City Hall, Council Chamber

100 Santa Rosa Avenue

Santa Rosa, CA 95404

City of Santa Rosa

City Council

Regular Meeting Minutes - Final

Tuesday, October 21, 2025

1:00 PM

1. CALL TO ORDER AND ROLL CALL

Mayor Stapp called the meeting to order at 1:02 p.m.

7 -

Present:

Mayor Mark Stapp, Vice Mayor Eddie Alvarez, Council Member

Caroline Bañuelos, Council Member Victoria Fleming, Council

Member Dianna MacDonald, Council Member Jeff Okrepkie, and

Council Member Natalie Rogers

2. REMOTE PARTICIPATION UNDER AB 2449 (IF NEEDED)

3. ANNOUNCEMENT OF CLOSED SESSION ITEMS

No public comments were made.

Mayor Stapp recessed the meeting to closed session

at 1:03 p.m. to discuss Items 3.1 through 3.2 as listed on the

agenda.

3.1

PUBLIC EMPLOYMENT

(Government Code Section 54957)

Titles: City Manager and Interim City Manager

This item was received and filed.

3.2

CONFERENCE WITH LABOR NEGOTIATORS

(Government Code Section 54957.6)

Agency Designated Representative: Mayor

Unrepresented Employee: City Manager

This item was received and filed.

Vice Mayor Alvarez left closed session at approximately 1:51 p.m.

Mayor Stapp adjourned closed session at approximately 2:32 p.m.

and reconvened to the regular session at approximately 2:40 p.m.

4. STUDY SESSION

Council Member Fleming returned to the dais just after roll

call at approximately 2:42 p.m.

6 -

Present:

Mayor Mark Stapp, Council Member Caroline Bañuelos, Council

Member Victoria Fleming, Council Member Dianna MacDonald,

Council Member Jeff Okrepkie, and Council Member Natalie Rogers

1 - Vice Mayor Eddie Alvarez

Absent:

4.1

GENERAL FUND FINANCIAL UPDATE

The Finance Department recommends that Council hold a Study

Session to provide an update on the financial condition of the General

Fund and present preliminary results for fiscal year (FY) 2024-25. This

item is to provide an opportunity for City Council to receive information,

ask questions and give general guidance for FY 2026-27 budget

development. This item is for information only and no action is to be

taken.

Staff Report

Presentation

Attachments:

Scott Wagner, Interim Chief Financial Officer, and Veronica Conner,

Budget and Financial Analysis Manager, presented and answered

questions from Council.

Vice Mayor Alvarez rejoined the meeting at 3:31 p.m.

PUBLIC COMMENTS:

Janice Karrman spoke on the item, how the City should have artificial

intelligence on their radar, and concerns about technical services

costs.

The time not being 4:00 p.m., Mayor Stapp recessed the

meeting at 3:37 p.m. and reconvened at 4:00 p.m.

5. ANNOUNCEMENT OF ROLL CALL (IF NEEDED)

7 -

Present:

Mayor Mark Stapp, Vice Mayor Eddie Alvarez, Council Member

Caroline Bañuelos, Council Member Victoria Fleming, Council

Member Dianna MacDonald, Council Member Jeff Okrepkie, and

Council Member Natalie Rogers

6. REPORT, IF ANY, ON STUDY AND CLOSED SESSIONS

Teresa Stricker, City Attorney, reported there was no reportable

action taken during closed session.

7. PROCLAMATIONS/PRESENTATIONS - NONE.

8. STAFF BRIEFINGS - NONE.

9. CITY MANAGER’S/CITY ATTORNEY’S REPORTS

Maraskeshia Smith, City Manager, had no report.

9.1

REPORT OF SETTLEMENTS AND ACTIVE LITIGATION

The City Attorney will report on all settlements authorized by Council in

closed session that were finalized in September 2025, which includes

but may not be limited to all settlements requiring the City to pay more

than $50,000. The City Attorney will also provide a summary of pending

litigation against the City.

Litigation Report

Attachments:

City Attorney Stricker reported there was 1 settlement over $50,000

which was previously authorized by Council in closed session that

was finalized in the month of September, Stillwater Insurance and

Company vs City of Santa Rosa, with a settlement amount of

$88,000. The City paid from the Water Enterprise Fund. The

caseload remains constant with 36 litigation matters, with trial dates

assigned to approximately one-third of those matters.

PUBLIC COMMENTS:

Janice Karrman requested additional information on closed session

items.

10. STATEMENTS OF ABSTENTION/RECUSAL BY COUNCIL MEMBERS

There were no statements of abstentions/recusals.

11. MAYOR'S/COUNCIL MEMBERS’ REPORTS

Council Member Rogers reported on recent attendance at floating

pumpkin patch event at Ridgeway attended and upcoming

community events.

Council Member Okrepkie reported attending a joint meeting with

Mayor Stapp, Sonoma County Board of Supervisors and the

Sonoma Count Fair Board to discuss United Soccer League's

interest in the fair grounds location as a potential development site.

Council Member Bañuelos reported on recent attendance of the

West End Neighborhood Association meeting.

Vice Mayor Alvarez reported on the City's local transit services

offered for the community and invited the community to attend

Districts 1 and 7 community meeting being held on October 22 at

Roseland Community Prep.

Mayor Stapp reported on a fundraising gala for the active and retired

canines.

11.1 MAYOR'S/COUNCIL MEMBERS' SUBCOMMITTEE AND LIAISON

REPORTS (AND POSSIBLE COUNCIL DIRECTION TO BOARD

REPRESENTATIVE ON PENDING ISSUES, IF NEEDED)

No public comments were made.

LATE CORRESPONDENCE

Late Correspondence (Uploaded 10-21-2025)

Attachments:

11.1.1 Council Subcommittee Reports

11.1.2 Sonoma County Transportation and Climate Authorities (SCTCA)

11.1.3 Sonoma County Water Agency (SCWA) - Water Advisory Committee

11.1.4 Association of Bay Area Governments (ABAG)

11.1.5 Sonoma County Agricultural Preservation and Open Space District

Advisory Committee

11.1.6 Sonoma Clean Power Authority (SCPA)

11.1.7 Zero Waste Sonoma (formerly known as Sonoma County Waste

Management Agency (SCWMA))

Council Member MacDonald provided a brief report.

11.1.8 Groundwater Sustainability Agency (GSA)

11.1.9 Sonoma County Homeless Coalition

11.1.10 Renewal Enterprise District (RED)

Council Member Fleming provided a brief report.

11.1.11 Public Safety Subcommittee

11.1.12 Other

12. APPROVAL OF MINUTES - NONE.

13. CONSENT ITEMS

No public comments were made.

Approval of the Consent Agenda

A motion was made by Vice Mayor Alvarez, seconded by Council Member

Okrepkie, to waive reading of the text and adopt Consent Items 13.1

through 13.9, excluding Item 13.3 as it was continued to a date uncertain.

The motion carried by the following vote:

7 -

Yes:

Mayor Mark Stapp, Vice Mayor Eddie Alvarez, Council Member

Caroline Bañuelos, Council Member Victoria Fleming, Council

Member Dianna MacDonald, Council Member Jeff Okrepkie, and

Council Member Natalie Rogers

13.1

MOTION - DELEGATION OF AUTHORITY TO THE DESIGN REVIEW

AND PRESERVATION BOARD

RECOMMENDATION: The Planning and Economic Development

Department recommends that the Council, by motion, delegate the

authority to the newly formed Design Review and Preservation Board to

approve the final meeting minutes of the former Design Review Board

and Cultural Heritage Board and take any other actions necessary to

wrap up other unfinished business of these dissolved boards. This item

has no impact on current fiscal year budget.

Staff Report

Attachments:

This Consent - Motion was approved.

13.2

MOTION - APPROVAL AND ISSUANCE OF A PURCHASE ORDER

FOR THE PURCHASE OF SIX (6) BMW R1300RT-P MOTORCYCLES

RECOMMENDATION: The Transportation and Public Works

Department recommends that the Council, by motion, approve a

Purchase Order to purchase six (6) 2026 BMW R1300RT-P

motorcycles from RCA Investments Inc., dba Long Beach BMW

Motorcycles, Long Beach, California utilizing cooperative purchasing

through the City of San Bernardino Goods Purchase Agreement

2026-000000140, San Bernardino, California for a total not to exceed

amount of $271,214.64 and authorizes the Purchasing Agent to execute

the Purchase Order.

Staff Report

Attachments:

Attachment 1 - Purchase Agreement

Attachment 2 - Vendor Pricing

Attachment 3 - Piggyback Consent

Attachment 4 - Correspondence

This Consent - Motion was approved.

13.3

MOTION - APPROVAL OF PROFESSIONAL SERVICES AGREEMENT

- CONSTRUCTION MANAGEMENT AND INSPECTION SERVICES

FOR THE ROUTE 101 BICYCLE AND PEDESTRIAN

OVERCROSSING (THIS ITEM IS CONTINUED TO A DATE

UNCERTAIN.)

RECOMMENDATION: The Transportation and Public Works

Department recommends that the Council, by motion: 1) approve a

Professional Services Agreement to provide construction management

and inspection services for the Route 101 Bicycle and Pedestrian

Overcrossing project (CML-5028(083)) with Dynamic Dzyne Associates,

Inc. dba Substrate (or Substrate, Inc.) of Novato, California in an

amount not to exceed $1,800,000 with a City controlled contingency of

$200,000; and 2) authorize the Department Head or delegee to make

non-substantive changes to the Agreement, subject to approval by the

City Attorney, and execute the Agreement. This item has no impact on

current fiscal year budget.

This item was continued to a date uncertain.

13.4

MOTION - APPROVAL AND ISSUANCE OF A PURCHASE ORDER

FOR THE PURCHASE OF ONE MADVAC LS175 COMPACT STREET

SWEEPER

RECOMMENDATION: The Transportation and Public Works

Department recommends that the Council, by motion, approve a

Purchase Order to purchase one (1) MadVac LS175 Compact Street

Sweeper from RJMS Corporation, a Delaware corporation, dba Total

Industries of Livermore, California, utilizing cooperative purchasing

through the Sourcewell Cooperative Contract 093021-EXP for a total

not to exceed $168,913.80 and authorize the Purchasing Agent to

execute the Purchase Order.

Staff Report

Attachments:

Attachment 1 - Vendor Pricing

This Consent - Motion was approved.

13.5

MOTION - SECOND AMENDMENT TO PROFESSIONAL SERVICES

AGREEMENT NUMBER F002929 WITH JARVIS FAY LLP FOR

SPECIALIZED LEGAL SERVICES

RECOMMENDATION: The City Attorney and the Transportation and

Public Works Department recommend that the Council, by motion,

approve the Second Amendment to Professional Services Agreement

Number F002029 with Jarvis Fay LLP, Oakland, California to increase

compensation by $50,000 for a total contract amount not to exceed

$150,000 for continued legal advice relating to public works, public

contracting and general procurement matters, and authorize the City

Attorney to execute the amendment. This item has no impact on current

fiscal year budget.

Staff Report

Attachments:

Attachment 1 - Second Amendment to PSA

This Consent - Motion was approved.

13.6

RESOLUTION - AMENDMENT TO PROFESSIONAL SERVICE

AGREEMENT NUMBER F002714A WITH PENA INVESTIGATIONS

FOR PRE-EMPLOYMENT BACKGROUND CHECK SERVICES

RECOMMENDATION: The Fire Department recommends that the

Council, by resolution, approve a Second Amendment to Professional

Service Agreement Number F002714A with Pena Investigations,

Windsor, California for pre-employment background check services in

an amount of $125,000, for a total amount not to exceed $224,000.

This item has no impact on current fiscal year budget.

Staff Report

Attachments:

Resolution

Exhibit A - Professional Service Agreement - Pena

This Consent - Resolution was adopted.

RESOLUTION NO. RES-2025-168 ENTITLED: RESOLUTION OF THE

COUNCIL OF THE CITY OF SANTA ROSA APPROVING THE SECOND

AMENDMENT TO PROFESSIONAL SERVICE AGREEMENT NUMBER

F002714A WITH PENA INVESTIGATIONS FOR PRE-EMPLOYMENT

BACKGROUND CHECK SERVICES

13.7

RESOLUTION - CLASSIFICATION AND COMPENSATION & SALARY

PLAN AND SCHEDULE

RECOMMENDATION: The Human Resources Department

recommends that the Council receive the attached Human Resources

Classification/Compensation Reports, and by resolution: 1) approve the

proposed new classifications, salaries, associated reclassifications,

budget adjustments, and adopt the updated Salary Plan and Schedule;

and 2) approve the deletion of 2.0 FTE Fire Inspector II and addition of

2.0 FTE Fire Inspector to correct an error in the titles of the budgeted

allocations. This item is requesting appropriations for ongoing funding.

Staff Report

Attachments:

Resolution 1

Exhibit A - Classification and Compensation Study Report

Exhibit B - Classification Changes

Exhibit C - New Salary Steps

Exhibit D - Summary of Budget Changes

Exhibit E - Classification and Compensation Differential Analysis Report

Exhibit F - Side Letters

Exhibit G - Differential Analysis Compaction Solutions

Exhibit H - Differential Analysis New Salary Steps

Exhibit I - Salary Plan and Schedule

Resolution 2 - Fire Position Corrections

These Consent - Resolutions were adopted.

RESOLUTION NO. RES-2025-169 ENTITLED: RESOLUTION OF THE

COUNCIL OF THE CITY OF SANTA ROSA CLASSIFICATION AND

COMPENSATION

RESOLUTION NO. RES-2025-170 ENTITLED: RESOLUTION OF THE

COUNCIL OF THE CITY OF SANTA ROSA AMENDING THE CITY SALARY

PLAN AND SCHEDULE BY ELIMINATING, RECLASSIFYING OR ADDING

POSITIONS, AND AUTHORIZING THE CITY MANAGER TO IMPLEMENT

THESE CHANGES INCLUDED IN THE FISCAL YEAR 2025-26 BUDGET

SUBJECT TO THE COMPLETION OF THE MEET AND CONFER PROCESS

13.8

RESOLUTION - APPROVING A PROFESSIONAL SERVICES

AGREEMENT WITH RAFTELIS FINANCIAL CONSULTANTS, INC.,

FOR AN OPERATIONAL AND STAFFING ASSESSMENT

RECOMMENDATION: The City Manager’s Office recommends that the

Council, by resolution, approve the Professional Services Agreement

with Raftelis Financial Consultants, Inc., a North Carolina corporation,

for the purpose of conducting an Organization and Staffing Assessment

for the City of Santa Rosa, for a total amount not to exceed $144,550,

and authorize the City Manager to make non-substantive changes to

the Agreement, subject to approval by the City Attorney, and execute

the Agreement. This item is requesting appropriations for one-time

funding.

Staff Report

Attachments:

Attachment 1 - RFP for Organization and Staffing Assessment

Resolution

Exhibit A - PSA - Raftelis Financial Consultants, Inc.

This Consent - Resolution was adopted.

RESOLUTION NO. RES-2025-171 ENTITLED: RESOLUTION OF THE

COUNCIL OF THE CITY OF SANTA ROSA APPROVING A PROFESSIONAL

SERVICES AGREEMENT WITH RAFTELIS FINANCIAL CONSULTANTS,

INC. FOR AN OPERATIONAL AND STAFFING ASSESSMENT

13.9

ORDINANCE INTRODUCTION - CITY CODE TEXT AMENDMENT -

MINOR PROCEDURAL AMENDMENT TO TOBACCO RETAIL

LICENSE ORDINANCE

RECOMMENDATION: The City Manager’s Office recommends that the

Council introduce an ordinance to make minor procedural amendments

to Chapter 6-20 of the City Code, previously adopted by Council on

August 6, 2024, to clarify the appeal processes for Tobacco Retail

Licenses. This item has no impact on current fiscal year budget.

Staff Report

Attachments:

Attachment 1 - Ch 6-20 Redline Changes

Ordinance

This Consent - Ordinance was introduced on first reading.

ORDINANCE ENTITLED: ORDINANCE OF THE COUNCIL OF THE CITY OF

SANTA ROSA AMENDING SANTA ROSA CITY CODE SECTIONS 6-20.020 -

DEFINITIONS, 6-20.140 - SUSPENSION OF REVOCATION OF LICENSE,

AND 6-20.260 - APPEAL PROCEDURE

14. PUBLIC COMMENT ON NON-AGENDA MATTERS

LATE CORRESPONDENCE

Late Correspondence (Uploaded 10-21-2025)

Late Correspondence (Uploaded 10-23-2025)

Attachments:

15. REPORT ITEMS

15.1

REPORT - 2025 CALIFORNIA FIRE AND WILDLAND-URBAN

INTERFACE CODE ADOPTION WITH LOCAL AMENDMENTS

BACKGROUND: Every three years the State of California updates the

California Code of Regulations, Title 24 (CCR-T24) including the

California Fire Code and the new California Wildland-Urban Interface

Code. Such model codes with State amendments and California specific

codes go into effect in every City and County in the State of California

180 days after publication. The new California codes were published on

July 1, 2025 and will take effect on January 1, 2026. The Fire

Department is requesting adoption of the 2025 California Fire Code and

the 2025 California Wildland-Urban Interface Code with local

amendments and administrative changes.

RECOMMENDATION: The Fire Department recommends that the

Council: 1) introduce an ordinance adopting by reference the 2025

edition of the California Fire Code as adopted and amended by the

State of California, and further amended based on local condition,

repeal existing sections not applicable to new codes and modify

Chapter 18-44 of the Santa Rosa City Code to reflect the new model

code; 2) introduce an ordinance adopting by reference the 2025

California Wildland Urban Interface code, as adopted and amended by

the State of California, and further amended based on local condition,

added as Chapter 18-46 to the Santa Rosa City Code to reflect the new

model code; 3) adopt a resolution setting a public hearing on November

18, 2025, for adoption of the ordinances. This item has no impact on

current fiscal year budget.

Staff Report

Attachments:

Resolution

Ordinance 1- 2025 Fire Code Local Amendments

Ordinance 2 - 2025 Wildland-Urban Interface Code Local Amendments

Presentation

Ordinance 2 - Summary

Mike Johnson, Assistant Fire Marshal, presented and Paul

Lowenthal, Division Chief - Fire Marshall, answered questions from

Council.

PUBLIC COMMENTS:

Peter Alexander spoke in opposition to parties against living cactus

fences and in support of living cactus fences as a fire prevention

tool.

A motion was made by Council Member Okrepkie, seconded by Vice Mayor

Alvarez, to waive reading of the text and introduce ordinances entitled:

ORDINANCE OF THE COUNCIL OF THE CITY OF SANTA ROSA

REPEALING CHAPTER 18-44 OF THE EXISTING SANTA ROSA CITY CODE

AND ADDING A NEW CHAPTER 18-44 ADOPTING BY REFERENCE, WITH

LOCAL AMENDMENTS, THE 2022 EDITION OF THE CALIFORNIA FIRE

CODE

and

ORDINANCE OF THE COUNCIL OF THE CITY OF SANTA ROSA ADDING A

NEW CHAPTER 18-46 ADOPTING BY REFERENCE, WITH LOCAL

AMENDMENTS, THE 2025 EDITION OF THE CALIFORNIA

WILDLAND-URBAN INTERFACE CODE

and adopt RESOLUTION NO. RES-2025-172 ENTITLED: RESOLUTION OF

THE COUNCIL OF THE CITY OF SANTA ROSA SETTING A TIME AND

PLACE FOR A PUBLIC HEARING FOR THE PROPOSED ADOPTION, BY

REFERENCE, OF PORTIONS OF THE 2025 CALIFORNIA FIRE CODE AND

THE 2025 CALIFORNIA WILDLAND-URBAN INTERFACE CODE WITH

LOCAL AMENDMENTS AND ADMINISTRATIVE CHANGES.

The motion carried by the following vote:

7 -

Yes:

Mayor Mark Stapp, Vice Mayor Eddie Alvarez, Council Member

Caroline Bañuelos, Council Member Victoria Fleming, Council

Member Dianna MacDonald, Council Member Jeff Okrepkie, and

Council Member Natalie Rogers

15.2

REPORT - REVISIONS TO CITY COUNCIL VOTING PROCEDURE

FOR ELECTING MAYOR AND VICE MAYOR

BACKGROUND: The City Council held a study session on September

9, 2025, to discuss and provide direction to staff about possible

changes to current Council policies related to voting processes Council

uses to appoint (1) individuals to vacant Council seats outside of an

election cycle, (2) members of certain boards, commissions and

committees, and (3) Mayor and Vice Mayor. Given the upcoming

election of Vice Mayor in November, staff has prioritized updating the

Mayor and Vice Mayor election process. Staff will bring the updates to

policies for appointing individuals to boards, commissions, committees,

and vacant Council seats outside of an election cycle, at a future date.

RECOMMENDATION: The City Attorney recommends that the Council,

by resolution, revise the City Council Manual of Procedures and

Protocols to modify the voting procedure the City Council uses to elect

the Mayor and Vice Mayor. This item has no impact on current fiscal

year budget.

Staff Report

Attachments:

Attachment 1 - Redlined Manual of Procedures and Protocols

Resolution

Exhibit A – Revised Manual of Procedures and Protocols

Exhibit A - Redline (Uploaded 10-24-2025)

Exhibit A - Final (Uploaded 10-24-2025)

Presentation

City Attorney Stricker presented and answered questions from

Council.

PUBLIC COMMENTS:

Peter Alexander acknowledged the presence of high school

students, requested snacks for attendees at future meetings,

transparency, and other topics.

Janice Karrman spoke on the confusion of the vice mayor/mayor

selection and suggested the City change the Charter immediately to

have an elected mayor.

A motion was made by Vice Mayor Alvarez, seconded by Council Member

Rogers, to waive reading of the text and adopt as amended

RESOLUTION NO. RES-2025-173 ENTITLED: RESOLUTION OF THE

COUNCIL OF THE CITY OF SANTA ROSA REVISING CITY COUNCIL

MANUAL OF PROCEDURES AND PROTOCOLS

The motion carried by the following vote:

5 -

Yes:

Mayor Mark Stapp, Vice Mayor Eddie Alvarez, Council Member

Dianna MacDonald, Council Member Jeff Okrepkie, and Council

Member Natalie Rogers

2 -

No:

Council Member Caroline Bañuelos, and Council Member Victoria

Fleming

16. PUBLIC HEARINGS - NONE.

17. WRITTEN COMMUNICATIONS

17.1

NOTICE OF FINAL MAP - Dutton Meadow - For Council action.

Notice of Submittal

Location Map

Attachments:

This item was received and filed.

18. PUBLIC COMMENT ON NON-AGENDA MATTERS

Tae Butler spoke on victims rights and follow-up related to his case

has not happened.

Peter Alexander spoke on farm bureau embezzlement article in the

paper, Carlos Santana, Andy Lopez, and various topics.

Tyler Kruger spoke on the SRPD mission statement and Code of

Ethics, and efforts to seek justice for his friends.

Janice Karrman spoke on recent vandalism at City Hall.

19. ANNOUNCEMENT OF CONTINUED CLOSED SESSION ITEMS, RECESS TO

CLOSED SESSION IN THE MAYOR’S CONFERENCE ROOM, RECONVENE TO

OPEN SESSION, AND ANNOUNCEMENTS [IF NEEDED]

20. ADJOURNMENT OF MEETING

Mayor Stapp adjourned the meeting at 5:35 p.m. The next regularly

scheduled meeting will be held on November 4, 2025, at a time to

be set by the Mayor.