City Council

City Hall, Council Chamber City of Santa Rosa 100 Santa Rosa Avenue Santa Rosa, CA 95404 City Council Regular Meeting Minutes - Final Tuesday, October 24, 2023 1:30 PM 1. CALL TO ORDER AND ROLL CALL Mayor N. Rogers called the meeting to order at 1:32 p.m. Present: 4 - Mayor Natalie Rogers, Council Member Eddie Alvarez, Council Member Jeff Okrepkie, and Council Member Mark Stapp Absent: 3 - Vice Mayor Dianna MacDonald, Council Member Victoria Fleming, and Council Member Chris Rogers 2. ANNOUNCEMENT OF CLOSED SESSION ITEMS PUBLIC COMMENT: Duane De Witt spoke on Item 2.3 and in support of the at-grade crossing, and on Item 2.1. Mayor N. Rogers recessed the meeting to closed session at 1:36 p.m. to discuss Items 2.1, 2.2, and 2.3 as listed on the agenda. 2.1 CONFERENCE WITH LABOR NEGOTIATORS (Government Code Section 54957.6) Agency Designated Representatives: Maraskeshia Smith, City Manager; Alan Alton, Chief Financial Officer; and Dominique Blanquie, Human Resources Director. Employee Organizations: Santa Rosa Firefighters Association Local 1401, Firefighting (Employee Unit 2); Operating Engineers Local 3, Maintenance, Mechanics and Utility System Operators (Employee Units 3, 13 and 16); Teamsters Local Union 856, Support Services, Professional and Technical (Employee Units 4, 6, and 7); Santa Rosa Police Officers Association, (Employee Unit 5); Service Employees International Union Local 1021, Transit and Police Civilian Technical Unit (Employee Units 8 and 14); Santa Rosa Police Management Association, Police Safety Management (Employee Unit 9); Executive Management (Employee Unit 10); Middle Management and Confidential (Employee Units 11 and 12); Santa Rosa City Attorneys’ Association, City of Santa Rosa Regular Meeting Minutes Page 2 of 12 City Council Regular Meeting Minutes - Final October 24, 2023 Attorneys (Employee Unit 17); Santa Rosa Management Association, Miscellaneous Mid-Management (Employee Unit 18). This item was received and filed. 2.2 CONFERENCE WITH LEGAL COUNSEL - EXISTING LITIGATION (Paragraph (1) of subdivision (d) of Government Code Section 54956.9) Name of Case: Bay Cities Paving & Grading, Inc. v. City of Santa Rosa Sonoma County Superior Court Case No. SCV-265333 This item was received and filed. 2.3 CONFERENCE WITH LEGAL COUNSEL - EXISTING LITIGATION (Paragraph (1) of subdivision (d) of Government Code Section 54956.9) Name of Case: Application of the City of Santa Rosa for Approval to Construct a Public Pedestrian and Bicycle At-Grade Crossing of the Sonoma-Marin Area Rail Transit (“SMART”) Track at Jennings Avenue Located in Santa Rosa, Sonoma County, State of California. Application No.: A.15-05-014 This item was received and filed. Mayor N. Rogers adjourned closed session at 3:30 p.m. and reconvened the meeting to open session at 4:02 p.m. 3. STUDY SESSION - NONE. 4. ANNOUNCEMENT OF ROLL CALL (IF NEEDED) Present: 4 - Mayor Natalie Rogers, Council Member Jeff Okrepkie, Council Member Chris Rogers, and Council Member Mark Stapp Absent: 3 - Vice Mayor Dianna MacDonald, Council Member Eddie Alvarez, and Council Member Victoria Fleming 5. REPORT, IF ANY, ON STUDY AND CLOSED SESSIONS Samantha Zutler, Interim City Attorney, reported that Council met in closed session on Items 2.1, 2.2, and 2.3 and no reportable action was taken. No public comments were made. Council Member Alvarez joined the meeting at 4:04 p.m. City of Santa Rosa Regular Meeting Minutes Page 3 of 12 City Council Regular Meeting Minutes - Final October 24, 2023 Present: 5 - Mayor Natalie Rogers, Council Member Eddie Alvarez, Council Member Jeff Okrepkie, Council Member Chris Rogers, and Council Member Mark Stapp Absent: 2 - Vice Mayor Dianna MacDonald, and Council Member Victoria Fleming 6. PROCLAMATIONS/PRESENTATIONS 6.1 PROCLAMATION - FILIPINO AMERICAN HISTORY MONTH Attachments: Proclamation Council Member Alvarez read and presented the proclamation. Jeanette Anglin and members of the Filipino American National Historical Society (FANHS) received the proclamation and provided a brief comment on the proclamation. No public comments were made. 7. STAFF BRIEFINGS 7.1 UPDATE ON RUSSIAN RIVER WATER FORUM AND POTTER VALLEY PROJECT Staff will provide an update on the Russian River Water Forum, which is a grant funded collaborative effort to identify water supply resiliency solutions in response to the planned license surrender and decommissioning of Pacific Gas and Electric (PG&E’s) Potter Valley Hydroelectric Project, as well as the recent proposal to PG&E from the Mendocino County Inland Water and Power Commission, the Round Valley Indian Tribes, and the Sonoma County Water Agency, to create a regional entity that would advance a regional solution for preserving flows in the Russian River and improving Eel River fisheries. No action will be taken except for possible direction to staff. Attachments: Presentation Late Correspondence (Uploaded 10-24-2023) Late Correspondence (Uploaded 10-26-2023) Jennifer Burke, Director - Santa Rosa Water, provided a brief report. PUBLIC COMMENT: City of Santa Rosa Regular Meeting Minutes Page 4 of 12 City Council Regular Meeting Minutes - Final October 24, 2023 Thomas Ells spoke in support of the item. 8. CITY MANAGER’S/CITY ATTORNEY’S REPORTS Maraskeshia Smith, City Manager, provided a brief report on upcoming community meetings related to the Hearn Community Hub and announced Recreation and Parks has opened an on-line community survey related to pickle ball and tennis courts. No public comments were made. 9. STATEMENTS OF ABSTENTION BY COUNCIL MEMBERS No statements of abstention were made. 10. MAYOR'S/COUNCIL MEMBERS’ REPORTS Mayor N. Rogers provided a brief report on recent community events attended and upcoming events. Council Member C. Rogers provided a brief report on the Public Financing Authority meeting. Council Member Stapp provided a brief report on recent community events attended. Council Member Okrepkie provided a brief report on recent community events attended. PUBLIC COMMENT: Eric Fraser spoke on Council Member C. Rogers' report on the Public Financing Authority and Mayor's report on hate. 10.1 MAYOR'S/COUNCIL MEMBERS' SUBCOMMITTEE AND LIAISON REPORTS (AND POSSIBLE COUNCIL DIRECTION TO BOARD REPRESENTATIVE ON PENDING ISSUES, IF NEEDED) 10.1.1 Council Subcommittee Reports Mayor N. Rogers provided a brief report on the Long Term Financial Policy and Audit Subcommittee. City of Santa Rosa Regular Meeting Minutes Page 5 of 12 City Council Regular Meeting Minutes - Final October 24, 2023 10.1.2 Sonoma County Transportation Authority/Regional Climate Protection Authority (SCTA/RCPA) 10.1.3 Sonoma County Water Agency (SCWA) - Water Advisory Committee 10.1.4 Association of Bay Area Governments (ABAG) 10.1.5 Sonoma County Agricultural Preservation and Open Space District Advisory Committee 10.1.6 Sonoma Clean Power Authority (SCPA) 10.1.7 Zero Waste Sonoma (formerly known as Sonoma County Waste Management Agency (SCWMA)) 10.1.8 Groundwater Sustainability Agency (GSA) Council Member Stapp provided a brief report. 10.1.9 Sonoma County Continuum of Care (CoC) 10.1.10 Renewal Enterprise District (RED) 10.1.11 Public Safety Subcommittee Council Member Okrepkie provided a brief report. 10.1.12 Other 11. APPROVAL OF MINUTES 11.1 October 10, 2023, Regular Meeting Minutes Attachments: Draft Minutes No public comments were made. Approved as submitted. 12. CONSENT ITEMS PUBLIC COMMENT: Eric Fraser spoke on Item 12.1. Approval of the Consent Agenda A motion was made by Council Member Okrepkie, seconded by Council City of Santa Rosa Regular Meeting Minutes Page 6 of 12 City Council Regular Meeting Minutes - Final October 24, 2023 Member Rogers, to waive reading of the text and adopt Consent Items 12.1 through 12.4. The motion carried by the following vote: Yes: 5 - Mayor Natalie Rogers, Council Member Eddie Alvarez, Council Member Jeff Okrepkie, Council Member Chris Rogers, and Council Member Mark Stapp Absent: 2 - Vice Mayor Dianna MacDonald, and Council Member Victoria Fleming 12.1 RESOLUTION - PUBLIC RECORDS ACT MANAGEMENT SOLUTION AGREEMENT AMENDMENT WITH NEXTREQUEST RECOMMENDATION: It is recommended by the City Clerk’s Office that the Council, by resolution, approve and delegate authority to the City Manager or designee to execute an amendment to the City’s Existing Order Forms and Agreements (F001873) and any necessary related documents with NextRequest LLC with offices in San Francisco, California, to modify scope, extend for an additional three years, and add compensation in the amount of $35,679.29 for a total not to exceed amount of $118,435.06. Attachments: Staff Report Attachment 1 - Original Agreement Resolution Exhibit A - Amendment Late Correspondence (Uploaded 10-26-2023) This Consent - Resolution was adopted. RESOLUTION NO. RES-2023-179 ENTITLED: RESOLUTION OF THE COUNCIL OF THE CITY OF SANTA ROSA APPROVING AN AMENDMENT TO AGREEMENT NUMBER F001873 WITH NEXTREQUEST, LLC FOR PUBLIC RECORDS MANAGEMENT SOLUTION TO MODIFY SCOPE, EXTEND AGREEMENT, AND ADD COMPENSATION 12.2 RESOLUTION - APPROVAL AND ISSUANCE OF A PURCHASE ORDER FOR THE PURCHASE OF FOUR (4) HAMM ASPHALT ROLLERS UTILIZING THE PRICING FROM THE SOURCEWELL COOPERATIVE AGREEMENT NUMBER 060122-WAI WITH NIXON-EGLI EQUIPMENT COMPANY, TRACY, CALIFORNIA RECOMMENDATION: It is recommended by the Transportation and Public Works and Finance Departments that the Council, by resolution: 1) approve a cooperative procurement purchase utilizing the pricing City of Santa Rosa Regular Meeting Minutes Page 7 of 12 City Council Regular Meeting Minutes - Final October 24, 2023 from the Sourcewell Cooperative Agreement Number 060122-WAI; and 2) approve the issuance of a Purchase Order for the purchase of four (4) Hamm Asphalt Rollers with Nixon-Egli Equipment Company, Tracy, California for a total amount not to exceed $268,701.44. Attachments: Staff Report Resolution This Consent - Resolution was adopted. RESOLUTION NO. RES-2023-180 ENTITLED: RESOLUTION OF THE COUNCIL OF THE CITY OF SANTA ROSA APPROVING A COOPERATIVE PURCHASE UTILIZING THE PRICING FROM THE SOURCEWELL COOPERATIVE AGREEMENT NUMBER 060122-WAI AND APPROVING THE ISSUANCE OF A PURCHASE ORDER FOR THE PURCHASE OF OF FOUR (4) HAMM ASPHALT ROLLERS WITH NIXON-EGLI EQUIPMENT COMPANY, TRACY, CALIFORNIA 12.3 RESOLUTION - BID AWARD - BLANKET PURCHASE ORDER FOR PURCHASE AND DELIVERY OF GASOLINE AND RENEWABLE DIESEL TO VARIOUS CITY LOCATIONS WITH RAMOS OIL CO., INC. RECOMMENDATION: It is recommended by the Fire, Water and Finance Departments that the Council, by resolution, approve bid award and issuance of a five (5) year Blanket Purchase Order (BPO) out of a joint solicitation with Sonoma County and other cities that would apply Federalized City BPO Terms and Conditions, with Ramos Oil Co., Inc., West Sacramento, California, to provide for purchase and delivery of gasoline and renewable diesel in various locations for a total amount not to exceed $750,000. Attachments: Staff Report Resolution This Consent - Resolution was adopted. RESOLUTION NO. RES-2023-181 ENTITLED: RESOLUTION OF THE COUNCIL OF THE CITY OF SANTA ROSA APPROVING A BID AWARD AND ISSUANCE OF BLANKET PURCHASE ORDER FOR GASOLINE AND RENEWABLE DIESEL FUELS FOR VARIOUS CITY LOCATIONS TO RAMOS OIL CO., INC. IN THE TOTAL AMOUNT NOT TO EXCEED $750,000 12.4 RESOLUTION - AMENDMENT TO HOMELESS OUTREACH SERVICES TEAM GRANT AGREEMENT WITH CATHOLIC CHARITIES OF THE DIOCESE OF SANTA ROSA FOR EXPANDED City of Santa Rosa Regular Meeting Minutes Page 8 of 12 City Council Regular Meeting Minutes - Final October 24, 2023 OUTREACH SERVICES IN DOWNTOWN SANTA ROSA RECOMMENDATION: It is recommended by the Housing and Community Services Department that the Council, by resolution: 1) approve the First Amendment to Grant Agreement for Homeless Outreach Services Team Catholic Charities of the Diocese of Santa Rosa, increasing the contract by $100,000 in ARPA funds appropriated to Homeless Services for a total amount of $1,135,450 for expanded outreach services in downtown Santa Rosa; and 2) authorize the Director of Housing and Community Services to execute the amendment. Attachments: Staff Report Resolution Exhibit A This Consent - Resolution was adopted. RESOLUTION NO. RES-2023-182 ENTITLED: RESOLUTION OF THE COUNCIL OF THE CITY OF SANTA ROSA APPROVING A FIRST AMENDMENT TO GRANT AGREEMENT FOR HOMELESS OUTREACH SERVICES TEAM CATHOLIC CHARITIES OF THE DIOCESE OF SANTA ROSA, INCREASING THE CONTRACT BY $100,000 IN ARPA FUNDS APPROPRIATED TO HOMELESS SERVICES, FOR A TOTAL AMOUNT OF $1,135,450 FOR EXPANDED OUTREACH SERVICES IN DOWNTOWN SANTA ROSA Mayor N. Rogers recessed the meeting at 4:53 p.m. and reconvened at 5:01 p.m. 13. PUBLIC COMMENT ON NON-AGENDA MATTERS Michelle Esocobar-McGarry read a letter from Giselle, Roseland Prep high school student, regarding restricting vape products. Pam Granger, Chair of Tobacco Free Sonoma County Community Coalition, spoke in support of Council passing a tobacco retail license. Michelle Rosachi spoke in support of school safety. Eric Fraser spoke on public records requests. Melissa Stewart spoke in support of campus supervision at schools. City of Santa Rosa Regular Meeting Minutes Page 9 of 12 City Council Regular Meeting Minutes - Final October 24, 2023 Thomas Ells spoke on the Hearn Avenue overpassing design. Brent Stewart spoke in support of the safe campus alliance. Duane De Witt spoke in acknowledgement of Council's support of the upcoming veteran's flag raising at City Hall on November 11. Unnamed middle school student spoke on their faith of City Council and grateful for the opportunity the public has to speak at meetings related to CORs in the schools which make the community a better place. Mayor N. Rogers announced that Item 15.1 would be heard ahead of report items. 15. PUBLIC HEARINGS 15.1 PUBLIC HEARING - INTRODUCE AN ORDINANCE AMENDING SANTA ROSA CITY CODE CHAPTER 14-21 WATER WASTE REGULATIONS BACKGROUND: The City’s Water Waste Regulations (Regulations), first adopted in 1999 and last revised in 2007, defines water waste and authorizes customer notification and potential water service disconnection in cases of unaddressed violations. Since the Regulations were last revised, best practices and technology have changed necessitating an update to the Regulations. Staff are proposing five key changes to the Regulations that include: 1. Further refinement of the definition of what is considered water waste, 2. Creating a new administrative fine for violations of the Regulations, 3. Creating a new exception process, 4. Creating a new appeals process, and 5. Non-substantive clarifying language. Staff are requesting that the City Council adopt an ordinance that includes these key changes, thereby amending the Water Waste Regulations. RECOMMENDATION: It is recommended by the Board of Public Utilities and Santa Rosa Water that the Council introduce an ordinance amending Santa Rosa City Code Chapter 14-21 Water Waste Regulations to include administrative fines, provide an exception and an City of Santa Rosa Regular Meeting Minutes Page 10 of 12 City Council Regular Meeting Minutes - Final October 24, 2023 appeals process, and make other clarifying changes. Attachments: Staff Report Attachment 1 - Board of Public Utilities’ Resolution No. 1328 Attachment 2 – Ordinance No. XX (Redline) of the City of Santa Rosa Amending Chapter 14-21 of the Santa Rosa City Code Ordinance Public Hearing Notice Presentation Deb Lane, Sustainability Representative, and Claire Nordlie, Water Use Efficiency Supervisor presented and answered questions from Council. Mayor N. Rogers opened the public hearing at 5:41 p.m. Thomas Ells spoke on water use concerns. Mayor N. Rogers closed the public hearing at 5:44 p.m. A motion was made by Council Member Stapp, seconded by Council Member Okrepkie, to waive reading of the text and introduce ORDINANCE ENTITLED: ORDINANCE OF THE COUNCIL OF THE CITY OF SANTA ROSA AMENDING CHAPTER 14-21 OF THE SANTA ROSA CITY CODE, WATER WASTE REGULATIONS, TO INCLUDE ADMINISTRATIVE FINES AND CLARIFY ENFORCEMENT AND APPEALS PROCESS The motion carried by the following vote: Yes: 5 - Mayor Natalie Rogers, Council Member Eddie Alvarez, Council Member Jeff Okrepkie, Council Member Chris Rogers, and Council Member Mark Stapp Absent: 2 - Vice Mayor Dianna MacDonald, and Council Member Victoria Fleming 14. REPORT ITEMS 14.1 REPORT - WATER SUPPLY ALTERNATIVES PLAN BACKGROUND: The City of Santa Rosa wishes to diversify and increase its potable urban water supply portfolio to enhance its resiliency to climate change, droughts, or Sonoma Water service interruptions that could occur during catastrophic events. As a result, City of Santa Rosa Regular Meeting Minutes Page 11 of 12 City Council Regular Meeting Minutes - Final October 24, 2023 Santa Rosa Water launched the Our Water Future project and undertook development of a Water Supply Alternatives Plan (WSAP) to identify an adaptive approach to diversifying Santa Rosa’s water supply portfolio and production capacity over time. Because water supply reliability is essential to our community, this project engaged a wide range of stakeholders throughout the effort, including an interdisciplinary team of Water staff, an external group of leaders from local organizations and agencies, the community at large, and the Board of Public Utilities (BPU). With expertise and assistance from Woodard & Curran and with significant stakeholder input, the project team established the study objectives, assessed 18 water supply options, produced a feasibility report, and proposed four portfolios (mixes) of the most feasible water supply options. Based on comments from the various stakeholders, BPU, and the City Council, the feasibility analysis report, portfolios and the Water Supply Alternatives Plan were refined and will be presented for City Council consideration. RECOMMENDATION: It is recommended by the Board of Public Utilities and Santa Rosa Water that the Council, by motion, accept the Water Supply Alternatives Plan. Attachments: Staff Report Attachment 1 - Water Supply Alternatives Plan Attachment 2 - Public Comment Presentation Colin Close, Senior Water Resources Planner, presented. PUBLIC COMMENT: Thomas Ells spoke in support A motion was made by Council Member Stapp, seconded by Council Member Rogers, to accept the Water Supply Alternatives Plan. The motion carried by the following vote: Yes: 5 - Mayor Natalie Rogers, Council Member Eddie Alvarez, Council Member Jeff Okrepkie, Council Member Chris Rogers, and Council Member Mark Stapp Absent: 2 - Vice Mayor Dianna MacDonald, and Council Member Victoria Fleming City of Santa Rosa Regular Meeting Minutes Page 12 of 12 City Council Regular Meeting Minutes - Final October 24, 2023 16. WRITTEN COMMUNICATIONS 16.1 QUARTERLY BOARDS, COMMISSIONS AND COMMITTEES ATTENDANCE REPORTS - Provided for information. Attachments: Attendance Report This item was received and filed. 17. PUBLIC COMMENTS ON NON-AGENDA MATTERS 18. ANNOUNCEMENT OF CONTINUED CLOSED SESSION ITEMS, RECESS TO CLOSED SESSION IN THE MAYOR’S CONFERENCE ROOM, RECONVENE TO OPEN SESSION, AND ANNOUNCEMENTS [IF NEEDED] 19. ADJOURNMENT OF MEETING Mayor N. Rogers adjourned the meeting at 6:06 p.m. with acknowledgement of Colin Close's 25 years of service to the City. The next regular meeting will be held on November 14, 2023, at time set by the Mayor. LATE CORRESPONDENCE Attachments: Late Correspondence (Uploaded 10-26-2023) 20. UPCOMING MEETINGS 20.1 UPCOMING MEETINGS LIST Attachments: Upcoming Meetings List This item was received and filed. Approved on: November 14, 2023 /s/ Dina Manis, City Clerk