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2016/02/09 City Council Agenda PacketMission Statement "We Care for Our Residents by Working Together to Build a Better Communityfor Today and Tomorrow." City of Rohnert Park 130 Avram Avenue Rohnert Park, California 94928 PHONE: (707) 588-2227 FAX: (707) 794-9248 WEB: www.rpcity.org ROHNERT PARK CITY COUNCIL Rohnert Park Financing Authority (RPFA) Successor Agency to the Community Development Commission (CDC) JOINT REGULAR MEETING AGENDA Tuesday, February 9, 2016 Open Session: 5:00 p.m. MEETING LOCATION: CITY HALL - COUNCIL CHAMBER 130 Avram Avenue, Rohnert Park, California The Rohnert Park City Council welcomes your attendance, interest and participation at its regular city meetings scheduled on the second and fourth Tuesdays of each month at 5:00 p.m. in the Council Chamber. City Council/RPFA agendas and minutes may be viewed at the City's website: www.rpcity.org. PUBLIC HEARINGS: Council/RPFA may discuss and/or take action on any or all of the items listed on this agenda. If you challenge decisions of the City Council or the Rohnert Park Financing Authority of the City of Rohnert Park in court, you may be limited to raising only those issues you or someone else raised at public hearing(s) described in this agenda, or in written correspondence delivered to the City of Rohnert Park at, or prior to the public hearing(s). RIGHT TO APPEAL: Judicial review of any city administrative decision pursuant to Code of Civil Procedure Section 1094.5 may be had only if a petition is filed with the court no later than the deadlines specified in Section 1094.6 of the California Code of Civil Procedure, which generally limits the time within which the decision may be challenged to the 90th day following the date that the decision becomes final. SIMULTANEOUS MEETING COMPENSATION DISCLOSURE (Government Code § 54952.3): Members of the City Council receive no additional compensation as a result of convening this joint meeting of the City Council and the Rohnert Park Financing Authority. PUBLIC COMMENTS: Provides an opportunity for public comment on items not listed on the agenda, or on agenda items if unable to comment at the scheduled time (limited to three minutes per appearance and a 30 minute total time limit, or allocation of time determined by Presiding Officer based on number of speaker cards submitted). PLEASE FILL OUT A SPEAKER CARD PRIOR TO SPEAKING ANNOUNCEMENT: Please turn off all pagers, cellular telephones and all other communication devices upon entering the Council Chamber. Use of these devices causes electrical interference with the sound recording and TV broadcast systems. City of Rohnert Park Joint Regular Meeting Agenda February 9, 2016 for City Council/RPFA/CDC Successor Agency Page 2 of 5 1. CITY COUNCIL/RPFA/SUCCESSOR AGENCY JOINT REGULAR MEETING - CALL TO ORDER/ROLL CALL (Ahanotu _ Callinan Stafford _ Mackenzie _ Belforte ) 2. PLEDGE OF ALLEGIANCE 3. PRESENTATIONS A. Mayor's Certificate of Recognition: Honoring Technology Middle School Teachers for Hosting the `Hour of Code' Benefitting Rohnert Park Students 4. SSU STUDENT REPORT By Shannon Garcia, Legislative Representative, Sonoma State University Associated Students, Inc. (SSU ASI) 5. DEPARTMENT HEAD BRIEFING 6. PUBLIC COMMENTS Persons wishing to address the Council on any Consent Calendar item, Closed Session Item, or on City business not listed on the Agenda may do so at this time. Each speaker will be allotted three minutes. Those wishing to address the Council on any report item listed on the Agenda should submit a "Speaker Card" to the City Clerk before announcement of that ajzenda item. 7. CONSENT CALENDAR All items on the Consent Calendar will be considered together by one or more action(s) of the City Council and/or the Rohnert Park Financing Authority and Successor Agency to the Community Development Commission, whichever is applicable, unless any Council Member or anyone else interested in a consent calendar item has a question about the item. A. Approval of Minutes for: B. Acceptance of Reports for: 1. City Bills/Demands for Payment dated February 9, 2016 C. City Council Resolutions for Adoption: 1. 2016-12 Authorizing the Purchase of One Patrol Car Vehicle Not to Exceed $45,000 and 12 Security Cameras and Authorizing the Finance Director to Increase Appropriations by $57,000 to the State Asset Forfeiture Fund 2. 2016-13 Amending Resolution 84-88 To Establish a Five (5) Member Sister Cities Relations Committee D. Approve 2016 Update to the City's Strategic Plan E. Approve Elimination of Economic Development, Waste and Recycling, and Education City Council Standing Committees City of Rohnert Park Joint Regular Meeting Agenda February 9, 2016 for City Council/RPFA/CDC Successor Agency Page 3 of 5 Council Motion/Vote CLOSED SESSION A. Recess to Closed Session in Conference Room 2A to Consider: 1. Conference with Real Property Negotiators (Government Code §54956.8) Property: 6750 Commerce Blvd. (APN: 143-380-015); 100 Avram Avenue (APNs: 143-380-022 through 029); and 120 Avram Avenue (APN: 143-061- 052) City Negotiator: Darrin Jenkins, City Manager Negotiating Parties: Barney Aldridge Under Negotiation: Price and Terms 2. Conference with Legal Counsel — Anticipated Litigation - Significant exposure to litigation pursuant to Government Code §54956.9(d)(2): (One Case) B. Reconvene Joint Regular Meeting Open Session in Council Chamber C. Report on Closed Session (Government Code § 54957.1) Discussion and Direction on Amending the Articles of Incorporation and Bylaws of the City of Rohnert Park Foundation A. Staff Report B. Public Comment C. Council discussion/direction 10. General Fund 10 -Year Financial Forecast Update A. Staff Report B. Public Comment C. Council discussion/direction 11. Consideration of Authorizing Contributions of $6,633,323 Toward Unfunded Post -employment Benefit Liabilities and Increasing Appropriations by $1,333,323 A. Staff Report B. Public Comments C. Resolution for Adoption: 2016-14 Authorizing Contributions of $6,633,323 Toward Unfunded Post -employment Benefits Liabilities and Increasing Appropriations by $1,333,323 a. Council motion/discussion/vote 12. Adoption of an Ordinance to Prohibit Marijuana Activities in the City, with an exception to allow for a limited amount of indoor personal cultivation of medical marijuana Amending Chapters 17.02 (General Provisions), 17.04 (Definitions) and 17.06 (Land Use Regulations) of the Zoning Ordinance, and Adoption of a New Chapter 8.30 (Marijuana Cultivation, Processing, Delivery, and Dispensaries) of the Municipal Code and Finding the Action Exempt Under CEQA A. Staff Report B. Public Comment C. Ordinance for Adoption: 1. 896 An Ordinance of the City of Rohnert Park, California, Amending City of Rohnert Park Joint Regular Meeting Agenda February 9, 2016 for City Council/RPFAICDC Successor Agency Page 4 of 5 Chapters 17.02 (General Provisions), 17.04 (Definitions), and 17.06 (Land Use Regulations) of the Zoning Ordinance, and Adoption of a New Chapter 8.30 (Marijuana Cultivation, Processing, Delivery, and Dispensaries) of the Municipal Code a. Council motion/discussion/roll call vote (Ahanotu Callinan Stafford Mackenzie Belforte 13. COMMITTEE / LIAISON / OTHER REPORTS This time is set aside to allow Council members serving on Council committees or on regional boards, commissions or committees to present a verbal report on the activities of the respective boards, commissions or committees on which they serve. No action may be taken. A. Standing Committee Reports B. Liaison Reports 1. Sonoma County Transportation Authority (SCTA) (2/8) 2. Water Advisory Committee (WAC) (2/1) C. Other Reports 14. COMMUNICATIONS Copies of communications have been provided to Council for review prior to this meeting. Council Members desiring to read or discuss any communication may do so at this time. No action may be taken except to place a particular item on a future agenda for Council consideration. 15. MATTERS FROM/FOR COUNCIL Prior to agenda publication, any Councilmember may place an item on this portion of the agenda. Upon the concurrence of two Councilmembers, the item may be added to a subsequent agenda for deliberation and action. In accordance with the Brown Act, at the City Council meeting, Councilmembers may not add items hereunder, except for brief reports on his or her own activities or brief announcements regarding an event of community interest. 16. PUBLIC COMMENTS Persons wishing to address the Council on City business not listed on the Agenda may do so at this time. Each speaker will be allotted three minutes. Those wishing to address the Council on any report item listed on the Agenda should submit a "Speaker Card" to the City Clerk before announcement of that agenda item. 17. ADJOURNMENT City of Rohnert Park Joint Regular Meeting Agenda February 9, 2016 for City Council/RPFA/CDC Successor Agency Page 5 of 5 NOTE: Time shown for any particular matter on the agenda is an estimate only. Matters may be considered earlier or later than the time indicated depending on the pace at which the meeting proceeds. If you wish to speak on an item under discussion by the Council which appears on this agenda, after receiving recognition from the Mayor, please walk to the rostrum and state your name and address for the record. Any item raised by a member of the public which is not on the agenda and may require Council action shall be automatically referred to staff for investigation and disposition which may include placing on a future agenda. If the item is deemed to be an emergency or the need to take action arose after posting of the agenda within the meaning of Government Code Section 54954.2(b), Council is entitled to discuss the matter to determine if it is an emergency item under said Government Code and may take action thereon. DISABLED ACCOMMODATION: If you have a disability which requires an interpreter or other person to assist you while attending this City Council meeting, please contact the City Clerk's Office at (707) 588-2227 at least 72 hours prior to the meeting to ensure arrangements for accommodation by the City. Please notify the City Clerk's Office as soon as possible if you have a visual impairment requiring meeting materials to be produced in another format (Braille, audio -tape, etc.) AGENDA REPORTS & DOCUMENTS: Copies of all staff reports and documents subject to disclosure that relate to each item of business referred to on the agenda are available for public inspection at City Hall located at 130 Avram Avenue, during regular business hours, Monday through Friday from 8:00 am to 5:00 pm. Any writings or 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 also be made available for inspection at City Hall during regular business hours. CERTIFICATION OF POSTING OF AGENDA I, JoAnne Buergler, City Clerk for the City of Rohnert Park, declare that the foregoing agenda for the February 9, 2016, Joint Regular Meeting of the Rohnert Park City Council/RPFA was posted and available for review on February 4, 2016, at Rohnert Park City Hall, 130 Avram Avenue, Rohnert Park, California 94928. The agenda is also available on the City web site at www.ri)city.org, Executed this 4th day of February, 2016, at Rohnert Park, California. JoAnne M. Buergler, City Clerk CertittIgpA44w+& of ition 0onoring TECHNOLOGY MIDDLE SCHOOL TEACHERS for Hosting the Hour of Code Benefitting Rohnert Park Students As Mayor, and on behalf of the City Council of the City of Rohnert Park, 1 do hereby recognize and honor Technology Middle School teachers, Lisa Bauman, Ginny Mason, and Chris Steffens for recently hosting an event called the "Hour of Code" benefitting students at Technology Middle School. The Hour of Code is a nationally organized and recognized event whose mission is to provide every student in every school with an opportunity to learn computer science. We are honored to recognize this innovative group of teachers and congratulate them on their extraordinary efforts promoting and supporting the educational development of students in our community. By: Signed this 9`h day of February, 2016 Quina Jgetforte, fRapor CITY COUNCIL SPEAKER CARD Date•N01`� Oqih4A Agenda Item #: Name: Address- Phone:- yl - TOPIC: Brief Summary of Comments: CITY COUNCIL SPEAKER CARD Date: Agenda Item #: Name:" Address: ) TOPIC: -b i Brief Summary of Comments: _ 14mtihd �* S - t 1)q0 .1 . (9 5-C2 See Reverse -> CITY COUNCIL SPEAKER CARD Date: 6 Agenda Item #: NoNaa "i'd-i Name: y%' o i Address: TOPIC: fM1 Brief Summary of Comments: j3 ,, --j -r� ocl- See Reverse -> CITY OF ROHNERT PARK BILLS FOR ACCEPTANCE February 9, 2016 Check Numbers: 229764 - 229879 $877,131.05 Dated: January 20 - February 2, 2016 TOTAL $877,131.05 Accounts Payable �,O"NIIr7 PAq, Checks for Approval {� User: gburke Printed: 2/2/2016 - 3:02 PM Check Number Check Date Fund Name Account Name Vendor Name 229764 01/21/2016 General Fund Aflac Payable AFLAC Check Total: 229765 01/21/2016 General Fund Court Order Payable CA FRANCHISE TAX BOARD Check Total: 229766 01/21/2016 General Fund Accrued Dental Liabilit DELTA DENTAL Check Total: 229767 01/21/2016 General Fund Medical Ins - Retiree Med HARTFORD LIFE INS 229767 01/21/2016 General Fund Medical Ins - Retiree Med HARTFORD LIFE INS Check Total: 229768 01/21/2016 General Fund HSABank Payable HSA Bank Check Total: 229769 01/21/2016 General Fund Kaiser W/H Payable KAISER HEALTH PLAN INC Check Total: 229770 01/21/2016 General Fund Prepaid Legal Services Legal Shield Check Total: 229771 01/21/2016 General Fund Def Comp Payable-Gw Nationwide Retirement Solutions Check Total: 229772 01/21/2016 General Fund Def Comp Payable-Gw Nationwide Retirement Solutions 229772 01/21/2016 General Fund Def Comp Payable-Gw Nationwide Retirement Solutions 229772 01/21/2016 General Fund Def Comp Payable-Gw Nationwide Retirement Solutions 229772 01/21/2016 General Fund Def Comp Payable-Gw Nationwide Retirement Solutions Page 1 of 11 Void Amount 1,175.16 1,175.16 484.02 484.02 2,464.15 2,464.15 26,080.36 26,080.36 52,160.72 1,620.00 1,620.00 2,801.32 2,801.32 67.75 67.75 1,648.56 1,648.56 200.00 400.00 1,400.00 2,904.84 Check Number Check Date Fund Name Account Name Vendor Name Void Amount Check Total: 4,904.84 229773 01/21/2016 General Fund Scope Dues Payable SEIU Local 1021 1,096.75 Check Total: 1,096.75 229774 01/21/2016 General Fund United Way Payable United Way 93.26 Check Total: 93.26 229781 01/21/2016 General Fund Productions/Production CHRIS ALEXANDER 50.00 Check Total: 50.00 229782 01/21/2016 General Fund Rec Ref Clearing Alin Bremauntz 350.00 Check Total: 350.00 229783 01/21/2016 General Fund Rec Ref Clearing Angelica Chavez 343.75 Check Total: 343.75 229784 01/21/2016 General Fund POST Training & Travel -Police KEITH ASTLEY 150.00 Check Total: 150.00 229785 01/21/2016 General Fund Sports Center /Contractual S Sherry Blanchard 42.25 Check Total: 42.25 229786 01/21/2016 General Fund Sports Center /Contractual S Pete Breeland 52.00 229786 01/21/2016 General Fund Sports Center /Contractual S Pete Breeland 26.00 Check Total: 78.00 229787 01/21/2016 General Fund Productions/Production Jacob Bronson 750.00 Check Total: 750.00 229788 01/21/2016 General Fund Peter M. Callinan 669.75 Check Total: 669.75 229789 01/21/2016 General Fund Police /Uniforms Chevron and Texaco Business Card Service: 839.28 Check Total: 839.28 229790 01/21/2016 General Fund Marjorie Dennett 767.00 Check Total: 767.00 Page 2 of 11 Check Number Check Date Fund Name Account Name - Vendor Name 229791 01/21/2016 RP Fountation Trust Specific Expenses - RP Fnd Department of Justice Check Total: 229792 01/21/2016 General Fund POST Training & Travel -Police First Responder Support Network Check Total: 229793 01/21/2016 General Fund POST Training & Travel -Police Ryan Foiles Check Total: 229794 01/21/2016- General Fund R.P. Comm. Cntr /Contractual S Gary Zane Friedman 229794 01/21/2016 General Fund R.P. Comm. Cntr /Contractual S Gary Zane Friedman Check Total: 229795 01/21/2016 General Fund POST Training & Travel -Police Hampton Inn and Suites City Waterfront Check Total: 229796 01/21/2016 General Fund Michael Harrow Check Total: 229797 01/21/2016 General Fund POST Training & Travel -Police Holiday Inn & Suites Check Total: 229798 01/21/2016 General Fund POST Training & Travel -Police Holiday Inn & Suites Check Total: 229799 01/21/2016 General Fund SC/ Concession Purchases Iniguez Cookies Check Total: 229800 01/21/2016 General Fund Rec Ref Clearing John Corpstein Check Total: 229801 01/21/2016 General Fund POST Training & Travel -Police Melissa Kositzin Check Total: 229802 01/21/2016 General Fund Carl Leivo Check Total: 229803 01/21/2016 General Fund POST Training & Travel -Police Jerrod Marshall Page 3 of 11 Void Amount 20.00 20.00 750.00 750.00 90.00 90.00 1,111.50 6.50 1,118.00 599.50 599.50 372.40 372.40 1,593.44 1,593.44 785.76 785.76 15.00 15.00 16.00 16.00 150.00 150.00 656.03 656.03 175.00 Check Number Check Date Fund Name Account Name Vendor Name Check Total: 229804 01/21/2016 General Fund Park Maint /Heat/Light/Po Pacific Gas & Electric 229804 01/21/2016 Successor Agency H PGE - Housing Pacific Gas & Electric Check Total: 229805 01/21/2016 General Fund R.P. Comm. Cntr /Contractual S Petaluma School of Ballet, LLC Check Total: 229806 01/21/2016 General Fund R.P. Comm. Cntr /Contractual S Play -Well TEKnologies Check Total: 229807 01/21/2016 General Fund Richard Mathis Check Total: 229808 01/21/2016 General Fund R.P. Comm. Cntr /Contractual S Kathleen Robinson Check Total: 229809 01/21/2016 General Fund Productions/Production Jennifer Ruygt Check Total: 229810 01/21/2016 General Fund Productions/Production Lucas Sherman - Check Total: 229811 01/21/2016 General Fund POST Training & Travel -Police ANDREW SMITH Check Total: 229812 01/21/2016 General Fund R.P. Comm. Cntr /Contractual S Randy Snyder Check Total: 229813 01/21/2016 General Fund Linda Spiro Check Total: 229814 01/21/2016 General Fund Training & Travel - Fire State Fire Training Check Total: 229815 01/21/2016 General Fund POST Training & Travel -Police Adam Strongman Check Total: 229816 01/21/2016 General Fund R.P. Comm. Cntr /Contractual S Becky Thomas Page 4 of 11 Void Amount 175.00 63.56 107.44 171.00 722.80 722.80 1,201.20 1,201.20 608.30 608.30 364.00 364.00 800.00 800.00 50.00 50.00 175.00 175.00 912.00 912.00 645.91 645.91 40.00 40.00 295.00 295.00 50.70 Check Number Check Date Fund Name Account Name Vendor Name Check Total: 229817 01/21/2016 General Fund John Thompson Check Total: 229818 01/21/2016 General Fund Robert H. Williams Check Total: 229819 01/27/2016 General Fund Training & Travel - FIN Accela, Inc Check Total: 229820 01/27/2016 General Fund Dennis Amantite Check Total: 229821 01/27/2016 General Fund John Anglin Check Total: 229822 01/27/2016 General Fund Dev Svs /Dues & Subscr Artur Da Rosa 229822 01/27/2016 General Fund Supplies - DS Artur Da Rosa Check Total: 229823 01/27/2016 General Fund Ca Recycle Grant Exp - Parks Barco Products Company 229823 01/27/2016. General Fund Unearned Revenue Barco Products Company 229823 01/27/2016 General Fund Cal Recycle Grant Rev - Parks Barco Products Company 229823 01/27/2016 General Fund Park Maint Bldg/Facilty M Barco Products Company 229823 01/27/2016 General Fund Sales Tax Payable Barco Products Company Check Total: 229824 01/27/2016 General Fund Supplies - Streets & Bike The Barricade Company 229824 01/27/2016 General Fund Supplies - Streets & Bike The Barricade Company 229824 01/27/2016 General Fund Sales Tax Payable The Barricade Company Check Total: 229825 01/27/2016 General Fund Burt/Ave Rec Cr Bldg/Facilty BECK COMMUNICATIONS 229825 01/27/2016 General Fund Burt/Ave Rec Cr Bldg/Facilty BECK COMMUNICATIONS 229825 01/27/2016 General Fund Sales Tax Payable BECK COMMUNICATIONS Check Total: 229826 01/27/2016 General Fund Yolanda Bennett Page 5 of 11 Void Amount 50.70 752.15 752.15 295.19 295.19 2,800.00 2,800.00 702.90 702.90 629.40 629.40 115.00 600.00 715.00 4,075.04 4,075.04 -4,075.04 124.35 -337.89 3,861.50 253.05 1.16 -1.16 253.05 331.85 0.14 -0.14 331.85 248.60 Check Number Check Date Fund Name Account Name Vendor Name Check Total: 229827 01/27/2016 General Fund Jerry Bick Check Total: 229828 01/27/2016 ISF - Vehicle Replac Sale Of Real/Pers Prop BRfNDLEE MOUNTAIN FIRE APPARAT Check Total: 229829 01/27/2016 General Fund Legal Dept / Legal Fees Burke, Williams & Sorensen, LLP 229829 01/27/2016 Sewer Utility Fund Sewer Entr. /Professional Burke, Williams & Sorensen, LLP 229829 01/27/2016 Water Utility Fund Water Entr. /Professional Burke, Williams & Sorensen, LLP Check Total: 229830 01/27/2016 Capital Projects Fun, Sports Ctr Locker -room Rehab Carr's Construction Services Inc 229830 01/27/2016 Capital Projects Fum City Cap Projects Retention Carr's Construction Services Inc Check Total: 229831 01/27/2016 Sewer Utility Fund Sewer Entr. /Spec Dept Equ CDW Government 229831 01/27/2016 General Fund Finance /Spec Dept Equ CDW Government 229831 01/27/2016 ISF - Information Te Supplies - IT CDW Government Check Total: 229832 01/27/2016 General Fund Developer Refundable Deposits City Ventures, LLC 229832 01/27/2016 General Fund 2297 Revenue - DS City Ventures, LLC 229832 01/27/2016 General Fund 2297 Expenses City Ventures, LLC Check Total: 229833 01/27/2016 General Fund Publ Works Gen /Bldg/Facilty Comcast Check Total: 229834 01/27/2016 Sewer Captial Projec WW -17 Eastside Trunk Sewr Ph 3 DATA INSTINCTS 229834 01/27/2016 Capital Projects FuniTR-26 Snyder Wideng-SW to Me( DATA INSTINCTS 229834 01/27/2016 Capital Projects Fun, PR -79 Com Ctr Pkg Lot Overlay DATA INSTINCTS Check Total: 229835 01/27/2016 Capital Projects Fun, PR -79 Com Ctr Pkg Lot Overlay DC Electric Group Inc. 229835 01/27/2016 Sewer Captial Projec WW -17 Eastside Trunk Sewr Ph 3 DC Electric Group Inc. 229835 01/27/2016 Capital Projects Fun, TR -26 Snyder Wideng-SW to Me( DC Electric Group Inc. 229835 01/27/2016 Capital Projects Fun, PR -79 Com Ctr Pkg Lot Overlay DC Electric Group Inc. 229835 01/27/2016 Sewer Captial Projec WW -17 Eastside Trunk Sewr Ph 3 DC Electric Group Inc. 229835 01/27/2016 Capital Projects FuniTR-26 Snyder Wideng-SW to Me( DC Electric Group Inc. Page 6 of 11 Void Amount 248.60 840.04 840.04 1,000.00 1,000.00 24,272.57 104.00 104.00 24,480.57 72,826.40 -3,641.32 69,185.08 778.35 330.80 258.61 1,367.76 21,526.78 21,526.78 21,526.78 21,526.78 26.90 26.90 379.50 1,276.50 69.00 1,725.00 56.99 313.40 1,054.15 155.55 855.53 2,877.67 Check Number Check Date Fund Name Account Name Vendor Name Void Amount Check Total: 5,313.29 229836 01/27/2016 Water Utility Fund Water Entr. /C/O -Equipment E&M ELECTRIC & MACHINERY, INC. 19,506.49 Check Total: 19,506.49 229837 01/27/2016 General Fund H Pool Bldg/Facilty Eureka Oxygen Co. 396.80 Check Total: 396.80 229838 01/27/2016 General Fund R.P. Comm. Cntr /Bldg/Facilty Fishman Supply Company 458.83 229838 01/27/2016 General Fund SC/ Repairs & Maintenance Fishman Supply Company 696.30 Check Total: 1,155.13 229839 01/27/2016 General Fund ARMANDO F. FLORES 183.20 Check Total: 183.20 229840 01/27/2016 General Fund JANET GEFFRE 27.20 Check Total: 27.20 229841 01/27/2016 Capital Projects FllnPR-79 Com Ctr Pkg Lot Overlay GHILOTTI CONSTRUCTION CO 14,938.00 229841 01/27/2016 Sewer Captial Projec WW -17 Eastside Trunk Sewr Ph 3 GHILOTTI CONSTRUCTION CO 82,159.00 229841 01/27/2016 Capital Projects FuniTR-26 Snyder Wideng-SW to Me( GHILOTTI CONSTRUCTION CO 276,353.00 229841 01/27/2016 Capital Projects Fum City Cap Projects Retention GHILOTTI CONSTRUCTION CO -746.90 229841 01/27/2016 Capital Projects Funi City Cap Projects Retention GHILOTTI CONSTRUCTION CO -13,817.65 229841 01/27/2016 Sewer Captial Projec Sewer Retention Payable GHILOTTI CONSTRUCTION CO -4,107.95 Check Total: 354,777.50 229842 01/27/2016 ISF - Fleet Fleet/Vehicle Repair & Maint Golden State Emergency Vehicle Service In 557.89 229842 01/27/2016 ISF - Fleet Fleet/Vehicle Repair & Maint Golden State Emergency Vehicle Service In 3.81 229842 -01/27/2016 General Fund Sales Tax Payable Golden State Emergency Vehicle Service In -3.81 Check Total: 557.89 229843 01/27/2016 General Fund SC/ Repairs & Maintenance Grainger, Inc. 446.61 Check Total: 446.61 229844 01/27/2016 General Fund Medications - AS Henry Schein Animal Health 301.67 229844 01/27/2016 General Fund Medications - AS Henry Schein Animal Health 546.50 229844 01/27/2016 General Fund Medications - AS Henry Schein Animal Health 808.80 229844 01/27/2016 General Fund Medications - AS Henry Schein Animal Health 487.39 229844 01/27/2016 General Fund Medications - AS Henry Schein Animal Health 277.59 Page 7 of 11 Check Number Check Date Fund Name Account Name Vendor Name Check Total: 229845 01/27/2016 General Fund JAMES HEROLD Check Total: 229846 01/27/2016 General Fund Arthur Hollingsworth Check Total: 229847 01/27/2016 General Fund Warren K. Hopkins Check Total: 229848 01/27/2016 General Fund Uniforms Laundry Ser - Parks Innovative Screen Printing 229848 01/27/2016 General Fund Sports Supplies - SpC Innovative Screen Printing 229848 01/27/2016 General Fund Supplies - RP Comm Cntr Innovative Screen Printing 229848 01/27/2016 General Fund Supplies - H Pool Innovative Screen Printing 229848 01/27/2016 General Fund Supplies - H Pool Innovative Screen Printing 229848 01/27/2016 General Fund Supplies - M Pool Innovative Screen Printing 229848 01/27/2016 General Fund Supplies - B Pool Innovative Screen Printing 229848 01/27/2016 General Fund Supplies - RP Comm Cntr Innovative Screen Printing 229848 01/27/2016 General Fund Supplies - SpC Innovative Screen Printing 229848 01/27/2016 General Fund Supplies - RP Comm Cntr Innovative Screen Printing 229848 01/27/2016 General Fund Supplies - SpC Innovative Screen Printing 229848 01/27/2016 ISF - Fleet Uniforms & Laundry Service-Fle Innovative Screen Printing Check Total: 229849 01/27/2016 General Fund City Hall /Rent/Lease/Ta KBA Docusys Inc. 229849 01/27/2016 General Fund Police /Equipment Leas KBA Docusys Inc. Check Total: 229850 01/27/2016 Water Utility Fund Training & Travel - WTR PW Steve Lepori Check Total: 229851 01/27/2016 Sewer Captial Projec WW -24 Sewer Pipe Lining Projct Miksis Service Inc 229851 01/27/2016 Capital Projects Fun(City Cap Projects Retention Miksis Service Inc Check Total: 229852 01/27/2016 ISF - Information Te Training & Travel - ISF IT MISAC 229852 01/27/2016 ISF - Information Te Training & Travel - ISF IT MISAC Check Total: 229853 01/27/2016 ISF - Fleet Fleet/Vehicle Repair & Maint Mr. Sparkle Page 8 of 11 Void Amount 2,421.95 226.00 226.00 827.75 827.75 1,045.19 1,045.19 150.00 78.30 928.73 102.22 348.00 348.00 348.00 870.00 870.00 435.00 435.00 91.35 5,004.60 200.00 229.37 429.37 55.00 55.00 46,13 8.20 -2,306.91 43, 831.29 1,995.00 1,995.00 3,990.00 13.00 Check Number Check Date Fund Name Account Name Vendor Name 229853 01/27/2016 ISF - Fleet Fleet/Vehicle Repair & Maint Mr. Sparkle 229853 01/27/2016 ISF - Fleet Fleet/Vehicle Repair & Maint Mr. Sparkle 229853 01/27/2016 ISF - Fleet Fleet/Vehicle Repair & Maint Mr. Sparkle 229853 01/27/2016 ISF - Fleet FleetfVehicle Repair & Maint Mr. Sparkle 229853 01/27/2016 ISF - Fleet Fleet/Vehicle Repair & Maint Mr. Sparkle 229853 01/27/2016 ISF - Fleet Fleet/Vehicle Repair & Maint Mr. Sparkle Check Total: 229854 01/27/2016 ISF - Fleet Fleet/Vehicle Repair & Maint Nardsons Enterprises, Inc. 229854 01/27/2016 General Fund Police [Vehicle Repai Nardsons Enterprises, Inc. Check Total: 229855 01/27/2016 General Fund Supplies - FIN National Document Solutions, LLC Check Total: 229856 01/27/2016 General Fund Productions/Marketing North Bay Bohemian Check Total: 229857 01/27/2016 General Fund Office Supplies -Senior Cntr Office Depot Check Total: 229858 01/27/2016 Water Utility Fund Water Entr. /Spec Dept Equ Pace Supply 229858 01/27/2016 Recycled Water Utili Contractual & Professinal - RW Pace Supply Check Total: 229859 01/27/2016 Water Utility Fund Water Entr. /Heat/Light/Po Pacific Gas & Electric 229859 01/27/2016 General Fund City Hall /Heat/Light/Po Pacific Gas & Electric Check Total: 229860 01/27/2016 General Fund James Park Check Total: 229861 01/27/2016 Capital Projects Fun, Southeast Dist. Specific Plan Mary Grace Pawson 229861 01/27/2016 Capital Projects Fum Southeast Dist. Specific Plan Mary Grace Pawson Check Total: 229862 01/27/2016 General Fund James Pekkain Check Total: 229863 01/27/2016 General Fund Training & Travel -OTS PT -1608 DylanPfingsten Page 9 of 11 Void Amount 13.00 6.50 13.00 6.50 13.00 13.00 78.00 5.00 140.00 145.00 462.20 462.20 270.00 270.00 61.35 61.35 362.56 398.03 760.59 68.09 860.50 928.59 409.40 409.40 110.00 2.50 112.50 1,358.80 1,358.80 1,136.42 Check Number Check Date Fund Name Account Name Vendor Name Void Amount Check Total: 1,136.42 229864 01/27/2016 General Fund Training & Travel - Fire Garrett Piland 117.00 Check Total: 117.00 229865 01/27/2016 General Fund Fire /Contractual S RANCHO ADOBE FIRE 14,250.00 Check Total: 14,250.00 229866 01/27/2016 General Fund EAP Expense - Non Dept Redwood Empire Municipal Insurance Func 524.96 Check Total: 524.96 229867 01/27/2016 General Fund Dev Svs /Contractual Services Regional Government Services 2,880.00 229867 01/27/2016 General Fund Developer Refundable Deposits Regional Government Services 768.00 229867 01/27/2016 General Fund Developer Refundable Deposits Regional Government Services 128.00 229867 01/27/2016 General Fund Developer Refundable Deposits Regional Government Services 288.00 Check Total: 4,064.00 229868 01/27/2016 ISF - Information Te Contractual Services Reliance Communications LLC 9,390.00 Check Total: 9,390.00 229869 01/27/2016 General Fund SEA/Uniforms Santa Rosa Uniform & Career Apparel 219.66 Check Total: 219.66 229870 01/27/2016 General Fund City Council/Exp Belforte City Of Sebastopol 45.00 229870 01/27/2016 General Fund City Manager/Travel & Meetings City Of Sebastopol 90.00 Check Total: 135.00 229871 01/27/2016 Casino Public ServicRPSC/ Contracted Services SIEMENS INDUSTRY, INC. 1,877.92 229871 01/27/2016 Casino Public ServicRPSC/ Contracted Services SIEMENS INDUSTRY, INC. 1,246.46 Check Total: 3,124.38 229872 01/27/2016 General Fund Douglas Smith 751.59 Check Total: 751.59 229873 01/27/2016 General Fund Fire /Spec Dept Equ CHRIS SNYDER 151.79 Check Total: 151.79 229874 01/27/2016 General Fund BIA Assessment Payable Sonoma County Tax Collector 162,622.15 229874 01/27/2016 General Fund FinanceBIA Chgs for Svc Sonoma County Tax Collector -3,252.44 Page 10 of 11 Check Number Check Date Fund Name Account Name Vendor Name Void Amount Check Total: 159,369.71 229875 01/27/2016 General Fund Training & Travel - Fire State Fire Training 40.00 Check Total: 40.00 229876 01/27/2016 General Fund Training & Travel - Fire State Fire Training 40.00 Check Total: 40.00 229877 01/27/2016 General Fund Productions/Marketing Kim Taylor 800.00 Check Total: 800.00 229878 01/27/2016 Water Utility Fund Water Entr/Contractual Svs Weeks Drilling & Pump Co 22,268.10 229878 01/27/2016 Capital Projects Funi City Cap Projects Retention Weeks Drilling & Pump Co -1,113.40 Check Total; 21,154.70 229879 01/27/2016 General Fund Dev Svs /Contractual Services Your Other Office, Inc. 1,404.78 229879 01/27/2016 General Fund Reimb fr Gen Plan Main Fd 103 Your Other Office, Inc. -1,404.78 229879 01/27/2016 Gen Plan Maintenea Gen Plan Main Expense Your Other Office, Inc. 1,404.78 Check Total: 1,404.78 AP -Checks for Approval (2/2/2016 - 3:02 PM) Page 11 of 11 Report Total: 877,131.05 Page l l ITEM NO. 7C 1 �v}{\ti RT �,1 A,R Mission Statement 'n t'� "We Care for Our Residents by Working Together to Build a Better Communityfor Today and Tomorrow." CAL FO RS' CITY OF ROHNERT PARK CITY COUNCIL AGENDA REPORT Meeting Date: February 9, 2016 Department: Public Safety Submitted By: Brian Masterson, Director of Public Safety Prepared By: Brian Masterson, Director of Public Safety Agenda Title: Authorize the Purchase of a Patrol Vehicle (Ford Interceptor) not to exceed ($45,000) and Replacement of 12 security cameras at the Public Safety Main Station not to exceed ($12,000) RECOMMENDED ACTION: Staff recommends that the City Council adopt a resolution authorizing the purchase of a single patrol vehicle for the newly promoted Public Safety Commander not to exceed $45,000 and authorize the replacement of 12 security cameras at the Public Safety Main Station not to exceed $12,000. BACKGROUND: The Public Safety Department recently promoted a Public Safety Commander to replace the previous non -sworn Technical Service Commander who retired in December. The Technical Services Commander did not have an assigned city vehicle and was given a monthly stipend for her car allowance. The newly promoted Public Safety Commander is using an assigned patrol vehicle. We are also requesting authorization to replace 12 security cameras at our Main Station not to exceed $12,000. There is sufficient funding in the State Asset Forfeiture Account to pay for this vehicle and the 12 security cameras. ANALYSIS: There are no unassigned patrol vehicles to assign the newly promoted Public Safety Commander. Public Safety needs to purchase a patrol vehicle for this Commander. The existing cameras are outdated, grainy and do not record quality images. The State Asset Forfeiture guidelines allows for the purchase of these types of expenditures which support continued law enforcement activities. STRATEGIC PLAN ALIGNMENT: This recommendation is in alignment with: Goal B: Achieve and maintain financial stability. Stratezies: • Ensure policies, procedures and systems represent best practices in financial management, such as the use of cost allocation plans and replacements for fleet, technology and buildings. Goal C: Ensure the effective delivery of public services. Strategies: ■ Deliver the highest quality services in the most cost-efficient manner. OPTIONS CONSIDERED: Option 1: Recommended: Purchase a single patrol vehicle not to exceed $45,000 and authorization to purchase 12 replacement security cameras at our Main Station not to exceed $12,000 using State Asset Seizure Account. Option 2: Wait till the next fiscal year and purchase the patrol vehicle and 12 security cameras with money from the General Fund. Not Recommended: This option is not recommended as it negatively impacts the General Fund FISCAL IMPACT/FUNDING SOURCE: Funding for the purchase of this single patrol vehicle and 12 replacement security cameras using money from the State Asset Seizure Account makes good fiscal sense and does not impact the General Fund. There is sufficient money in the State Asset Seizure Account to purchase the patrol vehicle and the 12 replacement security cameras. The current balance in the State Asset Seizure Account is $222,165.76. Total: Not to exceed $57,000. Department Head Approval Date: 1/15/16 Finance Director Approval Date: 1/25/16 City Attorney Approval Date: 1/26/16 City Manager Approval Date: 1/28/16 Attachments (list in packet assembly order): RESOLUTION NO. 2016-12 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROHNERT PARK AUTHORIZING THE PURCHASE OF ONE PATROL VEHICLE NOT TO EXCEED $45,000 AND 12 SECURITY CAMERAS AND AUTHORIZING THE FINANCE DIRECTOR TO INCREASE APPROPRIATION BY $57,000 TO THE STATE ASSET FORFEITURE FUND WHEREAS; the Department of Public Safety desires to purchase a single patrol vehicle and 12 security cameras to enhance the effective delivery of public services; and WHEREAS; staff recommends utilizing asset seizure funds for the purchase of this patrol vehicle and 12 security cameras. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Rohnert Park that it does hereby authorize the purchase of one police vehicle (and associated equipment) along with the purchase of 12 security cameras not to exceed $12,000 for a net total not to exceed $57,000. BE IT FURTHER RESOLVED that the City Manager is hereby authorized and directed to execute documents pertaining to same for and on behalf of the City of Rohnert Park and the Finance Director is authorized to increase appropriation in the State Asset Forfeiture Fund. DULY AND REGULARLY ADOPTED this 9th day of February, 2016. CITY OF ROHNERT PARK Gina Belforte, Mayor ATTEST: JoAnne M. Buergler, City Clerk AHANOTU: CALLINAN: STAFFORD: MACKENZIE BELFORTE: AYES:( ) NOES: ( ) ABSENT:( ) ABSTAIN: ( ) ITEM NO. 7C2 NERT PAR" Mission Statement "We Care for Our Residents by Working Together to Build a 62 Better Communityfor Today and Tomorrow." CITY OF ROHNERT PARK CITY COUNCIL AGENDA REPORT Meeting Date: February 9, 2016 Department: Public Works and Community Services Submitted By: Mitch Austin, Community Services Manager Prepared By: Mitch Austin, Community Services Manager Agenda Title: Amendment of Resolution 84-66 Reducing the Sister Cities Relations Committee to Five Members RECOMMENDED ACTION: Adopt a resolution reducing the membership of the Sister Cities Relations Committee ("Committee") from seven to five members. BACKGROUND: At the Council's regular meeting on November 10, 2015, the Council discussed the challenge of convening a quorum of this Committee due to declining membership and funds. Staff was directed to return with a resolution that would revise the membership of the Sister Cities Relations Committee to five appointed citizens. The Sister Cities Relation Committee bylaws allow up to 11 members to be appointed by the City Council. The resolution establishing the Committee, Resolution 84-66, indicates that the Committee membership is to be comprised of seven members. The Committee currently has five appointed members. ANALYSIS: Amending Resolution 84-66 to reduce Committee membership from seven to five members would be consistent with the bylaws and could resolve the problems convening a quorum. The Committee has explored other, less restrictive options to operate as a sister city organization including becoming a subcommittee of the Rohnert Park Foundation or becoming their own non- profit organization. There does not appear to be interest on the part of the Committee members to pursue either option. STRATEGIC PLAN ALIGNMENT: This project is consistent with Strategic Plan Goal D5 — Continue to Develop a Vibrant Community because approving a resolution reducing the membership of the Committee would allow the Committee to continue to foster international understanding and friendship. OPTIONS CONSIDERED: Option 1: Recommended Option: The City Council approves the resolution revising membership from seven members to five members. Option 2: Alternative Option: Dissolve the Sister Cities Relations Committee. This option is not being recommended. OAK #4847-4191-0316 v3 FISCAL IMPACT/FUNDING SOURCE: None Department Head Approval Date: 1/20/16 Finance Director Approval Date: N/A City Attorney Approval Date: 1/20/16 City Manager Approval Date: 1/22/16 Attachments: Resolution 2016-13 2 OAK #4847-4191-0316 v3 RESOLUTION NO. 2016-13 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROHNERT PARK AMENDING RESOLUTION 84-66 TO ESTABLISH A FIVE (5) MEMBER SISTER CITIES RELATIONS COMMITTEE WHEREAS, the City of Rohnert Park has an established Sister Cities Relations Committee ("Committee"), which has been in operation since 1984 pursuant to the adoption of Resolution 84-66 which formalizes the creation of this committee; and WHEREAS, the Committee's work contributes to the development of a vibrant community by fostering international understanding and friendship; and WHEREAS, the City Council wishes to reduce the number of members appointed from seven (7) to five (5) in order to facilitate the work of the Committee. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Rohnert Park that Section 1 of Resolution 84-66 is hereby amended in its entirety to read as follows: 1) Membership — Membership shall consist of five citizens appointed by the City Council. The Board of Education of the Cotati - Rohnert Park Unified School District will be invited to nominate persons for membership on said committee. All members shall be residents of Rohnert Park. BE IT FURTHER RESOLVED that except as otherwise provided for in this Resolution, Resolution 84-66 shall remain in full force and effect. DULY AND REGULARLY ADOPTED this 9th day of February, 2016. CITY OF ROHNERT PARK Gina Belforte, Mayor ATTEST: JoAnne M. Buergler, City Clerk AHANOTU: CALLINAN: STAFFORD: MACKENZIE: BELFORTE: AYES: ( ) NOES: ( ) ABSENT:( ) ABSTAIN: ( ) ,Q.}I N E R.T PA, �L 19 62 CA Lt60RS ITEM NO. 7D Mission Statement "We Care for Our Residents by Working Together to Build a Better Communityfor Today and Tomorrow." CITY OF ROHNERT PARK CITY COUNCIL AGENDA REPORT Meeting Date: February 9, 2016 Department: Administration Submitted By: Don Schwartz, Assistant City Manager Agenda Title: Adoption of 2016 Update to Strategic Plan RECOMMENDED ACTION: Approve 2016 Update to the City's Strategic Plan BACKGROUND: In December 2011, the City adopted a strategic plan to guide our organization and communicate our mission, vision, and values to our community. In 2012, the City adopted an Implementation Action Plan element to put values into action. In 2013, 2014, and 2015, the City reviewed and updated the strategic plan and implementation action plan. In November 2015, approximately 30 staff met to review and update the Strategic Plan. They proposed some changes, particularly to the Action Plan for 2016-2018, which are incorporated in the attached materials. The City Council reviewed the Action Plan on January 12, 2016 and provided direction to staff on additional changes. These include: a. Revising the Bike Rack (p. 16 of the Strategic Plan) to include two items to consider in 2017 — first, extending the duration of the City's urban growth boundaries, and second to initiate an update of the City's General Plan. The Council also directed staff to consider setting aside funding for these efforts as part of the 2016-2017 budget. b. Adding a workshop on housing affordability to the 2016 Action Plan, which is reflected on page D-3 of the Action Plan. The workshop will use available data primarily from the census and the City's Housing Element, and identify actions that the City has taken, is currently taken, and plans for the future. ANALYSIS: Regularly reviewing and updating the City's Strategic Plan ensures that it remains useful to the City as a guiding document. It allows for an opportunity to `step back' and take a big -picture view of the City (both the community and the organization). Reviewing the annual action plan allows the City to ensure that our efforts are focused on the highest priorities. ITEM NO. The update of the strategic plan does not propose changes to Our VisionRohnert Park is a thriving, family friendly community that is a safe, enjoyable place to live work and play, Our Mission - We care for our residents by working together to build a better community for today and tomorrow, or Values. These are the more enduring aspects of a strategic plan, so we would expect them to remain stable from year to year. We have updated the sections on Accomplishments and Best Practices. Most significantly, we are proposing an updated Action Plan, focusing on projects and initiatives that have a clear beginning and end, require special effort, and are generally one time in nature or infrequent. For 2016 we have used a three-year planning period, rather than five years used in the past; three years is a more realistic time frame. Attached documents include: Our Vision Our Mission Our Values Our Goals Our Accomplishments Our Best Practices Our Action Plan (includes goals, strategies, and actions). CONCLUSION: Approval of the 2016 Update to the City's Strategic Plan will keep the Plan current and relevant. The Action Plan in particular represents the City Council's priorities for staff for the year. City Manager Approval Date: January 15, 2016 City Attorney Approval Date: N/A Finance Director Approval Date: N/A Attachments (list in packet assembly order): 1. Updated 2016 Strategic Plan 2. 2016 Action Plan N City of Rohnert Park Strategic Plan 2016-2018 Strategic Plan 2016-2018 Table of Contents City of Rohnert Park Table of Contents Background................................................................................................................................................1 Strategic Planning Process Overview............................................................................................1 City of Rohnert Park Strategic Plan.......................................................................................................4 OURVISION.....................................................................................................................................4 OURMISSION.................................................................................................................................. 5 OURVALUES...................................................................................................................................5 Value: Integrity.......................................................................................................................... 6 Value: Fiscal Responsibility.......................................................................................................6 Value: Communication.............................................................................................................. 6 Value: Innovation and Creativity.............................................................................................. 7 Value: Collaboration..................................................................................................................7 GOALS AND STRATEGIES........................................................................................................... 7 GOAL A: Practice participative leadership at all levels............................................................ 8 GOAL B: Achieve and maintain financial stability................................................................... 8 GOAL C: Ensure the effective delivery of public services......................................................... 8 GOAL D: Continue to develop a vibrant community...............................................................8 OURACCOMPLISHMENTS......................................................................................................... 9 OurBest Practices...........................................................................................................................12 GOAL A: Practice participative leadership at all levels..........................................................12 GOAL B: Achieve and maintain financial stability.................................................................13 GOAL C: Ensure the effective delivery of public services.......................................................13 GOAL D: Continue to develop a vibrant community.............................................................14 Communication and Accountability for the Strategic Plan............................................................15 BikeRack..................................................................................................................................................16 BikeRack.........................................................................................................................................16 Attachment A — Graphic Representation of Goals and Strategies................................................17 Attachment B — Glossary of Terms......................................................................................................18 i Strategic Plan 2016-2018 Background City of Rohnert Park In May 2011 the City of Rohnert Park retained Management Partners to facilitate a process to develop a strategic plan. The City envisioned a strategic plan that would provide a framework to link together the economic development plan, capital improvement program, budget process, policy issues, organizational efficiencies and the General Plan. A Strategic Planning Steering Committee was formed early in the process to provide guidance and input to the process. The steering committee was comprised of 20 supervisors and managers, including members of the City's executive team. Strategic Planning Process Overview The strategic planning process began with an analysis of strengths, limitations, opportunities and threats (SLOT) identified through a series of interviews, focus groups with staff and community representatives, and a survey of City commissioners. Management Partners interviewed the Mayor, members of the City Council and the City Manager to confirm the strategic planning process and hear initial ideas. Over fifty staff representatives were randomly selected to confidentially inform the process. Staff were asked to identify the strengths, limitations, opportunities and threats of Rohnert Park and to brainstorm words and phrases that define the mission of the City of Rohnert Park and their vision for the future of the community. Staff were also asked to identify values they believe are important to being an effective organization. The staff focus groups were comprised of representatives from all levels of the organization, from line staff to management, and all city departments. A focus group of community stakeholders was also held and included representatives from the business community, local schools, the health system, adult and youth development community providers, the Federated Indians of Greater Rancheria, and Rebuilding Together Rohnert Park. As with the staff groups, participants were asked for their perspectives on the strengths, limitations, opportunities and threats of Rohnert Park. Finally, an online survey was administered to solicit input from members of the City's eight commissions. Representation from each body was reflected in the final analysis. Strategic Plan 2016-2018 Background DRAFT City of Rohnert Park Management Partners provided guidance to staff who prepared an environmental scan of current and future factors influencing the City. The combination of broad- based qualitative input and quantitative trend data laid the foundation for two highly interactive workshops with staff and the City Council during which a vision, mission, values and goals and strategies were developed and confirmed. A graphic recorder captured the results of the Council workshop conducted on November 5, 2011 in a visual, "storyboard" format. A graphic representation of the strategic planning process is presented on the following page. 2 Strategic Plan 2016-2018 Background City of Rohnert Park -e� •AUG. •"(vu�s �rxp'oa�ccr(3) Coon IU LY STA �T -mnwsi r1kt�µ 4 , If�PU� Sur �y D CAPAM1TTE E/ Usk � EVF-e- 1:EP'M srae� 'wo,2lcsfroP Pim / ?57L4Kf VvOUSftF The City of Rohnert Park Strategic Plan sets a clear vision for the organization and establishes goals and strategies to move in that desired future direction. In addition, the plan articulates the organization's values and the behaviors that support them. These elements are graphically presented in the strategic plan. The visual recording of the plan's goals and strategies are displayed in Attachment A. 3 Strategic Plan 2016-2018 City of Rohnert Park Strategic Plan DRAFT City of Rohnert Park The City of Rohnert Park is committed to achieving a shared vision for the organization and its community. The vision, mission and values below are the result of a thoughtful and inclusive process designed to set the City on a course that meets the challenges of today and tomorrow. A glossary of terms is provided in Attachment B. OUR VISION Rohnert Park is a thriving, family -friendly community that is a safe, enjoyable place to live work and play. �41kPS� ��Cl''Gt/M'L ., iS a f�rivihq FatKil,� fs-�Ok) ou'fop6- #CAU ��c�c-rur� e�lsisla�� ,q� �p Tb t;ivt, WOYk- Ovx,ol Play. • J "•-i)7r,fReA-, The City's vision sets the focus for the future. It is a statement of where the organization is going. 4 Strategic Plan 2016-2018 City of Rohnert Park Strategic Plan City of Rohnert Park OUR MISSION We care for our residents by working together to build a better community for today and tomorrow. c OU�'PUI�P�E C:W4�0 WF, 1>0 gay �W1}1fl We AizE J ��i derds S+� Wd+i��9 Tggcfk r &3i Behr C�nFA0 -Farr u r�t�s Today anrd To orr �,e wAY The City's mission is a statement of the purpose of the organization. It fundamentally defines what the organization stands for and what it will do. OUR VALUES C� 011. UPON COIMUIICAI��J✓,� V U Each of these organizational values has associated behaviors that can be demonstrated throughout the organization. 5 Strategic Plan 2016-2018 City of Rohnert Park Strategic Plan DRAFT City of Rohnert Park Value: Integrity • Adheres to ethical standards in the conduct of the organization's business and is committed to a life of excellence. • Fulfills commitments and keeps promises that are made • Establishes rules which are fair and ethical. • All people, within and outside the organization, are treated fairly and with respect. • Does the right thing even when no one is looking. • Creates and sustains an atmosphere that fosters a culture of openness, inclusion, compassion and trust. Value: Fiscal Responsibility • Is transparent in disclosing financial transactions and their implications. • Utilizes multi-year forecasts to quantify future financial impacts of decisions. • Exercises fiscal discipline to live within means and ensure future financial sustainability. • Makes fact -based financial decisions consistent with organizational values • Develops and implements strategies to address unfunded liabilities, including future retirement and retiree health care costs and preservation of capital assets. • Follows best practices for budget and financial management, including but not limited to tracking of revenues and expenses and appropriate internal controls for cash, purchasing, and inventory. • Utilizes all resources efficiently and effectively. • Maximizes opportunities to increase productivity and achieve high quality results. • Follows best safety practices for public and staff to protect financial sustainability. Value: Communication • Engages in open, honest, clear, and respectful communication with the public and within the City organization. • Actively seeks citizen participation; strives to keep the public informed and educated about community issues. • Listens to other perspectives with an open mind and a sincere desire to understand. • Uses a variety of communication methods with the public (newsletters, meetings, social media, press releases, web site, etc.) and within the organization (face to face, e-mail, etc.) as appropriate for the information being communicated. 0 Strategic Plan 2016-2018 City of Rohnert Park Strategic Plan City of Rohnert Park Value: Innovation and Creativity • Applies a positive attitude to solving problems creatively and is open to new ideas. • Creates new ways of moving the organization forward to achieve its mission • Fosters innovative thinking and solutions; creates a "safe place" for discussion of new ideas. • Effectively utilizes emerging technology. • Takes calculated risks and treats mistakes as learning and growth opportunities. Value: Collaboration • Takes the initiative to ensure that objectives are met and volunteers to help others for the good of the organization and community. • Engages team members to work collaboratively towards a common vision. • Recognizes, values, and leverages each persons strengths. • Seeks "win-win" strategies; is willing to compromise if necessary. • Looks to create synergy with other individuals, across departments, and with outside organizations. • Assumes the best of other people; sets the example; mentors others to be successful. • Promote staff development, embracing the importance of quality staff to achieve excellence and: o Acknowledging that staff has the primary responsibility for their professional growth. o Supporting the professional development of staff through training, coaching, challenging assignments, mentoring, etc. GOALS AND STRATEGIES The initial Strategic Plan process included four goals as a result of interviews, focus groups, surveys and the staff workshop, each of which has several strategies. The City Council reviewed, revised and confirmed the four goals, which are graphically presented in Attachment A. Goals are multi-year in nature. The timeframe for achieving goals is typically five to ten years. The Rohnert Park City Council indicated that goals with a timeframe of three to five years may be more appropriate in today's dynamic environment. Strategic Plan 2016-2018 City of Rohnert Park Strategic Plan DRAFT City of Rohnert Park • Strategies are the means to achieve the goals. The timeframe for implementing strategies can span several years as specific programs and projects are undertaken. GOAL A: Practice participative leadership at all levels. Strategies • Communicate with the community and team members in identifying priorities and possibilities. • Implement organization development practices. GOAL B: Achieve and maintain financial stability. Strategies • Implement the economic development program. • Prepare current and future financial condition assessment. • Establish financial policies, procedures and systems that represent best practices. • Identify new and innovative ways to increase revenues. GOAL C: Ensure the effective delivery of public services. Strategies Deliver the highest quality services in the most cost-efficient manner with an emphasis on excellent customer service. Improve accountability and continuous improvement through performance measurement and managing for results. Integrate technology into operations. GOAL D: Continue to develop a vibrant community. Strategies • Support implementation of major planned developments. • Improve transportation and infrastructure. • Integrate State Farm/SMART train/City Center plans into a Priority Development Area. • Improve public facilities, programs and services to meet the changing needs of the community. 0 Strategic Plan 2016-2018 City of Rohnert Park Strategic Plan City of Rohnert Park OUR ACCOMPLISHMENTS 2012 • Rohnert Park 50th Anniversary Celebration • Green Music Center opened • Golf Course Drive Undercrossing opened • US 101 High Occupancy Vehicle Lanes opened • Paved East Cotati Avenue and Arlen Drive • Bike path reconstruction and pedestrian safety improvement project • Water pipe replacement project • Sewer pipe lining project • Rancho Verde/Rohnert Park Expressway traffic signal installed • Co -created Local Leaders Academy of Sonoma County • Distracted Driving Campaign • Casino Joint Powers Agreements for Sewer and Wilfred Widening Project • Bicycle Safety Rodeo • Arts and Music Festival 0114W • Voters passed Measure A — a local sales tax extension • Mitigated impacts of casino opening • Widened Wilfred Avenue/Golf Course Drive West • Repaved Redwood, Labath, Business Park, Rohnert Park Expressway • Coordinated traffic signals Rohnert Park Expressway and Golf Course Drive • Improved entrances to city • Completed Public Safety Main Station roof replacement and exterior recoating project • Installed and adopted policy for use of freeway message center • Established Gold Ridge Recreation Center • Grant Funding received: o Law Enforcement Compliance o Develop Sexual Assault Training o Problem premise alcohol checks, special event alcohol compliance, prevention/education for alcohol establishments o Motorcycle Traffic Officer salary and equipment o DUI Checkpoint and saturation patrol • Implemented golf course performance measures • Implemented Public Safety On Line Reporting for Citizens (CCR) • Installed way finding signs throughout the City • Created National Night Out event and Senior Center Crafts Faire 0 Strategic Plan 2016-2018 City of Rohnert Park Strategic Plan DRAFT City of Rohnert Park • Implemented paperless agenda packets • Started performance measurement in all departments • Sewer Capital Project Program - 1st Phase of 2 year Adrian Drive sewer replacement • Sports Center - new cardio equipment • Implemented online building permits and new permit software. 2014 1. Established strong presence of City Management in the community by attending Community Events and meeting with community organizations regularly (Farmers Market, Rotary, Chamber of Commerce, C -Corp, Retiree Association, etc.) 2. Council approved economic development framework 3. Initiated website improvements to help businesses make location decisions and to attract visitors 4. Developed robust, long-term fiscal recovery model (10 -year Financial Forecast) outlining projected revenues and expenses 5. Adopted first balanced budget in recent history 6. Prepared 'all in' budget showing both current revenues and expenses, and annual share of unfunded liabilities 7. State and IRS approved Foundation non-profit status 8. Resolved M -section parking issue by implementing permit parking fee structure 9. Approved 96% of permits within timeframes 10. "Young Frankenstein" won 6 Bay Area Theater Critics Awards 11. Lowest crime rate in ten years 12. Expanded capacity to view Council meetings on mobile devices and the web 13. Approved or modified four specific plans to allow for construction of over 2,000 homes and 100 acres of commercial, industrial and mixed land uses 14. Facilitated opening of preschool at Gold Ridge site 15. Hosted various community-based events (8th Annual Bucket Brigade, Animal Shelter Mutt Strut, Drought Drive -up and Town Hall meeting, Farmers Market, National Night Out, Health & Safety Faire, Founders Day Event, Holiday Arts & Crafts Faire, Community Tree Planting Event, Sr. Center St. Patrick's Day, Summer BBQ, and Thanksgiving Feast events, Torch Run/Tip-a-Cop Event, Easter Egg Hunt) 16. Executed over $13 million in capital improvement projects including new eastside sewer and water mains, upgrades to various community facilities and a complete rehabilitation of the Southern Fire Station. 17. Approved planning entitlements and issued building permits for the construction of 328 new apartment units (Fiori Estates and The Reserve) and new businesses, including the first Amy's Kitchen restaurant and many significant building 10 Strategic Plan 2016-2018 City of Rohnert Park Strategic Plan City of Rohnert Park remodels (e.g. Raley's Shopping Centers, Safeway Shopping Center facades, Fundemonium, Walmart Neighborhood Store, etc.) 18. Adopted Emergency Water Conservation Ordinance and maintained the lowest per capita water use in the region. 19. Received state approval to use former redevelopment funds to improve numerous City facilities and address deferred maintenance at the Sports Center, Senior Center, and Community Center. 2015 Goal A: Practice participative leadership at all levels. • Increased communication with residents by hosting two Town Hall Meetings, sponsoring and/or having a strong staff presence at community events, increasing outreach to community organizations, adding closed captioning at City Council meetings, and initiating a monthly column from the City Manager in the Community Voice. Implemented Investing In Me training series with management participation. Continued City Council collaborative spirit. Conducted joint meetings with Planning Commission and Park and Recreation Commission. Goal B: Achieve and maintain financial stability. • Established replacement funds for infrastructure and technology. • Balanced budget for 2nd consecutive year. • REMIF implemented self-insured medical plan reducing City, employees', and retirees' medical premium costs. • Adjusted water rates to cover the cost of service. • Reduced retiree medical liability, paid off debt, and established retirement trust fund. • Joined Sonoma Clean Power and reduced energy costs by 7%. • Replaced street, park, and building lights with LEDs. • Saved general fund money by taking over recycled water system from Santa Rosa. • Added new businesses (Amy's, Rebounders, Morton & Bassett). Goal C: Ensure the effective delivery of public services. • Increased health and human services by securing funding for Rohnert Park Health Center, establishing the Earned Income Tax Credit program at the Senior Center, and establishing the Pasitos pre-school program at the Boys and Girls Club. • Ranked in Top 50 of Safe College Towns. • Ranked in Top 8% in fire safety. • Record attendance at Mary Poppins performance. • Added staffing to support operations and services. 11 Strategic Plan 2016-2018 City of Rohnert Park Strategic Plan DRAFT City of Rohnert Park • Recognized by North Coast Builders Exchange for business friendliness. • Started Snyder Lane widening project. • Saved 19% potable water citywide. • Completed Information Technology security and staffing assessment. Goal D: Continue to develop a vibrant community. • Improved City facilities including B Pool renovations, tennis court upgrades, Sunrise Park soccer field, Senior Center flooring, HVAC at Senior Center and Performing Arts Center, Sports Center Locker Room project and basketball courts, and Eagle Park tot lot. • Annexed Northwest Specific Plan area. • Hosted various community events (Pumpkin Splash, Coffee with a Cop, Founders Day, National Night Out, and Year-round Farmers Market). • Secured new Senior Center Van. • Repaved Rohnert Park Expressway. • Started construction on Oxford Hotel & Suites. • Presented to community a version of Priority Development Area. • Ushered in sewer, water and road infrastructure for major eastside residential development. Our Best Practices As a result of the City of Rohnert Park's Strategic Plan process, The following best practices have been established: GOAL A: Practice participative leadership at all levels. 1. Attend and participate in events with the Chamber of Commerce and other organizations. 2. Engage volunteers including Explorers, Adopt a Park, Public Safety Aides, Senior Center, and at the Animal Shelter and PAC. 3. Improve communication to provide transparency and a well-informed community. 4. Inform the public about financial realities and choices facing the City and community, and participate in ongoing meetings with community groups. 5. Make the Community Services Newsletters widely available via schools, the Library, mobile home parks, etc. 6. Monitor and update the City's web pages to incorporate new information and technology. 7. Promote communication among staff and with the public. 8. Distribute the community newsletters and City Manager updates to staff 12 Strategic Plan 2016-2018 City of Rohnert Park Strategic Plan City of Rohnert Park 9. Plan for, communicate, and mitigate long-term impacts of major developments. 10. Make short-term decisions with a long term perspective. 11. Align the organizational culture to demonstrate our values through our decisions. 12. Demonstrate the City's values through individual behavior. 13. Build relationships with other organizations to address community needs, such as other cities, schools, and community-based organizations. Examples include the Rohnert Park Health Center, use of City facilities for the Boys and Girls Club and pre-school programs at Goldridge and Burton, and operating the Earned Income Tax Credit program at the Senior Center. GOAL B: Achieve and maintain financial stability. 1. Implement the economic development program with the necessary staff and financial resources. 2. Clarify current and projected future financial condition and prepare cash contingency plans if necessary. 3. Update and utilize the financial forecast model. 4. Update and utilize the Capital Improvement Program. 5. Ensure policies, procedures and systems represent best practices in financial management, such as the use of cost allocation plans and replacement funds for fleet, technology, and buildings.. 6. Adopt budget principles which: a) Promote fiscal responsibility and discipline by living within our means b) Are meaningful and easy to understand c) Guide budget decisions d) Monitor expenditures compared to revenues 7. Explore the creation of new revenue sources, including achieving high rates of cost recovery for Development Services, the Sports Center, and recreation programs. 8. Develop partnerships to achieve economies of scale through shared services. 9. Monitor contracts to limit their frequency and fiscal impacts of change orders. GOAL C: Ensure the effective delivery of public services. 1. Deliver the highest quality services in the most cost-efficient manner. 2. Assess service delivery options, including comparing providing services directly versus providing via contractors. 13 Strategic Plan 2016-2018 City of Rohnert Park Strategic Plan DRAFT City of Rohnert Park 3. Improve accountability and continuous improvement through performance measurement and managing for results. 4. Maintain the Public Safety On-line Reporting System for citizens (CCR - Citizens Crime Report). 5. Maintain a high level of information systems security. GOAL D: Continue to develop a vibrant community. 1. Support implementation of major planned developments (e.g. Southeast Specific Plan, University District Specific Plan, Sonoma Mountain Village, Northwest Specific Plan, Planned Development Area, and others). 2. Monitor the traffic, environmental, and other impacts of planned developments. 3. Assess, monitor, and mitigate traffic, environmental, and other impacts of the Graton Casino project. 4. Update and maintain City design standards related to public and private improvements. 5. Explore zoning flexibility to foster economic development. 6. Implement and monitor the roads and Complete Streets Program. 7. Consider health effects of development decisions - ensure new developments include access to parks, open space, and/or pedestrian and bicycle facilities. 8. Mitigate the impact of new development on existing services. 9. Collaborate with Cotati Rohnert Park Unified School District and Sonoma State University on shared goals, recognizing education supports economic vitality. 10. Support and organize community events, including: o Founder's Day o Running with the Pack o Bicycle Rodeo o Special Olympics ■ Torch Run and Tip a Cop o National Night Out o Farmers Market o Bucket Brigade Blood Drive o Holiday Arts and Crafts Fair o Pumpkin Spash o Coffee with a Cop o Holiday Toy Drive o Explorer Pancake Breakfast 14 Strategic Plan 2016-2018 Communication and Accountability for the Strategic Plan City of Rohnert Park Workshop participants briefly discussed ideas about how information about the strategic plan and its progress should be communicated to stakeholders, including reporting mechanisms and frequency. The following ideas were generated. • Display the graphic images from the Council strategic planning workshop in the library and at City Hall for public viewing • Post results on the City's website • Display the City's vision, mission and values in the Council chambers • Develop an implementation action plan for the goals and strategies that assigns responsibility and identifies necessary resources and key milestones • Provide periodic updates to Council on the progress that is being made • Utilize the strategic plan to inform the City's budget process • Link Council updates and recommendations to the strategic plan • Put the mission statement on Council agendas and reports 15 Strategic Plan 2016-2018 Bike Rack DRAFT City of Rohnert Park Bike Rack A "bike rack" was created to capture ideas or suggestions that were not directly related to the immediate discussion. At the conclusion of the Council strategic planning workshop, six items listed below were referred to City staff for follow up. • Gather and present to the City Council additional housing data that show the distribution by housing type • Validate the median home price data presented in the environmental scan • Convene a strategy session of the City Council to discuss what is desired in a "downtown" • Discuss extending the Urban Grown Boundary timeline another ten years; put it back before the public (begin discussion in 2016) • Determine the need for a General Plan update (begin discussion in 2016) • Define "sustainable" development standards for their application in future development Additional bike rack items identified February 2013: • Discuss the status and need for an update to the General Plan • Discuss the Urban Grown Boundary • Develop a plan to address amenities that have been taken away during then the tight fiscal times (part of needs assessment of the Fiscal Recovery Plan) • Discuss City's role and involvement with the Health Action Network Amended Bike Rack, February 2016 Extend Duration of Urban Growth Boundaries (To be considered in 2017) Initiate General Plan Update (To be considered in 2017) o Direction provided to consider funding for these efforts in FY 16-17 budget 16 Strategic Plan 2016-2018 Attachment A — Graphic Representation of Goals and Strategies City of Rohnert Park _ V964F4. J CIO r4'"-,. fir +�', 1- f�lrsfpPN010 LiL i SUP A f 4,+nawcA+v s 4L Ltv L . "'• k t«� f gW�ces t +°�"rx r'xs CgtiUIUNn+ rr�`', s+ — rye. , EA r... r �drr S'n4 eel 7,jrpOrn �rd�'F�h+tlw1� T —"d �lJ�' F'�nnel dr.�}i.M•vl.r �$ r�Et �►� kap��y auk m I� �-;Msur.&,' ` Sar i #" Trr�pyp.r#Ahn+ Gird � �rrdtM+� �'"�'*�'`•"''f"""�F�'0ifl"""°"�' .rrK•r •a1�xnE.�k�+am ,a{rasYnrtiuK `a ri� Ca rred " pteod " 04 A nrm r-* Aftd r/, ax dry++ ' qua@ �#ad aM1. �f Gua al��or513FNsf.$errrrt �1 ,, y«a„�v r �L df #5{r gygyrw2 l f� rr— �K A W k e&M,V-91ry.pdar: J 1y�r ked ie ya 4 5"'� rn� C,,` .�{ $ 'r �Iidl!!i dYe `�'1�17Y1'bK� �1kf�#A1�° k+ tiJJ,. rr15'G1ry rL.. "y ,,,F. `R �*yyl r•?f7�fl�i ,w,,� PAVJ A h1I! qf.({ r�Jer Stair r�q�ae.# µ �jFa[fi[J[l n rJY � e S � i 491 FM,UAjrn*4 r IR#n SrGrr+[GS ,ao &IIJUJhM p 4PS.1�r; CAA9i�1�+ +�a JFr�er+�lk # 1•f3trx�n hn d Ake rM drti.T mJ W4, Nc�9--sr rs r �. pnncAo3 +6 pep -i arbra � vrtii+ni 'War o � w� nuJll+. • �rG.�utrr*aw� r +r.� c+ew+ ofr �x 'ria. A'x, f j r 604.MJ 1i VA wi-� i , woe-YIrklrp K�.O;M*AAK "d a& ubikILL bRv.�SGrets tjk Mdp"foh•-P.NcU6-E et ;t tr++N x-.1.14. 6sr#r tw A a►rir�rrA,o-frreAa='S,fi�a+.oFerk.,rrr rx,rrwti�F+CeihMr :.dam k..f LCM•'h7�+da �f`ddrle �1. �,M' J AI1.�r� . Sl.ca ��Qrtiwt ar�,mhrn:ake Pk 17 Strategic Plan 2016-2018 Attachment B — Glossary of Terms City of Rohnert Park The following graphic shows the key components of a strategic plan. Vision Mission MOMMOMMOC Values Goals objectives Implementation Action Plan A vision sets the focus for the future. It is a statement of where the organization is going. A mission is a statement of the purpose of the organization. It fundamentally defines what the organization stands for and what it will do. The values of an organization drive the goals created and the process of implementation. Values provide the basis for how the organization and its members will work to achieve the mission and vision. Examples include professional excellence, innovation, responsiveness, and integrity. Goals set the framework that guides the direction and focus of the organization, budget decisions and allocation of other resources, such as staff time. They are "up on the balcony' wide views of opportunities for change and improvement and state the desired future. Goals or strategic priorities provide the "why" (larger meaning and context) of the specific actions the agency takes. They help the executive team decide which of the many worthy projects should be done and when, within available resources. Goals must be meaningful and attainable. Strategies are the means to achieve the goals. They describe an approach or method and begin to answer the question: How will we go about accomplishing the goal? They may include broad areas to pursue, rather than individual projects. To assure that the goal is achieved, later in the process each objective must be assigned to an individual, with resources identified, and incorporated into a work plan. An action plan is the blueprint for carrying out the strategic plan. It contains the detailed steps that must be taken to assure that the goals and strategies are achieved. Action plans provide a framework for determining specific timelines, assignments, and resource allocations. They are designed to be a management tool to help the organization assure that goals are attained and are well-suited to periodic check-in about progress, changes or challenges. In February, 2016 February, 2016 City of Rohnert Park Strategic Plan - Action Plan U = underway; X = to be started or continued Goal A - Practice Participative Leadership at All Levels 1. Document City's internal communication practices U City Clerk Executive Team including distribution of City Manager's weekly update and community newsletters to all staff, all - hands meetings, and Department Head communications to Department staff 2. Document City's external communications practices X including community newsletters, utility inserts, press releases, social media, website, meetings with professional and community organizations, and presence at community events Assistant City Manager 3. Hold two Town Hall meetings with all City Council X X X Assistant City members Manager 4. Evaluate City's communication practices based on X demographics and communications options (press, web site, social media, community meetings, etc.); revise practices if/as needed Page A - 2 Assistant City Manager City Clerk, Social Media group Sonoma State Intern NEW Action Plan February, 2016 Goal A - Practice Participative Leadership at All Levels Action Plan 1. Enhance workforce development opportunities U X Human Resources HR Staff NEW Director Implement collaborative training program with County (dependent on Countv cooperation) 2. Develop City Council and Administrative Policy U X City Manager City Clerk Develop and update Manuals U X Human Resources Human Resources Consultation with 3. Update Personnel Rules and Regulations Director Staff; Legal as Department Heads, needed Develop Time Line Page A - 3 February, 2016 City of Rohnert Park Strategic Plan - Action Plan U = underway; X = to be started or continued Goal B - Achieve and Maintain Financial Stability Action Plan Page B - 4 . .. • .. lam .. - - - Position Members -a Comments/ N N N B-1 Implement the economic development program 1. Implement the Economic U X Assistant City Manager Economic Development Development Marketing Plan Assistant City Manager Team Economic Development 2. Participate in Regional Business U X Attraction (If County and/or other Team cities participate) X 3. Assess potential for Retail Business U Assistant City Manager Economic Development NEW Attraction and pursue promising Team opportunities 4. Sell Avram properties U Senior Analyst Prepare 1. Develop new 10 year financial X City Manager Finance Director Need to replace prior model model —L Page B - 4 February, 2016 Goal B - Achieve and Maintain Financial Stability Action Plan Page B - 5 . .. • .. .. - - - Position systems that represent best practices B-3 Establish financial policies, procedures and 1. Improve delivery of financial X Finance Director Finance Staff information to departments and 72. staff Document budget principles to X Finance Director Finance Staff guide budget development and inform financial management practices X Public Works Department Finance Director, Public 3. Complete City-wide Capital Replacement Program and funding Analyst Works Director, Plan Development Services Director 4. Establish and document financial Finance Director Finance Department policies and procedures a. Accounts Payable Policy X X Finance Director Finance Department b. Receivables Tracking X X Finance Director Finance Department c. Cash Monitoring X X Finance Director Finance Department d. Purchasing Policy X X X X Finance Director Finance Director Purchasing Agent Finance Department To happen as policies and 5. Train staff City-wide on financial procedures Review Business Processes to Finance Director Finance Department procedures are completed 6. X Improve Efficiency 7. Implement Affordable Care Act U X Human Resources Director HR Staff Page B - 5 February, 2016 Goal B - Achieve and Maintain Financial Stability Action Plan Page B - 6 7 Milestones/ . .. • .. .. - - - Position Identify 1. .Update fee schedules to ensure cost recovery a. Animal Shelter Fees Animal Shelter Supervisor PS Staff; Finance Staff Development Services Fire Commander Communications U X b. Code Compliance X X X c. False Alarm Response Fees Supervisor, Records Supervisor d. Community Services X X Community Services Community Services Manager Staff 2. Performing Arts Center U X X Theater Manager Public Works Director To become regular practice Sponsorships 3. Housing Bonds —Determine Future X X City Manager City Attorney, Senior Use X Community Services Analyst Community Services 4. Develop Marketing Plan for Community Services Facilities and Manager Staff Programs Page B - 6 February, 2016 City of Rohnert Park Strategic Plan - Action Plan U = underway; X = to be started or continued Goal C - Ensure the Effective Delivery of Public Services Page C - 7 Action Plan z..,. „, 11M I! 1. 72. Study Water Capacity Charge in which new X Development Management Analyst developments pay for capacity Services Director Complete first phase of restroom reopening and U X Public Works General Services evaluate effectiveness Director, Public Supervisor; Works Project Community Services Coordinator Manager; Public Safety Command Staff; IT Manager 3. Use survey tools to obtain community and employee Survey Task Force Assigned members NEW feedback from each Department a. External survey X Survey Task Force b. Internal survey Support increasing health and human services to levels X Survey Task Force NEW 4. X X X Assistant City comparable to other cities in the County, when Manager leveraging efforts from others such as the RP Health Center, Child Parent Institute, and Petaluma People Services Center Improve- 1. Evaluate need for training on performance measures to X Assistant City Executive Team; manage programs and services; implement if/as needed Manager Middle Level Management & First Line Supervisors Page C - 7 Action Plan February, 2016 Goal C - Ensure the Effective Delivery of Public Services W, �pr �,o Milestones 0 0 r N-,- .Dpartment/ Progress c - - - . sition Team Members it Comment s C-3 integrate Operations Technology 1. Records Retention: Update retention schedule and X City Clerk procedure 72. Records Retention: Assess costs and options to convert X City Clerk Development Development Services, City Clerk, Finance archive files Services/Finance into new tracking system Public Safety Radio Upgrade 3. X X Support Services Public Safety Staff Commander 4. Upgrade City Website U Assistant City Department Staff Manager 5. Assess City's IT functional needs and costs to properly U X Assistant City IT Manager and address them Manager Department Staff 6. Implement recommendations from IT security and risk U X IT Manager IT Staff Will require additional assessment Select and implement new Recreation Software solution Community Services CS Staff/IT funding NEW 7. U Manager Manager/Finance/Pur Will require additional chasing funding 8. Establish video surveillance at designated City facilities U Public Works Director IT Manager Pending approval from and intersections / Public Safety Council on this direction Commander 9. Implement body cameras for Public Safety U Public Safety IT Manager Commander 10. Expand current City network to City pools and pump X X Community Services IT Manager station Manager/Public Works Director 11. Complete first phase of developing and implementing IT U IT Manager policies and procedures Document IT systems and practices to reduce reliance X IT Manager 12. on IT Manager Assess and address systems performance (i.e., % of X IT Manager 13. downtime) Implement recommendations from IT staffing IT Manager Dependent on available 14. X HR Director/Assistant assessment City Manager funding Page C - 8 Action Plan February, 2016 City of Rohnert Park Strategic Plan - Action Plan U = underway; X = to be started or continued Goal D - Continue to Develop a Vibrant Community 1. Identify new opportunities for parks and recreation on the west side of Highway 101 to coincide with new residential development 2. Update Public Facilities Financing Plan (PFFP) as project costs change to ensure sufficient mitigations 3.I Program West Side Public Safety needs 4.I Fire Apparatus Replacement at Station 2 Action Plan X Development Services Community Services NEW Director Manager, Planner III, Implement prior to the approval Public Works of new residential projects XIX R u 5. Ensure successful development of all-weather soccer X field at Sonoma Mountain Village, per terms of Development Agreement City Engineer Public Works Management Analyst Public Safety Director Fire Commander/Public Funding through Mitigation Works Director Fire Commanmder Public Safety Staff, Finance Staff Public Works Director Community Services Required as part of SOMO Manager approvals Page D - 9 February, 2016 Goal D - Continue to Develop a Vibrant Community Action Plan PF Milestones .D.. Progress .. - - - •. earn Members Comments N N A&T improvesitiow Transportation 1. Update General Plan and Bicycle/Pedestrian Master X X Development Services Management Analyst; Coordinate with County -wide Plan to support Roads and Complete Streets program Director Development Services & update and comply with SB 375 State -mandated greenhouse Public Safety Staff gas reductions Upgrade water systems controls for water wells Public Works Director Project Coordinator 2. X 3. Evaluate Regional Traffic Impact Mitigation X City Engineer Development Services Management Analyst 4. Develop tree replacement project on Country Club X Public Works Director General Servcies Tree removal funding Drive Supervisor D-3 Integrate State Farm/SMART train/City Center plans into a PriorityDevelopment 1. Complete and Implement Central Rohnert Park Priority U X X Development Services Development Services Development Area Plan Director Staff D-4 implement mandated Programs 1. Climate Action 2020 U Planner III Development Service Participate in County -wide effort to renew or replace Assistant City Manager Staff Likely to be Chair of Waste 2. U X Waste Management Agency JPA Complete ADA Transition Plan Dev. Svices HR Director Management Agency in 2016 3. X X NEW Management Analyst 4. Update Injury and Illness Prevention Program (IIPP) X X Public Works Director Citywide Safety NEW and staff Committee Page D - 10 February, 2016 Goal D - Continue to Develop a Vibrant Community 1. Update parks facilities master plan X Community Services Manager 2. Restructure sister city relations committee and fund X Community Services the student ambassador program Manager 3. Revise scholarship program to better meet broader X Community Services community needs Manager 4. Participate on Leadership Rohnert Park Steering X X X Assistant City Manager Committee 5. Hold Workshop on Housing Affordability, using X available data primarily from census and City's Housing Element. Identify actions City has taken, is currently taking, and plans for the future. City Manager Page D - 11 Action Plan Public Works Director Public Works Director Public Works Director NEW Assumes leadership and participation of other community organizations Planning Manager NEW .. 4 ' ITEM NO. 7E Mission Statement "We Care for Our Residents by Working Together to Build a Better Communityfor Today and Tomorrow." CITY OF ROHNERT PARK CITY COUNCIL AGENDA REPORT Meeting Date: February 9, 2016 Department: Administration Submitted By: JoAnne Buergler, City Clerk Prepared By: JoAnne Buergler, City Clerk Agenda Title: Approve Elimination of Economic Development, Waste and Recycling, and Education City Council Standing Committees RECOMMENDED ACTION: Eliminate the following City Council Standing Committees: Economic Development, Waste and Recycling, and Education Committees. BACKGROUND: At the January 26, 2016 Regular City Council Meeting, the Mayor recommended eliminating the Economic Development, Waste and Recycling, and Education Standing Committees. ANALYSIS: City Council Committees are formed to study, investigate, and make recommendations to the full Council regarding specific topics. The continuing subject matter these Committees worked on has changed or is in the process of changing; therefore, the Committees are no longer needed. In the event they are needed, Standing or Ad Hoc Committees will be formed. STRATEGIC PLAN ALIGNMENT: This recommendation is in alignment with Goal C: Ensure the Effective Delivery of Public Services (deliver the highest quality services in the most cost-efficient manner). OPTIONS CONSIDERED: 1. Recommended Option: Staff recommends eliminating the Economic Development, Waste and Recycling, and Education Standing Committees because the continuing subject matter these Committees worked on has changed or is in the process of changing; therefore, the Committees are no longer needed. 2. Alternative: Staff also considered maintaining the Committees and did not recommend this option because the alternative appears inefficient. FISCAL IMPACT/FUNDING SOURCE: No funding required. Department Head Approval Date: NA Finance Director Approval Date: NA City Attorney Approval Date: NA ITEM NO. 7E City Manager Approval Date: 2/2/16 Attachments (list in packet assembly order): 1. None Meeting Date: Department: Submitted By: Prepared By: Agenda Title: ITEM NO. 9 Mission Statement "We Care for Our Residents by Working Together to Build a Better Community for Today and Tomorrow." CITY OF ROHNERT PARK CITY COUNCIL AGENDA REPORT February 9, 2016 Administration Darrin Jenkins, City Manager Bryce Atkins, Senior Analyst Discussion and direction regarding amending the Articles of Incorporation and Bylaws of the City of Rohnert Park Foundation RECOMMENDED ACTION: Discussion and direction pertaining to amending the Articles of Incorporation and the bylaws of the City of Rohnert Park Foundation. BACKGROUND: In November of 2008, the City of Rohnert Park ("City") created a non-profit, charitable corporation called the Focus Rohnert Park Corporation ("Foundation"). In February of 2012, the Foundation officially changed its name to the City of Rohnert Park Foundation. Additionally, the current bylaws governing the Foundation were adopted in July of that same year. At the time, the bylaws established the composition of the Foundation's Board of Directors ("Board") as two City Council Members and three members of staff. The intent of this composition was to facilitate the fastest possible responses to the Internal Revenue Service and the California Secretary of State, who oversees the granting of non-profit designations. The concept, from current staff's understanding, was that once the designation was granted, the Board representation would be altered to consist of the sitting Rohnert Park City Council. In December of 2013, staff received notice from the Internal Revenue Service that the Foundation had received the designation as a 501(c)(3) organization. This means that the Foundation can legally receive tax deductible, charitable contributions. Staff is bringing before Council the draft version of the amended bylaws and an amendment to the Articles of Incorporation that would be presented to the Board of the Foundation, for Council discussion and direction to provide comments regarding the proposed amendments. These amendments are intended to change the Board representation to be the City Council as well as improve the administration and functions of the Foundation. ANALYSIS: These changes are predominantly designed to: expand/clarify the possible public benefit activities of the Foundation; allow for the Foundation's Board of Directors to be the City Council; remove references to staff being on the Board of Directors; create flexibility regarding ITEM NO. 9 meetings; remove the requirement to adopt policies relating to accepting gifts and donations as well as giving grants and contributions; and generally streamlining the bylaws. Additionally, in order to expand/clarify the purpose of the Foundation, the Articles of Incorporation must be amended to accommodate the expanded purpose in order to ensure our tax exempt status remains in effect. OPTIONS CONSIDERED: In addressing the matter of representation on the Foundation's Board, one option is to keep the representation and bylaws the same. However, staff believes the full Council may be interested in directing the activities of the Foundation. Additionally, the intention of the original composition was to last until non-profit charitable status was attained. Now that it has been attained, keeping the existing representation would not be in keeping with the Foundation's original intent in formation. NEXT STEPS: Once comments are received, staff will address any comments made regarding the bylaw and Articles of Incorporation amendments, and then take such amendments to the current Foundation Board for consideration and action at an upcoming special meeting. Once adopted, the amended Articles of Incorporation will then be submitted to the California Secretary of State. Upon approval of the Secretary of State, the changes will be official, and the amended documents will be in effect. The timeframe for this process is anticipated to be three months but may be longer depending upon the Secretary of State's approval. FISCAL IMPACT/FUNDING SOURCE: Not applicable. Department Head Approval Date: N/A City Manager Approval Date: 1/22/2016 City Attorney Approval Date: 1/20/2016 Attachments (list in packet assembly order): 1. Draft Amended Bylaws of the City of Rohnert Park Foundation 2. Redlined Version of Bylaw Edits 3. Certificate of Amendment of Articles of Incorporation W ATTACHMENT 1 BYLAWS OF THE CITY OF ROHNERT PARK FOUNDATION A California Non Profit Public Benefit Corporation Amended and Adopted February, 2016 14 U ATTACHMENT 1 BYLAWS OF THE CITY OF ROHNERT PARK FOUNDATION TABLE OF CONTENTS Page ARTICLE I -NAME AND OFFICES......................................................................... 1 ARTICLE II -OBJECTIVES AND PURPOSE................................................................ 1 ARTICLE III -DIRECTORS.................................................................................... 2 ARTICLE IV -COMMITTEES.................................................................................. 2 ARTICLE V -MEMBERS........................................................................................ 3 ARTICLE VI -OFFICERS....................................................................................... 3 ARTICLE VII -MEETINGS...................................................................................... 5 ARTICLE VIII -BOOKS AND RECORDS................................................................... 7 ARTICLE IX -GRANTS, DONATIONS, GIFTS, CONTRACTS, LOANS, ETC .................... 7 ARTICLE X -INDEMNIFICATION OF DIRECTORS AND OFFICERS .............................. 8 ARTICLE XI -INVESTMENTS................................................................................. 9 ARTICLE XII -PURPOSES AND OPERATIONS OF THE CORPORATION ...................... 9 ARTICLE XIII -SEAL AND FISCAL YEAR.................................................................. 10 ARTICLE XIV -EXEMPT ACTIVITIES........................................................................ 10 ARTICLE XV -AMENDMENTS................................................................................ 10 N ATTACHMENT 1 BYLAWS OF THE CITY OF ROHNERT PARK FOUNDATION ARTICLE I -NAME AND OFFICES Section 1.1 Name. The official name of the corporation shall be the "City of Rohnert Park Foundation" (hereinafter referred to as the "Corporation"). Section 1.2 Principal Office. The business office of the Corporation shall be at 130 Avram Avenue, Rohnert Park, California 94928, or at such other place as may be designated by the Board of Directors. The Board of Directors shall have the power and authority to change said principal office from one location to another, within the City of Rohnert Park (hereinafter, the "City"), by majority vote at an open meeting. Any such change of address will be noted by the Secretary in these Bylaws. The fixing or changing of such address shall not be deemed an amendment to these Bylaws Section 1.3 Other Offices. Branch or subordinate offices may be established by the Board of Directors at any time and at any place or places. ARTICLE II -OBJECTIVES AND PURPOSE The Corporation has been formed under California Corporations Code Section 5000 et seq. ("Nonprofit Corporation Law") for charitable purposes to benefit the community at large, and not for the private gain of any person or group of persons. No substantial part of the activities of the Corporation shall consist of political activities or attempting to influence legislation, and the Corporation shall not participate or intervene in any political campaign on behalf of (or in opposition to) any candidate for public office. The specific purpose of the Corporation is to raise and manage funds in connection with civic purposes and projects, which may include, but are not limited to: 1. Civic Purposes: Focusing resources on and providing funding to areas of need in the Community of Rohnert Park which enhance existing and new partnerships with community members, nonprofits, foundations, public agencies and similar entities. 2. Civic Projects: Focusing resources on and providing funding to projects which sustain or enhance the community of Rohnert Park, including, but not limited to, facilities, ceremonies, festivals, anniversaries, tournaments or other facilities or events advancing the spirit of community and open and accessible to all members of the public. The Corporation is irrevocably dedicated to charitable purposes and no part of the income or assets of this corporation shall inure to the benefit of any Director, officer or member thereof or to the benefit of any private person or group. While persons making contributions or donations to the Corporation cannot specify the constructive use of the money, consistent with Internal Revenue Service regulations, they can indicate the general type of civic project and/or purpose for which their contribution is intended, and be assured it will only be used for that general project and/or purpose and not be comingled with other funds of the Corporation. ATTACHMENT 1 ARTICLE III -DIRECTORS Section 3.1 Powers. Subject to the limitations stated in the Articles of Incorporation, these Bylaws, and the Nonprofit Corporation Law, and subject to the duties of Directors as prescribed by the Nonprofit Corporation Law, all corporate powers shall be exercised by or under the direction of, and the business and affairs of the Corporation shall be managed by, the Board of Directors. The individual Directors shall act only as members of the Board of Directors, and individually shall have no power to act alone. Section 3.2 Number of Directors. The Corporation shall have five (5) Directors. Directors are collectively to be known as the Board of Directors. Section 3.3 Selection, Tenure of Office, and Vacancies. The City of Rohnert Park City Council shall serve as the Board of Directors. The sitting Council shall comprise the entirety of the Board of Directors. Whenever a change in sitting members of the City Council occurs, such changes shall be made to the Board of Directors in similar fashion. Section 3.4 Compensation. Directors shall serve without compensation, but each Director may be reimbursed his or her actual and necessary expenses, including travel incident to his or her services as Director, subject to any rules that may be imposed upon the adoption of a reimbursement policy by the Board of Directors, and only where there are unencumbered funds available for such purpose. Any Director may decline such reimbursement. Section 3.5 Restriction on Interested Directors. Not more than forty-nine percent (49%) of the persons serving on the Board at any time may be interested persons. For the purpose of this Section 3.5, an "interested person" means and includes: (a) any person compensated by the Corporation for services rendered to it other than those performed as a Director within the previous twelve (12) months, whether as a full-time or part- time employee, independent contractor, or otherwise; (b) any shareholder, employee or officer of any corporation, or partner or employee of any partnership, which has rendered compensated services to the Corporation within the previous twelve (12) months; and (c) any brother, sister, ancestor, descendant, spouse, brother-in-law, sister-in-law, mother- in-law, or father-in-law of any person described in (a) or (b) hereof. Any violation of the provisions of this paragraph shall not, however, affect the validity or enforceability of any transaction entered into by the Corporation. Section 3.6 Nonliability for Debts. The private property of the Directors and/or officers shall be exempt from execution or other liability for any debts, liabilities or obligations of the Corporation, and no Director and/or officer shall be liable or responsible for any debts, liabilities or obligations of the Corporation. ARTICLE IV -COMMITTEES Section 4.1 Committees of the Board of Directors. Subject to the provisions of Section 7.1 of these Bylaws, the Board of Directors may, by resolution adopted by a majority of the Directors then in office (provided a quorum is present), create committees, consisting of two (2) Directors. Such committees shall have such power and authority as may be determined by the Board of Directors, subject to the limitations imposed on such power and authority by the Nonprofit Corporation Law or the Articles. 2 ATTACHMENT 1 Section 4.2 Minutes and Reports. Each committee of the Board of Directors shall keep regular minutes of its proceedings, which shall be filed with the Secretary. All action by any committee shall be reported to the Board of Directors at the next meeting thereof, and, insofar as rights of third parties shall not be affected thereby, shall be subject to revision and alteration by the Board of Directors. Section 4.3 Meetings. Subject to Section 7.1 of these Bylaws, except as otherwise provided in these Bylaws or by resolution of the Board of Directors, Committee meetings will be scheduled at times which allow for each member to attend. Each member should make an effort to accommodate the committee meeting schedule. The schedule of committee meetings will be promptly communicated to each committee member. Unless otherwise provided by such rules or by resolution of the Board of Directors, committee meetings shall be governed by Article VII of these Bylaws. Section 4.4 Term of Office of Members of Committees of the Board of Directors. Each committee member shall serve at the pleasure of the Board of Directors. Section 4.5 Advisory Committees. Notwithstanding Sections 4.1 through 4.4 of these Bylaws, nothing in these Bylaws prevents the Board of Directors from establishing by resolution advisory committees to assist the Board. The purpose, number and size of these committees, committee member qualifications, and duration of member terms shall be detailed in the establishing resolution(s). Advisory committees shall have no corporate powers, but rather shall present recommendations to the Board of Directors for approval, in a manner directed by the Board. ARTICLE V -MEMBERS The Corporation shall have no "members" as that term is defined by California Corporations Code Section 5056 and shall be governed solely by its Board of Directors in accordance with these Bylaws. Pursuant to California Corporations Code Section 5310, any action which would otherwise require approval by a majority of all such members, shall instead require the approval by a majority of a quorum of the Board of Directors. ARTICLE VI -OFFICERS Section 6.1 Officers. The officers of the Corporation shall be a Chair of the Board, Vice -Chair of the Board, Executive Director, Assistant Executive Director, Treasurer, Secretary, and such other officers as the Board of Directors may appoint. Other subordinate officers as may be appointed in accordance with the provisions of Section 6.3 of this Article. One (1) person may hold two (2) or more offices. Section 6.2 Appointment of Officers. The Chair and Vice -Chair of the Board shall be the City of Rohnert Park Mayor and Vice -Mayor, respectively. The Treasurer shall be the City of Rohnert Park Director of Finance; the Secretary shall be the City of Rohnert Park City Clerk; the Executive Director shall be the Rohnert Park City Manager; and the Assistant Executive Director shall be the Rohnert Park Assistant City Manager. Section 6.3 Subordinate Officers. The Board of Directors may appoint such other subordinate officers as the business of the Corporation may require, each of whom shall hold office for such period, have such authority and perform such duties as are required in these Bylaws or as the Board of Directors may from time to time determine. 3 ATTACHMENT 1 Section 6.4 Chair. The Chair shall preside at all meetings of the Board of Directors, and shall submit such information and recommendations to the Board of Directors as he or she may consider proper concerning the business, policies and affairs of the Corporation. Except as otherwise authorized by resolution of the Board of Directors, the Chair or the Chair's designee shall be authorized to sign all contracts, notes, conveyances, and other papers, documents and instruments in writing in the name of the Corporation. Section 6.5 Vice -Chair. The Vice -Chair shall perform the duties of the Chair in the absence or incapacity of the Chair. In case of the resignation, removal or death of the Chair, the Vice -Chair shall perform such duties as are imposed on the Chair, until such time as the members of the City Council appoint another City Council Member as Mayor, thereby causing the office of Chair to be filled as provided for in Section 3.3 hereof. Section 6.6 Treasurer. The Treasurer shall keep and maintain, or cause to be kept and maintained, adequate and correct books and records of account in written form or any other form capable of being converted into written form. The Treasurer shall deposit all monies and other valuables in the name and to the credit of the Corporation with such depositaries or depositories as may be designated by the Board of Directors. The Treasurer shall reimburse all funds of the Corporation as may be ordered by the Board of Directors, shall render to the Chair and Board of Directors whenever they request an account of all of the Treasurer's transactions as the Treasurer, and of the financial condition of the Corporation, and shall have such other powers and perform such other duties as may be prescribed by the Board of Directors or by these Bylaws. Section 6.7 Secretary. The Secretary shall keep, or cause to be kept, a book of minutes in written form of the proceedings of the Board of Directors and committees of the Board of Directors. Such minutes shall include all waivers of notice, consents to the holding of meetings or approvals of the minutes of meetings executed pursuant to these Bylaws or the Nonprofit Corporation Law. The Secretary shall give, or cause to be given, notice of all meetings of the Board of Directors required by these Bylaws or by law to be given, and shall cause the seal of the Corporation to be kept in safe custody, and shall have such other powers and perform such other duties as may be prescribed by the Board of Directors or these Bylaws. Section 6.8 Executive Director. The Executive Director shall be responsible for the day-to-day administration of the Corporation, including the right to employ and discharge all subordinate officers, employees and agents of the Corporation and shall have the authorization to sign all contracts, notes, conveyances, and other papers, documents and instruments in writing in the name of the Corporation, except where such matters are prescribed in the Bylaws or by the Board of Directors and shall have such other powers and perform such other duties as may be prescribed by the Board of Directors or by these Bylaws. Section 6.9 Assistant Executive Director. The Assistant Executive Director shall be responsible to assist the Executive Director in managing the day-to-day operations of the Corporation and oversee projects and programs as assigned by the Executive Director. The Assistant Executive Director shall undertake the duties and responsibilities of the Executive Director in the event of absence, incapacity, or resignation of the Executive Director, until such time that a new Executive Director is appointed. Section 6.10 Authority to Bind Corporation. No member, officer, agent or employee of the Corporation, without prior specific or general authority by a vote of the Board of Directors, shall 4 ATTACHMENT 1 have any power or authority to bind the Corporation by a contract, to pledge its credit, or to render it liable for any purpose in any amount. Section 6.11 Resignation. A City Council Member or employee resigning from his or her position with the City of Rohnert Park shall give written notice to the Corporation of his or her concurrent resignation from the Board of Directors or position as an officer of the Corporation, subject to the rights, if any, of the Corporation under any contract to which the Director or officer is a party. Any such resignation shall take effect at the date of the receipt of such notice or at any later time specified therein; and, unless otherwise specified therein, the acceptance of such resignation shall not be necessary to make it effective. ARTICLE VII -MEETINGS Section 7.1 Ralph M. Brown Act. All meetings of the Board of Directors, including, without limitation, regular, adjourned regular, special, and adjourned special meetings shall be called, noticed, held and conducted in accordance with the provisions of the Ralph M. Brown Act (commencing with Section 54950 of the California Government Code), or any successor legislation hereinafter enacted (the "Brown Act"). Nothing contained in these Bylaws shall be construed to prevent the Board of Directors from holding closed sessions during a regular or special meeting concerning any matter permitted by law to be considered in a closed session. Section 7.2 Regular Meetings. Subject to the provisions of Section 7.1 of these Bylaws, regular meetings shall be held at the business office of the Corporation at the City of Rohnert Park City Hall or at such other place as the Chair may designate. Meetings shall be held on dates and times set by a meeting schedule established by resolution of the Board of Directors. At a minimum, the Board of Directors shall meet on the second Tuesday of January each year to recognize the change in office of Chair and Vice Chair, in accordance with the new Mayor and Vice Mayor of the Rohnert Park City Council taking office. At least seventy-two (72) hours before a regular meeting, an agenda containing a brief general description of each item of business to be transacted or discussed shall be posted at a location freely accessible to members of the public. The agenda shall specify the time and location of the regular meeting. No action shall be taken on any item not appearing on the posted agenda except as permitted by law. In the event that the Chair shall determine that there is no business required to be transacted by the Board of Directors at any such regular meeting, such regular meeting shall not be required to be held. Section 7.3 Calling Meetings. Subject to the provisions of Section 7.1 of these Bylaws, meetings of the Board of Directors (other than regular meetings held pursuant to Section 7.1 and/or Section 7.2 of these Bylaws) shall be held whenever called by the Chair (or Vice -Chair in the absence of the Chair) of the Board of Directors, or any two (2) Directors of the Corporation. Section 7.4 Place of Meetings. Subject to the provisions of Section 7.1 of these Bylaws, meetings of the Board of Directors shall be held at any place within the State of California which may be designated in the notice of the meeting, or, if not stated in the notice, or if there is no notice, designated by resolution of the Board of Directors. In the absence of such designation, meetings of the Board of Directors shall be held at the principal office of the Corporation. Section 7.5 Special Meetings. Subject to the provisions of Section 7.1 of these Bylaws, a special meeting may be called at any time by the Chair (or Vice -Chair in the absence of the Chair) or upon the request of two (2) of the Directors of the Corporation. Written notice of the time and place of special meetings of the Board of Directors shall be delivered personally to each 5 ATTACHMENT 1 Director or sent to each Director by first-class mail, telephone, including a voice messaging system, telegraph, facsimile or other electronic means of communication. In addition to the notice provided to Directors, written notice of the time and place of special meetings of the Board of Directors shall also be posted in a location that is freely accessible to members of the public at least twenty-four (24) hours prior to the special meeting. The notices provided herein may be given by the Secretary of the Board of Directors or by the Director(s) who called said meeting. Notice shall not be necessary if appropriate waivers, consents or approvals are filed in accordance with Section 7.6 of these Bylaws. Section 7.6 Waiver of Notice. Subject to the provisions of Section 7.1 of these Bylaws, notice of a meeting need not be given to any Director who signs a waiver of notice, or a written consent to holding the meeting or an approval of the minutes of the meeting, whether before or after the meeting, or who attends the meeting without protesting, prior thereto or at its commencement, the lack of notice to such Director. All such waivers, consents and approvals shall be filed with the corporate records and made a part of the minutes of the meeting. Neither the business to be transacted nor the purpose of any regular or special meeting of the Directors, or of a committee of Directors, need be specified in any such waiver, consent or approval. Section 7.7 Quorum. Subject to the provisions of Section 7.1 of these Bylaws, a majority of the authorized number of Directors shall constitute a quorum for the transaction of business. Every act or decision done or made by a majority of the Directors present at a meeting duly held at which a quorum is present shall be the act of the Board of Directors, unless the Articles of Incorporation, these Bylaws, or the Nonprofit Corporation Law specifically requires a greater number. In the absence of a quorum at any meeting of the Board of Directors, a majority of the Directors present may adjourn the meeting as provided in Section 7.8 of these Bylaws. Section 7.8 Adjournment. Subject to the provisions of Section 7.1 of these Bylaws, any meeting of the Board of Directors, whether or not a quorum is present, may be adjourned to another time and place by the vote of a majority of the Directors present. Notice of the time and place of the adjourned meeting need not be given to absent Directors if said time and place are fixed at the meeting adjourned; provided, however, that if the meeting is adjourned for more than twenty- four (24) hours, notice of any adjournment to another time and place shall be given, prior to the time of the adjourned meeting, to the Directors who were not present at the time of the adjournment. Section 7.9 Inspection Rights. Every Director shall have the absolute right at any time to inspect, copy and make extracts of, in person or by agent or attorney, all books, records and documents of every kind and to inspect the physical properties of the Corporation. Section 7.10 Order of Business. At the regular meetings of the Board of Directors, the following shall be the general order of business: 1. Roll Call 2. Presentations 3. Public Comments 4. Approval of Minutes 5. Action Items 6. Reports and Informational Items 7. Matters To and From the Board 8. Adjournment 11 ATTACHMENT 1 Meetings shall be conducted in accordance with established protocol generally known as "Rosenberg's Rules of Order". ARTICLE VIII - BOOKS AND RECORDS Section 8.1 Books and Records. The Corporation shall keep adequate and correct books and records of account and minutes of the proceedings of the Board of Directors and committees of the Board of Directors. Section 8.2 Form of Records. Minutes shall be kept in written form. Other books and records shall be kept either in written form or in any other form capable of being converted into written form. If any record subject to inspection pursuant to the Nonprofit Corporation Law is not maintained in written form, a request for inspection is not complied with unless and until the Corporation, at its expense, makes such record available in written form. Section 8.3 Annual Report. The Board of Directors shall cause an annual report (hereinafter the "Annual Report") to be sent to the Directors not later than one hundred twenty (120) days after the close of the Corporation's fiscal year. The Annual Report shall contain in appropriate detail the following: A. The assets and liabilities, including the trust funds, of the Corporation as of the end of the fiscal year; B. The principal changes in assets and liabilities, including trust funds, during the fiscal year; C. The revenue or receipts of the Corporation, both unrestricted and restricted to particular purposes, during the fiscal year; D. The expenses or disbursements of the Corporation, for both general and restricted purposes, during the fiscal year; and E. Any information required by Section 6322 of the Nonprofit Corporation Law. The Annual Report shall be accompanied by any report thereon of independent accountants or, if there is no such report, the certificate of an authorized officer of the Corporation that such statements were prepared prior to the completion of independent audit from the books and records of the Corporation. ARTICLE IX - GRANTS, DONATIONS, GIFTS, CONTRACTS, LOANS, ETC. Section 9.1 Grants and Contributions. The making of grants and contributions, and otherwise rendering financial assistance to further the purposes of the Corporation, may be authorized by the Board of Directors. The Board of Directors may authorize any officer or officers, agent or agents, in the name of and on behalf of the Corporation, to make any such grants, contributions or assistance. Section 9.2 Execution of Contracts. The Board of Directors may authorize any officer, employee or agent, in the name of and on behalf of the Corporation, to enter into any contract or execute and satisfy any instrument, and any such authority may be general or confined to specific instances, or otherwise limited. Section 9.3 Loans. The Chair of the Board or any other officer, employee or agent authorized by the Board of Directors may effect loans and advances at any time for the Corporation from any bank, trust company or other institutions or from any firm, corporation or individual and for such loans and advances may make, execute and deliver promissory notes, bonds or other certificates or evidences of indebtedness of the Corporation and, when authorized by the Board 7 ATTACHMENT 1 of Directors so to do, may pledge and hypothecate or transfer assets of the Corporation as security for any such loans or advances. Such authority conferred by the Board of Directors may be general or confined to specific instances or otherwise limited. The Board is prohibited from authorizing loans to Board Members, officers, subordinate officers, staff of the Corporation and/or the City of Rohnert Park, and those providing volunteer service to the organization. Section 9.4 Checks, Drafts, Etc. All checks, drafts and other orders for the payment of money out of the funds of the Corporation, and all notes or other evidences of indebtedness of the Corporation, shall be signed on behalf of the Corporation in such manner as shall, from time to time, be determined by resolution of the Board of Directors. Section 9.5 Deposits. The funds of the Corporation not otherwise employed shall be deposited from time to time to the order of the Corporation in such banks, trust companies or other depositories as the Board of Directors may select or as may be selected by an officer, employee or agent of the Corporation to whom such power may from time to time be delegated by the Board of Directors. ARTICLE X - INDEMNIFICATION OF DIRECTORS AND OFFICERS Section 10.1 Indemnification by Corporation. A. For the purposes of this Section 10. 1, "agent" means any person who is or was a Director, officer, employee or other agent of the Corporation, or is or was serving at the request of the Corporation as a Director, officer, employee or agent of another foreign or domestic corporation, partnership, joint venture, trust or other enterprise, or was a Director, officer, employee or agent of a foreign or domestic corporation which was a predecessor corporation of the Corporation or of another enterprise at the request of such predecessor corporation; "proceeding" means any threatened, pending or completed action or proceeding, whether civil, criminal, administrative or investigative; and "expenses" includes, without limitation, attorneys' fees. B. The Corporation shall, to the fullest extent permitted by law, indemnify any person who was or is a party or is threatened to be made a party to any proceeding by reason of the fact that such person is or was an agent of the Corporation, against expenses, judgments, fines, settlements and other amounts actually and reasonably incurred in connection with such proceeding. C. In the event entitlement to indemnification is required by law to be based upon a determination by the Board of Directors that the agent has met the standards of conduct prescribed by law, such body shall meet and shall reach a determination on the issue within a reasonable period of time after request for such body to meet is received by the Corporation from the agent. Section 10.2 Advancing Expenses. The Corporation may advance to each agent the expenses incurred in defending any proceeding referred to in Section 10.1 of these Bylaws prior to the final disposition of such proceeding upon receipt of an undertaking by or on behalf of the agent to repay such amount unless it shall be determined ultimately that the agent is entitled to be indemnified as authorized in Section 10.1 of these Bylaws. Section 10.3 Insurance. The Corporation shall have power to purchase and maintain insurance on behalf of any agent of the Corporation against any liability asserted against or incurred by the agent in such capacity or arising out of the agent's status as such whether or not the Corporation would have the power to indemnify the agent against such liability under the E3 ATTACHMENT 1 provisions of this Section 10.3; provided, however, that the Corporation shall have no power to purchase and maintain such insurance to indemnify any agent of the Corporation for a violation of Section 5233 of the Nonprofit Corporation Law (relating to self-dealing transactions). ARTICLE XI - INVESTMENTS Section 11.1 Standards, Retention of Property. A. In investing, reinvesting, purchasing, acquiring, exchanging, selling and managing the Corporation's investments, other than assets held for use or used directly in carrying out a public or charitable program of the Corporation, the Board of Directors shall avoid speculation, looking instead to the permanent disposition of the funds, considering the probable income as well as the probable safety of the Corporation's capital. B. Unless limited by the Articles of Incorporation, the Corporation may continue to hold property properly acquired or contributed to it if and as long as the Board of Directors, in the exercise of good faith and of reasonable prudence, discretion and intelligence, may consider that retention is in the best interests of the Corporation. No retention of donated assets violates this Section 11. 1, where such retention was required by the donor in the instrument under which the assets were received by the Corporation, except that no such requirement may be effective more than ten (10) years after the death of the donor. C. No investment violates this Section 11.1 by virtue of the investment's speculative character, where the investment conforms to provisions authorizing such investment contained in the instrument or agreement under which the assets were contributed to the Corporation. ARTICLE XII - PURPOSES AND OPERATIONS OF THE CORPORATION Section 12.1 Purposes. The business of the Corporation is to be operated and conducted in the promotion of its objects and purposes as set forth in Article II of its Articles of Incorporation and Article II of the Bylaws. Section 12.2 Dedication of Assets. The income and assets of the Corporation are irrevocably dedicated to charitable purposes and no part of the net income or assets of the organization shall ever inure to the benefit of any Director, officer or member thereof or to the benefit of any private person. Section 12.3 Dissolution. The Corporation may be dissolved by vote of the Directors, or by the action of the Board of Directors in accordance with the provisions of California law. Upon dissolution of the Corporation, and after payment or provision for payment, of all debts and liabilities, the assets of the Corporation shall be distributed to the City of Rohnert Park. If for any reason the City is unable or unwilling to accept the assets of the Corporation, such assets will be distributed to the United States government; to a state or local government for public purposes; or to a nonprofit fund, or corporation which is organized and operated for charitable purposes and which has established its tax-exempt status under Section 501(c)(3) of the Internal Revenue Code of 1986. Section 12.4 Merger. The Corporation may merge with other corporations organized solely for nonprofit purposes, qualified and exempt from Federal taxation pursuant to Section 501(c)(3) of the Internal Revenue Code of 1986 and from State taxation, upon compliance with the provisions of California law relating to merger and consolidation. Section 12.5 Restrictions. No substantial part of the activities of the Corporation shall consist of lobbying, carrying on propaganda, or otherwise attempting to influence legislation, and the E] ATTACHMENT 1 Corporation shall not participate in, or intervene in (including the publishing or distribution of statements) any political campaign on behalf of any candidate for public office. ARTICLE XIII - SEAL AND FISCAL YEAR Section 13.1 Seal. The Board of Directors may adopt a corporate seal which shall be in the form of a circle and shall bear the full name of the Corporation and the year and state of its incorporation. Section 13.2 Fiscal Year. The fiscal year of the Corporation shall be determined, and may be changed, by resolution of the Board of Directors. ARTICLE XIV - EXEMPT ACTIVITIES Notwithstanding any other provision of these Bylaws, no Director, officer, employee or agent of the Corporation shall take any action or carry on any activity by or on behalf of the Corporation not permitted to be carried on by an organization exempt from Federal income tax under Section 501(c)(3) of the Internal Revenue Code. ARTICLE XV - AMENDMENTS New Bylaws may be adopted or these Bylaws may be amended or repealed by the affirmative vote of a majority of the full Board of Directors, except as otherwise provided by law or by the Articles of Incorporation. 14 10 ATTACHMENT 2 BYLAWS OF THE CITY OF ROHNERT PARK FOUNDATION A California Non Profit Public Benefit Corporation Amended and Adopted duly -February ,34, 20126 BYLAWS OF THE CITY OF ROHNERT PARK FOUNDATION TABLE OF CONTENTS Page ARTICLE I -NAME AND OFFICES......................................................................... 1 ARTICLE II -OBJECTIVES AND PURPOSE................................................................ 1 ARTICLE III -DIRECTORS.................................................................................... 2 ARTICLE IV -COMMITTEES.................................................................................. 32 ARTICLE V -MEMBERS........................................................................................ 3 ARTICLE VI -OFFICERS....................................................................................... 3 ARTICLE VII -MEETINGS...................................................................................... 5 ARTICLE VIII -BOOKS AND RECORDS................................................................... 7 ARTICLE IX -GRANTS, DONATIONS, GIFTS, CONTRACTS, LOANS, ETC .................... €7 ARTICLE X -INDEMNIFICATION OF DIRECTORS AND OFFICERS .............................. 9 ARTICLE XI -INVESTMENTS................................................................................. 109 ARTICLE XII -PURPOSES AND OPERATIONS OF THE CORPORATION ...................... 940 ARTICLE XIII -SEAL AND FISCAL YEAR.................................................................. 10 ARTICLE XIV -EXEMPT ACTIVITIES........................................................................ 10 ARTICLE XV -AMENDMENTS................................................................................ 10? BYLAWS OF THE CITY OF ROHNERT PARK FOUNDATION ARTICLE I -NAME AND OFFICES Section 1.1 Name. The official name of the corporation shall be the "City of Rohnert Park Foundation" (hereinafter referred to as the "Corporation"). Section 1.2 Principal Office. The business office of the Corporation shall be at 130 Avram Formatted: Underline Avenue, Rohnert Park, California 94928, or at such other place as may be designated by the Board of Directors. The Board of Directors shall have the power and authority to change said principal office from one location to another, within the City of Rohnert Park (hereinafter, the "Cit "), by metien majority vote at an open meeting. Any such change of address will be noted by the Secretary in these Bylaws. The fixing or changing of such address shall not be deemed an amendment to these Bylaws Section 1.3 Other Offices. Branch or subordinate offices may be established by the Board of Directors at any time and at any place or places. ARTICLE II -OBJECTIVES AND PURPOSE The Corporation has been formed under California Corporations Code Section 5000 et seq. ("Nonprofit Corporation Law") for charitable purposes to benefit the community at large, and not for the private gain of any person or group of persons. No substantial part of the activities of the Corporation shall consist of political activities or attempting to influence legislation, and the Corporation shall not participate or intervene in any political campaign on behalf of (or in opposition to) any candidate for public office. The GerpeFatinn Shan nn+ GXG8n++n an of+he rhari+ohle n s desrurih-ed in its AFti Glo of lnnnrnnro+:nn The specific purpose of the Corporation is to raise and manage funds in connection with t#e developmeRt of civic purposes and projects, which may include, but are not limited to: 1. Civic Purposes: Focusina resources on and Drovidina fundina to areas of need. in the Community of Rohnert Park (hereinafter "Gi+„'`which enhance existing and new partnerships with community members, nonprofits, foundations, public agencies and similar entities. 2. Civic Projects: Focusing resources on and providing funding to protects which sustain or enhance the community of Rohnert Park, .w ice,, c�includein�c but is -not limited to, facilities, ceremonies, festivals, anniversaries, tournaments or other facilities or events advancing the spirit of community and open and accessible to all members of the public. The Corporation is irrevocably dedicated to charitable purposes and no part of the income or assets of this corporation shall inure to the benefit of any Ddirector, officer or member thereof or to the benefit of any private person or group. Formatted: Underline Formatted: Font: (Default) Arial Formatted: List Paragraph, Numbered + Level: 1 + Numbering Style: 1, 2, 3, ... + Start at: 1 + Alignment: Left + Aligned at: 0.25" + Indent at: 0.5" Formatted: Font: (Default) Arial Formatted: Font: (Default) Arial Formatted: Font: (Default) Arial Formatted: Font: (Default) Arial While persons making contributions or donations to the Corporation cannot specify the constructive use of the money, consistent with Internal Revenue Service regulations, they can indicate the general mese ectype of civic projects and/or purpose for which their contribution is intended, and be assured it will only be used for that general project and/or purpose and not be comingled with other funds of the Corporation4y. At the request of the ,toner the Gentrib iter! funds Pan either be used fn -.r Gity faGility GGRStFUGtiGR er eperatiGR, er for plaMiRg and P61ttiRg OR Nme ARTICLE III -DIRECTORS Section 3.1 Powers. Subject to the limitations stated in the Articles of Incorporation, these Bylaws, and the Nonprofit Corporation Law, and subject to the duties of dDirectors as prescribed by the Nonprofit Corporation Law, all corporate powers shall be exercised by or under the direction of, and the business and affairs of the Corporation shall be managed by, the Board of Directors. The individual dDirectors shall act only as members of the Board of Directors, and individually shall have no power to act alone. Section 3.2 Number of Directors. The Corporation shall have a-n*nimum-e#-five (5) and net more than seven47Directors. Directors are collectively to be known as the Board of Directors. These nurnbers may be GhaRged by a duly adepted aMeRdMent te these Bylaws. Section 3.3 Selection, Tenure of Office, and Vacancies. The City of Rohnert Park City Council shall seleGt MG (2) of its members to serve eras the Board of Directors. The sitting Council shall comprise the entirety of the Board of Directors. Whenever a change in sitting members of the City Council occurs, such changes shall be made to the Board of Directors in similar fashion. These Members shall se.pie A_.n the -Reard- unfil the GGRGIUSSOGR ef their Gity CGunrGil terms un they FGGigR eFare rerneved- from riff, GG inril OF nless they r areremeved in andteFms, or their F8GigRati()R GF MMA -Val. In the City the City Clerk of the City of Rehnert Dart Galifernia shall ah n CityCity -Serve n the Beard of and shall he ane rern-ain -A Member ef the -Reard- of DiFeGtGFS fer Se leng as he er 'she rern.aRs M sur --A PGGitiGR WithiR the City. Two ad-d-itie-Ral -Rn-a;;Fd member positieRs may be added er d-eleted- at the disp-retieR A -f the Beard, by a majerity vote, and- sur_,h seats shall be 'resenied fe Gity ef Rehnert Park residents and/er Gity of Rehnert Park b i (i.e., "GOMMURity term Section 3.4 Compensation. Directors shall serve without compensation, but each Director may be reimbursed his or her actual and necessary expenses, including travel incident to his or her services as Director, subject to any rules that may be imposed upon the adoption of a reimbursement policy by the Board of Directors, and only where there are unencumbered funds available for such purpose. Any dDirector may decline such reimbursement. Section 3.5 Restriction on Interested Directors. Not more than forty-nine percent (49%) of the persons serving on the Board at any time may be interested persons. For the purpose of this Section 3.5, an "interested person" means and includes: (a) any person compensated by the Corporation for services rendered to it other than those performed as a Director within the previous twelve (12) months, whether as a full-time or part- time employee, independent contractor, or otherwise; (b) any shareholder, employee or officer of any corporation, or partner or employee of any partnership, which has rendered compensated services to the Corporation within the previous twelve (12) months; and (c) any brother, sister, ancestor, descendant, spouse, brother-in-law, sister-in-law, mother- in-law, or father-in-law of any person described in (a) or (b) hereof. Any violation of the provisions of this paragraph shall not, however, affect the validity or enforceability of any transaction entered into by the Corporation. Section 3.6 Nonliability for Debts. The private property of the Directors and/or officers shall be exempt from execution or other liability for any debts, liabilities or obligations of the Corporation, and no Director and/or officer shall be liable or responsible for any debts, liabilities or obligations of the Corporation. ARTICLE IV -COMMITTEES Section 4.1 Committees of the Board of Directors. Subject to the provisions of Section 7.1 of these Bylaws, the Board of Directors may, by resolution adopted by a majority of the dDirectors then in office (provided a quorum is present), create committees, consisting of two (2) erre ElDirectors. Such committees shall have such power and authority as may be determined by the Board of Directors, subject to the limitations imposed on such power and authority by the Nonprofit Corporation Law or the Articles. Section 4.2 Minutes and Reports. Each committee of the Board of Directors shall keep regular minutes of its proceedings, which, shall be filed with the Secretary. All action by any committee Formatted: No underline shall be reported to the Board of Directors at the next meeting thereof, and, insofar as rights of third parties shall not be affected thereby, shall be subject to revision and alteration by the Board of Directors. Section 4.3 Meetings. Subject to Section 7.1 of these Bylaws, except as otherwise provided in these Bylaws or by resolution of the Board of Directors, Committee meetings will be scheduled at times which allow for each member to attend. Each member should make an effort to accommodate the committee meeting schedule. The schedule of committee meetings will be promptly communicated to each committee member. ^^" ^e.mmittee of the heard of D re^+er^ meetiRgs and the GE)RduGt of its pFE)Geed'Rgs and shall meet as provided by SUGh rules, and4t oh -,n aloe meet o+ the Gall ^f orw member of the ^ mittee Unless otherwise provided by such rules or by resolution of the Board of Directors, committee meetings shall be governed by Article VII of these Bylaws. Section 4.4 Term of Office of Members of Committees of the Board of Directors. Each committee member shall serve at the pleasure of the Board of Directors but not to exceed such m rnher's term e a n:re^+er Section 4.5 Advisory Committees. Notwithstanding Sections 4.1 through 4.4 of these Bylaws, nothing in these Bylaws prevents the Board of Directors from establishing by resolution advisory committees to assist the Board. The purpose, number and size of these committees, committee member qualifications, and duration of member terms shall be detailed in the establishing resolution(s). Advisory committees shall have no corporate powers, but rather shall present recommendations to the Board of Directors for approval, in a manner directed by the Board. ARTICLE V -MEMBERS The Corporation shall have no "members" as that term is defined by California Corporations Code Section 5056 and shall be governed solely by its Board of Directors in accordance with these Bylaws. Pursuant to California Corporations Code Section 5310, any action which would otherwise require approval by a majority of all such members, shall instead require the approval by a majority of a quorum of the Board of Directors. ARTICLE VI -OFFICERS Section 6.1 Officers. The officers of the Corporation shall be a Chair of the Board, Vice -Chair of Formatted: Not Strikethrough the Board, Executive Director, Assistant Executive Director, Treasurer, Secretary, and such other officers as the Board of Directors may appoint. Other subordinate officers as may be appointed in accordance with the provisions of Section 6.3 of this Article. One (1) person may hold two (2) or more offices; provided, hewover, that neither the SeGFetaFyn r the Treasure May 68FVO Onfly aS the Chair of thn Qnnr.d of r1:r.y_t@rc; Section 6.2 Appointment of Officers. The Chair and Vice -Chair of the Board shall be the City of Rohnert Park Mayor and Vice -Mayor, respectively. City r,,URG11 Members ea h „fF, or opo +oma, by a majority vete ef the The Treasurer shall be the City of Rohnert Park Director of Finance; the Secretary shall be the City of Rohnert Park City Clerk; and -the Executive Director shall be the Rohnert Park City Manager; and the Assistant Executive Director shall be the Rohnert Park Assistant City Manager. Section 6.3 Subordinate Officers. The Board of Directors may appoint such other subordinate officers as the business of the Corporation may require, each of whom shall hold office for such period, have such authority and perform such duties as are required in these Bylaws or as the Board of Directors may from time to time determine. Section 6.4 Chair. The Chair shall preside at all meetings of the Board of Directors, and shall submit such information and recommendations to the Board of Directors as he or she may consider proper concerning the business, policies and affairs of the Corporation. Except as otherwise authorized by resolution of the Board of Directors, the Chair or the Chair's designee shall be authorized to sign all contracts, notes, conveyances, and other papers, documents and instruments in writing in the name of the, Corporation. Formatted: Not Strikethrough Section 6.5 Vice -Chair. The Vice -Chair shall perform the duties of the Chair in the absence or incapacity of the Chair. In case of the resignation, removal or death of the Chair, the Vice -Chair shall perform such duties as are imposed on the Chair, until such time as the members of the City Council appoint another City Council MAMember as Mayor, thereby causing the office of Chair to be filled as provided for in Section 3.3 hereof.+^ sono en the Beard and the Reard Section 6.6 Treasurer. The Treasurer shall keep and maintain, or cause to be kept and maintained, adequate and correct books and records of account in written form or any other form capable of being converted into written form. The Treasurer shall deposit all monies and other valuables in the name and to the credit of the Corporation with such depositaries or depositories as may be designated by the Board of Directors. The Treasurer shall reimburse all funds of the Corporation as may be ordered by the Board of Directors, shall render to the Chair and Board of Directors whenever they request an account of all of the Treasurer's transactions as the Treasurer, and of the financial condition of the Corporation, and shall have such other powers and perform such other duties as may be prescribed by the Board of Directors or by these Bylaws. Section 6.7 Secretary. The Secretary shall keep, or cause to be kept, a book of minutes in written form of the proceedings of the Board of Directors and committees of the Board of Directors. Such minutes shall include all waivers of notice, consents to the holding of meetings or approvals of the minutes of meetings executed pursuant to these Bylaws or the Nonprofit Corporation Law. The Secretary shall give, or cause to be given, notice of all meetings of the Board of Directors required by these Bylaws or by law to be given, and shall cause the seal of the Corporation to be kept in safe custody, and shall have such other powers and perform such other duties as may be prescribed by the Board of Directors or these Bylaws. Section 6.8 Executive Director. The Executive Director shall be responsible for the day-to-day administration of the Corporation, including the right to employ and discharge all subordinate officers, employees and agents of the Corporation and shall have the authorization to sign all contracts, notes, conveyances, and other papers, documents and instruments in writing in the name of the Corporation, except where such matters are prescribed in the Bylaws or by the Board of Directors and shall have such other powers and perform such other duties as may be prescribed by the Board of Directors or by these Bylaws. Section 6.9 Assistant Executive Director. The Assistant Executive Director shall be responsible to assist the Executive Director in managing the day-to-day operations of the Corporation and oversee projects and programs as assigned by the Executive Director. The Assistant Executive Director shall undertake the duties and responsibilities of the Executive Director in the event of absence, incapacity, or resignation of the Executive Director, until such time that a new Executive Director is appointed. Section 6.910 -Authority to Bind.- Corporation. No member, officer, agent or employee of the Formatted: underline Corporation, without prior specific or general authority by a vote of the Board of Directors, shall have any power or authority to bind the Corporation by a contract, to pledge its credit, or to render it liable for any purpose in any amount. Section 6.191 Resignation. A Board City Council Mn4ember or effieere oyee resigning from his or her position with the City of Rohnert Park shall give written notice to the Corporation of his or her concurrent resignation from the Board of Directors or position as an officer of the Corporation, subject to the rights, if any, of the Corporation under any contract to which the Director or officer is a party. Any such resignation shall take effect at the date of the receipt of such notice or at any later time specified therein; and, unless otherwise specified therein, the acceptance of such resignation shall not be necessary to make it effective. the RAArd Of DiFeGtOFS, GF by the Beard of Direr.tero regular appeintrneRtS tO S ARTICLE VII -MEETINGS Section 7.1 -Ralph M. Brown Act. All meetings of the Board of Directors, including, without limitation, regular, adjourned regular, special, and adjourned special meetings shall be called, noticed, held and conducted in accordance with the provisions of the Ralph M. Brown Act (commencing with Section 54950 of the California Government Code), or any successor legislation hereinafter enacted (the "Brown Act'). Nothing contained in these Bylaws shall be construed to prevent the Board of Directors from holding closed sessions during a regular or special meeting concerning any matter permitted by law to be considered in a closed session. Section 7.2 Regular Meetings. Subject to the provisions of Section 7.1 of these Bylaws, regular meetings shall be held at the business office of the Corporation at the City of Rohnert Park City Hall or at such other place as the Chair may designate. Meetings shall be held, on dates and at a -times set by a meeting schedule established^-�foxed -by resolution of the Board of Directors. At a minimum, the Board of Directors shall meet on the second Tuesday of January each year to recognize the change in office of Chair and Vice Chair, in accordance with the new Mayor and Vice Mayor of the Rohnert Park City Council taking office. A Feg Jar quarterly .. eeting SGhedule shall be established tG FA88t GR 19USiReSS matters before the 99aFd ef PdreGter-s an legal holiday, theR the meetiRg shall be he'd At the same time and plaGe eR the n.pxt flay which is Ret a legal helida„. At least seventy-two (72) hours before a regular meeting, an agenda containing a brief general description of each item of business to be transacted or discussed shall be posted at a location freely accessible to members of the public. The agenda shall specify the time and location of the regular meeting. No action shall be taken on any item not appearing on the posted agenda except as permitted by law. In the event that the Chair shall determine that there is no business required to be transacted by the Board of Directors at any such regular meeting, such regular meeting shall not be required to be held. Section 7.3 Calling Meetings. Subject to the provisions of Section 7.1 of these Bylaws, meetings of the Board of Directors (other than regular meetings held pursuant to Section 7.1 and/or Section 7.2 of these Bylaws) shall be held whenever called by the Chair for Vice -Chair in the absence of the Chair) oef the Board of Directors, or any two (2) Directors of the Corporation. Section 7.4 Place of Meetings. Subject to the provisions of Section 7.1 of these Bylaws, meetings of the Board of Directors shall be held at any place within the sState of California which may be designated in the notice of the meeting, or, if not stated in the notice, or if there is no notice, designated by resolution of the Board of Directors. In the absence of such designation, meetings of the Board of Directors shall be held at the principal office of the Corporation. Section 7.5 Special Meetings. Subject to the provisions of Section 7.1 of these Bylaws, a special meeting may be called at any time by the Chair Jor Vice -Chair in the absence of the Chair) or upon the request of two (2) of the Directors of the Corporation. Written notice of the time and place of special meetings of the Board of Directors shall be delivered personally to each Director or sent to each Director by first-class mail, telephone, including a voice messaging system, telegraph, facsimile or other electronic means of communication. In ^^fi at least f^rh, eight (48) hours prier to the time of the hGIdiRg of the M etiRg. In addition to the written notice provided to Directors, written notice of the time and place of special meetings of the Board of Directors shall also be posted in a location that is freely accessible to members of the public at least twenty-four (24) hours prior to the special meeting. The notices provided herein may be given by the Secretary of the Board of Directors or by the Director(s) who called said meeting. Notice shall not be necessary if appropriate waivers, consents or approvals are filed in accordance with Section 7.6 of these Bylaws. Section 7.6 -Waiver of Notice. Subject to the provisions of Section 7.1 of these Bylaws, notice of a meeting need not be given to any Director who signs a waiver of notice, or a written consent to holding the meeting or an approval of the minutes of the meeting, whether before or after the meeting, or who attends the meeting without protesting, prior thereto or at its commencement, the lack of notice to such Director. All such waivers, consents and approvals shall be filed with the corporate records Grand made a part of the minutes of the meeting. Neither the business to be transacted nor the purpose of any regular or special meeting of the Directors, or of a committee of Directors, need be specified in any such waiver, consent or approval. Section 7.7 Quorum. Subject to the provisions of Section 7.1 of these Bylaws, a majority of the authorized number of Directors shall constitute a quorum for the transaction of business. Every act or decision done or made by a majority of the Directors present at a meeting duly held at which a quorum is present shall be the act of the Board of Directors, unless the Articles of Incorporation, these Bylaws, or the Nonprofit Corporation Law specifically requires a greater number. In the absence of a quorum at any meeting of the Board of Directors, a majority of the Directors present may adjourn the meeting as provided in Section 7.8 of these Bylaws. -A Section 7.8 Adjournment. Subject to the provisions of Section 7.1 of these Bylaws, any meeting of the Board of Directors, whether or not a quorum is present, may be adjourned to another time and place by the vote of a majority of the dDirectors present. Notice of the time and place of the adjourned meeting need not be given to absent Directors if said time and place are fixed at the meeting adjourned; provided, however, that if the meeting is adjourned for more than twenty- four (24) hours, notice of any adjournment to another time and place shall be given, prior to the time of the adjourned meeting, to the Directors who were not present at the time of the adjournment. Section 7.9 Inspection Rights, Every Director shall have the absolute right at any time to Formatted: N, underline inspect, copy and make extracts of, in person or by agent or attorney, all books, records and documents of every kind and to inspect the physical properties of the Corporation. Section 7.10 Order of Business. At the regular meetings of the Board of Directors, the following shall be the general order of business: 1. Rall -Call —2 D-,hl'n Gern meRts 3 Annreyal of Minutes 6 A.ntinnrItem it Infnrmigfinnnl Ifnmcc G RepeFts 8 Adjournment 1. Roll Call 2. Presentations 3. Public Comments 4. Approval of Minutes 5. Action Items 6. Reports and Informational Items 7. Matters To and From the Board 8. Adjournment Meetings shall be conducted in accordance with established protocol generally known as "RobertsRosenberg's Rules of Order". ARTICLE VIII --BOOKS AND RECORDS Section 8.1 Books and Records. The Corporation shall keep adequate and correct books and records of account and minutes of the proceedings of the Board of Directors and committees of the Board of Directors. Section 8.2 Form of Records. Minutes shall be kept in written form. Other books and records shall be kept either in written form or in any other form capable of being converted into written form. If any record subject to inspection pursuant to the Nonprofit Corporation Law is not maintained in written form, a request for inspection is not complied with unless and until the Corporation, at its expense, makes such record available in written form. Section 8.3 Annual Report. The Board of Directors shall cause an annual report (hereinafter the "Annual Report") to be sent to the Directors not later than one hundred twenty (120) days after the close of the Corporation's fiscal year. The Annual Report shall contain in appropriate detail the following: A. The assets and liabilities, including the trust funds, of the Corporation as of the end of the fiscal year; B. The principal changes in assets and liabilities, including trust funds, during the fiscal year; C. The revenue or receipts of the Corporation, both unrestricted and restricted to particular purposes, during the fiscal year; D. The expenses or disbursements of the Corporation, for both general and restricted purposes, during the fiscal year; and E. Any information required by Section 6322 of the Nonprofit Corporation Law. The Annual Report shall be accompanied by any report thereon of independent accountants or, if there is no such report, the certificate of an authorized officer of the Corporation that such statements were prepared prior to the completion of independent audit from the books and records of the Corporation. ARTICLE IX - GRANTS, DONATIONS, GIFTS, CONTRACTS, LOANS, ETC. Section 9.21 Grants and Contributions. The making of grants and contributions, and otherwise rendering financial assistance to further the purposes of the Corporation, may be authorized by the Board of Directors. The Board of Directors may authorize any officer or officers, agent or agents, in the name of and on behalf of the Corporation, to make any such grants, contributions or assistance. The rnrperatien Rnnrd of Aire Gt()rc shall prepare Rd n! Gpt a eliGy n f; .A.n iaiassEstaFlGe. Section 9.32 Execution of Contracts. The Board of Directors may authorize any officer, employee or agent, in the name of and on behalf of the Corporation, to enter into any contract or execute and satisfy any instrument, and any such authority may be general or confined to specific instances, or otherwise limited. Section 9.43 Loans. The Chair of the Board or any other officer, employee or agent authorized by the Board of Directors may effect loans and advances at any time for the Corporation from any bank, trust company or other institutions or from any firm, corporation or individual and for such loans and advances may make, execute and deliver promissory notes, bonds or other certificates or evidences of indebtedness of the Corporation and, when authorized by the Board of Directors so to do, may pledge and hypothecate or transfer assets of the Corporation as security for any such loans or advances. Such authority conferred by the Board of Directors may be general or confined to specific instances or otherwise limited. prier to effeGtinn any Gh leans The Board is prohibited from authorizing loans to Board nWembers, officers, subordinate officers, staff of the GCorporation and/or the City of Rohnert Park, and those providing volunteer service to the organization. Section 9.54 Checks, Drafts, Etc. All checks, drafts and other orders for the payment of money out of the funds of the Corporation, and all notes or other evidences of indebtedness of the Corporation, shall be signed on behalf of the Corporation in such manner as shall, from time to time, be determined by resolution of the Board of Directors. Section 9. 5 Deposits. The funds of the Corporation not otherwise Formatted: Underline employed shall be deposited from time to time to the order of the Corporation in such banks, Formatted: Underline trust companies or other depositories as the Board of Directors may select or as may be Formatted: underline selected by an officer, employee or agent of the Corporation to whom such power may from time to time be delegated by the Board of Directors. /_1:749 INRWdI►1021�,IZII;J a_A0ML Eel a111N*0to] *V_1ill UX01MIIN=1ZK Section 10.1 Indemnification bV Corporation. A. For the purposes of this Section 10. 1, "agent" means any person who is or was a dDirector, officer, employee or other agent of the Corporation, or is or was serving at the request of the Corporation as a dDirector, officer, employee or agent of another foreign or domestic corporation, partnership, joint venture, trust or other enterprise, or was a dDirector, officer, employee or agent of a foreign or domestic corporation which was a predecessor corporation of the Corporation or of another enterprise at the request of such predecessor corporation; "proceeding" means any threatened, pending or completed action or proceeding, whether civil, criminal, administrative or investigative; and "expenses" includes, without limitation, attorneys' fees. B. The Corporation shall, to the fullest extent permitted by law, indemnify any person who was or is a party or is threatened to be made a party to any proceeding by reason of the fact that such person is or was an agent of the Corporation, against expenses, judgments, fines, settlements and other amounts actually and reasonably incurred in connection with such proceeding. C. In the event entitlement to indemnification is required by law to be based upon a determination by the Board of Directors that the agent has met the standards of conduct prescribed by law, such body shall meet and shall reach a determination on the issue within a reasonable period of time after request for such body to meet is received by the Corporation from the agent. Section 10.2 Advancing Expenses. The Corporation may advance to each agent the expenses incurred in defending any proceeding referred to in Section 10.1 of these Bylaws prior to the final disposition of such proceeding upon receipt of an undertaking by or on behalf of the agent to repay such amount unless it shall be determined ultimately that the agent is entitled to be indemnified as authorized in Section 10.1 of these Bylaws. Section 10.3 Insurance. The Corporation shall have power to purchase and maintain insurance on behalf of any agent of the Corporation against any liability asserted against or incurred by the agent in such capacity or arising out of the agent's status as such whether or not the Corporation would have the power to indemnify the agent against such liability under the provisions of this Section 10.3; provided, however, that the Corporation shall have no power to purchase and maintain such insurance to indemnify any agent of the Corporation for a violation of Section 5233 of the Nonprofit Corporation Law (relating to self-dealing transactions). ►_1:49IN4= �el►►v261ra,Iaki11K Section 11.1 Standards, Retention of Property. A. In investing, reinvesting, purchasing, acquiring, exchanging, selling and managing the Corporation's investments, other than assets held for use or used directly in carrying out a public or charitable program of the Corporation, the Board of Directors shall avoid speculation, looking instead to the permanent disposition of the funds, considering the probable income as well as the probable safety of the Corporation's capital. B. Unless limited by the Articles of Incorporation, the Corporation may continue to hold property properly acquired or contributed to it if and as long as the Board of Directors, in the exercise of good faith and of reasonable prudence, discretion and intelligence, may consider that retention is in the best interests of the Corporation. No retention of donated assets violates this Section 10 11.1, where such retention was required by the donor in the instrument under which the assets were received by the Corporation, except that no such requirement may be effective more than ten (10) years after the death of the donor. C. No investment violates this Section 11.1 by virtue of the investment's speculative character, where the investment conforms to provisions authorizing such investment contained in the instrument or agreement under which the assets were contributed to the Corporation. /_1A9IN4= 11O:01:710by*1_1►UZd:J4:L1111*1►Rie]a9.I:me]N**1dIC Section 12.1 Purposes. The business of the Corporation is to be operated and conducted in the promotion of its objects and purposes as set forth in Article II of its Articles of Incorporation and Article 11 of the BVIaws. Section 12.2 Dedication of Assets. The income and assets of the Corporation are irrevocably dedicated to charitable purposes and no part of the net income or assets of the organization shall ever inure to the benefit of any Director, 9officer or member thereof or to the benefit of any private person. Section 12.3 Dissolution. The Corporation may be dissolved by vote of the Directors, or by the action of the Board of Directors in accordance with the provisions of California law. Upon dissolution of the Corporation, and after payment or provision for payment, of all debts and liabilities, the assets of the Corporation shall be distributed to the City of Rohnert Park. If for any reason the City is unable or unwilling to accept the assets of the Corporation, such assets will be distributed to the United States government; to a state or local government for public purposes; or to a nonprofit fund, or corporation which is organized and operated for charitable purposes and which has established its tax-exempt status under Section 501(c)(3) of the Internal Revenue Code of 1986. Section 12.4 Merger. The Corporation may merge with other corporations organized solely for nonprofit purposes, qualified and exempt from Federal taxation pursuant to Section 501(c)(3) of the Internal Revenue Code of 1986 and from State taxation, upon compliance with the provisions of California law relating to merger and consolidation. Section 12.5 Restrictions. No substantial part of the activities of the Corporation shall consist of lobbying, carrying on propaganda, or otherwise attempting to influence legislation, and the Corporation shall not participate in, or intervene in (including the publishing or distribution of statements) any political campaign on behalf of any candidate for public office. ARTICLE XIII --SEAL AND FISCAL YEAR Section 13.1 Seal. The Board of Directors may adopt a corporate seal which shall be in the form of a circle and shall bear the full name of the Corporation and the year and state of its incorporation. Section 13.2 Fiscal Year. The fiscal year of the Corporation shall be determined, and may be changed, by resolution of the Board of Directors. ARTICLE XIV --EXEMPT ACTIVITIES Notwithstanding any other provision of these Bylaws, no Director, officer, employee or agent of the Corporation shall take any action or carry on any activity by or on behalf of the Corporation 11 not permitted to be carried on by an organization exempt from Federal income tax under Section 501(c)(3) of the Internal Revenue Code. ARTICLE XV --AMENDMENTS New Bylaws may be adopted or these Bylaws may be amended or repealed by the affirmative vote of a majority of the full Board of Directors er by the written r-'e-ns-ent there -f, except as otherwise provided by law or by the Articles of Incorporation. Notwithstanding the 4*8g, iRg arnendment ef these Bylaws shall require the jerity of the authe-Fized- Rurnbe n•, *n 12 ATTACHMENT 3 CERTIFICATE OF AMENDMENT OF ARTICLES OF INCORPORATION The undersigned certify that: 1. They are the executive director and the secretary, respectively, of the City of Rohnert Park Foundation, a California corporation 2. Article II(B) of the Articles of Incorporation of this corporation is amended to read as follows: "The specific purpose of this corporation is to raise and manage funds in connection with civic purposes and projects." 3. The foregoing amendment of Articles of Incorporation has been duly approved by the board of directors. 4. The corporation has no members. We further declare under penalty of perjury under the laws of the State of California that the matters set forth in this certificate are true and correct of our own knowledge. Date: Darrin Jenkins, Executive Director JoAnne Buergler, Secretary Rohnert Park Foundation Bylaw and Articles of Incorporation Amendment Review 19 vot,NERT P4 `L�`1LIFOR'S 1-�� 62 Background Formed in 2008 Current Bylaws adopted 2012 Board membership designed to allow fast response times Exempt Status in 2013 Purpose of existing board composition met Proposed Amendments Staff recommending amendments to Bylaws and Articles of Incorporation Articles amendment expands the stated purpose of the Foundation Includes community programs as well as projects for the City Bylaw Amendments Overview Board representation Flexibility regarding meetings Streamlining Bylaws Expanded purpose Clarification of staff -level officers Next Steps Receive Council comment and recommendations Present to Foundation Board of Directors Once adopted, bylaws effective Articles reviewed by Secretary of State ,Q.}I N E R.T PA, �L 19 62 CA Lt60RS ITEM NO. 10 Mission Statement "We Care for Our Residents by Working Together to Build a Better Communityfor Today and Tomorrow." CITY OF ROHNERT PARK CITY COUNCIL AGENDA REPORT Meeting Date: February 9, 2016 Department: Administration Submitted By: Darrin Jenkins, City Manager Agenda Title: General Fund 10 -Year Financial Forecast Update RECOMMENDED ACTION: Staff recommends that the City Council receive and discuss a report of the City's projected financial condition as staff prepares the proposed budget for Fiscal Year 2016-17. BACKGROUND: The City's Strategic Plan calls for the City to conduct financial analysis to prepare a long-term revenue and expenditure forecast. In 2013, staff engaged Management Partnersa city management consulting firm with extensive experience in financial forecasting—to prepare a 10 - year forecast of general fund revenue and expenditures. The 10 -year horizon was used to ensure true long-term impacts were analyzed. The 10 -year Forecast was shared with the City Council in January 2014 and then updated and shared again in June 2014 along with the FY 14-15 budget. An update was provided again in April 2015. This update is intended to capture the updated assumptions, Ca1PERS changes to retirement contribution requirements, and the FY 15-16 budget. This update of the Forecast incorporates a "dashboard" where users can change assumptions and see results in real-time. This is useful for testing scenarios and assumptions. In addition, the forecast was greatly simplified and streamlined enabling staff to update the model and eliminating the need to bring in a consultant for updates. ANALYSIS: Forecast Assumptions To generate a forecast, assumptions must be made. The assumptions are a starting point and may be modified as more data becomes available or decisions are made that provide more clarity. The current assumptions are shown on Attachment 3: Assumptions. The financial forecast includes the following assumptions: • Revenue growth averaging around 2% per year. • A mild economic contraction/recession affecting revenue in calendar years 2018 & 2019. ITEM NO. 10 • Salary adjustments per existing labor agreements: 3% on-going and pensionable salary increase in FY 16-17. Thereafter, payroll growth of 2% per year is used for forecasting purposes. i • Annual non -PERS benefit cost growth of 2.8% is generally used for forecasting purposes. As can be seen in the benefit attachment, the first year benefit increase is 7.3% due to dramatically increased workers compensation costs. This includes a special increased assessment that REMIF imposed due to its negative net financial position in workers compensation. • 2% annual increase in City's other operating costs. • Retiree medical trust fund withdrawals in the later years of the forecast .2 • Ca1PERS rate increases through FY 21-22 as published in valuation reports. • Casino mitigation contributions and expenditures are included in the model to the extent mitigation funds offset personnel and other operating costs. Capital projects and repayment of lost revenue are not included in this operating forecast model. • NEW — the forecast now includes an assumption about underspending our budget for salaries and benefits. Over each of the last several years, the City realized salary savings due to vacancies or conservative budgeting. The model now accounts for this underspending compared to budget.3 Financial Improvements Retiree Medical: Since the last forecast, staff changed the City's contribution toward retiree medical obligations. The City and its bargaining units significantly reformed the retiree medical benefit for existing employees during 2014 labor negotiations. These changes reduced the City's long-term retiree medical liabilities. Also, the City has made some progress toward partially prefunding some of its obligations. Staff is recommending additional contributions to the retiree medical trust fund to further reduce long-term liabilities. To quantify the positive impacts of these actions, the City's actuary performed a valuation of the City's retiree medical benefits as of July 1, 2015. This updated information was used to inform the 10 -year Forecast. Debt Reduction: Staff found opportunities to use available funds to reduce the City's debts in 2015. The 10 -Year Forecast was updated to reflect those debt reductions. Results Charts of the Annual Net Cash Flow and General Fund Ending Balance are shown on Attachment 1: Charts. Detailed numbers are shown on Attachment 2: Tables. The financial forecast indicates a severe imbalance between revenues (resources) and expenditures (needs). The total annual deficit climbs to $3.0 million in FY 25-26. This compares favorably to last April's forecast of a $4.6 million deficit in FY 21-22. The forecast shows the City's General Fund balance falling below minimum reserve levels in 2020. If nothing changes, the model 1 Prior forecasts showed zero increase in compensation for 10 years. Due to the unlikeliness of this scenario, the updated model uses 2% per year. This assumes transferring $5.5 million over two years to the OPEB trust fund. This is an unconservative assumption and could result in under predicting costs in the future. 2 ITEM NO. 10 shows a negative fund balance in 2022. The City will need to take steps to cut costs or increase revenue before that point. While the City's budget is balanced today, any economic downturn will result in expenses far exceeding costs. The forecast indicates the City cannot afford the changes in costs assumed in the forecast without implementing other cost reduction measures. Achieving fiscal sustainability will require increases in revenues and decreases in expenditures. Next Steps Budget: Staff is preparing the FY 16-17 budget. The proposed budget will be presented in April. The proposed budget can then be incorporated into the 10 -Year Forecast. Development: One area that may become more significant over the next decade is construction of new homes in Rohnert Park. Following prudent and conservative financial forecasting practices, the current forecast does not include revenue (or costs) of new development because the pace and likelihood of construction are not known. As new development is actually constructed and new revenue streams realized, the forecast will be updated to reflect those changed circumstances. Model Improvements: The forecast model is evolving and continues to improve. There are opportunities for further refinements as the City's experience with forecasting grows. Examples of potential improvements include more extensive research on expense histories, improved understanding of budget conservatism and salary/benefit underspending, better understanding of transfers-in/out and reimbursements from special revenue funds. CONCLUSION: The 10 -Year Forecast is a valuable tool to capture and present the City's long-term financial condition. The situation is serious, with significant deficits projected in the next 10 years. The forecast provides motivation to address problems today to avoid unsatisfactory outcomes in the future. Just as the City has addressed past budget imbalances in recent years, we will address the forecasted imbalances. The goal is to provide greater stability and certainty for our community—including our employees—through prudent planning and financial discipline. Finance Director Approval Date: 2/1/16 City Manager Approval Date: 2/2/16 City Attorney Approval Date: 2/1/16 Attachments (list in packet assembly order): 1. 10 -Year Financial Forecast Charts 2. 10 -Year Financial Forecast Tables 3. 10 -Year Financial Forecast Assumptions 4. 10 -Year Financial Forecast Benefits Attachment 1: Charts CITY OF ROHNERT PARK Pre -budget Review 10 Year Financial Forecast February 2016 4 Financia/ Forecast Dashboard - Rohnert Park Genera/ Fund Inputs - Major Assumptions ($x1,000) 3 Years 4 Years 2026 Fund Balance as a % of 16/17 17/18 18/19 19-22 22-26 Operating Expense Salary $1.5 Non -PERS Benefits 7.3% 2 8% 2 8% 2 8% - 2 8% 00 Retiree Medical Trust $ 200 $ 171 $ 99 _ $ 10 $ (112) Other Expenses Sal/Ben Underspend Additional Needs $0 $0 $0 $0 $0 Reductions $0 $0 $0 $0 $0 New Revenue $200 $300 $500 _ $800 _ Fund Balance Goal is 33% of Operating $800 Expenditures Annual Net Cash Flow (millions) T$:15.(O General Fund Ending Balance (millions) $1.0 Fund Balance Goal $0.5 $0.4 $0.5 $10.0 _ �______ Minimum Reserve $8.3 $8.7 $7.8 $0.0 $5.0 $5.7 $0.5 $1.0 $1.5 $2.0 $2.1 $2.5 $3.0 $3.5 16 $4.0 $2.6 $2.6 -$2.8-$2.9 $2.8-$2.7 $2.8 - $2.9 $3.0 17 18 19 20 21 22 23 24 25 26 $0.0 $5.0 $10.0 $15.0 $20.0 16 17 18 19 20 21 22 23 24 25 26 Attachment 2: Tables CITY OF ROHNERT PARK Pre -budget Review 10 Year Financial Forecast February 2016 City of Rohnert Park Adopted Forecast Forecast Forecast Forecast Forecast Forecast Forecast Forecast Forecast Forecast Financial Forecast FY 15/16 FY 16/17 FY 17/18 FY 18/19 FY 19/20 FY 20121 FY 21/22 FY 22123 FY 23/24 FY 24/25 FY 25/26 Budget Forecast Year Forecast Year Forecast Year Forecast Year Forecast Year Forecast Year Forecast Year Forecast Forecast Forecast SOURCES: Year 1 2 3 4 5 6 7 Year 8 Year 9 Year 10 Revenues: Property Taxes Inc. Transfer 3010-3060 $ 3,290,000 $ 3,355,800 $ 3,422,916 $ 3,491,374 $ 3,526,288 $ 3,561,551 $ 3,632,782 $ 3,705,438 $ 3,779,547 $ 3,855,138 $ 3,932,241 Real Property Transfer Tax 3110 114,500 116,790 $ 119,126 $ 121,509 $ 122,724 $ 123,951 $ 126,430 $ 128,959 $ 131,538 $ 134,169 $ 136,852 Sales & Use Tax 3120 7,400,000 7,223,047 6,873,006 6,723,121 6,796,444 7,019,602 $ 7,089,798 7,160,696 7,232,303 7,304,626 7,377,672 Measure E 3123 3,639,300 3,865,484 3,678,156 3,597,944 3,671,616 3,826,459 $ 3,902,988 3,981,048 4,040,764 4,101,375 4,162,896 Transit Occupancy Tax 3130 2,900,000 2,929,000 2,958,290 2,662,461 2,529,338 2,655,805 2,921,386 3,067,455 3,128,804 3,191,380 3,255,208 Franchise Fees 3140-3143 1,990,000 2,089,500 2,152,185 2,152,185 2,152,185 2,216,751 2,261,086 2,306,308 2,352,434 2,399,483 2,447,473 19,333,800 19,579,621 19,203,679 18,748,594 18,798,595 19,404,119 19,934,470 20,349,904 20,665,390 20,986,171 21,312,342 Taxes Intergovernmental (VLF, State Grants) 3,518,265 3,553,448 3,588,982 3,624,872 3,661,121 3,697,732 3,734,709 3,772,056 3,809,777 3,847,875 3,886,354 Interest & Rents 680,354 687,158 694,030 700,970 707,980 715,060 722,211 729,433 736,727 744,094 751,535 Charges for Current Services 1,913,568 1,951,839 1,990,876 2,030,694 2,071,308 2,112,734 2,154,989 2,198,089 2,242,051 2,286,892 2,332,630 Cost Allocation Plan Revenue 1,807,223 1,861,440 1,898,669 1,936,642 1,975,375 2,014,883 2,055,181 2,096,285 2,138,211 2,180,975 2,224,595 Licenses & Permits 1,660,193 1,743,203 1,830,363 1,647,327 1,647,327 1,729,693 1,764,287 1,799,573 1,835,564 1,872,275 1,909,721 Fines Forfeitures & Penalties 51,200 51,712 52,229 52,751 53,279 53,812 54,350 54,894 55,443 55,997 56,557 Donations & Misc. 150,237 60,095 60,696 61,303 61,916 62,535 63,160 63,792 64,430 65,074 65,725 Revenue Increases 200,000 300,000 500,000 800,000 800,000 800,000 800,000 800,000 800,000 800,000 Total Revenues $ 29,114,840 $ 29,688,516 $ 29,619,524 $ 29,303,153 $ 29,776,901 $ 30,590,568 $ 31,283,357 $ 31,864,026 $ 32,347,593 $ 32,839,353 $ 33,339,459 Percent Increase $ 5,788,700 2.0% $ 5,788,700 -0.2% $ 520,983 -1.1% $ 526,193 1.6% $ 531,455 2.7% $ 536,770 2.3% $ 542,138 1.9% $ 547,559 1.5% $ 553,035 1.5% $ 558,565 1.5% $ 564,151 Transfer In from Other Funds Total Sources $ 34,903,540 $ 35,477,216 $ 30,140,507 $ 29,829,346 $ 30,308,356 $ 31,127,338 $ 31,825,495 $ 32,411,585 $ 32,900,628 $ 33,397,918 $ 33,903,610 Page 1 of 2 2/2/2016 4:20 PM Attachment 2: Tables CITY OF ROHNERT PARK Pre -budget Review 10 Year Financial Forecast February 2016 City of Rohnert Park Adopted Forecast Forecast Forecast Forecast Forecast Forecast Forecast Forecast Forecast Forecast Financial Forecast FY 15116 FY 16117 FY 17118 FY 18119 FY 19120 FY 20121 FY 21122 FY 22123 FY 23124 FY 24125 FY 25126 Budget Year Forecast Year Forecast Year Forecast Year Forecast Year Forecast Year Forecast Year Forecast Year Forecast Forecast Forecast USES: 1 2 3 4 5 6 7 Year 8 Year 9 Year 10 Expenditures: Salaries & PERSable Comp. $ 13,913,171 $ 14,330,566 $ 14,617,177 $ 14,909,521 $ 15,207,711 $ 15,511,865 $ 15,822,102 $ 16,138,544 $ 16,461,315 $ 16,790,541 $ 17,126,352 TOTAL PERS 4901 4,880,248 5,158,192 5,569,270 6,114,722 6,646,149 6,974,632 7,323,305 7,331,106 7,340,523 7,351,529 7,364,102 TOTAL BENEFITS 3,227,300 3,462,893 3,559,854 3,659,530 3,761,997 3,867,333 3,975,618 4,086,935 4,201,369 4,319,007 4,439,939 Total Benefits Including PERS 8,107,548 8,621,085 9,129,124 9,774,252 10,408,146 10,841,965 11,298,923 11,418,041 11,541,892 11,670,536 11,804,041 Retiree Medical Pay -Go (1910-400) 1,734,200 1,523,000 1,554,000 1,597,000 1,620,000 1,659,000 1,701,000 1,703,000 1,762,000 1,768,000 1,768,000 Total Salaries & Benefits 23,754,919 24,474,651 25,300,301 26,280,773 27,235,857 28,012,830 28,822,025 29,259,585 29,765,207 30,229,077 30,698,393 1,815,966 1,852,285 $ 1,889,331 $ 1,927,118 $ 1,965,660 $ 2,004,973 $ 2,045,072 $ 2,085,973 $ 2,127,692 $ 2,170,246 $ 2,213,651 Operational Expense Contract/Profess Services 2,311,852 2,358,089 $ 2,405,251 $ 2,453,356 $ 2,502,423 $ 2,552,471 $ 2,603,520 $ 2,655,590 $ 2,708,702 $ 2,762,876 $ 2,818,134 Information Technology 900,560 918,571 $ 936,942 $ 955,681 $ 974,795 $ 994,291 $ 1,014,177 $ 1,034,461 $ 1,055,150 $ 1,076,253 $ 1,097,778 Vehicle Expenses 609,672 621,865 $ 634,302 $ 646,988 $ 659,928 $ 673,127 $ 686,590 $ 700,322 $ 714,328 $ 728,615 $ 743,187 Facilities 770,075 785,477 $ 801,187 $ 817,211 $ 833,555 $ 850,226 $ 867,231 $ 884,576 $ 902,268 $ 920,313 $ 938,719 Utilities 864,265 881,550 $ 899,181 $ 917,165 $ 935,508 $ 954,218 $ 973,302 $ 992,768 $ 1,012,623 $ 1,032,875 $ 1,053,533 OtherExpenses- One -Time 5,133,000 5,133,000 $ 153,990 $ 155,530 $ 157,085 $ 158,656 $ 160,243 $ 161,845 $ 163,463 $ 165,098 $ 166,749 Non -Capital Outlay - - $ - $ - $ - $ - $ - $ - $ - $ - $ - Capital Outlay 763,900 779,178 $ 794,762 $ 810,657 $ 826,870 $ 843,407 $ 860,275 $ 877,481 $ 895,031 $ 912,932 $ 931,191 Retiree Medical Pay -Go (above) - $ - $ - $ - $ - $ - $ - $ - $ - $ - Retiree Medical CERBT Contrib 300,000 200,000 $ 171,000 $ 99,000 $ 10,000 $ 10,000 $ 10,000 $ (112,000) $ (112,000) $ (112,000) $ (112,000) Debt Service - - $ - $ - $ - $ - $ - $ $ $ $ Other Financing Sources - $ - $ - $ - $ - $ - $ $ $ $ Reimb from Sp Rev Fd (3,408,033) (3,510,274) $ (3,580,479) $ (3,652,089) $ (3,725,131) $ (3,799,634) $ (3,875,627) $ (3,953,140) $ (4,032,203) $ (4,112,847) $ (4,195,104) Estimated Underspending (475,098) (489,493) $ (506,006) $ (657,019) $ (680,896) $ (700,321) $ (720,551) $ (731,490) $ (744,130) $ (755,727) $ (767,460) Additional Needs $ $ $ $ $ $ $ $ $ Reductions $ $ $ $ $ $ $ $ $ - Sub -Total Expenditures $ 33,341,078 $ 34,004,899 $ 29,899,762 $ 30,754,371 $ 31,695,654 $ 32,554,244 $ 33,446,257 $ 33,855,971 $ 34,456,131 $ 35,017,711 $ 35,586,771 Transfers Out to Other Funds $ 1,087,364 $ 1,109,111 $ 1,131,293 $ 1,153,919 $ 1,176,997 $ 1,200,537 $ 1,224,548 $ 1,249,039 $ 1,274,020 $ 1,299,500 $ 1,325,490 Total Expenditures $ 34,428,442 $ 35,114,010 $ 31,031,055 $ 31,908,290 $ 32,872,651 $ 33,754,781 $ 34,670,805 $ 35,105,010 $ 35,730,151 $ 36,317,211 $ 36,912,261 Percent Increase 2.0% -11.6% 2.8% 3.0% 2.7% 2.7% 1.3% 1.8% 1.6% 1.6% Net Budget Result 475,098 363,206 (890,548) (2,078,944) (2,564,295) (2,627,443) (2,845,310) (2,693,425) (2,829,523) (2,919,293) (3,008,651) Use of Assignments 616,000 Less Required Addition to Reserves 590,105 Change in Fund Balance $ 500,993 $ 363,206 $ (890,548) $ (2,078,944) $ (2,564,295) $ (2,627,443) $ (2,845,310) $ (2,693,425) $ (2,829,523) $ (2,919,293) $ (3,008,651) Beginning Fund Balance $ 7,800,000 $ 8,300,993 $ 8,664,199 $ 7,773,651 $ 5,694,707 $ 3,130,412 $ 502,969 $ (2,342,341) $ (5,035,766) $ (7,865,289) $ (10,784,582) Ending Balance $ 8,300,993 $ 8,664,199 $ 7,773,651 $ 5,694,707 $ 3,130,412 $ 502,969 $ (2,342,341) $ (5,035,766) $ (7,865,289) $ (10,784,582) $ (13,793,233) Page 2 of 2 2/2/2016 4:20 PM Attachment 3: Assumptions CITY OF ROHNERT PARK Pre -budget Review 10 Year Financial Forecast February 2016 City of Rohnert Park Adopted Forecast Forecast Forecast Forecast Forecast Forecast Forecast Forecast Forecast Forecast FORECAST ASSUMPTIONS FY 15/16 FY 16/17 FY 17/18 FY 18/19 FY 19/20 FY 20/21 FY 21/22 FY 22/23 FY 23/24 FY 24/25 FY 25/26 Budget Forecast Forecast Forecast Forecast Forecast Forecast Forecast Forecast Forecast Forecast SOURCES: Year Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Year 7 Year 8 Year 9 Year 10 Revenues: Property Taxes Inc. Transfer 3010-3060 $ 3,290,000 2.0% 2.0% 2.0% 1.0% 1.0% 2.0% 2.0% 2.0% 2.0% 2.0% Real Property Transfer Tax 3110 $ 114,500 2.0% 2.0% 2.0% 1.0% 1.0% 2.0% 2.0% 2.0% 2.0% 2.0% Sales & Use Tax 3120 7,400,000 Use Muni Services Forecasts with Recession in Model 1.0% 1.0% 1.0% 1.0% 1.0% Measure E 3123 3,639,300 Use Muni Services Forecasts with Recession in Model 2.0% 2.0% 1.5% 1.5% 1.5% Transient Occupancy Tax 3130 2,900,000 1.0% 1.0% -10.0% -5.0% 5.0% 10.0% 5.0% 2.0% 2.0% 2.0% Franchise Fees 3140-3143 1,990,000 5.0% 3.0% 0.0% 0.0% 3.0% 2.0% 2.0% 2.0% 2.0% 2.0% 19,333,800 Taxes Intergovernmental (VLF, State Grants) 3,518,265 1.0% 1.0% 1.0% 1.0% 1.0% 1.0% 1.0% 1.0% 1.0% 1.0% Interest & Rents 680,354 1.0% 1.0% 1.0% 1.0% 1.0% 1.0% 1.0% 1.0% 1.0% 1.0% Charges for Current Services 1,913,568 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% Cost Allocation Plan Revenue 1,807,223 3.0% 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% Licenses & Permits 1,660,193 5.0% 5.0% -10.0% 0.0% 5.0% 2.0% 2.0% 2.0% 2.0% 2.0% Fines Forfeitures & Penalties 51,200 1.0% 1.0% 1.0% 1.0% 1.0% 1.0% 1.0% 1.0% 1.0% 1.0% Donations & Misc. 150,237 -60.0% 1.0% 1.0% 1.0% 1.0% 1.0% 1.0% 1.0% 1.0% 1.0% Total Revenues $ 29,114,840 Transfer In from Other Funds $ 5,788,700 0.0% -91.0% 1.0% 1.0% 1.0% 1.0% 1.0% 1.0% 1.0% 1.0% Total Sources $ 34,903,540 Page 1 of 2 2/2/2016 4:14 PM Attachment 3: Assumptions CITY OF ROHNERT PARK Pre -budget Review 10 Year Financial Forecast February 2016 City of Rohnert Park Adopted Forecast Forecast Forecast Forecast Forecast Forecast Forecast Forecast Forecast Forecast FORECAST ASSUMPTIONS FY 15/16 FY 16/17 FY 17/18 FY 18/19 FY 19/20 FY 20/21 FY 21/22 FY 22/23 FY 23/24 FY 24/25 FY 25/26 Budget Forecast Forecast Forecast Forecast Forecast Forecast Forecast Forecast Forecast Forecast USES: Year Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Year 7 Year 8 Year 9 Year 10 Expenditures: Salaries & PERSable Comp. 13,913,171 3.0% 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% TOTAL PERS 4901 4,880,248 Model uses PERS spreadsheet to calculate. TOTAL BENEFITS w/o pers 3,227,300 7.3%I 2.8%I 2.8%I 2.8%I 2.8%I 2.8%I 2.8%I 2.8%I 2.8%I 2.8% Total Benefits Including PERS 8,107,548 Retiree Medical Pay -Go 1,734,200 Use OPEB Actuarial Valuation Report Total Salaries & Benefits 23,754,919 1,815,966 Operational Expense 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% Contract/Profess Services 2,311,852 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% Information Technology 900,560 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% Vehicle Expenses 609,672 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% Facilities 770,075 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% Utilities 864,265 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% Other Expenses - One -Time 5,133,000 0.0% -97.0% 1.0% 1.0% 1.0% 1.0% 1.0% 1.0% 1.0% 1.0% Non -Capital Outlay - 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% Capital Outlay 763,900 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% Retiree Medical Pay -Go (above) - Retiree Medical CERBT Contrib 300,000 Dashboard Debt Service - 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% Other Financing Sources - 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% Reimb from Sp Rev Fd (3,408,033) 3.0% 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% Underspending % of Expenditures 2% 2.0% 2.0% 2.5% 2.5% 2.5% 2.5% 2.5% 2.5% 2.5% 2.5% Additional Needs Dashboard Reductions Dashboard Sub -Total Expenditures 33,341,078 Transfers Out to Other Funds 1,087,364 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% Total Expenditures 34,428,442 Net Budget Result 1 475,098 Page 2 of 2 2/2/2016 4:14 PM Pre -budget Review Feb 2016 Benefits: FY 2015-16 From Salary Model Total General Fund Salaries: Full Time Part Time Total General Fund Benefits PERS: Remaining Benefits: Specific Benefit Programs Deferred Comp: Health Insurance: Vision: Dental: RHSA: EAP: Medicare: Life Ins.: Long TD: Short TD: Auto Allowance: Worker's Comp.: $ 12,149,631 $ 10,835,709 $ 1,313,922 $ 8,107,532 $ 4,934,656 3,172,876 FY 2016-17 Estimated Cost Driver Growth Weighted $ 85,092 Used for Alternate Benefit, No Increase 0 $ - $ 1,743,198 Negotiated 3% $ 52,296 $ 41,465 Position growth, vision costs, utilization 3% $ 1,244 $ 162,243 Position growth, dental costs, utilization 5% $ 8,112 $ 86,148 Flat, only payroll growth 1% $ 861 $ 8,184 Modest 2% $ 164 $ 200,732 Payroll growth 3% $ 6,022 $ 21,435 Fixed amount, slow growth 1% $ 214 $ 27,803 Payroll growth 3% $ 834 $ 31,212 Payroll growth 3% $ 936 $ 45,988 Fixed amount, slow growth 1% $ 460 $ 719,376 Rapid growth 22.45% $161,500 $ 3,172,876 7.3% $232,643 General Fund 1 0 -Year Financial Forecast Update February 9, 2016 Attachment 1: Charts CITY OF ROHNERT PARK Pre -budget Review 10 Year Financial Forecast Februarj2016 4 Financial Forecast Dashboard - RQhnert Park General Fund Inputs - Major Assumptions ($x1,444) 4 Years 16117 Salaryl 3.0% 1 17118 2.0% 1 18119 1 2.0% Nor -PERS Benefits 7.3°l0 2.8°I° 2.g°Ia Retiree Medical Trust $ 2flfl $ 1F1 $ 99 Other Expenses Sal/Ben Underspend r29/0 Additional deeds $4 $4 $0 Reductions $4 $4 $0 T New Revenue $204 $344 $a0O Annual Net Cash Flow (millions, $1-0 50.5 sa.a 0.5 S1.0 51.5 52.0 52.1 52.5 $2.6 $2.6 53.0t.tl at ' X2.8 — 52.s 53.5 m.n Iis 17 18 19 20 21 22 23 24 25 26 3 Years G 4 Years 2026 Fund Balance as a % of 19-22 2.0% 22_26 2.0% Operating Expense 4% r29/0 $Q $0 $0 $4 $SO0 $844 Fund Balance Gaal is 33% of Operating Expenditures $15.0 General Fund Ending Balance (millions} Fund Balance $3.0 aa� u1Q. 777 f3$ 7 im so 0Ll Li 33.1 $0.5 $5.0 .$5.(- F1 34ii1V $10.0 a 515.0 $20.0 16 17 18 19 20 21 22 23 24 25 26 Attachment 2: Tables CITY OF ROHMERT PARK Pre -budget Review 10 Year Financial Forecast Felxuary2D16 City of Rohnert Park Adopted Forecast Forecast Forecast Forecast Forecast Forecast Forecast Forecast Forecast Forecast Financial Forecast FY 15116 FY 13(17 FY 17178 FY 78119 FY 19120 FY 20!21 FY 21x72 FY 22x23 FY 23+24 FP 24.x25 FY 25126 SOURCES: Budget Year Forecast Year 1 Forecast Year 2 Forecast Year 3 Forecast Year 4 Forecast Year 5 Forecast Year 6 Forecast Year 7 Forecast Year 8 Forecast Year 9 Forecast Year 10 Revenues:' Property Taxes Inc. Transfer 301(-31)61) $ 3,250,000 S 3,355,8Dl) $ 3,422,916 $ 3,491,374 $ 3,526,288 $ 3,561,551 S 3,632,782 $ 3,705,438 S 3,T79,547 $ 3,855,138 3 3,932,241 RealProperty TransferTax3110 114,541) 116,791) $ 119,126 $ 121,509 $ 122,724 $ 123,951 S 126,430 $ 128,959 S 131,538 S 134,169 $ 136,852 Sales & Use Tax 3120 7,400,000 7,223,047 6,873,006 6,723,121 6,796,444 7,019,602 S 7,489,798 7,160,696 7,23Z303 7,304,626 7,377,672 Measure E 3123 3,639,341) 3,865,484 3,678,156 3,5971944 3,671,616 3,826,459 $ 3,91)2,98$ 3,981,048 4,040,764 4,101,375 4,162,896 Transit Occupancy Tax 313D 2,91)0,000 2,929,001) 2,958,290 2,6621461 2,529,338 2,655,8DS 2,921,386 3,067,455 3,128,8134 37191,360 3,255,206 Franchise Fees 3140-3143 1,990,©CIO 2,089,500 2,152,185 2,152,185 2,152,185 2,216,751 2,261,086 2,306,308 2,352,434 2399,483 2,447,473 19,333,600 19,579,621 19,203,679 18,748,594 18,798,5% 19,404,119 19,934,470 2D,349,9(4 20,665,390 20,956,171 21,312,342 Taxes Intergovernmental CVLF, State GrantG) 3,518,265 3,553,448 3,588,982 3,624,872 3,661,121 3,697,732 3,734,709 3,772,1756 3,809,777 3,847,875 3,866,354 interest & Rents 68(1,354 687,158 694,030 700,970 707,9W 715,[161) 722;211 729,433 736,727 744,094 751,535 Charges for Current Services 1,913,568 1,951,839 1,990,876 2,030,694 211)71,306 2,112,734 2,154,989 2,198,1189 242,051 286,892 2,332,630 Cost Allocation Plan Revenue 1,607.223 1,861,440 1. 8913,669 1,936,642 1,975,375 2,1)14,883 2,1)55,181 2,p96,235 2,138,211 2,180,975 2,224,595 Licenses & Permits 1,660,193 1,743,203 1.33D,363 1,647,327 1,647,327 1,729,693 1,764,287 1,799,573 1,835,56+1 1,372,275 1,909,721 Pixies Forfeitures & Penalties 51,200 51,712 52,229 52,751 53,279 53,812 54,350 54,894 56,443 55,997 56,557 Donations & Mise. 150,237 60,095 61),696 61,303 61,916 62,535 63,160 63,792 64,430 65,874 65,725 Feve�L,_ +,creases 200.D3: 303,000 540,1)00 800.0:0 °:0 000 80DAM 800,000 800,000 800,001) 800O0i_ Total Revenues $ 29,114,&K $ 29,688 518 $ 29,619,524 $ 29r3O3,153 $ 29,776,91)1 $ 30,51.40,%0 $ 31,283 357 $ 37 864,026 $ 32 7,593 $ 32 9,363 $ 33 459 Percentlncrease, $ 5,788,700 2.01h $ 5 788,700 -0.2% $ 521)983 4.1% $ 526,193 1,6°"Q $ 531,455 2.71 $ 536,770 2.3% $ 542.130 1.9% $ 547,569 1.6% $ 553,035 1.5% $ 559,565 1.5° $ 564,157 Transfer In from Other Funds Total Sources $ 34,91)3,540 $ 35,477,216 $ 30,146,507 $ 29,329,346 $ 34,308,356 $ 31,127,338 $ 31,825,495 $ 32411,685 $ 32,900,628 $ 33,397,918 $ 33,903,690 Attachment 2: Tables CITY OF ROHNERT PARK Pre -budget Review 10 Year Financial Forecast Febnu 2016 City of Rohner[ Park Adopted Forecast Forecast Forecast Forecast Forecast Forecast Forecast Forecast Forecast Forecast Financial Forecast FY 13116 FY 1SM7 FY 17118 FY 18.'19 FY 19x20 FY 20.'21 FY 21!22 FY 22'23 FY 23'24 FY 24.125 FY 25'26 USES: Budget Year Forecast Year 1 Forecast Year 2 Forecast Year 3 Forecast Year 4 Forecast Year 5 Forecast Year 6 Forecast Year 7 Forecast Year 8 Forecast Year 9 Forecast Year 10 Expenditures: Salaries BPERSsWeComp. $ 13,913,171 S 14,330,566 $ 14,617,177 $ 14,909,521 $ 15,207,711 $ 15,511,865 3 15,622,102 $ 16,138,544 S 16,461,315 $ 16,790,541 5 17,1.26,352 TOTAL PERS 49O1 4,880,248 5,158,192 5,569,270 6,114,722 6,646,149 6,974,632 7,323,305 7,331,106 7,340,523 7,351,529 7,364,102 TOTAL BENEFITS 3,227,300 3,462 893 3,559,854 3,659,530 3,761,997 3,867,333 3,975,618 4,066,935 4,201,369 4,319,007 4,439,939 Total Benefits Including PERS 8,107,548 8,821,085 9,129,124 9,774,252 101,408,146 10,841,965 11,298,923 11,418,641 11,541,892 11,670,536 11,804,0141 Retiree Mledcal Pay -Go (1910400) 1,734,200 1,523,000 1,554,000 1,997,000 1,620,080 1,659,000 1,701,000 1,703,000 1,762,006 1,766,€100 1,768,80'7 Total Salaries & Benefits 23,754,919 24,474,651 25,300,301 26,280,773 27,235,657 28,012,830 28,822,025 29,259,585 29,765,207 30 29,077 30,698,393 1,815,966 1,652,285 $ 1,889,331 $ 1,927,118 $ 2,004,973 $ 2,045,072 $ 2,127,692 $ 2,170,246 5 2.013,651 Operational Expense $ 1,965,650 $ 2,085,973 Cont actlProfess Services 2,311,652 2,358,889 $ 2,405,251 $ 2,453,356 $ 2,502,423 $ 2,552,471 $ 2,603.5M $ 2,655,590 $ 2,708,702 S 2,762,876 5 2,818,134 Information Technology 900,560 918,571 $ 936,942 $ 955,681 $ 974,795 $ 994,291 3 1,014,177 $ 1,034,461 $ 1,055,150 S 1,076,253 5 1,097,778 Vehicle Expenses 609,672 621,865 $ 634,302 $ 646,988 $ 659,928 $ 673,127 S 686,590 $ 700,322 $ 714,328 S 728,615 5 743,187 Facilities 770,875 785,477 $ 801,187 $ 817,211 $ 833,555 $ 858,226 S 867;231 $ 864,576 3 982,268 5 920,313 S 938,719 Utilities 8641265 881,550 $ 899,181 $ 917,165 $ 935,508 $ 554,218 S 973,302 $ 992,768 5 1,012,623 5 1,032,875 S 1,053,533 Other Expenses - One -Time 5,133,8010 5,133,000 $ 153,998 $ 155,530 $ 157,085 $ 158,656 S 16043 $ 161,845 3 163,463 5 165,898 S 166,749 Non -Capital Outlay - - $ - $ - $ - $ - S - $ - 5 - 5 - S - CapitalOutlay 763,9010 779,178 $ 794,762 $ 810,657 $ 826,870 $ 843,407 S 860.275 $ 877,481 3 895,031 S 912,932 5 931,191 Retiree Medical Pay -Go (above) - $ - $ - $ - $ - S - $ - 3 - S - 5 - Retiree Medical CERBTContrib 300,000 200,000 $ 171,000 $ 99,888 $ 10,070 $ 10,008 5 G.CC $ 4112.000; S (112,000; " ;112,000; S (112,000) Debt Service - $ - $ - $ $ - $ $ - 3 5 - 5 - Other Financing Sources - $ - $ - I $ - $ $ - I - S - 5 - Reimbfrom Sp Rev Fd (3,408,033) (3,510,274) $ (3,580,479) $ (3,652,889}1 (3,725,131) $ (3,799,634) $ (3,875,627) $ (3,953,140) $ {4,032,203} S (4,112,847) 5 (4,195,104) Estimated Underspending (475,898) (489,493) $ (506,006) $ (657,019) I (688,896) $ (700,321) $ (720,551) $ (731,490) $ (744,130) S (755,727) 5 (767,460) 4ddfVonal Needs $ $ $ - $ S $ S S S Re&xa5rns $ $ $ $ S $ S S S Sub -Total Expenditures $ 33,341,078 $ 34,004,89+9 $ 29,899,762 $ 30,754,371 $ 31,695,654 $ 32,554,244 $33,446,257 $ 33,855,971 S 34,456,131 $ 35,017,711 $ 36,586,771 Transfers Out to Other Funds $ 1,087,364 $ 1,109,111 $ 1,131,293 $ 1,153,919 $ 1,176997 $ 1,200,537 $ 1,224,548 $ 1,249,039 S 1,274,820 $ 1,299,6m $ 1 2x 490 Total Expenditures $ 34,429,442 $ 35,114,010 $ 31,03 055 $ 31908.290 $ 32,8726551 $ 33754,781 $ 34,670,805 $ 35105,010 $ 35,730,151 $ 36 17211 $ 36912,261 PercenIl Increase 2.0% -11.6%12.8% 30% 2.7% 2.7% 1.3% 1.8% 1.6% 1.6% Net Budget Result 475,098 363,206 90,548 (8) (2„078.9441 (2,364,295) (2,627,443) (2,845,310} (2,693,425) (2.829,523) (2,919,293) {3.008,651) Use of Amignments 616,800 Less Required {addition to Reserves 590,105 Change in Fund Balance $ 500.993 $ 383,206 $ (890,548) $ (2,0T8,944) $ (2.564,295) $ (2,627,443) $ (2,845,310) $ (2,693,425) $ (2,829,523) $ (2,919.293) $ (3,008,651) Beginning Fund Balance $ 7,800,0010 $ 8,300,993 $ 8,664,199 $ 7,773,651 $ 5,694,707 $ 3,130,412 $ 502,969 $ (2,342,341) $ (5,O35,T66) $ (7,865,289) $ (10,784,582) Diding Balance $ 8,300,993 $ 8,664,199 $ 7,773,651 $ 5,694,707 $ 3,138,412 $ 502,969 $ (2,342,341) $ (5,035,766) $ (7,865,289) $ (10,784,582) $ (137931233) Attachment 3: Assumptions CITY OF ROHNERT PARE{ Pre -budget Review 10 Year Financial Forecast February 2016 City of Rohnert Park Adopted Forecast Forecast Forecast Forecast Forecast Forecast Forecast Forecast Forecast Forecast FORECAST ASSUMPTIONS FY 15116 FY 16117 FY 17118 FY 18M9 FY 19120 FY 20f21 FY 21122 FY 22123 FY 23124 FY 24125 FY 251.26 Budget Forecast Forecast Forecast Forecast Forecast Forecast Forecast Forecast Forecast Forecast SOURCES: Year Year 1 Year 2 Year 3 Year,4 Year 5 Year 6 Year 7 Year 8 Year 9 Year 10 Revenues: Property Taxes Inc. Transfer 3010-3060 $ 3,290,DDD 2.0% 2.D% 2.0% 1.0% 1.0% 2.00 2.0% 2.0% 2.0% 2.0% Real Property Transfer Tax 3110 $ 114,5DO 2.0% 2.0% 2.0% 1.0% 1.0% 2.00 2.0% 2.0% 2.0% 2.0% Sales S Use Tax 3120 7,400,00 Use Muni Services Forecasts with Recession in Model 1.00% 1.0% 1.0% 1.0% 1.0% Measure E 3123 3,639,3DO Use Muni Services Forecasts with Recession in Model 2.0% 2.0% 1.5% 1.5% 1.5% Transient Occupancy Tax 3130 2,900,ODD 1.0% 1-D% -10_D%n -5.0% 5.0% 10.0% 5.0% 2.0% 2.0% 2.0% Franchise Fees 3140-3143 1,99(),ODD 5_D% 3_D% 0.0% 0.0%0 3.0% 2.0%0 2.0% 2.0% 2.0% 2.0% 19,333,8 DO Taxes Intergovernmental (VLF, State Grants) 3,518,265 1.0% 1.0% 1 _D% 1.0% 1.0% 1.0% 1.0% 1.0% 1.0% 1.0% Interest & Rents 680,354 1.D% 1.0% 1.0% 1.0% 1.0% 1.0% 1.0% 1.0% 1.0% 1.D% Charges for Current Services 1,913,566 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% Cost Allocation Plan Revenue 1,807,223 3.0% 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% Licenses & Permits 1,660,193 5_D% 5_D% -1 D_D% 0.0x10. 5.0%0 2.0% 2.0% 2.0% 2.0% 2.0% Fines Forfeitures & Penalties 51,2DO 1.0% 1_D% 1_D% 1.0%0 1.0%0 1.0%0 1.0% 1.0% 1.0% 1.0% Donations & Misc. 150,237 -60.0% 1_D% 1_D%0 1.0% 1.0%0 1.0%0 1.0% 1.0% 1.0% 1.0% Total Revenues $ 29,114,840 Transfer In from Other Funds $ 5,788,700 D_D% -91.0% 1.0% 1.0% 1.0% 1.0% 1.0% 1.0% 1.0% 1.0% Total Sources $ 34,903,540 Attachment 3: Assumptions CITY OF ROHNERT PARK Pre -budget Review 10 Year Financial Forecast February 2016 City of Rohnert Park Adopted Forecast Forecast Forecast Forecast Forecast Forecast Forecast Forecast Forecast Forecast FORECAST ASSUMPTIONS FY 15116 FY 16117 FY 17118 FY 18119 FY 19120 FY 20121 FY 21122 FY 22123 FY 23124 FY 24125 FY 25126 Budget Forecast Forecast Forecast Forecast Forecast Forecast Forecast Forecast Forecast Forecast USES: Year Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Year 7 Year 8 Year 9 Year 10 Expenditures: Salaries & PERSable Comp. 13,913,171 3.0% 2.0% 2.0% 2.0% 2.0°'o 2.0% 2. 2.0% 2.0% 2.0% TOTAL PERS 4901 4,880,248 Model uses PERS spreadsheet to calculate. TOTAL BENEFITS w10 pers. 3,227,300 7.3%Q 2.B% 2.8%¢ 2.8% 2.q 0 2.30,1 2.8% 2.8% 2.8% 2.8% Total Benefits Including PERS 8,107,548 Retiree Medical Pay -Go 1,734,200 Use QPEB Actuarial Valuation Report Total Salaries & Benefits 23,754,919 1,815,966 Operational Expense 2.0% 1.0% 2.0% 2.0% 2.0% 2.0% 2.V, -j 2.0% 2.0% 2.0% Cantract/Profess Services 2,311,852 2_D% 2.D% 2_D%n 2_0% 2_0% 2.0% 2.0% 2.0% 2.0% 2.0% Information Technology 9007560 2_D% 2_D% 2_D%a 20% 2.0%0 2.0% 2.0% 2.0% 2.0% 2_'0% Vehicle Expenses 609,672 2.0% 2.D% 2.0% 2.0%fl 2.0% 2.0% 2.0% 2.0% 2-0% 2.0% Facilities TTO,075 2.0% 2.D% 2.0% 2.0% 2.0%P 2.0% 2.0% 2.0% 2.0% 2.0% Utilities 884,255 2_D%j 2_D°Io- 2_D%n 2.0% 2.0%0 2.0%n 2.0% 2.0% 2.0% 2_0% Other Expenses - One -Time 5,133,00 D_D% -97_D% 1_D%6 1.0%n 1.0% 1.0%fl 1.0% 1.0% 1.0% 1.0% Non -Capital Outlay - 2.0% 2.D% 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% Capital Outlay 763,9DD 2_D% 2-DI/14 2_D%a 2.0% 2.0%n 2.0% 2.0% 2.0% 2.0% 2_D% Retiree Medical Pay -Go (above) - Retiree Medical CERBT Contrib 300,ODD dashboard Debt Service - D.0%© D.D% 0.0% 0.0%, 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% Other Financing Sources - D_D% D_D% D_D%6 0.0°/a 0.0% 0.0% 0.0% 0.0%fl 0.0% 0.0% Reimb from 5p Rev Fd (3,408,033) 3_D°Io- 2_D% 2_D%o 2.0% 2.0%0 2.0% 2.01°io 2.0% 2.0% 2.0% Underspending % of Expenditures 2% 2.0%o 2.0% 2.5° 2.5% 2.5% 2.5% 2.5''• - 2.5% 2.5% 2.5% Additional Needs Dashboard Reductions Dashboard Sub -Total Expenditures 33,341,076 Transfers Out to Other Funds 1,087,364 2.0%o 2.D% 2.0%p 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% 2.0% Total Expenditures 34,428,442 Net Budget Result 475,09B Attachment 4: Benefits Benefits: Total General Fund Salaries: Full Time Part Time Total General Fund Benefits PERS: Remaining Benefits: Specific Benefit Programs Deferred Comp: Health Insurance: Vision: Denta I RHSA: EAP: Medicare: Life Ins.: Long TD: Short TD-. Auto Allowance: Worker's Cc m p.: FY 2015-16 From Salary Model $ 12,149,631 10,835,709 1,313,922 8,107,532 4,934,GS6 $ 3,172, Pre -budget Review Feb 2016 FY 2016-17 Estimated Cost Driver Growth Weighted 85,092 Used for Alternate Benefit, No Increase 0 $ - 1,743,198 Negotiated 3% $ 52,296 41,465 Position growth, vision costs, utilization 3% $ 1,244 162,243 Position growth, dental costs, utilization 5% $ 8,112 86,148 Flat, only payroll growth 1% $ 861 8,184 Modest 2% $ 164 200,732 Payroll growth 3% $ 6,022 21,435 Fixed amount, slow growth 1% $ 214 27,803 Payroll growth 3% $ 834 31,212 Payroll growth 3% $ 936 45,988 Fixed amount, slow growth 1% $ 460 719,376 Rapid growth 22.45% $161,500 $ 3,172,876 7.3% $232,643 Pre -budget Review Feb 2016 ITEM NO. 11 Mission Statement "We Care for Our Residents by Working Together to Build a Better Communityfor Today and Tomorrow." CITY OF ROHNERT PARK CITY COUNCIL AGENDA REPORT Meeting Date: February 9, 2016 Department: Administration Submitted By: Darrin Jenkins, City Manager Agenda Title: Authorizing Contributions of $6,633,323 toward Unfunded Post - employment Benefit Liabilities and Increasing Appropriations by $1,333,323 RECOMMENDED ACTION: Staff recommends that the City Council authorize transferring $3,333,323 into the City's Pension Trust Fund and transferring $3,300,000 into the City's Other Post -Employment Benefits Trust Fund in Fiscal Year 2015-16. To make the transfers, assigned General Fund Balance of $1,333,323 needs to be appropriated. BACKGROUND: The City's Comprehensive Annual Financial Report for FY 14-15 includes a valuation of the City's pension assets and liabilities as of June 30, 2013 (the most recent available). This analysis provides a net pension liability in excess of assets of $18.1 million for miscellaneous employees and $29.2 million for public safety employees. The total is over $47 million. The City is required to engage an actuary every two years to value the City's post -employment benefits other than pensions (OPEB). These benefits consist of health care, dental, vision, and life insurance benefits provided to retired former employees and their dependents. The recently completed valuation determined the City's net OPEB liability is $24.8 million. The City's combined pension and OPEB liability is $72 million. With a population of 42,000, that is over $1,700 for each man, woman and child living in Rohnert Park. Put another way, it's about $4,500 per household in Rohnert Park. Clearly this is a significant issue needing our careful attention. It is important to pause here and acknowledge that the City Council and the City employees over the last six years took numerous positive steps to reduce the overall obligation, slow its growth, and avoid making the problem worse. Just a few years ago, the liability was close to $100 million. ANALYSIS: Recognizing the need to act and tackle this significant problem head-on, the City Council and staff worked together to include in this year's budget $5.3 million dedicated toward making lump sum contributions toward reducing unfunded liabilities. In addition, the General Fund Balance includes a Retirement Reserve of $1,333,323. This reserve is held with the City's other cash and invested in short-term instruments earning less than the rate of inflation due to current interest ITEM NO. 11 rate environment and restrictions on general governmental investing. Trust funds permit a wider diversity of investments and, over time, a much higher rate of return. The proposed action would move the Retirement Reserve to the trust fund and increase the amount by $2 million. Staff proposes reducing the City's unfunded liabilities by transferring the $6,633,323 available to the City's two investment trust funds. The sources and uses are summarized in the table below: Table 1: Sources and Uses of Funds Sources: Budgeted for OPEB Liability: $ 300,000 Budgeted for OPEB and Pension Liability: $5,000,000 Reserved for Pension Liability: $1,333,323 (new appropriation req.) Total Available: $6,633,323 Uses: Transfer to OPEB Trust Fund: $3,300,000 Transfer to Pension Trust Fund: $3,333,323 Total Used: $6,633,323 Investing funds toward pension and retiree health care obligations using trust funds has a number of advantages over keeping the funds in the City's treasury listed below. • Complete Local Control Over the Assets -the Trust can be accessed at any time so long as the funds are used to pay the City's pension or OPEB obligations • Lower Net Pension or OPEB Liability - contributions placed in the trust reduce the City's unfunded pension liability or unfunded pension liability • Pension Rate Stabilization - assets can be transferred to Ca1PERS or withdrawn to pay OPEB costs at the City's discretion, which will help reduce or eliminate large fluctuations in the City's contributions towards post -employment benefits • Investment Flexibility - the trusts permit the City, under federal and state law, to invest in a more diversified array of appropriate investments to improve investment returns long-term and reduce the City's liability • Potential for Improved Credit Ratings - rating agencies may look favorably upon actions taken to reduce liabilities As an illustration of the power of using a trust fund, we can compare holding the funds in certificates of deposit (CDs) at 0.85% versus investing in a Moderately Conservative strategy earning 5% over the long-term. The funds above would earn $56,383 a year in the treasury and nearly six times as much, $331,666, in the trust funds. While the funds are invested, the interest will compound and further contribute toward reducing the City's unfunded liabilities. OPEB Analysis As mentioned above, over the last six years the City took numerous steps to control the growth of OPEB costs. A valuation done in 2013 showed the City's unfunded OPEB liability as $46 million and now the 2015 valuation indicates $24.8 million. N ITEM NO. 11 The City Council and employees worked toward reducing the City's OPEB liability over the last several years, the situation is improved compared to the 2010 plan. Attachment 1 shows the original 2010 funding plan, presents an alternative funding plan, and shows the recommended funding plan for OPEB. In 2010, the City adopted a funding schedule requiring $85 million be paid between 2016 and 2045 for OPEB. The City's prior cost control actions along with the recommended action now change that number dramatically. The recommended funding plan requires only $45 million over the same time period. That is a $40 million reduction in costs. Compared to the alternative plan the recommended plan saves $4 million over the next 30 years. More importantly, the recommended plan generates $404,000 in savings compared to the alternative for the next 20 years after the two initial lump -sum payments. The recommended plan is to transfer $3.3 million in one-time funds this year combined with another $2.2 million next years . Pension Analysis Over the next five years, the City's annual pension costs are increasing by over $2 million per year. In addition, the City's pension provider just voted to further increase the City's contributions, although the amount of that impact is unknown at this time. The increased pension payments are expected to peak in the early 2020s then slowly recede, although future assumption changes by the pension provider and unfavorable market conditions could yield further increases. As the City receives one-time funds, such as this year, or builds up fund balance through proper fiscal discipline, it can set aside funds to deal with fluctuating and increasing pension payments. These funds are held in reserve in the pension trust fund and may be tapped in periodic economic recessions to prevent severe reductions in City services. As an example, say the $3.3 million proposed to be transferred to the pension trust is invested and earns 5% for the next three years. Then during a recession the funds are withdrawn over three years. The funds would provide a $1.3 million per year cushion against reduced general fund revenues. This may enable the City to avoid certain dramatic cost cuts such as work force reductions through layoffs. STRATEGIC PLAN ALIGNMENT: Goal B of our strategic plan calls for us to Achieve and Maintain Financial Stability. This action moves us toward a more financially sustainable future. OPTIONS CONSIDERED Option 1 — Recommended. Transfer funds available into the City's OPEB and pension trust funds to invest for the future and reduce the City's unfunded liabilities. This is consistent with our strategic plan and consistent with prior actions by the Council to reduce or slow the growth of post -employment liabilities. The ultimate goal is to keep the City's promises to current and former local service providers without unduly sacrificing future City services. Investing now, helps accomplish that goal. Option 2 — Not recommended. Retain funds in the City's general fund balance and appropriate funds for current services. The funds available are not ongoing revenues and therefore should be relied upon to expand current services. Any such expansion would be temporary in nature and unsustainable. 1 The $2.2 million is subject to future City Council budget consideration and included in the plan for illustration 3 ITEM NO. 11 FISCAL IMPACT The recommended action will transfer $6,633,323 from the City's general fund to post - employment trust funds. In that sense, there is no fiscal impact. Once the funds are invested in the trust funds, they will earn, over the long-term, about six times as much as if held in the City treasury. In that sense, there is a significant positive fiscal impact of $275,000 per year. It must be noted investments can and do lose value from time to time. Over time, staff believes there will be a net positive fiscal impact. In addition, placing funds into a trust and committing to funding appropriate levels changes actuarial assumptions in favor of the City. The net result can be a reduction in the City's overall liability, increasing the City's financial net position. As seen in the OPEB Analysis above, the recommended action is one step on a continuing pathway that ultimately reduces expenditures by $40 million. Furthermore, the transfer is part of a plan to improve annual OPEB cash flow by $404,000 per year compared to the alternative with no transfer. Department Head Approval Date: N/A Finance Director Approval Date: 2/1/16 City Attorney Approval Date: 2/3/16 City Manager Approval Date: 2/2/16 Attachments (list in packet assembly order): 1. Resolution 2. Rohnert Park OPEB Funding Plans al RESOLUTION NO. 2016-14 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROHNERT PARK AUTHORIZING CONTRIBUTIONS OF $6,633,323 TOWARD UNFUNDED POST - EMPLOYMENT BENEFIT LIABILITIES AND INCREASING APPROPRIATIONS BY $1,333,323 WHEREAS, it is determined to be in the best interest of the City to set aside funds for the pre -funding of its CalPERS pension obligation to be held in trust for the exclusive purpose of making future contributions of the City's required pension contributions and any employer contributions in excess of such required contributions at the discretion of the City; and WHEREAS, it is determined to be in the best interest of the City to set aside funds for the pre -funding of its post -employment benefit programs other than pensions (OPEB) to be held in trust for the exclusive purpose of making future contributions toward the City's OPEB obligations at the discretion of the City; and WHEREAS, the City budgeted $5,300,000 this fiscal year toward pension and OPEB liabilities; and WHEREAS, through fiscal discipline the City has generated and assigned $1,333,323 in a Retirement Reserve in accordance with the City's financial policies; and WHEREAS, the City's funding of the pension and OPEB trust funds does not, and is not intended to, create any new vested right to any benefit nor strengthen any existing vested right of any former, current, or future City employee. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Rohnert Park that it does hereby authorize: 1. The Director of Finance to increase appropriations by $1,333,323 for the purpose of transferring said funds to the City's pension trust fund; and 2. The transfer of $3,300,000 to the City's OPEB trust fund and $3,333,323 to the City's pension trust fund; and 3. The City Manager or his/her designee to take all necessary related actions. DULY AND REGULARLY ADOPTED this 91h day of February, 2016. CITY OF ROHNERT PARK Gina Belforte, Mayor ATTEST: JoAnne M. Buergler, City Clerk AHANOTU: CALLINAN: STAFFORD: MACKENZIE: BELFORTE: AYES:( ) NOES: ( ) ABSENT: ( ) ABSTAIN: ( ) Attachment 2: Rohnert Park OPEB Funding Plans July 1, 2015 Valuation Ws in thousands) Alternative Plan: Full Pre -Funding Startina Now Trust Benefit Contribution/ Payment (Withdrawal) Net Cost 1,406 673 Original Course: 20 -year Phase-in Adopted 2010 1,476 Fiscal 2,077 Trust 575 Year Benefit Contribution/ 2,071 Ending Payment (Withdrawal) Net Cost 430 2,067 1,687 378 2016 1,600 300 1,900 2017 1,800 300 2,100 2018 1,900 500 2,400 2019 2,000 700 2,700 2020 2,100 900 3,000 2021 2,200 1,100 3,300 2022 2,300 1,200 3,500 2023 2,400 1,300 3,700 2024 2,500 1,400 3,900 2025 2,600 1,500 4,100 2026 2,800 1,300 4,100 2027 2,900 1,200 4,100 2028 3,000 1,200 4,200 2029 3,100 1,100 4,200 2030 3,300 900 4,200 2031 3,400 700 4,100 2032 3,500 500 4,000 2033 3,600 300 3,900 2034 3,700 100 3,800 2035 3,800 (100) 3,700 2036 3,900 (300) 3,600 2037 4,000 (500) 3,500 2038 4,100 (700) 3,400 2039 4,100 (3,200) 900 2040 4,100 (3,300) 800 2041 4,100 (3,400) 700 2042 4,200 (3,700) 500 2043 4,200 (3,850) 350 2044 4,200 (4,000) 200 2045 4,200 (4,100) 100 95,600 (10,650) 84,950 Alternative Plan: Full Pre -Funding Startina Now Trust Benefit Contribution/ Payment (Withdrawal) Net Cost 1,406 673 2,079 1,476 601 2,077 1,499 575 2,074 1,568 503 2,071 1,595 474 2,069 1,637 430 2,067 1,687 378 2,065 1,696 367 2,063 1,763 297 2,060 1,777 282 2,059 1,835 223 2,058 1,864 193 2,057 1,930 128 2,058 1,948 110 2,058 1,996 64 2,060 2,035 26 2,061 2,040 23 2,063 2,045 20 2,065 2,050 18 2,068 2,055 16 2,071 2,061 14 2,075 2,066 14 2,080 2,071 14 2,085 2,092 (1,882) 210 2,097 (1,881) 216 2,102 (1,879) 223 2,108 (1,878) 230 2,113 (1,875) 238 2,118 (1,871) 247 2,124 (1,869) 255 56,854 (7,692) 49,162 Recommended Action: $3.3 million on 2/1/16 $2.2 million on 1/1/17 Trust Benefit Contribution/ 'ayment (Withdrawal) Net Cost 1,406 3,300 4,706 1,476 2,200 3,676 1,499 171 1,670 1,568 99 1,667 1,595 70 1,665 1,637 26 1,663 1,687 (26) 1,661 1,696 (37) 1,659 1,763 (107) 1,656 1,777 (122) 1,655 1,835 (181) 1,654 1,864 (211) 1,653 1,930 (276) 1,654 1,948 (294) 1,654 1,996 (341) 1,655 2,035 (378) 1,657 2,040 (381) 1,659 2,045 (384) 1,661 2,050 (386) 1,664 2,055 (389) 1,666 2,061 (390) 1,671 2,066 (391) 1,675 2,071 (390) 1,681 2,092 (1,882) 210 2,097 (1,881) 216 2,102 (1,879) 223 2,108 (1,878) 230 2,113 (1,875) 238 2,118 (1,871) 247 2,124 (1,869) 255 56,854 (11,953) 44,901 Recom- Recom- mended mended Savings Savings (Costs) vs. (Costs) vs. Original Alternate (2,806) (2,627) (1,576) (1,599) 730 404 1,033 404 1,335 404 1,637 404 1,839 404 2,041 404 2,244 404 2,445 404 2,446 404 2,447 404 2,546 404 2,546 404 2,545 405 2,443 404 2,341 404 2,239 404 2,136 404 2,034 405 1,929 404 1,825 405 1,719 404 690 0 584 0 477 0 270 0 112 0 (47) 0 (155) 0 40,049 4,261 ,�_pHNERT PgRK CA L1 FO RN lP ITEM NO. 12 Mission Statement "We Care for Our Residents by Working Together to Build a Better Community for Today and Tomorrow." CITY OF ROHNERT PARK CITY COUNCIL AGENDA REPORT Meeting Date: February 9, 2016 Department: Development Services Submitted By: Jeffrey S. Beiswenger, Planning Manager Agenda Title: Adoption of an Ordinance to prohibit marijuana activities in the City, with an exception to allow for a limited amount of indoor personal cultivation of medical marijuana by amending Chapters 17.02 (General Provisions), 17.04 (Definitions) and 17.06 (Land Use Regulations) of the zoning ordinance and adoption of a new Chapter 8.30 (Marijuana Cultivation, Processing, Delivery, and Dispensaries) of the Municipal Code and finding the action exempt under the California Environmental Quality Act. RECOMMENDED ACTION: Conduct a second reading and adopt Ordinance No. 896 to amend several Titles of the City of Rohnert Park, Municipal code, as follows: • A new Chapter 8.30 (Marijuana Cultivation, Processing, Delivery, and Dispensaries) will be added to expressly prohibit marijuana cultivation facilities, marijuana processing, marijuana delivery, and marijuana dispensaries in all zones in the City. A narrow exception allows indoor personal cultivation by a qualified patient under specified circumstances. • The following definitions will be included in Chapter 8.30: marijuana, marijuana cultivation, marijuana cultivation facility, marijuana processing, delivery, marijuana dispensary, medical marijuana collective (and cooperative), and tobacco store. • Title 17 (zoning) will include statement prohibiting marijuana -related uses, as defined in Chapter 8.30. • Tobacco stores and related private smoker's lounges will be added to the list of conditionally permitted uses within the Regional Commercial (C-R) district. A prohibition on "Head Shops" is already included in the Municipal Code and the CUP will help to more effectively enforce this prohibition. BACKGROUND: The purpose of Ordinance No. 896 is to respond to Assembly Bills 243 and 266 and Senate Bill 643, recently passed by the State Legislature, which taken together create a broad state regulatory and licensing system governing the cultivation, testing, and distribution of medical marijuana, the manufacturing of marijuana products, and physician recommendations for medical marijuana, and provide immunity to marijuana businesses operating with both a state license and a local permit. The City Council has determined that express Municipal Code regulations regarding medical marijuana dispensaries, marijuana cultivation facilities, commercial cannabis activities, and medical marijuana deliveries will benefit the public by providing clear guidelines regarding the scope of prohibited conduct and minimize the potential for confusion regarding the City's policies. ITEM NO. 12 The Planning Commission held a public hearing on January 14, 2016 to consider the full text of the implementing land use ordinances and recommended approval to the City Council. The City Council held a public hearing on January 26, 2016 and after hearing public testimony and due deliberation introduced the ordinance for approval with an amendment to only permit the indoor cultivation of marijuana, subject to the limits established in the introduced ordinance (no more than three plants and a maximum of 50 square feet of cultivation area per property). The purpose of the action tonight is to conduct a second reading to adopt the ordinance as attached. ENVIRONMENTAL DETERMINATION: The approval of this ordinance is not a project subject to the California Environmental Quality Act ("CEQA") pursuant to CEQA Guidelines Sections 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in a physical change to the environment, directly or indirectly. Alternatively, the City Council finds the approval of this ordinance is exempt under CEQA Regulation Section 15061(b)(3) because it can be seen with certainty to have no potential for causing a significant effect on the environment. STRATEGIC PLAN ALIGNMENT: This action is consistent with Strategic Plan Goal D — Continue to Develop a Vibrant Community by implementing mandated programs. OPTIONS CONSIDERED: Adopt the attached ordinance. Staff recommends this option because it is consistent with our current zoning practice of prohibiting most marijuana activities. Our permissive zoning scheme does not ordinarily expressly state prohibited activities, but we must do so in this instance as a result of new legislation. 2. The alternative to these code amendments are to take no action. This is not recommended because the code amendments are needed to strengthen the existing prohibitions on marijuana businesses and activities and to response to recent State legislation. FISCAL IMPACT/FUNDING SOURCE: Adopting the attached ordinance has minimal fiscal impact. Department Head Approval Date: 1/29/16 City Manager Approval Date: 2/3/16 Finance Director Approval Date: NA City Attorney Approval Date: 1/29/16 Attachments (list in packet assembly order): 0 Ordinance No.896 W ORDINANCE NO. 896 AN ORDINANCE OF THE CITY OF ROHNERT PARK, CALIFORNIA, AMENDING CHAPTERS 17.02 (GENERAL PROVISIONS), 17.04 (DEFINITIONS), AND 17.06 (LAND USE REGULATIONS) OF THE ZONING ORDINANCE, AND ADOPTION OF A NEW CHAPTER 8.30 (MARIJUANA CULTIVATION, PROCESSING, DELIVERY, AND DISPENSARIES) OF THE MUNICIPAL CODE WHEREAS, the applicant, City of Rohnert Park, filed Planning Application No. PLMC 2015-04 proposing to amend the Rohnert Park Municipal Code ("RPMC") by amending Chapters 17.02 (General Provisions), 17.04 (Definitions), and 17.06 (Land Use Regulations) of the City of Rohnert Park Zoning Ordinance, and amending the Municipal Code by addition of a new Chapter 8.30 (Marijuana Cultivation, Processing, Delivery, and Dispensaries) to Title 8; and WHEREAS, the proposed amendments to the Zoning Ordinance Chapters would provide a definition of the term "Tobacco Store" consistent with Chapter 8.32 of the RPMC and reinstate Tobacco Stores to the Use list in Chapter 17.06 of the Zoning Ordinance, and would clarify in Chapter 17.02 that marijuana -related uses are not permitted uses in any zone; and WHEREAS, the proposed new Chapter 8.30 of Title 8, the Health and Safety Code, would provide definitions and regulation of marijuana -related uses; and WHEREAS, in 1970, Congress enacted the Controlled Substances Act (CSA) which, among other things, makes it illegal to import, manufacture, distribute, possess or use marijuana in the United States.; and WHEREAS, in 1972, California added Chapter 6 to the state Uniform Controlled Substances Act, commencing at Health and Safety Code section 11350, which established the state's prohibition, penalties, and punishments for the possession, cultivation, transportation, and distribution of marijuana; and WHEREAS, in 1996, the voters of the State of California approved Proposition 215 (the "Compassionate Use Act;" Health and Safety (H&S) Code Section 11362.5 et seq.); and WHEREAS, California courts have held that the CUA created a limited exception from criminal liability for seriously ill persons who are in need of medical marijuana for specified medical purposes and who obtain and use medical marijuana under limited, specified circumstances; and WHEREAS, on January 1, 2004, the state Legislature enacted the "Medical Marijuana Program" (MMP), codified as Health and Safety Code sections 11362.7 to 11362.83, to clarify the scope of the CUA, establish a voluntary program for identification cards issued by counties for qualified patients and primary caregivers, and provide criminal immunity to qualified patients and primary caregivers for certain activities involving medical marijuana, including the collective or cooperative cultivation of medical marijuana; and WHEREAS, the California Supreme Court ruled unanimously in City of Riverside v. Inland Empire Patients Health and Wellness Center, Inc. (2013) 56 Cal.4th 729, that the CUA and the MMP do not preempt local ordinances that completely and permanently ban medical marijuana dispensaries, collectives, and cooperatives; and WHEREAS, in Maral v. City of Live Oak (2013) 221 Cal.App.4th 975, the Third District Court of Appeal held, based on Inland Empire, that there was no right to cultivate medical marijuana and that a city could implement and enforce a complete ban on this activity, including a ban on personal cultivation; and WHEREAS, on September 11, 2015, the California Legislature passed Assembly Bills 243 and 266 and Senate Bill 643, which taken together create a broad state regulatory and licensing system governing the cultivation, testing, and distribution of marijuana, the manufacturing of marijuana products, and physician recommendations for medical marijuana, and provide immunity to marijuana businesses operating with both a state license and a local permit; and WHEREAS, Governor Brown signed each bill on October 9, 2015; and WHEREAS, while the new legislation expressly preserves local control over marijuana facilities and land uses, including the authority to prohibit all marijuana businesses and cultivation completely, newly -added Health & Safety Code section 11362.777(c)(4) provides that if a city does not have a land use regulation or ordinance regulating or prohibiting marijuana cultivation, either expressly or otherwise under principles of permissive zoning, or chooses not to administer a conditional permit program under that section, then commencing March 1, 2016, the state Department of Food and Agriculture will become the sole licensing authority for marijuana cultivation in that jurisdiction; and WHEREAS, under newly -added Business and Professions Code section 19340(a), if a city wants to prevent marijuana deliveries within its jurisdiction, it must adopt an ordinance expressly prohibiting them; and WHEREAS, marijuana businesses, dispensaries, cultivation activities, and deliveries are not listed in the Zoning Code as either permitted or conditionally -permitted land uses and are, therefore, prohibited under the City's permissive zoning provisions, as set forth in Municipal Code sections 19.04.030 and 19.04.050 (City of Corona v. Naulls (2008) 166 Cal.AppAth 418, 431-433); and WHEREAS, the City Council has determined that express Municipal Code regulations regarding marijuana dispensaries, marijuana cultivation facilities, commercial cannabis activities, and marijuana deliveries will benefit the public by providing clear guidelines regarding the scope of prohibited conduct and minimize the potential for confusion regarding the City's policies, and WHEREAS, many California communities have experienced adverse impacts and negative secondary effects from marijuana establishments and cultivation sites, including hazardous construction, unsafe electrical wiring, noxious odors and fumes affecting neighboring properties and businesses, increased crime in and around such land uses, and the diversion of marijuana to minors; and WHEREAS, a California Police Chiefs Association compilation of police reports, news stories, and statistical research regarding crimes involving marijuana businesses and their secondary impacts on the community is contained in a 2009 white paper report which is attached to the staff report presented to the City Council with this ordinance and on file with the City Clerk; and WHEREAS, the Santa Clara County District Attorney's Office issued a May 2014 memorandum entitled "Issues Surrounding Marijuana in Santa Clara County," which outlined many of the negative secondary effects resulting from marijuana cultivation; a copy of this memorandum is attached to the staff report presented to the City Council with this ordinance and on file with the City Clerk; and WHEREAS, the Santa Clara County Public Defender issued a May 2014 memorandum entitled "Substance -Related Suspensions in the East Side Union High School District," describing a correlation between substance abuse -related suspensions in local high schools and a proliferation of medical marijuana dispensaries in the area; a copy of this memorandum is attached to the staff report presented to the City Council with this ordinance and on file with the City Clerk; and WHEREAS, news stories regarding adverse impacts of medical marijuana business, including dispensaries, cultivation sites, and delivery services, are attached to the staff report presented to the City Council with this ordinance and on file with the City Clerk; and WHEREAS, it is reasonable to conclude that marijuana dispensaries, marijuana cultivation facilities, commercial cannabis activities, and marijuana deliveries could cause similar adverse impacts on the public health, safety, and welfare in Rohnert Park; and WHEREAS, in order to protect the public health, safety, and welfare, the adoption of Municipal Code Chapter 8.30 regulation of marijuana -related activities including marijuana dispensaries, marijuana cultivation facilities, commercial cannabis activities, and marijuana deliveries, and amendment of Section 17.02 (General Provisions) of the Zoning Ordinance will make express the prohibition of marijuana -related activities in all districts; and WHEREAS, the proposed regulations have been determined not to be a project for the purposes of the California Environmental Quality Act (CEQA); and WHEREAS, the Ordinance attached hereto as Exhibit A amends Chapters 17.02, 17.04, and 17.06 and adopts a new Chapter 8.30; and WHEREAS, on January 14, 2015, the Planning Commission held a public hearing at which time interested persons had an opportunity to testify either in support or opposition to the proposal and the Planning Commission recommended adoption of the municipal code amendments to the City Council; and WHEREAS, on January 26, the City Council conducted a duly notice public hearing to review and consider the information contained in Planning Application No. PLMC 2015-04 for the amendments to Chapters 17.02, 17.04, 17.06 of the Zoning Ordinance and adoption of a new Chapter 8.30 of Title 8 (Health and Safety). NOW, THEREFORE, the City Council of the City of Rohnert Park does hearby ordain as follows: Section 1. The above recitations are true and correct and material to this Ordinance. In making its findings, the City Council relied upon and hereby incorporates by reference all staff reports, presentations, and other documentation presented to the Council in the meeting. Section 2. Findings for Enactment of Amendments to Chapters 17.02, 17.04, and 17.06. The City Council hereby makes the following findings concerning amendments to Chapter 17.02, 17.04, and 17.06 of the Zoning Ordinance: 1. That the proposed amendments to the Zoning Ordinance are consistent with the General Plan 2020. Criteria Satisfied. The proposed amendments to the Zoning Ordinance make no changes affecting the General Plan in that they simply clarify and make express the prohibition against marijuana -related activities, and clarify and make an express provision for Tobacco Stores within the context of the Ordinance. Prohibition of marijuana -related activities does not conflict with any allowable uses in the land use element and does not conflict with any policies or programs in any other element of the General Plan 2. That the proposed amendment to the Zoning Ordinance will be beneficial to the public health, safety or welfare. Criteria Satisfied. The proposed amendments will benefit the public by making express the prohibition against marijuana -related activities, activities with potential adverse effects on the public health, safety, and welfare. The proposed amendment will not have any detrimental impacts and will have some positive impacts to the public health, safety or welfare. 3. That with the proposed zoning and/or amendment adequate and available sites remain (refer to the quantified housing objectives in the city's housing element of the general plan) to mitigate the loss of residential density on the subject property to accommodate the city's "fair share" regional housing needs used by the State Department of Housing and Development in determining compliance with Housing Element Law pursuant to Government Code Section 65863(b). Criteria satisfied. The proposed amendments will not affect the availability of housing or residential density, but rather makes express the City's existing prohibition against marijuana -related land uses. Section 3. Environmental Clearance. The City Council finds the approval of this ordinance is not a project subject to the California Environmental Quality Act ("CEQA") pursuant to CEQA Guidelines Sections 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in a physical change to the environment, directly or indirectly. Alternatively, the City Council finds the approval of this ordinance is exempt under CEQA Regulation Section 15061(b)(3) because it can be seen with certainty to have no potential for causing a significant effect on the environment. Section 4. Approval of Municipal Code Amendments. The City Council hereby approves the amendments to the Zoning Ordinance which are attached as Exhibit A and are incorporated by reference as if set forth in full. Section 5. Severability. The City Council hereby declares that every section, paragraph, sentence, clause, and phrase of this ordinance is severable. If any section, paragraph, sentence, clause or phrase of this ordinance is for any reason found to be invalid or unconstitutional, such invalidity, or unconstitutionality shall not affect the validity or constitutionality of the remaining sections, paragraphs, sentences, clauses, or phrases. Section 6. Effective Date. This ordinance shall be in full force and effective 30 days after its adoption, and shall be published and posted as required by law. Section 7. Publication. The City Clerk is directed to cause this ordinance to be published in the manner required by law. This ordinance was introduced on January 26, 2016 and adopted by the Council of the City of Rohnert Park on February 9, 2016, by the following roll call vote: AYES: NOES: ABSENT: ABSTAIN: CITY OF ROHNERT PARK Gina Belforte, Mayor ATTEST: JoAnne M. Buergler, City Clerk APPROVED AS TO FORM: Michelle Marchetta Kenyon, City Attorney I, JOANNE BUERGLER, CITY CLERK of the City of Rohnert Park, California, do hereby certify that the foregoing Ordinance was duly adopted and passed at a regular meeting of the City Council on the 26th day of January, 2016 by the following roll call vote: AYES: NOES: ABSENT: ABSTAIN: JoAnne M. Buergler, City Clerk Exhibit A Amendments to the City of Rohnert Park, Municipal Code Add the following chapter to Title 8 of the Municipal Code, as follows: Chapter 8.30 — Marijuana Cultivation, Processing, Delivery, and Dispensaries 8.30.010 — Purpose A. The commercial cultivation, processing, delivery, or dispensing of marijuana can affect the health, safety, and well-being of City residents by increasing the risks of criminal activity, degradation of the natural environment, malodorous smell, and electrical fire hazards that may result from such activities. B. Marijuana cultivation, processing, delivery, or dispensing in any location increases the risk that surrounding homes or businesses may be negatively impacted by nuisance activity such as loitering or crime. C. The above factors have the potential to create significant hazards and nuisances to the public such that a City-wide prohibition of such activities is proper and necessary D. The City Council finds that this chapter: (1) expressly prohibits the cultivation of marijuana in the City and expresses the City's intent to not administer a conditional permit program pursuant to Health & Safety Code section 11362.777 for the cultivation of marijuana in the City; (2) exercises its local authority to enact and enforce local regulations and ordinances, including those regarding the permitting, licensing, or other entitlement of the activities prohibited by this chapter; (3) exercises its police power to enact and enforce regulations for the public benefit, safety, and welfare of the City and its community; and (4) expressly prohibits the delivery of marijuana in the City. 8.30.020 — Definitions A. "Marijuana" means any or all parts of the plant Cannabis sativa Linnaeus, Cannabis indica, or Cannabis ruderalis, whether growing or not; the seeds thereof; the resin or separated resin, whether crude or purified, extracted from any part of the plant; and every compound, manufacture, salt, derivative, mixture, or preparation of the plant, its seeds or resin, including marijuana infused in foodstuff or any other ingestible or consumable product containing marijuana, or any extract or infusion preparation. The term "marijuana" shall also include "medical marijuana" as such phrase is used in the August 2008 Guidelines for the Security and Non -Diversion of Marijuana Grown for Medical Use, as may be amended from time to time, that was issued by the office of the Attorney General for the state of California or subject to the provisions of California Health and Safety Code Section 11362.5 (Compassionate Use Act of 1996) or California Health and Safety Code Sections 11362.7 to 11362.83 (Medical Marijuana Program Act). B. "Marijuana Cultivation" means growing, planting, harvesting, drying, curing, grading, trimming, or processing of marijuana. C. "Marijuana cultivation facility" means any business, facility, use, establishment, property, or location where the cultivation of marijuana occurs. A marijuana cultivation facility shall not include a property where a qualified patient resides and cultivates marijuana pursuant to Health and Safety Code section 11362.5 if the qualified patient maintains no more than three (3) marijuana plants and does not sell, distribute, donate, or provide marijuana to any other person or entity, and the property on which the qualified patient resides and is cultivating marijuana/cannabis has no more than 50 square feet, located indoors, devoted to the cultivation of marijuana /cannabis by any qualified patient or combination of qualified patients (the area used to cultivate marijuana/cannabis shall be measured by the aggregate area of vegetative growth of live marijuana plants on the premises). Notwithstanding this exception, a qualified patient cultivating marijuana may not create or cause a nuisance condition and the city may abate, in any manner permitted by law, a nuisance condition created or caused by, associated with, or arising from marijuana cultivation by a qualified patient. D. "Marijuana Processing" means any method used to prepare marijuana or its byproducts for commercial retail and/or wholesale, including but not limited to: drying, cleaning, curing, packaging, and extraction of active ingredients to create marijuana related products and concentrates. E. "Delivery" or "deliveries" means the commercial transfer of marijuana or marijuana products from a dispensary to a primary caregiver or qualified patient as defined in Section 11362.7 of the California Health and Safety Code, or a testing laboratory either owned and controlled by a dispensary or independently licensed that enables qualified patients or primary caregivers to arrange for or facilitate the commercial transfer by a licensed dispensary of marijuana or marijuana products. F. "Marijuana Dispensary" or "Marijuana Dispensaries" means any business, office, store, facility, location, retail storefront or wholesale component of any establishment, cooperative or collective that delivers (as defined in Business & Professions Code section 19300.5(m) or any successor statute thereto) whether mobile or otherwise, dispenses, distributes, exchanges, transmits, transports, sells or provides marijuana to any person for any reason, including members of any medical marijuana cooperative or collective consistent with the August 2008 Guidelines for the Security and Non -Diversion of Marijuana Grown for Medical Use, as may be amended from time to time, that was issued by the office of the Attorney General for the state of California, or for the purposes set forth in California Health and Safety Code Section 11362.5 (Compassionate Use Act of 1996) or California Health and Safety Code Sections 11362.7 to 11362.83 (Medical Marijuana Program Act). G. "Medical marijuana collective" or "cooperative or collective" means any group that is collectively or cooperatively cultivating and distributing marijuana for medical purposes that is organized in the manner set forth in the August 2008 Guidelines for the Security and Non -Diversion of Marijuana Grown for Medical Use, as may be amended from time to time, that was issued by the office of the Attorney General for the state of California or subject to the provisions of California Health and Safety Code Section 11362.5 (Compassionate Use Act of 1996) or California Health and Safety Code Sections 11362.7 to 11362.83 (Medical Marijuana Program Act). 8.30.030 — Prohibited Activities Marijuana cultivation facilities, marijuana processing, marijuana delivery, and marijuana dispensaries shall be prohibited activities in all zones in the City, except where the City is preempted by federal or state law from enacting a prohibition on any such activity. No use permit, variance, building permit, or any other entitlement, license, or permit, whether administrative or discretionary, shall be approved or issued for the activities of marijuana cultivation, marijuana processing, marijuana delivery, or the establishment or operation of a marijuana dispensary in the City, and no person shall otherwise establish or conduct such activities in the City, except where the City is preempted by federal or state law from enacting a prohibition on any such activity for which the use permit, variance, building permit, or any other entitlement, license, or permit is sought. 8.30.040 Public Nuisance. Any violation of this chapter is hereby declared to be a public nuisance. 8.30.050 Enforcement. The City may enforce this section in any manner permitted by law. The violation of this section shall be and is hereby declared to be a public nuisance and shall, at the discretion of the City, create a cause of action for injunctive relief. Add the following to Title 17 (Zoning) of the Municipal Code as follows: 1. Add the following section: 17.02.100 - Marijuana -related Uses Prohibited Marijuana cultivation facilities, marijuana processing, marijuana delivery, and marijuana dispensaries as defined in Chapter 8.30 are expressly prohibited in all districts. 2. Add a new definition added to 17.04 - Definitions "Tobacco Store" shall be as defined in Chapter 8.32 3. Amend 17.06 — Land Use Regulations, Section 17.06.060 (Permitted Uses). Commercial Land Use table to add the following entry: Land Use Category C -O C -N C-R Tobacco store (retail or wholesale) and -- -- C private smoker's lounge when attached to a tobacco store (Regulated by Municipal Code Chapters 8.32 and 8.33) From: Karen Cappa Sent: Monday, February 08, 2016 10:14 AM To: Ahanotu, Amy Subject: Objection to the outdoor ban for growing Cannabis Dear Mr Ahanotu I see on the agenda for the City Council meeting this Tuesday that you will be discussing a possible ban on outdoor growing of personal Cannabis plants in Rohnert Park. As a person who uses this plant as medicine I am opposed to this possible ban and I will tell you why I am opposed. First of all everyone who legally grows this plant for personal use has had to see a doctor, pay for a prescription, have a card showing this has been done and have had legitimate reasons to use this medicinal plant for issues that this plant addresses very well. This process is costly and every person who does this legally has to renew their prescription each year with an exam from a licensed doctor to make this legitimate. My second objection to this is that growing any plant outdoors is far better than growing plants indoors. The reasons are many but clearly using the sun and water that is available outside is the number one reason. The second reason that growing indoors is not acceptable to me personally is that setting up a growing place inside is costly and has the potential for causing a fire or power outage depending on what growing system is used. Plus you need to have space to grow inside which I do not have. The third reason this is not acceptable is that 99% of the time pesticides and chemicals are needed to keep these indoor plants thriving because indoor growing is not natural. As a person who is a gardner and grows plants organically I am opposed to being forced to do something that is going to cost me more money, time and possibly will not work at all. People in this community that grow these plants for their personal use are not gang members, thugs or criminals. If this is the reason that the police want to halt the growing of these plants outdoors then they should address this to the public in a forum so we can talk to them about this issue. We voted years ago to allow this plant to be grown for our own use and so far this has worked very well for thousands of people in Sonoma County. It is clear that most people accept the facts that this plant is gentle and effective for many medical issues. It is far better than many pharmaceutical drugs and very few people commit crimes to use cannabis for their own personal use. I am unable to come to the City Council meeting because of my job so I hope that you present my opinion to the council meeting so my voice as a citizen of this city is heard in my absence. Thank you Sincerely, Karen Cappa Rohnert Park Rohnert Park City Council Members February 9, 2016 Re: Medical marijuana cultivation in Rohnert Park Dear Rohnert Park City Council I have lived in Rohnert Park for nearly 16 years. Over the years, I have seen an increase in outdoor medical marijuana cultivation. I have not witnessed any undue results from this practice by my neighbors. My husband died in 2013 following a long and painful battle with cancer. His oncologist encouraged him to use marijuana to address multiple symptoms. My husband chose to purchase his medicine at a licensed dispensary because he became too ill to cultivate his own. I am 100% in support of outdoor medical marijuana cultivation in my town to provide needed medication. I am writing because I have grave concern about a proposal to require marijuana cultivation to be taken indoors. There are multiple reasons why this is a poor idea. As a realtor, I have seen many times the consequences of growing a crop inside a small interior space that was not originally built to be a greenhouse. Indoor cultivation can cause moisture and mold issues that are sometimes unsurmountable. Further, the odor of growing marijuana plants permeates walls. I have entered homes months and months after a grower moved out and the odor is still palpable. This can, quite simply, ruin a home's value, not unlike cigarette smoke or black mold infestation. Indoor Marijuana cultivation is a leading cause of home fires. I urge you to read the linked article from a leading fire safety publication outlining the dangers, not only to buildings, but to the firefighters who are charged with putting out fires caused by this hazard. http://www.f i ree ngi nee ri ngcom/artides/print/volume-163/issue- /Features/the-hazards-of-row- houses.html In closing, I would like to say that it is very important for Rohnert Park residents who need it to be able to grow a reasonable amount of marijuana without worrying about setting themselves or their neighbors on fire or ruining their homes. Sincerely, Martha Saly Rohnert Park CITY COUNCIL SPEAKER CARD Date: O Agenda Item #: 12- , Name: ( ✓h S C v � +� Address: Phone: TOPIC: �. �� . i v e � Brief Summary of Comments: CITY COUNCIL SPEAKER CARD Date: 04 q • on, Agenda Item #: la Name: Uri a �or-,� ink s�L i Address: TOPIC: Brief Summary of Comments: See Reverse --> See Reverse —>