or city manager alone.

Following council action, please submit your city’s delegates through the online submission portal by Wed., Sept. 24. When completing the Voting Delegate submission form, you will be asked to attest that council action was taken. You will need to be signed in to your My Cal Cities account when submitting the form.

Submitting your voting delegate form by the deadline will allow us time to establish voting delegate/alternate records prior to the conference and provide pre-conference communications with voting delegates.

Conference Registration Required. The voting delegate and alternates must be registered to attend the conference. They need not register for the entire conference; they may register for Friday only. Conference registration is open on the Cal Cities website.

Council Action Advised by September 24, 2025
Agenda Item #7.3:

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For a city to cast a vote, one voter must be present at the General Assembly and in possession of the voting delegate card and voting tool. Voting delegates and alternates need to pick up their conference badges before signing in and picking up the voting delegate card at the voting delegate desk. This will enable them to receive the special sticker on their name badges that will admit the voting delegate into the voting area during the General Assembly.

Please view Cal Cities’ event and meeting policy in advance of the conference.

Transferring Voting Card to Non-Designated Individuals Not Allowed. The voting delegate card may be transferred freely between the voting delegate and alternates, but only between the voting delegate and alternates. If the voting delegate and alternates find themselves unable to attend the General Assembly, they may not transfer the voting card to another city official.

Seating Protocol during General Assembly. At the General Assembly, individuals with a voting card will sit in a designated area. Admission to the voting area will be limited to the individual in possession of the voting card and with a special sticker on their name badge identifying them as a voting delegate.

The voting delegate desk, located in the conference registration area of the Long Beach Convention Center in Long Beach, will be open at the following times: Wednesday, Oct. 8, 8:00 a.m.-6:00 p.m. and Thursday, Oct. 9, 7:30 a.m.-4:00 p.m. On Friday, Oct. 10, the voting delegate desk will be open at the General Assembly, starting at 7:30 a.m., but will be closed during roll calls and voting.

The voting procedures that will be used at the conference are attached to this memo.

Please share these procedures and this memo with your council and especially with the individuals that your council designates as your city’s voting delegate and alternates.

Once again, thank you for submitting your voting delegate and alternates by Wednesday, Sept. 24. If you have questions, please contact Zach Seals at [email protected].

Attachments:
• General Assembly Voting Guidelines
• Information Sheet: Cal Cities Resolutions and the General Assembly Agenda Item #7.3:

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1400 K Street, Suite 400, Sacramento, CA 95814 • 916.658.8200 • calcities.org General Assembly Voting Guidelines

1. One City One Vote. Each member city has a right to cast one vote on matters pertaining to Cal Cities policy.

2. Designating a City Voting Representative. Prior to the Cal Cities Annual Conference and Expo, each city council may designate a voting delegate and up to two alternates; these individuals are identified on the voting delegate form provided to the Cal Cities Credentials Committee.

3. Registering with the Credentials Committee. The voting delegate, or alternates, may pick up the city's voting card at the voting delegate desk in the conference registration area. Voting delegates and alternates must sign in at the voting delegate desk. Here they will receive a special sticker on their name badge and thus be admitted to the voting area at the General Assembly.

4. Signing Initiated Resolution Petitions. Only those individuals who are voting delegates (or alternates), and who have picked up their city’s voting card by providing a signature to the credentials committee at the voting delegate desk, may sign petitions to initiate a resolution.

5. Voting. To cast the city's vote, a city official must have in their possession the city's voting card and voting tool; and be registered with the credentials committee. The voting card may be transferred freely between the voting delegate and alternates but may not be transferred to another city official who is neither a voting delegate nor alternate.

6. Voting Area at General Assembly. At the General Assembly, individuals with a voting card will sit in a designated area. Admission to the voting area will be limited to the individual in possession of the voting card and with a special sticker on their name badge identifying them as a voting delegate.

7. Resolving Disputes. In case of dispute, the credentials committee will determine the validity of signatures on petitioned resolutions and the right of a city official to vote at the General Assembly.

Agenda Item #7.3:

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Sixty days before the
Annual Conference
and Expo, Cal Cities
members may submit
policy proposals on
issues of importance
to cities. The resolution must
have the concurrence of at least
five additional member cities or
individual members.

How it works: Cal Cities
Resolutions and the General Assembly
General Assembly
General Resolutions Policy Committees
Developing League of California Cities policy is a dynamic process that engages a wide range of members to ensure Cal Cities represents cities with one voice. These policies directly guide Cal Cities’ advocacy to promote local decision-making, and lobby against statewide policies that erode local control.

The resolutions process and General Assembly is one way that city officials can directly participate in the development of Cal Cities policy. If a resolution is approved at the General Assembly, it becomes official Cal Cities policy. Here’s how resolutions and the General Assembly work.

The petitioned
resolution is an
alternate method
to introduce policy
proposals during
the annual conference. The
petition must be signed by
voting delegates from 10% of
member cities, and submitted to
the Cal Cities President at least
24 hours before the beginning
of the General Assembly.

Petitioned Resolutions
The Cal Cities
President assigns
general resolutions
to policy committees
where members
review, debate, and recommend
positions for each policy proposal.

Recommendations are forwarded
to the Resolutions Committee.

Who’s who
The Resolutions Committee
includes representatives
from each Cal Cities
diversity caucus, regional
division, municipal
department, and policy
committee, as well as
individuals appointed by
the Cal Cities president.

Voting delegates
are appointed by each
member city; every city
has one voting delegate.

The General Assembly is a
meeting of the collective
body of all voting
delegates —one from
every member city.

Seven policy committees
meet throughout the year
to review and recommend
positions to take on bills
and regulatory proposals.

Policy committees include
members from each Cal
Cities diversity caucus,
regional division, and
municipal department,
as well as individuals
appointed by the Cal
Cities president.

During the General Assembly, voting delegates
debate and consider general and petitioned
resolutions forwarded by the Resolutions
Committee. Potential Cal Cities bylaws
amendments are also considered at this meeting.

Cal Cities policy
development is a memberinformed process,
grounded in the voices and
experiences of city officials
throughout the state.

For more information visit www.calcities.org/general-assembly Prior to the Annual Conference and Expo
Resolutions Committee
The Resolutions
Committee considers
all resolutions. General
Resolutions approved1 by
either a policy committee
or the Resolutions Committee are next
considered by the General Assembly.

General resolutions not approved, or
referred for further study by both a
policy committee and the Resolutions
Committee do not go to the General
Assembly. All Petitioned Resolutions
are considered by the General
Assembly, unless disqualified.2
During the Annual Conference and Expo
1 The Resolution Committee can amend a general resolution prior to sending it to the General Assembly. 2 Petitioned Resolutions may be disqualified by the Resolutions Committee according to Cal Cities Bylaws Article VI. Sec. 5(f).

Agenda Item #7.3:

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City of Sonoma
Agenda Item Summary
Meeting: City Council - 17 Sep 2025
Department
Administration
Staff Contact
Lisa Janson, Senior Management Analyst
Agenda Item Title
Adopt a Resolution Approving the Use of City Streets for the Sonoma Valley High School Home Coming Parade on October 3, 2025, and Permission to Up-Light City Hall from September 30, 2025, through October 6, 2025, with Green Flood Lights
Summary
City Council approval is required for special event permits that include street closures. Sonoma Valley High School has submitted an application for its annual Homecoming Parade, scheduled for Friday, October 3, 2025, from 1:00 p.m. to 1:30 p.m. The parade route will begin at Sonoma Valley High School, proceed north along Broadway (State Route 12), and conclude in the horseshoe of the Plaza. Because the route includes use of State Route 12, Caltrans approval and an encroachment permit may also be required.

This is a recurring event in the Plaza. In prior years, the City Council has approved the requested street closures, and the event has taken place without incident or controversy.

The application includes intermittent street closures along the parade route, which have been coordinated with City staff, Police and Fire. The event is considered a community tradition that engages students, families, and the public in a safe and celebratory manner. For the past several years, the City of Sonoma has also shown support by illuminating City Hall in green for the days leading up to Homecoming in support of Sonoma Valley High School.

The event and street use fee waivers were previously authorized under the Community Recreation and Community Service Program, adopted by Resolution #31-2022 on June 1, 2022.

Recommended Council Action
Staff recommend that the City Council adopt a resolution approving the requested use of City streets for the Sonoma Valley High School Homecoming Parade and the annual up-light installation on City Hall, subject to the following conditions:

1. Sonoma Valley High School must obtain an encroachment permit from Caltrans (State of California Division of Highways).

2. Sonoma Valley High School must submit to the City a valid insurance certificate in compliance with the City of Sonoma Facility Use Insurance Requirements prior to the event.

3. Sonoma Valley High School representatives must meet with the Police Chief, Public Works Parks Supervisor, and Street Supervisor at least two weeks prior to the event to finalize traffic control plans and submit a written request for special barricading.

4. Sonoma Valley High School must provide adequate supervision to ensure the Plaza is returned to pre-event condition and that all Plaza Use conditions and restrictions are adhered to.

Agenda Item #7.4:

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5. Direct city staff to install the high schools up-lights for a period of 7-days starting on September 30, 2025, through October 6, 2025.

Alternative Actions
City Council's discretion.

Financial Impact
No additional fiscal impact is anticipated. Event and street use fees are waived pursuant to Resolution #31-2022.

Environmental Review Status
Environmental Impact Report
Negative Declaration
Exempt
Not Applicable
Approved/Certified
No Action Required
Action Requested
Attachments
Resolution - SVHS Homecoming Parade
PLUA 25-28_SVHS Event Application
Agenda Item #7.4:

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City of Sonoma
RESOLUTION # - 2025

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SONOMA APPROVING THE USE OF CITY STREETS FOR THE SONOMA VALLEY HIGH SCHOOL HOMECOMING PARADE ON OCTOBER 3, 2025, AND PERMISSION TO UP-LIGHT CITY HALL FROM SEPTEMBER 30, 2025, THROUGH OCTOBER 6, 2025, WITH GREEN FLOOD LIGHTS
WHEREAS, Sonoma Valley High School has applied to the State of California to conduct the Sonoma Valley High School Homecoming Parade, on State property; and WHEREAS, the Sonoma Valley High School Homecoming Parade will temporarily impede and restrict the free passage of State Route 12 on October 3, 2025, between Sonoma Valley High School, 20000 Broadway and the Downtown Sonoma Plaza between the hours of 1:00 p.m. and 1:30 p.m.; and WHEREAS, the City of Sonoma wishes to show their support of the Sonoma Valley Dragons and the Sonoma Valley High School.

NOW THEREFORE BE IT RESOLVED the City of Sonoma wishes to show their continued support of the Sonoma Valley Dragons and the Sonoma Valley High School, by turning City Hall green for a period of 7 days.

BE IT FURTHER RESOLVED that the City Council of the City of Sonoma approves and consents to the proposed Sonoma Valley High School Homecoming Parade and recommends approval of and consents to the proposed restriction of State Highway Route 12 upon terms and conditions deemed appropriate and necessary by the State of California, Department of Transportation, subject to the following conditions:

1. Sonoma Valley High School must obtain an appropriate Permit from the State of California Divisions of Highways.

2. Sonoma Valley High School must submit, to the City, an insurance certificate in compliance with the City of Sonoma facility use insurance requirements prior to the event.

3. Sonoma Valley High School must meet with the Police Chief and Streets Supervisor at least two weeks prior to the event to finalize traffic plans and submit a written request for special barricading.

4. Sonoma Valley High School must provide adequate supervision of the event to ensure that the Plaza is left in its pre-event condition and that all Plaza use conditions and restrictions are adhered to.

5. Direct city staff to install the high schools up-lights for a period of 7-days starting on September 30, 2025, through October 6, 2025.

PASSED, APPROVED AND ADOPTED 17th day of September 2025, by the following vote:

AYES:

NOES:

ABSENT:

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

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9/8/25, 11:33 AM PLUA—25—28
City of Sonoma, CA September 8: 2025
PLUA_25_28 Primary Location Applicant
Plaza Use Application No location ‘ Tammy Rivera
Status: Active Owner J 707—225—2508
Submitted On: 8/22/2025 @ [email protected]
N0 owner Information ? Sonoma Valley High School
20000 Broadway
Sonoma, CA 95476
Event Details — Intake Review
Complete this section during Intake Review Step
Event Size
H SmallEvent H LargeEvent
E] ‘
0: Numberof EventHours * 9
10 Attendance
a Greaterthan 2500 0; Lessthan 2500
D
A NumberofAttendees
300
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9/8/25.11:33 AM PLUA—25—28
Event Type
a. PrivateEvent 3. For Profit
D C]
a NonProfit
Amplified Sound - Complete this section if the entity is requesting the use of amplified sound as part of their event request.
a.AmplifiedSound 9 AmplifiedSound Start Time
130
H AmplifiedSound Start TimeAMIPM ? AmplifiedSound EndTime PM 230
& AmplifiedSound EndTimeAMIPM
PM
Review/Approval Level
a Ifthis is an annual event is it in good standings? A Senior ManagementAnalyst 0 Lisa Janson
Aug 25, 2025
a.SECReviewis necessary 0 a CityCouncilApprovalRequired 9 [:1 ,
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a.CityManagerApprovalRequired
i
l
ABC License Required
E ABCLicenseRequired
[:l
Parks Review & Development of Preliminary Conditions of Approval ? EventOrganizeris requiredto hire a 9 :9:Additional(non-standard)conditions are included professionalsorting companyto properly inapprovalletter. dispose of waste generated by their event (Tobe CI
printed on ConditionsofApprovalif box is
checked).

Cl
in Parks- Additional(nonstandard)ConditionsofApproval(to be printedon COADocumentissued) 9 ? Based on attendanceadditionalsanitation (I) a Numberof Porta Potties Required services are required,this includes hand
washing stations and porta-potties
Cl
? Numberof HandWashingStations Required9 ? NumberofADAPortableToiletsRequiredto be Ordered
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Streets Supervisor Review & Development of Preliminary Conditions of Approval
B is a Caltrans encroachmentpermitrequiredfor Q & Additional(non-standard)conditionsof approval the requested street use? need to be included.
_ Cl
H Streets - Additional(nonstandard)ConditionsofApproval(to be printed on COADocumentissued) 9 Fire Marshal Review & Development of Preliminary Conditions of Approval

9. Events greater then 1,000persons in attendance 9 E Additional(non-standard)Fireconditions of 0 are required to have one crowd monitorfor every approval are required 250 persons. (Tobe printed on Conditionsof
Approvalifbox is checked)
[3
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E Fire- Additional(nonstandard)ConditionsofApproval(to be printedonCOADocumentissued) 9 AllOutdoor Assembly Events within the jurisdiction of the Sonoma Valley Fire District shall comply with all applicable regulations pursuant to the California Health and Safety Code and California Fire Code. CFC 3106. The event, it’s coordinators and all vendors on site must adhere to these requirements. There will be inspections ahead of and or on the day of your event, non—compliance with these requirements may affect the success of your event so if you have any questions or concerns its best to contact us in advance. A complete list of these requirements is available at SVFRA.org . No use if any heat producing appliances (heaters, generators etc) on floats with hay. . Each parade float must be equipped with a 2alObc portable ?re extinguisher. . Allother conditions of the outdoor special event permit would apply.

E TotalFire PlanReview&InspectionFees 0 E FireDept.Invoiceand Fee Justification 9 ‘ g i No File Uploaded
r, i
l %
a PublicSafetyPlan needs to includeCPRTrained 9 A PublicSafety Pan needs to includea 1st aid station individualonsite withaccess to 911and or ist withParamedic.Astandby ambulanceis required aid stationwithEMT. duringall event hours.
[3 Cl
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Police Department Review & Development of Preliminary Conditions of Approval
E AdditionalSecurity Required a # of additionalsecurity personnel needed [:| _
:9:EventHoursthat Secuityis Needed 0
a Reason(s)for additionalsecurity 9
E Additional(non-standard)Conditions of 9
ApprovalNeedto be Included.
a Police-Additional(nonstandard)Conditions ofApproval(to be printed on COADocumentissued) 0 . Contact Sonoma Police Department to go over Parade route and exact times of the parade to and from the Plaza. . Ensure there are flaggers at Napa and Broadway to assist with pedestrian and car traf?c safe passage. . The drivers of the floats must obey the rules of the road. https://sonomaca .workflow.opengov.com/#/explore/records/6078/details 6/22 Agenda Item #7.4:

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Miscellaneous Additional Event Requirements
? Miscellaneous- Additional(nonstandard)Conditions(to be printedon COADocumentissued) 0 0 Use of Hwy 12 requires approval from Caltrans. Must obtain an appropriate Permit from the State of California Divisions of Highways.
a if you use hay/straw within the Plaza, please pickup any hay particles that fall from the ?oats.
0 Please no confetti or be prepared to pick up confetti post event. 0 Please leave the amphitheater in a neat and tidy manner free of all trash and debris. 0 Encourage kidsto walk and not drive to the Plaza.
0 The current schedule for the rolling street closure of the procession from HighSchool to City Hallis as follows:
0 1:0pm the 4 trucks with ?oats willleave the HighSchool 0 Allfloats willdrop off kids in the horseshoe, please instruct the kidsto wait to disembark once the ?oat comes to a complete stop. 0 The Rallyin the Grinstead Amphitheater willbegin at approx. 1:30and it ends at 3:00pm
0 The horseshoe willbe open during this event, please have crowd monitors onsite to keep the students aware of the ?ow of traf?c around City Hall. 0 The sides of City Hallneed to maintain a 20’ clearance for the Fire Department and the FCto the building cannot be blocked (located on the west side of City Hall).

E Additional(non-standard)Special Event 0
Conditionsof approval.
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Event Information
Newor ReturningAnnualEvent * Nameof Event*
Returning Event Homecoming Parade and Plaza Rally
BeginningEventDate* EndingEventDate
10/03/2025 10/03/2025
Howmany days willyour event take place?*9 PrivateFamilyEvent9 1 Cl
CommunityEvent - Allevents that are not private EventOrganizer familyevents _ Tammy Rivara
Sponsoring Organization OrganizationType"
Sonoma Valley High School Non—Profit
Event Contact Person Information
EventContact Person Name* Title
Tammy Rivara Ms.

MailingAddress* City*
20000 Broadway Sonoma
State* Zip*
California 95476
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DayTimePhone* CellPhone*
707—225-2508 707-225—2508
Email* OnSiteContactName*
[email protected] Tammy Rivara
OnSite Contact CellPhone*
707—225—2508
Plaza Areas Requested
SE Section (Dailyrentalfee $400) NWSection (Dailyrentalfee $300) E El
NESection (Dailyrentalfee $300) SWSection (Dailyrentalfee$300) D [3
Amphitheater(Dailyrentalfee of $200) RearParking Lot(Dailyrentalfee $300) D
HorseshoePavement(Dailyrentalfee $200) HowmanyPlazaArea sections or areas are you 9 .
requesting.9*
2 Hours of Use
Date*
10/03/2025
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Set-up Time Information
Start Time(Set-up)*
5:30
Event Start Time Information
EventStart Time*
1:30
Event End Time Information
EventEndTime*
2:30
Teardown & Cleanup Information
EndTime(Teardown&CIeanup)*
3:30
Attendance
EstimatedAttendance*9
300
https://sonomaca.workflow.opengov.com/#lexpiore/records/6078/details PLUA-25-28
AMIPM*
AM
AMIPM*
PM
AMIPM*
PM
AMIPM*
PM
10/22
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Type of Admission
FreeAdmission Numberof FreeAdmissionAttendees9
300
Admission/ParticipationFee Required Race Fee
1:] 1:)
Event Features
Booths(Freeto Vendors)0 Booths(ForSale to Vendors)0
C] D
CarShow KidZoneand or Games
El [:1
Race (Bikeor Running) RecyclingCenter 9
Cl C]
RegistrationArea VIPArea
Cl CI
Parade ATVand or GolfCarts
Ci
Amplified sound is allowed as part of a special event permit. Below please indicate the number of hours amplified sound willbe needed and the types of sound to be expected onsite.
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Liveand orAmplifiedMusic ‘ Types of amplifiedsound
Announcer
TotalAmountofTimeAmplifiedSound ls Being
Requested
1 Structures
INFLATABLESARE PROHIBITIED IN CITY PARKS. i.e. Jumping Houses, or any inflatable structure including games
POLYSTYRENE PRODUCTS ARE PROHIBITED INCITY PARKS.

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

Plaza Use Map
Electrical Map
Banner Sign on historicdirectory Barricades(SecurityOnly) CI I E]
Chairs EzPop UpCanopies
CI D
Fencingor DelineatingAreas 3 FirstAidStation 9
CI CI
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FreeStanding Signs/Banners
[:i
SanitationServices 6
Cl
Tables
Ci
? # ofTents
i
lg0
l
TrashContainers/Dumpsters
D
Food and Beverage
Foodto be available?*
No Food Served
BEHill
PLUA—25—28
Generators 9
E]
Stages/Risers
CI
Tents
Cl
Trailers
C]
OtherStructure
D
AlcoholServed Onsite
Ci
Vendors Required for Set Up and Event
ALSAmbulance0
Ci
BicycleValetServices 9
D
httpsz/lsonomaca.workflow.opengov.com/#lexplore/records/6078/details AudioVisualServices
C]
SanitationServices 9
Ci
13/22
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Party RentalCompany Musiciansand DJ
E] El
Security ForkLiftsand Rigging
Cl Cl
TransportationServices Staging Company
Cl D
TentingCompany RecyclingSortingVendor 0
C] D
Additional Services
BathroomAttendant(s)9 Onsite SupervisionRequested
Cl Cl
CHPServicesfor Street Closures é) Onsite Security-Requiredfor all communityevents 9 D
that serve alcohol.

Cl
Reservationof PublicParking Street Use Requested 9
Cl
WaterNeeded
:1
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if your event requires the use of electricity please down load the Electrical Map below and highlight the electrical bollards that you need opened for your event. Please enter the number of bollards that you need opened in the box below. Please note the City of Sonoma does charge for the use of electricity it is based on the number of bollards 2' requested opened.

Electrical Map
ElectricityNeeded9 Numberof ElectricalBollards*9
1 Marketing information
Please submit a event description that the Cityof Sonoma can use on SonomaCity.org EventCalendar.* Annual Sonoma Valley High School HomecomingParade and Plaza Rally is when the floats for each grade level, the football team and many students parade down Broadway from the high school to the plaza followed by a rally in the Grinstead Amphitheater.

Uploada Graphicimage for Marketing9
6 No File Uploaded
Street Closure(s) Requested
ifyour event is utilizing more then one street please continue to add the additional streets completing all the relevant questions including duration of closure. hitps://sonomaca .work?ow.opengov.com/#/explore/records/6078/detaiis 15/22 Agenda Item #7.4:

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Street Name
Broadway
Between cross streets:

Cross Streets
MacArthur Blvd and Napa Street
Duration of Closure
Date From:
08/03/2025 1:00 (rolling closure)
To: Uploadmaps of all proposed street closures. 9
1:30 Homecoming Parade Map (1)
‘ .pdf
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Steet Use General Conditions of Approval
Applicant is responsible for obtaining permission from Caltrans for use of any portion of Highway 12.Allfacilities placed upon a City street are subject to continuing safety approval and inspection by the appropriate City departments. A clear path of a minimum width of 20 feet through the length of the portion of roadway being used must be maintained for emergency vehicle access. Obstructions shall not be placed along the curb or the roadway within 10 feet of any fire hydrant. Allfacilities used for the event shall be removed from City streets immediately after the close of the event. Allcosts for barricading, traffic control, street sweeping and clean up shall be borne by the applicant.

Applicant willbe required to submit a deposit equal to the amount estimated by the City for services performed by City personnel in relation to the event. The deposit is due no later than two weeks before the first day of the event. Ifactual costs exceed the amount of the deposit, applicant willbe required to pay the difference. If actual costs are less than the deposit, the excess willbe returned to applicant or applied to any other fees or charges owed to the City. Applicant must provide a certificate of insurance and a policy endorsement naming the City of Sonoma as additional insured as described in the City of Sonoma Facility Use insurance Requirements.
*****
I do hereby acknowledge and affirm that all information contained herein is accurate to the best of “myknowledge and agree to assume full responsibilityand liability for and indemnify, and suits for or by reason of injury to any person or damages to any property of the parties hereto or of the third persons for any and all cause or causes whatsoever on in any way connected with the holding of said ‘ event or any act or omission or thing in any manner related to said event and its operation irrespective of negligence, actual or claimed, upon the part of the City, its agents or employees.

ApplicantSignatureAcknowledgingStreet Use
CondMons*
0 Tammy Rivara
Jul 22, 2025
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Insurance Information
The following special event insurance requirements must be met for all events being held on City property.

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

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

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

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

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

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

4. Primary Language on Endorsement: This insurance shall be primary as respects the insured shown in the schedule, or if excess, shall stand in an unbroken chain of coverage excess of the Named lnsured’s schedule underlying primary coverage. In either event, any other insurance maintained by the Insured scheduled above shall be in excess of this insurance and shall not be called upon to contribute with it.

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

2. Special Event Insurance:

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

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

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

Note: Do not wait to contact your insurance carrier. It is generally the insurance that holds up a permit. Be certain when you submit your request for insurance certificates and endorsements that your carrier receives the above provisions and requirement. https://sonomaca .workflow.opengov.com/#lexplore/records/6078/details 18/22 Agenda Item #7.4:

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Additional Fee Notes:

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

Clean up activities may include activities outside of the originally rented area to the extent that those areas were impacted by the event. l
Other Fees: Event organizers are responsible for any costs (such as staff time costs) : associated with the event. Examples are below but are not all inclusive:

Ifthe approving committee or City Council directs specific activities of staff (such as inspections), fees associated with that activity shall be charged to the event unless waived by City Council. if event preparation or review time exceeds hours allocated in the applicable fee, those costs may be charged to the event organizer at the sole discretion of the City.

Such activities may include but are not limited to additional set up such as electrical review, distribution or emptying of trash cans, pick up of litter. lf City Staff are requested to be oncall or are called in to resolve an event issue, the associated fee (including minimum charges) may be charged to the event organizer at the sole discretion of the City. Additional services requested after the event application and approval which were not considered at the time of the application may be charged at the rate specified in the City Fee Schedule.

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

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

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

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

My signature below signifies that I agree to abide by all of the conditions of this application, the Special Event Use Policy and of any contract issued based on this application. I also agree to pay to the City of Sonoma all costs the City may incur as a result of any failure to comply with all of these conditions including damages due to failure to leave the premises in rentable condition.
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9/8/25, 11:33 AM PLUA—25—28
ApplicantSignature*
G Tammy Rivara
Jul 22, 2025
Calculated Total Public Works Crew Hours
E TotalCalculatedPWCrew- Regular (Business) E TotalCalculatedPWCrew- RegularOvertimeHours Hours l
E!
0 EH[Ill]
8 TotalCalculatedPWCrew-Sunday or Holiday
OvertimeHours
E! [III]
0 Public Works Rental & Materials Costs
a UploadPublicWorks Fee Sheet 9 E TotalMaterialsCosts 9 6 No File Uploaded
Q TotalPublicWorksEquipmentRentalCosts 9
Finance — Cost Recovery information
? Customer# 8 FinanceProject#
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9/8/25, 11:33AM PLUA—25~28
? FinanceProjectTask Code
Refund Processing
9 UploadRefundAuthorizationSheet (forFinance)03
I
l g No File Uploaded
Refund Authorization Form Template (Right—clickto open) & Amount of RefundDue9
Attachments
3Reservation of Public Parking Map REQUIRED
% Parking Use Map 2025.pdf
Uploaded by Tammy Rivara on Jul 22, 2025 at 7:04 PM
.Site Plan REQU|RED
% I

10.03.2025_SVHSHomecoming.plazausemap.pdf
l Uploaded by Tammy Rivara on Aug 22, 2025 at 6:44 PM
i Electrical Map REQUIRED
l a 10.03.2025_SVHSHomecoming.electricalmappdf
i Uploaded by Tammy Rivara on Aug 22, 2025 at 6:45 PM
Event Narrative and Security Plan REQUIRED
Homecoming Narrative 2025.pdf
Uploaded by Tammy Rivara on Jul 22, 2025 at 6:24 PM
W
> Proposed Budget REQUIRED
Event Budget 2025.xlsx
2Uploaded by Tammy Rivara on Jul 22, 2025 at 7:00 PM
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9/8/25, 11:33 AM PLUA-25-28
Non-Profit Tax-Exempt Letter REQUIRED
i Non profit letter 2025.pdf
Uploaded by Tammy Rivara on Jul 22, 2025 at 6:59 PM
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Pleaseindicate the location of all major features and activities associatedwith this event.

Northwest Northeast
Section Section
Southwest Southeast
Section _ Section
Lawn Horseshoe
Plaza Event Map X
Agenda Item #7.4:

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Agenda Item #7.4:

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Event Narrative:

The Homecoming Parade starts at Sonoma Valley High School at approximately 1:00pm on October 3, 2025 and travels down Broadway, going north, until it arrives at the Plaza. Once there, the Homecoming Floats (four flatbed trailers pulled by trucks) will park in the Plaza Horseshoe until all students have disembarked at which point the floats willreturn to the high school. Students, staff and parents willthen move to the Amphitheater for a short rally. Students will have set the sound equipment up at the rally earlier in the morning and someone willremain at the Plaza to guard the equipment. Once the rally is done, students willclean up any decorations and pick up any trash.

Security Plan:

Sonoma Valley High School staff and administration will chaperone the students both during the parade and at the Plaza rally until the rally is finished. Sonoma Sheriff’s department willprovide escort and support as well.

Event Timeline:
5:30am — 8:30am Set—Upand decorate Amphitheater
8:30am - 1:pm Students willguard equipment
1:00pm — 1:30pm Parade willmove down Broadway
1:30pm - 2:30pm Plaza Rally at the Amphitheater
2:30pm - 3:30pm Clean—Up
Electrical Outlet Needed:

The only outlet needed willbe the one at Grinstead Amphitheater.

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Agenda Item #7.4:

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City of Sonoma
Agenda Item Summary
Meeting: City Council - 17 Sep 2025
Department
Finance
Staff Contact
Prapti Aryal, Finance Director
Agenda Item Title
Accept the Expenditure Report for the Month of June 2025 Summary
The attached report shows disbursements for the month of June 2025.

General Fund revenue exceeded budget by 10% largely due to higher than anticipated property tax, EMS billings and interest income.

Fund 240 (Abandoned Vehicle) is over budget by 5% due to higher fuel costs for fleet services assessed by the county.

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

Recommended Council Action
Accept report
Alternative Actions
Council discretion
Financial Impact
Monthly Payables Report, June 2025
Environmental Review Status
Environmental Impact Report
Negative Declaration
Exempt
Not Applicable
Approved/Certified
No Action Required
Action Requested
Attachments
Disbursement Report - June 2025
Fund Glossary
Agenda Item #7.5:

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DISBURSEMENT REPORT JUNE 2025
Year to Date Monthly Year to Date Annual Percent of Fund Fund Revenue Expenditure Expenditure Budget Budget Balance General Fund 30000 27,386,582 24,919,137 110% 17,505,970 City Council 41001 19,622 151,251 155,259 97%
City Clerk 41002 78,648 476,971 477,208 100%
City Manager 41003 157,123 1,493,273 1,493,275 100%
Finance 41004 65,684 735,441 768,032 96%
City Attorney 41005 46,209 294,544 294,584 100%
Police 42101 1,608,363 7,378,098 7,513,100 98%
Fire 42201 592,835 8,000,520 8,000,521 100%
Public Works - Admin 43020 80,521 558,593 581,815 96%
Public Works - Streets 43022 138,948 1,320,585 1,320,895 100% Public Works - Parks 43023 219,175 1,637,937 1,692,913 97% Planning 43030 115,266 1,218,962 1,708,781 71%
Building 43040 64,442 674,052 912,131 74%
Community Activities 43101 35,408 847,355 951,129 89%
Successor Agency 43199 8,023 78,691 175,712 45%
Non-Departmental 43200 124,210 1,018,191 1,018,282 100% Emergency Response 43201 - - - 0%
Transfers 43999 56,534 1,056,651 1,144,315 92%
Total General Fund Expenditures 3,411,011 26,941,113 28,207,952 96% Other Funds
Public Education & Gov 202 39,763 19,860 40,496 59,061 69% (14,512) Strong Motion 203 276 - - - 0% 6,778
Asset Forfeiture 211 578 - - - 0% 17,371
SLESF C.O.P.S Grant 217 146,515 - 100,000 100,000 100% 387,695 Bond Property 220 - - - - 0% (19,144)
Maysonnave Property 221 - - - - 0% (15,196)
Schell Drainage 234 6,872 - - - 0% 69,082
Abandoned Vehicle 240 9,858 2,241 15,746 15,000 105% (32,587) Streets/Transport/Drain 301 2,136,336 9,223 489,997 549,599 89% 75,244 Gas Tax 302 332,345 23,742 111,158 1,738,438 6% 846,256 SB-1Road Maint 303 310,478 - 334,557 1,342,000 25% 661,187 Parks & Facilities 304 117,670 55,646 154,644 329,079 47% 62,178 Fire Measure H 312 356,006 170,843 356,006 548,700 65% - Transportation Measure M 313 189,466 - - 487,000 0% 424,042 Parks-In-Lieu/Quimby Act 314 23,619 14,400 51,083 210,470 24% 301,305 Parks Measure M 315 174,053 42,538 42,538 669,000 6% 650,079 Prop 68 Parks 316 25,000 - 2,500 - 0% (162,690)
Successor Agency 391 2,629,968 450 2,296,488 2,591,338 89% (20,608,514) CREBS 495 - - - - 0% -
2012 POB 498 43 - - - 0% (5,231)
Cemeteries 501 306,727 51,243 501,487 759,182 66% (2,190,139) Cemetery Replacement 502 - - - - 0% 288,613
Cemetery Endowment 504 26,310 - 50,000 50,000 100% 742,931 Water Utility 510 7,208,461 800,274 6,074,927 6,825,693 89% 9,467,086 Water CIP 512 721,266 260,933 2,309,542 3,175,532 73% 185,411 Water Equip Replacement 513 23,601 - - - 0% 726,259
EMS Equip Replacement 521 3,020 - - - 0% 84,650
Mgmt Information Srvcs 601 517,228 59,581 422,071 621,457 68% 389,418 Vehicle Replacement 603 462,466 301,402 926,502 963,231 96% 1,068,114 Insurance 604 1,688 - - - 0% 50,666
Building Maintenance 610 420,709 9,112 16,850 310,000 5% 3,585,835 Computer Loan 614 2,103 - - - 0% 65,047
Hardscape Maint 615 856 - - - 0% 26,424
Admin Hearings 620 293 - - - 0% 825
Grants Restricted 630 1,598,728 388,394 1,568,339 1,892,321 83% 31,545 Culture Fine Art 701 380 - - - 0% 12,326
Tree Trust 702 598 - - - 0% 19,412
Public Art 703 26,424 - - - 0% 70,856
Pool Scholarship 715 7,967 - 25,000 25,000 100% 204,860 Senior Housing 731 8,090 - 40,410 40,410 100% 216,530
Housing Trust 732 702,971 - - - 0% 2,817,805
IGT 796 920,535 - 508,388 519,613 98% 2,008,084
SVFRA Operations 798 34,118 - - - 0% 593,258
TOTAL 46,879,966 5,620,893 43,379,843 52,030,076 83%
Monthly disbursement detail reports can be found at www.sonomacity.org/financial-documents Agenda Item #7.5:

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City of Sonoma

CITY OF SONOMA

FUND DESCRIPTIONS

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

CREBS (Clean Renewable Energy Bonds) (Fund 495): Bonds to pay for solar projects at the Police Station and Corporation Yard. Not Currently Active Fund
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City of Sonoma
2012 POB (Pension Obligation Bond) (Fund 498): Bond issued to refund the City’s side fund loan obligations to the California Public Employees’ Retirement System (CalPERS). Not Currently Active Fund Cemeteries (Fund 501): Accounts for funding to support the City’s three cemeteries’ operations and maintenance, including burial and inurnment preparation and coordination, cemetery improvements, tree hazard assessment and abatement, grounds maintenance, mausoleum maintenance, road maintenance, and vandalism abatement.

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

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

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

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

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

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

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

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

Not Currently Active Fund
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City of Sonoma
Building Maintenance (Fund 610): The fund allows the City to set aside funding received through annual transfers made by other City departments and funds for future replacement or repair of certain items in City owned and maintained facilities.

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

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

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

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

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

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

Agenda Item #7.5:

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City of Sonoma
Agenda Item Summary
Meeting: City Council - 17 Sep 2025
Department
Finance
Staff Contact
Prapti Aryal, Finance Director
Agenda Item Title
Accept the Expenditure Report for the Month of August 2025 Summary
The attached report shows disbursements for the month of August 2025.

Most departments in Fund 100 (General Fund) have higher percentages of budget vs actual due to the allocation of one-time payments for the annual CalPERS unfunded accrued liability (UAL). Paying UAL as a lump sum in July rather than in monthly installments allowed the City to take advantage of a 3.4% discount on interest charges.

Fund 301 (Streets/Transportation/Drainage) has a negative revenue amount due to a refund of an overpayment.

Fund 304 (Parks & Facilities) has a credit in expense due to a voided check being credited back to the fund.

Fund 603 (Vehicle Replacement) also had a voided check which credited a prior period expense and created a situation in which the monthly expenditure in August is greater than the YTD expenditure total.

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

Recommended Council Action
Accept report
Alternative Actions
Council discretion
Financial Impact
Monthly Payables Report, August 2025
Environmental Review Status
Environmental Impact Report
Negative Declaration
Exempt
Not Applicable
Approved/Certified
No Action Required
Action Requested
Attachments
Disbursement Report - August 2025
Fund Glossary
Agenda Item #7.6:

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DISBURSEMENT REPORT AUGUST 2025
Year to Date Monthly Year to Date Annual Percent of Fund Fund Revenue Expenditure Expenditure Budget Budget Balance General Fund 30000 621,820 29,398,090 2% 11,584,472
City Council 41001 4,425 15,735 151,184 10%
City Clerk 41002 63,616 129,940 468,828 28%
City Manager 41003 196,506 349,059 1,276,709 27%
Finance 41004 103,083 188,420 853,284 22%
City Attorney 41005 18,506 18,506 285,000 6%
Police 42101 112,465 610,935 7,780,097 8%
Fire 42201 589,730 2,069,641 8,122,755 25%
Public Works - Admin 43020 68,421 143,764 642,102 22%
Public Works - Streets 43022 172,995 362,331 1,506,235 24% Parks & Recreation 43023 212,527 415,084 1,868,173 22%
Planning 43030 140,205 279,526 1,409,629 20%
Building 43040 143,432 297,851 1,233,653 24%
Community Activities 43101 94,145 300,871 1,205,052 25% Successor Agency 43199 18,741 36,810 186,037 20%
Non-Departmental 43200 63,961 114,417 753,525 15%
Emergency Response 43201 6,609 13,237 117,745 11%
Public Information 43203 26,433 52,945 210,716 25%
Transfers 43999 - - 1,120,000 0%
Total General Fund Expenditures 2,035,800 5,399,068 29,190,724 18% Other Funds
Public Education & Gov 202 78 - - - 0% (14,434)
Strong Motion 203 42 - - - 0% 6,820
Asset Forfeiture 211 85 - - - 0% 17,456
SLESF C.O.P.S Grant 217 2,191 - - 120,000 0% 389,886
Bond Property 220 - - - - 0% (19,144)
Maysonnave Property 221 - - - - 0% (15,195)
Schell Drainage 234 1,034 - - - 0% 70,116
Abandoned Vehicle 240 - 1,130 1,130 15,000 8% (33,717)
Streets/Transport/Drain 301 (327) 12,584 12,584 200,000 6% 61,333 Gas Tax 302 32,100 8,987 20,997 314,545 7% 857,360
SB-1Road Maint 303 2,453 - - 100,000 0% 663,640
Parks & Facilities 304 864 - (1,782) 625,000 0% 64,824
Fire Measure H 312 - - - 708,000 0% -
Transportation Measure M 313 1,489 - - - 0% 425,531
Parks-In-Lieu/Quimby Act 314 4,086 - - 225,000 0% 303,391 Parks Measure M 315 2,913 - 14,657 84,999 17% 638,335
Prop 68 Parks 316 - - - - 0% (162,690)
Successor Agency 391 8,690 - 60,869 2,599,306 2% (20,660,693) CREBS 495 - - - - 0% -
2012 POB 498 6 - - - 0% (5,225)
Cemeteries 501 59,610 55,772 105,399 791,396 13% (2,235,928) Cemetery Replacement 502 - - - - 0% 288,613
Cemetery Endowment 504 7,973 - - 47,000 0% 750,905
Water Utility 510 1,705,666 594,359 893,224 7,356,586 12% 10,272,625 Water CIP 512 8,317 - - 655,000 0% 193,728
Water Equip Replacement 513 3,550 - - - 0% 729,809
EMS Equip Replacement 521 416 - - - 0% 85,066
Mgmt Information Srvcs 601 99,526 42,029 109,379 593,738 18% 379,565 Vehicle Replacement 603 70,380 175,779 84,375 657,878 13% 1,054,119 Insurance 604 248 - - - 0% 50,914
Building Maintenance 610 103,581 - - 266,000 0% 3,689,416 Computer Loan 614 320 - - - 0% 65,367
Hardscape Maint 615 130 - - - 0% 26,554
Admin Hearings 620 40 - - - 0% 865
Grants Restricted 630 1,872 - - - 0% 33,418
Culture Fine Art 701 60 - - - 0% 12,386
Tree Trust 702 94 - - - 0% 19,507
Public Art 703 282 - - 35,000 0% 71,138
Pool Scholarship 715 1,087 - - 25,000 0% 205,947
Senior Housing 731 1,018 - 25,454 25,454 100% 192,095
Housing Trust 732 12,364 - - 250,000 0% 2,830,169
IGT 796 10,417 - 69,877 1,565,968 4% 1,948,625
SVFRA Operations 798 3,435 - - - 0% 596,694
TOTAL 2,767,914 2,926,439 6,795,231 46,451,594 15%
Monthly disbursement detail reports can be found at www.sonomacity.org/financial-documents Agenda Item #7.6:

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City of Sonoma

CITY OF SONOMA

FUND DESCRIPTIONS

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

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

Agenda Item #7.6:

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

CREBS (Clean Renewable Energy Bonds) (Fund 495): Bonds to pay for solar projects at the Police Station and Corporation Yard. Not Currently Active Fund
Agenda Item #7.6:

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

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

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

Not Currently Active Fund
Agenda Item #7.6:

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

Agenda Item #7.6:

Page 62 of 166 ends

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

Agenda Item #7.6:

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City of Sonoma
Agenda Item Summary
Meeting: City Council - 17 Sep 2025
Department
Public Works
Staff Contact
Michael Berger, Public Works Director
Agenda Item Title
Receive Update on West Spain Street Improvements and Approve a Resolution Adopting the Plans and Specifications for the West Spain Street Rehabilitation Project, CIP T-11; Project No. 2502, Accepting Bids, Awarding a Contract to Team Ghilotti, Inc. and Authorizing the City Manager to Execute a Construction Contract in the Amount of $447,141.10 , and Further Authorizing the City Manager to Approve $67,071.17 (15%) in Contingency and Adopt a Resolution Authorizing a Budget Amendment to Adopt an Updated Capital Improvement Program Budget for FY25-26
Summary
Historical Background and Update on West Spain Street Improvements West Spain Street is a major collector on the City of Sonoma's Functional Road Classification, with many residents and visitors regularly traveling this busy street. West Spain Street runs parallel to West Napa Street (SR 12) and is often used as an alternative route to the Plaza. City staff have received multiple complaints and four Traffic Hazard Reporting Forms over the last year requesting traffic calming improvements (such as striping, red curbs, crosswalk improvements, and a traffic circle); this includes one traffic hazard reporting form that was originally submitted in 2022 and updated in 2024. All Traffic Hazard Reporting Forms received are reviewed by the Traffic Safety Committee, City Traffic Engineer, and when needed, the City Traffic Engineering Safety Team. In response to the complaints and traffic hazard reporting forms received, staff have completed the following over the last calendar year (2025):
 Painted red curbs down West Spain Street for any curbs within 20 feet from the upstream crosswalks in accordance with AB413, which does not allow a car to park within 20 feet of a crosswalk. With the enforcement of this law, it is now illegal for cars to park within 20 ft. of a crosswalk, whether or not there is painted red curb.  Evaluated the possible installation of a quick build traffic circle at Third Street West and West Spain Street. After an engineering analysis, this traffic calming measure was deemed not suitable for this location due to the layout of the pedestrian curb ramps and existing crosswalks. The installation of a traffic circle would create vehicle and pedestrian conflicts in the crosswalks based on the intersection geometry. The City's Traffic Engineer and Traffic Safety Committee ultimately determined that this improvement would not be a good fit for this highly travelled intersection.  Considered the possibility of a round-a-bout at the Third Street West and West Spain Street intersection. A round-a-bout, typical of what is currently installed at Arnold Drive and Boyes Boulevard in Sonoma Valley and what is currently under construction at SR 12/121, requires a significant amount of area and potential right-of-way acquisition as round-a-bouts are much larger than traffic circles. Due to the space and geometric requirements for round-a-bouts, this proposed improvement ultimately was deemed not a good fit for this intersection.
 Installed a Rectangular Rapid Flashing Beacon system at the Third Street West and West Spain Street intersection.

Agenda Item #9.1:

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 Received recommendations for West Spain Street via technical memo from GHD, Inc. at the May 6, 2025 Traffic Safety Meeting in response to a traffic hazard reporting form.

These recommendations included edge line striping to narrow the roadway, sharrow bike legends, and bicycle signage. The memo also reiterated the installation of a traffic circle was not feasible based on the layout/geometry of the intersection.  Adopted a new Capital Improvement Project for West Spain Street Rehabilitation Project (CIP T-11).
 Initiated and completed design for CIP T-11, with the recommended striping improvements from the West Spain Street Technical Memo included in the Plan Set (attached). An update regarding this project was presented at the August 5, 2025, Traffic Safety Committee Meeting.
 Ordered and awaiting delivery of one speed feedback sign to be installed on West Spain Street by City forces.
 Worked towards the design of a new crosswalk at Seventh Street West and West Spain Street as part of the City's Citywide Bicycle and Pedestrian Improvements Project (CIP T-6).

Project Award
The West Spain Street Rehabilitation project generally involves pavement rehabilitation and repair of localized failures with striping and signage improvements along West Spain Street.

Work includes asphalt pavement grinding, dig out and repair of localized pavement failures, striping and markings, roadway signs, protection and adjustment of existing utility structures, traffic control, water pollution control and other related work. West Spain between 2nd Street West and 3rd Street West is being completely repaved, with other more localized repairs on West Spain Street between First Street West and Second Street West, and between Junipero Serra Drive and Highway 12. Striping upgrades included in the plan set include edge line striping on West Spain Street from Second Street West to Fifth Street West, new centerline striping, the addition of bike boulevard elements such as sharrows, and new Bike Route signage to be installed. This is consistent with the City's adopted Active Transportation Plan, which shows Spain Street from Fifth Street West to Second Street East as a bike boulevard, and has been identified as a Tier One (High Priority) project.

Additional items to be added to this project after contract execution could also include additional painted bulb outs and/or painted medians at the intersections of West Spain Street and Third Street West, and at West Spain Street and Second Street West. City Staff worked with UC Berkeley's Safe Transportation and Research Center (SafeTREC) on a Complete Streets Safety Assessment, which included a recommendation for bulb-outs and medians at the Third Street West and West Spain Street intersection, for additional traffic calming. The City Engineer has reviewed these additions and has preliminarily approved them.

Budget
On June 18, 2025, the City Council adopted the Fiscal Year 25-26 Capital Improvement Budget.

This budget included $150,000.00 for this project funded through Fund 301. Staff utilized this funding to start design and a task order to GHD, Inc., for $24,888.00 was approved. Design yielded funding estimates after budget adoption. City Staff did not include additional funding outside of the general fund request for this project, instead opting to adopt a budget adjustment to appropriate funding from Gas Tax (Fund 302), SB1 (Fund 303), and Measure M/Go Sonoma (Fund 313) with the project award after estimates had been received and project costs could be more accurately quantified.

Agenda Item #9.1:

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The City advertised the project for bids in August 2025. The bid opening was held on September 9, 2025. Six (6) bids were received, ranging from $447,141.10 to $951,500.00. The engineer's estimate for this work was $495,000.00. The lowest responsive bid was approximately 10% less than the engineer's estimate.

The project plans are attached. The project includes dig out repairs focused on West Spain from First Street West to Second Street West, dig outs and a grind and overlay on West Spain Street from Second Street West to Third Street West, dig out repairs on West Spain Street between Junipero Serra Drive and SR 12. Additionally, the plans also include striping upgrades.

The lowest responsive bid received was from Team Ghilotti, Inc. for $447,141.10.

The total project budget includes quality control testing which will be contracted through the City's on-call geotechnical engineering firm, RGH Consultants. The project budget for this is currently:

Line Item Expected Cost
Construction $447,141.10
Contingency (15%) $67,071.17
Quality Control Testing $15,100.00
Total $529,312.27
Currently, the project has a remaining available funding of $125,112.00, from Fund 301. This is remaining funding after the conclusion of design, which was done through a Task Order with GHD for $24,888.00. This leaves an existing funding gap of $404,200.27. Staff proposes the following adjustment to CIP T-11 to address this funding gap:

Proposed Account Proposed Amount
Measure M/Go Sonoma (Fund 313) $200,000.00
SB1 (Fund 303) $104,200.27
Gas Tax (Fund 302) $100,000.00
The updated FY25-26 Capital Improvement Program reflects these changes.

CEQA
This project is categorically exempt from the CEQA (California Environmental Quality Act) pursuant to Section 15301 (c) (Existing Facilities). A Notice of Exemption has been filed with the County Recorder's Office.

Recommended Council Action
It is recommended that the City Council adopt a resolution adopting the plans and specifications for the West Spain Street Rehabilitation Project, Project No. 2502, CIP T-11, accepting the bids and awarding the contract to Team Ghilotti, Inc, authorizing the City Manager to execute a construction contract for $447,141.10, authorizing the City Manager to approve $67,071.17 (15%) in contingency, and adopting an Updated Capital Improvement Program Budget for FY25-26.

Alternative Actions
Agenda Item #9.1:

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Reject all bids. This project would not move forward this fall, deferring maintenance to a later time. Staff could reissue the project bids in Spring.

Financial Impact
The City Council approved funding in the amount of $150,000.00 through Fund 301 at the June 18, 2025 adoption of the City's Budget. Other restricted revenue funds will be utilized to close the funding gap of $404,200.27 for this project to be fully funded. The attached updated Capital Improvement Program Budget for FY25-26 includes allocations from Fund 313 (Measure M/Go Sonoma Tax Measure), Fund 303 (SB1), and 302 (Gas Tax).

With these changes, the total funding approved for this project, pending the approved budget amendment (attached), reflect the following:

Fund Amount Date Approved/Submitted for Approval
301 (General Fund Streets
Projects) $150,000.00 June 18, 2025 with 25-26 FY budget 302 (Gas Tax) $100,000.00 September 17, 2025 budget amendment (proposed)
303 (SB1) $104,220.27 September 17, 2025 budget amendment (proposed)
313 (Measure M/Go
Sonoma) $200,000.00 September 17, 2025 budget amendment (proposed) Total Approved Funding: $554,200.27.

Environmental Review Status
Environmental Impact Report
Negative Declaration
Exempt
Not Applicable
Approved/Certified
No Action Required
Action Requested
Attachments
CIP T-11 Plans
Resolution - Project Award
Team Ghilotti Contract
Resolution - Budget Amendment
Budget Adjustment Form-West Spain Award CIP Adjustment
Public Works Budget 2025-26 Budget - Updated 9.17.2025 - updated CIP Agenda Item #9.1:

Page 67 of 166 ends

Project
Client
Plot Date: 25 July 2025 - 12:08 AM Plotted By: Hugo Orozco N:\US\Santa Rosa\Projects\561\12672310\Digital_Design\ACAD\Sheets\12672310-GHD-00-00-TTB-GN-D001.dwg 0 Bar is one inch on
original size sheet
Approved Date
Author Drafting Check
Designer Project Director
Project No. Date
Filename:

Sheet No. This document and the ideas and designs incorporated herein, as an instrument of professional service, is the property of GHD. This document may only be used by GHD’s client (and any other person who GHD has agreed can use this document) for the purpose for which it was prepared and must not be used by any other person or for any other purpose. www.ghd.com Title
1"
No. Issue Checked
Design Check
Project Manager
Conditions of Use
Scale Sheet
ANSI D
Size
of

CITY OF SONOMA
CIP T-11 WEST SPAIN STREET

REHABILITATION PROJECT
M. WARGULA
B. SILVA 12672310 July 25, 2025 6
2235 Mercury Way Suite 150
Santa Rosa California 95407 USA
T 1 707 523 1010 F 1 707 527 8679
GHD Inc.
08/07/25
C76103
6/30/26
No.

Exp. REGI STERED PROFESSIONA L ENGINEER

STAT E OF CA L I FOR N

C I V I L
IA
MA
T T HE W J . W A R GUL A CITY OF SONOMA, CALIFORNIA
CIP T-11 WEST SPAIN STREET REHABILITATION PROJECT
CITY PROJECT NO. 2502
AUGUST 2025
APPROVED FOR CONSTRUCTION BY:

MIKE BERGER, P.E.

PUBLIC WORKS DIRECTOR

CITY OF SONOMA
DATE
SHEET NO. DWG NO. DRAWING DESCRIPTION
1 G-001 COVER SHEET
2 G-002 GENERAL NOTES, LEGEND, & ABBREVIATIONS
3 G-004 CITY STANDARD DETAILS
C-101
4 5
6 G-003 TYPICAL SECTION & DETAILS
P-101
LEGEND

PROJECT LOCATION
HWY 12

JUNIPERO SERA DR
5TH ST W 1ST ST W Bodega

SONOMA COUNTY
San Pablo Bay
P a c i f i c O c e a n
Lake Sonoma
Bay
Santa
Fetters Hot Springs
Geyserville
Cloverdale
Guerneville
Monte Rio
Healdsburg
Windsor
Forestville
Kenwood
Rosa
Sebastopol
Graton
Occidental
Rohnert Park
Cotati Boyes Hot Springs
El Verano
Petaluma
SONOMA

LOCATION

PROJECT

W SPAIN ST

COVER SHEET
AS NOTED G-001 1
H. OROZCO
H. OROZCO
M. WARGULA
M. WARGULA

WEST SPAIN STREET - IMPROVEMENT PLAN

WEST SPAIN STREET - STRIPING PLAN

SHEET INDEX

VICINITY MAP

NOT TO SCALE

LOCATION MAP

NOT TO SCALE

W SPAIN ST
4TH ST W
3RD ST W
2ND ST W Agenda Item #9.1:

Page 68 of 166 ends

Project
Client
Plot Date: 25 July 2025 - 12:09 AM Plotted By: Hugo Orozco N:\US\Santa Rosa\Projects\561\12672310\Digital_Design\ACAD\Sheets\12672310-GHD-00-00-NOT-GN-D001.dwg 0 Bar is one inch on
original size sheet
Approved Date
Author Drafting Check
Designer Project Director
Project No. Date
Filename:

CITY OF SONOMA
CIP T-11 WEST SPAIN STREET

REHABILITATION PROJECT
M. WARGULA
B. SILVA 12672310 July 25, 2025 6
2235 Mercury Way Suite 150
Santa Rosa California 95407 USA
T 1 707 523 1010 F 1 707 527 8679
GHD Inc.
08/07/25
C76103
6/30/26
No.

Exp. REGI STERED PROFESSIONA L ENGINEER

STAT E OF CA L I FOR N

C I V I L
IA
MA
T T HE W J . W A R GUL A

1. ALL WORKMANSHIP, MATERIALS, AND CONSTRUCTION WITHIN CITY RIGHT-OF-WAY SHALL CONFORM TO THE LATEST REVISIONS FOR THE CITY OF SONOMA STANDARD PLANS, CONSTRUCTION SPECIFICATIONS, AND DESIGN AND CONSTRUCTION STANDARDS AND 2018 CALTRANS STANDARD SPECIFICATIONS AND STANDARD PLANS. ALL WORK IS TO BE PERFORMED IN CONFORMANCE WITH THE LATEST EDITION OF ALL APPLICABLE REGULATORY REQUIREMENTS.

2. THE CONTRACTOR SHALL CALL UNDERGROUND SERVICE ALERT (USA) AT (800) 227-2600 OR CALL 811 AT LEAST 48 HOURS PRIOR TO ANY EXCAVATION FOR MARKOUTS OF EXISTING UNDERGROUND FACILITIES.

3. ANY DAMAGES TO PRIVATE, CITY OR UTILITY OWNER PROPERTY CAUSED BY THE CONTRACTOR'S OPERATIONS SHALL BE THE CONTRACTOR'S RESPONSIBILITY.

ALL DAMAGES CAUSED BY CONTRACTOR OPERATIONS SHALL BE REPAIRED TO THE OWNER'S SATISFACTION AND AT THE CONTRACTOR'S EXPENSE.

4. NO CONSTRUCTION SHALL COMMENCE WITHOUT PRIOR APPROVAL OF THE CITY OF SONOMA ENGINEER.

5. THE CONTRACTOR SHALL OBTAIN A TRENCH SAFETY PERMIT FROM THE CALIFORNIA DIVISION OF INDUSTRIAL SAFETY PRIOR TO EXCAVATION OF ANY TRENCH GREATER THAN 5-FEET DEEP.

6. THE CONTRACTOR SHALL BE RESPONSIBLE FOR IMMEDIATE OFF-SITE DISPOSAL AND RECYCLING (WHERE POSSIBLE) OF ALL REMOVED OR DEMOLISHED BITUMINOUS PAVEMENT, CONCRETE, REINFORCEMENT, AND SPOILS AS REQUIRED BY THE ENGINEER AND PER THE SPECIFICATIONS.

7. ALL LANDSCAPING AND IRRIGATION SYSTEMS OR OTHER PRIVATE IMPROVEMENTS DISTURBED BY THE CONTRACTOR SHALL BE REPAIRED OR REPLACED IN KIND OR AS DIRECTED BY THE ENGINEER.

8. EXISTING TURF, PLANTS, SHRUBBERY AND TREES SHALL BE REMOVED ONLY AS DIRECTED BY THE ENGINEER.

9. THE CONTRACTOR SHALL MAINTAIN ACCESS TO ALL DRIVEWAYS DURING CONSTRUCTION.

10. ACCESS FOR EMERGENCY VEHICLES SHALL BE MAINTAINED AT ALL TIMES.

11. ALL EXCAVATIONS SHALL BE PAVED AT THE END OF EACH WORKING DAY PER THE SPECIFICATIONS.

12. ALL TRAFFIC CONTROL SHALL BE IN ACCORDANCE WITH THE LATEST EDITION OF THE CALIFORNIA DEPARTMENT OF TRANSPORTATION MANUAL ON UNIFORM

TRAFFIC CONTROL DEVICES (MUTCD), STANDARD SPECIFICATIONS AND STANDARD PLANS, CITY OF SONOMA TRAFFIC STANDARDS SECTION, AND CITY OF SONOMA TRAFFIC STANDARD PLANS. FLAGGERS SHALL BE PROVIDED WHEN NECESSARY. ALL SIGNS SHALL BE MAINTAINED THROUGHOUT CONSTRUCTION TO PROVIDE PROPER VISIBILITY.

13. THE CONTRACTOR SHALL HAVE A CLASS "A" LICENSE.

14. CAUTION SHALL BE EXERCISED WHEN DIGGING WITHIN THE DRIPLINE OF ANY TREE. ROOTS LARGER THAN 2 INCHES SHALL NOT BE CUT WITHOUT PERMISSION FROM THE ENGINEER. IN THE EVENT THAT A TREE ROOT LARGER THAN 2 INCHES NEEDS TO BE REMOVED, THE ROOT PRUNING SHALL BE PERFORMED BY A

LICENSED ARBORIST APPROVED BY THE ENGINEER, AT THE CONTRACTOR'S EXPENSE

15. CONTRACTOR SHALL PROTECT AND PRESERVE CITY SURVEY MONUMENTS. IF NOT POSSIBLE CONTRACTOR SHALL COORDINATE 10 DAYS IN ADVANCE WITH CITY OF SONOMA FOR REFERENCING OF EXISTING MONUMENTS PRIOR TO WORK IN THE AREA. IF MONUMENT(S) ARE DISTURBED CONTRACTOR SHALL RECONSTRUCT PER CITY OF SONOMA STANDARDS.

16. ALL PAVEMENT STRIPING, MARKINGS, AND SIGNS DAMAGED DUE TO CONSTRUCTION SHALL BE REPLACED IN KIND.

17. CONTRACTOR SHALL PROTECT AND PRESERVE EXISTING FACILITIES IF POSSIBLE OR REPLACE IN KIND

18. ALL TRENCHES SHALL BE PAVED OR COVERED WITH APPROVED TRENCH PLATES WHILE CONSTRUCTION WORK IS NOT ACTIVELY COMMENCING OR AT THE END OF EACH WORKING DAY. SEE SPECIFICATIONS FOR FURTHER REQUIREMENTS.

19. AN ORTHOGRAPHIC AERIAL IMAGE WAS USED TO SHOW APPROXIMATE LOCATIONS OF WORK.

20. LOCATION OF EXISTING UTILITIES AND STRUCTURES ARE NOT SHOWN. EXACT LOCATIONS AND COMPLETENESS ARE NOT GUARANTEED. CONTRACTOR SHALL NOTIFY UNDERGROUND SERVICE ALERT (USA) AT (800) 227-2600 OR DIAL 811 A MINIMUM OF 48 HOURS PRIOR TO ANY EXCAVATION AND POTHOLE FOR EXACT LOCATION.

ABBREVIATIONS
(E) STREET SIGN
(E) STREET LIGHT
(E) WATER OR GAS VALVE
LEGEND
(E) FIRE HYDRANT
(E) GUY ANCHOR
(E) POWER POLE
(E) SS CLEANOUT
(E) SS MANHOLE
(E) STORM DRAIN MANHOLE
(E) STORM DRAIN CATCH BASIN
(E) STORM DRAIN INLET
(E) ELECTRICAL PULL BOX
(E) CABLE TV RISER
APN # & ADDRESS

DETAIL IDENTIFICATION

SHEET NUMBER ON WHICH

DETAIL NUMBER

DETAIL APPEARS
"VAR" INDICATES THAT DETAIL IS

DETAIL NUMBER

SHEET NUMBER ON WHICH

DETAIL WAS TAKEN

REFERENCED FROM MULTIPLE DWGS
NOTE: THIS IS A STANDARD LEGEND SHEET, THEREFORE, SOME

SYMBOLS OR ABBREVIATIONS MAY APPEAR ON THIS SHEET AND MAY

NOT BE UTILIZED ON THIS PROJECT

GENERAL NOTES

SW, S/W SIDEWALK

OH OVERHEAD
(N) NEW

FC FACE OF CURB
G

DWY, D/W DRIVEWAY

CG, C/G, C&G CURB & GUTTER

PB PULL BOX, PLANTER BOX

PROPERTY LINE

POINT OF INTERSECTION

POINT OF CURVE

NOT TO SCALE

MINIMUM

LEFT, LENGTH

LINEAR FEET
CATV
CL
CR
CONC
CB
CO
CI

GAS, GAS MAIN

CABLE TELEVISION

GB GRADE BREAK

FLOW LINE
PI

N NORTH
PC
PL
NTS

MANHOLE
MIN
MH
FL

FH FIRE HYDRANT

FG FINISHED GRADE

CENTERLINE, CLASS

CATCH BASIN

CURB RETURN

CLEANOUT

CURB INLET

CONCRETE
APN
BC
AC
AB
@

LG LIP OF GUTTER

EP EDGE OF PAVEMENT

ASPHALT CONCRETE

AGGREGATE BASE

LAT LATERAL
INV

HDPE HIGH DENSITY POLYETHYLENE
LF
L

INVERT GRADE

MAX MAXIMUM

JP JOINT POLE

EC END CURVE

ELECTRICAL, ELECTRIC MAIN

DROP INLET

ENGR ENGINEER

DWG DRAWING
DI
(E), EXST, EX EXISTING

ELEVATION

EXISTING GRADE
EACH

DUCTILE IRON PIPE

DIAMETER
EL
EG
EA
DIP
DIA

BACK OF CURB

ASSESSOR'S PARCEL NUMBER
AT

ST STREET

STORM DRAIN

SS SANITARY SEWER
SD

STA STATION

STD STANDARD
T
R
ROAD

WM WATER METER
WATER

UG UNDERGROUND

TYP TYPICAL

TELEPHONE

TC TOP OF CURB

W/ WITH
W

S SLOPE

ROW RIGHT-OF-WAY

RET RETAINING

RADIUS, RIGHT

REINFORCED CONCRETE PIPE

PT POINT OF TANGENCY
RCP
RD

PRC POINT OF REVERSE CURVE

AGG AGGREGATE

GALV GALVANIZED

PCC PORTLAND CEMENT CONCRETE

RC RELATIVE COMPACTION

THK THICK

LN LANE

PRC PRESSURE REDUCING VALVE

TG TOP OF GRADE

TOP TOP OF PAVEMENT

TOC TOP OF CONCRETE

ELPB ELECTRICAL PULL BOX

HP HIGH POINT

EXISTING TREE AND SIZE

CONTROL POINT

BENCHMARK
R.O.W. OR PROPERTY LINE

EXISTING MONUMENT

SYC SYCAMORE

ARV AIR RELEASE VALVE

BSW BACK OF SIDEWALK

BLVD BOULEVARD

BFP BACK FLOW PREVENTER

INTN INTERSECTION
(N) STRIPING LEGEND
PER CALTRANS STD. PLANS
(E) CONCRETE (CURB & GUTTER, CROSS GUTTER, SIDEWALK, DRIVEWAY) (N) CONCRETE (CURB & GUTTER, CROSS GUTTER, SIDEWALK, PEDESTRIAN CURB RAMP, DRIVEWAY) 5" DIGOUT PER

EDGE TAPER GRIND PER

CONFORM GRIND FOR OVERLAY PER

AT DIRECTION OF ENGINEER, REMOVE

SATURATED/UNSUITABLE ROADWAY SUBGRADE PER
W'xL'
(E) STORM DRAIN
(E) WATER LINE
(E) ELECTRICAL LINE
(E) UG SEWER LINE
(E) UG GAS LINE
(E) OVERHEAD ELEC, TEL, CABLE
(E) UG CABLE TV LINE
(E) UG TELEPHONE LINE

2.5" DEPTH HMA PAVEMENT OVERLAY, SEE

FOR TYPICAL OVERLAY
(E) DRY UTILITY MANHOLE
(E) GAS VALVE
(E) PG&E GAS MANHOLE
WM
(E) WATER SERVICE WITH
(E) METER BOX

WS WATER SERVICE

PVC POLYVINYL CHLORIDE PLASTIC
CO

GENERAL NOTES, LEGEND, &

ABBREVIATIONS
AS NOTED G-002 2
H. OROZCO
H. OROZCO
M. WARGULA
M. WARGULA
(E) AT&T MANHOLE
1 G-003
2 G-003
3 G-003
4 G-003
5 G-003
Agenda Item #9.1:

Page 69 of 166 ends

Project
Client
Plot Date: 25 July 2025 - 12:09 AM Plotted By: Hugo Orozco N:\US\Santa Rosa\Projects\561\12672310\Digital_Design\ACAD\Sheets\12672310-GHD-00-00-DET-CI-501.dwg 0 Bar is one inch on
original size sheet
Approved Date
Author Drafting Check
Designer Project Director
Project No. Date
Filename:

CITY OF SONOMA
CIP T-11 WEST SPAIN STREET

REHABILITATION PROJECT
M. WARGULA
B. SILVA 12672310 July 25, 2025 6
2235 Mercury Way Suite 150
Santa Rosa California 95407 USA
T 1 707 523 1010 F 1 707 527 8679
GHD Inc.
08/07/25
C76103
6/30/26
No.

Exp. REGI STERED PROFESSIONA L ENGINEER

STAT E OF CA L I FOR N

C I V I L
IA
MA
T T HE W J . W A R GUL A

TYPICAL SECTIONS & DETAILS
AS NOTED G-003 3
H.OROZCO
H.OROZCO
M. WARGULA
M. WARGULA
CL
E.G
(N) HMA OVERLAY
SEE

PLACE STABILIZATION

FABRIC AND FULL
DEPTH HMA, TYP. REMOVE EXISTING PAVEMENT,
BASE, OR SUBGRADE (TYP.)
5"
2 5" DIGOUT AND REPAIR
N.T.S
NOTES:

1. ALL DIG-OUT REPAIR LOCATIONS ARE SCHEMATICALLY SHOWN ON PLAN SHEETS.

EXACT LOCATIONS SHALL BE MARKED IN THE FIELD BY THE ENGINEER.

2. APPLY TACK COAT TO ALL VERTICAL AND HORIZONTAL SURFACES.

3. SEE ALSO DETAIL 3, IN THE CASE OF SATURATED OR UNSUITABLE SUBGRADE BELOW 5" DIGOUT, AS DIRECTED BY THE ENGINEER.

4. IF DIGOUT IS LOCATED WITHIN AREA OF TAPER OR CONFORM GRINDING OR FULL WIDTH REMOVAL, ADJUST DIGOUT DEPTH TO PROVIDE MIN. OF (N) DIGOUT SECTION SHOWN ABOVE.
(E) AB

DEPTH UNKNOWN

WIDTH VARIES
3 SATURATED / UNSUITABLE ROADWAY SUBGRADE
N.T.S

APPLY TACK

COAT TO ALL

VERTICAL

SURFACES (TYP)

ADDITIONAL HMA
(N) OVERLAY, SEE EX. HMA
(VARIES)

STABILIZATION FABRIC

VARYING
WIDTH
6" OR AS DIRECTED
2 -

SAWCUT EDGES OR
USE PAVEMENT GRINDER, TYP.

PLACE STABILIZATION

FABRIC AND FULL

DEPTH HMA
(E) GRADE
1 - 1
-
30'
(E) PAVEMENT OR
(E) LIP OF GUTTER
NOTE:

1. CONFORM GRIND WITHIN LIMITS OF FULL WIDTH GRIND TO ACHIEVE TOTAL GRIND DEPTH AT CONFORM TO (E) PAVEMENT OF 2.5".
(N) OVERLAY / INLAY

PAVEMENT
4 TYPICAL CONFORM GRIND
N.T.S

2.5"
(N) HMA OVERLAY
SEE
(E) AB
(E) HMA PAVEMENT
A.C.

A.B.

C FG L

EXISTING CURB

AND GUTTER
6 LIP DETAIL
N.T.S
3/8" LIP AFTER

COMPACTION

VARIES (E) TC
1 - 2.5" CL
TABLE 1

DIGOUT NUMBER WIDTH (FT) LENGTH (FT) AREA (SF)
1 8 212 1696
2 6.5 23 150
3 6.5 30 195
4 13 224 2912
5 13 195 2535
6 18 48 864
7 6.5 289 1879
8 13 285 3705
9 6.5 69 449
10 13 47 611
11 6.5 24 156
12 6.5 60 390
13 28 182
14 19 124
15 26 169
16 36 234
17 30 195
18 13 111 1443
19 6.5 38 247
20 6.5 17 111
21 13 57 741
22 30 16 480
TOTAL AREA 19468
7 DIGOUT TABLE
N.T.S
5 EDGE TAPER GRIND FOR OVERLAY
N.T.S
1 TYPICAL SECTION - WEST SPAIN STREET (STA 20+45 TO STA 26+35) N.T.S
(E) PAVEMENT
GRADE

EDGE GRIND (E) HMA PAVEMENT, GRIND
DEPTH VARIES BASED ON 2.5" OVERLAY,
SEE 1
-

SLOPE VARIES
3/8" GUTTER LIP
SEE DETAIL 6
EDGE GRIND 13' LIMITS OF EDGE TAPER (E) CURB AND GUTTER. WHERE CURB

AND GUTTER DOES NOT EXIST,

CONFORM TO (E) PAVEMENT
NOTES:

1. SEE PLANS FOR LOCATIONS AND WIDTHS OF CONFORM
GRINDS TO MATCH (E) PAVEMENT.

2. ALL CRACKS IN (E) HMA WIDER THAN 1/4" SHALL BE SEALED PRIOR TO (N) OVERLAY.

FINISH GRADE + 2.5"

HMA OVERLAY,
SEE 1
-

TRAFFIC LANE/PARKING LANE TRAFFIC LANE/PARKING LANE
±18.5' ±18.5'
3/8" GUTTER LIP, SEE
(TYP)
(E) PAVEMENT GRADE
6 -
(E) EDGE OF

PAVEMENT (TYP)

CONSTANT SLOPE (VARIES) CONSTANT SLOPE (VARIES)
(N) 2.5" HMA OVERLAY

EDGE TAPER GRIND (TYP)
SEE
5 - DIGOUTS WITH FULL-DEPTH HMA

PLUG-DEPTH AND LOCATION PER
PLAN AND DIRECTION OF ENGINEER.

SEE AND 2
- 3-
(E) CURB AND
GUTTER
(E) SECTION VARIES
PAVEMENT MAT WITH 1' OVERLAP
(TYP) WITHIN EDGE TAPER GRIND

AND CONFORM GRIND AREA

6.5 6.5

6.5 (E) HMA

DEPTH UNKNOWN

WHERE INDICATED IN PLAN
WHERE

INDICATED

IN PLAN
Agenda Item #9.1:

Page 70 of 166 ends

CITY OF SONOMA
CIP T-11 WEST SPAIN STREET

REHABILITATION PROJECT
M. WARGULA
B. SILVA 12672310 July 25, 2025 6
2235 Mercury Way Suite 150
Santa Rosa California 95407 USA
T 1 707 523 1010 F 1 707 527 8679
GHD Inc.
08/07/25
C76103
6/30/26
No.

Exp. REGI STERED PROFESSIONA L ENGINEER

STAT E OF CA L I FOR N

C I V I L
IA
MA
T T HE W J . W A R GUL A
2 FRAME AND COVER ADJUSTMENT
NTS 3 SURVEY MONUMENT INSTALLATIONNTS 1 STANDARD PEDESTRIAN CONTINENTAL CROSSWALKNTS

CITY STANDARD DETAILS
AS NOTED G-004 4
H. OROZCO
H. OROZCO
M. WARGULA
M. WARGULA
4 SIGN, POST AND FOUNDATION INSTALLATION
NTS Agenda Item #9.1:

Page 71 of 166 ends

10+00 11+00 12+00 13+00 14+00 15+00 16+00 17+00 17+50
20+00 21+00 22+00 23+00 24+00 25+00 26+00 27+00 28+00 29+00 30+00 31+00 32+00 33+00 33+20 Project
Client
Plot Date: 25 July 2025 - 12:09 AM Plotted By: Hugo Orozco N:\US\Santa Rosa\Projects\561\12672310\Digital_Design\ACAD\Sheets\12672310-GHD-00-00-IMP-CI-D101.dwg 0 Bar is one inch on
original size sheet
Approved Date
Author Drafting Check
Designer Project Director
Project No. Date
Filename:

CITY OF SONOMA
CIP T-11 WEST SPAIN STREET

REHABILITATION PROJECT
M. WARGULA
B. SILVA 12672310 July 25, 2025 6
2235 Mercury Way Suite 150
Santa Rosa California 95407 USA
T 1 707 523 1010 F 1 707 527 8679
GHD Inc.
08/07/25
C76103
6/30/26
No.

Exp. REGI STERED PROFESSIONA L ENGINEER

STAT E OF CA L I FOR N

C I V I L
IA
MA
T T HE W J . W A R GUL A

WEST SPAIN STREET -

IMPROVEMENT PLAN
C-101 5
H. OROZCO
H. OROZCO
M. WARGULA
M. WARGULA

LOCATION OF EXISTING UTILITIES AND STRUCTURES ARE NOT
SHOWN. CONTRACTOR SHALL NOTIFY UNDERGROUND SERVICE
ALERT (USA) AT (800) 227-2600 OR DIAL 811 A MINIMUM OF 48 HOURS PRIOR TO ANY EXCAVATION AND POTHOLE FOR EXACT LOCATION.

SHEET GENERAL NOTES

SHEET KEYNOTES

1. CONTRACTOR SHALL REMOVE ALL (E) PAVEMENT STRIPING AND MARKINGS THAT DO NOT CORRESPOND

TO AREAS BEING DUG OUT AND REPAIRED, AND REMOVE AND REPLACE (E) OR INSTALL (N) SIGNAGE PER THE STRIPING AND SIGNING PLANS.

2. SEE SHEET G-003 FOR TYPICAL SECTIONS AND DIGOUT TABLE.

3. ALL LINEWORK SHOWN ON PLANS ARE APPROXIMATED. LINEWORK IS BASED ON FIELD ESTIMATES AND AERIAL PHOTO PROVIDED BY THE CITY. NO TOPOGRAPHIC SURVEY WAS PERFORMED. CONTRACTOR TO FIELD VERIFY EXACT MEASUREMENTS IN THE FIELD.

4. PROTECT ALL DRAINAGE INLETS AND CATCH BASINS WITH TEMPORARY CONSTRUCTION SITE BMP MEASURES.

5. CONTRACTOR SHALL PERFORM ALL CONCRETE WORK, CRACK SEAL ALL CRACKS IN (E) PAVEMENT LESS THAN OR EQUAL TO 1/4-INCH, AND PERFORM ALL DIGOUT AND REPAIR WORK PRIOR TO FINAL HOT MIX OVERLAY.
4 G-004 1. ADJUST (E) UTILITY COVER OR MONUMENT TO GRADE PER CITY STD 116 OR 117, SEE AND . 2. BLUE RETROREFLECTIVE PAVEMENT MARKER PER CA MUTCD FIGURE 3B-102 (CA). 5 G-004
(E) CONCRETE (CURB & GUTTER, CROSS GUTTER, SIDEWALK, DRIVEWAY) (N) CONCRETE (CURB & GUTTER, CROSS GUTTER, SIDEWALK,

PEDESTRIAN CURB RAMP, DRIVEWAY)
5" DIGOUT PER

EDGE TAPER GRIND PER

CONFORM GRIND FOR OVERLAY PER

AT DIRECTION OF ENGINEER, REMOVE

SATURATED/UNSUITABLE ROADWAY SUBGRADE PER

2.5" DEPTH HMA PAVEMENT OVERLAY, SEE

FOR TYPICAL OVERLAY
1 G-003
2 G-003
3 G-003
4 G-003
5 G-003
LEGEND
0 40' 80' WEST SPAIN STREET - IMPROVEMENT PLAN SONOMA HWY TO JUNIPERO SERRA DR 1"=40' N 1" = 50'
0 50' 100' WEST SPAIN STREET - IMPROVEMENT PLAN 3RD ST W TO 1ST ST W 1"=50' N 1" = 50'
WEST SPAIN STREET 1ST ST W 2ND ST W 3RD ST W
WEST SPAIN STREET JUNIPERO SERRA DR SR 12 1 2
3 4
5 6
7 8
9 10
11 12
13 14 16
15 17
18 19
20 21
22 1 1 1
1 2 2
2 2
1 1
1 1
1 1
30'
30'
13'
13' Agenda Item #9.1:

Page 72 of 166 ends

20+00 21+00 22+00 23+00 24+00 25+00 26+00 27+00 28+00 29+00 30+00 31+00 32+00 33+00 33+20 Project
Client
Plot Date: 25 July 2025 - 12:10 AM Plotted By: Hugo Orozco N:\US\Santa Rosa\Projects\561\12672310\Digital_Design\ACAD\Sheets\12672310-GHD-00-00-SSP-CI-D101.dwg 0 Bar is one inch on
original size sheet
Approved Date
Author Drafting Check
Designer Project Director
Project No. Date
Filename:

CITY OF SONOMA
CIP T-11 WEST SPAIN STREET

REHABILITATION PROJECT
M. WARGULA
B. SILVA 12672310 July 25, 2025 6
2235 Mercury Way Suite 150
Santa Rosa California 95407 USA
T 1 707 523 1010 F 1 707 527 8679
GHD Inc.
08/07/25
C76103
6/30/26
No.

Exp. REGI STERED PROFESSIONA L ENGINEER

STAT E OF CA L I FOR N

C I V I L
IA
MA
T T HE W J . W A R GUL A

WEST SPAIN STREET -

STRIPING PLAN
P-101 6
H. OROZCO
H. OROZCO
M. WARGULA
M. WARGULA

LOCATION OF EXISTING UTILITIES AND STRUCTURES ARE FROM AVAILABLE RECORD MAPS. EXACT LOCATION AND COMPLETENESS ARE NOT
GUARANTEED. CONTRACTOR SHALL NOTIFY UNDERGROUND SERVICE ALERT (USA) AT (800) 227-2600 OR DIAL 811 A MINIMUM OF 48 HOURS PRIOR TO ANY EXCAVATION AND POTHOLE FOR EXACT LOCATION.

SHEET GENERAL NOTES

1. CONTRACTOR SHALL REMOVE ALL (E) PAVEMENT STRIPING AND MARKINGS THAT DO NOT

CORRESPOND TO AREAS BEING DUG OUT AND REPAIRED, AND REMOVE AND REPLACE (E) OR INSTALL (N) SIGNAGE PER THE STRIPING AND SIGNING PLANS.

2. SEE SHEET G-003 FOR TYPICAL SECTIONS AND DIGOUT TABLE.

4. PROTECT ALL DRAINAGE INLETS AND CATCH BASINS WITH TEMPORARY CONSTRUCTION SITE BMP MEASURES.

XX LF PROVIDE STRIPING PER DETAILS A20A TO A20D OF CALTRANS STD PLANS THERMOPLASTIC PAVEMENT MARKING PER CALTRANS STD. A24C
LEGEND
CROSSWALK PER CALTRANS STD A24F

CONTINENTAL
"STOP" "SLOW"
XX
"SCHOOL"
THERMOPLASTIC PAVEMENT MARKING PER CALTRANS STD. A24D
"25"
"XING"
SHARED ROADWAY BICYCLE MARKING CALTRANS STD A24C
INSTALL (N) SIGN ON (N) POST AND FOUNDATION PER CITY STD 115 YIELD LINE PAVEMENT MARKING PER CALTRANS STD A24E
0 50' 100' WEST SPAIN STREET - STRIPING PLAN 3RD ST W TO 1ST ST W 1"=50' N 1" = 50'
WEST SPAIN STREET 1ST ST W 2ND ST W 3RD ST W
21 590 LF 21 607 LF
2' WHITE 4' O.C.

CONTINENTAL
CROSSWALK 90 LF
2' WHITE 4' O.C.

CONTINENTAL
CROSSWALK 70 LF
2' WHITE 4' O.C.

CONTINENTAL
CROSSWALK 90 LF
0 50' 100' WEST SPAIN STREET - STRIPING PLAN 5TH ST W TO 3RD ST W 1"=50' N 1" = 50'
R1-5 "YIELD HERE" D11-1 "BIKE ROUTE"

ADD SIGNS ON BACKSIDE

OF (E) POST/SIGN
W11-2 "YIELD TO PED"
W16-7P "ARROW PLACARD"

ADD SIGNS ON BACKSIDE

OF (E) POST/SIGN
W11-2 "YIELD TO PED"
W16-7P "ARROW PLACARD"
R1-5 "YIELD HERE"
D11-1 "BIKE ROUTE"
D11-1 "BIKE ROUTE" R1-5 "YIELD HERE"
20'
10'
(TYP) D11-1 "BIKE ROUTE" D11-1 "BIKE ROUTE"
27B 595 LF
27B 595 LF

10.5' (TYP)

10.5' (TYP)
20'
D11-1 "BIKE ROUTE"
D11-1 "BIKE ROUTE" D11-1 "BIKE ROUTE"
27B 618 LF
27B 618 LF
27B
597 LF
27B
597 LF
250' CENTERED ON EFFECTIVE TRAVEL LANE (TYP) MATCHLINE - SEE BELOW MATCHLINE - SEE ABOVE 5TH ST W 4TH ST W Agenda Item #9.1:

Page 73 of 166 ends

City of Sonoma
RESOLUTION # __________ - 2025

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

PLANS AND SPECIFICATIONS FOR THE WEST SPAIN STREET REHABILITATION PROJECT (CIP T-11, PROJECT NO. 2502), ACCEPTING BIDS AND AWARDING A CONTRACT TO TEAM GHILOTTI, INC., AUTHORIZING THE CITY MANAGER TO EXECUTE A CONSTRUCTION CONTRACT IN THE AMOUNT OF $447,141.10, AND AUTHORIZING THE CITY MANAGER TO APPROVE $67,071.17 (15%) IN CONTINGENCY WHEREAS, the West Spain Street Rehabilitation Project, Project No. 2502, City Capital Improvement Project (CIP) Project T-11 (project), was advertised for construction bids and six (6) bids were received electronically and publicly opened in an online bid opening on September 9, 2025; and
WHEREAS, Team Ghilotti, Inc. of Petaluma, California (Contractor) has been determined to be the responsible bidder submitting the lowest responsive bid in the amount of $447,141.10; and
WHEREAS, the City Council budgeted a total of $150,000 in Fiscal Year 25/26 CIP, with a budget amendment to appropriate the remaining funding gap of $404,200.27, for a total Project CIP T-11 budget of $554,200.27 for the construction of the project, which was anticipated to cover the construction contract cost, a 15% contingency, and the cost of quality control testing during construction; and
WHEREAS, the project budget for the construction phase is sufficient to cover the Contractor’s bid amount as well as a 15% contingency and the cost of quality control testing during construction; and
WHEREAS, the project is categorically exempt under CEQA pursuant to Section 15301 (c) (Existing Facilities); and
WHEREAS, staff reviewed bids and determined that Team Ghilotti, Inc submitted the lowest responsive and responsible bid in an amount of $447,141.10.

NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Sonoma that it hereby adopts the Specifications for the West Spain Street Rehabilitation Project, Project No. 2502; and
BE IT FURTHER RESOLVED, that the City of Sonoma declares, based on the information contained within he bid documents, that the bid of the lowest apparent bidder, Team Ghilotti, Inc., is responsive; and
BE IT FURTHER RESOLVED, that the City Council of the City of Sonoma authorized the City Manager to execute a construction contract in the amount of $447,141.10 PASSED, RESOLVED, AND ADOPTED, at a Regular Meeting of the City Council of the City of Sonoma on this 17TH day of September 2025, by the following vote:

Agenda Item #9.1:

Page 74 of 166 ends

AYES:

NOES:

ABSENT:

ABSTAIN:
____________________________
Patricia Farrar-Rivas, Mayor
ATTEST:
____________________________
Rebekah Barr, MMC, City Clerk
Agenda Item #9.1:

Page 75 of 166 ends

Page III-2 AUGUST 2025

CONTRACT
THIS AGREEMENT, made and entered into this 17th day of September 2025, by and between the CITY OF SONOMA, California, a municipal corporation of the General Law Class, herein called the “City,” and Team Ghilotti, Inc., herein called the “Contractor.”

1. That for and in consideration of the payments of the price specified in Contractor’s Proposal (included in Part II of the Contract Documents) and agreements hereinafter mentioned, to be made and performed by the City, the Contractor hereby agrees with the City to commence and complete the work described in the Plans, Specifications and Contract Documents for the CIP T-11, WEST SPAIN STREET REHABILITATION PROJECT NO. 2502 (“Project”) including all extra work in connection therewith, under and in accordance with the terms as stated therein, and at the Contractor’s own proper cost and expense to furnish all plant, labor, materials, tools, equipment, superintendence, bonds, insurance, guaranty’s and other accessories and services necessary therefor. Said Plans, Contract Documents, and Specifications, together with the contract bonds, are made a part hereof and together herewith collectively evidence and constitute the contract.

2. The Contractor hereby further agrees to commence work under this Contract and to diligently prosecute the same to completion within the time limits prescribed in Part IV Special Provisions; and further agrees to pay, as liquidated damages, the sum of $3,200.00 for each consecutive calendar day of delay in completing said work or any portion thereof in excess of said time limits and any authorized time extensions.

3. Upon execution of this Contract, Contractor shall also execute and deliver to the City a Guaranty in the form attached hereto as Exhibit D which is incorporated by this reference.

4. The City hereby agrees with the Contractor to retain, and does hereby retain, the Contractor for the performance of the Contract according to the terms and conditions herein contained and referred to, and further agrees to pay the Contractor for the performance of the Contract in accordance with the prices set forth in the Contractor’s proposal, a copy of which is incorporated herein, subject to additions and deductions as provided in the Contract Documents and Specifications and to make payments on a monthly basis as provided in the Special Provisions.

5. Indemnification – City of Sonoma: To the fullest extent allowed by law, Contractor shall defend, indemnify and hold harmless the City of Sonoma and its elected and appointed officials, and employees and agents, from all liability, penalties, costs, losses, damages, expenses, causes of action, claims or judgments, including attorney’s fees and other defense costs, resulting from injury to or death sustained by any person (including Contractor’s employees), or damage to property of any kind, or any other injury or damage whatsoever, which injury, death or damage arises out of or is in any way connected with the performance of the work, regardless of the Contractor’s fault or negligence, including any of the same resulting from the City’s alleged or actual negligent act or omission, or its agents, contractors or employees; except that said indemnity shall not be applicable to injury, death or damage to property arising from the sole or active negligence or willful misconduct of City, its officers, agents, or servants who are directly responsible to City. This indemnification shall extend to claims asserted after termination of the Contract for whatever reason. This indemnification shall survive termination of this Contract for whatever reason.

Agenda Item #9.1:

Page 76 of 166 ends

Page III-3 AUGUST 2025
This indemnification obligation is not limited in any way by any limitation on the amount or type of damages or compensation payable to or for Contractor or its agents under workers’ compensation acts, disability benefit acts, or other employment benefit acts. This indemnification obligation is not limited in any way by any limitation on the amount or type of damages or compensation payable to or for Contractor or its agents under any insurance policy covering Contractor’s performance under this Contract. Contractor shall be liable to City for any loss or damage to City property arising from or in connection with Contractor’s performance hereunder. City may deduct any costs and expenses incurred pursuant to this Section from payments due or which may become due Contractor.

Contractor shall comply with all federal, state and local regulations and laws pertaining to hazardous materials or hazardous substances as those terms are defined by any such law or regulation. Contractor shall indemnify, hold harmless, release and defend City, its officers, employees and agents from and against any and all actions, claims, demands, damages, disabilities, losses, costs of clean-up, administrative penalties, remediation and/or expenses, including attorney’s fees and other defense costs or liabilities of any nature that may be asserted by any person or entity including Contractor arising out of or in any way connected with Contractor’s failure to comply with said hazardous substance and/or hazardous materials laws and regulations.

6. Contractor further agrees to be bound by and comply with all of the provisions of the Labor Code of the State of California in the performance of all work under this Contract. a. Pursuant to Labor Code Section 1771.1, a contractor or subcontractor shall not be qualified to bid on, be listed in the bid Proposal Forms, subject to the requirements of Section 4104 of the Public Contract Code, or engage in the performance of the Contract for this Project unless currently registered and qualified to perform public work pursuant to Labor Code Section 1725.5. It is not a violation of Section 1771.1 nor of this Contract for an unregistered contractor to submit a bid for this Project that is authorized by Section 7029.1 of the Business and Professions Code or by Section 10164 or 20103.5 of the Public Contract Code, provided the contractor is registered to perform the work pursuant to Labor Code Section 1725.5 at the time the contract is awarded.
b. A bid shall not be accepted nor any contract or subcontract entered into without proof of the contractor or subcontractor's current registration to perform public work pursuant to Labor Code Section 1725.5.
c. This Project is subject to compliance monitoring and enforcement by the Department of Industrial Relations.
d. Pursuant to Labor Code Section 1771, not less than the general prevailing rate of per diem wages for work of a similar character in the county in which this Project is performed, and not less than the general prevailing rate of per diem wages for holiday and overtime work fixed as provided under the Cal. Labor Code, shall be paid to all workers employed on this Project.
e. In accordance with Labor Code sec. 1860, the Contractor shall be required to secure the payment of compensation to its employees.
f. The Contractor hereby certifies that s/he/it is aware of and will comply with the provisions of Section 3700 of the Labor Code which requires every employer to be Agenda Item #9.1:

Page 77 of 166 ends

Page III-4 AUGUST 2025
insured against liability for workmen’s compensation or to undertake self-insurance before commencing any of the work.

7. Contractor shall comply with all applicable federal, state and local laws, rules and regulations in regard to nondiscrimination in employment because of race, color, ancestry, national origin, religion, sex, marital status, age, medical condition or disability.

8. Contractor agrees to comply with Public Contracts Code Section 7104, which requires notification to City of any hazardous waste or other unusual conditions.

9. Contract Bonds
a. Before execution of the Contract by the City, the Contractor shall file with the City surety bonds satisfactory to the City Council in the amounts and for the purposes noted below. Bonds shall be duly executed by a responsible corporate surety, authorized to issue such bonds in the State of California and secured through an authorized agent with an office in California. The Contractor shall pay all bond premiums, costs, and incidentals.
b. Each bond shall be signed by both the Contractor and surety and the signature of the authorized agent of both parties shall be notarized. Attorneys-in-fact who sign bonds must file with each bond a certified and effectively dated copy of their power of attorney.
c. The “Faithful Performance Bond” shall be for 100% of the contract price to guarantee faithful performance of all work, within the time prescribed, in a manner satisfactory to the City, and that all materials and workmanship will be free from original or developed defects. Said bond shall be in the form attached hereto as Exhibit A and incorporated herein by this reference.
d. The Contractor shall provide two good and sufficient surety bonds. The “Material and Labor Bond” shall be for 100% of the contract price, to satisfy claims of material suppliers and of mechanics and laborers employed on the work. The bond shall be maintained by the Contractor in full force and effect until the completed work is accepted by the City and until all claims for materials and labor are paid, and shall other-wise comply with the Government Code. Said bond shall be in the form attached hereto as Exhibit B and incorporated herein by this reference. e. The surety for such security shall be currently admitted to transact surety insurance by the California Department of Insurance and shall carry a Best’s rating of no less than A-V.
f. Should any bond become insufficient, the Contractor shall renew the bond within ten (10) days after receiving notice from the City.
g. Should any Surety at any time be unsatisfactory to the City Council, notice will be given the Contractor to that effect. No further payments shall be deemed due or will be made under the Contract by the City until a new Surety shall qualify and be accepted by the City Engineer.
h. Changes in the work, or extensions of time, made pursuant to the Contract, shall in no way release the Contractor or Surety from their obligations. Notice of such changes or extensions shall be waived by the Surety.

Agenda Item #9.1:

Page 78 of 166 ends

Page III-5 AUGUST 2025
i. The "Maintenance Bond" shall be for 10% of the Final Contract price at the Project completion, in accordance with Part IV, Section 6.16 of these Specifications. Said bond shall be in the form attached hereto as Exhibit C and incorporated herein by this reference.

10. Insurance. The Contractor shall obtain insurance acceptable to City of Sonoma from a company or companies acceptable to the City. The nature and amounts of insurance which the Contractor must furnish are set forth in Exhibit E attached hereto and incorporated by this reference. The required documentation of such insurance (in the forms attached hereto as Exhibits F and incorporated by this reference) shall be furnished to the City at the time Contractor returns the executed contract and within 10 days after the Contractor has received the Notice of Award and prior to the City executing the Contract and issuing a Notice to Proceed. The Contractor shall not commence work nor shall s/he/it allow his/her/its employees or subcontractors or anyone to commence work until all insurance required hereunder has been submitted and approved by the City and a Notice to Proceed has been issued by the City.

11. Contract Documents Defined. “Contract Documents” shall mean and include the Contract (as defined in Part IV “Special Provisions”), Part 1 “Bidding & Proposal Requirements,” Part II “Proposal Forms,” Part III “Contract Requirements,” Part IV “Special Provisions,” all documents and provisions included in said Parts I – IV, Special Provisions, Part V “Technical Specifications,” Standard Specifications to the extent not addressed in the Special Provisions, Plans, Figures, and all exhibits thereto.

IN WITNESS WHEREOF, the City and the Contractor have executed this Contract in three counterparts, each of which shall be deemed an original, on the date first above written.

FOR THE CITY: FOR THE CONTRACTOR:

BY _______________________________ BY _____________________________ CITY MANAGER Name:

Title:

ATTEST _______________________________ BY _____________________________ CITY CLERK Name:

Title:

Agenda Item #9.1:

Page 79 of 166 ends

Page III-6 AUGUST 2025
(On Surety Letterhead)

PERFORMANCE BOND
(100%)
WHEREAS, the City of Sonoma, (hereinafter designated as “City”), State of California, and__________________________, (hereinafter designated as “Principal”), have entered into an Agreement whereby Principal agrees to furnish all labor, materials, equipment, tools, transportation, services, appliances, and appurtenances for the work and identified as CIP T11, WEST SPAIN STREET REHABILITATION PROJECT NO. 2502, which said agreement and work are referred to and made a part hereof; and WHEREAS, said Principal is required under the terms of said Agreement to furnish a bond for the faithful performance of said Agreement.

NOW, THEREFORE, we, the Principal, and _________________ as surety, are held and firmly bound unto the City in the penal sum of __________________________ Dollars ($__________________), lawful money of the United States, for the payment of which sum well and truly to be made, we bind ourselves, our heirs, successors, executors and administrators, jointly and severally, firmly by these presents.

The condition of this obligation is such that if the above bounded principal, his or its heirs, executors, administrators, successors or assigns, shall in all things stand to and abide by, and well and truly keep and perform the covenants, conditions and provisions in the said agreement and any alteration thereof made as therein provided, on his or their part, to be kept and performed at the time and in the manner therein specified, and in all respects according to their true intent and meaning, and shall indemnify and save harmless City, its officers, agents and employees, as therein stipulated, then this obligation shall become null and void; otherwise it shall be and remain in full force and effect.

As a part of the obligation secured hereby and in addition to the face amount specified therefore, there shall be included costs and reasonable expenses and fees, including reasonable attorney's fees, incurred by City in successfully enforcing such obligation, all to be taxed as costs and included in any judgment rendered.

The surety hereby stipulates and agrees that no change, extension of time, alteration or addition to the terms of the Agreement or to the work to be performed thereunder or the specifications accompanying the same shall in anyway affect its obligations on this bond, and it does hereby waive notice of any such change, extension of time, alteration or addition to the terms of the agreement or to the work or to the specifications.

EXHIBIT A
Agenda Item #9.1:

Page 80 of 166 ends

Page III-7 AUGUST 2025
IN WITNESS WHEREOF, this instrument has been duly executed by the Principal and surety above-named, on______________________, 2024. [NOTE: To be signed by Principal
and Surety and acknowledgement and
notarial seal for both attached.]
(SEAL)
__________________________________

PRINCIPAL
By:_______________________________
Name:

Title:
___________________________________
SURETY
By:________________________________
Name:

Title:

I certify under penalty of perjury that Surety is admitted by the Department of Insurance to transact business in the State of California and has a Best’s rating of A-V. ___________________________________
SURETY
By:________________________________
Name:

Title:

NOTE: Attach Notary and Power of Attorney and County Clerk's Certificate of Authority of Admitted Surety Pursuant to 995.648 of Code of Civil Procedures.

EXHIBIT A
Agenda Item #9.1:

Page 81 of 166 ends

Page III-8 AUGUST 2025
(On Surety Letterhead)

LABOR AND MATERIALS BOND
(100%)
KNOW ALL PERSONS BY THESE PRESENTS, that the City of Sonoma (“City”) a municipal corporation located in the County of Sonoma, State of California has awarded a contract to and has entered into an agreement with_________________ __________________________________________, hereinafter designated as “Principal” whereby Principal agrees to complete the improvements more particularly described in all documents forming the complete contract entitled, CIP T-11, WEST SPAIN STREET REHABILITATION PROJECT NO. 2502 which said agreement is hereby referred to and made a part hereof; and
WHEREAS, said Principal is required to furnish a bond in connection and with said contract, provided that if said Principal, or any of his/her/its contractors, shall fail to pay for any materials, provisions, provender or other supplies or teams used in, upon, for or about the performance of the work contracted to be done, or for any work or labor done thereon of any kind, the Surety of this bond will pay the same to the extent hereinafter set forth.

NOW, THEREFORE, we the Principal and ________________________, as surety, are held and firmly bound unto the City of Sonoma in the penal sum of $_______________ lawful money of the United States, being not less than one hundred (100%) percent of the estimated contract cost of the work, for the payment of which sum well and truly to be made, we bind ourselves, our heirs, executors, administrators and successors, jointly and severally, firmly by these presents.

THE CONDITION OF THIS OBLIGATION IS SUCH that if said Principal, his/her/its heirs, executors, administrators, successors or assigns, or its subcontractors, shall fail to pay any of the persons named in Section 3181 of the Civil Code, or to pay for any materials, provisions, provender, or other supplies or teams used in, upon, for or about the performance of the work contracted to be done, or for any work or labor thereon of any kind or for amounts due under the Unemployment Insurance Code with respect to such work or labor, then said Surety will pay the same in or to an amount not exceeding the amount hereinabove set forth, and also will pay in case suit is brought upon this bond a reasonable attorney's fee in such suit, which fee shall be fixed by the Court.

AS FURTHER TERMS OF THIS BOND, IT IS UNDERSTOOD AS FOLLOWS:

1. This bond and all its provisions shall inure to the benefit of and all persons named in Section 3181 of the Civil Code so as to give a right of action to such persons or their assigns in any suit brought upon this bond.

EXHIBIT B
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Page III-9 AUGUST 2025

2. This bond is given to comply with the provisions of Chapter 7, Part 4, Division 3, of the Civil Code. The liability of the Principal and Surety hereunder is governed by the provisions of said Chapter, all acts amendatory thereof, and all other statues referred to therein.

And the said Surety, for value received, hereby stipulates and agrees that no change, extension of time, alteration or addition to the terms of the contract or to the work to be performed thereunder or the specifications accompanying the same shall in any ways affect its obligations on this bond, and it does hereby waive notice of any such change, extension of time, alteration or addition to the terms of this contract or to the work or to the specifications.

IN WITNESS WHEREOF, the above bound parties have executed this instrument under their seals this ___________ day of_________________, 20____, the name and corporate seal of each corporate party being hereto affixed and these presents duly signed by its undersigned representative, pursuant to authority of its governing body. [NOTE: To be signed by Principal and Surety and acknowledgement and notarial seal attached.]
(SEAL)
___________________________________________________

PRINCIPAL
By:_______________________________
Name:

Title:
____________________________________________________
SURETY
By:________________________________
Name:

Title:

I certify under penalty of perjury that Surety is admitted by the Department of Insurance to transact business in the State of California and has a Best's rating of_____________. _____________________________________________________
SURETY
By:_________________________________
Name:

Title:

NOTE: Attach Notary and Power of Attorney and County Clerk's Certificate of Authority of Admitted Surety Pursuant to 995.648 of Code of Civil Procedures.

EXHIBIT B
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Page III-10 AUGUST 2025
MAINTENANCE BOND (1-YEAR)
(10%)
KNOW ALL PERSONS BY THESE PRESENTS, that the City of Sonoma hereinafter designated as "City"), a municipal corporation located in the County of Sonoma, State of California, and ____________________(hereinafter designated as "Principal") entered into a contract on the _____ day of ___________________, 20__, whereby Principal agreed to complete the improvements more particularly described in all documents forming the complete contract entitled CIP T-11, WEST SPAIN STREET REHABILITATION PROJECT NO. 2502, which said contract is hereby referred to and made a part hereof; and WHEREAS, said Principal is required under the terms of said contract to furnish a bond conditioned to guarantee the maintenance of those improvements ("said improvements") for a period of ______ year(s) from the date of acceptance of said improvements by the City, against all defects in workmanship and materials which may become apparent during said period.

NOW, THEREFORE, we, the Principal and_________________________________, as Surety, are held and firmly bound unto the City in the penal sum of______________________, Dollars (_____________) lawful money of the United States, for the payment of which sum well and truly to be made, we bind ourselves, our heirs, successors, executors and administrators, jointly and severally, firmly by these presents. This penal sum shall not be less than ten percent of the contract amount, meaning the entire amount paid by the City to the Contractor (Principal), including but not limited to the contract bid amount awarded and any change orders.

THE CONDITION of this obligation is such that if the said Principal shall faithfully carry out and perform said guaranty in accordance with the terms of said specifications and shall, on due notice, promptly repair and make good at its own expense all defects of material or workmanship in the said work which may develop or become apparent during the ___ year period beginning from the effective date of City acceptance of said improvements by the City Council, or shall pay over, make good and reimburse to the City all loss and damage which the City may sustain by reason of failure or defect of said Principal so to do, and shall indemnify and save harmless the City, its officers, agents and employees, as therein stipulated, then this obligation shall become null and void; otherwise it shall be and remain in full force and effect.

AS PART OF THE OBLIGATION secured hereby and in addition to the face amount specified therefore, there shall be included costs and reasonable expenses and fees, including reasonable attorney's fees, incurred by City in successfully enforcing such obligation, all to be taxed as costs and included in any judgment rendered.

EXHIBIT C
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THE SURETY HEREBY STIPULATES AND AGREES that no change, extension of time, alteration or addition to the terms of the contract or the work to be performed thereunder of the specifications accompanying the same shall in any way effect its obligations on this bond, and it does hereby waive notice of any such change, extension of time, alteration or addition to the terms of the contract or to the work or to the specifications.

IN WITNESS WHEREOF, the above bounden parties have executed this instrument under their seals this _____ day of __________, 20__, the name and corporate seal of each corporate party being hereto affixed and these presents duly signed by its undersigned representative, pursuant to authority of its governing body.

NOTE: To be signed by Principal and
Surety and acknowledgment and notarial
seal attached.
[Attach Notary Acknowledgment]
_________________________
_________________________
_________________________
_________________________
Principal
By ______________________
[Attach Notary Acknowledgment]
_________________________
Surety
__________________________
__________________________
Address of Surety
___________________________

EXHIBIT C
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GUARANTY
(This guaranty shall be executed by the successful Bidder prior to the time the contract is executed.) To the City of Sonoma for construction of
CIP T-11, WEST SPAIN STREET REHABILITATION PROJECT NO. 2502 The undersigned guarantees all construction performed on this project and also guarantees all material and equipment incorporated therein.

Contractor hereby grants to City for a period of one (1) year following the date of Final Completion of the Work, its unconditional warranty of the quality and adequacy of all of the Work including, without limitation, all labor, materials and equipment provided by Contractor and its Subcontractors of all tiers in connection with the Work.

Neither final payment nor use or occupancy of the Work performed by the Contractor shall constitute an acceptance of work not done in accordance with this Agreement or relieve Contractor of liability in respect to any express warranties or responsibilities for faulty materials or workmanship.

Contractor shall remedy any defects in the Work and pay for any damage resulting therefrom which shall appear within one (1) year, or longer if specified, from the date of Final Completion.

Should any of the materials or equipment prove defective or should the Work as a whole prove defective, due to faulty workmanship, material furnished or methods or installation, or should the Work or any part thereof fail to operate properly as originally intended and in accordance with the Contract Documents due to any of the above causes within one (1) year after date of Final Completion, the Contractor shall:
(1) reimburse the City, upon demand, for its expenses incurred in restoring said Work to the condition contemplated in the Contract Documents, including the cost of any such equipment or materials replaced and the cost of removing and replacing any other work necessary to make such replacement or repairs, or
(2) upon demand by the City, replace any such material and to immediately repair said Work completely without cost to the City so that said Work will function successfully as originally contemplated.

Inspection of the work shall not relieve the Contractor of any of its obligations under the Contract Documents. Even though equipment, materials, or work required to be provided under the Contract Documents have been inspected, accepted, and estimated for payment, the Contractor shall, at its own expense, replace or repair any such equipment, material, or work found to be defective or otherwise not to comply with the requirements of the Contract Documents up to the end of the guaranty period.

EXHIBIT D
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The City shall have the unqualified option to make any needed replacement or repairs itself or to have such replacements or repairs done by the Contractor. In the event the City elects to have said work performed by the Contractor, the Contractor shall make such repairs within a reasonable period of time after the receipt of demand from the City; provided, however that in no event shall such period exceed twenty-five (25) days.

Signature of Contractor Date
Name:

Title:

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EXHIBIT D
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EXHIBIT E

CONTRACTOR INSURANCE REQUIREMENTS FOR CITY PROJECTS
Contractor shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property, which may arise from or in connection with the performance of the work hereunder by the Contractor, his agents, representatives, employees or subcontractors.

1.1 Minimum Scope of Insurance
Coverage shall be at least as broad as:
a) Insurance Services Office Commercial General Liability coverage (occurrence form CG 00 01).
b) Insurance Services Office form number CA 0001 covering Automobile Liability, Code 1 (any auto).
c) Workers’ Compensation insurance as required by the State of California and Employer’s Liability Insurance.
d) Coverage shall not extend to any indemnity coverage for the active negligence of the additional insured in any case where an agreement to indemnify the additional insured would be invalid under Subsection (b) of Section 2782 of the Civil Code.

1.2 Minimum Limits of Insurance
Contractor shall maintain limits no less than:
a) General Liability: $2,000,000 per occurrence for bodily injury, personal injury and property damage including operations, products and completed operations. If Commercial General Liability Insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit.
b) Automobile Liability: $1,000,000 per accident for bodily injury and property damage. c) Employer’s Liability: $1,000,000 per accident for bodily injury or disease. d) Pollution liability: $180,000

1.3 Deductibles and Self-Insured Retentions
Any deductibles or self-insured retentions must be declared to and approved by the City. At the option of the City, either: the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the City, its officers, officials, employees and volunteers; or the Contractor shall provide a financial guarantee satisfactory to the City guaranteeing payment of losses and related investigations, claim administration and defense expenses.

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EXHIBIT E

1.4 Other Insurance Provisions
The general liability and automobile liability policies are to contain, or be endorsed to contain, the following provisions:
a) The City, its officers, officials, employees, and volunteers are to be covered as additional insureds with respect to liability arising out of automobiles owned, leased, hired or borrowed by or on behalf of the Contractor: and with respect to liability arising out of work or operations performed by or on behalf of the Contractor including materials, parts or equipment furnished in connection with your work or operations. General liability coverage shall be provided in the form of an endorsement to the Contractor’s insurance or as a separate Owner’s policy.
b) For any claims related to this project, the Contractor’s insurance coverage shall be primary insurance as respects the City, its officers, officials, employees and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, employees, or volunteers shall be excess of the Contractor’s insurance and shall not contribute with it. c) Each insurance policy required by this clause shall be endorsed to state that coverage shall not be canceled by either party, except after ten (10) days’ prior written notice given to the City.
d) Coverage shall not extend to any indemnity coverage for the active negligence of the additional insured in any case where an agreement to indemnify the additional insured would be invalid under Subdivision (b) of Section 2782 of the Civil Code.

1.5 Waiver of Subrogation
The Contractor's workers’ compensation policy and general liability policy shall be endorsed with a waiver of subrogation. The insurance company, in its endorsement, agrees to waive all rights of subrogation against the City, its officers, officials, employees and volunteers for losses paid under the terms of these policies which arise from the work performed by or on behalf of the named insured for the City.

1.6 Acceptability of Insurers
Insurance is to be placed with insurers either admitted to conduct insurance business in California and with a current A. M. Best rating of no less than A: VII or other (non-California admitted) insurance business with a current A.M. Best rating of no less than A+:X.

1.7 Verification of Coverage
Contractor shall furnish the City with original certificates and amendatory endorsements effecting coverage required by this clause. All certificates and endorsements are to be received and approved by the City before work commences. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements affecting the coverage required by these specifications at any time.

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EXHIBIT E

1.8 Subcontractors
Contractor shall include all subcontractors as insureds under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated herein.

1.9 Material Breach
If Contractor, for any reason, fails to maintain any of the insurance coverage which is required pursuant to this Agreement, the same shall be deemed a material breach of this Agreement. City, at its sole option, may terminate this Agreement and obtain damages from Contractor resulting from said breach. Alternatively, City may purchase such required insurance coverage, and without further notice to Contractor, City may deduct from sums due to Contractor any premium costs advanced by City for such insurance. These remedies shall be in addition to any other remedies available to City.

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City of Sonoma
RESOLUTION # _______ - 2025

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SONOMA AMENDING THE FISCAL YEAR 2025-26 ADOPTED BUDGET
WHEREAS, the on June 18, 2024, the City Council of the City of Sonoma adopted Resolution 42-2024 adopting the budget for Fiscal Year 2025-26 and WHEREAS, the changes in anticipated revenues and/or expenditures of the City of Sonoma necessitates amendments to the appropriations for Fiscal Year 2025-26; and WHEREAS, the budgeted expenditures do not exceed anticipated revenue and available fund balance; and
WHEREAS, the City Council has reviewed the proposed Fiscal Year 2025-26 budget amendment; and
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Sonoma that the budget amendment for Fiscal Year 2025-26 as contained in Exhibit A to this resolution are hereby adopted.

PASSED, RESOLVED, AND ADOPTED, at a Regular meeting of the City Council of the City of Sonoma on this 17th day of September 2025, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
__________________________________
Patricia Farrar-Rivas, Mayor
ATTEST:
__________________________________
Rebekah Barr, MMC, City Clerk
Agenda Item #9.1:

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Batch ID#:

Entered By:

Date:

Request Date: 9/17/2025 Fiscal Year: 2025-26
Requesting Department: Public Works
Adjustment Description: West Spain Street Rehabilitation Project (CIP T-11) CIP Budget Amendment Requestor: Ashley Cotter, PW Admin/Project Manager
Department Head Approval: Mike Berger, Director of Public Works Date: 9/11/2025 Finance Review: Prapti Aryal, Fiannce Director Date: 9/11/2025 City Manager Approval (if required)*: David Guhin, City Manager Date: 9/12/2025 Net Adjustment:

Justification:

City Clerk Signature (if required)**: Date:
-
Increase / (Decrease)
(104,200.27)
(100,000.00)
(404,200.27)

TOTAL DEBIT
The West Spain Street Rehabilitation Proejct (CIP T-11) was approved with the 25-26 FY Budget on June 18, 2025. This included some preliminary funding as a general fund ask of $150,000 allocated through Fund 301. This allowed the project to start, and a design task order through GHD for $24,888 was executed and completed. Bid Opening for this project occured on September 9, 2025. The lowest reponsive bidder was Team Ghilotti with a bid of $447,141.10. With construction, 15% contingency, and quality control testing during construction, estimated proejct costs are now $529,312.27, which leaves a funding gap of $404,200.27, which has been addressed by appropriating funding from Fund 302 (Gas Tax), 313 (Measure M/Go Sonom), and 303 (SB1). The updated Capital Improvement Buget is attached as Exhibit A. -

TOTAL CREDIT
Total Expenditure Adjustments: (404,200.27)
(404,200.27)
302-51001-703-70703
Funding allocated through Gas Tax (Fund 302) to close CIP T-11 funding gap
313-54001-703-70703
Funding allocated through Measure M/Go Sonoma (Fund 313) to close CIP T-11 funding gap (200,000.00)
Total Revenue Adjustments:

Account Description of Adjustment
303-50000-703-70703
Funding allocated through SB1 (Fund 303) to close CIP T-11 funding gap
Budget Adjustment Form
Account Description of Adjustment Increase / (Decrease) Finance Department Use Only
Agenda Item #9.1:

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* City Manager Approval required for transfers between departments within the same fund, any changes to salary/benefit budgets, or matching increases to revenue and expense budgets.
** City Clerk Signature indicates that the requested Budget Adjustment was approved by Council.

Agenda Item #9.1:

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CIP # Project Name Carryover
General Fund 301-
50000 Gen.

General Fund
Designated 304-
50000 Gen
LTBM 61001
Gas Tax 302-
51001
RMRA: SB1 303-
50000
Trans. Measure
M 313-54000
Quimby Act
314-50000
Proposition
68 316-54000
Parks
Measure M
315-54000
Water Fund 512-
62001 PROJECT TOTAL
BF-2 Public Works Safety & Facility Security at Corporation Yard $ 50,000.00 $ - $ 100,000.00 $ - $ - $ - $ - $ - $ - $ - $ - $ 100,000.00 BF-4 City Hall Emergency Power, EV Chargers and Palm Tree Lighting $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - LTBM Funded Depot Museum Truss Repair $ - $ - $ - $ 30,000.00 $ - $ - $ - $ - $ - $ - $ - $ 30,000.00 BF-10 Carnegie Building Office Repairs $ - $ - $40,000.00 $ - $ - $ - $ - $ - $ - $ - $ - $40,000.00 BF-11 Security Upgrades at City Hall, Carnegie, and Corp Yard $ - $ - $150,000.00 $ - $ - $ - $ - $ - $ - $ - $ - $150,000.00 $ - $ - $ 290,000.00 $ - $ - $ - $ - $ - $ - $ - $ - $ 320,000.00 CD-1 Storm Water Trash Reduction Systems $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - CD-3 Broadway & Leveroni Road Flood Reduction & Trash Capture Project $ 60,000.00 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - CD-7 Storm Drain System Condition Rating $ 50,000.00 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ -
P-3 Montini Preserve Fire Enhancment $ - $ - $ - $ - $ - $ - $ - $ - $ - $ 35,000.00 $ - $ 35,000.00 P-8 Olsen Park Improvement Project $ 389,632.00 $ - $ - $ - $ - $ - $ - $ 175,000.00 $ - $ - $ - $ 175,000.00 P-9 Depot Park Enhancements Project $ 250,000.00 $ - $ - $ - $ - $ - $ - $ 50,000.00 $ - $50,000.00 $ - $ 100,000.00 P-10 Plaza Park Enhancements Project $ 18,213.93 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - P-12 Sonoma Oaks Enhancements Project $ 159,908.00 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - P-13 Fifth St West Park $ 47,548.70 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - P-14 Sonoma Overlook Trail HCF Grant Project $ 173,620.00 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - P-16 Plaza Bollards Project *New* $ - $ - $ 310,000.00 $ - $ - $ - $ - $ - $ - $ - $ - $ 310,000.00 P-17 Plaza Irrigation Rehab Project *New* $ - $ - $25,000.00 $ - $ - $ - $ - $ - $ - $ - $ - $25,000.00 $ - $ - $ 335,000.00 $ - $ - $ - $ - $ 225,000.00 $ - $ 85,000.00 $ - $ 645,000.00 T-3 Bi-Annual Slurry Seal Projects $ 381,666.81 $ - $ - $ - $ - $ 100,000.00 $ - $ - $ - $ - $ - $ 100,000.00 T-4 Citywide Sidewalk Inspection & Repair Program $ 66,353.00 $ 50,000.00 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ 50,000.00 T-5 Ongoing Pavement Rehabilitation & Water Services Replacement Projects $ 1,549,753.00 $ - $ - $ - $ 150,000.00 $ - $ - $ - $ - $ - $ - $ 150,000.00 T-6 Citywide Roadway Safety Improvement Projects (GoSonoma) $ 196,295.00 $ - $ - $ 100,000.00 $ - $ - $ - $ - $ - $ - $ 100,000.00 T-11 West Spain Street Rehabilitation Project *New* $ - $ 150,000.00 $ - $ - $100,000.00 $104,200.27 $200,000.00 $ - $ - $ - $ - $ 554,200.27 $ - $ 200,000.00 $ - $ - $ 350,000.00 $ 204,200.27 $ 200,000.00 $ - $ - $ - $ - $ 954,200.27 W-4 Replacement of Water Services with Pavement Rehab Projects $ 650,000.00 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - W-10 Water Meter System Upgrades (AMI) $ 151,922.51 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - W-19 Well One Phase Two $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ 150,000.00 $ 150,000.00 W-18 Lovall Valley Road Main Repair $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ 205,000.00 $ 205,000.00 W-14 Norrbom Tank Coating Renewal $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - W-20 Pump Staton Roof Replacement *New* $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $300,000.00 $300,000.00 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ 655,000.00 $ 655,000.00 FUND TOTAL $ 200,000.00 $ 625,000.00 $ 30,000.00 $ 350,000.00 $ 204,200.27 $ 200,000.00 $ 225,000.00 $ - $ 85,000.00 $ 655,000.00 $ 2,574,200.27 Breakdown of Projected Funding by Project and Source for Fiscal Year 2025/26 Capital Improvement Program - Updated 9/17/2025 TRANSPORTATION: Keeping Sonoma Moving Safely

SUBTOTAL
CREEKS & DRAINAGE: Reducing Flooding & Protecting Water Quality

SUBTOTAL
WATER: Providing High Quality, Dependable Water

SUBTOTAL
PARKS: Making Life Better

SUBTOTAL
BUILDINGS & FACILITIES: Maintaining Critical Assets

SUBTOTAL
Agenda Item #9.1:

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CIP # Project Name FY 2025-26
Request
FY 2026-27
Request
FY 2027-28
Request
FY 2028-29
Request
FY 2029-30
Request
5-Year
Total
BF-2 Public Works Safety and Facility Security at Corporation Yard $100,000 $0 $0 $0 $0 $100,000 BF-4 City Hall Emergency Power $0 $50,000 $0 $0 $0 $50,000 BF-6 Carnegie Building Repairs and Maintenance Upgrades Project $0 $0 $125,000 $0 $0 $125,000 BF-10 Carnegie Building Office Repairs $40,000 $0 $0 $0 $0 $40,000 BF-11 Security Upgrades at City Hall, Carnegie, and Corp Yard $150,000 $0 $0 $0 $0 $150,000 LTBM Funded Depot Park Museum Truss Repair $30,000 $0 $0 $0 $0 $30,000 $320,000 $50,000 $125,000 $0 $0 $495,000
Creeks and Drainage: Reducing Flooding and Protecting Water Quality CD-1 Storm Water Trash Reduction Systems $0 $10,000 $10,000 $0 $0 $20,000 CD-3 Broadway & Leveroni Road Flood Reduction & Trash Capture Project $0 $120,000 $120,000 $180,000 $250,000 $670,000 CD-7 Storm Drain System Condition Rating $0 $150,000 $150,000 $0 $0 $300,000 $0 $280,000 $280,000 $180,000 $250,000 $990,000
P-3 Montini Preserve Fire Enhancement Project $35,000 $35,000 $35,000 $35,000 $35,000 $175,000 P-8 Olsen Park Improvement Project $175,000 $0 $0 $0 $0 $175,000 P-9 Depot Park Enhancements Project $100,000 $0 $0 $0 $0 $100,000 P-10 Plaza Park Improvements $0 $0 $0 $0 $0 $0
P-12 Sonoma Oaks Enhancements Project $0 $45,000 $65,000 $65,000 $0 $175,000 P-13 Fifth St West Park $0 $250,000 $50,000 $30,000 $0 $330,000 P-14 Sonoma Overlook Trail HCF Grant Project $0 $0 $0 $0 $0 $0 P-16 Plaza Bollards Project *New* $310,000 $0 $0 $0 $0 $310,000 P-17 Plaza Irrigation Rehab Project $25,000 $0 $0 $0 $0 $25,000 $645,000 $330,000 $150,000 $130,000 $35,000 $1,290,000
T-3 Biennial Slurry Seal Projects $100,000 $250,000 $250,000 $600,000 T-4 Citywide Sidewalk Inspection and Repair Program $50,000 $60,000 $60,000 $60,000 $60,000 $290,000 T-5 Ongoing Pavement Rehabilitation and Water Services Replacement Projects $150,000 $150,000 $300,000 $500,000 $100,000 $1,200,000 T-6 Citywide Roadway Safety Improvement Projects (Go Sonoma) $100,000 $250,000 $0 $0 $0 $350,000 T-11 West Spain Street Rehabilitation Project *New* $554,200 $0 $0 $0 $0 $554,200 T-7 Broadway (SR 12) Streetscape Enhancement $0 $0 $50,000 $50,000 $50,000 $150,000 $954,200 $710,000 $410,000 $860,000 $210,000 $3,144,200 W-4 Replacement of Water Services with Pavement Rehab Projects $0 $0 $350,000 $0 $350,000 $700,000 W-10 Water Meter System Upgrades (AMI) $0 $0 $0 $0 $0 $0 W-19 Well One Phase Two *New* $150,000 $0 $0 $0 $0 $150,000 W-18 Lovall Valley Road Main Repair *New* $205,000 $50,000 $0 $0 $0 $255,000 W-14 Norrbom Tank Coating Renewal $0 $350,000 $250,000 $25,000 $0 $625,000 W-20 Pump Station Roof Hardening *New* $300,000 $100,000 $0 $0 $0 $400,000 $655,000 $500,000 $600,000 $25,000 $350,000 $700,000
$2,574,200 $1,870,000 $1,565,000 $1,195,000 $845,000 $6,619,200 Capital Improvement Program Projected Funding
by Project for Fiscal Years 2025-30

SUBTOTAL
Buildings & Facilities: Maintaining Critical Assets

SUBTOTAL

SUBTOTAL
Parks: Making Life Better
Trnasportation: Keeping Sonoma Moving Safely

SUBTOTAL
Water: Providing High Quality, Dependable Water

SUBTOTAL

FUND TOTAL
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CIP # Project Name Carryover
General Fund 301-
50000 Gen.

SUBTOTAL
CREEKS & DRAINAGE: Reducing Flooding & Protecting Water Quality

SUBTOTAL
WATER: Providing High Quality, Dependable Water

SUBTOTAL
PARKS: Making Life Better

SUBTOTAL
BUILDINGS & FACILITIES: Maintaining Critical Assets

SUBTOTAL
Agenda Item #9.1:

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SUBTOTAL
Buildings & Facilities: Maintaining Critical Assets

SUBTOTAL

SUBTOTAL
Parks: Making Life Better
Trnasportation: Keeping Sonoma Moving Safely

SUBTOTAL
Water: Providing High Quality, Dependable Water

SUBTOTAL

FUND TOTAL
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City of Sonoma
Agenda Item Summary
Meeting: City Council - 17 Sep 2025
Department
Community Development
Department
Staff Contact
David Guhin, City Manager
Jennifer Gates, AICP, Community Development
Director
Agenda Item Title
Discussion, Consideration, and Direction Regarding Whether to Direct Staff to Initiate a Process to Permit Additional Cannabis Businesses to Operate Within the City, Including Update of Fees, Application Guidelines and Procedures and to Issue a Request for Proposals (RFP) Summary
In June 2019, the City Council adopted two ordinances, Ordinance # 3-2019 and # 4-2019, that permit and regulate future commercial cannabis businesses that wish to operate in the city. The Council authorized one retail business, one non-storefront retail business, one manufacturing business and one testing lab in the city.

On December 16, 2019, the City Council adopted resolutions approving “Administrative Regulations” and “Application Procedures and Guidelines,” “Commercial Cannabis Fees” and “Background Checks” to allow one retail commercial cannabis storefront business and one nonstorefront retail commercial cannabis business.

The City issued a Request for Proposal (RFP) on January 3, 2020, and received ten proposals, from which SPARC was selected to move forward to open and operate a retail cannabis dispensary in Sonoma. SPARC received a Use Permit to operate a retail dispensary on October 5, 2020.

On April 19, 2021, the City Council adopted Ordinance # 5-2021 to allow the possibility for a second retail storefront commercial cannabis business to operate in the city.

On November 17, 2021, the City Council reviewed and adopted two resolutions, Resolution # 81-2021 updating the RFP and Administrative Regulations and the Application Procedures and Resolution # 82-2021 updating fees for the RFP process, both of which are attached to this report.

On April 19, 2023, the City Council considered an item to allow the opportunity for a second retail storefront commercial cannabis dispensary to operate within the City and to direct staff to issue a Request for Proposals (RFP). At that meeting, no action was taken and no RFP was issued. Council directed staff to revisit the ordinance and bring the matter back at a future meeting.

Analysis
California remains the largest legal cannabis market in the U.S., but recent state data and industry reporting show that the taxable retail sales and statewide retail revenues have declined from their peaks and wholesale prices have fallen. The California Department of Tax and Fee Agenda Item #9.2:

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Administration's market outlook (2024/early-2025) reports falling retail-dollar sales even while licensed production and unit volumes increased.

Opening a second storefront cannabis retailer would increase residents’ options when purchasing cannabis and cannabis products. However, statewide sales have declined in recent quarters and the illicit market still dominates a large share of consumption. Opening a second storefront in a stagnant or falling market raises the risk of store failure or limited net tax gain. A second licensed retail outlet may primarily re-allocate existing licensed-store sales, producing only modest net city revenue unless it meaningfully expands the legal market or draws external customers to the City.

Due to the fact that only one dispensary is currently operating in the City limits, financial details on a specific business are not public. To evaluate potential revenue to the City, numbers were pulled using state averages to provide some context on potential revenue from a new dispensary based on different assumptions concerning an increase in customers as shown below.

Assumptions
 Average gross retail sales per dispensary (range): $1.5M – $4.0M / year (industry average reported ≈ $3.5M but markets vary widely).
 Sonoma City cannabis business tax: 4.0% of gross receipts  Cannibalization scenarios for new store sales (how much of the new store’s customers are new dollars vs. diverted from the existing store): 25% new (low), 50% new (medium), 100% new (high/unlikely).

Calculation (three scenarios, using an illustrative $3.5M store) If one new store gross = $3.5M / year
 City tax at 4% = $3.5M × 4% = $140,000 annual gross tax receipts if all sales are net new to the city (100% new).
 If only 50% of the new store’s sales are net new (50% cannibalization), net new city tax ≈ $70,000 / year.
 If only 25% of sales are net new, net new city tax ≈ $35,000 / year.

If direction is given to issue an RFP for any type of cannabis business, staff will need to review/update the currently adopted cannabis ordinance, policies, fees, application/RFP materials, and application guidelines and procedures. As part of the review, staff would also consider proximity rules, buffer requirements, and zoning restrictions based on input and direction by the City Council. To determine necessary updates, staff, legal and possibly consultant time would be required to complete the work.

Recommended Council Action
It is recommended that the City Council provide direction to City Staff to either:

1. Direct staff to not issue an RFP at this time for any cannabis business types, providing staff with guidance on if/when this item should be brought back to the City council for reconsideration.

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Alternative Actions
Council discretion
Financial Impact
Depending on direction given, staff time and resources would be used to develop materials for issuance of an RFP. Costs associated with the RFP process and reviewing submittals would be covered by permit fees. Additional revenue may be received if a second cannabis retailer is approved.

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Agenda Item #9.2:

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Agenda Item #9.2:

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EXHIBIT 1 ‐ PROCESS –2nd Retail Store Front Commercial Cannabis Business Permit (CCBP) Red boxes – Proposer’s processing time; Orange boxes – City processing times

1. SELECTION PROCESS
30 days
RFP Process Open
30 days
Step 1
Initial Paper Application
Ranking
30 days
Step 2
Interviews and Proposal
Review Committee – Police
Chief, Planning Director and
Chamber
30 days
Step 3
(Top 5 Applicants to Council)
Council Selects most
Qualified Finalists
Selected Applicants
Apply for Land Use
Entitlements
30 days
Planning Commission
Reviews Use Permit
30 – 60 days
Building Permit
Process
All Permits Issued
–
Conditions of Approval
Satisfied

2. LAND USE
& BUILDING PERMIT PROCESS (4 ‐ 5 months for Use Permit) ‐ Building Permit time unknown. Appeal of PC adds time.

3. BUSINESS PERMIT PROCESS (30 days)
Apply to City
Manager for
Commercial
Cannabis Business
Permit
Commercial
Cannabis Business
Permit (CCBP)
Awarded
Review after 1 Year
(Renewed)
PHASE 1 – RFP, Preliminary Qualifications and Selection of Finalists * Approximately 120 days ‐ depends on number of proposals 30 days

SITE SEARCH
Application process ‐ no ZVL
30 days
Staff Report Preparation
(possible site tours)
30 days –
City Council FINAL REVIEW –
and presentations by
proposers
process
Merged if less than 5
proposers
City Council Awards
Conditional Certificate
PHASE 2 – Site and Final Vendor Selection Process ‐ Total processing time of 60‐90 days AFTER the proposers have submitted SITE locations Agenda Item #9.2:

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City of Sonoma - Application Procedures & Guidelines for the 2nd Commercial Cannabis Retail Storefront Business 1 City of Sonoma
Planning Department
No. 1 the Plaza
Sonoma, CA 95476
[email protected]
P: 707.938.3681
APPLICATION PROCEDURES & GUIDELINES FOR A 2ND

COMMERCIAL CANNABIS RETAIL STOREFRONT BUSINESS

Request for Proposals
OPENS – FALL 2022
CLOSING DATE – FALL 2022

As adopted and approved by the City Council, the City of Sonoma is opening a Request for Proposal process for applications for one (1) retail-store front retail commercial cannabis business. This application process is adopted pursuant to the Sonoma Administrative Regulations (“Administrative Regulations”) implementing Chapter 5.36 of the Sonoma Municipal Code. Information regarding the Commercial Cannabis Retail Business application process can be found on the City’s website at www.sonomacity.org/cannabisretailRFP. Applications will be available from the Planning Department located in City Hall or on-line at the address above.

For questions regarding the application process, please review the information on the Sonoma webpage: www.sonomacity.org/cannabisretailRFP which outlines the application process, required materials, FAQ’s, and other information necessary to operate a Commercial Cannabis Business (CCB) in Sonoma. To be considered for issuance of a commercial cannabis business permit (CCBP)1, final applications must be submitted to the City Clerk located at No. 1 The Plaza, Sonoma, CA, 95476 by 3:00 P.M. on the closing date above.

Applicants should monitor the City’s web page for any additional information, FAQs or updates.

It is the responsibility of the Applicant to stay informed of this information.

AMENDMENTS TO THE APPLICATION
Applicants will not be allowed to make amendments to their application or to supplement their application, except as otherwise specifically permitted in these procedures or as authorized in writing by the City Manager or his/her designee. During Phase 1, Step 1 applicants will be notified if any of the owners are ineligible and/or if their application is incomplete which will not permit them to move forward in the application process. Since the City anticipates the Live Scan check will be delayed from being approved by the Department of Justice it will conduct a provisional background check to prevent undue delays for the applicant. Therefore, the applicants acknowledge, by signing the application and paying the application fee, should later results of the Live Scan identify an ineligible activity, the Applicant will be disqualified, and no refunds will be issued for any of the application process in which they participated up to that point.
1 Acronyms used herein shall have the same meaning as they have in Chapter 5.36, unless the context indicates otherwise.

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City of Sonoma - Application Procedures & Guidelines for the 2nd Commercial Cannabis Retail Storefront Business 2 CITY’S RESERVATION OF RIGHTS
The City reserves the right to reject any and/or all proposals, with or without any cause or reason. The City may modify, postpone, or cancel the request for a CCBP application without liability, obligation, or commitment to any party, firm, or organization. In addition, the City reserves the right to request and obtain additional information from any candidate submitting a proposal. Late proposals WILL BE REJECTED. Furthermore, a proposal RISKS BEING REJECTED for the following reasons:

1. It is not responsive to this request for a Commercial Cannabis Business Permit application.

2. The issuance of the CCBP for the proposed location is inconsistent with the State law, Chapter

5.36, or Title 19 and other applicable provisions of the City of Sonoma Municipal Code.

City Council also reserves the right to award a lesser number of Conditional Certificates, or to award no Certificates at all. Only those applicants on the final list will be eligible to be issued a Conditional Certificate from the initial permit process.

The City also reserves the right to include additional steps or criteria or to modify the process subject to City Council approval throughout this process.

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City of Sonoma - Application Procedures & Guidelines for the 2nd Commercial Cannabis Retail Storefront Business 3

APPLICATION PROCESS
Review the information regarding the application process and which documents you will need. Review your application in its entirety to ensure that it is complete and accurate. Review the information regarding the CCB Permit application on the City webpage below. www.sonomacity.org/cannabisretailRFP.

The following procedures outline the application evaluation and selection process, required materials, and other information necessary to apply for a permit to operate a CCB in Sonoma.

ADMINISTRATIVE REGULATIONS
The City Council has approved Administrative Regulations that implement Section 5.36 of the Sonoma Municipal Code. Please review these regulations to understand the requirements and process for applying for and operating a retail CCB in Sonoma.

APPPLICATION SUBMITTAL REQUIREMENTS
Applicants must hand deliver to the City a flash drive containing a complete, comprehensive application package digitally in a PDF format. However, the City of Sonoma Commercial Cannabis Business Application Form, Indemnification Form, and Background Check Form will also be required to be submitted in paper format with original signatures. The Application must respond to all requirements outlined in the “Administrative Regulations” and these “Application Procedures & Guidelines”. The flash drive,, the signed copy of the documents additionally required to be submitted in hard copy format and the deposit for the initial application fee must be received by the City no later than 3:00 PM. on the closing date.

A complete application will consist of the following information:

1. Application Package
• City of Sonoma Commercial Cannabis Business Application Form with signatures. • Indemnification Form with signatures - Applicant will execute an agreement indemnifying the City from liability.
• Background Check Form with signatures.
• Responses to the RFP shall not exceed 125 pages in total.

2. Background Check Authorization Form and/or Proof of Live Scan payment for each owner.

3. All information pertaining to the CCB required in Phase One which will be evaluated in Step 1 and Step 2 in the Application and Evaluation Process section below.

4. Administrative Review Fee.

BACKGROUND CHECK
As part of Phase 1 of the application process each owner must undergo a criminal background check demonstrating s/he does not provide “good cause” for denial per SMC Section 5.36.070 and 5.36.080.

The application for the Live Scan and background form will be available on the City website or in the Planning Department in City Hall. Please provide proof of a completed background form and/or Live Scan form along with proof of payment with your application on or before the closing date. This background process will be required to meet the minimum threshold qualifications pursuant to SMC Section 5.36.060 and 5.36.070. Owners who do not meet criminal history eligibility requirements will be disqualified.

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City of Sonoma - Application Procedures & Guidelines for the 2nd Commercial Cannabis Retail Storefront Business 4 FEES
Applicants will be subject to the following fees.
a. Application Review Fee -- All applicants will be required to submit a non-refundable fee of $12,000, in which they will be charged for City staff, legal and the Consultant time for reviewing applications and administrating the application process. Applicants are advised that they may be required to pay additional amounts as required for the sole purpose of the City’s completion of the application review process. The fees below are in addition to the Administrative Review Fee deposit.
i. Background Check Fee -- $400.00 per principal/owner
b. Appeal Fee -- $2,500 per application
Payment must be made by a certified check, cashier’s check or money order made payable to the City of Sonoma. Please note the City will not accept cash or credit cards and application fees are nonrefundable.

APPLICATION EVALUATION PROCESS

SELECTION PROCESS
PHASE 1 – RFP, Preliminary Qualifications and Selection of Finalists STEP 1: INITIAL RANKING (1,000 POINTS)
Submitted complete Applications will be evaluated based on the following criteria. See APPENDIX A for a description of the evaluation criteria.

A. Owner Qualifications and Experience (200 Points)
B. Business Plan (400 Points)
C. Safety Plan (150 Points)
D. Security Plan (150)
E. Labor and Employment Plan (100 Points)
STEP 2: INTERVIEW RANKING (Proposal Review Committee) (1,500 POINTS) The interview will be evaluated based on the following criteria. See APPENDIX A for a description of the evaluation criteria.

A. Owner Qualifications and Experience (400)
B. Business Plan (500)
C. Safety Plan (100)
D. Security Plan (200)
E. Labor & Employment Plan (200)
F. Community Benefits (100)
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City of Sonoma - Application Procedures & Guidelines for the 2nd Commercial Cannabis Retail Storefront Business 5 STEP 3: QUALIFIED FINALIST PRESENTED TO CITY COUNCIL AND COUNCIL SELECTS

FINALIST
Upon the completion of Step 2, the Proposal Review Committee will tabulate final scores of all applicants from Step 1 and Step 2. The City Manager will review the Proposal Review Committee’s final evaluation and present the top five finalists to the City Council.

Prior to review by the City Council in Step 3, any Applicants who were not recommended to move forward as one of the five finalists in the process may appeal. Applicants that wish to appeal such a determination will be given ten days to appeal the decision in accordance SMC Sections 5.36.200 and 5.36.210 and pay the appeal fee. All appeals will be heard by the City Council during step 3 along with the top 5 finalists.

PHASE TWO: FINAL VENDOR/SELECTION PROCESS WITH SITE SELECTION AND AWARD OF

CONDITIONAL CERTIFICATE
The final applicants will be asked to conduct a brief presentation to the City Council in which they will demonstrate that the location selected is best suited for a retail storefront establishment in the community. The presentation shall demonstrate neighborhood compatibility with other surrounding businesses, address traffic congestion issues, show adequate patron/employee parking and the location does not create serious public safety concerns. The City Council may choose to conduct a tour of the sites. In the Council’s discretion it may decide to conduct inperson tours of the sites chosen by the finalists before the Council makes its final decision in which case the Council may continue the hearing for that purpose.

The City Council may select the most suitable Applicant to be awarded a Conditional Certificate for the one retail storefront location as allowed by SMC Section 5.36.090 (a)(1) and (a) (2). City Council also reserves the right to award a lesser number of Conditional Certificates, or to award no Certificates at all. Only those applicants on the final list will be eligible to be issued a Conditional Certificate from the initial permit process.

LAND USE & BUILDING PERMIT PROCESS
The applicant who is awarded a Conditional Certificate is then required to apply for the land use entitlements that are necessary to establish and operate the CCB for which s/he has been awarded the CC, typically a Use Permit. A Use Permit application is reviewed and acted upon by the Planning Commission and is likely to require CEQA review. After land use entitlements are obtained, the applicant may then submit for Building Permits for renovation or construction. [Please note that being awarded a Conditional Certificate does not constitute a land use entitlement and does not waive or remove the requirements of applying for and receiving permits for all construction including: electrical, plumbing, fire, planning permits or reviews, and any other permits, licenses, or reviews as may be necessary by the relevant departments or governmental entities in charge of said permits. Nor does being awarded a CC guarantee that the plans submitted as part of the CCBP application process meet the standards or requirements in Chapter 5.36, Title 19 and/or any other permit requirements of other City departments or agencies.] Agenda Item #9.2:

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City of Sonoma - Application Procedures & Guidelines for the 2nd Commercial Cannabis Retail Storefront Business 6

CONTACT INFORMATION
If you have any questions or would like an update on the status of your application, please call the Planning Department at 707.938.3681 or by email at [email protected].

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City of Sonoma - Application Procedures & Guidelines for the 2nd Commercial Cannabis Retail Storefront Business 7 APPENDIX A: DESCRIPTION OF EVALUATION CRITERIA
SECTION A: QUALICATIONS OF OWNERS
The application should include information concerning any special business or professional qualifications or licenses of Owners that would add to the number or quality of services that the CCB would provide, especially in areas related to medicinal cannabis, such as scientific or health care fields. A description of any and all commercial cannabis activity engaged in as an owner, manager, lender, employee, volunteer, or agent by the Applicant and all owners of the commercial cannabis business, officers, and managers including, but not limited to, the location of such activity and a copy of any permits, licenses, or other written forms of permission for such activity by a local or state government entity.

SECTIONS B: BUSINESS PLAN

1. Finances – A budget for construction, operations, maintenance, compensation of employees, equipment, property lease, security equipment and staff, City fees, state fees, utility costs, product purchases and other anticipated contingency costs. The budget must demonstrate sufficient capital in place to pay startup costs and at least three months of operating costs, as well as a description of the sources and uses of funds. ▪ Proof of capitalization, in the form of documentation of cash or other liquid assets on hand, Letters of Credit or other equivalent assets which can be verified by the City. ▪ A pro forma for at least three years of operations.
▪ A schedule for beginning operation, including a narrative outlining any proposed construction and improvements and a timeline for completion.

2. Daily Operations – With as much detail as possible, the Business Plan should describe the dayto-day operations which meet industry best practices for a retail or non-storefront retail license.

3. How the Cannabis Business will conform to local and state laws. See Administrative Regulations Implementing Chapter 5.36 of the Sonoma Municipal Code as they pertain to retail storefront retail establishments in the City of Sonoma.

4. How cannabis and cannabis products will be tracked and monitored to prevent diversion.

Describe the Point of Sale system to be used and how it will interact with the state’s mandated track and trace system.

SECTION C: SAFETY PLAN

1. The detailed Safety Plan shall be prepared by a professional fire prevention and suppression consultant.

2. This plan will describe all fire prevention and suppression measures, fire extinguisher locations, evacuation routes and alarm systems the facility will have in place.

3. Accident and incident reporting procedures.

4. Waste management locations and procedures.

SECTION D: SECURITY PLAN

1. The security plan shall be prepared by a professional security consultant. (Security plans will not be made public.) This plan which is to be submitted as part of Step 1 and discussed in Step 2 during the interview process will be a proof of concept plan in which the applicant demonstrates how they wish to develop the floor plan and address other security issues on the property until a final site location is established at which time is will be required to update the security plan to accurately reflect what will be submitted to the Planning Department for the Site Review.

2. Premises Diagram: In addition to the site plans submitted for the Proposed Location, a Premises Diagram must be included with the Security Plan section of the application. The diagram must meet the requirement of the Bureau of Cannabis Control CCR Title 16, Division 42, §5006.

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City of Sonoma - Application Procedures & Guidelines for the 2nd Commercial Cannabis Retail Storefront Business 8 Premises Diagram.
▪ The diagram shall show the boundaries of the property and the proposed location to be licensed, showing all boundaries, dimensions, entrances and exits, interior partitions, walls, rooms, windows, and doorways, and shall include a brief statement or description of the principal activity to be conducted therein.
▪ The diagram shall show and identify commercial cannabis activities that will take place in each area of the premises and identify all limited-access areas. ▪ The diagram shall show where all cameras are located and assign a number to each camera for identification purposes.
▪ The diagram should be accurate, dimensioned and to-scale (minimum scale of 1/4”). ▪ If the proposed location consists of only a portion of a property, the diagram must be labeled indicating which part of the property is the proposed location and what the remaining property is used for.

3. Description of operational security, including but not limited to general security for access/visitor control, inventory control and cash handling procedures.

4. Description of perimeter security, on-site security guards, light and parking

5. Identify transportation techniques and security procedures.

6. Employee training and general security policies.

SECTION E: LABOR & EMPLOYMENT PLAN

1. The application should describe to what extent the Cannabis Business will adhere to heightened pay and benefits standards and practices but at a minimum adheres to the City of Sonoma’s Living Wage Ordinance (Chapter 2.70) and Minimum Wage Ordinance (Chapter 2.80).

2. The business shall describe how they will recognize the collective bargaining rights of employees which will include establishing a mandatory “card check” process as a method by which employees can state they wish to organize into a labor union.

3. Identify number of employees at initial opening and the maximum number of employees when the business is at full capacity.

4. Identify any social equity programs that will be developed as part of the business model to ensure employees are provided equal opportunities for development.

5. Identify all positions and their responsibilities.

6. Describe compensation to and opportunities for continuing education and training for employees

7. State the extent to which the Cannabis Business will be a locally managed enterprise whose owners and/or managers reside within the City of Sonoma and/or the County of Sonoma. In order to receive points for this category Applicant must show proof that the owners/managers have been residents for at least one year prior to submitting this application.

SECTION F: COMMUNITY BENEFITS
The application should describe benefits that the Cannabis Business would provide to the local community, such as employment for residents of the City, community contributions which can be substantiated, or economic incentives to the City.

Agenda Item #9.2:

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«?fty ofSonoma
RESOLUTION # 35L"2021

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

ADOPTING FEES TO PROCESS PROPOSALS FOR COMMERCIAL CANNABIS RETAIL

BUSINESSES IN THE CITY
WHEREAS, on June 24, 2019, the City Council adopted Ordinance #03-2019 that added Chapter 5.36 to the Sonoma Municipal Code permitting and regulating commercial cannabis businesses in the city and also conducted the First Reading of an Ordinance that made changes to the Development Code to allow commercial cannabis businesses uses within specified zoning districts within the City; and WHEREAS, on June 30, 2019, the City Council adopted Ordinance #04-2019 that made changes to the I Development Code (Title 19) to allow commercial cannabis businesses uses within specified zoning districts within the City; and
WHEREAS, On April 19, 2021, at a duly noticed public hearing, the City Council adopted an ordinance to amend to the Municipal Code to allow a second retail storefront commercial cannabis business to operate in the City; and
WHEREAS, at the same meeting, the City Council directed staff to create a new/revised process to allow that second retail commercial cannabis business to operate in the City; and WHEREAS, a new/revised commercial business permit application process consists of various phases of review with applicants advancing to a subsequent phase review only after completing and satisfying the requirements of the prior phase of review; and
WHEREAS, the City Council desires to adopt fees for the review of processing applications to establish a second commercial cannabis businesses in the City and for other related costs in order for the City to recover the costs of administering the commercial cannabis business permit application process; and WHEREAS, the fees established by this resolution are fair and reasonable and are equal to or less than the cost of the city to implement and administer the commercial cannabis business permit application process.

NOW, THEREFORE, BE IT RESOLVED, by the City Council of Sonoma, State of California, that the City Council of the City of Sonoma hereby approves and adopts the fees reflected below for the implementation and administration of commercial cannabis business permit application process. a. Application Review Fe -- Allapplicants will be required to submit a non-refundable proposal submittal fee of $12,000.00, which willbe used for City staff, legal counsel and the Consultant time for reviewing applications and administrating the application process. The fees below will be required at a later time in the proposal review process:
i. Background Check Fee -— $400.00 per principal/owner
ii. Appeal Fe -- $2,500.00 per application
ADOPTED this 17th day of November 2021, by the following vote:

AYES: BARNETT, DING, FELDER, LOWE, AGRIMONTI
NOES:

ABSENT:

ABSTAIN:
» %
~ M73?IIII
W”
RebekahBarr, MMC,City Clerk
Agenda Item #9.2:

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City of Sonoma
Agenda Item Summary
Meeting: City Council - 17 Sep 2025
Department
Administration
Staff Contact
David Guhin, City Manager
Agenda Item Title
Adopt a Resolution Approving the City of Sonoma Responses to the Sonoma County Civil Grand Jury 2024-25 Reports Titled “Animal Services in Sonoma County: Separate and Not Equal” and “Who Can Afford to Live in Sonoma County? A Tale of Two Cities”, Authorizing the Mayor to Sign the Required Response Forms and Any Other Required Actions Summary

EXECUTIVE SUMMARY
The Sonoma County Civil Grand Jury issued two reports in June 2025 that include findings and recommendations directed to or inviting responses from the City of Sonoma:
 Animal Services in Sonoma County: Separate and Not Equal – This report reviews the current decentralized system of animal services across the County and identifies challenges related to licensing, spay/neuter programs, emergency evacuation planning, and contract oversight. The City is legally required to respond to the findings and recommendations directed to it by September 18, 2025.
 Who Can Afford to Live in Sonoma County? A Tale of Two Cities – This report reviews affordable housing efforts in Healdsburg and Rohnert Park and recommends that all nine cities and the County establish an Affordable Housing Collaborative to share best practices and coordinate efforts. The City of Sonoma was invited, though not required, to respond to Recommendation R2.

Below are draft responses that affirm the City's commitment to collaboration and compliance with state requirements.

BACKGROUND
Civil Grand Jury Role and Obligation
The Sonoma County Civil Grand Jury is an independent body of citizen volunteers impaneled annually to investigate and report on local governmental operations. Under California Penal Code §§ 933 and 933.05, cities must provide formal written responses to findings and recommendations within 90 days of a report’s release. Agencies invited to respond may provide comments but comments are not required.

Animal Services Report
The Animal Services in Sonoma County report found that decentralization has led to inconsistent enforcement and gaps in services. The City of Sonoma provides animal control through the Police Department, with sheltering supported by Pets Lifeline and Sonoma County Animal Services. The report includes required findings and recommendations (R1–R6) for which a City response is attached.

Affordable Housing Report
The Who Can Afford to Live in Sonoma County? report examined how two cities exceeded housing targets through strategies such as land use policies, financing mechanisms, and Agenda Item #9.3:

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community engagement. Recommendation R2 calls for the creation of an ongoing countywide Affordable Housing Collaborative to share best practices. While not legally required, the City of Sonoma was invited to provide a response. The draft response welcomes participation, emphasizes building upon existing groups (e.g., ABAG, Generation Housing, countywide coalitions), and commits to engaging in regional housing discussions.

CITY OF SONOMA PROPOSED RESPONSES
Responses to Grand Jury Findings (F1, F3-F10) - Animal Services in Sonoma County:

Separate and Not Equal
F1. County/cities never fully adopted the 2012 DHS animal-services recommendations, leaving agencies without shared standards, communication, data-sharing, or oversight.

City Response: Agree. We support re-establishing a countywide framework for standards, data sharing, and oversight, and will participate in any county-convened task force and related initiatives.

F3. Lack of coordination between SCAS and NBAS impedes a fully coordinated countywide disaster animal-evacuation plan.

City Response: Agree. Although Sonoma does not contract with NBAS, fragmented coordination affects countywide readiness. We will engage through the County to ensure roles/communications are clear across all providers.

F4. Insufficient funding/staffing makes it hard for some agencies to provide effective training for staff/volunteers.

City Response: Agree. For City-managed animal control (Sonoma Police Department), we will formalize annual training (e.g., PC 832 compliance, disaster animal care/evacuation refreshers) and coordinate volunteer training expectations with SCAS and Pets Lifeline.

F5. Insufficient funding/staffing makes it hard to maintain websites and social media needed for effective public outreach.

City Response: Agree. We will improve City web content on licensing/rabies/spay-neuter and cross-link to SCAS and Pets Lifeline resources; we’ll also coordinate with the County’s campaign once launched.

F6. Multiple, different fee structures for licenses/services confuse the public and complicate billing/collections.

City Response: Agree. We support exploring a standardized countywide fee framework and shared online licensing administration to reduce confusion and improve compliance.

F7. Low licensing rates undermine rabies control, make returns-to-owner harder, and reduce revenue.

City Response: Agree. We will expand outreach, enhance renewal reminders, and support low-cost rabies vaccination access to raise compliance.

F8. Uniform adoption of an online licensing vendor (e.g., DocuPet or comparable) would increase licensing rates and compliance.

City Response: Agree. We will evaluate adopting a common online licensing platform in coordination with the County and other cities.

F9. Failure to promote licensing benefits/requirements and to send renewals consistently contributes to low compliance and revenue loss.

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City Response: Agree. We will implement a communications plan (web, social, utility bill inserts, vet partners) and consistent renewal notices aligned with any countywide system.

F10. Centralized training resources could enhance performance of animal services employees and volunteers.

City Response: Agree. We will coordinate with DHS/SCAS to access shared training resources and integrate them into annual training for Sonoma Police Department Animal Control and local shelter partners.

Responses to Grand Jury Recommendations (R1, R2, R4, R5) - Animal Services in Sonoma County: Separate and Not Equal
Context: Per the report, the City of Sonoma provides animal control through the Sonoma Police Department (including licensing). Shelter care is provided as needed by SCAS and Pets Lifeline; the City does not contract with NBAS.

R1. Establish a countywide Animal Services Task Force (action directed to BOS/DHS; due Nov 1, 2025).

Report text (summary): BOS to direct DHS to convene a task force of county, city, and shelter representatives to revisit the 2012 DHS report and recommend a governance structure; standardize fees and adopt a common licensing vendor; seek efficiencies via shared resources. (Addresses F1, F3–F6, F9–F10.)
City of Sonoma response: Agree (supports implementation by BOS/DHS). While the City cannot implement R1 directly, we support the formation of the Task Force and will participate fully once convened.

R2. Each city delegate representatives to the Task Force (due Jan 1, 2026).

Report text (summary): Each of Sonoma County’s nine cities will assign one or more representatives to the Task Force. (Addresses F1.)
City of Sonoma response: Will be implemented. The City Manager will designate a representative to the Task Force.

Timeline: Delegation completed by January 1, 2026.

R4. Countywide public information campaign on pet licensing (launch by July 1, 2026; BOS/DHS to lead).

Report text (summary): DHS to launch a countywide campaign, in cooperation with cities, explaining the legal imperative and benefits of licensing. (Addresses F7–F9.) City of Sonoma response: Will be implemented (in partnership). The City will amplify the County’s campaign locally by: posting licensing/rabies info on City channels; issuing renewal reminders; and cross-linking to SCAS/Pets Lifeline resources.

Timeline: Begin local amplification upon County campaign launch, no later than July 1, 2026.

R5. Cities contracting with NBAS to inspect/evaluate shelter and services for compliance (due Nov 1, 2025).

Report text (summary): Contracting cities must inspect/evaluate NBAS’s shelter condition and operations for compliance with legal mandates and contract terms. (Addresses F2, F11–F12.) City of Sonoma response: Not applicable to Sonoma (does not contract with NBAS). The City of Sonoma’s model is Sonoma Police Department (animal control/licensing) with shelter care by SCAS and Pets Lifeline; therefore, R5’s NBAS inspection requirement does not apply.

Nonetheless, the City will continue ongoing oversight of its service providers through existing agreements and performance reviews.

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Response to Grand Jury Recommendation (R2) - Who Can Afford to Live in Sonoma County? A Tale of Two Cities
Report text: By January 30, 2026, the Sonoma County Board of Supervisors and each of the nine city councils will agree to create an ongoing Affordable Housing Collaborative, which includes jurisdiction leaders, community members, grassroots organizations and housing advocates, who will share both positive and negative experiences and identify “best practices.” City of Sonoma response: The City of Sonoma welcomes the opportunity to collaborate with other jurisdictions on affordable housing. We agree that sharing ideas and best practices can help all of us address housing challenges more effectively. At the same time, we believe it makes sense to build on the many groups and forums that are already working on these issues, such as regional housing coalitions and partnerships with organizations like ABAG and Generation Housing. By coordinating through these existing efforts, we can avoid duplication, focus resources, and strengthen solutions that work across the county. The City remains committed to participating in regional discussions and will continue to represent Sonoma’s perspective while learning from the successes of our neighbors.

Recommended Council Action
Staff recommend that the Council approve draft responses and authorize the Mayor to sign and submit the required forms by the statutory deadline to ensure compliance and demonstrate the City’s commitment to regional collaboration on both animal services and affordable housing.

Alternative Actions
 Modify one or both draft responses prior to approval.  Decline to provide an invited response to the Affordable Housing report (not recommended)
Financial Impact
There is no immediate fiscal impact from approving the draft responses. Certain actions outlined in the animal services response (such as expanded clinics or system upgrades) may have budget implications, which staff will return with for Council consideration as needed.

Participation in regional housing discussions is expected to be absorbed within existing staff workload.

Environmental Review Status
Environmental Impact Report
Negative Declaration
Exempt
Not Applicable
Approved/Certified
No Action Required
Action Requested
Attachments
GJ Response-Resolution
Report Animal Services Sonoma County
Report Who Can Afford to Live in Sonoma County
GJ Response-Exhibit A Response Form - Animal Services
CGJ Attachment - Animal Services
GJ Response-Exhibit B Response Form - Who Can Afford to Live in SC CGJ Attachment - Who Can Afford to Live in SC
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City of Sonoma
RESOLUTION # _______- 2025

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

THE CITY OF SONOMA RESPONSE TO THE SONOMA COUNTY CIVIL GRAND JURY REPORT TITLED “ANIMAL SERVICES IN SONOMA COUNTY: SEPARATE AND NOT EQUAL, THE COSTS AND CONSEQUENCES OF DECENTRALIZATION” AND “WHO CAN AFFORD TO LIVE IN SONOMA COUNTY?: A TALE OF TWO CITIES” TO THE SONOMA COUNTY SUPERIOR COURT AND AUTHORIZING THE

MAYOR TO SIGN THE REQUIRED RESPONSE FORMS
WHEREAS, the Sonoma City Grand Jury (CGJ) is an independent institution with the principal function of overseeing all aspects of county, special district, and city governments in Sonoma County to ensure that the best interests of its citizens are being served; and
WHEREAS, the CGJ has the authority to inspect and audit the financial expenditures of county and city departments and special districts to ensure that public funds are properly accounted for and legally spent, inquire into conditions of jails and the treatments of inmates, and inquire into the performance of any county, city or special district, public official or employee; and
WHEREAS, on June 13, 2025, the CGJ presented their 2024-25 Final Consolidated Grand Jury Report to the City of Sonoma; and
WHEREAS, the 2024-25 Final Consolidated Grand Jury Report included a report titled “Animal Services in Sonoma County: Separate and Not Equal, the Costs and Consequences of Decentralization”; and
WHEREAS, per California Penal Code Sections 933 and 933.05, the Grand Jury requires that the City of Sonoma respond to nine findings and four recommendations in “City of Sonoma Cemeteries”; and
WHEREAS, the 2024-25 Final Consolidate Grand Jury Report included a report titled “Who Can Afford to Live in Sonoma County? A Tale of Two Cities”; and WHEREAS, the Grand Jury invites a response by the City of Sonoma to one recommendation; and
WHEREAS, the City of Sonoma response is to be submitted to the Sonoma County Superior Court no later than September 18, 2025.

NOW, THEREFORE, BE IT RESOLVED that the City Council approves the City of Sonoma responses to the Sonoma County Civil Grand Jury Report titled “City of Sonoma Cemeteries”.

BE IT FURTHER RESOLVED that the City Council authorizes the Mayor to sign the required CGJ response forms attached as Exhibit A and Exhibit B.

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PASSED AND ADOPTED, at a Regular meeting of the City of Sonoma City Council on this 17th day of September 2025, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
________________________________
Patricia Farrar-Rivas, Mayor
ATTEST:
________________________________
Rebekah Barr, MMC, City Clerk
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READ AND CONSIDERED
The 2024-2025 Sonoma County
Civil Grand Jury
Release Date
Animal Services in Sonoma County
Separate and Not Equal
The Costs and Consequences of Decentralization
Photo olour three Honorary Jurors
o*, ff )a/r,
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Sonoma County Civil Grand Jury Animal Services in Sonoma County Animal Services in Sonoma County
Separate and Not Equal
The Costs and Consequences of Decentralization

SUMMARY
In addition to approximately 480,000 residents, Sonoma County households include an estimated I13,000 dogs and 100,000 cats. Feral cats and other domestic and wild species add to the animal population. State law mandates that county and city govemments provide humane care for animals and operate animal control programs to protect public health and safety. Because the entire state of Califomia is a declared Rabies Area, every dog owner is required to maintain current rabies vaccination and licensing oftheir pet. Every county and city goverrunent must implement a Rabies Control Plan that includes ensuring availability of low-cost rabies vaccination, quarantine of dangerous animals, enforcement oflicensing, and submission ofdog licensing data to the state. Spay/neuter programs for population control are strongly recommended.

A citizen complaint prompted the 2024-2025 Civil Grand Jury (Grand Jury) to investigate the Petaluma-based North Bay Animal Services (NBAS). This led to a broader study of county-wide animal services. The work was guided, in par! by a2012 study of animal services and subsequent updates undertaken for the Board of Supervisors by the Department of Health Services (DHS). The initial report mapped existing services, identified best practices, and explored altemative govemance models to provide consistent, cost-effective animal services. It called for a task force to establish shared standards and resources and explore altemative govemance models to provide consistent, cost-effective animal services. The task force members failed to agree on recommendations for a governance model, oversight, shared resources, or standards. One respondent told the Jurors that after two years of sporadic work, the only agreement was on a logo. While the task force was ultimately disbanded, the Grand Jury found a high level ofvoluntary compliance with industry standards during visits to the Humane Society ofSonoma County (HSSC) and the Rohnert Park Animal Shelter (RPAS). Report updates have documented the continuous improvement ofSonoma County Animal Services (SCAS). This public agency serves the 660% of county residents who reside in the unincorporated areas, the City of Healdsburg, and the City of Santa Rosa.

A discussion of animal services in the remaining third ofthe county is largely absent from recent county DHS reports. Mapping and evaluating agencies serving this area became a focus ofthe Grand Jury investigation. Jurors leamed that Rohnert Park's municipal shelter also serves Cotati in cooperation with the cities'police departments. The City of Sonoma Police Departrnent manages that city's dog licensing and sends animals to SCAS or Pets Lifeline when needed.

NBAS is responsible for providing animal services to more than 207o of the county through contracts with the Cities of Cloverdale, Windsor, Sebastopol, and Petaluma.

Evidence collected by the Jurors confirmed the complainant's allegation that a lack of city oversight is allowing NBAS to operate in violation of applicable laws and other terms of its contracts. The Grand Jury also confirmed the absence ofoversight by the organization's board of directors. Its dog licensing rates are approximately halfofthe national average of 23o/" and arc far below those reported by SCAS. It is placing animals in foster-to-adopt homes without prior, 1 Agenda Item #9.3:

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Sonoma County Civil Grand Jury Animal Services in Sonoma County or timely scheduling of sterilization. lt fails consistently to report dog bites to the county health officer. It lacks an established role in the corunty's Animols in Disasler Response Plan. Shelter maintenance and operation fall short of industry standards specified in its contracts. Staff are over-burdened and under-qualified. Given the extensive reach ofNBAS, these shorrcomings are a matter ofconcem for public health and safety and are a source of potential liabitity for the cities it serves. The govemments contracting with NBAS have failed to exercise their right and responsibility to ensure that NBAS is providing the services it has contracted to perform and that animals are getting services that are legally required.

More than a decade has passed since Sonoma County convened public and private partners in an animal services task force to identifr a govemance model conducive to uniform and costefficient provision of animal control and shelter. Shortcomings and inefficiencies in the current system include the inability to ensure county-wide compliance with state laws or to mount a fully coordinated emergency animal evacuation. Uneven license rates undermine rabies control and fail to secure funds needed for animal services.

Based on these furdings, the Grand Jury strongly recommends that county and city govemments and their non-govemmental partners renew efforts to coordinate and standardize animal services throughout Sonoma County and adopt an effective system ofoversight.

GLOSSARY
c Aninal Control includes field calls by certified Animal Control Officers (ACO) and implementation of programs to comply with state law and local ordinances that require rabies vaccination, licensing ofdogs, and provision ofspay/neuter programs. o Animal Control Ollicer/Animal Regulation OlJicer (ACO) certification requires completion ofthe 40-hour PC 832 Arrest and Firearrns Course and three months offield training.
c Shelter Care includes the housing, feeding, tracking and care ofanimals, provision of veterinary care, and management ofadoption programs.
. Foster-lo-Adopl Progroms enlist volunteers to care for and socialize animals to prepare them for adoption.
o Fear Free Shelter Cenijlcalioa is a program designed to minimize stress and optimize the safe handling of shelter animals. https ://fearfreeDets.conyfear-free-certifi cationoverview/ Communityferal cdrs are cats with no acknowledged owner. Government agencies are responsible for managing the cat population through accessible, free spay/neuter programs.
7I{X is the acronym for TrapNeuter/Return, a program in which cats in feral cat communities are trapped, sterilized and vaccinated, and then retumed to the communityRabies Areo means any area determined by the Califomia Public Health and Safety Director where the existence ofrabies constitutes a public health hazard. As a rabies area, Sonoma County and is city govemments must comply with Califomia's Health and Safety Code.

NGO is the acronym for a non-government organization.
2 a
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Sonoma County Civil Grand Jury Alimal Services in Sonoma County . Memorandum of Understonding (MOU) is a legal agreement that specifies responsibilities, obligations, and privileges between entities. o A Joinl Powers Agreement (JPA) is a legal contract between two or more public agencies, like cities or counties, that allows them to cooperate on shared services or powers. These agreements enable agencies to combine resources and expertise to achieve goals that might be difficult or impossible for a single agency to accomplish alone.

METHODOLOGY
The Grand Jury visited the shelters, reviewed animal data, budgets, websites, service contracts, city council minutes and memoranda and coverage provided by print and social media. The Grand Jury researched industry standards for animal care and shelter design and interviewed the complainant, other NBAS clients, and representatives from the following organizations:
. Sonoma County Animal Services (SCAS)
o Humane Society of Sonoma County (HSSC)
r North Bay Animal Services (NBAS)
. Rohnert Park Animal Shelter (RPAS)
o The Cities of Cloverdale, Windsor, Healdsburg, Rohnert Park, Sonom4 Sebastopol, Petaluma" and Santa Rosa
. The Sonoma County Board of Supervisors

BACKGROT'ND
A citizen complaint regarding North Bay Animal Shelter (NBAS) prompted this investigation by the 2024-2025 Civil Grand Jury. Among the alleged shortcomings were unacceptable shelter conditions and failure to comply with state laws that mandate humane care, vaccination and licensing ofdogs, quarantine and tracking ofdangerous animals, and spay/neuter surgery of animals prior to placement in foster or adoptive homes. NBAS provides animal control and shelter services to four of Sonoma County's nine cities comprising more than 20olo of its residents. Its contracts with three cities require that it comply with all relevant laws and that the Petaluma shelter shall be maintained in compliance with tlC Dovis Standards of Care for Shelter Animals. The current industry guidelines for standards ofcare (now used by U.C. Davis) are published by the Association of Shelter Veterinarians.r The fourth city requires that it perform at the /rgfi est industry stondards. The complaint alleged multiple violations ofthese terms and an absence of city oversight to ensure compliance.

The Grand Jury broadened its focus to explore how Sonoma County and its nine city govemments provide legally mandated animal control and care. Its approach was guided, in part, by a 2012 stud,v., of animal sen'ices and subsequent updates undertaken for the Board of Supervisors by the Department of Health Services (DHS).2 These studies map existing services, identifu best practices, and explore altemative govemance models to provide consistent, costeffective animal services. In exploring altemative forms ofgovemance, the 2012 study suggested I httos :irsonoma-countl.legis tar.conlrl-esislatiooDetail.aspx?tF56'16253&GLTID:D 0C6 I C0A200 l.l&Options=&SearchF 62 | 0 26 -22 I 6- 4 6 1 I - 87 CE - 3 I httos:,/6smcah.orgindex.phpijasv',/issue,/vierr.l2
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Sonoma County CiYil Grand Jury Animal Services in Sonoma County either ajoint powers agreement (JPA) or a county-wide public/private partnership. It noted that without a mechanism for oversight, there would be risks ofinconsistent service. The current situation with NBAS is evidence that this was a valid concem.

Subsequent reports have documented the continuous improvement ofSCAS, the public agency that serves the 66%o ofcounty residents who reside in the unincorporated areas, the City of Healdsburg, and the City of Santa Rosa.l Conspicuously absent from these reports was a discussion of what happens in the remaining third of the county. This omission became the focus ofextensive research by the Grand Jury.

The Grand Jury also revisited recommendations that were made by the 2017-2018 Sonoma County Civil Grand Jury in its report titled: The Eyacuation and Shehering of Animals During the Firestorm qf October 2017.4 Through interviews and public documents, the Grand Jury determined that the recommended actions have been largely accomplished. The Director of Animal Services now serves as the animal liaison for emergency operations planning. An Animals in Disaster Response Plan has been annexed to the Sonoma Coun?* Emergeno' Operations Phn.5 Several MOUs have been adopted, and others are pending with NGOs to specify their roles as emergency responders. Work is underway to establish a regional partnership encompassing Sonoma, Marin, Napa, Lake, and Mendocino Counties. Agreements are in place with Code 3 Associates6 and the American Association of Prevention of Cruelty to Animals. Regrettably, not all cities have developed municipal emergency response plans and NBAS has no defined role as the agency responsible for animal control for four ofthe County's nine cities.

Provision of animal care and compliance with state and local animal regulations is a large and growing challenge for city and county governments. A Forbes reoon ofpet ownership found that some 66% of U.S. households now include a pet. About a third of U.S. households have more than one pet.7 Based on the Pet Ownership Calculator provided by the California Department of Food and Agriculture, Sonoma County is home to approximately I13,000 dogs and 100,000 pet cats.E Feral cats and other domestic and wild animals add to this population.

A study by Pew Research found that 5l% of respondents consider their companion animals to be members of the family, but along with the benefits of companionship and comfort come responsibilities both for owners and for county and city govemmens. These responsibilities are codified in state, county, and municipal codes that require humane treatment of animals and address risks that dogs pose for public health and safety (See Appendix A). County and city govemments are responsible for enforcement of these laws through their designated Animal Control Officers.

Since 1987, detection of endemic rabies among bats and small mammals has caused every Califomia county to be declared a Rabies Are a. In 2024, the virus was detected in Sonoma County bat and fox populations. In a Rabies Area, dog owners and county and city governments are required to comply with legal obligations set forth in the Food and Agricultural section of I https:r:,'sonoma-countr.leeistar.comrl-egislationDetail-as n ?IF5646 53&GL-ID=DF62 1 026 -22 16-1648-87 CE - 0C6 I C0A200 ll&ODtlsts-&S@!ElL th e 0-18 f
J htms:,,/sonomacountv.ca.sov./administrative-su -and-6scal-sen ces,'amersencv-manasementolans 6 https://code3associates.orq,/
' https ;./,/uuw. forbes.com/advisor,/pet-insurance/pet-o*nership-statistics 8 httos:,4wu rv.cd fa.ca. sov,/,A.tIFSSl Anim al Ith,eors/docslrrcr o$nershio calculator.odf 4 Agenda Item #9.3:

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Sonoma County Civil Grand Jury Animal Services in Sonoma County spay/neuter for low-income pet owners and partners with Forgotten Felines to spay/neuter Community Cats tkough is TrapAigr{grEglqrn _plegran.ro
A table is provided in Appendix A that summarizes animal-related regulations referenced in this report.

Industry Standards for Shelter Facilities and Care of Shelter Animals The Association ofShelter Veterinarians publishes Guidelines for Standards of Care in Animal Shelters which are widely accepted as industry standards. Best Practices cited in the Sonoma County 2012 Animal Services Report are based on the first edition of this document which was produced with input from U.C. Davis shelter veterinarians. ln making assessments of animal care and shelter management and maintenance during shelter visits, Jurors referenced the 2022 Second Edition oithe guidelinesrrand a 2023 Checklist of Ke-v %ttps://library.municode.com/ca./sonoma_county/codes/code_of_ordinances?nodeld{H5SOCOANREOR_ARTXI V]VIASPNEALDORTJLAA LPIBU_S5.

IToMASPNEALDOLA#:-:texFArticleo/o2DXIY .o/o2oo/o2tr/o20MandatogP/o20Spayo/o20andTo20Neutering,Running "/o20Ato/oz0Laryeyo20ando/AlAllYo20Pitolo20Bulls.
r0 https://sonomacounty.ca.gov/health-and-human-services/ttealth-services/divisions/public-health/animalsewices/spay-and-neuter tl https: https://sonomacounty.ca.gov/health-and-human-serviceJhealth-services/divisions/public-health/animalservices/spay-and-neuter//wr w.aspcapro.org/sites/default/fi1es2023-05/asvguidelinessecondedition-2022.pdf 5 California Govemment Codes, the Penal Code, Civil Code, the Corporations Code, and Health and Safety Code.

Laws Governing Animal Services
Penal Code $597 requires each county and city govemment to ensure that all animals in its jurisdiction are reated in a humane manner.

Heahh and Safeq S II I690 (a) requires pet owners to maintain current rabies vaccinations for dogs over three months ofage and license dogs over the age offour months. Licensing is the mechanism to ensure timely rabies vaccination. Animal control agencies enforce this law. The county health officer is required to collect county-wide data and submit reports to the state to document the level of county-wide licensing compliance. A Sonoma Counr:- Ordinance also requires vaccination ofcats although licensing is optional except for the City of Rohnert Park.

Health and Safetr" $ 121 690 (0 t l) requires each county or city govemment to provide dog vaccination clinics or arrange for dog vaccination at clinics operated by veterinary groups or associations for a charge not to exceed the actual costCalifomia Code ofRegulation $2606.-l sets forth vaccination and licensing procedures and reporting requirements for any city or county govemment in a declared rabies area.

Food and Aq $i050i mandates that no public animal control agency or shelter, Society for the Prevention of Cruelty to Animals shelter, humane society shelter, or rescue group shall sell or give away to a new owner any dog or cat that has not been spayed or neutered. (A veterinarian may approve a temporary delay when required by the dog's health.) While not required by the state mandated rabies control plan, Sonoma County recognizes the role of spay/neuter programs to reduce the population of unowned and stray animals that are less likely to be vaccinated and more likely to roam, fight or bite, potentially spreading rabies. The counq'mandates sterilization of pit bull breeds and ofdogs running at large.e SCAS supports Agenda Item #9.3:

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Sonoma County Civil Grand Jury Animal Services in Sonoma County S!a!9rn-q4!.r2 Each ofthe 553 actionable statements made in this 64-page document is presented as unacceptable, must, should, ot ideal.The stabments are presented in l3 sections covering all aspects ofshelter care. The Grand Jury focused on statements where compliance could be assessed based on physical inspection, interviews, or document review.

An over-arching admonition made throughout the shelter standards is that ".. .Operating beyond an organization's capacity for care is unacceptable." Certain other statements, paraphrased below, are included in multiple sections of the guidelines:

Animal Care
o A formal relationship with a veterinarian mar, be in place to ensure oversight of medical and surgical care in the shelter.
. Veterinarians should be integrally involved with development ofthe shelter's development and updates to wriuen policies and protocols for animal care. o Each animal zrrs, receive at least a cursory health assessment by trained personnel at intake to check for signs of infectious disease or problems that require emergency care. . Medical, surgical, and behav ioral services for foster animals nrzst be provided in a manner that promotes animal welfare and minimizes length of stay (at the shelter). . Shelters zasl have comprehensive protocols in place for recognizing and mitigating stress and associated negative emotions including fear, anxiety, and frustration. . Foster care providers should be given clear instructions about how and when to access emergency and after-hours care.
. Shelters sftould sterilize all animals before adoption or ensure that they will be sterilized after their outcome. INOTE: ln Califomia this is mandated by Food andAg {30503.] Shelter Staffine
. Shelters nrzsl have adequate, qualified personnel.
o Shelters nrzst provide training for each shelter task and continuing education , as, be provided for all personnel to improve skills and maintain credentials. . Continuing education mffi, be provided for all personnel to improve skills and maintain credentials.

Shelter Maintenance
o Written protocols for animal care and shelter sanitation zasl be developed and documented in sufficient detail to achieve and maintain accepted industry standards. . Ventilation rz s, be maintained at a high enough rate to ensure adequate air quality in all areas ofthe shelter including in the primary enclosure. . Noise rzars, be minimized in animal housing areas.
o All food zzsl be protected from wildlife, rodents and insects. 6 r: htlps://www.sheltervet.orglassetvdocv2o22-ASV-GL-Checklist.pdf Agenda Item #9.3:

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Sonoma Couuty Civil Grand Jury Animal Services in Sonoma County 7 . Shelters responding to disasters as part of a coordinated response should draft memoranda of understanding (MOUs) with their governmental and nongovemmental response partners.

DISCUSSION
Decentraliz:tion and Fragmentation of Animal Services
As dictated by Califomia state law, Sonoma County, and each of its nine cities determines how it will meet Califomia's animal-related regulations. The county and each city govemment is responsible for implementing is own Rabies ControI Plan. Central to rabies control is legally mandated vaccination and licensing. The ten govemments have set different license and service fees and fee concessions for animals within their jurisdictions. These fees are presented in Appendix B. The resulting patchwork of fees and concessions is confusing to the public. lt complicates ellcient, cost-effective license enforcement and collection of license fees. It's confusing to pay one fee when a friend in a nearby city pays another. Agreement among the county and city govemments on a common fee schedule and online license management vendor would resolve thgse issues.

SCAS provides animal control and animal shelter services to 66010 of Sonoma County's population. NBAS serves 2l%. The remaining l37o receive animal control services through local police departments and shelter care through the Rohnert Park Animal Shelter, the Humane Society of Sonoma County and numerous private and non-profit organizations that prov ide shelter, adoption, and spay/neuter programs for Sonoma County pets. Among these, the privately funded Pets Lifeline, Dogwood, and Forgotten Felines stand out for their adoption programs and Trap/Ileuter/Return (TNR) work to reduce community/feral cat populations. . Sonoma County Animal Services (SCAS) operates within DHS to provide animal control to the 660Z ofcounty residents who reside in the unincorporated areas, and the Cities of Healdsburg and Santa Rosa. It also shelters pets from the City ofSonoma and is responsible for the full range of domestic and wild animals. It has overall responsibility for implementing the rabies control plan and emergency animal evacuations. o North Bay Animal Services (NBAS) contracts with the Cities of Cloverdale, Windsor, Sebastopol, and Petaluma to provides animal control field services and shelter to more than 20olo of Sonoma County.
o Rohnert ParkAnimal Shelter (RPAS) is owned and managed by the City of Rohnert Park.

The shelter serves both Rohnert Park and Cotati in cooperation with the cities'police departments. Municipal funding is augmented by a non-profit foundation. . The Humane Society of Sonoma County (HSSC) cares for animals from Healdsburg, citizen sunendered animals from throughout the county, and transfers from other shelters.

It operates a veterinary hospital that provides pet care for low-income owners, including low-cost spay/neuter surgery and routine vaccinations (but not rabies vaccinations).

HSSC cunently oubources animal control for Healdsburg to SCAS. It is primarily funded by private contributions and grants and is overseen by its board ofdirectors. An MOU with the county for emergency response is pending.
o The City of Sonoma Police Department provides residents with animal control, including licensing. Shelter care is provided as needed by SCAS and Pets Lifeline.

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Sonoma County CiYil Crand Jury Animal Services in Sonoma County Common Challenges to Animal Service Providers
This investigation and a review of Civil Grand Jury reports from nearby counties revealed animal services to be a costly, labor and facilities intensive endeavor. Several issues were mentioned repeatedly and were observed, to a greater or lesser degree, in Sonoma County facilities.

Collaboration among the county and cities could ameliorate many ofthese challenges, which include:
o Underfunding: Animal services compete with other compelling needs for public tax dollars. Limited county and city funds are augmented by license and service fees and fines. Collection of these fees can be difficult and time consuming for staff. o License Enforrement: License compliance is important, both for rabies control, and because it generates needed income, but agencies struggle to achieve high rates of compliance. A srud.'- conducted bv the on-line license management vendor. DocuPet, found an average nationwide compliance rate ofonly 23%o. The highest rate found by the Grand Jury was 507o. In Sonoma County,2024 rates range from \2Yo to 3lYo as shown in Appendix C. Among the obstacles to improved licensing compliance that were identified by DocuPet was a lack ofpublic outreach to explain: l) the importance ofvaccination and licensing for rabies control; 2) the legal requirement for owners to license their dogs; and 3) the benefit of retuming a lost pet regardless ofwhere it has wandered. o Aging Facilities: Constant maintenance and costly upgrades are required to ensure that aging facilities meet the health and safety needs of animals, staff, and visitors. Operating in aging, outgrown facilities makes daily operations more difiicult. o Insufficient Veterinary Services: A nationwide veterinarian shortage limits access to needed professional care, including affordable rabies vaccination and spay/neuter clinics that are mandated for public safety and population control. Demand has driven up costs and reduced availability ofpro bono services.
. Insuflicient Stafling and Personnel Turnover: Shelter staff are stretched to accomplish a wide range ofduties, ranging from animal care to data entry website managemen! license management, and interaction with the public. Understaffrng and turnover of experienced staff and volunteers requires effective recruitment, supervision, and training and professional development programs that can exceed organizational capacity. o Public Demands for "No Kill" Outcomes: Public sentiment can fail to recognize differences between private agencies that can limit acceptance to adoptable animals and public shelters that are obligated to accept animals regardless of medical or behavioral issues that may preclude live outcomes. The resulting negative impact on public perception can undermine needed support.
. A Lack of Centralized Communication and Data Sharing: Mthout the means to communicate and coordinate activities, agencies are hampered in meeting regularly occurring needs such as rehoming lost pets, coordinating responses to calls for animal control, and sharing knowledge and resources. It impairs the ability to prepare accurate state-mandated licensing repors, track dangerous animals, or mount a fully coordinated, county-wide disaster response.
8 Agenda Item #9.3:

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Sonoma County Civil Grand Jury Animal Services in Sonoma Comty Tax-Supported Agencies Providing Animal Control and/or Shelter Sonoma County Animal Servtces (SCAS) operates within the Department of Health Services to provide animal services to the 667o ofcounty residents who reside in the unincorporated areas and the Cities of Santa Rosa and Healdsburg. It also has an MOU to shelter companion animals from the City of Sonoma.

Scope of Service: In addition to companion animals, SCAS is responsible for farm animals, livestock and wild animals. As a govemment agency it is required to accept and manage animals regardless oftheir physical condition or adoptability. It enforces local, state, and federal laws that pertain to animal care and public safety. SCAS administers the state-mandated rabies control program which includes facilitating rabies vaccinations and managing bite reports and quarantine ofdangerous animals. It engages legal services to handle cases involving animal bites and incidents ofneglect and abuse cases. It collecs and compiles license compliance data from all jurisdictions and submits county-wide reports to the state. SCAS is also the lead agency for animal emergency evacuation planning and coordination ofemergency response.

Facilities: Demand for pet sheltering sometimes exceeds capacity ofthe 1O0-kennel shelter that was built in the late 1980s and was last renovated in 2001. It must also provide housing for a full range of domestic and wild animals. On October 6, 2015, the BOS approved funds for an assessment ofthe facility and design ofneeded improvements. After being intemrpted by Covid, the design process is funded and underway. Projects will be done in phases starting with ventilation improvement and noise reduction in the kennels and upgrades to the entry area to enhance interactions with the public.

Stalfing: Thirty-two full-time positions include certified veterinary technicians, ten licensed animal control officers, other specialists. and public service and operations staff. It has a contract veterinarian six hours/day, five days a week and hires extra veterinary services at times.

It also has a network of veterinarians who volunteer in emergencies. Volunteers provide essential support for animal and shelter care. Volunteers, shelter staff and animal control officers have access to extensive training and continuing education.

Veterinarians, assisted by vet techs conduct intake examinations, care for sheltered and fostered animals and perform spay/neuter surgery. Animals are vaccinated at intake and are sterilized prior to placement in foster or adoptive homes. Low cost spay/neuter services are provided to community members though limited resources create long lead times for surgeries.

Revenue and Cost of Service: Seventy-five to eighty percent ofthe SCAS $6.7 mitlion budget comes from Sonoma County, Santa Ros4 and Healdsburg taxes. This is supplemented by collection of license and service fees and tax-deductible donations. Collection rates for service fees are low. Follow up is staffintensive. The SCAS Director estimated an outstanding balance ofas much as $2 million in service fees and penalties. As a county agency, SCAS is required to pay county salaries and benefits.

SCAS is nearing the end ofa three-year contract with DocuPet for online license management. A $25,000 annual payment covers collection of license fees and fines and all correspondence, including sending timely renewal notices. The SCAS Director reported that service has been so efficient that it allowed a reduction to license fees while achieving the highest licensing rates in the county.

The SCAS budget of $6.7 million dollars provides an extensive range of animal control and shelter services for approximately 305,000 residents of Santa Rosa, Healdsburg, and 9 Agenda Item #9.3:

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Sonoma County Civil Grand Jury Animal Services in Sonoma County unincorporated Sonoma County. Santa Rosa's $3,346,000 contract accounts for about 407o of animal control and shelter budget, or about $191,000 per 10,000 residents.

Rohnert Park Animal Shelter is owned and managed by the City ofRohnert Park through its Community Services Departrnent.

Scope of Service: RPAS provides shelter care for companion animals for both Rohnert Park and Cotati. The two cities' Police Departments provide animal control. RPAS has recently assumed licensing responsibility from the Rohnert Park Finance Departrnent. It outsources license management to DocuPet and shares data with SCAS. DocuPet retains a small fee for each license. lt maintains records and sends renewal reminders. Rohnert Park is the only city that requires cat licensing. Cotati offers a one-time voluntary cat license.

Facilities: Like other shelters, RPAS was built in the 1990s, but it underwent a major renoyation in 2005 and has had many smaller upgrades. It is immaculately maintained with 35 dog runs, "flexible capacity" for cats, rabbis, and other small mammals. Designated areas for surgeries, food preparation, and laundry are clean and well-organized.

RPAS has eamed cedification as a Fear Free Shelter by implementing facility improvements and animal management practices that minimize stress and optimize safety for pes and humans.

These include using sound baffles for noise control and minimizing unnecessary disruption that can lead to loud outbursts. Potential adopters view videos ofavailable pets and meet those they wish to interview in a pleasant, private space away from other animals. Positive animal behaviors are reinforced with small treats. Instead ofthe frantic barking Jurors experienced in other shelters, they were met with cakn, friendly, and noticeably more "adoptable" animals.

Staffing: Staffing includes the supervisor, who holds animal control, vet tech, and euthanasia certifications; a second vet tech; and a community service assistant. A contract veterinarian visits twice a week to provide animal care and perform surgeries. Every animal of required age or size is spayed/neutered and fully vaccinated prior to placement in a foster or adoptive home. Microchipping is lree for Rohnert Park and Cotati residents. While the shelter offers low-cost spay/neuter services to its community members, the wait time for an appointrnent can be long.

Fifteen to 20 of the 100 volunteers schedule regular shifts to assist staff with animal care and shelter maintenance. Many more assist with special projects and activities such as adoption events.

Revenue and Cost of Services: The RPAS budget of$565,000 provides a high standard ofshelter care to a population of44,000 at a cost of $128,409 per 10,000. In addition to its municipal funding, the shelter benefits from an independent foundation that raises funds for shelter improvements and to support a variety olprograms that support the community ofpet owners. These include pet collars and leashes for newly adopted pets and Silver Paws funding to offset the cost ofpet ownership for low-income seniors.

The Humane SocieSt ofSonoma County (HSSC) is included in this list ofkey agencies because ofthe limited tax revenue it receives through a contract with the City of Healdsburg to oversee animal control and shelter care. HSSC provides the shelter care and sub-contracts animal control.

A $104,000 animal control sub-contract with NBAS, that was near expiration, was terminated and a new $l14,000 contract with SCAS took effect on March 1,2025. l0
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Sonoma County Civil Grand Jury Animal Services in Sonoma County Scope of Service: HSSC cares for animals from Healdsburg, citizen surrendered pets, and transfers from other shelters. Because it is not a government agency HSSC can be selective in its admission and focuses on adoptable animals.

Facilities: HSSC operates in an immaculate, well-maintained facility purposely built to a high standard ofshelter design with donated funds. An adjacent building houses a veterinary hospital that provides pet care for low-income owners and offers low-cost spay/neuter surgery and routine vaccinations. It does not offer rabies clinics and does not manage licensing.

Staffing: HSSC staff includes veterinary professionals and development and communication professionals who manage its fundraising, community relations, and a website that provides a wealth of information on animal care and services throughout the county. Other staff provide maintenance, cleaning, and sanitation. Multiple well-trained volunteers are on site at any given time, interacting as team members with animals and staff. Training and continuing education are provided at all levels.

Funding: HSSC is primarily funded by private contributions and grants and is overseen by its board ofdirectors. The Grand Jury did not pursue detailed budget information because of its focus on the county and municipal agencies.

The City of Sonoma Police Deparlmenl provides residents with animal control, including licensing which is done on an in-person, walk-in basis. The licensing rate in 2024 was -15%o.

Shelter care is provided as needed by SCAS and Pets Lifeline.

Nonh Bay Animal Services (NBAS) was incorporated as a 501-(c)-3 organization in 2018 to operate the c ity-owned Petaluma shelter and provide the city with animal control services. It succeeded Petaluma Animal Services in this role.

Scope of Service: NBAS cunently provides animal control and shelter services to more than 20% of the county's residents through contracts with the Cities of Cloverdale, Windsor, Sebastopol, and Petaluma. It also contracts with Calistoga and operates the Clearlake shelter.

Responsibilities include responding to field calls for domestic and wild animals, providing shelter and veterinary care for companion and small farm animals in compliance with industry standards, managing pet licensing and reporting data to the county, and complying with all animal-related laws on behalfofthe cities it serves.

Facilities: NBAS rents the city-owned Petaluma shelter for $l/year. The facility is aging and suffering from deferred maintenance. Shelter capacity was described as 40-50 dogs and up to 100 cats. The NBAS contract with Petaluma requires the non-profit to provide routine maintenance. The city is responsible for major repairs and improvements. In recent years, these have included roof work.

Stafling: The Dhector and eight staff serve the four Sonoma County cities from the Petaluma shelter and a storefront in Windsor. One Animal Control Officer is assigned to Windsor and Cloverdale. A second ACO works from Petaluma. The Executive Director is also an ACO who reported that calls are monitored 2417. Shelter staff also include shelter technicians for cleaning and basic animal care, customer service, a social media position, one "coordinator" each for dogs and cats. No specific qualifications for shelter care of animals were listed either on the stafflist provided to the Crand Jury, or on the bios that appear on the agency website.

Revenue and Cost of Service: Annual contract revenue totals $1,233,000 from the four Sonoma County cities, with a combined population of 100,000. At only $123,300 per 10,000, ll
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Sonoma County Civil Crand Jury Animal Services in Sonoma County this is even less than the RPAS budget that does not include the cost of animal control field operationsGrand Jury Observations about NBAS Performance NBAS's city contracts require it to comply with all applicable laws for animal shelters. including quarantine and tracking ofdangerous animals, sterilization of animals placed in foster or adoptive homes, and enforcement of licensing/vaccination for rabies control. The Grand Jury identified sigaificant failures to comply with these laws and other terms of its city contracts:
o Multiple professionals and private citizens stated that NBAS places unaltered animals in foster and "foster-to-adopt" homes and that appointments for legally mandated spay/neuter surgery can be delayed for many months. The Grand Jury obtained an email which confirmed that NBAS was aware of multiple similar complaints about delays in sterilization and vacc ination.
. NBAS doesn't facilitate rabies vaccination. State law assigns responsibility for vaccination and licensing both to dog owners and every government jurisdiction. Cities are responsible for enforcing these laws through their designated Animal Control Officers, which is NBAS in the case of Petaluma, Cloverdale, Windsor and Sebastopol. . Jurors were told that NBAS received 350 to 370 bite calls a year, but the Jurors were unable to secure evidence that legally mandated bite reports had been filed or that potentially dangerous animals were being quarantined as required by state law. This is a matter ofconcern for public safety and poses the potential for city liability resulting from dog bites.
o NBAS does a poor job of facilitating dog licensure and license renewal. NBAS licensing dxa for 2024 showed only l27o compliance across NBAS cities compared witt 23%o in Santa Rosa and 3 I % in unincorporated Sonoma County. (See Appendix C for licensing rates as estimated based on a state methodology.)
o NBAS advised the Grand Jury that animals are taken to one ofseveral veterinarians when in need ofemergency or routine care, so there is no supervising veterinarian in charge of animal medicine. The shelter has no single veterinarian contracted to consult on written protocols for physical, conditions, sanitation, or general animal care at the shelter. o No NBAS staff member is identified as having had the training and oversight by a veterinarian that is required to conduct physical and behavioral assessment of incoming animals.
. Employees serving in the key positions ofDog Coordinator and Cat Coordinator were described as "experienced," but without any specific veterinary certifications included in their bios on the NBAS website.
. There is no documentation of training or continuing education of staffor volunteers. o The workspace for food preparation observed by the Grand Jury is cramped and cluttered; open bags ofpet food, some stacked on the floor, are accessible to rodents and other pests, in violation of shelter standards.
. During visits to the sheltel the Grand Jury experienced an overpowering foul odor that suggests that the ventilation system is unlikely to be providing air quality consistent with the health and safety of both animals and humans.
t2
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Sonoma County Civil Grand Jury Animal Services in Sonoma County . NBAS does not have a written plan for emergency response. Nor does it have an MOU with the county to speciry its role as an emergency responder.

NBAS is contractually required to maintain its facility either "in compliance with industry standards," or U.C. Davis Guidelines for Standards of Care in Animal Shelters. The list above demonstrates that it fails to comply with industry standards for animal care, shelter management, and maintenance.

The NBAS Executive Director has an extraordinary-and unrealistic-range of responsibilities.

The Director manages staffat the Sonoma County locations, the City of Calistoga, and a second shelter in Clearlake. Although NBAS reports 24/7 call monitoring, multiple sources noted that reaching the shelter and securing a response to messages is extremely difficult.

The Director manages the organization's operations, its finances and shelter data. The Director is responsible for negotiating and fulfilling the city contracts, which include complying with all applicable laws and maintaining the shelter in compliance with industry standards.

The Director also maintains the agency website where essential information, including online pet licensing, is absent, out-of-date, or inaccessible due to broken links. License renewal notices are not cunently being senq reportedly because ofthe cost and stafftime. Data provided to the Grand Jury showed that the number of license renewals fell from 1,816 in 2023 a 733 n 2024 resulting in a loss ofrevenue and undermining rabies vaccination enforcement. (See Appendix C for License Compliance data.)
Two or three of an estimated 40-60 volunteers assist staff during each of the moming and aftemoon shifu. Unlike other shelters, the number of volunteers has reportedly not recovered since it dropped during COVID.

In short, the Grand Jury concluded that NBAS is extended beyond its financial and organizational capacity to comply with either its contrac6 or applicable laws, a circumstance which, according to shelter standards, is unacceptable. [t is surviving despite a perfect storm of underfunding, an aging facility, insufficient use ofveterinary services, and a staff that is too small, lacking in continuing education and relevant certification, and wearing too many hats.

City Oversight of Animal Services is Inadequate
Each of the four cities that contract with NBAS have failed to adequately monitor or evaluate the quality ofservice being provided by NBAS. None ofthese four cities can be sure they are futfitling their legal responsibility to facilitate vaccinations, report dog bites to the State of Califomia, ensure that dogs are licensed, or require that sheltered animals be spayed or neutered prior to release for adoption.

Since NBAS has been the animal services contractor, only one city official reported ever visiting the Petaluma shelter, and that wasjust once. Without periodic inspections, how can these cities be sure they are getting the service they are conkacted to receive? None ofthe city contracts require NBAS to submit reports that contain quantifiable performance criteria in order to evaluate compliance. How are the cities evaluating contract compliance without any reporting? Only Petaluma requires reporting (annually) to the City Council, and in the 7 years that NBAS has been the animal services contractor, only 3 reports have been submiued-the last one was frled in 2022. Some contracts specify an acceptable response time for calls for animal control, but NBAS does not track response time, and the cities are not requiring it.
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Sonoma City CouncilSeptember 17, 2025

Sonoma City Council
September 17, 2025