CITY OF HEALDSBURG
CITY COUNCIL/REDEVELOPMENT SUCCESSOR AGENCY
REGULAR MEETING AGENDA
City Hall Council Chamber Meeting Date: May 15, 2023
401 Grove Street Time: 6:00 PM
Healdsburg, CA 95448 Date Posted: May 10, 2023
(707) 431-3317
To join by computer, tablet, or mobile device:
Go to https://zoom.us/join and type in the Webinar ID: 815 8894 3494 or follow this link:
healdsburg.gov/zoom (Pre-registration for the meeting is not required.) Process to watch the meeting and submit Public Comment as a part of the Zoom Webinar .
1. CALL TO ORDER/ROLL CALL
A. Pledge of Allegiance
B. Approval of Agenda
2. REPORT ON CLOSED SESSION(S)
3. ANNOUNCEMENTS/PRESENTATIONS
A. Pride in Public Service Award Recipients Recognition B. Proclamation recognizing May 2023 as Jewish American Heritage Month in the City of Healdsburg
C. Proclamation recognizing May 2023 as Affordable Housing Month in the City of Healdsburg
D. Proclamation recognizing May 21-27, 2023 as Public Works Week in the City of Healdsburg
E. Presentation from the Healdsburg High School Arts Club
4. CITY MANAGER REPORTS
5. PUBLIC COMMENTS ON ITEMS ON THE CONSENT CALENDAR AND NON
AGENDA ITEMS
This time is set aside to receive comments from the public regarding matters of general interest not on the agenda, but related to City Council/RSA business. Pursuant to the Brown Act, however, the City Council cannot consider any issues or take action on any requests during this comment period. Public comment on non-agenda items is limited to thirty (30) minutes total for all speakers, City Council/RSA Regular Meeting Agenda
May 15, 2023
with each speaker given no more than three (3) minutes. If there are more than ten (10) audience/public comment speakers, the Mayor may reduce each speaker’s time from three (3) minutes so that all speakers have an equal time to speak. At the Mayor’s discretion, the public comment period may be extended past 30 minutes. Members from the public wishing to speak on a Consent Agenda item should notify the Mayor during Public Comments.
6. CONSENT CALENDAR
The following items listed on the Consent Calendar are considered routine in nature or have been previously reviewed by the Council and require little or no further discussion by the Council, public, or applicant and action will be taken by the City Council by a single motion. A Councilmember may request that an item be removed from the Consent Calendar and action taken separately. Consent by a majority of the Councilmembers present will be required in order to remove the item. In the event an item is removed, the matter will be considered immediately following the adoption of the Consent Calendar.
A. List of Projects to be Funded by Senate Bill 1 - "The Road Repair and Accountability Act"
Adopt a Resolution listing projects for Fiscal Year 2023-24 to be funded by Senate Bill 1 - "The Road Repair and Accountability Act".
B. Affordable Housing Regulatory Agreement and Declaration of Restrictive Covenants - 3 Healdsburg Avenue
Adopt a Resolution approving an Affordable Housing Regulatory Agreement and Declaration of Restrictive Covenants between the City and KHE Holdings, LLC for three affordable rental apartments and 12 middle-income rental apartments as a part of the proposed Healdsburg Avenue Apartment project located at 3 Healdsburg Avenue.
C. Amendment to the Traffic Signal Maintenance Contract Adopt a Resolution approving an amendment to the traffic signal maintenance contract with DC Electric Group, Inc., increasing the not to exceed amount by $93,970, authorizing the City Manager to execute the contract amendment and amending the adopted budget.
D. Professional Services Agreement with St. Paul's Episcopal Church for Hygienic Services for Those Experiencing Homelessness
Adopt a Resolution approving a Professional Services Agreement between the City of Healdsburg and St. Paul’s Episcopal Church to provide shower services for the homeless community with an option to extend the Agreement for two additional years; and authorize the City Manager to execute the Agreement for a not to exceed amount of $45,000 per year.
City Council/RSA Regular Meeting Agenda
May 15, 2023
E. Amendment to Fitch Mountain Park and Open Space Preserve Public Access Improvements Bidding Support Services Agreement with Prunuske Chatham Inc for Re-scoping of Bid Documents
Adopt a Resolution amending the Professional Services Agreement with Prunuske Chatham Inc. and increasing the not-to-exceed amount by $15,440 for a total of $32,536 and authorizing the City Manager to execute the contract amendment on the City's behalf.
7. PUBLIC HEARINGS
None.
8. OLD BUSINESS
A. Fiscal Year 2022-23 Third Quarter Budget Review as of March 31, 2023
1. Receive a presentation on the FY 2022-23 City financials through March 31, 2023; and
2. Adopt a Resolution approving a budget amendment for Fiscal Year 2023-24.
B. Healdsburg Avenue Decorative Bridge Lighting Policy
Adopt a Resolution authorizing policies for the decorative illumination of the Healdsburg Avenue Bridge.
9. NEW BUSINESS
A. Special Events Report and Proposed Special Event Review Process
1. Provide direction to staff regarding Special Event Master List annual review and approval process.
2. Approve or deny a request to add a soap box derby request to the 2023 special event schedule.
3. Conditionally approve the 2023 Special Event Master List and 2023 Special Event Requests.
10. COUNCIL REPORTS ON MATTERS OF INTEREST OCCURRING SINCE
PREVIOUS REGULAR MEETING/EXPENSE REIMBURSEMENT REPORTS
11. WRITTEN COMMUNICATIONS
12. ADJOURN CITY COUNCIL / RSA MEETING
City Council/RSA Regular Meeting Agenda
May 15, 2023
13. FUTURE AGENDA ITEMS
A. Future Agenda Items for 2023
SB 343 - DOCUMENTS RELATED TO OPEN SESSION AGENDAS: Any writings or documents provided to a majority of the City Council/Redevelopment Successor Agency Board regarding any item on this agenda after the posting of this agenda and not otherwise exempt from disclosure, will be made available for public review in the City Clerk's Office located at City Hall, 401 Grove Street, Healdsburg, during normal business hours. If supplemental materials are made available to the members of the City Council/Redevelopment Successor Agency Board at the meeting, a copy will be available for public review at the City Hall Council Chambers, 401 Grove Street, Healdsburg, CA 95448.
These writings will be made available in appropriate alternative formats upon request by a person with a disability, as required by the Americans with Disabilities Act.
DISABLED ACCOMMODATIONS: The City of Healdsburg will make reasonable accommodations for persons having special needs due to disabilities. Please contact Raina Allan, City Clerk, at Healdsburg City Hall, 401 Grove Street, Healdsburg, California, 431-3317, at least 72 hours prior to the meeting, to ensure the necessary accommodations are made.
CIUDAD DE HEALDSBURG
CONSEJO MUNICIPAL/AGENCIA DE DESARROLLO SUCESORA
ORDEN DEL DÍA DE LA REUNIÓN ORDINARIA DEL CONSEJO
MUNICIPAL
City Hall Council Chamber
(Salón del Consejo Municipal) Fecha de la reunión: 15 de mayo de 2023 401 Grove Street Hora: 6:00 pm
Healdsburg, CA 95448 Fecha de publicación: 10 de mayo de 2023 (707) 431-3317
Para participar por computadora, tableta o dispositivo móvil:
Vaya a https://zoom.us/join y teclee el número de identificación (ID) del seminario web: 815 8894 3494 o siga este enlace: healdsburg.gov/zoom (No es necesario inscribirse previamente a la reunión).
Para enviar comentarios públicos como parte del seminario web de Zoom. .
1. LLAMADA AL ORDEN/PASAR LISTA
A. Juramento a la bandera
B. Aprobación del orden del día
2. INFORME SOBRE LA SESIÓN/LAS SESIONES A PUERTA CERRADA
3. ANUNCIOS/PRESENTACIONES
A. Reconocimiento a los galardonados con el Premio Pride por el Servicio Público B. Proclamación por la que se reconoce mayo de 2023 como Mes de la Herencia Judía en Estados Unidos en la ciudad de Healdsburg
C. Proclamación por la que se reconoce mayo de 2023 como Mes de la Vivienda Asequible en la ciudad de Healdsburg
D. Proclamación por la que se reconoce del 21 al 27 de mayo de 2023 como Semana de las Obras Públicas en la ciudad de Healdsburg.
E. Presentación del Club de Arte del Instituto de Healdsburg
4. INFORMES DEL GERENTE DE LA CIUDAD
5. COMENTARIOS PÚBLICOS SOBRE LOS PUNTOS EN EL CALENDARIO ACORDADO Y LOS PUNTOS NO INCLUIDOS EN EL ORDEN DEL DÍA
Orden del día de la Reunión Ordinaria del Consejo Municipal /RSA 15 de mayo de 2023
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Este tiempo se reserva para recibir comentarios del público sobre asuntos de interés general no incluidos en el orden del día, pero relacionados con los asuntos del Consejo Municipal/RSA. Sin embargo, conforme la Ley Brown, el Consejo Municipal no puede considerar temas o tomar medidas sobre cualquier solicitud hecha durante este período de comentario. Los comentarios del público sobre los puntos no incluidos en el orden del día están limitados a treinta (30) minutos en total para todos los oradores, concediéndose a cada orador un máximo de tres (3) minutos. Si hay más de diez (10) comentarios públicos, el alcalde puede reducir el tiempo de tres (3) minutos de cada orador para que así todos los oradores tengan el mismo tiempo para hablar. A discreción del alcalde, el periodo de comentarios del público podrá prolongarse más de 30 minutos. Los miembros del público que deseen hablar sobre un asunto en el orden del día acordado deben notificárselo al alcalde durante los comentarios públicos.
6. CALENDARIO ACORDADO
Los siguientes puntos enumerados en el orden del día acordado se consideran rutinarios o han sido revisados previamente por el Consejo y requieren poca o ninguna discusión por parte del Consejo, el público o solicitante y el Consejo Municipal tomará medidas en una sola moción. Un miembro del consejo puede solicitar que se excluya un punto del calendario acordado y se pueden tomar medidas por separado. Para excluir un punto, se requiere el consentimiento de una mayoría de los miembros del consejo presentes. En caso de que se excluya un punto, el asunto se considerará de inmediato después de la adopción del orden del día acordado.
A. Lista de proyectos que serán financiados por el Proyecto de Ley del Senado 1 - "Ley de Reparación y Responsabilidad de Carreteras"
Adoptar una Resolución en la que se enumeren los proyectos para el Año Fiscal 2023-24 que serán financiados por Ley del Senado 1 - "Ley de Reparación y Responsabilidad de Carreteras”.
B. Acuerdo reglamentario de vivienda asequible y declaración de pactos restrictivos - 3 Healdsburg Avenue
Adoptar una Resolución por la que se apruebe un Acuerdo reglamentario de viviendas asequibles y una Declaración de pactos restrictivos entre la Ciudad y KHE Holdings, LLC para tres apartamentos de alquiler asequibles y 12 apartamentos de alquiler de ingresos medios como parte del proyecto propuesto de apartamentos de la avenida Healdsburg, situado en el número 3 de la avenida Healdsburg.
C. Enmienda al contrato de mantenimiento de las señales de tráfico Adoptar una Resolución por la que se aprueba una modificación del contrato de mantenimiento de señales de tráfico con DC Electric Group, Inc., por la que se aumenta el importe no superable en $93,970, se autoriza al Gerente de la Ciudad a ejecutar la modificación del contrato y se modifica el presupuesto adoptado.
D. Acuerdo de servicios profesionales con St. Paul's Episcopal Church para la prestación de servicios higiénicos para las personas sin vivienda Orden del día de la Reunión Ordinaria del Consejo Municipal /RSA 15 de mayo de 2023
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Adoptar una Resolución por la que se apruebe un Acuerdo de Servicios Profesionales entre la Ciudad de Healdsburg y St. Paul's Episcopal Church para prestar servicios de duchas a la comunidad de personas sin vivienda con opción a prorrogar el Acuerdo por dos años más; y autorizar al Gerente de la Ciudad a ejecutar el Acuerdo por un importe no superior a $45,000 por año.
E. Enmienda al Acuerdo de Servicios de Apoyo a la Licitación del Parque y Reserva de Espacios Abiertos de Fitch Mountain para las Mejoras del Acceso Público con Prunuske Chatham Inc para el Reestudio del Documento de Licitación Adoptar una Resolución que modifique el Acuerdo de Servicios Profesionales con Prunuske Chatham Inc. y aumente el importe no superable en $15,440 por un total de $32,536 y autorice al Gerente de la Ciudad a ejecutar la modificación del contrato en nombre de la Ciudad.
7. AUDIENCIAS PÚBLICAS
Ninguna.
8. ASUNTOS PENDIENTES
A. Revisión del presupuesto del tercer trimestre del año fiscal 2022-23 al 31 de marzo de 2023
1. Recibir una presentación sobre las finanzas de la Ciudad para el año fiscal 2022-23 hasta el 31 de marzo de 2023; y
2. Adoptar una Resolución por la que se aprueba una modificación presupuestaria para el año fiscal 2023-24.
B. Política de iluminación decorativa del puente de Healdsburg Avenue Adoptar una Resolución autorizando políticas para la iluminación decorativa del puente de Healdsburg Avenue.
9. ASUNTOS NUEVOS
A. Informe sobre acontecimientos especiales y propuesta de proceso de revisión de acontecimientos especiales
1. Orientar al personal sobre el proceso anual de revisión y aprobación de la Lista Maestra de Eventos Especiales.
2. Aprobar o denegar la solicitud de añadir un derby de cajas de jabón al calendario de eventos especiales de 2023.
3. Aprobar condicionalmente la Lista Maestra de Eventos Especiales 2023 y las Solicitudes de Eventos Especiales 2023.
Orden del día de la Reunión Ordinaria del Consejo Municipal /RSA 15 de mayo de 2023
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10. INFORMES DEL CONSEJO SOBRE ASUNTOS DE INTERÉS QUE HAN OCURRIDO DESDE LA REUNIÓN ORDINARIA ANTERIOR/INFORMES DE
REEMBOLSO DE GASTOS
11. COMUNICACIONES ESCRITAS
12. LEVANTAR LA REUNIÓN DEL CONSEJO MUNICIPAL/RSA
13. PUNTOS FUTUROS PARA EL ORDEN DEL DÍA
A. Futuros puntos del orden del día para 2023
SB 343 - DOCUMENTOS RELACIONADOS CON EL ORDEN DEL DÍA DE LAS SESIONES ABIERTAS: Cualquier escrito o documento provisto a una mayoría de la Junta del Consejo Municipal/Agencia de Desarrollo Sucesora con respecto a cualquier punto en este orden del día después de la publicación de la misma y que no esté exento de divulgación, se pondrá a disposición del público en la Oficina de la Secretaría Municipal ubicada en City Hall, 401 Grove Street, Healdsburg, durante horas hábiles. Si el material complementario se pone a disposición de los miembros de la Junta del Consejo Municipal/Agencia de Desarrollo Sucesora, una copia estará disponible para la revisión pública en las Cámaras del Consejo Municipal, 401 Grove Street, Healdsburg, CA 95448.
Estos escritos se pondrán a disposición en formatos alternativos apropiados a petición de una persona con discapacidad, tal y como exige la Ley de Estadounidenses con Discapacidades.
ADAPTACIONES POR DISCAPACIDAD: La ciudad de Healdsburg realizará adaptaciones razonables para las personas con necesidades especiales debidas a discapacidades. Por favor, contacte a Raina Allan, secretaria municipal, en Healdsburg City Hall, 401 Grove Street, Healdsburg, California, 431-3317, por lo menos 72 horas antes de la reunión para garantizar que se realicen las adaptaciones necesarias.
CITY OF HEALDSBURG
PROCLAMATION
A PROCLAMATION OF THE CITY COUNCIL OF THE CITY OF
HEALDSBURG DECLARING THE MONTH OF MAY 2023 AS
JEWISH AMERICAN HERITAGE MONTH IN THE CITY OF
HEALDSBURG
WHEREAS, Jewish Americans have been an important part of the American story and have greatly contributed to all areas of American life and culture since our nation’s earliest days; and WHEREAS, on April 20, 2006, the Federal Government proclaimed May as Jewish American Heritage Month, stating, “As a nation of immigrants, the United States is better and stronger because Jewish people from all over the world have chosen to become American citizens,” and, since then, proclamations in support of Jewish American Heritage Month have been made by Presidents of the United States annually; and
WHEREAS, generations of Jews have fled to the United States in search of a better life for themselves and their families, and these immigrants made invaluable contributions in support of equality and civil rights through their leadership and achievements; and WHEREAS Jewish Americans are racially, ethnically, socially, politically and economically diverse, with approximately 12-15 percent of Jews in the United States being individuals of color; and WHEREAS, in recent years, Jewish Americans have increasingly experienced antisemitism, including but not limited to physical attacks, vandalism, verbal and physical harassment, and hateful comments posted on social media; and
WHEREAS, Healdsburg shares an obligation to condemn and combat antisemitism wherever it exists, to include Jewish Americans in all facets of civic life, and to stand with the Jewish American community against hatred or bigotry in our city and country; and WHEREAS, there is a need for education and policies that are culturally competent when describing, discussing, or addressing the impacts of being Jewish in all aspects of American society, including discourse and policy; and
WHEREAS we celebrate the rich and diverse heritage of the Jewish American community, including those who live, work and play in Healdsburg.
NOW, THEREFORE, BE IT PROCLAIMED that the City Council of the City of Healdsburg declares the month of May 2023 as Jewish American Heritage Month in the City of Healdsburg.
DATED: May 15, 2023
SO ORDERED:
_______________________________
Ariel Kelley, Mayor
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Attachment: Proclamation (4052 : Jewish American Heritage Month Proclamation)
CITY OF HEALDSBURG
PROCLAMATION
A PROCLAMATION OF THE CITY COUNCIL OF THE CITY
OF HEALDSBURG RECOGNIZING THE MONTH OF MAY
2023 AS AFFORDABLE HOUSING MONTH IN THE CITY OF
HEALDSBURG
WHEREAS, the month of May is recognized as National Affordable Housing Month; and WHEREAS, Affordable housing is essential for creating stable, healthy, and vibrant communities, and plays a crucial role in addressing poverty and inequality; and WHEREAS, every individual deserves a safe, decent, and affordable place to call home, regardless of their income or background; and
WHEREAS, the strength of the Healdsburg community and economy depends on providing access to housing options that allow current and future residents of all income levels and ethnicities to live where they work; and
WHEREAS, the City of Healdsburg Housing Element and Housing Action Plan call for an increase in deed-restricted affordable housing, optimization of affordable housing production, and expansion of affordable housing incentives; and
WHEREAS, the City of Healdsburg is committed to providing access to affordable housing for all its residents, and has adopted policies and programs to increase the production of affordable housing and expand access to affordable homeownership opportunities; and WHEREAS, Affordable Housing Month provides an opportunity for us to recognize the critical importance of affordable housing, raise awareness about the need for affordable homes, and highlight the work of organizations and individuals who are dedicated to increasing access to affordable housing for all members of our community; and WHEREAS, the City encourages the public to join in the recognition of the importance of affordable housing in our community during Affordable Housing Month.
NOW, THEREFORE, BE IT PROCLAIMED that the City Council of the City of Healdsburg hereby recognizes the month of May 2023 as Affordable Housing Month in the City of Healdsburg.
DATED: May 15, 2023
SO ORDERED:
___________________________________
Ariel Kelley, Mayor
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Attachment: Proclamation (4051 : Affordable Housing Month Proclamation)
CITY OF HEALDSBURG
PROCLAMATION
A PROCLAMATION OF THE CITY COUNCIL OF THE CITY
OF HEALDSBURG PROCLAIMING MAY 21-27, 2023 AS
NATIONAL PUBLIC WORKS WEEK IN THE CITY OF
HEALDSBURG
WHEREAS, public works infrastructure such as water systems, wastewater collection and treatment, stormwater management, streets and traffic signals, and capital projects are facilities and core services that play pivotal roles in the health, safety, and quality of life of Healdsburg residents; and
WHEREAS, the quality, effectiveness and smooth operation of these facilities, as well as their planning, design, and construction are vitally dependent upon the efforts, skills and knowledge of Public Works employees; and
WHEREAS, Public Works staff demonstrates their Pride in Public Service every time they respond to a broken water line, plugged sewer, flooded street, faulty signal, reviewing a development permit, or building the next segment of the Foss Creek Pathway by providing excellent customer service; and
WHEREAS, the City’s Public Works employees including engineers, utility operators, utility workers and support staff work collaboratively with other departments, local businesses and residents in a transparent and positive manner; and WHEREAS the support of the residents and businesses of Healdsburg is vital for efficient public works operations; and
WHEREAS, the City of Healdsburg Public Works employees continuously demonstrate ‘gold-medal’ standards for their dedication and commitment to making Healdsburg a great place to live, work and visit.
NOW, THEREFORE BE IT PROCLAIMED, that the City Council of the City of Healdsburg does hereby proclaim the week of May 21-27, 2023 as “National Public Works Week” in the City of Healdsburg.
DATED: May 15, 2023
SO ORDERED:
______________________________
Ariel Kelley, Mayor
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Attachment: Proclamation (4058 : Public Works Week - Proclamation)
CITY OF HEALDSBURG
CITY COUNCIL AGENDA STAFF REPORT
MEETING DATE: May 15, 2023
SUBJECT: List of Projects to be Funded by Senate Bill 1 - "The Road Repair and Accountability Act"
PREPARED BY: Kelly Casey, Administrative Specialist
STRATEGIC INITIATIVE(S):
Effective & Efficient Government
Fiscal Responsibility
Infrastructure & Facilities
Maintain and Improve Infrastructure and Facilities
Provide Effective Governance
RECOMMENDED ACTION(S):
Adopt a Resolution listing projects for Fiscal Year 2023-24 to be funded by Senate Bill 1 - "The Road Repair and Accountability Act".
COMMUNITY ENGAGEMENT/OUTREACH:
Action will be approved at a public meeting.
BACKGROUND:
On April 28, 2017, the Governor of California signed Senate Bill 1 (SB1), The Road Repair and Accountability Act to address basic road maintenance, rehabilitation, and critical safety needs on both the state highway and local streets and road systems. As a result, state funding is now available for roads and transportation infrastructure, repairs, and maintenance through the SB1 Road Maintenance and Rehabilitation Account (RMRA). In accordance with the California Transportation Commission’s guidelines for receiving funds from that account, the City Council must adopt a list of projects that are planned to be funded with FY 2023-24 RMRA funds. That list of adopted projects must be submitted to the California Transportation Commission by July 1, 2023.
DISCUSSION/ANALYSIS:
As a result of SB1, the State Controller began depositing various portions of SB1 funding into the newly created RMRA in January 2018. A percentage of this RMRA funding is apportioned by formula to eligible cities and counties pursuant to Streets and Highways Code Section
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2032(h), for basic road maintenance, rehabilitation, and critical safety projects on local streets and roads systems. To receive funding, cities must apply and include a description and the location of each proposed project, a proposed schedule for the project’s completion, and the estimated useful life of the funded work.
The City of Healdsburg is projected to receive an estimated $279,487 in SB1 funding in FY 2023-24. The FY 23/24 RMRA funds will be set aside for the March Avenue Reconstruction Project. The project, which has not yet begun, is expected to be constructed in the summer of 2024. The work from Healdsburg Avenue to University Street will include localized dig-outs to replace failed sections of pavement, then grinding off the entire surface to a depth of approximately 2” and replaced with new asphalt concrete. This type of project has a life expectancy of 10-15 years. The engineering and design of the project, scheduled to begin in the fall of 2023, will ultimately determine the rehabilitation methodology and amount of sidewalk replacement. The project is estimated to cost over $2 million. The next two or three years of RMRA money will be set aside to help fund the project.
SB1 emphasizes the importance of accountability and transparency in the delivery of California’s transportation programs. Therefore, to be eligible for RMRA funding, cities must annually provide basic project reporting to the California Transportation Commission (CTC) for projects anticipated to be funded through the RMRA. Staff is requesting the passage of a resolution that incorporates the list of projects to satisfy the CTC’s reporting requirements.
ENVIRONMENTAL STEWARDSHIP:
During the design process recycled in place construction methods will be considered and implemented if comparable cost.
ALTERNATIVES:
The City Council could choose to not adopt the proposed Resolution and thereby not approve the proposed projects list for use of SB1 funding and further direct staff to not include the SB1 streets in the future March Avenue Reconstruction Project or, alternatively, to proceed with the work using only local funds available.
FISCAL IMPACT:
The March Avenue Reconstruction Project is in the adopted five-year capital improvement program with a total budget of $2,585,000. The adopted FY 23-24 budget includes $235,000 for design costs funded by Measure T and the five-year capital improvement program identified an additional $2,350,000 for construction in FY24-25 funded by Measure T and Gas Tax. At the time of budget preparation staff proposed the RMRA funds would be allocated to the Pavement Preventative Maintenance Project (PPMP) over the next five years. The adopted FY 22-23 budget includes $671,208 in RMRA funds appropriated for the PPMP project and the adopted FY 23-24 budget appropriates an additional $236,000. After further review of the available funding sources and an evaluation of project priorities, staff are proposing to allocate the FY 23- 24 RMRA allocation towards the March Avenue reconstruction project instead. Staff will return to Council at a later date to amend the adopted budget to reflect this change.
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Adopting the proposed Resolution and thereby approving the proposed project will demonstrate the City’s compliance with the requirements of SB1 for funding. Using state funds for local road projects reduces pressures facing local streets funding, including Measure T funds, to complete the proposed projects.
ENVIRONMENTAL ANALYSIS:
The recommended action does not constitute a “project” under California Environmental Quality Act (“CEQA”). The future construction projects will be subject to environmental review and pending approval pursuant to CEQA guidelines at a future date.
ATTACHMENT(S):
Resolution
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CITY OF HEALDSBURG
RESOLUTION NO. __-2023
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
HEALDSBURG ADOPTING A LIST OF PROJECTS FOR
FISCAL YEAR 2023-24 FUNDED BY SB1: THE ROAD REPAIR
AND ACCOUNTABILITY ACT OF 2017
WHEREAS, Senate Bill 1 (SB1), the Road Repair and Accountability Act of 2017 (Chapter 5, Statutes of 2017) was passed by the Legislature and Signed into law by the Governor in April 2017 to address the significant multi-modal transportation funding shortfalls statewide; and WHEREAS, SB1 includes accountability and transparency provisions that will ensure the residents of our City are aware of the projects proposed for funding in our community and which projects have been completed each fiscal year; and
WHEREAS, the City must adopt by resolution a list of projects proposed to receive fiscal year funding from the Road Maintenance and Rehabilitation Account (RMRA), created by SB1, which must include a description and the location of each proposed project, a proposed schedule for the project’s completion, and the estimated useful life of the improvement; and WHEREAS, the City, will receive an estimated $279,487 in RMRA funding in Fiscal Year 2023-24 from SB1; and
WHEREAS, this is the seventh year in which the City is receiving SB1 funding and will enable the City to continue essential road maintenance and rehabilitation projects, safety improvements, repairing and replacing aging bridges, and increasing access and mobility options for the traveling public that would not have otherwise been possible without SB1; and WHEREAS, the City has undergone a robust public process to ensure public input into our community’s transportation priorities/the project list; and WHEREAS, the City used a Pavement Management System to develop the SB1 project list to ensure revenues are being used on the most high-priority and cost-effective projects that also meet the community’s priorities for transportation investment; and WHEREAS, the funding from SB1 will help the City reconstruct pavement on March Avenue from Healdsburg Avenue to University Street and complete similar projects into the future; and
WHEREAS, the 2020 California Statewide Local Streets and Roads Needs Assessment found that the City’s streets and roads are in a “Fair” condition and this revenue will help us increase the overall quality of our road system and over the next decade will bring our streets and roads into a “Good” condition; and
WHEREAS, the SB1 project list and overall investment in our local streets and roads infrastructure with a focus on basic maintenance and safety, investing in complete streets
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Attachment: Resolution (4015 : SB1 List of Projects)
Resolution No. -2023
infrastructure, and using cutting-edge technology, materials and practices, will have significant positive co-benefits statewide.
NOW, THEREFORE IT IS HERBY RESOLVED, ORDERED AND FOUND by the City Council of the City of Healdsburg as follows:
1. The foregoing recitals are true and correct.
2. The following previously proposed and adopted project will be funded in-part with Fiscal Year 2023-24 Road Maintenance and Rehabilitation Account revenues in their delivery.
With the relisting of this project the adopted fiscal year resolution, the City is reaffirming to the public and the State our intent to fund this project with Road Maintenance and Rehabilitation Account revenues:
March Avenue Reconstruction Project. The work will include localized dig outs of failed areas, complete removal of pavement surface and replacement of new (or recycled) asphalt concrete pavement from Healdsburg Avenue to University Street
3. The project is scheduled for construction during July 2024 through November 2024.
4. The project has an estimated useful life of ten to fifteen years.
PASSED AND ADOPTED by the City Council of the City of Healdsburg, this 15 th day of May
2023, by the following vote:
AYES: Councilmembers:
NOES: Councilmembers:
ABSENT: Councilmembers:
ABSTAINING: Councilmembers:
SO ORDERED: ATTEST:
_________________________________ ____________________________________ Ariel Kelley, Mayor Raina Allan, City Clerk
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Attachment: Resolution (4015 : SB1 List of Projects)
CITY OF HEALDSBURG
CITY COUNCIL AGENDA STAFF REPORT
MEETING DATE: May 15, 2023
SUBJECT: Affordable Housing Regulatory Agreement and Declaration of Restrictive Covenants - 3 Healdsburg Avenue
PREPARED BY: Griselda Villarreal, Administrative Analyst II STRATEGIC INITIATIVE(S):
Expand Affordable Housing Opportunities
RECOMMENDED ACTION(S):
Adopt a Resolution approving an Affordable Housing Regulatory Agreement and Declaration of Restrictive Covenants between the City and KHE Holdings, LLC for three affordable rental apartments and 12 middle-income rental apartments as a part of the proposed Healdsburg Avenue Apartment project located at 3 Healdsburg Avenue.
COMMUNITY ENGAGEMENT/OUTREACH:
This item will be considered at a public meeting where time will be provided for public comment. The project was reviewed by the Planning Commission at a properly noticed public hearing on December 13, 2022. The City published proper notice for this City Council public hearing in the Press Democrat and mailed notice to property owners within 300’ of the proposed project’s property boundary. An on-site public hearing sign was installed on the North Street frontage.
BACKGROUND:
On December 13, 2022, the Planning Commission approved the Design Review, Density Bonus, and Heritage Tree Permit for the Healdsburg Avenue Apartment project. The project, located at 3 Healdsburg Avenue, includes the removal of the 5 existing rental units on the project site to allow for the construction of five two-story apartment buildings with a total of 30 rental apartment units. The project’s conditions of approval require the submittal and Council approval of an Affordable Housing Agreement to provide three affordable units (2 very lowincome and 1 lower-income). The applicant, KHE Holdings, LLC, has also elected to provide 12 units as middle-income units to qualify for Category C (Measure P) Growth Management Allotments. The remaining 15 apartments are proposed as market-rate units.
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DISCUSSION/ANALYSIS:
The Healdsburg Avenue Apartment project is required to provide 3 affordable housing units in accordance with the State Density Bonus Law and the City’s Inclusionary Housing Ordinance.
These units will include a one-bedroom unit and a two-bedroom unit to be rented to very lowincome households and a two-bedroom unit to be rented to low income households. These units will be constructed concurrently with the market-rate units and will be located within three different buildings. Due to the limited number of Category B Allotments available, the applicant has elected to restrict 12 of the units to middle-income households which qualifies the project for 12 Category C Allotments under Healdsburg’s Growth Management Ordinance.
The Affordable Housing Regulatory Agreement and Declaration of Restrictive Covenants (Agreement) restricts the occupancy and rents of the affordable housing units to income qualified very low, low and middle income households for a period of 55 years. Upon approval of the Agreement, it will be executed and recorded with Sonoma County.
Pursuant to this Agreement, to the extent permitted by law, first priority shall be given to eligible households with members who live or work in the City limits of Healdsburg. If there are no Eligible Households that meet these criteria, second priority shall be granted to Eligible Households with members who live or work in unincorporated Healdsburg, but within the 95448-zip code. If there are no Eligible Households who meet these criteria, third priority shall be granted to Eligible Households with members who live or work in Windsor, Geyserville, or Cloverdale, or within the unincorporated Windsor, Geyserville, and Cloverdale boundaries, but within the 95492, 95441, 95425 zip codes, respectively. If there are no qualified buyers or renters who meet the first, second, or third criteria, fourth priority shall be given to individuals who have previously lived in Healdsburg (within City limits and within the unincorporated 95448 zip code), as determined by prior enrollment in Healdsburg public or private schools, or a previously active utility account with the City of Healdsburg.,.
Conditions of approval also require the applicant to provide evidence to the City that relocation assistance has been paid to any qualifying household residing on the project site that will be displaced as a result of the project in compliance with State law and HMC Chapter 9.44 (Tenant Relocation Assistance). The developer will also provide housing location assistance and priority leasing of the newly constructed units to existing tenants. Compliance with the relocation assistance requirements will be a prerequisite to issuance of any building permit.
ENVIRONMENTAL STEWARDSHIP:
Not Applicable.
ALTERNATIVES:
The City Council may wish to direct changes to the Affordable Housing and Middle-Income Agreement.
FISCAL IMPACT:
There is no fiscal impact to the proposed action.
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ENVIRONMENTAL ANALYSIS:
The project has been determined to be exempt from environmental review pursuant to the provisions of the California Environmental Quality Act (CEQA) Guidelines Section 15332 (Class 32), In-Fill Development Projects in that the proposed buildings and associated site improvements meet the conditions outlined therein.
ATTACHMENT(S):
Resolution
Affordable Housing Regulatory Agreement - KHE Holdings
6.B
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CITY OF HEALDSBURG
RESOLUTION NO.____-2023
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
HEALDSBURG APPROVING AN AFFORDABLE HOUSING
REGULATORY AGREEMENT AND DECLARATION OF
RESTRICTIVE COVENANTS BETWEEN THE CITY AND KHE
HOLDINGS, LLC FOR THE HEALDSBURG AVENUE
APARTMENTS PROJECT LOCATED AT 3 HEALDSBURG
AVENUE AND AUTHORIZING EXECUTION AND
RECORDATION OF THE AGREEMENT
WHEREAS, on December 13, 2022, the Planning Commission of the City of Healdsburg approved the Design Review, Density Bonus and Heritage Tree Permit for the Healdsburg Avenue Apartments Project (“Project”); and
WHEREAS, in accordance with the City’s Inclusionary Housing Ordinance and State Density Bonus Law the Project is required to provide three affordable rental housing units, two for very-low-income households and one for lower-income households; and WHEREAS, on April 10, 2023, the Project was issued 12 Category C Growth Management Allocations as requested by the Project developer, KHE Holdings, LLC, which requires the provision of 12 middle-income rental housing units; and WHEREAS, in accordance with the Healdsburg Avenue Apartments Project Conditions of Approval, an Affordable Housing Regulatory Agreement and Declaration of Restrictive Covenants (“Agreement”) has been developed to ensure long-term affordability of the very lowincome, lower-income, and middle-income units; and WHEREAS, the Agreement ensures the 15 units will be made available at rents affordable to very-low, low and middle-income households for a period of 55 years.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Healdsburg hereby:
1. Finds that approval of this Agreement is exempt from the requirements of the California Environmental Quality Act (CEQA) because the project which this Agreement serves to implement constitutes in-fill development in accordance with the conditions set forth in Section 15332 of the State CEQA Guidelines.
2. Approves the Affordable Housing Regulatory Agreement and Declaration of Restrictive Covenants between the City and KHE Holdings, LLC attached as Exhibit A and authorizes the City Manager or designee to execute and deliver each document to which the City is a party substantially in the form attached hereto, with such non-material changes as may be approved by the City Attorney.
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Attachment: Resolution (4034 : Affordable Housing Regulatory Agreement - 3 Healdsburg Avenue) Resolution No. -2023
3. Authorizes the recordation of the Affordable Housing Regulatory Agreement and Declaration of Restrictive Covenants in the Official Records of Sonoma County.
PASSED, APPROVED AND ADOPTED this 15th day of May 2023, by the following vote:
AYES: Councilmembers:
NOES: Councilmembers:
ABSENT: Councilmembers:
ABSTAINING: Councilmembers:
SO ORDERED: ATTEST:
_________________________________ ____________________________________ Ariel Kelley, Mayor Raina Allan, City Clerk
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Attachment: Resolution (4034 : Affordable Housing Regulatory Agreement - 3 Healdsburg Avenue) 4893-8951-0749 v2 1
RECORDING REQUESTED BY
AND WHEN RECORDED MAIL TO:
City of Healdsburg
401 Grove Street
Healdsburg, CA 95448
Attention: City Manager
Exempt From Recording Fees Per
Government Code §27383 And
Building Homes And Jobs Trust
Fund Fee Per Government Code
§27388.1(A)(2)(D)
APN: 088-170-003 Space above this line for Recorder’s use.
AFFORDABLE HOUSING REGULATORY AGREEMENT
AND
DECLARATION OF RESTRICTIVE COVENANTS
By and between
THE CITY OF HEALDSBURG
and
KHE HOLDINGS, LLC
(Healdsburg Avenue Apartments Project)
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Attachment: Affordable Housing Regulatory Agreement - KHE Holdings (4034 : Affordable Housing Regulatory Agreement - 3 Healdsburg 4893-8951-0749 v2 2
This Affordable Housing Regulatory Agreement And Declaration of Restrictive Covenants ("Agreement") is entered into as of _______________ 2023, by and between KHE Holdings, LLC, a California limited liability company ("Developer"), and theCity ofHealdsburg, aCaliforniamunicipal corporation ("City").
City and Developer are sometimes referred to herein individually as a "Party” and collectively as the "Parties."
R E C I T A L S
A. Developer is the owner of certain real property located at 3 Healdsburg Avenue, Healdsburg, California, Assessor's Parcel Number 088-170-003, and more particularly described in Exhibit A attached hereto and incorporated herein by this reference (the “Property”).
B. Developer submitted applications to City for land use entitlements necessary to demolish all five (5) existing residential rental units located on the Property, to be replaced with the construction of thirty (30) residential rental units, comprised of four (4) onebedroom units, eighteen (18) two-bedroom units, and eight (8) three-bedroom units, within five (5) buildings on the Property, along with associated on-site and off-site public improvements (the “Project”).
C. On December 13, 2022, the City of Healdsburg Planning Commission adopted Resolution No. 2022-01, approving Design Review DR 2017-17, Heritage Tree Removal Permit HT 2021-02, and Developer’s application for a density bonus, concessions, and waivers pursuant to Healdsburg Municipal Code § 20.20.035, implementing State Density Bonus Law, Government Code §65915 et seq. (collectively, “Density Bonus Law”), for the Project (collectively, the “Project Approvals”).
D. Pursuant to the Project Approvals, coupled with the requirements of the City’s Inclusionary Housing Ordinance, Healdsburg Municipal Code § 20.20.030, the Project is required to provide two (2) residential units available for rental to and occupancy by very low income households, at an affordable rent, for a minimum period of fifty-five (55) years (the “VLI Units”), and one (1) residential unit available for rental to and occupancy by lower income households, at an affordable rent, for a minimum period of fifty-five (55) years (the “LI Unit”).
E. Further, pursuant to the Project Approvals, in accordance with the Policies and Procedures for the Healdsburg Residential Growth Management Program implementing the Growth Management Ordinance, Healdsburg Municipal Code § 17.24.020, Developer requested and City granted twelve (12) Category “C” allocations to the Project, which thereby requires that twelve (12) residential units be available for rental to and occupancy by middle income households, at an affordable rent, for a minimum period of fifty-five (55) years (the “MI Units”).
F. The purpose of this Agreement is to restrict the occupancy of the VLI Units, LI Unit and MI Units (each an “Affordable Unit” and, collectively, the “Affordable Units”) to Eligible Households at VLI Rent, LI Rent and MI Rent, as defined herein, respectively, for a minimum period of fifty-five (55) years. The Parties intend the
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Attachment: Affordable Housing Regulatory Agreement - KHE Holdings (4034 : Affordable Housing Regulatory Agreement - 3 Healdsburg 4893-8951-0749 v2 3
covenants set forth in this Agreement to run with the land and to be binding upon Developer and Developer’s successors and assigns for the full term of this Agreement.
AGREEMENT
NOW THEREFORE, in consideration of the foregoing, and other valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the Parties hereby agree as follows.
1. Definitions. The following terms have the meanings set forth in this Section wherever used in this Agreement or the attached exhibits:
“Adjusted for family size appropriate to the unit” shall have the meaning set forth in Section 50052.5 of the California Health and Safety Code, as amended or any successor statute thereto.
“Affordable Housing Occupancy Date” means the date of issuance by City of a certificate of occupancy for the final Affordable Unit in the Project, to be memorialized by the Parties through execution and recordation of the Certificate of Completion in the form attached hereto as Exhibit B.
“Affordable Unit” and “Affordable Units” are defined in Recital F of this Agreement.
“Agreement” means this Rental Affordable Housing Agreement and Declaration of Restrictive Covenants.
“Annual Report” is defined in Section 11 of this Agreement. “Applicable Laws” means all laws, ordinances, statutes, codes, rules, regulations, orders and decrees, of the United States, the State of California, County, City, any other political subdivision in which the Site is located, and of any other political subdivision, City or instrumentality exercising jurisdiction over City, Developer, the Site or the Project Improvements, including all applicable state labor laws and standards (including prevailing wages, as applicable); all applicable public contracts requirements, zoning and development standards; building, plumbing, mechanical and electrical codes; all other provisions of the City Municipal Code; and all applicable disabled and handicapped access requirements, including the Americans With Disabilities Act, 42 U.S.C. section 12101, et seq., Government Code section 4450, et seq., Government Code section 11135, et seq., and the Unruh Civil Rights Act, Civil Code section 51, et seq.. “Area Median Income” or “AMI” means the median income for Sonoma County, California, adjusted for the actual number of persons in the applicable household, as determined by HUD pursuant to Section 8 of the United States Housing Act of 1937 and as published from time to time by HCD in Section 6932 of Title 25 of the California Code of Regulations or successor provision published pursuant to California Health and Safety Code Section 50093(c).
“City” means the City of Healdsburg, a California municipal corporation. “City Documents” means Planning Commission Resolution No. 2022-01 and this Agreement.
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Attachment: Affordable Housing Regulatory Agreement - KHE Holdings (4034 : Affordable Housing Regulatory Agreement - 3 Healdsburg 4893-8951-0749 v2 4
“City’s Authorized Representative” means the City Manager of the City of Healdsburg, or his or her designee.
“Claims” is defined in Section 21.
“Conditions of Approval” shall mean the conditions of approval adopted by the Planning Commission in connection with the approval of the Project Approvals pursuant to Resolution No. 2022-01.
“Density Bonus Law” is defined in Recital C.
“Developer” means KHE Holdings LLC, a California limited liability company or its assignee.
“Effective Date” means the date set forth in the first paragraph of this Agreement. “Eligible Household” means a Very Low-Income Household or Lower Income Household qualified in accordance with the terms of this Agreement and Sections 50106 and 50105, respectively, of the California Health and Safety Code, as amended or any successor statute thereto, and a Middle Income Household as defined herein. “Gross Income” means the combined, gross, pre-tax income of all adult occupants of the applicant household, as calculated under California Code of Regulations, Title 25, Section 6914.
“HCD” means the State of California Department of Housing and Community Development.
“HUD” means the U.S. Department of Housing and Urban Development. “Indemnitees” is defined in Section 21.
“LI Rent” means a monthly Rent for a Lower Income Household that does not exceed onetwelfth of thirty percent (30%) times sixty percent (60%) of the AMI, adjusted for family size appropriate to the unit or, for Lower Income Households with a Gross Income that is greater than 60%, but less than 80%, of AMI, one-twelfth of thirty percent (30%) times the household’s actual Gross Income.
“LI Unit,” as referenced in Recital D, means an Affordable Unit available at LI Rent to a Lower Income Household.
“Lower Income Household” shall have the meaning defined in Section 50079.5 of the California Health and Safety Code, as amended or any successor statute thereto. “Management Agreement” is defined in Section 17.b.
“Market Rate Unit” means a residential unit in the Project that is not restricted for rental or occupancy pursuant to this Agreement.
“Marketing and Management Plan” or “Plan” is defined in Section 17.g. “Middle Income Household” means a household whose Gross Income is no more than one hundred sixty percent (160%) of AMI, as adjusted for family size in the applicable household.
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Attachment: Affordable Housing Regulatory Agreement - KHE Holdings (4034 : Affordable Housing Regulatory Agreement - 3 Healdsburg 4893-8951-0749 v2 5
“MI Rent” means a monthly Rent for a Middle Income Household that does not exceed one-twelfth of thirty-three percent (33%) of one hundred sixty percent (160%) of the AMI, adjusted for family size appropriate to the unit. “MI Unit,” as referenced in Recital E, means an Affordable Unit available at MI Rent to a Middle Income Household.
“Party” or “Parties” respectively means City and Developer individually or collectively.
“Project” is defined in Recital B.
“Project Approvals” is defined in Recital C.
“Property” is defined in Recital A and more particularly described in the legal description attached hereto as Exhibit A.
“Property Manager” is defined in Section 17.b.
“Rent” means the total of monthly payments required to be paid by a Tenant of an Affordable Unit for the following: use and occupancy of the Affordable Unit and associated facilities, including parking; any separately charged fees or service charges assessed by the Developer which are required of all Tenants of the Project other than security deposits; an allowance for the cost of an adequate level of service for utilities paid by the Tenant, including garbage collection, sewer, water, electricity, gas and other heating, cooking and refrigeration fuel, but not telephone service or cable TV, to be established annually by the Housing Manager of the City of Healdsburg; and any other interest, taxes, fees or charges for use of the land or associated facilities and assessed by a public or private entity other than the Developer, and required to be paid by the Tenant.
“Tenant” shall mean a household occupying an Affordable Unit pursuant to a valid lease with Developer.
“Term”, as provided in Section 16.a. of this Agreement, means the period of time that this Agreement is in effect, which shall commence upon the Effective Date and end on the Termination Date.
“Termination Date” is the date that is fifty-five years after the Affordable Housing Occupancy Date.
“Very Low-Income Household” shall have the meaning defined in Section 50105 of the California Health and Safety Code, as amended or any successor statute thereto. “VLI Rent” means a monthly Rent for a Very Low-Income Household that does not exceed one-twelfth of thirty percent (30%) times 50 percent (50%) of the AMI, adjusted for family size appropriate to the unit.
“VLI Unit,” as referenced in Recital D, means an Affordable Unit available at VLI Rent to a Very Low-Income Household.
2. Use and Affordability Restrictions. Developer hereby covenants and agrees, for itself and its successors and assigns, that the Affordable Units shall be used solely in compliance with the Project Approvals, and the requirements set forth in this Agreement.
Developer represents and warrants that it has not entered into any agreement that would
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Attachment: Affordable Housing Regulatory Agreement - KHE Holdings (4034 : Affordable Housing Regulatory Agreement - 3 Healdsburg 4893-8951-0749 v2 6
restrict or compromise its ability to comply with the occupancy and affordability restrictions set forth in this Agreement, and Developer covenants that it shall not enter into any agreement that is inconsistent with such restrictions without the express written consent of City.
3. Affordable Unit Size, Mix and Distribution. The Affordable Units required to be provided by Developer within the Project as required by the Project Approvals and this Agreement shall conform to the following requirements:
a. The two (2) VLI Units shall be comprised of one (1) one-bedroom unit and one (1) two-bedroom unit. The one (1) LI Unit shall be a two-bedroom unit. The twelve (12) MI Units shall be comprised of any combination of one-bedroom, two-bedroom and three-bedroom units.
b. Each of the two (2) VLI Units and one (1) LI Unit shall be in separate buildings on the Property. No more than four (4) Affordable Units shall be in any one of the five (5) buildings on the Property at any one time. Further, the Affordable Units shall be reasonable dispersed between the ground floor and second floor of the five (5) buildings on the Property.
4. Construction of Affordable Units
a. The Developer agrees, at its sole cost and expense, to construct or cause to be constructed, the Affordable Units.
b. Developer agrees that all Affordable Units shall be constructed concurrently with, or earlier than, the Market Rate Units. City’s Authorized Representative may approve or deny, in its sole discretion, a modified construction schedule if this timing requirement will create unreasonable delays in the issuance of certificates of occupancy for Market Rate Units, but only if the Developer provides satisfactory assurance, as approved by the City’s Authorized Representative, that the Affordable Units will be completed prior to or contemporaneously with the completion of all Market Rate Units. Each Affordable Unit shall be inspected by the City prior to occupancy to determine that it meets the construction and other standards required by this Agreement.
c. The design, appearance, and overall quality of the Affordable Units shall be compatible with the design of the Market Rate Units constructed as part of the Project. The Affordable Units may have different interior finishes and features than the Market Rate Units in the Project so long as such finishes and features are durable, of good quality, and consistent with contemporary standards for new housing. The Developer shall submit to the City, for review and approval, detailed plans and specifications for the interior finishes and features of the Affordable Units, including any differences from the Market Rate Units, prior to the issuance of building permits. Such plans and specifications shall include sufficient detail to enable the City to determine whether the design, appearance, and general quality of the Affordable Units are compatible with the Market Rate Units, as required by this Agreement. The City shall have the right to require changes to the proposed finishes and features if they are not consistent with contemporary standards for new housing, durable, or of good quality. The Developer shall not implement any such changes without the prior written approval of the City.
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Attachment: Affordable Housing Regulatory Agreement - KHE Holdings (4034 : Affordable Housing Regulatory Agreement - 3 Healdsburg 4893-8951-0749 v2 7
5. VLI Unit Restrictions.
a. Affordability Requirements. For a term of fifty-five (55) years commencing upon the Affordable Housing Occupancy Date, the two (2) VLI Units shall be rented at VLI Rent to (or if vacant, available for occupancy by) a Very Low-Income Household. b. Household Income Increases.
i. If upon recertification of the Gross Income of a Tenant of an VLI Unit in accordance with Section 9, Developer determines that such Tenant’s Gross Income has increased and exceeds the qualifying income for a Very Low Income Household, but does not exceed the qualifying income for a Lower Income Household, then upon the expiration of such Tenant’s lease and following sixty (60) calendar days’ written notice, Developer may increase Tenant’s Rent to LI Rent and Developer shall make the next vacant LI Unit available as an VLI Unit to restore the affordability mix required by this Agreement. ii. If upon recertification of the Gross Income of a Tenant of an VLI Unit in accordance with Section 9, Developer determines that such Tenant’s Gross Income has increased and exceeds the qualifying income for a Very Low Income Household and Lower Income Household, but does not exceed the qualifying income for a Middle Income Household, then upon the expiration of such Tenant’s lease and following sixty (60) calendar days’ written notice, Developer may increase Tenant’s Rent to MI Rent and Developer shall make the next vacant MI Unit available as an VLI Unit to restore the affordability mix required by this Agreement.
iii. If upon recertification of the Gross Income of a Tenant of an VLI Unit in accordance with Section 9, Developer determines that such Tenant’s Gross Income has increased and exceeds the qualifying income for a Very Low Income Household, Lower Income Household, and Middle Income Household, then upon the expiration of such Tenant’s lease and following sixty (60) calendar days’ written notice, Developer may increase Tenant’s Rent to market rate Rent and Developer shall make the next vacant Market Rate Unit available as an VLI Unit to restore the affordability mix required by this Agreement.
6. LI Unit Restrictions.
a. Affordability Requirements. For a term of fifty-five (55) years commencing upon the Affordable Housing Occupancy Date, the LI Unit shall be rented at LI Rent to (or if vacant, available for occupancy by) a Lower Income Household. b. Household Income Increases.
i. If upon recertification of the Gross Income of a Tenant of an LI Unit in accordance with Section 9, Developer determines that such Tenant’s Gross Income has increased and exceeds the qualifying income for a Lower Income Household, but does not exceed the qualifying income for a Middle Income Household, then upon the expiration of such Tenant’s lease and following sixty (60) calendar days’ written notice, Developer may increase Tenant’s Rent to MI Rent and Developer shall make the next vacant MI Unit available as an LI Unit to restore the affordability mix required by this Agreement. ii. If upon recertification of the Gross Income of a Tenant of an LI Unit in accordance with Section 9, Developer determines that such Tenant’s Gross Income has
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Attachment: Affordable Housing Regulatory Agreement - KHE Holdings (4034 : Affordable Housing Regulatory Agreement - 3 Healdsburg 4893-8951-0749 v2 8
increased and exceeds the qualifying income for a Lower Income Household and Middle Income Household, then upon the expiration of such Tenant’s lease and following sixty (60) calendar days’ written notice, Developer may increase Tenant’s Rent to market rate Rent and Developer shall make the next vacant Market Rate Unit available as an LI Unit to restore the affordability mix required by this Agreement.
7. MI Unit Restrictions.
a. Affordability Requirements. For a term of fifty-five (55) years commencing upon the Affordable Housing Occupancy Date, the twelve (12) MI Units shall be rented at MI Rent to (or if vacant, available for occupancy by) a Middle-Income Household. Nothing in this Agreement shall prevent Developer from leasing an MI Unit at less than MI Rent. b. Household Income Increases. If upon recertification of the Gross Income of a Tenant of an MI Unit in accordance with Section 9, Developer determines that such Tenant’s Gross Income has increased and exceeds the qualifying income for a Middle Income Household, then upon the expiration of such Tenant’s lease and following sixty (60) calendar days’ written notice, Developer may increase Tenant’s Rent to market rate Rent and Developer shall make the next vacant Market Rate Unit available as an MI Unit to restore the affordability mix required by this Agreement.
8. No Condominium Conversion. Developer shall not convert any of the Affordable Units to condominium or cooperative tenantship or sell condominium or cooperative rights to the Affordable Units or any part thereof during the term of this Agreement.
9. Affordable Unit Certification. Prior to the initial occupancy of each VLI Unit and LI Unit, and on the annual anniversary of the Affordable Housing Occupancy Date thereafter for the remainder of the term of this Agreement, Developer or Developer’s authorized agent shall obtain from the applicable Very Low-Income Household and Lower Income Household a written certificate containing all the following information in such format and with such supporting documentation as City may reasonably require:
(i) The identity of each household member; and
(ii) The total household Gross Income.
Prior to the initial occupancy of each MI Unit, and on the three (3) year anniversary of the Affordable Housing Occupancy Date and every three (3) years thereafter for the remainder of the term of this Agreement, Developer or Developer’s authorized agent shall obtain from the applicable Middle Income Household a written certificate containing all the following information in such format and with such supporting documentation as City may reasonably require:
(i) The identity of each household member; and
(ii) The total household Gross Income.
Developer shall retain such certificates for not less than three (3) years after the final date of occupancy of each Tenant, and upon City’s request, shall provide copies of such certificates to City and make the originals available for City inspection.
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Attachment: Affordable Housing Regulatory Agreement - KHE Holdings (4034 : Affordable Housing Regulatory Agreement - 3 Healdsburg 4893-8951-0749 v2 9
10. Affordable Unit Occupancy. In the Affordable Units, no fewer than one occupant shall be allowed per bedroom, unless a reasonable accommodation is required pursuant to state or federal fair housing laws. If no Eligible Households apply within sixty (60) calendar days of an Affordable Unit being available that meet these occupancy standards, the City shall, upon request of Developer, grant exceptions to the occupancy standards, but only to the extent such exceptions are consistent with Applicable Laws, and do not increase City’s obligations or liabilities under this Agreement, or diminish or impair City’s rights and remedies under this Agreement.
11. Annual Report; Inspections. By not later than March 31 of each year during the term of this Agreement, commencing with the year following the year of the Affordable Housing Occupancy, Developer shall submit an annual report (“Annual Report”) to City in a form reasonably satisfactory to City, together with Developer’s certification that the Affordable Units are in compliance with the requirements of this Agreement. The Annual Report shall, at a minimum, include the following information for each Affordable Unit:
(i) unit number; (ii) number of bedrooms; (iii) current rent and other charges; (iv) dates of any vacancies during the previous year; (v) number of people residing in the unit; (vi) total gross household income of residents; (vii) documentation of source of household income; and (viii) the information required by Section 9, above. Upon request of City, Developer shall allow City’s Authorized Representative to inspect and copy all records documenting the source of household income.
Developer shall include with the Annual Report an income recertification for each household occupying an Affordable Unit, documentation verifying tenant eligibility, and such additional information as City may reasonably request from time to time in order to demonstrate compliance with this Agreement. The Annual Report shall conform to the format requested by City.
12. Non-Discrimination; Compliance with Fair Housing Laws. a. Preference for Displaced and Local Residents. In order to ensure that there is an adequate supply of affordable housing within the City of Healdsburg for residents and employees of businesses within the City, to the extent permitted by law, within the pool of Eligible Households applying to lease an Affordable Unit, first priority should be given to Eligible Households with members who live or work in the city limits of Healdsburg. If there are no Eligible Households who meet these criteria, second priority shall be granted to Eligible Households with members who live or work in unincorporated Healdsburg, but within the 95448 zip code. If there are no Eligible Households who meet these criteria, third priority shall be granted to Eligible Households with members who live or work in Windsor, Geyserville, or Cloverdale or within the unincorporated Windsor, Geyserville and Cloverdale boundaries, but within the 95492, 95441, 95425 zip codes, respectively. If there are no Eligible Households who meet these criteria, fourth priority shall be granted to Eligible Households with members who have previously lived in Healdsburg (within City limits and within the unincorporated 95448 zip code), as determined by prior enrollment in Healdsburg public or private schools, or a previously active utility account with the City of Healdsburg. In the event there are fewer applicants for the Affordable Units that meet the criteria specified in this paragraph than there are available Affordable Units, such Affordable Units shall be made available to members of the public who are Eligible Households.
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Attachment: Affordable Housing Regulatory Agreement - KHE Holdings (4034 : Affordable Housing Regulatory Agreement - 3 Healdsburg 4893-8951-0749 v2 10
b. Fair Housing. Developer shall comply with state and federal fair housing laws in the marketing and rental of the Affordable Units. With respect to the Affordable Units, Developer shall accept as tenants, on the same basis as all other prospective tenants, persons who are recipients of federal certificates or vouchers for rent subsidies pursuant to the existing Section 8 program or any successor thereto.
13. Non-Discrimination. Developer shall not restrict the rental, lease, sublease, transfer, use, occupancy, tenure or enjoyment of the Affordable Units on the basis of race, color, religion, creed, sex, sexual orientation, disability, marital status, ancestry, or national origin of any person. Developer covenants for itself and all persons claiming under or through it, and this Agreement is made and accepted upon and subject to the condition that there shall be no discrimination against or segregation of any person or group of persons on account of any basis listed in subdivision (a) or (d) of Section 12955 of the Government Code, as those bases are defined in Sections 12926, 12926.1, subdivision (m) and paragraph (1) of subdivision (p) of Section 12955, and Section 12955.2 of the Government Code, in the lease, sublease, transfer, use, occupancy, tenure or enjoyment of the Affordable Units, nor shall Developer or any person claiming under or through Developer establish or permit any such practice or practices of discrimination or segregation with reference to the selection, location, number, use or occupancy of tenants, lessees, subtenants, sublessees or vendees in, of, or for the Affordable Units.
14. Reporting Requirements; Access to Information; Inspections. a. Maintenance of Records.
i. Developer shall maintain Affordable Unit tenant leases, income certifications and other matters related to the leasing of the Affordable Units for a period of not less than three (3) years after the final date of occupancy by the Tenant. ii. Records related to compliance with this Agreement must be kept accurate and up to date. City shall notify Developer of any records it deems insufficient. Developer shall have thirty (30) calendar days from such notice to correct any specified reasonable deficiency in the records, or, if more than thirty (30) calendar days shall be reasonably necessary to correct the deficiency, Developer shall begin to correct the deficiency within thirty (30) calendar days and diligently pursue the correction of the deficiency as soon as reasonably possible.
b. Access to Records; Inspections.
i. Developer shall provide City and its authorized agents and representatives reasonable access to any books, documents, papers and records associated with the Affordable Units for the purpose of making audits, examinations, excerpts and transcriptions in connection with monitoring compliance with this Agreement, during normal business hours of Developer and upon not less than three (3) business days’ prior written notice.
ii. With forty-eight (48) hours’ prior notice, during normal business hours and as often as may be deemed necessary, City and its authorized agents and representatives shall be permitted access to and the right to examine the Affordable Units and to interview Tenants of the Affordable Units and employees of Developer and Property Manager, for
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the purpose of verifying compliance with applicable regulations and compliance with the conditions of this Agreement.
17. Term of Agreement.
a. Term of Restrictions. This Agreement shall commence upon the Effective Date and shall remain in effect until the Termination Date. b. Effectiveness Survives Conveyance of Property. This Agreement shall remain effective and fully binding on all portions of the Property for the full term hereof, regardless of any sale, assignment, transfer, refinancing, or conveyance of the Affordable Units or the Property or any part thereof or interest therein. c. Reconveyance. Upon the termination of this Agreement, the Parties agree to execute and record appropriate instruments to release and discharge this Agreement; provided, however, the execution and recordation of such instruments shall not be necessary or a prerequisite to the termination of this Agreement upon the expiration of the Term.
18. Binding Upon Successors; Covenants to Run with the Land. Developer hereby subjects its interest in the Affordable Units and Property to the covenants and restrictions set forth in this Agreement. City and Developer hereby declare their express intent that the covenants and restrictions set forth herein shall be deemed covenants running with the land and shall be binding upon and inure to the benefit of the heirs, administrators, executors, successors in interest, transferees, and assigns of Developer and City, regardless of any sale, assignment, refinancing, conveyance or transfer of the Affordable Units, the Property, or any part thereof or interest therein, whether a change in interest occurs voluntarily or involuntarily, by operation of law or otherwise, except as expressly released by City. Any successor-in-interest to Developer, including without limitation any purchaser, transferee or lessee of the Affordable Units (other than the Tenants of the Affordable Units) shall be subject to all of the duties and obligations imposed hereby for the full term of this Agreement. Each and every contract, deed, lease or other instrument affecting or conveying the Affordable Units, the Property, or any part thereof, shall conclusively be held to have been executed, delivered and accepted subject to the covenants, restrictions, duties and obligations set forth herein, regardless of whether such covenants, restrictions, duties and obligations are set forth in such contract, deed, lease or other instrument. If any such contract, deed, lease or other instrument has been executed prior to the date hereof, Developer hereby covenants to obtain and deliver to City an instrument in recordable form signed by the parties to such contract, deed, lease or other instrument pursuant to which such parties acknowledge and accept this Agreement and agree to be bound hereby.
Developer agrees for itself and for its successors that if a court of competent jurisdiction determines that the covenants herein do not run with the land, such covenants shall be enforced as equitable servitudes against the Affordable Units in favor of City. Without limiting the generality of the foregoing, Developer and City hereby declare their understanding and intent that:
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(a) The covenants and restrictions contained in this Agreement shall be construed as covenants running with the land pursuant to California Civil Code section 1468 and not as conditions which might result in forfeiture of title by Developer;’ (b) The burden of the covenants and restrictions set forth in this Agreement touch and concern the Property in that the Developer’s legal interest in the Property and all improvements thereon are rendered less valuable thereby; and (c) The benefit of the covenants and restrictions set forth in this Agreement touch and concern the land by enhancing and increasing the enjoyment and use of the Property by the Tenants.
(d) All covenants and restrictions contained herein without regard to technical classification or designation shall be binding upon Developer and its successors in interest for the benefit of the City, and such covenants and restrictions shall run in favor of the City for the entire period during which such covenants and restrictions shall be in force and effect, without regard to whether the City is an owner of any land or interest therein to which such covenant and restrictions relate.
17. Project Construction; Property Management; Repair and Maintenance; Marketing.
a. Management Responsibilities. Developer shall be responsible for all management functions with respect to the Affordable Units, including without limitation the selection of tenants, certification and recertification of household income and eligibility, evictions, collection of rents and deposits, maintenance, landscaping, routine and extraordinary repairs, replacement of capital items, and security. City shall have no responsibility for construction, rehabilitation, management, repair, maintenance, or marketing of the Affordable Units.
b. Management Entity. If Developer enters into a separate property management agreement (“Management Agreement”) with a property management company or other organization in order to manage the Affordable Units (including leasing, property management, maintenance and repair services, and reporting obligations) and ensure that Developer’s obligations under this Agreement with respect to the Affordable Units are satisfied (hereinafter, the “Property Manager”), the Management Agreement shall not relieve Developer of its primary responsibility for proper performance of management duties. The Property Manager shall have the requisite skill and experience to implement the Marketing and Management Plan approved by the City under Section 17.g of this Agreement.
c. Management Policies. Developer shall adopt and implement written management policies with respect to the Affordable Units that comply with the provisions of this Agreement. The Developer shall provide copies of its management policies to City upon their initial adoption and thereafter upon request. d. Repair, Maintenance and Security. Throughout the term of this Agreement, Developer shall at its own expense, maintain the Affordable Units in good physical condition, in good repair, and in decent, safe, sanitary, habitable and tenantable living conditions in conformity with all applicable laws. Without limiting the foregoing, Developer agrees to maintain the Affordable Units (including without limitation, the
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residential units, common areas, landscaping, driveways, parking areas and walkways) in a condition free of all waste, nuisance, debris, unmaintained landscaping, graffiti, disrepair, abandoned vehicles/appliances, and illegal activity, and shall take all reasonable steps to prevent the same from occurring in the Affordable Units and on the Property. Developer shall prevent and/or rectify any physical deterioration apart from reasonable wear and tear of the Affordable Units and the Project and shall make all repairs, renewals and replacements necessary to keep the Affordable Units, the Property and the improvements located therein in good condition and repair. Developer shall provide adequate security measures for the Project, including without limitation, the installation of adequate lighting and deadbolt locks.
e. Additional Requirements. All construction work and professional services for the Affordable Units shall be performed by persons or entities licensed or otherwise authorized to perform the applicable work or service in the State of California and shall have a current City of Healdsburg business license if required under local law. To the extent allowed by state and federal laws, Developer shall limit the installation of satellite dish, antenna and other such equipment to screened locations on the Affordable Unit buildings as approved by City. Developer shall diligently work to resolve complaints related to noise, parking, litter or other neighborhood concerns.
f. City’s Right to Perform Maintenance. In the event that Developer breaches any of the covenants contained in this Section 17, and such default continues for a period of ten (10) calendar days after written notice from City (with respect to graffiti, debris, and waste material) or thirty (30) calendar days after written notice from City (with respect to landscaping, building improvements and general maintenance), or such additional time as is reasonably required to rectify the condition, then City, in addition to any other remedy it may have under this Agreement or at law or in equity, shall have the right, but not the obligation, to enter upon the Affordable Units and the Property to perform all acts and work necessary to protect, maintain, and preserve the improvements and the landscaped areas on the Property. All reasonable third-party costs expended by City in connection with the foregoing shall be paid by Developer to City upon demand. All such sums remaining unpaid thirty (30) calendar days following delivery of City’s invoice therefor shall bear interest at the lesser of 8% per annum or the highest rate permitted by Applicable Law.
City shall have a lien against the Property for such unpaid sums and shall have the right to record a Notice of Claim of Lien against the Property.
g. Marketing and Management Plan. Not fewer than ninety (90) calendar days before Developer begins offering Affordable Units for rent, Developer shall submit for City review and approval, a plan for marketing and managing the Affordable Units (the “Marketing and Management Plan” or “Plan”). The Marketing and Management Plan shall address in detail how Developer plans to market the Affordable Units to prospective Eligible Households in accordance with fair housing laws and this Agreement, Developer’s tenant selection criteria, and how Developer plans to certify the eligibility of Eligible Households. The Plan shall also describe the management team and address how Developer and Property Manager will manage and maintain the Affordable Units and the Property.
The Plan shall include the form of rental agreement that Developer proposes to enter with Tenants. Upon receipt of the Plan, the City shall promptly review the Plan and shall approve or disapprove it within thirty (30) calendar days after submission. If City has not
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responded to the proposed Management and Marketing Plan within thirty (30) calendar days following City’s receipt of such Plan, Developer may simultaneously give a subsequent request to the City Manager, the Planning Director, and the City Attorney, which request shall be labelled prominently: "Second Request: Deemed Approval Matter." If City fails to respond to the subsequent request within fifteen (15) calendar days following the date when given, then the Management and Marketing Plan shall be deemed approved.
If the Plan is not approved, the Developer shall submit a revised Plan within thirty (30) calendar days, which shall be subject to the same review procedure set forth in this subsection (g). Developer shall abide by the terms of the Marketing and Management Plan in marketing, managing, leasing, and maintaining the Affordable Units and the Project, and throughout the term of this Agreement, shall submit proposed material modifications to City for review and approval.
h. Approval of Amendments. If City has not responded to any proposed amendment or change to the Management and Marketing Plan within thirty (30) calendar days following City’s receipt of such amendment, Developer may simultaneously give a subsequent request to the City Manager, the Planning Director, and the City Attorney, which request shall be labelled prominently: "Second Request: Deemed Approval Matter." If City fails to respond to the subsequent request within fifteen (15) calendar days following the date when given, then the amendment shall be deemed approved by City. i. Fees, Taxes, and Other Levies. Developer shall be responsible for payment of all fees, assessments, taxes, charges, liens and levies applicable to the Affordable Units, including without limitation possessory interest taxes, if applicable, imposed by any public entity, and shall pay such charges prior to delinquency. However, Developer shall not be required to pay any such charge so long as (a) Developer is contesting such charge in good faith and by appropriate proceedings, (b) Developer maintains reserves adequate to pay any contested liabilities, and (c) on final determination of the proceeding or contest, Developer immediately pays or discharges any decision or judgment rendered against it, together with all costs, charges, and interest. Developer shall have all rights under Applicable Law to appeal the valuation of the Project (including but not limited to the Affordable Units, any improvements, fixtures or appurtenances, and any personal property) for tax purposes, and nothing herein shall be deemed to preclude Developer from applying for a Welfare Exemption or other taxation relief because of the affordability and public benefit provided by the Affordable Units.
j. Property Damage or Destruction. If any part of the Affordable Units are damaged or destroyed, Developer shall repair or restore the same, consistent with the occupancy and rent restriction requirements set forth in this Agreement. Such work shall be commenced as soon as reasonably practicable after the damage or loss occurs and shall be completed within one year thereafter or as soon as reasonably practicable, provided that insurance proceeds are available to be applied to such repairs or restoration within such period and the repair or restoration is financially feasible. During such time that lenders providing financing for the construction of the Project impose requirements that differ from the requirements of this subsection 17.j., the requirements of such lenders and investors shall prevail.
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18. Recordation; Subordination. This Agreement shall be recorded in the Official Records of Sonoma County prior to the issuance of a grading or building permit.
Developer hereby represents, warrants and covenants that with the exception of easements of record, absent the written consent of City, this Agreement shall not be subordinated in priority to any lien (other than those pertaining to taxes or assessments), encumbrance, or other interest in the Property.
19. No Impairment of Lien. No violation or breach of the covenants, conditions, restrictions, provisions or limitations contained in this Agreement shall defeat or render invalid or in any way impair the lien or charge of any mortgage, deed of trust or other financing or security instrument; provided, however, that any successor in interest to the Affordable Units shall be bound by such covenants, conditions, restrictions, limitations and provisions, whether such successor’s title was acquired by foreclosure, deed in lieu of foreclosure, trustee’s sale or otherwise.
20. Default and Remedies.
a. Events of Default. An Event of Default shall arise hereunder if Developer fails to perform any obligation under this Agreement and fails to cure such default within thirty (30) calendar days after the City has notified the Developer in writing of the default, or if the default cannot be cured within thirty (30) calendar days, has failed to commence to cure within thirty (30) calendar days and thereafter diligently pursued such cure and completed such cure within a reasonable time.
b. Remedies. Upon the occurrence of an Event of Default and its continuation beyond any applicable cure period, City may proceed with any of the following remedies:
(i) Bring an action for equitable relief seeking the specific performance of the terms and conditions of this Agreement, and/or enjoining, abating, or preventing any violation of such terms and conditions, and/or seeking declaratory relief; (ii) For violations of obligations with respect to Rent for Affordable Units, impose as liquidated damages a charge in an amount equal to the actual amount collected more than the VLI Rent, LI Rent or MI Rent as applicable; and/or (iii) Pursue any other remedy allowed under the City Documents or at law or in equity.
Each of the remedies provided herein is cumulative and not exclusive. City may exercise from time to time any rights and remedies available to it under Applicable Law or in equity, in addition to, and not in lieu of, any rights and remedies expressly provided in this Agreement. Any failure or delay by City in asserting any of its rights or remedies, including specific performance, as to any Event of Default shall not operate as a waiver of any default or of any such rights or remedies or deprive City of its right to institute and maintain any actions or proceedings which it may deem necessary to protect, assert or enforce any such rights or remedies.
21. Indemnity. To the fullest extent permitted by law, Developer shall indemnify, defend (with counsel approved by City) and hold City and its elected and appointed officers, officials, employees, agents, consultants, contractors and representatives (collectively, the “Indemnitees”) harmless from and against all liability, loss, cost, expense (including without limitation attorneys’ fees and costs of litigation),
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claim, demand, action, suit, judicial or administrative proceeding, penalty, deficiency, fine, order, and damage (all of the foregoing collectively “Claims”) arising directly or indirectly, in whole or in part, as a result of or in connection with Developer’s construction, management, marketing, evaluation and determination of a household’s Gross Income, leasing, or operation of the Affordable Units or any failure to perform any obligation as and when required by this Agreement. Developer’s indemnification obligations under this Section 21 shall not extend to Claims resulting solely from the gross negligence or willful misconduct of Indemnitees. The provisions of this Section 21 shall survive the expiration or earlier termination of this Agreement.
22. Expenses. Developer agrees to pay an annual monitoring fee for compliance with this Agreement as may be adopted by resolution of the City Council which is in force and effect for a similar class of affordable units with the City of Healdsburg.
23. Miscellaneous.
a. Amendments. This Agreement may be amended or modified only by a written instrument signed by both Parties and recorded in the Official Records of Sonoma County. b. No Waiver. Any waiver by City of any term or provision of this Agreement must be in writing. No waiver shall be implied from any delay or failure by City to act on any breach or default hereunder or to pursue any remedy allowed under this Agreement or Applicable Law. No failure or delay by City at any time to require strict performance by Developer of any provision of this Agreement or to exercise any election contained herein or any right, power or remedy hereunder shall be construed as a waiver of any other provision or any succeeding breach of the same or any other provision hereof or a relinquishment for the future of such election.
c. Notices. Except for any notice, demand or communication required under applicable law to be given in another matter, all notices, demands and communications to be sent pursuant to this Agreement shall be made in writing, and sent to the Parties at their respective addresses specified below or to such other address as a Party may designate by written notice delivered to the other Parties in accordance with this Section. All notices, demands or communications shall be sent by personal delivery, by reputable overnight delivery service (which provides a delivery receipt), or by certified or registered mail, return receipt requested, postage prepaid. Any notice, demand or communication shall be deemed given, received, made or communicated on the date personal delivery is affected or, if mailed in the manner herein specified, on the delivery date or date delivery is refused by the addressee, as shown on the return receipt. Either Party may change its address at any time by giving written notice of such change to City or Developer as the case may be, in the manner provided herein, at least ten (10) days prior to the date such change is desired to be effective.
Any notice to be delivered to City shall be addressed to:
City Manager
City of Healdsburg
401 Grove Street
Healdsburg, CA 95448
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With a copy to:
Samantha Zutler, Esq., City Attorney
Burke Williams & Sorensen LLP
1 California, Suite 3050
San Francisco, CA 94111
Any notice to be delivered to Developer shall be addressed to:
KHE Holdings, LLC
1301 Farmers Lane, Suite 302
Santa Rosa, CA 95405
Attention: Jeff Komar
d. Further Assurances. The Parties shall execute, acknowledge and deliver to the other such other documents and instruments, and take such other actions, as either shall reasonably request as may be necessary to carry out the intent of this Agreement. e. Parties Not Co-Venturers; Independent Contractor; No Agency Relationship. Nothing in this Agreement is intended to or shall establish the Parties as partners, co-venturers, or principal and agent with one another. The relationship of Developer and City shall not be construed as a joint venture, equity venture, partnership or any other relationship. City neither undertakes nor assumes any responsibility or duty to Developer (except as expressly provided in this Agreement) or to any third party with respect to the Project. Developer and its employees are not employees of City but rather are and shall always be considered independent contractors. Furthermore, Developer and its employees shall at no time pretend to be or hold themselves out as employees or agents of City. Except as City may specify in writing, Developer shall not have any authority to act as an agent of City or to bind City to any obligation. f. Action by City. Except as may be otherwise specifically provided herein, whenever any approval, notice, direction, consent or request by City is required or permitted under this Agreement, such action shall be in writing, and such action may be given, made or taken by City’s Authorized Representative or by any person who shall have been designated by City’s Authorized Representative, without further approval by the City Council. The foregoing notwithstanding, the City’s Authorized Representative may, in his or her discretion, defer any such action to the City Council. g. No Third Party Beneficiaries. This Agreement is not intended to be for the benefit of any person other than the Parties and their permitted successors and assigns. h. Non-Liability of City and City Officials, Employees and Agents. No member, official, employee or agent of City shall be personally liable to Developer or any successor in interest, in the event of any default or breach by City, or for any amount of money which may become due to Developer or its successor or for any obligation of City under this Agreement.
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i. Headings; Construction; Statutory References. The headings of the sections and paragraphs of this Agreement are for convenience only and shall not be used to interpret this Agreement. The language of this Agreement shall be construed according to its fair meaning and not strictly for or against any Party. All references in this Agreement to particular statutes, regulations, ordinances or resolutions of the United States, the State of California, or the City of Healdsburg shall be deemed to include the same statute, regulation, ordinance or resolution as hereafter amended or renumbered, or if repealed, to such other provisions as may thereafter govern the same subject. j. Time is of the Essence. Time is of the essence in the performance of this Agreement.
k. Governing Law; Venue. This Agreement shall be construed in accordance with the laws of the State of California without regard to principles of conflicts of law. Any action to enforce or interpret this Agreement shall be filed and heard in the Superior Court of Sonoma County, California or in the Federal District Court for the Northern District of California.
l. Attorneys’ Fees and Costs. If any legal or administrative action is brought to interpret or enforce the terms of this Agreement, the prevailing party shall be entitled to recover all reasonable attorneys’ fees and costs incurred in such action. m. Severability. If any provision of this Agreement is held invalid, illegal, or unenforceable by a court of competent jurisdiction, the validity, legality, and enforceability of the remaining provisions shall not be affected or impaired thereby. n. Entire Agreement; Exhibits. This Agreement contains the entire agreement of Parties with respect to the subject matter hereof and supersedes all prior oral or written agreements between the Parties with respect thereto. Exhibit A and Exhibit B attached hereto are incorporated herein by this reference.
o. Counterparts. This Agreement may be executed in multiple counterparts, each of which shall be an original and all of which together shall constitute one agreement.
SIGNATURES ON FOLLOWING PAGE(S).
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IN WITNESS WHEREOF, the Parties have executed this Affordable Housing Regulatory Agreement and Declaration of Restrictive Covenants as of the date first written above.
CITY:
CITY OF HEALDSBURG, a municipal corporation
By: _______________________________
Jeff Kay, City Manager
ATTEST:
By: _____________________________
Raina Allan, City Clerk
APPROVED AS TO FORM:
By: ____________________________
Samantha Zutler, City Attorney
DEVELOPER:
KHE Holdings, LLC,
a California limited liability company
By: _____________________________________
Name: ___________________________________
Its: ______________________________________
SIGNATURES MUST BE NOTARIZED.
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EXHIBIT A
PROPERTY LEGAL DESCRIPTION
The real property situated in the City of Healdsburg, County of Sonoma, State of California, described as follows:
[insert legal description]
APN: 088-170-003
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STATE OF CALIFORNIA )
COUNTY OF SONOMA )
On________________ , 20__, before me, ______________________, Notary Public, personally appeared , who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument.
I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct.
WITNESS my hand and official seal.
Signature _______________________________ (Seal)
.
A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document.
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STATE OF CALIFORNIA )
COUNTY OF SONOMA )
On________________ , 20__, before me, ______________________, Notary Public, personally appeared , who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument.
I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct.
WITNESS my hand and official seal.
Signature _______________________________ (Seal)
A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document.
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EXHIBIT B
RECORDING REQUESTED BY
AND WHEN RECORDED MAIL
TO:
City of Healdsburg
401 Grove Street
Healdsburg, CA 95448
Attention: City Manager
Exempt From Recording Fees Per
Government Code §27383 And
Building Homes And Jobs Trust
Fund Fee Per Government Code
§27388.1(A)(2)(D)
APN: 088-170-003 Space above this line for Recorder’s use.
CERTIFICATE OF COMPLETION
THIS CERTIFICATE OF COMPLETION (“Certificate of Completion”) is made by the CITY OF HEALDSBURG, California municipal corporation (“City”), in favor of KHE Holdings, LLC, a California limited liability company (“Developer”), as of the date set forth below.
RECITALS
A. City and Developer have entered into that certain Affordable Housing Regulatory Agreement And Declaration Of Restrictive Covenants (“Agreement”) dated _____, 2023, concerning the development of affordable multifamily rental housing on certain real property (the “Property”) situated in the City of Healdsburg, California, as more fully described in Attachment 1 hereto and made a part hereof. The Agreement was recorded in the Official Records of Sonoma County on ________, 2023, at Instrument No.______________.
B. As referenced in Section 1 of the Agreement, the Affordable Housing Occupancy Date shall mean the date of issuance by City of a certificate of occupancy for the final Affordable Unit, as memorialized in a Certificate of Completion to be executed by City and Developer and recorded in the Official Records of Sonoma County.
NOW, THEREFORE, City and Developer hereby agree as follows:
1. City has issued to Developer a certificate of occupancy for the final Affordable Unit as of _____________, 20__. Accordingly, as provided in the Agreement, the Affordable Housing Occupancy Date shall mean ____________, 20__ and the Termination Date
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shall mean ____________, 20__ [i.e. 55 years after the Affordable Housing Occupancy Date].
This Certificate of Completion shall not be deemed or construed to constitute evidence of compliance with or satisfaction of any obligation of Developer to any holder of a mortgage, or any insurer of a mortgage, securing money loaned to finance the construction and development of the Project or any portion thereof. This Certificate of Completion is not a notice of completion as referred to in Section 8182 of the California Civil Code.
IN WITNESS WHEREOF, City and Developer have executed this Certificate of Completion this ___ day of _______________, 20__.
CITY:
CITY OF HEALDSBURG, a California municipal corporation
By: ___________________________________________
Print Name: ____________________________________
Its: City Manager
APPROVED AS TO FORM:
__________________________
______________, City Attorney
ATTEST:
_____________________________
_______________, City Clerk
DEVELOPER:
KHE Holdings, LLC, a California limited liability company By: _________________________________
Name: _______________________________
Its: _________________________________
SIGNATURES MUST BE NOTARIZED.
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ATTACHMENT 1
PROPERTY LEGAL DESCRIPTION
The real property situated in the City of Healdsburg, County of Sonoma, State of California, described as follows:
[insert legal description]
APN: 088-170-003
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STATE OF CALIFORNIA )
COUNTY OF SONOMA )
On________________ , 20__, before me, ______________________, Notary Public, personally appeared , who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument.
I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct.
WITNESS my hand and official seal.
Signature _______________________________ (Seal)
A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document.
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STATE OF CALIFORNIA )
COUNTY OF SONOMA )
On________________ , 20__, before me, ______________________, Notary Public, personally appeared , who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument.
I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct.
WITNESS my hand and official seal.
Signature _______________________________ (Seal)
A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document.
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Attachment: Affordable Housing Regulatory Agreement - KHE Holdings (4034 : Affordable Housing Regulatory Agreement - 3 Healdsburg
CITY OF HEALDSBURG
CITY COUNCIL AGENDA STAFF REPORT
MEETING DATE: May 15, 2023
SUBJECT: Amendment to the Traffic Signal Maintenance Contract PREPARED BY: Tyler Kettmann, Central Services Manager
STRATEGIC INITIATIVE(S):
Maintain and Improve Infrastructure and Facilities
RECOMMENDED ACTION(S):
Adopt a Resolution approving an amendment to the traffic signal maintenance contract with DC Electric Group, Inc., increasing the not to exceed amount by $93,970, authorizing the City Manager to execute the contract amendment and amending the adopted budget.
COMMUNITY ENGAGEMENT/OUTREACH:
Not applicable.
BACKGROUND:
The Public Works Department maintains thirteen signalized intersections. The Public Works Department also maintains six above ground lighted crosswalks, and three flashing beacons. The traffic signal maintenance contract includes a comprehensive maintenance and repair program to provide performance, reliability, and functional requirements necessary to achieve a high quality of operation at reasonable cost to the City. While enhancing public perception and experience, the traffic signal maintenance contract is designed to maximize safety and minimize delay, with an overall reduction in cost and exposure to the City.
The City currently relies on contract services from DC Electric Inc. to provide support for traffic signal maintenance or repair. The annual traffic signal maintenance contract provides 24-hr support and a full inventory of replacement parts.
Contracted services include annual equipment maintenance, unscheduled maintenance and repair, and additional services as required/requested by the City. No extra work is performed without consent from the City, and a quote or informal bid is submitted for approval prior to commencement of said extra work. All preventative maintenance and repair is performed in accordance with the California Manual on Uniform Traffic Control Devices, City standards and Specifications, and Caltrans Standard Specifications.
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The City Council awarded the FY 2021/2022 traffic signal maintenance contract to DC Electric on August 2, 2021. The resolution authorized the City Manager to execute the Agreement and amendments for four additional years upon mutual consent by the City and DC Electric Group, Inc. The City entered into an agreement on August 4, 2021. The agreement was amended in February of 2022 to change the payment terms from an Annual Maintenance to a Monthly maintenance schedule. The agreement was amended a second time in 2022 to extend the term length an additional year per the original terms and conditions, which increased the not-toexceed amount by $45,000 to $90,000.
DISCUSSION/ANALYSIS:
Public Works Department staff have identified improvements to three existing traffic signals including accessible pedestrian push buttons and pedestrian countdown heads at the intersections of Healdsburg Avenue at Matheson and Healdsburg Avenue at North Street as well as replacing remaining undersized traffic signal heads at the intersection of Dry Creek Road and Grove Street, for which DC Electric provided written proposals to complete per the terms of the original agreement. The cost of these improvements totals $41,495.
Additionally, multiple vehicular accidents at the intersection of Healdsburg Ave & Powell Ave caused extensive damage that required replacement of the mast arm pole, video detection system, and traffic signal cabinet. Several of the necessary repairs were delayed due to material lead times and have recently been completed. The cost of materials and repairs completed by DC electric this fiscal year totaled $52,475. The City has submitted claims to the insurance companies for the total cost of repairs including staff time associated with responding to the accident.
The proposed costs will exceed the approved not-to-exceed amount by $93,970 for the 2022-23 fiscal year. Staff is recommending that Council approve an amendment to add the proposed traffic signal improvements to the current traffic signal maintenance contract scope of work, and account for the major repair work increasing the current not-to exceed amount by $93,970 to $183,970 and authorize the City manager to execute the amendment on behalf of the City. Since the previous resolution allows for up to four additional annual extensions upon City and Contractor mutual consent, approving this amendment will also approve a five (5) year total not to exceed amount of up to $318,970.
ENVIRONMENTAL STEWARDSHIP:
Not applicable.
ALTERNATIVES:
As an alternative, City Council may choose to reject this amendment and provide further direction to staff.
FISCAL IMPACT:
The proposed amendment of $93,970 brings the total current contract value to $183,970. The Streets Operating Fund adopted FY 2022-23 budget has sufficient appropriations to cover the $41,495 of traffic signal improvements but the $52,475 of the repair work due to the vehicular
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damage exceeds the operational budget available. Staff have submitted claims to both the driver’s insurance and the City’s insurance for reimbursement of the full cost of all repair work including DC Electric’s time and materials as well as staff time. Staff are proposing to increase the adopted revenue and expenditure budget in the Streets Operating fund by $52,475 to appropriate the unanticipated revenue from the insurance companies and facilitate the DC electric repair expense. The proposed budget action will have no net effect on the fund balance in the streets operating fund.
ENVIRONMENTAL ANALYSIS:
If the Council chooses to approve the amendment, the project is not subject to environmental review because the proposed repair or maintenance will occur to existing structures or facilities and qualifies for a Class 1 categorical exemption under California Environmental Quality Act Guidelines Section 15301.
ATTACHMENT(S):
Resolution
Healdsburg 5-2-23 - Healdsburg Ave (2 Locs) - APS & Countdown LEDs Healdsburg- Dry Creek & Grove - Signal Head Modifications & Relfective Tape (5-2-23) Exhibit A
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CITY OF HEALDSBURG
RESOLUTION NO. ___-2023
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
HEALDSBURG APPROVING AN AMENDMENT TO THE
TRAFFIC SIGNAL MAINTENANCE CONTRACT WITH DC
ELECTRIC GROUP, INC., INCREASING THE NOT TO
EXCEED AMOUNT BY $93,970, AUTHORIZING THE CITY
MANAGER TO EXECUTE THE CONTRACT AMENDMENT
AND AMENDING THE BUDGET
WHEREAS, the Public Works Department maintains 13 signalized intersections; and WHEREAS, the Public Works Department also maintains six above ground lighted crosswalks, and three flashing beacons; and
WHEREAS, the Traffic Signal Maintenance contract includes a comprehensive maintenance and repair program to provide performance, reliability, and functional requirements necessary in order to achieve a high quality of operation at reasonable cost to the City; and WHEREAS, the Traffic Signal Maintenance contract is designed to maximize safety and minimize delay, with an overall reduction in cost and exposure to the City; and WHEREAS, the annual Traffic Signal Maintenance contract provides 24-hr support and a full inventory of replacement parts; and
WHEREAS, City Council awarded the FY 2021/2022 traffic signal maintenance contract to DC Electric Group, Inc. on August 2, 2021; and
WHEREAS, the resolution authorized the City Manager to execute the Agreement and amendments for four additional years upon mutual consent by the City and DC Electric Group, Inc.; and
WHEREAS, the agreement was amended in February of 2022 to change the payment terms from an Annual Maintenance to a Monthly maintenance schedule; and WHEREAS, the agreement was amended a second time in 2022 to extend the term length an additional year per the original terms and conditions, which increased the not-to-exceed amount by $45,000 to $90,000; and
WHEREAS, the Public Works Department staff have identified three (3) traffic signal improvements to the existing infrastructure for which DC Electric provided written proposals to complete per the terms of the original agreement; and
WHEREAS, the cost of these improvements total $41,495; and
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Attachment: Resolution (4049 : Traffic Signal Maintenance Contract Amendment) Resolution No. -2023
WHERAS, multiple vehicle accidents at Healdsburg Ave and Powell Ave caused extensive damage resulting in $52,475 in necessary repair costs in FY 22-23; and WHEREAS, staff is recommending that Council approve an amendment to add the proposed traffic signal improvements to the current traffic signal maintenance contract scope of work, and account for the major repair work increasing the current not-to exceed amount by $93,970to $183,970, and authorize the City manager to execute the amendment on behalf of the City; and
WHEREAS, because the previous resolution allows for up to four additional annual extensions upon City and Contractor mutual consent, approving this amendment will also approve a five (5) year total not to exceed amount of up to $318,970; and WHEREAS, the proposed maintenance will occur to existing structures or facilities and qualifies for a Class 1 categorical exemption under California Environmental Quality Act Guidelines Section 15301.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Healdsburg hereby:
1. Finds that the proposed maintenance will occur to existing structures or facilities and qualifies for a Class 1 categorical exemption under California Environmental Quality Act Guidelines Section 15301. Therefore, no further CEQA or environmental review is required.
2. Approves an amendment to the Traffic Signal Maintenance Contract between the City and D.C. Electrical Group to add proposed traffic signal improvements to the traffic signal maintenance contract scope of work for FY 2022-23, increasing the current not-to exceed amount by $93,970 to $183,970, and approving a total five-year not to exceed amount of $318,970.
3. Authorizes the City Manager to execute this amendment on behalf of the City.
4. Approves amending the FY 2022-23 adopted budget as depicted on the attached Exhibit A.
PASSED, APPROVED, AND ADOPTED by the City Council of the City of Healdsburg this 15th day of May 2023, by the following vote:
AYES: Councilmembers: ( )
NOES: Councilmembers: ( )
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Attachment: Resolution (4049 : Traffic Signal Maintenance Contract Amendment) Resolution No. -2023
ABSENT: Councilmembers: ( )
ABSTAINING: Councilmembers: ( )
SO ORDERED: ATTEST:
________________________________ __________________________________ Ariel Kelley, Mayor Raina Allan, City Clerk
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Attachment: Resolution (4049 : Traffic Signal Maintenance Contract Amendment) DC Electric Group, Inc. 605 W. Sierra Ave, Cotati, CA 94931 t: (707) 992-0141 f: (888) 525-8419 Lic. #949934 DIR #1000003395 SBE #1748848
May 2, 2023
City of Healdsburg
Public Works Department
Attn: Curt Bates
401 Grove Street
Healdsburg, CA 95448
Job Name: APS and Countdown Pedestrian LEDs at Two Locations Job Location: 1.) Healdsburg Ave & Matheson
2.) Healdsburg Ave & North
Dear Curt,
Per your request we offer to perform the following work (at each location) based on our standard terms and conditions:
• Remove and dispose of the existing (8) push button assemblies. • Furnish and install eight (8) new Polara iDS 2-Wire APS push-button stations (with touchless iDetect “wave” feature) using existing conductors.
• Furnish and install one (1) iCCU Control Unit in the signal cabinet. • Program all buttons with custom voice messages (street names) and confirm proper operations. • Remove and dispose of the existing (8) hand/man combo pedestrian LED modules and furnish and install eight (8) new Countdown LED modules.
Total Labor, Material, & Equipment (for both locations)… $28,885.00 (LS) The above pricing is valid for 30 days.
The estimated lead-time on material is 4-6 weeks from receipt of Notice to Proceed from the City of Healdsburg. Work can be completed within 5 business days from receipt of material.
This offer is hereby accepted on this ___________ day of ________________________, 2023.
City of Healdsburg DC Electric Group, Inc.
By: ____________________ Tim Carter
Title: __________________ Regional Manager
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Attachment: Healdsburg 5-2-23 - Healdsburg Ave (2 Locs) - APS & Countdown LEDs (4049 : Traffic Signal Maintenance Contract Amendment) DC Electric Group, Inc. 605 W. Sierra Ave, Cotati, CA 94931 t: (707) 992-0141 f: (888) 525-8419 Lic. #949934 DIR #1000003395 SBE #1748848
May 2, 2023
City of Healdsburg
Public Works Department
Attn: Curt Bates
401 Grove Street
Healdsburg, CA 95448
Job Name: Traffic Signal Head Modifications & Reflective Yellow Tape Job Location: Dry Creek Rd & Grove St, Healdsburg, CA
Dear Curt,
Per your request we offer to perform the following work (refer to Exhibit A, attached), based on our standard terms and conditions:
• Set up necessary traffic control.
• Remove and dispose of four (4) existing traffic signal frameworks and five (5) 8” signal heads. • Furnish and install three (3) SV-1-T frameworks and one (1) TV-2-T framework complete with 12” 3-section signal heads, new LEDs, full circle visors, and backplates with reflective yellow tape (5 heads total). • Clean, prep, and paint seven (7) remaining traffic signal heads and backplates (where applicable/needed) flat black. • Furnish and install 3” reflective yellow tape (3M 4081) around the perimeter of seven (7) signal head backplates. • Furnish and install all new 12” Red, Yellow, and Green Ball LED signal indications in seven (7) existing signal heads (21 total).
Total Labor, Material, & Equipment… $12,610.00
The above pricing is valid for 30 days.
All material is in stock with DCE and work can begin within fifteen (15) business days of receipt of material and Notice to Proceed from the City of Healdsburg.
This offer is hereby accepted on this ___________ day of ________________________, 2023.
City of Healdsburg DC Electric Group, Inc.
By: ____________________ Tim Carter
Title: __________________ Regional Manager
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Attachment: Healdsburg- Dry Creek & Grove - Signal Head Modifications & Relfective Tape (5-2-23) (4049 : Traffic Signal Maintenance Contract DC Electric Group, Inc. 605 W. Sierra Ave, Cotati, CA 94931 t: (707) 992-0141 f: (888) 525-8419 Lic. #949934 DIR #1000003395 SBE #1748848
Exhibit A
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Attachment: Healdsburg- Dry Creek & Grove - Signal Head Modifications & Relfective Tape (5-2-23) (4049 : Traffic Signal Maintenance Contract Resolution No.
Exhibit A
Account Number Increase Amount Decrease Amount Description 510‐1000‐37701‐00000 $ 52,457 Increase streets revenue budget for Insurance Payments from Vehicle Damage 510‐6162‐43215‐00000 $ 52,457 Increase streets expense budget for DC electric repair costs from Vehicle Damage FY 22‐23 Budget Amendment
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Attachment: Exhibit A (4049 : Traffic Signal Maintenance Contract Amendment)
CITY OF HEALDSBURG
CITY COUNCIL AGENDA STAFF REPORT
MEETING DATE: May 15, 2023
SUBJECT: Professional Services Agreement With St. Paul's Episcopal Church For Hygienic Services For Those Experiencing Homelessness
PREPARED BY: Griselda Villarreal, Administrative Analyst II STRATEGIC INITIATIVE(S):
Maintain and Enhance Public Health and Safety
Provide Resident-Driven Community Services
RECOMMENDED ACTION(S):
Adopt a Resolution approving a Professional Services Agreement between the City of Healdsburg and St. Paul’s Episcopal Church to provide shower services for the homeless community with an option to extend the Agreement for two additional years; and authorize the City Manager to execute the Agreement for a not to exceed amount of $45,000 per year.
COMMUNITY ENGAGEMENT/OUTREACH:
This item will be considered by the City Council in a public meeting in which time for public comment will be provided. Reach for Home and St. Paul’s Episcopal Church, among others, conduct extensive outreach to inform clients of the services provided through the Shower Ministry Program.
BACKGROUND:
In an ongoing effort to address the needs of our resident’s experiencing homelessness, the City of Healdsburg has made available funding for several programs covering a broad spectrum of housing and services in collaboration with local service providers and the Sonoma County Continuum of Care (CoC). This includes housing, outreach, and referrals to appropriate interventions and placement into programs.
On April 14, 2022, the City entered into a Professional Services Agreement with St. Paul’s Episcopal Church in the not to exceed amount of $45,000, to provide hygienic services such as the “shower ministry,” which are operated on-site. These services are essential in providing a decent, safe, and sanitary location for our shelterless residents to access shower services and provide them with the ability to access meals and other programs designed to place those experiencing homelessness into more permanent solutions.
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DISCUSSION/ANALYSIS:
St. Paul’s Episcopal Church has been providing crucial hygienic services to the homeless community by providing shower services as a part of the Church’s outreach ministry. The outreach ministry operates every Tuesday and Wednesday from 10:30am-4:00pm and Friday from 10:30am-3:30pm, and allows people experiencing homelessness to access shower facilities, receive a meal, and have a place to get out of the elements three days out of the week.
St. Paul’s has been operating the shower services as a component of the outreach ministry at a cost of approximately $45,000 a year which includes the costs of operations, volunteer coordinator, janitorial services, utilities, and supplies. This service provides nearly 1,500 showers on an annual basis, in addition to distributing over 2,000 packages of lunch annually. The proposed Professional Services Agreement (PSA) would continue the services for one year with the option to extend the agreement for two additional years.
With the approval of the PSA, the City will continue to assist the homeless community with hygienic services in a safe and welcoming environment and leverage the City’s contribution with that of St. Paul’s Episcopal Church, which is currently being provided through its outreach ministry.
ENVIRONMENTAL STEWARDSHIP:
The provision of hygienic services provides for the health of those experiencing homelessness, increasing health and dependence on sources of non-potable water for bathing and other activities.
ALTERNATIVES:
1. The City Council could direct staff to send out an RFP to other non-profits for these services. However, this alternative would delay implementation and would not guarantee the same level of service. The City Council could also direct staff to increase or decrease the funding amount for these services.
FISCAL IMPACT:
The proposed contract is for an initial one-year term with two optional one-year extensions. The total contract value is $135,000, consisting of an initial contract value of $45,000 for the first one-year term and an additional $45,000 for each optional one-year extension. The adopted budget for the Measure S Affordable Housing fund includes sufficient appropriations to fund the initial term of the agreement.
ENVIRONMENTAL ANALYSIS:
The Professional Services Agreement amendment is not a “project” pursuant to California Environmental Quality Act (CEQA) Guidelines 15378(b)(4) because the contract is for professional services that do not involve commitment to any specific project that may impact the environment; therefore, no environmental review is required.
ATTACHMENT(S):
Resolution
Exhibit A - St. Pauls
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CITY OF HEALDSBURG
RESOLUTION NO.___2023
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF HEALDSBURG APPROVING A PROFESSIONAL
SERVICES AGREEMENT WITH ST. PAUL’S EPISCOPAL
CHURCH FOR SERVICES TO THE HOMELESS
COMMUNITY, WITH AN OPTION TO EXTEND THE
AGREEMENT FOR TWO ADDITIONAL YEARS AND
AUTHORIZING THE CITY MANAGER TO EXECUTE SAID
AGREEMENT
WHEREAS, the City of Healdsburg has expressed a commitment to providing housing, services, and assistance to our homeless residents; and WHEREAS, the City has made funding available for several housing and service programs to assist individuals experiencing homelessness; and WHEREAS, the City entered into a one-year Professional Services Agreement with St.
Paul’s Episcopal Church on April 14, 2022, in the not to exceed amount of $45,000, to provide a decent, safe, and sanitary location for families and individuals to access shower services; WHEREAS, St. Paul’s Episcopal Church provides much needed hygienic services, or “shower ministry,” to 1,500 people a year; and
WHEREAS, the City Council desires to provide funding through a Professional Services Agreement with St. Paul’s Episcopal Church to maintain these services by providing $45,000 for a one-year term with an option to extend the agreement for two additional one-year terms.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Healdsburg hereby:
1. Approves a Professional Services Agreement with St. Paul’s Episcopal Church to provide homeless services in an amount not to exceed $45,000 for an initial one-year term with an option to extend the agreement for two additional one-year terms not to exceed $45,000 per year; and
2. Authorizes the City Manager to execute the Agreement.
PASSED, APPROVED AND ADOPTED this 15th day of May 2023, by the following vote:
AYES: Councilmembers: ( )
NOES: Councilmembers: ( )
ABSENT: Councilmembers: ( )
ABSTAINING: Councilmembers: ( )
SO ORDERED: ATTEST:
__________________________________ ____________________________________ Ariel Kelley, Mayor Raina Allan, City Clerk
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Attachment: Resolution (3846 : Professional Services Agreement with St. Paul's Episcopal Church)
EXHIBIT A
Contract Amount: Contract not to exceed $45,000 per year Contract Expiration: This contract is for a one-year period commencing with the date of approval. The contract may be extended for up to two years for a total of three years subject to City Council approval of funding.
SCOPE OF SERVICES
1.0 Provide a decent, safe, and sanitary location for families and individuals to access shower services.
2.0 At a minimum, provide shower services three (3) days a week for a minimum of sixteen (16) hours a week.
3.0 Provide a service delivery across the shower program that accentuates the importance of treating persons experiencing homelessness with respect, displaying sensitivity, and that acknowledges the trauma and state of crisis being experienced by those who are homeless.
Requirements:
1. Provide a community-based shower program for families and individuals in need of hygienic services.
2. Provide the appropriate levels of staffing to provide services in an efficient and effective manner comprised of both employees and volunteers as needed.
3. Distribute, as needed, donated, or purchased toiletries to families and individuals that need such products.
4. Provide a safe location in which County, City, or non-profit services providers can meet with clients and assist those experiencing homelessness or housing insecurity during the operating hours of the shower services.
5. Provide shower services for families and individuals that access “Winter Shelter” days at St. Paul’s Episcopal Church.
6. Assist Reach for Home or other qualified Coordinated Entry System (CES) providers, when appropriate, to enter clients into the Homeless Management Information System (HMIS).
Facilities and Maintenance:
1. Contractor shall:
A. Be responsible for any improvements to the facility or for damages caused by the clients while under the supervision of the Contractor. Contract may request to utilize program funds for improvements, with approval from the City.
B. Provide all routine and special housekeeping to maintain a clean and safe environment and shall allow health, fire and other appropriate inspections when requested.
C. Be responsible for obtaining all applicable building, health, fire, and licensing and shall maintain all such permits on file.
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Attachment: Exhibit A - St. Pauls (3846 : Professional Services Agreement with St. Paul's Episcopal Church) D. Contractor shall be responsible for providing their own linen and laundry services, which are reimbursable under this contract.
E. Be responsible for all utilities associated with the operation of the facility.
Program Management:
1. Contractor shall maintain an accounting of:
A. The number of showers provided; and
B. The number of unique and repeat clients accessing services.
2. Contractor shall keep an accounting of the expenses related to the operation of the shower ministry and shall submit monthly invoices to the City via email at [email protected]
3. Invoices shall contain the monthly total of showers provided, clients serviced by unique clients and repeat clients and expenses to be billed to the City.
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Attachment: Exhibit A - St. Pauls (3846 : Professional Services Agreement with St. Paul's Episcopal Church)
CITY OF HEALDSBURG
CITY COUNCIL AGENDA STAFF REPORT
MEETING DATE: May 15, 2023
SUBJECT: Amendment to Fitch Mountain Park and Open Space Preserve Public Access Improvements Bidding Support Services Agreement with Prunuske Chatham Inc for Re-scoping of Bid Documents
PREPARED BY: Tom Campbell, Project Manager
STRATEGIC INITIATIVE(S):
Maintain and Improve Infrastructure and Facilities
Provide Resident-Driven Community Services
RECOMMENDED ACTION(S):
Adopt a Resolution amending the Professional Services Agreement with Prunuske Chatham Inc. and increasing the not-to-exceed amount by $15,440 for a total of $32,536 and authorizing the City Manager to execute the contract amendment on the City's behalf.
COMMUNITY ENGAGEMENT/OUTREACH:
In 2016 City staff conducted several public meetings with community members and local stakeholder groups to help identify key topics to be addressed in the Fitch Mountain Park and Open Space Preserve Management Plan (“Management Plan”). One of the outcomes from the community meetings was for the City to develop a formal entrance to (“public access improvements”) Fitch Mountain Park and Open Space Preserve (“Preserve”), and the requested action will help fulfill this work.
BACKGROUND:
City Council approved the Fitch Mountain Open Space Preserve Management Plan on November 20, 2017. A component of the Management Plan identified public access improvements to access the Preserve from the Villa Chanticleer lower parking lot. The improvements were funded in the Council-adopted capital improvement program for fiscal years 2022-27. Prunuske Chatham Inc. completed design and construction drawings for the Phase B work earlier this year for a total contract amount of $121,057. In February 2023, City Council approved another Professional Services Agreement with Prunuske Chatham Inc. to provide bidding support services in the amount of $17,096 to cover costs necessary to finalize the bid package. In April 2023, the City received a single bid for the project that was approximately 57 percent higher than the engineer’s estimate. The City Council rejected the bid on May 1, 2023, and directed staff to re-scope and re6.E Packet Pg. 64
advertise the project.
DISCUSSION/ANALYSIS:
Prunuske Chatham Inc utilized the remaining bidding support contract balance for project rescoping work including the development of bid alternates. Additional work is necessary to finalize the bid package for re-advertisement, including updated drawings and assembly of a building permit revision package, updated engineers estimate, a prepared bid schedule for the project, conformed plans for construction, and other items that were not anticipated in the original agreement. Staff requests that the original agreement for $17,096 be amended by $15,440 to cover these costs. The additional budget request will bring the total bidding support service costs to $32,536.
ENVIRONMENTAL STEWARDSHIP:
Not applicable.
ALTERNATIVES:
The City Council may choose not to approve the contract amendment and provide direction to staff. This alternative is not recommended since developing public access improvements is a condition of the approved Fitch Mountain Park and Open Space Preserve Management Plan.
FISCAL IMPACT:
The proposed amendment to the Prunuske Chatham Inc. bidding support services contract is $15,440, increasing the total contract value from $17,096 to $32,536. The previously completed design and construction drawings cost $121,057. The proposed amendment would bring the total contract cost for design work and bidding support services to $153,593. The FY 22-23 Adopted Budget for the Fitch Mountain Park and Open Space Preserve Project is $2,777,099.
ENVIRONMENTAL ANALYSIS:
City Council’s approval of a design services contract amendment is not subject to the provisions of the California Environmental Quality Act (CEQA) because approving an amendment to a design contract is not a project since it will not have a direct or reasonably foreseeable indirect impact on the environment.
Phase A of the public access improvement work was part of the Final Mitigated Negative Declaration for the Fitch Mountain Park and Open Space Preserve issued in November 2017.
Activities associated with the Villa Dog Park improvements are exempt from the provisions of the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15302 (exemption for replacement or reconstruction) because renovation of the dog park consists of replacement or reconstruction of existing structures and facilities, the new structures will be located on the same site as the structure replaced, and will have substantially the same purpose and capacity as the structure replaced.
ATTACHMENT(S):
Resolution
PCI Proposal
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CITY OF HEALDSBURG
RESOLUTION NO. -2023
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
HEALDSBURG AMENDING THE PROFESSIONAL SERVICES
AGREEMENT WITH PRUNUSKE CHATHAM INC. AND
INCREASING THE NOT-TO-EXCEED AMOUNT BY $15,440
FOR A TOTAL OF $32,536 AND AUTHORIZING THE CITY
MANAGER TO EXECUTE THE AMENDMENT ON THE
CITY’S BEHALF
WHEREAS, on November 20, 2017, the Council approved the Fitch Mountain Park and Open Space Preserve Management Plan (“Plan”) and executed the property transfer of Fitch Mountain Park and Open Space Preserve (“Preserve”) from LandPaths to the City of Healdsburg (“City”); and
WHEREAS, a component of the Plan identified public access improvements (“Improvements”) to access the Preserve from the Villa Chanticleer lower parking lot; and WHEREAS, the Improvements were funded in the Council-adopted capital improvement program for fiscal years 2022-27; and
WHEREAS, design and construction drawings were completed by Prunuske Chatham Inc. earlier this year; and
WHEREAS, in February 2023, Council approved a Professional Services Agreement with Prunuske Chatham Inc. to cover costs necessary to finalize the bid package; and WHEREAS, in March 2023 the City noticed an invitation for bids for the project, and in April 2023 received a single bid that was approximately 57 percent higher than the engineer’s estimate; and
WHEREAS, on May 1, 2023, Council rejected all bids received for the Fitch Mountain Public Access Improvements project, and directed staff to re-scope and re-advertise the project; and
WHEREAS, additional work is necessary is necessary to reconfigure plans and re-bid the project; and
WHEREAS, Staff is requesting that the original agreement with Prunuske Chatham Inc, be amended by an additional $15,440 to cover costs necessary to finalize the re-bid package. The additional budget request will bring the total bidding support services costs to $32,536; and WHEREAS, the public access improvement work was part of the Final Mitigated Negative Declaration for the Fitch Mountain Park and Open Space Preserve issued in November 2017, and activities associated with the Villa Dog Park improvements are exempt from the provisions of the
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Attachment: Resolution (4041 : Fitch Mountain Public Access Improvements Contract Amendment for Re-Scoping of Bid Documents) Resolution No. -2023
California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15302 (exemption for replacement or reconstruction) because renovation of the dog park consists of replacement or reconstruction of existing structures and facilities, the new structures will be located on the same site as the structure replaced, and will have substantially the same purpose and capacity as the structure replaced.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Healdsburg hereby:
1. Amends the Professional Services Agreement with Prunuske Chatham Inc. to increase the not-to-exceed amount by $15,440 for a total of $32,536.
2. Authorizes the City Manager to execute the contract amendment.
3. Finds that approval of a bidding support services contract amendment is not subject to the provisions of the California Environmental Quality Act (CEQA) because approving an amendment to a bidding support services contract is not a project since it will not have a direct or reasonably foreseeable indirect impact on the environment. The public access improvement work was part of the Final Mitigated Negative Declaration for the Fitch Mountain Park and Open Space Preserve issued in November 2017, and activities associated with the Villa Dog Park improvements are exempt from the provisions of the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15302 (exemption for replacement or reconstruction) because renovation of the dog park consists of replacement or reconstruction of existing structures and facilities, the new structures will be located on the same site as the structure replaced, and will have substantially the same purpose and capacity as the structure replaced.
PASSED, APPROVED, AND ADOPTED this 15
th day of May 2023, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAINING:
SO ORDERED: ATTEST:
___________________________________ _____________________________________ Ariel Kelly, Mayor Raina Allan, City Clerk
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Attachment: Resolution (4041 : Fitch Mountain Public Access Improvements Contract Amendment for Re-Scoping of Bid Documents) April 27, 2023
Jaime Licea
Parks and Open Space Superintendent
City of Healdsburg
401 Grove St.
Healdsburg, CA 95448
[email protected]
Subject: Proposal for Bidding Support Services, Fitch Mountain Park and Open Space Preserve Project, Addendum #1
The City of Healdsburg (City) is planning to implement Phases A and B of the Fitch Mountain Park and Open Space Preserve project. Under an earlier, separate scope of work, Prunuske Chatham, Inc. (PCI) prepared construction drawings and technical specifications for the project. PCI is currently under contract to provide bidding support services to the City and this proposal is addendum #1 to the existing contract dated March 7, 2023. Due to only receiving one bid, in excess of the City’s budget, the project needs to be rebid. The scope of work to reconfigure plans and rebid the project is outlined below. Construction support, such as special inspections and construction monitoring will be covered in a separate proposal.
SERVICES BY PRUNUSKE CHATHAM, INC
PCI will perform the following services; see attached cost estimate. Redesign phase A & B plans to the City
Update Specifications
Prepare plans for bid alternates
Address (minimal) plan check comments
Update bid schedule
Update the engineer’s cost estimate
Estimate time for completion of construction project
Respond to bidder requests for information
Conform plans for construction or addendum
Project management
EXCLUSIONS
CSI Division 00 or 01 “Front-end” specifications, procurement and contracting specifications, general requirements
Pre-bid meeting onsite
Response to plan check comments in excess of budgeted amount Preparing a bid book or advertising bid
Bid analysis and selecting a contractor
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Attachment: PCI Proposal (4041 : Fitch Mountain Public Access Improvements Contract Amendment for Re-Scoping of Bid Documents) Fitch Mountain Park and Open Space Preserve
April 27, 2023
Construction-related services
DELIVERABLES
Completed Phase A & Phase B Plans with Revisions
Completed Phase A & Phase B Specifications with Revisions Phase A & Phase B Plans with Bid Alternates Delineated Bid Schedule with Bid Alternates broken out
Engineer’s Cost Estimate with Revisions
Updated Time of Completion/Schedule
Post-bid Conformed Plans or Addendum
SERVICES BY OTHERS
The City will:
Lead and coordinate the bidding, contractor selection, and contracting process. Manage questions from bidders and Requests for Information, coordinate responses from PCI
Contractor bid comparison and selection
PERSONNEL
Maggie Jensen will be PCI’s project principal. Justin Bodell, L.A., will be PCI’s project manager and primary contact for this project. Other PCI personnel will participate as needed, including Lucas Walton, P.E., and Diana Grandi, Landscape Architect.
Maggie Jensen, L.A. #5594, Justin Bodell, L.A. #5080, and Diana Grandi, L.A. #6810 are licensed by the California Landscape Architects Technical Committee. Lucas Walton, P.E. #C79859, is licensed by the California Board for Professional Engineers and Surveyors.
PCI’s project principal and project manager are accountable for the services and deliverables needed for the project, determining appropriate budgets and schedule, and assigning appropriate PCI staff to the project. The project manager is accountable for the management of PCI’s services to deliver the project. Please contact the project principal if you have concerns regarding PCI’s performance.
SCHEDULE
Following is an estimated schedule, which may need to be adjusted as the project proceeds.
Late April 2023 Contract formation
Early May 2023 Revised plans submitted, bid schedule, engineer’s cost estimate, time of completion
Mid-May 2023 Project goes out to bid, respond to bidder’s questions Late May 2023 Conformed plans or addendum
Early June 2023 Bids are opened
Late June 2023 Contract is awarded
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Attachment: PCI Proposal (4041 : Fitch Mountain Public Access Improvements Contract Amendment for Re-Scoping of Bid Documents) Fitch Mountain Park and Open Space Preserve
April 27, 2023
FEES AND BUDGET ESTIMATE
PCI estimates the cost to complete the tasks described in this proposal is $15,440 bringing the total contract value for bidding support services to $32,536. The original contract value was $17,096. A detailed cost estimate is provided as Exhibit A. PCI’s actual fees will be on a time and materials basis in accordance with the attached Fee Schedule. The final cost may vary either higher or lower than the budget depending on the actual time and materials required, and/or additional services requested by the City.
We will not exceed the total estimate by more than 10% without authorization from you.
PCI will typically submit monthly invoices for progress payments for work completed.
PCI may choose to not submit an invoice every month. Please notify PCI’s project manager if you need an invoice every month. Invoices will be billed to you at the above address.
ACCEPTANCE AND TERMINATION
This proposal can be used as an attachment to a standard contract form as documentation of the Scope of Work and Budget. This proposal is valid for 60 days.
Please feel free to contact me at your convenience. I can be reached by telephone at (707) 480-5137 or via email to [email protected]. PCI appreciates this opportunity to offer our services, and we look forward to working with you on this project.
Sincerely,
PRUNUSKE CHATHAM, INC.
Justin Bodell
Justin Bodell
Project Manager
Enclosures: Cost Estimate
Fee Schedule
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Attachment: PCI Proposal (4041 : Fitch Mountain Public Access Improvements Contract Amendment for Re-Scoping of Bid Documents) Fitch Mountain Park and Open Space Preserve
Bidding Support Services, Addendum # 1
April 27, 2023
Principal
Landscape
Architect
Registered
Civil
Engineer IV
Registered
Landscape
Architect IV
Project
Manager
Registered
Landscape
Architect I
hour hour hour hour
$215 $205 $195 $158 Cost
Bid Support
Redesign Phase A & Phase B Plans 1 2 2 16 $3,543
Update Specs 4 $780
Prepare Plans for Bid Alternates 1 1 6 $1,358
Address Plan Check Comments from City 1 2 $521
Bid Schedule 4 2 $1,096
Update Engineers Estimate 1 8 4 $2,397
Estimated Time for Completion 2 $390
Respond to Bidder Requests for Information 1 2 10 2 $2,891 Conform Plans for Construction or Addendum 1 1 2 8 $2,074 Project Management 2 $390
Total 4 7 35 40 $15,440
1 of 1
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Attachment: PCI Proposal (4041 : Fitch Mountain Public Access Improvements Contract Amendment for Classification Hourly Rate
Overtime
Hourly Rate
Design & Planning Services
Founding Principal $220
Principal Civil Engineer $215
Principal Landscape Architect $215
Principal Geomorphologist $215
Principal Hydrologist $215
Principal Environmental Planner $215
Principal Vegetation Ecologist $200
Registered Civil Engineer V $215
Registered Civil Engineer IV $205
Registered Civil Engineer III $190
Registered Civil Engineer II $174
Registered Civil Engineer I $159
Assistant Engineer III $154 $185
Assistant Engineer II $138 $166
Assistant Engineer I $123 $148
Senior Hydrologist/ Geomorphologist $190
Project Manager II $169
Project Manager I $154
Registered Landscape Architect V $215
Registered Landscape Architect IV $195
Registered Landscape Architect III $179
Registered Landscape Architect II $166
Registered Landscape Architect I $158
Assistant Landscape Architect IV $158 $190
Assistant Landscape Architect III $148 $178
Assistant Landscape Architect II $138 $166
Assistant Landscape Architect I $118 $142
QSD/CPESC/RPF $155
QSP $125
Envirornmental Planner IV $190
Environmental Planner III $169
Environmental Planner II $154 $185
Environmental Planner I $118 $142
Sr. Wildlife Biologist/Botanist/Vegetation Ecologist (III) $154 $185 Wildlife Biologist/Botanist/Vegetation Ecologist II $128 $154 Wildlife Biologist/Botanist/Vegetation Ecologist I $118 $142 Technical Assistant $108
Project Administrator $92 $110
Clerical $82 $98
Project Consumed Materials cost plus 15%
Rented Vehicles and Equipment cost plus 15%
Subconsultants / Subcontractors cost plus 15%
PCI-owned Vehicle $75 per day
Employee-owned Vehicle IRS rate per mile
PCI-owned Survey or GPS Equipment $200 per day
FEE SCHEDULE 2023
Invoicing occurs monthly for 100% of the work completed during the invoice period unless otherwise arranged. Fees are calculated on a time and materials basis in accord with this fee schedule. Payment is due upon receipt. Fees are subject to change annually. 103 Morris Street, Suite A-5 Sebastopol, CA 95472 707-824-4600 fax 707-824-6854
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Attachment: PCI Proposal (4041 : Fitch Mountain Public Access Improvements Contract Amendment for Re-Scoping of Bid Documents)
CITY OF HEALDSBURG
CITY COUNCIL AGENDA STAFF REPORT
MEETING DATE: May 15, 2023
SUBJECT: Fiscal Year 2022-23 Third Quarter Budget Review as of March 31, 2023 PREPARED BY: Katie Edgar, Finance Director
STRATEGIC INITIATIVE(S):
Provide Effective Governance
RECOMMENDED ACTION(S):
1. Receive a presentation on the FY 2022-23 City financials through March 31, 2023; and
2. Adopt a Resolution approving a budget amendment for the FY 2023-24.
COMMUNITY ENGAGEMENT/OUTREACH:
Not applicable.
BACKGROUND:
On June 6th, 2022, City Council adopted the biennial budget covering the two-year period ending June 30, 2024. On December 5th, 2022, City staff provided council with an update on the first quarter financial results for the 2022-23 fiscal year. On January 23, 2023, Council approved the audited financial statements for the 2021-2022 fiscal year. On February 21, 2023, City staff provided council with the mid-year update. The purpose of this report is to provide an update on the City’s financial results through the third quarter of the fiscal year, ending March 31, 2023.
On August 15, 2022, the council adopted the General Fund surplus policy. In accordance with the policy this report includes financial analysis and review of both revenues and expenditures to project estimates to close the fiscal year. The policy determines that any unallocated fund balance exceeding $250,000 is deemed a surplus and will be allocated to fund one-time expenses that improve the long-term fiscal health of the City.
DISCUSSION/ANALYSIS:
The scope of this report will be limited to the General Fund, Community Services Fund, Measure T Fund, and Water, Wastewater, and Electric Operating Funds.
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General Fund. A General Fund Summary for fiscal year 2022-23 as of March 31, 2023, is included as Attachment A. Through the third quarter of the fiscal year, the General Fund revenues are at 66% of budget and expenditures are at 70% of budget.
Revenue Highlights.
• Sales Tax. The City received $3,800,071 to a revised budget of $6,093,440, representing 62% of the total budget. Revenue received does not include the March sales tax allocation, which was not available from the State at the time of this report. Staff met with the City’s sales tax consultants this month and believe the City will end up slightly exceeding the current revenue estimate.
• Property Tax. Property taxes total $1,757,717 to a budget of $2,812,098, representing 63% of the total budget. The City has received an additional apportionment in April and will receive a final apportionment in June, plus residual receipts. Staff anticipates year-end revenue will meet or exceed budget expectations.
• Property Transfer Tax. The City receives this revenue when title to property is transferred from one entity to another. Revenue through March 31, 2023 totals $97,951 to an amended budget of $130,000.
• Property Tax In-Lieu of Vehicle License Fee. In 2004, then Governor Schwarzenegger proposed a swap of city and county vehicle license fee revenues for an additional property tax share as part of a state-local budget agreement. Growth is tied to the assessed valuation of real property. The City received $928,692 in December and, while not part of the reporting period covered by this report, received the second installment of $928,692 in April (not included in this report) as well as a distribution of excess prior year funding, slightly exceeding the revised budget of $1,857,384.
• Development Related Permits. As of March 31st 2023, the City received $1,551,313 to a total budget of $1,713,569, representing 91% of the total budget. The increase in revenues is largely driven by larger projects including Eden Housing, Saggio Hills, North Village and Mill District and staff anticipate revenues to exceed the adopted budget. • Transient Occupancy Tax (TOT). The City received $979,636 to a to a revised budget of $1,487,058, representing 66% of the total budget with one quarter remaining. • Franchise Fees. The City receives franchise fees from Recology, Comcast, and PG&E. The City received $482,597 to a revised budget of $630,000, representing 77% of the total budget. The annual PG&E fees totaling $73,656 were received in April (not included in this report) and staff anticipate that revenues will exceed the adopted budget. • Charges for Services. The City received $354,723 in revenue compared to a budget of $535,911, or 66% of the budget. This category of revenue includes Strike Team Reimbursement, CUPA annual license fees, and Fire Service Area Agreement reimbursement. While not included in the reporting period, the annual CUPA fees were
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billed in April and staff anticipate that revenues will exceed budget projections due to two unanticipated strike team deployments.
Expenditure Highlights.
As of March 31, 2023, the City expended $14,248,849 to a revised budget of $20,487,120, representing 70% of the total General Fund appropriated budget. The chart below provides expenditures by department.
Expense By Department Activity Through
March 31, 2023 Total Budget Amount Remaining % Expended City Council $ 119,887 $ 148,333 $ 28,446 81%
Legal Services $ 376,782 $ 350,000 $ (26,782) 108%
City Manager's Office $ 1,651,417 $ 2,463,462 $ 812,046 67% Finance $ 1,822,549 $ 2,460,932 $ 638,383 74%
Planning $ 1,712,339 $ 2,251,739 $ 539,400 76%
Police $ 5,948,282 $ 7,750,034 $ 1,801,752 77%
Fire $ 3,785,030 $ 4,845,985 $ 1,060,955 78%
Non Departmental $ (1,167,438) $ 216,635 $ 1,384,073 -539% TOTAL $ 14,248,849 $ 20,487,120 $ 6,238,272 70%
Year End Projections:
City Departments have submitted year end estimates to the finance department to support the administration of the Surplus Policy. Finance staff have reviewed both revenue projections and year-end estimates for each department. Below is a chart that summarizes current year end projections by department.
Expense By Department Total Budget Estimate To
Close Variance
City Council $ 148,333 $ 145,760 $ (2,573)
Legal Services $ 350,000 $ 529,000 $ 179,000
City Manager's Office $ 2,463,462 $ 2,369,894 $ (93,568) Finance $ 2,460,932 $ 2,303,478 $ (157,454)
Planning $ 2,251,739 $ 2,234,941 $ (16,798)
Police $ 7,750,034 $ 7,497,322 $ (252,712)
Fire $ 4,845,985 $ 5,022,538 $ 176,553
Non Departmental $ 216,635 $ 178,635 $ (38,000)
TOTAL $ 20,487,120 $ 20,281,569 $ (205,551)
Surplus Policy:
The chart below compiles the Revenue and Expenditure projections for the Fiscal Year. In accordance with the adopted policy there is no anticipated Surplus for Fiscal Year 22-23 as
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unallocated fund balance is anticipated at only $248,639 which is below the $250,000 threshold established. The chart below also looks forward to Fiscal Year 23-24 and incorporates the proposed restructuring of the CIP Project Manager position to the general fund.
FY 22-23 FY 23-24 FY 23-24
Estimate Adopted Revised
To Close Budget Budget
Beginning Fund Balance $11,778,066 $10,802,318 $ 10,802,318 Revenue $19,305,820 $17,652,350 $ 17,652,350
Expenditure $20,281,569 $18,136,815 $ 18,161,103
Estimated Ending Fund Balance $10,802,318 $10,317,853 $ 10,293,564 Change in Ending Fund Balance $ (975,749) $ (484,465) $ (508,753) Components of Fund Balance
Reserve Policy (30%) $ 6,084,471 $ 5,441,045 $ 5,448,331 Pension Stabilization $ 4,469,208 $ 4,536,124 $ 4,536,124 Unallocated Fund Balance $ 248,639 $ 340,684 $ 309,109
% of annual expenditures 31.2% 31.9% 31.7%
General Fund - Fund Balance
Community Services Fund. The Community Services Fund Summary for fiscal year 2022-23 as of March 31, 2023 is included as Attachment B.
The City received $4,828,401 in Transient Occupancy Tax (TOT) revenues to a revised total budget of $7,431,057, or 65% of the full-year projection. Staff will continue to monitor TOT revenue through the final quarter of the year.
Total expenses through March 31, 2023 are $5,983,628 to a total budget of $8,432,366 or 71%.
Staff expect expenses to remain under budget.
Measure T Fund Revenue and Expense.
• Measure T Transaction and Use Tax Revenue totaled $1,883,681 to a total budget of $2,750,057, representing 68% of the total budget. This amount does not include the March sales tax allocation.
• Measure T Expenses total $684,098 to a total budget of $4,965,139. Staff will be making additional scheduled transfers out of the fund before year end and anticipate re-budgeting the Fire Substation contribution in Fiscal Year 23-24 to facilitate the construction contract award anticipated in the first quarter of the next fiscal year.
Water Fund.
The ongoing drought has continued to impact water fund revenue during the first three quarters
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of the year. Total revenue received was $4,126,827 to a revised total revised budget of $6,198,333, only 67% of the reduced revenue estimate.
Looking forward to Fiscal Year 2023-2024, as the second year of a two-year budget, the rate revenue projections need to be reduced to keep anticipated growth in alignment with actual revenues received for Fiscal Year 2022-2023. Staff propose reducing the Fiscal Year 2023-2024 revenue budget by $864,000 which accounts for the continued water conservation efforts and the anticipated 8% increase in rate revenue from the new rates that go into effect on July 1, 2023.
On the expense side, total expenses through March 31, 2023 totaled $4,256,576 to a total revised budget of $6,250,814 representing 68% of the total budget. Staff continue to look for opportunities to reduce expenses to stay in alignment with available revenue and are proposing various expense adjustments resulting in a reduction of $251,232 in Fiscal Year 2023-24.
Reductions include savings from freezing vacant positions and various operational expense reductions, the chart below depicts the proposed adjustment effect on fund balance.
FY 22-23 FY 23-24 FY 23-24
Estimate Adopted Revised
To Close Budget Budget
Beginning Working Capital $ 2,081,294 $ 2,215,709 $ 2,215,709 Revenue 5,666,371 7,158,958 6,294,958
Expenditure - Operations 5,508,486 6,077,367 5,826,135
Expenditure - Capital 23,470 422,161 422,161
Estimated Ending Working Capital $ 2,215,709 $ 2,875,139 $ 2,262,372 Change in Working Capital $ 134,415 $ 659,430 $ 46,662
Components of Fund Balance
Reserve Policy (25%) $ 1,377,122 $ 1,519,342 $ 1,456,534 Pension $ 498,583 $ 506,252 $ 506,252
Remaining Working Capital 340,005 849,546 299,586
Total $ 2,215,709 $ 2,875,139 $ 2,262,372
Water Fund Balance
Wastewater Fund
The wastewater fund received $5,019,067 in total revenue, 67% of the total revised budget of $7,452,310. Wastewater Fund expenses ended the third quarter with $5,924,378 expended to a total revised budget of $8,061,213 or 73%.
Fiscal Year 2022-2023 rate revenue is anticipated to maintain alignment with the reduced projections. Staff is proposing reductions for Fiscal Year 2023-2024 revenues in the amount of $651,760 to account for lower revenues received this year and the anticipated 8% rate increase in effect July 1, 2023. Staff are also proposing various expense adjustments that result in a net
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reduction of $9,658. The proposed expense reductions associated with freezing vacant positions are offset by increases in anticipated repairs, maintenance, and operational expenses. The chart below illustrates the proposed adjustments’ effect on fund balance.
FY 22-23 FY 23-24 FY 23-24
Estimate Adopted Revised
To Close Budget Budget
Beginning Working Capital $ 3,078,042 $ 2,444,283 $ 2,444,283 Revenue 7,361,918 8,597,900 7,946,140
Expenditure - Operations 7,873,171 7,918,851 7,909,192
Expenditure - Capital 122,505 227,090 227,090
Estimated Ending Working Capital $ 2,444,283 $ 2,896,242 $ 2,254,141 Change in Working Capital $ (633,759) $ 451,959 $ (190,142) Components of Fund Balance
Reserve Policy (25%) $ 1,968,293 $ 1,979,713 $ 1,977,298 Pension Stabilization 600,435 609,671 609,671
Remaining Working Capital (124,445) 306,858 (332,828)
Total $ 2,444,283 $ 2,896,242 $ 2,254,141
Wastewater Fund Balance
Residential wastewater customers are billed a fixed monthly service charge per dwelling unit plus usage charges calculated using the Seasonal Sewer Average. The Seasonal Sewer average represents the average winter water use billed January through April. Staff are currently calculating the new Seasonal Sewer Average that will be in effect for the May bills. Staff will continue to monitor the effects of this annual update on the rate revenues and likely return to council with more adjustments in the first quarter of Fiscal Year 2023-2024.
Electric Fund
The electric fund received $9,016,287 in total revenue, 70% of the total budget of $12,790,533.
Electric Fund expenses were $12,445,537, 74% of the total revised budget of $16,882,186.
With the increased rainfall and associated increased production of hydroelectric power the estimated cost of Power Procurement for Fiscal Year 2022-2023 is projected to finish under the revised budget. However, the Power Procurement market continues to experience volatility and is projected to remain inflated in future years. Staff propose adjusting the adopted Fiscal Year 2023-2024 budget by $962,476 to account for the anticipated increased costs. The chart below illustrates the impact of the proposed adjustment on the fund balance.
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FY 22-23 FY 23-24 FY 23-24
Estimate Adopted Revised
To Close Budget Budget
Beginning Working Capital $ 17,769,815 $ 14,987,925 $ 14,987,925 Revenue 12,949,053 12,917,818 12,917,818
Expenditure - City Operations 15,182,387 14,601,252 15,563,728 Expenditure - Capital 548,557 250,000 250,000
Estimated Ending Working Capital $ 14,987,925 $ 13,054,491 $ 12,092,015 Change in Working Capital $ (2,781,890) $ (1,933,434) $ (2,895,910) Components of Fund Balance
Reserve Policy (50%) $ 7,591,193 $ 7,300,626 $ 7,781,864 Reserve Policy ($4 Million Capital) $ 4,000,000 $ 4,000,000 $ 4,000,000 Pension Stabilization $ 857,526 $ 870,716 $ 870,716
Remaining Working Capital $ 2,539,205 $ 883,149 $ (560,565) Total $ 14,987,925 $ 13,054,491 $ 12,092,015
Electric Fund Balance
On April 17, 2023, staff presented the Council with an update on the Cost-of-Service Analysis and presented preliminary rate adjustment amounts in terms of revenue requirement. Staff anticipate returning to Council on June 5, 2023, to present the proposed new electric rates. Upon formal adoption of the new Electric rates staff will propose adjustments to the Fiscal Year 2023- 2024 revenue budget.
ENVIRONMENTAL STEWARDSHIP:
Not Applicable.
ALTERNATIVES:
The Council could receive the presenting and direct staff to return in Fiscal Year 2023-2024 to complete the proposed amendments.
FISCAL IMPACT:
There are no proposed amendments for the current Fiscal Year 2022-2023. All proposed amendments to the revenue budgets in Fiscal Year 2023-2024 are realigning the second-year budget projections to the reduced revenues anticipated in the first year of the budget cycle.
Further expense amendments have been proposed to mitigate the use of reserve funds where possible. The General Fund amendments have a net impact of reducing the projected ending fund balance by $24,288. The proposed amendments to the Streets Operating Fund will increase the fund balance by $11,095 and the Airport Operating fund balance is proposed to increase by $2,598. The Drainage Fund amendments proposed will reduce the projected ending fund balance by $6,779. The Water Enterprise Fund proposed adjustments will reduce the anticipated ending fund balance by $612,768 and is not anticipated to use any reserve funds to support operations.
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The Wastewater Enterprise Fund is proposed to reduce the anticipated ending fund balance by $642,101 and requires the use of $332,828 of reserve funds to support continued operations. The amendments proposed in the Electric Enterprise Fund will reduce the anticipated ending fund balance by $962,476 and based on current adopted rates will require the use of $560,565 of reserve funds to support operations.
ENVIRONMENTAL ANALYSIS:
Receiving a fiscal update from City staff is an administrative activity, which is not considered a 'project' as defined by the California Environmental Quality Act (“CEQA”) (CEQA Guidelines§15378). Consequently, no CEQA action is required.
ATTACHMENT(S):
Resolution
Exhibit A - Budget Amendments
Attachment A - General Fund Revenue and Expenses
Attachment B - Community Services Fund Revenue and Expenses
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CITY OF HEALDSBURG
RESOLUTION NO. ___-2023
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
HEALDSBURG AMENDING THE FISCAL YEAR 2023-24
BUDGET
WHEREAS, on June 6, 2022, the City Council adopted the 2022-24 biennial budget; and WHEREAS, consumption in the Water Utility Fund has remained low due to conservation that is projected to continue into Fiscal Year 2023-2024 resulting in lower anticipated rate revenue; and
WHEREAS, staff have identified several areas of cost savings in the Water Utility Fund to offset proposed revenue reductions for Fiscal Year 2023-2024; and WHEREAS, rate revenue in the Wastewater Utility Fund is trending in alignment with the reduced revenue projections requiring realignment of anticipated Fiscal Year 2023-2024 rate revenue;
WHEREAS, staff have identified several areas of cost savings that are largely offset by cost increases in the Wastewater Utility Fund; and
WHEREAS, the Electric Utility Fund continues to project large increases in the cost of procuring electricity and requires additional appropriations in Fiscal Year 2023-2024 to support ongoing operations; and
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Healdsburg does hereby approve amending the fiscal year 2023-24 budget as depicted on the attached Exhibit A.
PASSED, APPROVED, AND ADOPTED by the City Council of the City of Healdsburg this 15th day of May 2023 by the following vote:
AYES: Councilmembers:
NOES: Councilmembers:
ABSENT: Councilmembers:
ABSTAINING: Councilmembers:
SO ORDERED: ATTEST:
_________________________________ ___________________________________ Ariel Kelley, Mayor Raina Allan, City Clerk
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Attachment: Resolution (4056 : FY 2022-2023 Third Quarter Financial Update) Resolution No.
Exhibit A
Account Number Increase Amount Decrease Amount Description 101-6101-41201-00000 $ 9,136 Increase Salary & Wages to Establish CIP Position in General Fund 101-6101-41307-00000 $ 34 Increase Salary & Wages to Establish CIP Position in General Fund 101-6101-41207-00000 $ 1,760 Increase Salary & Wages to Establish CIP Position in General Fund 101-6101-41209-00000 $ 500 Increase Salary & Wages to Establish CIP Position in General Fund 101-6101-41205-00000 $ 28,929 Increase Salary & Wages to Establish CIP Position in General Fund 101-6101-41215-00000 $ 155 Increase Salary & Wages to Establish CIP Position in General Fund 101-6101-41101-00000 $ 121,412 Increase Salary & Wages to Establish CIP Position in General Fund 101-6101-48901-00000 $ 137,638 Increase Staff Time Reimbursement for CIP Projects 510-6162-43205-00000 $ 30,000 Reduce Contracted Services 510-6162-48901-00000 $ 18,905 Reduce Staff Time Reimbursements for Public Works Department 570-6101-48901-00000 $ 2,598 Increase Staff Time Reimbursements for Public Works Department Account Number Increase Amount Decrease Amount Description 531-6165-48901-00000 $ 6,779 Reduce Staff Time Reimbursements for Public Works Department Account Number Increase Amount Decrease Amount Description 520-1000-35242-00000 $ 864,000 Reduce Water Utiltiy Service Charge 520-6163-43217-00000 $ 800 Reduce License, Dues, and Membership Expense 520-6163-44501-00000 $ 25,000 Reduce Operating Expense
520-6367-41107-00000 $ 2,000 Reduce Standby Wages
520-6367-43105-00000 $ 30,000 Reduce Utility Services Expense 520-6367-43207-00000 $ 20,000 Reduce Legal Expense
520-6367-43211-00000 $ 6,000 Increase Printing Expense
520-6367-43215-00000 $ 5,488 Increase Repairs and Maintenance Expense 520-6367-44501-00000 $ 24,974 Reduce Operating Expense
520-6367-49801-00000 $ 15,000 Reduce Conservation & Energy Rebates Expense 520-6367-41201-00000 $ 3,986 Reduce Salary & Wages for Frozen Positions Utilities 520-6367-41300-00000 $ 847 Reduce Salary & Wages for Frozen Positions Utilities 520-6367-41307-00000 $ 14 Reduce Salary & Wages for Frozen Positions Utilities 520-6367-41207-00000 $ 626 Reduce Salary & Wages for Frozen Positions Utilities 520-6367-41209-00000 $ 200 Reduce Salary & Wages for Frozen Positions Utilities 520-6367-41205-00000 $ 11,561 Reduce Salary & Wages for Frozen Positions Utilities 520-6367-41215-00000 $ 112 Reduce Salary & Wages for Frozen Positions Utilities 520-6367-41101-00000 $ 42,338 Reduce Salary & Wages for Frozen Positions Utilities 520-6163-41201-00000 $ 1,890 Reduce Salary & Wages for Frozen Positions Public Works 520-6163-41307-00000 $ 10 Reduce Salary & Wages for Frozen Positions Public Works 520-6163-41207-00000 $ 364 Reduce Salary & Wages for Frozen Positions Public Works 520-6163-41209-00000 $ 139 Reduce Salary & Wages for Frozen Positions Public Works 520-6163-41205-00000 $ 8,679 Reduce Salary & Wages for Frozen Positions Public Works 520-6163-41215-00000 $ 83 Reduce Salary & Wages for Frozen Positions Public Works 520-6163-41101-00000 $ 25,122 Reduce Salary & Wages for Frozen Positions Public Works 520-6163-41201-00000 $ 2,741 Reduce Salary & Wages to Establish CIP Position in General Fund 520-6163-41307-00000 $ 10 Reduce Salary & Wages to Establish CIP Position in General Fund 520-6163-41207-00000 $ 528 Reduce Salary & Wages to Establish CIP Position in General Fund 520-6163-41209-00000 $ 150 Reduce Salary & Wages to Establish CIP Position in General Fund 520-6163-41205-00000 $ 8,679 Reduce Salary & Wages to Establish CIP Position in General Fund 520-6163-41215-00000 $ 47 Reduce Salary & Wages to Establish CIP Position in General Fund 520-6163-41101-00000 $ 36,423 Reduce Salary & Wages to Establish CIP Position in General Fund 520-6163-48901-00000 $ 15,603 Reduce Staff Time Reimbursements for Public Works Department 520-6367-48901-00000 $ 16,000 Increase Staff Time Reimbursement for Utilites Department Account Number Increase Amount Decrease Amount Description 530-1000-35242-00000 $ 651,760 Reduce Wastewater Utiltiy Service Charge 530-6164-41305-00000 $ 2,600 Reduce Personal Protective Equipment Expense 530-6164-43205-00000 $ 25,000 Reduce Contracted Services 530-6164-43219-00000 $ 1,000 Reduce Rentals and Leases
530-6369-43205-00000 $ 41,200 Reduce Contracted Services 530-6369-43105-00000 $ 50,000 Increase Utility Services 530-6369-43215-00000 $ 111,800 Increase Repairs and Maintenance 530-6369-44501-00000 $ 76,431 Increase Operating Expense 530-6164-41201-00000 $ 1,890 Reduce Salary & Wages for Frozen Positions Public Works 530-6164-41307-00000 $ 10 Reduce Salary & Wages for Frozen Positions Public Works 530-6164-41207-00000 $ 364 Reduce Salary & Wages for Frozen Positions Public Works 530-6164-41209-00000 $ 139 Reduce Salary & Wages for Frozen Positions Public Works 530-6164-41205-00000 $ 8,679 Reduce Salary & Wages for Frozen Positions Public Works
WASTEWATER ENTERPRISE FUND
DRAINAGE ENTERPRISE FUND
FY 23-24 BUDGET AMENDMENTS
GENERAL FUND
WATER ENTERPRISE FUND
Streets Operating Fund
Airport Enterprise Fund
8.A.b
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Attachment: Exhibit A - Budget Amendments (4056 : FY 2022-2023 Third Quarter Financial Update) 530-6164-41215-00000 $ 83 Reduce Salary & Wages for Frozen Positions Public Works 530-6164-41101-00000 $ 25,122 Reduce Salary & Wages for Frozen Positions Public Works 530-6369-41201-00000 $ 5,979 Reduce Salary & Wages for Frozen Positions Utilities 530-6369-41300-00000 $ 1,270 Reduce Salary & Wages for Frozen Positions Utilities 530-6369-41207-00000 $ 939 Reduce Salary & Wages for Frozen Positions Utilities 530-6369-41209-00000 $ 300 Reduce Salary & Wages for Frozen Positions Utilities 530-6369-41205-00000 $ 17,341 Reduce Salary & Wages for Frozen Positions Utilities 530-6369-41215-00000 $ 168 Reduce Salary & Wages for Frozen Positions Utilities 530-6369-41101-00000 $ 63,507 Reduce Salary & Wages for Frozen Positions Utilities 530-6164-41201-00000 $ 2,741 Reduce Salary & Wages to Establish CIP Position in General Fund 530-6164-41307-00000 $ 10 Reduce Salary & Wages to Establish CIP Position in General Fund 530-6164-41207-00000 $ 528 Reduce Salary & Wages to Establish CIP Position in General Fund 530-6164-41209-00000 $ 150 Reduce Salary & Wages to Establish CIP Position in General Fund 530-6164-41205-00000 $ 8,679 Reduce Salary & Wages to Establish CIP Position in General Fund 530-6164-41215-00000 $ 47 Reduce Salary & Wages to Establish CIP Position in General Fund 530-6164-41101-00000 $ 36,423 Reduce Salary & Wages to Establish CIP Position in General Fund 530-6164-48901-00000 $ 12,301 Reduce Staff Time Reimbursements for Public Works Department 530-6369-48901-00000 $ 16,000 Increase Staff Time Reimbursement for Utilites Department Account Number Increase Amount Decrease Amount Description 540-7571-44580-00000 $ 1,183,322 Reduce NCPA - Plants
540-7571-44582-00000 $ 76,319 Reduce NCPA - Western
540-7571-44584-00000 $ 1,961,724 Increase NCPA - Market Power Purch 540-7571-44584-54001 $ 190,000 Increase Dissigno/Whitepine - Market Power Purch 540-7571-44586-00000 $ 83,923 Increase NCPA - Transmission 540-7571-44588-00000 $ 55,202 Increase NCPA - Management Svcs 540-7571-44590-00000 $ 11,404 Reduce NCPA-Third Party Revenue 540-7571-49803-00000 $ 18,000 Increase Solar Rebates
540-7574-43105-00000 $ 672 Increase Utility Services
540-7501-43211-00000 $ 3,000 Increase Printing
540-7501-43217-00000 $ 1,000 Increase License, Dues, Certs, Membrshps 540-7573-48901-00000 $ 50,000 Increase Staff Time Reimbursement 540-7501-48901-00000 $ 30,000 Increase Staff Time Reimbursement
ELECTRIC ENTERPRISE FUND
8.A.b
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Attachment: Exhibit A - Budget Amendments (4056 : FY 2022-2023 Third Quarter Financial Update) Attachment A: General Fund Revenue and Expenses
As of March 31, 2023
Revenue Activity Through
March 31, 2023 Total Budget Amount Remaining % Received Property Tax $ 1,757,717 $ 2,812,098 $ 1,054,381 63%
Property Transfer Tax $ 97,951 $ 130,000 $ 32,049 75%
Vehicle License Fee Swap $ 928,692 $ 1,857,384 $ 928,692 50% Sales Tax $ 3,800,071 $ 6,093,440 $ 2,293,369 62%
Business License Tax $ 245,398 $ 250,000 $ 4,602 98%
Franchise Fees $ 482,597 $ 630,000 $ 147,403 77%
TOT $ 979,636 $ 1,487,058 $ 507,422 66%
Sales Tax - PSAF $ 150,716 $ 189,001 $ 38,285 80%
Development Fees and Permits $ 1,551,313 $ 1,713,569 $ 162,256 91% Intergovernmental Revenue $ 1,548,029 $ 2,191,273 $ 643,244 71% Charges for Services $ 354,723 $ 535,911 $ 181,188 66%
Restricted Interest $ (97,057) $ 66,916 $ 163,973 -145% Rent Received $ 41,458 $ 61,934 $ 20,477 67%
Misc Fees and Charges $ 324,971 $ 354,095 $ 29,124 92%
Fines and Collections $ 19,873 $ 27,000 $ 7,127 74%
Transfers In $ 536,869 $ 1,056,279 $ 519,410 51%
TOTAL $ 12,813,203 $ 19,500,773 $ 6,687,570 66%
Expense By Department Activity Through
March 31, 2023 Total Budget Amount Remaining % Expended City Council $ 119,887 $ 148,333 $ 28,446 81%
Legal Services $ 376,782 $ 350,000 $ (26,782) 108%
City Manager's Office $ 1,651,417 $ 2,463,462 $ 812,046 67% Finance $ 1,822,549 $ 2,460,932 $ 638,383 74%
Planning $ 1,712,339 $ 2,251,739 $ 539,400 76%
Police $ 5,948,282 $ 7,750,034 $ 1,801,752 77%
Fire $ 3,785,030 $ 4,845,985 $ 1,060,955 78%
Non Departmental $ (1,167,438) $ 216,635 $ 1,384,073 -539% TOTAL $ 14,248,849 $ 20,487,120 $ 6,238,272 70%
Summary Activity Through
March 31, 2023 Total Budget Amount Remaining
Total Revenue $ 12,813,203 $ 19,500,773 $ 6,687,570
Total Expenses $ 14,248,849 $ 20,487,120 $ 6,238,272
Difference $ (1,435,646) $ (986,347) $ 449,299
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Attachment: Attachment A - General Fund Revenue and Expenses (4056 : FY 2022-2023 Third Quarter Financial Update) Attachment B: Community Services Fund Revenue and Expenses As of March 31, 2023
Revenue Activity Through
March 31, 2023 Total Budget Amount Remaining % Received Transient Occupancy Tax $ 4,828,401 $ 7,431,057 $ 2,602,656 65% Other Revenue $ 3,747 $ - $ - N/A
St Grants $ 86,740 $ 205,000 $ 118,260 42%
Fees & Charges $ 803 $ 7,200 $ 6,397 11%
Admission and Passes $ 16,874 $ 26,000 $ 9,126 65%
Program Revenue $ 109,116 $ 181,000 $ 71,884 60%
Contracted Program Revenue $ 59,588 $ 37,500 $ (22,088) 159% Special Events $ 28,195 $ 32,000 $ 3,805 88%
Event Permits $ 766 $ 20,000 $ 19,234 4%
Advertising $ 200 $ 500 $ 300 40%
Program Sponsorships $ 33,650 $ 90,000 $ 56,350 37%
Reimbursement for Services $ 34,180 $ 41,700 $ 7,520 82% Facility Rental $ 27,083 $ 63,500 $ 36,418 43%
Facility Long term Lease $ 22,923 $ 31,500 $ 8,577 73%
Interest Income $ 12,236 $ 23,514 $ 11,278 52%
Contributions & Donations $ 8,977 $ 11,000 $ 2,023 82%
TOTAL $ 5,273,477 $ 8,201,471 $ 2,927,994 64%
Expense By Program Activity Through
March 31, 2023 Total Budget Amount
Remaining % Expended
General Administration $ 2,895,854 $ 4,100,708 $ 1,204,854 71% Recreation Programs $ 243,192 $ 319,850 $ 76,658 76%
ASES After School Program $ 188,515 $ 307,000 $ 118,485 61% Community Center $ 132,248 $ 174,500 $ 42,252 76%
Senior Services $ 159,092 $ 272,430 $ 113,338 58%
Parks and Trails $ 359,262 $ 532,346 $ 173,084 67%
Open Space $ 17,713 $ 55,742 $ 38,029 32%
School Facility Maintenance $ 54,630 $ 94,310 $ 39,680 58% Swim Center $ 82,378 $ 117,500 $ 35,122 70%
Arts and Culture $ - $ 50,000 $ 50,000 0%
Contracted Facility Operations $ 24,660 $ 47,500 $ 22,840 52% Special Events $ 122,096 $ 192,000 $ 69,904 64%
Non Departmental $ 1,703,988 $ 2,168,450 $ 464,462 79%
TOTAL $ 5,983,628 $ 8,432,336 $ 2,448,708 71%
Summary Activity Through
March 31, 2023 Total Budget Amount Remaining
Total Revenue $ 5,273,477 $ 8,201,471 $ 2,927,994
Total Expenses $ 5,983,628 $ 8,432,336 $ 2,448,708
Difference $ (710,151) $ (230,865) $ 479,286
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Attachment: Attachment B - Community Services Fund Revenue and Expenses (4056 : FY 2022-2023 Third Quarter Financial Update)
CITY OF HEALDSBURG
CITY COUNCIL AGENDA STAFF REPORT
MEETING DATE: May 15, 2023
SUBJECT: Healdsburg Avenue Decorative Bridge Lighting Policy PREPARED BY: Mark Themig, Community Services Director
STRATEGIC INITIATIVE(S):
Maintain and Improve Infrastructure and Facilities
Provide Resident-Driven Community Services
RECOMMENDED ACTION(S):
Adopt a Resolution authorizing policies for the decorative illumination of the Healdsburg Avenue Bridge.
COMMUNITY ENGAGEMENT/OUTREACH:
The City has received significant positive feedback on the bridge illuminations. City Council discussed a proposed bridge lighting policy at their October 3, 2022 meeting.
BACKGROUND:
In February 2022 staff in the Community Services Department developed and deployed a system to temporarily illuminate the Healdsburg Avenue Bridge in decorative colors as part of the City’s Temporary Art Installation Program. The goal of the project was to highlight the bridge’s superstructure truss system in similar lighting colors that were being installed in the downtown area to celebrate Valentine’s Day. The bridge illumination project consisted of 24 color programmable LED light fixtures purchased on Amazon at a cost of approximately $800, extension cords, and zip ties. The LED fixtures are powered by standard 20-amp outlets that are part of the bridge’s design and construction.
On February 24, 2022 the Russian Federation invaded Ukraine. The City illuminated the bridge in blue and yellow as a sign of support. Although this gesture was positively received, it also illustrated the need for a more defined process for determining when and how to illuminate the bridge if there was a desire to continue doing so.
At the direction of City Council, staff illuminated the bridge again in rainbow colors during the month of June in recognition of Pride month, and in red, white, and blue over the 4th of July holiday in recognition of America’s independence.
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On October 3, 2022 City Council considered a proposed bridge lighting policy. The policy proposed that the bridge would be illuminated as follows:
• Valentine’s Day
• Pride Month
• Fourth of July
• December Holiday Season
In addition, the proposed policy allowed the City Manager to consider and approve or deny requests for other illuminations that may occur due to local, regional, national, or world events outside of these timeframes. However, under no circumstances would a request that is personal in nature (e.g. birthday, anniversary, etc.) be permitted.
During the October 3, 2022 City Council meeting councilmembers inquired if Hanukkah and Christmas could both be acknowledged in December with a time period for each during the month of December, and have staff return with a list acknowledging other events. Council discussion ensued on modifying the month of December, taking the approach of less is more with lighting the bridge, who decides when the bridge is lighted, having staff return with other options for lighting the bridge, permanent options to light the bridge to reduce staff time, the color options for acknowledging Hanukkah, and allowing staff to determine to dates the bridge is lit for Christmas and Hanukkah.
Staff proceeded with City Council direction and changed the bridge lighting color to blue and white on December 26, 2022 in recognition of the start of Hanukkah, and is returning to the May 15, 2023 City Council meeting with follow-up on a revised bridge lighting policy and preliminary permanent lighting installation information.
DISCUSSION/ANALYSIS:
Healdsburg Avenue Decorative Bridge Lighting Policy
Attachment A is a revised proposed policy to establish when the Healdsburg Avenue Bridge is illuminated with decorative lighting. Since the current lighting system is temporary it requires approximately 16 hours of staff time to install and remove the lighting system (32 hours total). In addition to defining when the bridge is illuminated, the policy would assist with managing workload associated with installing and removing the lighting system.
The policy proposes four illumination periods:
Event Illumination
Color Scheme
Illumination Start
Date*
Illumination End
Date*
Pride Month Red, Orange,
Yellow, Green,
Blue, Purple
June 1 June 30
Fourth of July Red, White, Blue July 1 July 5
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December Holiday
Season, excluding
Hanukkah
Red, Green First Friday in
December
(coincides with the
City’s tree lighting
event)
January 2
Hanukkah Blue, White Start of Hanukkah End of Hanukkah
Permanent Decorative Bridge Lighting Installation
Staff has discussed the installation of a permanent bridge lighting system with different vendors for these systems. The leader in public space illumination for bridges, buildings, monuments, etc. is Color Kinetics. Color Kinetics illuminates some of the best-known Northern California iconic spaces like Coit Tower and (formerly) the Bay Bridge in San Francisco.
Staff received budget pricing cost estimates for different programmable, permanent lighting configurations for the Color Kinetics system. The proposals and renderings are included as Attachment B. In summary, the equipment cost for each option – not including installation – are as follows:
Option 1
• 36 fixtures placed on the top rails of fence grazing upper trusses (similar to current temporary installation)
• Illuminate outward facing trusses only
• General graze lighting of outward facing trusses
• $80,095 (not including installation)
Option 2A
• 108 fixtures placed on top trusses aimed parallel (down, left, right) • Provides more separation and highlighting of individual sections • $183,293 (not including installation)
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Option 2B
• 36 fixtures placed on the inside of the vertical trusses • Illumination of the interior of the structure
• This option can be combined with Option 1 or 2A (design review/rework would be needed) • $82,856 (not including installation)
Option 3
• 412 fixtures placed along all outside facing trusses
• Fixtures are linear 4ft and 2ft sections
• $491,470 (not including installation)
Staff has not engaged the services of a qualified electrical designer to cost out the installation of a system, but we anticipate that installation costs would be equal to or more than the equipment cost. If City Council desires to move forward with a permanent installation, the City will need to retain the services of a qualified electrical designer to conduct a feasibility review and develop detailed cost estimates. In addition, an electrical designer would need to develop plans and specifications for bidding.
8.B
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ENVIRONMENTAL STEWARDSHIP:
A permanent lighting system would use LED lighting technology.
ALTERNATIVES:
City Council could amend the proposed bridge lighting policy, identify funding for a permanent lighting installation, discontinue the illumination program, and/or provide other direction to staff.
FISCAL IMPACT:
Installing and removing the temporary illumination system requires approximately 16 hours staff time for two staff (32 hours total). Using the City’s FY22-23 adopted fee schedule this equates to $3,632 for each illumination. These costs are funded out of the Community Services adopted budget.
Funding has not been identified for a permanent installation, but this could be a project suitable for fundraising. If City Council desires to move forward with a permanent installation, the cost for a feasibility review/cost estimates for the installation would be approximately $10,000.
Additional costs would be incurred to develop plans and specifications for bidding. Funding would need to be identified for this work. Absent an identified funding source for this project, staff recommends that it be considered as part of the 2024 budget development process.
ENVIRONMENTAL ANALYSIS:
Finds that adoption of this Resolution and its policies is not subject to the provisions of the California Environmental Quality Act (CEQA) because approval of the policy is not a project, since it will not have a direct or reasonably foreseeable indirect impact on the environment.
ATTACHMENT(S):
A. Healdsburg Avenue Bridge Lighting Policy
B. Permanent Illumination Design Options
C. Healdsburg Avenue Bridge - Temporary Lighting Installation
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CITY OF HEALDSBURG
RESOLUTION NO. -2023
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
HEALDSBURG AUTHORIZING POLICIES FOR THE
DECORATIVE ILLUMINATION OF THE HEALDSBURG
AVENUE BRIDGE
WHEREAS, the City of Healdsburg has developed a system to temporarily illuminate the Healdsburg Avenue Bridge with colored lighting; and
WHEREAS, since the system is temporary, it is not designed to remain on the bridge continually and must be installed and removed for each illumination period; and WHEREAS, the City desires to establish a uniform policy to govern the decorative illumination of Healdsburg Avenue Bridge as outlined in Exhibit A; and WEREAS, approving the bridge lighting policy is not subject to the provisions of the California Environmental Quality Act (CEQA) because approval of the policy is not a project, since it will not have a direct or reasonably foreseeable indirect impact on the environment.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Healdsburg as follows:
1. The City Council confirms that the Healdsburg Avenue Bridge is intended to serve as a forum for expression by the City, and not a forum for expression by the public.
2. The City Council approves and authorizes the Healdsburg Avenue Bridge illumination policy as outlined in the attached Exhibit A.
3. Finds that adoption of this Resolution and its policies is not subject to the provisions of the California Environmental Quality Act (CEQA) because approval of the policy is not a project, since it will not have a direct or reasonably foreseeable indirect impact on the environment.
PASSED and ADOPTED by the City Council of the City of Healdsburg, this 15th day of May 2023, by the following vote:
AYES: Councilmembers: ( )
NOES: Councilmembers: ( )
ABSENT: Councilmembers: ( )
ABSTAINING: Councilmembers: ( )
SO ORDERED: ATTEST:
___________________________________ ____________________________________ Ariel Kelley, Mayor Raina Allan, City Clerk
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Attachment: A. Healdsburg Avenue Bridge Lighting Policy [Revision 1] (4039 : Healdsburg Avenue Decorative Bridge Lighting Policy)
EXHIBIT A
Policy on the Temporary Illumination of the Healdsburg Avenue Bridge Purpose
The purpose of this administrative policy is to establish a uniform policy to govern the temporary decorative illumination of the Healdsburg Avenue Bridge. This policy will be commonly referred to as the Healdsburg Avenue Bridge Lighting Policy.
Applicability
The City has developed a system to temporarily illuminate the Healdsburg Avenue Bridge with accent colors that can acknowledge and celebrate certain holidays and notable events. This policy is intended to define the events and duration for illuminating the Bridge.
Annual Illuminations
Event Illumination
Color Scheme
Illumination Start
Date*
Illumination End
Date*
Pride Month Red, Orange,
Yellow, Green,
Blue, Purple
June 1 June 30
Fourth of July Red, White, Blue July 1 July 5
December Holiday
Season, excluding
Hanukkah
Red, Green First Friday in
December
(coincides with the
City’s tree lighting
event)
January 2
Hanukkah Blue, White Start of Hanukkah End of Hanukkah
*If the illumination start or end date falls on a weekend or City holiday, the illumination shall begin or end as soon as practical to the planned date.
Special Illumination Requests
The City recognizes that certain local, regional, national, or world events may create opportunities to illuminate the bridge in recognition of or in honor of these events. Requests to illuminate the Bridge in recognition of an event not included in the Annual Illuminations list may be made by City Councilmembers via a request for a future City Council meeting agenda item. In advance of City Council consideration, staff will provide information on whether the request is feasible. Once agendized, the City Council will have the opportunity to vote on whether or not to approve the request. The City does not grant requests to illuminate the Bridge that are of a private nature such as birthdays, anniversaries, etc.
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Attachment: A. Healdsburg Avenue Bridge Lighting Policy [Revision 1] (4039 : Healdsburg Avenue Decorative Bridge Lighting Policy) Healdsburg Avenue Bridge
Photometric Calculations and Renderings
Sonoma County, California
01 2022-0328 Rev. 01 Healdsburg Avenue Bridge, CA 3 Burlington Woods Drive Burlington, MA 01803
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Attachment: B. Permanent Illumination Design Options (4039 : Healdsburg Avenue Decorative Bridge Lighting Policy) Option 1 - Healdsburg Avenue Bridge
ColorBlast Intellihue, 60° Beam
Notes:
- Mock-up recommended to ensure design intent.
- Based on the information provided.
Fixtures are placed on the top rails of
the fence on all sides, aimed at the upper
trusses of the bridge.
Fixture Layout
QTY FIXTURE DESCRIPTION BEAM ANGLE
36 ColorBlast Intellihue 60°
02 2022-0328 Rev. 01 Healdsburg Avenue Bridge, CA 3 Burlington Woods Drive Burlington, MA 01803
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Attachment: B. Permanent Illumination Design Options (4039 : Healdsburg Avenue Decorative Bridge Lighting Policy) Notes:
- Mock-up recommended to ensure design intent.
- Based on the information provided.
Pseudo Color Photometric
Grayscale Photometric
Option 1 - Healdsburg Avenue Bridge
ColorBlast Intellihue, 60° Beam
QTY FIXTURE DESCRIPTION BEAM ANGLE
36 ColorBlast Intellihue 60°
03 2022-0328 Rev. 01 Healdsburg Avenue Bridge, CA 3 Burlington Woods Drive Burlington, MA 01803
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Attachment: B. Permanent Illumination Design Options (4039 : Healdsburg Avenue Decorative Bridge Lighting Policy) Option 1 - Healdsburg Avenue Bridge
ColorBlast Intellihue, 60° Beam
Notes:
- Mock-up recommended to ensure design intent.
- Based on the information provided.
Red White and Blue Rendering
04 2022-0328 Rev. 01 Healdsburg Avenue Bridge, CA 3 Burlington Woods Drive Burlington, MA 01803
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Attachment: B. Permanent Illumination Design Options (4039 : Healdsburg Avenue Decorative Bridge Lighting Policy) Option 1 - Healdsburg Avenue Bridge
ColorBlast Intellihue, 60° Beam
Notes:
- Mock-up recommended to ensure design intent.
- Based on the information provided.
Pink Rendering
05 2022-0328 Rev. 01 Healdsburg Avenue Bridge, CA 3 Burlington Woods Drive Burlington, MA 01803
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Attachment: B. Permanent Illumination Design Options (4039 : Healdsburg Avenue Decorative Bridge Lighting Policy) Option 2A - Healdsburg Avenue Bridge
ColorBlast Intellihue, Native (10°) Beam
Notes:
- Mock-up recommended to ensure design intent.
- Based on the information provided.
Fixtures are placed on the top trusses of
the bridge on all sides, aimed parallel with
the beams on which they are placed.
Fixture Layout
QTY FIXTURE DESCRIPTION BEAM ANGLE
108 ColorBlast Intellihue Native (10°)
06 2022-0328 Rev. 01 Healdsburg Avenue Bridge, CA 3 Burlington Woods Drive Burlington, MA 01803
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Attachment: B. Permanent Illumination Design Options (4039 : Healdsburg Avenue Decorative Bridge Lighting Policy) Notes:
- Mock-up recommended to ensure design intent.
- Based on the information provided.
Pseudo Color Photometric
Grayscale Photometric
Option 2A - Healdsburg Avenue Bridge
ColorBlast Intellihue, Native (10°) Beam
QTY FIXTURE DESCRIPTION BEAM ANGLE
108 ColorBlast Intellihue Native (10°)
07 2022-0328 Rev. 01 Healdsburg Avenue Bridge, CA 3 Burlington Woods Drive Burlington, MA 01803
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Attachment: B. Permanent Illumination Design Options (4039 : Healdsburg Avenue Decorative Bridge Lighting Policy) Notes:
- Mock-up recommended to ensure design intent.
- Based on the information provided.
Red White and Blue Rendering
Option 2A - Healdsburg Avenue Bridge
ColorBlast Intellihue, Native (10°) Beam
08 2022-0328 Rev. 01 Healdsburg Avenue Bridge, CA 3 Burlington Woods Drive Burlington, MA 01803
8.B.b
Packet Pg. 100 Attachment: B. Permanent Illumination Design Options (4039 : Healdsburg Avenue Decorative Bridge Lighting Policy) Notes:
- Mock-up recommended to ensure design intent.
- Based on the information provided.
Pink Rendering
Option 2A - Healdsburg Avenue Bridge
ColorBlast Intellihue, Native (10°) Beam
09 2022-0328 Rev. 01 Healdsburg Avenue Bridge, CA 3 Burlington Woods Drive Burlington, MA 01803
8.B.b
Packet Pg. 101 Attachment: B. Permanent Illumination Design Options (4039 : Healdsburg Avenue Decorative Bridge Lighting Policy) Notes:
- Mock-up recommended to ensure design intent.
- Based on the information provided.
Fixtures are placed on the inside of the
vertical trusses of the bridge (mounted at
approximately 15 ft.) on all sides, aimed at
the upper trusses of the bridge.
Fixture Layout
QTY FIXTURE DESCRIPTION BEAM ANGLE
36 ColorBlast Intellihue 40°
Option 2B - Healdsburg Avenue Bridge
ColorBlast Intellihue, 40° Beam
10 2022-0328 Rev. 01 Healdsburg Avenue Bridge, CA 3 Burlington Woods Drive Burlington, MA 01803
8.B.b
Packet Pg. 102 Attachment: B. Permanent Illumination Design Options (4039 : Healdsburg Avenue Decorative Bridge Lighting Policy) Notes:
- Mock-up recommended to ensure design intent.
- Based on the information provided.
Pseudo Color Photometric
Grayscale Photometric
Option 2B - Healdsburg Avenue Bridge
ColorBlast Intellihue, 40° Beam
QTY FIXTURE DESCRIPTION BEAM ANGLE
36 ColorBlast Intellihue 40°
11 2022-0328 Rev. 01 Healdsburg Avenue Bridge, CA 3 Burlington Woods Drive Burlington, MA 01803
8.B.b
Packet Pg. 103 Attachment: B. Permanent Illumination Design Options (4039 : Healdsburg Avenue Decorative Bridge Lighting Policy) Notes:
- Mock-up recommended to ensure design intent.
- Based on the information provided.
Red White and Blue Rendering
Option 2B - Healdsburg Avenue Bridge
ColorBlast Intellihue, 40° Beam
12 2022-0328 Rev. 01 Healdsburg Avenue Bridge, CA 3 Burlington Woods Drive Burlington, MA 01803
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Packet Pg. 104 Attachment: B. Permanent Illumination Design Options (4039 : Healdsburg Avenue Decorative Bridge Lighting Policy) Notes:
- Mock-up recommended to ensure design intent.
- Based on the information provided.
Pink Rendering
Option 2B - Healdsburg Avenue Bridge
ColorBlast Intellihue, 40° Beam
13 2022-0328 Rev. 01 Healdsburg Avenue Bridge, CA 3 Burlington Woods Drive Burlington, MA 01803
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Packet Pg. 105 Attachment: B. Permanent Illumination Design Options (4039 : Healdsburg Avenue Decorative Bridge Lighting Policy) Notes:
- Mock-up recommended to ensure design intent.
- Based on the information provided.
Fixtures are placed along the trusses on all
sides, facing outwards.
Fixture Layout
QTY FIXTURE DESCRIPTION BEAM ANGLE
392 iColor Accent Compact, RGBW (4ft) 210°
20 iColor Accent Compact, RGBW (2ft) 210°
Option 3 - Healdsburg Avenue Bridge
iColor Accent Compact, RGBW, 210° Beam
14 2022-0328 Rev. 01 Healdsburg Avenue Bridge, CA 3 Burlington Woods Drive Burlington, MA 01803
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Packet Pg. 106 Attachment: B. Permanent Illumination Design Options (4039 : Healdsburg Avenue Decorative Bridge Lighting Policy) Notes:
- Mock-up recommended to ensure design intent.
- Based on the information provided.
Red White and Blue Rendering
Option 3 - Healdsburg Avenue Bridge
iColor Accent Compact, RGBW, 210° Beam
15 2022-0328 Rev. 01 Healdsburg Avenue Bridge, CA 3 Burlington Woods Drive Burlington, MA 01803
8.B.b
Packet Pg. 107 Attachment: B. Permanent Illumination Design Options (4039 : Healdsburg Avenue Decorative Bridge Lighting Policy) Notes:
- Mock-up recommended to ensure design intent.
- Based on the information provided.
Pink Rendering
Option 3 - Healdsburg Avenue Bridge
iColor Accent Compact, RGBW, 210° Beam
16 2022-0328 Rev. 01 Healdsburg Avenue Bridge, CA 3 Burlington Woods Drive Burlington, MA 01803
8.B.b
Packet Pg. 108 Attachment: B. Permanent Illumination Design Options (4039 : Healdsburg Avenue Decorative Bridge Lighting Policy)
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Packet Pg. 109 Attachment: C. Healdsburg Avenue Bridge - Temporary Lighting Installation (4039 : Healdsburg Avenue Decorative Bridge Lighting Policy)
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Packet Pg. 110 Attachment: C. Healdsburg Avenue Bridge - Temporary Lighting Installation (4039 : Healdsburg Avenue Decorative Bridge Lighting Policy)
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Packet Pg. 111 Attachment: C.
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Packet Pg. 112 Attachment: C. Healdsburg Avenue Bridge - Temporary Lighting Installation (4039 : Healdsburg Avenue Decorative Bridge Lighting Policy)
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Packet Pg. 113 Attachment: C. Healdsburg Avenue Bridge - Temporary Lighting Installation (4039 : Healdsburg Avenue Decorative Bridge Lighting Policy)
8.B.c
Packet Pg. 114 Attachment: C. Healdsburg Avenue Bridge - Temporary Lighting Installation (4039 : Healdsburg Avenue Decorative Bridge Lighting Policy)
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Packet Pg. 115 Attac
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Packet Pg. 116 Attachment: C. Healdsburg Avenue Bridge - Temporary Lighting Installation (4039 : Healdsburg Avenue Decorative Bridge Lighting Policy)
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Packet Pg. 117 Attachment: C. Healdsburg Avenue Bridge - Temporary Lighting Installation (4039 : Healdsburg Avenue Decorative Bridge Lighting Policy)
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Packet Pg. 118 Attachment: C. Healdsburg Avenue Bridge - Temporary Lighting Installation (4039 : Healdsburg Avenue Decorative Bridge Lighting Policy)
8.B.c
Packet Pg. 119 Attachment: C. Healdsburg Avenue Bridge - Temporary Lighting Installation (4039 : Healdsburg Avenue Decorative Bridge Lighting Policy)
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Packet Pg. 120 Attachment: C. Healdsburg Avenue Bridge - Temporary Lighting Installation (4039 : Healdsburg Avenue Decorative Bridge Lighting Policy)
8.B.c
Packet Pg. 121 Attachment: C. Healdsburg Avenue Bridge - Temporary Lighting Installation (4039 : Healdsburg Avenue Decorative Bridge Lighting Policy)
8.B.c
Packet Pg. 122 Attachment: C. Healdsburg Avenue Bridge - Temporary Lighting Installation (4039 : Healdsburg Avenue Decorative Bridge Lighting Policy)
8.B.c
Packet Pg. 123 Attachment: C. Healdsburg Avenue Bridge - Temporary Lighting Installation (4039 : Healdsburg Avenue Decorative Bridge Lighting Policy)
8.B.c
Packet Pg. 124 Attachment: C. Healdsburg Avenue Bridge - Temporary Lighting Installation (4039 : Healdsburg Avenue Decorative Bridge Lighting Policy)
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Packet Pg. 125 Attachment: C. Healdsburg Avenue Bridge - Temporary Lighting Installation (4039 : Healdsburg Avenue Decorative Bridge Lighting Policy)
CITY OF HEALDSBURG
CITY COUNCIL AGENDA STAFF REPORT
MEETING DATE: May 15, 2023
SUBJECT: Special Events Report and Proposed Special Event Review Process PREPARED BY: Matt Milde, Recreation Supervisor
STRATEGIC INITIATIVE(S):
Provide Effective Governance
Maintain and Enhance Public Health and Safety
Provide Resident-Driven Community Services
RECOMMENDED ACTION(S):
1. Provide direction to staff regarding Special Event Master List annual review and approval process.
2. Approve or deny a request to add a soap box derby request to the 2023 special event schedule.
3. Conditionally approve the 2023 Special Event Master List and 2023 Special Event Requests.
COMMUNITY ENGAGEMENT/OUTREACH:
The Community Services Department has notified all businesses and residents near the Healdsburg Plaza and adjoining blocks regarding the proposed 2023 Annual Special Event Master List. This written notification included sections of North Street, Matheson Street, Center Street, Plaza Street, Healdsburg Avenue, and West Plaza Park courtyard areas. Special event organizers would continue coordinating all special event outreach to the residential and business community leading up to the event as required by the City, including provide impacted properties with event details and contact information. For all City and City-partnered special events, the Community Services Department will promote the event through one or more special event marketing tactics used for public event outreach, including an addition to the City website, e-notifications, and social media.
BACKGROUND:
The City of Healdsburg has a history of hosting a robust special event lineup. The City produces and manages many long-standing and new special events, partners with local organizations to produce and support special events in the community, and issues permits to external
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organizations for events in public spaces. The special event process is guided by two policy documents, the City’s Special Event Policy (Attachment A) and Healdsburg Municipal Code Chapter 12.34 (Attachment B).
While the Municipal Code section governing special events has been in place since 1964, the City adopted the Special Events Policy in 2014 to provide a better framework for what events would be permitted in the downtown area, where special events would be allowed in this area, and when they could occur.
In recent years, a working group consisting of representatives of the Parks and Recreation Commission, Community Services Department, Police Department, and City Attorney’s office has been meeting to develop proposed updates to the Special Events Policy and Municipal Code to address inconsistencies between the two documents and clarify/update the City’s approach towards hosting and permitting special events. This work is ongoing and remains a goal of the Parks and Recreation Commission for 2023.
Special events associated with or permitted by the City are generally categorized as follows:
1. City of Healdsburg Events – City produced and managed events such as, St. Patrick's Day Parade, Tuesdays in the Plaza, Merry Healdsburg, etc.
2. Partnership Events – Events that receive City support through fee waivers, in-kind equipment or services, and donated staff time. Partnership events have different levels of City involvement and are classified into three subcategories:
i. Sponsor: Limited to events with minimal equipment needs and mainly require confirmation for the use of City property. Nominal pre-event coordination with minimal to zero on-site staffing support (i.e., Sonoma County Collection Events, Food Distributions, Compost Giveaways, etc.). The city will provide minor marketing support. ii. Collaborator: The City is more hands-on, provides some equipment, road closures, Recology waste servicing, and day-of staffing & facility support. Organizer is provided with moderate pre-event coordination including scheduling, logistics, and pre-event meetings (i.e., Earth Day Climate Fest, Juneteenth Celebration, Healdsburg Turkey Trot, etc.). The city will provide reasonable marketing support. iii. Co-Organizer: City staff attend several planning meetings, have a voice in the event program and logistics, and provide a high degree of coordination throughout the event planning process. The city will provide marketing support through standard departmental marketing tactics. City staff participate in event debriefing. (i.e., Día de Muertos, Art After Dark, Fourth of July Celebration, etc.).
3. External Events - Events not managed or partnered by the City, but event organizers receive a permit from the City for the event to occur in public spaces. Healdsburg Wine and Food Experience and the Bloodroot Ramble are two examples of external special events. (Note: the Special Event Policy and HMC 12.24 do not apply to special events that occur on non-Cityowned property, so these events are not considered part of this analysis.) On April 3, 2023, City Council adopted the following 2023 Goal for special events:
Create a master calendar for special events and provide cost analysis and cost sharing
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summary. Take feedback from City Council to incorporate a master list process into the City’s special event policy. Formalize the special event policy updates and 2024 special event review and approval process for City Council consideration.
To provide a comprehensive cost analysis and cost sharing report, staff worked with our partner and permitted special event organizers to prepare the report to the best extent possible. While most partner and permitted special event organizers provided the requested information, we were not successful in getting all the information from every organization.
The discussion and analysis section of the staff report includes four sections:
1. The special event report.
2. A proposed City Council annual special event master list review and approval process.
3. 2023 Special Event Master List and 2023 Special Event Requests for approval consideration, including a request from Corazón Healdsburg and community members to add a soap box derby request to the 2023 special event schedule.
4. Other considerations.
DISCUSSION/ANALYSIS:
1. Special Event Report
At the request of City Council, staff has prepared an annual special event master list including a calendar of events and cost analysis/cost sharing summary report for calendar years 2022 (Attachment C) and 2023 (Attachment D). These reports include all special events that the City hosted, partnered on, or issued permits for in 2022, as well as events the City has either approved or indicated support at City Council or staff level for in 2023. The report identifies several components of each special event:
• Event date
• Event organizer and/or partner
• Number of occurrences associated with the event
• Estimated attendance (total attendance if there are multiple occurrences) • City estimated staff time and estimated direct financial contributions for the event • External organization estimated staff/volunteer time and estimated direct financial contributions for the event (when available)
The following is a summary of special events for 2022 and 2023:
Component 2022 2023 Notes
Number of Events 371 349 Decrease partially attributed to no election voting in 2023 (20 event days).
Estimated
Attendance
101,771 112,251
City Full Time Staff
Hours
3,137 2,869 Includes staff across all departments for
permit review, pre/post event work, and
day-of event time.
City Part-Time
Staff hours
1,963 2,226
City Costs $204,165 $202,570
City Income $135,227 $99,590
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External
Staff/Volunteer
Hours
10,724 12,796
External
Organization Costs
$458,280 $633,300 More difficult to estimate as not every organization participated in both surveys.
External
Organization
Income
$318,119 $290,800 More difficult to estimate as not every organization participated in both surveys.
2. Proposed City Council Annual Special Event Master List Review and Approval Process The City currently administers the special event review and approval process under the City’s Special Event Policy and HMC 12.24. As part of this process, most special event applications are reviewed at a staff level by a special event review team comprised of Police, Fire, Public Works, and Community Services staff. Events that don’t include a road closure, alcohol consumption allowance, or other unique or special circumstances are typically approved at a staff level, while items that require Parks and Recreation Commission review/recommendation and/or City Council approval go through their respective review/approval process set forth in the Special Event Policy.
In addressing City Council’s 2023 goal for special events, staff proposes a revised special event process that would incorporate City Council review and conditional approval of an annual Special Event Master List that would be presented to City Council in the fall for the upcoming calendar year. This list would need to be conditionally approved by City Council because many of the event organizers would not have submitted formal applications this far in advance, and the City’s special event review team would not have reviewed the specific requests for the event.
Also, since special event applications typically involve multi-department review, it would not be feasible for staff to review all of the special event applications the City receives for the entire year at one time.
Under the proposed revised special event review and approval process, staff would present an annual Special Event Master List and Special Event Requests for City Council consideration.
The Special Event Master List is a compilation of all events proposed for the upcoming year, and the Special Event Requests are those items that require City Council approval, including, but not limited to, road closures, alcohol consumption, and other variances from the Special Events Policy and/or Healdsburg Municipal Code. If City Council approves the annual Special Event Master List and Special Event Requests, staff would coordinate with the organizer to submit their special event permit applications at the appropriate time prior to the event, and staff would guide the organizer through the application review and approval process. Once all City requirements are met, the organizer would be issued a special event permit and the event would move from conditionally approved to approved. If a new event is proposed after City Council approves the annual Special Event Master List, City Council would need to approve adding the event to the annual Special Event Master List. (See further discussion in Section 4.a.) The following requirements are important for an event to be approved:
Requests for Road Closure (SEP Section 4.g.)
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Conditions of approval for events permitted for a road closure:
• Event organizers will provide 1-week notice to all adjacent properties. Notice will include event information, closure time, and organizer contact information. • Barricades with signage will be placed along the closure to delineate the road closure perimeter.
• City staff will supply, set up, and remove the traffic control items (signs, barricades, traffic cones, vehicle blockades) for every closure.
• Community Services, Police, Public Works, or event volunteers staff will be on duty to work the event and manage a safe road closure.
• City staff will communicate with partnering agencies to ensure minimal impacts on public transit, emergency medical response, and other municipal services. • For parades, City staff, police officers, or event volunteers will be utilized along the route to ensure safe passage through intersections and areas where any potential interface with vehicular traffic.
• Event organizers will abide by all required conditions within the event permit as stipulated by the Healdsburg Police, Fire, and Public Works Departments. • The applicant will follow all orders, rules, codes, ordinances, and guidelines required by the California Department of Public Health (CDPH), the Sonoma County Health Officer, and the City of Healdsburg.
Requests for alcohol consumption (HMC Section 9.12.170) Conditions of approval for events permitted for the consumption of alcohol:
• Staff would condition the permit to require a secure perimeter and event staff and/or licensed private security to monitor all event area during the consumption of alcohol timeframe. • The applicant must meet all requirements of the Healdsburg Police Department and the California Department of Alcoholic Beverage Control (ABC). • The applicant will follow all orders, rules, codes, ordinances, and guidelines required by the California Department of Public Health (CDPH), the Sonoma County Health Officer, and the City of Healdsburg.
• For fenced events, admission to the event would be ticket only, with each participant receiving a wristband, the participant’s ID’s would be checked at the entrance (entry for 21+ only), and staff or private security would be request at all entrances and exits.
Requests to restrict access to Plaza Park (SEP Section 3.b.) Conditions of approval for events permitted to restrict access to Plaza Park:
• Required installation of a dark green snow fence to serve as a practical method to comply with ABC and City of Healdsburg security and aesthetic requirements. • Organizers are required to maximize the time the Plaza is open for public use before and after the event.
• Applicants must follow all orders, rules, codes, ordinances, and guidelines required by the California Department of Public Health (CDPH), the Sonoma County Health Officer, and the City of Healdsburg.
(Note: Healdsburg Crush is the only remaining long-standing event that has fenced the Plaza to restrict public access to the park.)
3. 2023 Special Event Master List
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To test the proposed City Council review and approval process for an annual Special Event Master List process, all planned special events and new special event requests for the remainder of 2023 are included in the 2023 Special Event Master List, (Attachment D) and the 2023 Special Event Requests (Attachment E). The Special Event Master List is a compilation of all events either previously held in 2023 or proposed for the remainder of the year. The Special Event Requests are those items that require City Council approval, including, but not limited to, road closures, alcohol consumption, and other variances from the Special Events Policy and/or Healdsburg Municipal Code.
If City Council desires to move forward with an annual Special Event Master List review and approval process, the 2023 Special Event Master List and 2023 Special Event Requests can serve as a pilot program for this process. Under the pilot program, City Council has the opportunity to use these lists as a screening tool to determine what, if any, events the City should not be involved in for 2023 and remove these events from the list. One note: since not all proposed 2023 events have submitted the City’s comprehensive special event application, some organizers were asked to submit a 2023 Special Event Intake Form to provide event information needed determine necessary approvals, and, if City sponsorship is requested, to what degree.
If City Council desires to accept all the events on the 2023 Special Event Master List and 2023 Special Event Requests as proposed, these documents would constitute the conditionally approved special events for the remainder of 2023 and would proceed through the review and permitting process. No other events would be added to the list unless City Council gave specific authorization at a future meeting. See further discussion in section 4.a.
Healdsburg Prune Box Derby Request
The City has received a request from Corazón Healdsburg and community members to host a traditional soap box derby (Attachment E). Since this is a new event, staff seeks City Council direction on whether it wants to approve the event for the annual Special Event Master List.
4. Other Considerations
a. Requests for Events After Approval of the Annual Special Event Master List Staff acknowledges that there may be requests for events that were not anticipated during City Council’s annual special event review and approval process in the fall. Any new event requests after approval of the annual Special Event Master List could either be brought forward as an agenda item for City Council’s consideration in the future, or the request can be deferred until the next annual special event review and approval process.
Staff recommends that the standard process be to require events to submit requests prior to development and approval of the Master List for the following year. Events submitted after that date would only be approved if there were a compelling justification for the event being added on short notice.
b. City Partnership Requests
One of the topics of discussion staff has had is what criteria the City should consider using for partnership events. As standard practice, all permit, facility, staffing, or any other fees associated with a specific event are waived for the event when the City is an official partner. Currently, at the request of local community organizations and by the
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direction of the City Manager or Community Services Director, the City typically partners on special events hosted in Healdsburg under the following conditions:
• Organizations must be a Healdsburg-based non-profit, the non-profit holds a chartered chapter or operates out of a physical site in Healdsburg, or partners with a governmental entity providing a service directly to the Healdsburg community. • Organizations may not greatly profit from the event but may charge registration fees (fun runs), vendor fees (booths), VIP seating (theater/movies), etc., provided that funds raised supplement event costs or go direly back into the organization via scholarships, grants, local programs, local club activities, or are donated back into the community in some other framework.
• Staff capacity, calendar availability, and budget is available to support the partnership.
• The event is inclusive, accessible, family-friendly, and open to the public at minimal or no cost.
Staff proposes, with Council input, formalizing the above event definitions and criteria to assist in a revised review and approval process as an eligibility requirement for partnership consideration. Applicants would submit their request for City partnership as part of their intake form for consideration by City Council in reviewing the annual Special Event Master List.
c. Revised Process Benefits
The proposed revised special event process would have benefits. Providing City Council with an annual list for the upcoming calendar year would:
• Reduce staff, Parks and Recreation, and City Council time preparing and reviewing multiple special event agenda items for similar street closures, alcohol consumption requests, etc.
• Provide an opportunity to present a special events summary from the previous year to enhance staffing and fiscal transparency.
• Allow all organizations to plan their events with confidence knowing that their special requests, such as road closures, alcohol consumption, etc., have been conditionally approved before submitting their permit application. • Allow organizations to submit more accurate special event permit applications to minimize revisions.
• Reduce the likelihood of short-notice requests that do not allow for a public review process and/or create a need for staff hours that was not anticipated.
Next Steps
Community Services would take feedback from City Council to incorporate a formalized annual Special Event Master List process into the City’s Special Event Policy. Once developed, the Special Event Policy would be present to the Parks and Recreation Commission for review and City Council for consideration as part of the Special Event Policy and Healdsburg Municipal Code special event section updates. This process aims to:
• Create greater consistency between our Special Event Policy, Municipal Code, and special event permit process.
• Allow for greater efficiency in reviewing and approving event permits.
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• Update outdated forms and templates.
• Provide greater clarity to event organizers throughout the permitting process. • Clearly define expectations with event partners.
ENVIRONMENTAL STEWARDSHIP:
Most events are hosted in the downtown corridor, accessible by transit, bicycle, and walking.
Event organizers would provide trash, recycling, and compost receptacles and portable restroom units to accommodate the increased foot traffic to their respective locations. Organizers would promote alternative modes of transportation whenever possible.
ALTERNATIVES:
• Request clarifications to the special event reports.
• Do not move forward with the proposed City Council Special Event Master List process, or move forward with changes.
• Do not approve the proposed 2023 Special Events Master List, or approve with modifications, including but not limited to:
o Removing events from the list.
o Adding events to the list.
o Not approving the proposed addition of the Healdsburg Prune Box Derby special event. o Denying any road closures.
o Denying any requests for alcohol consumption on public streets, sidewalks, and rights-ofway. o Denying all or any combination of the above.
o Modify any portion of any request.
• Continue this agenda item and reconsider at a future meeting. Special event requests for the Tuesday Farmers’ Market, Healdsburg Future Farmers Country Fair Twilight Parade, Healdsburg Future Farmers Country Fair, and Tuesdays in the Plaza would be impacted since there are no additional opportunities for City Council to consider their special event requests prior to the event start dates. If City Council chooses to continue this agenda item, staff requests approval of the special event requests for these events.
FISCAL IMPACT:
The attached 2022 and 2023 Special Events Master List provides an approximate account of all special events hosted in Healdsburg in 2022 and 2023. The City cost estimates are the approximate direct financial contributions towards operational costs for the events. The estimated City revenue represents donations, sponsorships, fees, and grants.
The estimated City revenue for external events reflects special event permit fees listed in the Master Fee Schedule, and, for certain external events that require additional City staff time not built into the routine special event permitting process, the City either enters a cost recovery agreement with the organizer or requires reimbursement as a condition of approval to recover associated City costs. (For external events the applicant is responsible for all associated event costs, including but not limited to event security, staffing, and staffing overtime.) Since providing detailed financial event information was not a requirement of the external event organizers’ permit application, the information provided by external organizations may not
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capture their full cost as not all organizations had the financial information available. I addition, in some cases, events involved multiple external organizations where not all parties participated in our survey.
For all events, the applicant would be responsible for the cost of all damage (beyond normal wear and tear) to City venues resulting from the event, and for any repairs, litter removal, trash collection or other cleanup caused by the event. All or part of the applicant’s damage deposit may be applied to the costs to address damages.
ENVIRONMENTAL ANALYSIS:
Review and approval of the 2023 Annual Special Event Master List is not subject to the provisions of the California Environmental Quality Act (CEQA) because approval of the list is not a project, since it will not have a direct or reasonably foreseeable indirect impact on the environment.
ATTACHMENT(S):
A. Special Events Policy
B. HMC 12.24 - Special Events
C. 2022 Special Event Master List
D. 2023 Special Event Master List
E. 2023 Special Event Requests
F. 2023 Intake Form - Healdsburg Prune Box Derby
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CITY OF HEALDSBURG
RESOLUTION NO. 136-2014
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
HEALDSBURG RESCINDING RESOLUTION NO. 122-99
AND ANY PREVIOUSLY ADOPTED RESOLUTIONS IN
CONFLICT HEREWITH AND ESTABLISHING REVISED
SPECIAL EVENTS POLICIES AND CONDITIONS FOR THE
USE OF PLAZA PARK, DOWNTOWN EVENT VENUES
AND CITY EVENT VENUES OUTSIDE THE DOWNTOWN
CORE
WHEREAS, the City of Healdsburg receives requests for the use of the Plaza Park, Downtown Event Venues: West Plaza, Purity and City Hall Parking Lots and City Event Venues outside the downtown core for special events, activities and social occasions; and WHEREAS, Plaza Park and Downtown Event Venues: West Plaza, Purity and City Hall Parking Lots and City Event Venues outside the downtown core are public property; and WHEREAS, the City of Healdsburg’s Parks and Recreation Commission and City Council have determined that Plaza Park and Downtown Event Venues: West Plaza, Purity and City Hall Parking Lots and City Event Venues outside the downtown core are areas available to the public for both daily and special event use; and
WHEREAS, the City of Healdsburg’s Strategic Plan, Initiative #1, Quality of Life includes as part of the Action Plan for Goal 1.8, a commitment to continue enhanced community building and engagement through community events; and
WHEREAS, the project is categorically exempt pursuant to California Environmental Quality Act Guidelines Sections 15304 Class 4(e) Minor Alterations to Land, and 15061(b), based on findings contained in the CEQA Guidelines that the project is “A minor temporary use of land having negligible or permanent effects on the environment including carnivals, sales of Christmas trees, etc.”
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Healdsburg hereby rescinds Resolution No.122-99 in its entirety, and any previously adopted Resolutions in conflict herewith; and
BE IT FURTHER RESOLVED, that the City Council adopts the Special Events Policy, Requirements and Guidelines attached hereto as Exhibit “A;” and BE IT FURTHER RESOLVED that City sponsored events are exempt from the above noted policy, requirements and guidelines.
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Packet Pg. 135 Attachment: A. Special Events Policy (3989 : Special Events Report and Proposed Special Event Review Process)
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Packet Pg. 136 Attachment: A. Special Events Policy (3989 : Special Events Report and Proposed Special Event Review Process) Resolution No. 136-2014
Exhibit A
CITY OF HEALDSBURG
SPECIAL EVENTS POLICY
REQUIREMENTS AND GUIDELINES
The following restrictions, requirements and guidelines apply to all special events conducted in a City venue. City sponsored events are exempt.
1. Limitations on the sponsoring organization, number and frequency of events a. Minor Event Definition - a minor event requires less than two hours of total staff time for pre-event preparation and/or post-event rehabilitation of the event venue, makes use of no more than two quadrants of the Plaza or 50% of any venue, and does not exceed six hours in duration (including time required for set-up and take down). The Farmers Market shall not be counted as a minor or major event. b. Ceremonial Event Definition – a ceremonial event shall be no longer than 30 minutes and reflect a local, state or federal tradition. Examples include, but are not limited to, recognition of our country’s military or veterans, a state or national holiday or a local tradition. The event requires no staff time to prepare, manage or clean-up, makes use of no more than one quadrant of the Plaza, and event attendance is 100 or less. The event shall be open to the public and free.
PLAZA PARK
a. All special events shall be sponsored and managed by a Healdsburg-based 501(c) 3 non-profit organization.
b. Major events and those events exceeding eight hours in duration (including set-up and take-down time) shall not be scheduled in Plaza Park on successive days or weekends.
There shall be at least one vacant weekend between major events. c. A major event shall not be scheduled in Plaza Park on the same day that a major event (or 2 minor events) is scheduled in any one of the downtown event venues:
West Plaza, Purity Lot or City Hall Lots.
DOWNTOWN EVENT VENUES: WEST PLAZA, PURITY AND CITY HALL LOTS a. A major event shall not be scheduled in West Plaza or Purity or City Hall Lots on the same day that a major event is scheduled in Plaza Park or when 2 minor events are scheduled at any downtown event venue.
b. Major events and those events exceeding eight hours in duration (including set-up and take-down time) shall not be scheduled in West Plaza or Purity or City Hall Lots on successive days or weekends.
CITY EVENT VENUES OUTSIDE THE DOWNTOWN CORE
a. The number of community special events held in City venues outside the downtown core shall be determined by the City based on the nature of the event and the nature of impacts on neighboring properties.
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Packet Pg. 137 Attachment: A. Special Events Policy (3989 : Special Events Report and Proposed Special Event Review Process) Resolution No. 136-2014
Exhibit A
b. A major event with more than 2500 attendees shall not be scheduled in a City venue outside the downtown area on the same day that a major event is scheduled at a downtown venue.
2. Duration and Hours of Operation
PLAZA PARK
a. No event shall use the Plaza longer than 24 hours, including set-up, event and clean up. The actual event may not exceed 10 hours.
Should a Special Event exceed the 24 hour limit, the event deposit may be withheld.
In addition, the organization’s failure to observe the 24-hour limit may constitute grounds for denial of future years’ event permits.
DOWNTOWN EVENT VENUES: WEST PLAZA, PURITY AND CITY HALL LOTS a. No event shall use the West Plaza or Purity or City Hall Lots longer than 24 hours, including set-up, event and clean up.
Should a Special Event exceed the 24 hour limit, the event deposit may be withheld.
In addition, the organization’s failure to observe the 24-hour limit may constitute grounds for denial of future years’ event permits.
CITY EVENT VENUES OUTSIDE THE DOWNTOWN CORE
a. Hours of operation shall be established by the City based on the nature of the event and the nature of impacts on neighboring properties.
3. Limitations on event activities
PLAZA PARK
a. No vehicles, trailers, portable BBQ’s, etc. shall be driven or parked on Plaza Park sidewalks or lawns. Public safety or city vehicles are exempt if in an official capacity.
b. The Plaza shall not be completely gated or fenced as to restrict access to the Plaza during events or activities unless approved by City Council. c. In order to minimize compaction and damage to the Plaza landscape during the wet season, special events shall be restricted to paved areas of the Plaza from and including November through May, including the Memorial Day weekend.
DOWNTOWN EVENT VENUES: WEST PLAZA, PURITY AND CITY HALL LOTS a. In order to minimize compaction and damage to the West Plaza or City Hall landscape during the wet season, special events shall be restricted to paved areas from and including November through May.
9.A.a
Packet Pg. 138 Attachment: A. Special Events Policy (3989 : Special Events Report and Proposed Special Event Review Process) Resolution No. 136-2014
Exhibit A
CITY EVENT VENUES OUTSIDE THE DOWNTOWN CORE
a. In order to minimize compaction and damage to Recreation Park or Healdsburg Community Center landscape during the wet season, special events may be restricted to hard surface areas from and including November through May.
The following restrictions, requirements and guidelines apply to all special events conducted in a City venue. City sponsored events are exempt.
4. Guidelines
a. Special event applications may be submitted up to a year in advance of the event date and no less than 90 days (for Major events) prior to the event date. b. Applications shall be approved or denied within 90 days, if dates are available. c. In the event of scheduling conflicts, preference for use of City facilities shall be given to Healdsburg-based non-profit organizations whose principal service area corresponds to the boundaries of the Healdsburg Unified School District. If more than one application is received for the same date, a determination shall be made by the Parks and Recreation Commission.
d. The City must approve any modifications to the event after a Permit has been issued.
e. As determined by the City, at the applicant’s own cost, event staff may be required to work minor and major events.
f. Prior to each event, applicant must meet with city staff, and provide proof of the following: compliance with all City, County, and State regulations pertaining to the preparation and handling of food; compliance with ABC licensing requirements; compliance with insurance requirements.
g. Request to close city streets must be approved by the City Council. h. Request to serve alcoholic beverages must be approved by the City Council, and is subject to approval by the State Department of Alcoholic Beverage Control. i. Any violation of the requirements shall be noted, and the event may be subject to sanctions by the City in subsequent applications, up to and including denial of future use.
j. The applicant shall be responsible for the cost of all damage to City venues resulting from the event and shall be responsible for any repairs, litter removal, trash collection or other clean up caused by the event. All or part of the damage deposit may be applied to costs.
k. In the event of wet weather, where the permitted area cannot be used as determined by department staff, a refund, minus the cost of staff time dedicated to the event, shall be issued.
l. Denial of event applications may be appealed to the Parks & Recreation Commission. Commission decisions may be appealed to the City Council.
Appeals will be expedited, subject to scheduling availability.
9.A.a
Packet Pg. 139 Attachment: A. Special Events Policy (3989 : Special Events Report and Proposed Special Event Review Process) Resolution No. 136-2014
Exhibit A
m. City staff shall have the right to terminate part or all of the event permit immediately without notice if the event applicant does not adhere to all city requirements or if the facility is destroyed or damaged.
5. Alcohol
a. Any event serving or selling alcohol shall be classified as a major event irrespective of any other event criteria.
6. Noise
a. Live and/or recorded amplified sound is prohibited before 6:00 a.m. and after 10:00 p.m. A variance may be requested from the Parks and Recreation Commission.
b. As part of the application process, with staff approval, a banner may be displayed on site during the event. Banner location and hanging devices are subject to review and approval by city staff.
7. Event Services
a. Applicant shall make arrangements for additional trash and recycling containers as determined by city staff at the applicant’s own cost. Containers shall be removed within 24 hours of the conclusion of the event, or on the next working day. b. Applicant shall make arrangements for portable restrooms as determined by city staff at the applicant’s own cost. Restrooms shall be removed within 24 hours of the conclusion of the event, or on the next working day.
8. Turf
a. On landscaped areas that receive heavy foot traffic (e.g. inside booths or on walkways between booths), city-approved ground protection mats supplied by the applicant shall be used. Plywood, carpeting, “Astroturf” or similar solid flooring material shall not be used in tents or booths on city park lawns unless required to meet California health & safety regulations. Applicant shall pay for any additional staff time required to put protective mats in place.
9. Proof of Insurance
a. Proof of insurance shall be provided at least 30 days prior to the commencement of any event.
b. No event shall commence set up or delivery of event supplies, materials, or equipment without required insurance documents submitted and approved by city staff.
9.A.a
Packet Pg. 140 Attachment: A. Special Events Policy (3989 : Special Events Report and Proposed Special Event Review Process) Resolution No. 136-2014
Exhibit A
10. Public Access to City Facilities During Events
a. Special events shall not exclude the public from the general use of any City park or public property unless approved by City Council.
11. Other Conditions
a. Other restrictions, requirements and guidelines for events at City venues outside the downtown core may be developed on a case by case basis during the application review to address specific issues at each venue. b. Requirements are identified through the staff review or Project Review Committee process.
c. As determined by the City Manager, event locations or new events that are unusually unique in nature may be subject to City Council approval.
9.A.a
Packet Pg. 141 Attachment: A. Special Events Policy (3989 : Special Events Report and Proposed Special Event Review Process) Chapter 12.24
SPECIAL EVENTS
Sections:
12.24.010 Special events defined.
12.24.020 Permit required.
12.24.030 Application for permit.
12.24.040 Permit approval/denial.
12.24.050 Permit conditions.
12.24.060 Fees.
12.24.070 Change of activity date.
12.24.080 Insurance.
12.24.090 Indemnification and liability.
12.24.100 Duties of permittee.
12.24.110 Appeals.
12.24.120 Penalties.
12.24.010 Special events defined.
One-time only or annual special events including, but not limited to, circuses, fairs, carnivals, parades, marathon walks or runs, motion picture or television location filming and such like may be permitted by the City on public and/or private property subject to these regulations. All provisions of this chapter may be subject to the approval/waiver of the City Manager or his designee. (Ord. 819 § 1, 1987. Code 1964 § 16A-1.)
12.24.020 Permit required.
It is unlawful to conduct any special activities referenced in HMC 12.24.010 without first obtaining a permit from the City Manager or his designee. These regulations shall not apply to the Villa Chanticleer. (Ord. 819 § 1, 1987.
Code 1964 § 16A-2.)
12.24.030 Application for permit.
A. Application to conduct any special activity shall be made at least 30 days prior to the date that activity is to The Healdsburg Municipal Code is current through Ordinance 1218, passed October 17, 2022.
Healdsburg Municipal Code Chapter 12.24 SPECIAL EVENTS Page 1 of 4
9.A.b
Packet Pg. 142 Attachment: B. HMC 12.24 - Special Events (3989 : Special Events Report and Proposed Special Event Review Process) commence.
B. Application deadlines may be waived by the City Manager where good cause is shown and the City has sufficient time to prepare for the proposed activity.
C. The City Council shall adopt, by resolution, application and permit forms, and applicable fees. (Ord. 819 § 1, 1987. Code 1964 § 16A-3.)
12.24.040 Permit approval/denial.
A. The application shall be approved/denied within five business days of receipt of a completed application.
The permit shall be approved by the City Manager unless he determines from consideration of the application or other pertinent information that any of the following conditions exist:
1. The activity will substantially disrupt the use of a street at a time when it is usually subject to traffic congestion, or potentially interfere with the operation of emergency vehicles in the proposed permit area.
2. The location of the activity will substantially interfere with street maintenance work, or a previously authorized excavation permit.
3. The proposed permit location is on City-owned property and the activity will substantially interfere with municipal functions, or other previously authorized activities on City property.
4. The activity creates a substantial risk of injury to persons or property.
5. The applicant failed to complete the application after being requested to do so, or the information contained in the application is found to be false in any material detail.
6. The particular activity would violate federal, state or local law including license/permit requirements.
7. The particular activity would propose a potential threat to the health, safety and welfare of the City’s population.
B. When the ground for permit denial can be corrected by imposing reasonable permit conditions, the City Manager shall impose such conditions rather than denying the permit. (Ord. 819 § 1, 1987. Code 1964 § 16A-4.)
12.24.050 Permit conditions.
The City Manager may condition the issuance of an activity permit by imposing reasonable requirements concerning the time, place and manner of activities including but not limited to the following:
A. Requirements for the presence of Healdsburg police department, fire department, public works department, or park department employees when required for the particular activity at the applicant’s expense.
The Healdsburg Municipal Code is current through Ordinance 1218, passed October 17, 2022.
Healdsburg Municipal Code Chapter 12.24 SPECIAL EVENTS Page 2 of 4
9.A.b
Packet Pg. 143 Attachment: B. HMC 12.24 - Special Events (3989 : Special Events Report and Proposed Special Event Review Process) B. Requirements concerning the posting of no parking signs and placement of other traffic control devices at the applicant’s expense.
C. Restrictions on the use of gunfire, explosions, and other noise-creating or hazardous devices.
D. Restrictions on hours of activity.
E. Requirements concerning notice to affected adjacent property owners of the activity. (Ord. 819 § 1, 1987.
Code 1964 § 16A-5.)
12.24.060 Fees.
A. A permit application processing fee in an amount established by City Council resolution shall be paid by the applicant at the time the application is filed.
B. A schedule of fees for City services and use of City property shall be established by City Council resolution. The applicant shall prepay such fees prior to issuance of the permit. (Ord. 819 § 1, 1987. Code 1964 § 16A-6.)
12.24.070 Change of activity date.
Upon 72 hours’ prior notice by the permittee in advance of the activity, the City Manager is authorized to change the date for which the permit has been issued without requiring a new application, or application fee. (Ord. 819 § 1, 1987. Code 1964 § 16A-7.)
12.24.080 Insurance.
A. The applicant for a permit must possess or obtain liability insurance to protect against loss from liability imposed by law for damages on account of bodily injury and property damage arising from the activity. Such insurance shall name on the policy or by endorsement as additional insureds the City of Healdsburg, its officers, employees and agents. Insurance coverage must be maintained for the duration of the activity. Coverage shall be provided by a comprehensive general liability insurance policy in the amount prescribed by City Council resolution. The insurance coverage afforded by the policy shall provide at a minimum the equivalent of insurance coverage provided by Insurance Service Office (ISO) comprehensive general liability insurance coverage.
B. A copy of the policy or a certificate of insurance along with all necessary endorsements must be filed with the City not less than three business days prior to the activity unless the City Manager for good cause waives the filing deadline.
C. Proof of insurance coverage as specified in subsections (A) and (B) of this section must be verified by the City prior to issuance of a permit by the City Manager. (Ord. 819 § 1, 1987. Code 1964 § 16A-8.)
12.24.090 Indemnification and liability.
A. Prior to the issuance of the permit, the permit applicant must sign an agreement to reimburse the City of The Healdsburg Municipal Code is current through Ordinance 1218, passed October 17, 2022.
Healdsburg Municipal Code Chapter 12.24 SPECIAL EVENTS Page 3 of 4
9.A.b
Packet Pg. 144 Attachment: B. HMC 12.24 - Special Events (3989 : Special Events Report and Proposed Special Event Review Process) Healdsburg for any costs incurred to repair or replace City property which is damaged as the result of the activity.
B. The agreement shall also provide that the permittee shall defend, indemnify, and hold harmless the City, its officers, agents, or employees from all claims and liability of any kind whatsoever resulting from or arising out of the activity or issuance of the permit. (Ord. 819 § 1, 1987. Code 1964 § 16A-9.)
12.24.100 Duties of permittee.
A. Each permittee shall comply with all terms and conditions of the permit. Failure to comply with all permit terms and conditions is grounds for permit revocation without prior notice by the City Manager.
B. Each permittee shall clean and restore all City properties utilized during the activity to the same condition as existed prior to the activity.
C. The person in charge of the activity shall retain a copy of the permit on location. (Ord. 819 § 1, 1987. Code 1964 § 16A-10.)
12.24.110 Appeals.
The permit applicant may appeal a permit denial, permit condition, or permit revocation or refusal to waive a deadline under this chapter by filing an appeal within five days of the date of the City Manager’s decision with the City Clerk. The appeal shall be heard by the City Council at its next regular meeting. (Ord. 819 § 1, 1987. Code 1964 § 16A-11.)
12.24.120 Penalties.
The violation of any provision of this chapter shall be a misdemeanor. Such violations may also be addressed in a civil action. (Ord. 819 § 1, 1987. Code 1964 § 16A-12.) The Healdsburg Municipal Code is current through Ordinance 1218, passed October 17, 2022.
Healdsburg Municipal Code Chapter 12.24 SPECIAL EVENTS Page 4 of 4
9.A.b
Packet Pg. 145 Attachment: B. HMC 12.24 - Special Events (3989 : Special Events Report and Proposed Special Event Review Process) Est. Full Time Hours Est. Part Time
Hours
Est. COH Costs
(Gross)*
Est. COH Income
(Gross)
Est. External Staff
Hours
Est. External Costs
(Gross)
Est. External
Income (Gross)
March 17 St. Patrick's Day Parade Community Services LINK COH 1 300 95 25 $750 $0 0 $0 $0 Estimations complete May 6 Kevin Burke's Celebration of Life City of Healdsburg LINK COH 1 500 195 25 $6,020 $0 0 $772 $0 Estimations completeTuesdays; May 31 ‐ Aug 30 Tuesdays in the Plaza Community Services LINK COH 14 15,000 360 270 $51,600 $45,470 0 $21,617 $0 Estimations complete; External Costs include Recology servicing for Tuesday Farmers' Markets Sundays; June 5 ‐ Aug 21 Sundays in the Plaza Community Services LINK COH 10 750 26 75 $9,350 $0 0 $0 $0 Estimations complete July 4 Fourth of July Fireworks Community Services / American Legion LINK COH 1 5,000 240 94 $50,100 $20,000 8 $20,000 $0 Estimations completeSeptember 24 Foss Creek Clean‐Up Public Works LINK COH 1 50 41 15 $1,770 $0 0 $2,500 $0 Complete external costs unknown December 2 Merry Healdsburg Community Services / Healdsburg Chamber of Commerce LINK COH 1 1,500 293 74 $41,235 $33,000 180 $11,596 $5,000 Estimations complete December 4 Senior Appreciation Dinner Community Services LINK COH 1 325 217 156 $11,600 $0 0 $0 $0 Estimations complete 30 23,425 1,464 734 $172,425 $98,470 188 $56,485 $5,000 Est. Full Time Hours Est. Part Time
Hours
Est. COH Costs
(Gross)*
Est. COH Income
(Gross)
Est. External Staff
Hours
Est. External Costs
(Gross)
Est. External
Income (Gross)
Weekly; Tuesdays Weekly Food Distributions Redwood Empire Food Bank LINK Partnership: Sponsor 52 1,815 63 2 $50.00 $0 0 $0 $0 In 2022, REFB served 483 unique households with a total of 1,815 individuals. External Organization data incomplete.
Bi‐Monthly; Wednesdays Bi‐Monthly Food Distributions Redwood Empire Food Bank LINK Partnership: Sponsor 24 181 28 15 $10.00 $0 240 $0 $0 In 2022, REFB served 79 unique households with a total of 181 members. External Organization data incomplete.
Weekly Meals on Wheels Council on Aging LINK Partnership: Sponsor 52 1,560 30 500 $10.00 $0 480 $0 $0 External Organization data incomplete.
March 17 St. Patrick's Day Celtic Concert Healdsburg Kiwanis Club LINK Partnership: Collaborator 1 625 44 12 $1,020 $0 100 $5,622 $5,000 Estimataions complete April 2 Farmworkers Resource & Agriculture Fair Corazón Healdsburg /Community Services LINK Partnership: Sponsor 1 300 10 6 $20 $0 230 $15,700 $0 Estimations complete Saturdays; April 16 ‐ Dec 17 Saturday Farmers Market Healdsburg Certified Farmer's Market LINK Partnership: Collaborator 36 15,000 63 56 $100 $2,679 0 $86,244 $92,699 Includes Permit Fees (Sat & Tue Markets) paid and recieved per Fee Agreement April 30 Día del Niño Corazón Healdsburg LINK Partnership: Collaborator 1 275 35 16 $50 $0 150 $6,398 $0 n/a April 30, May 7, and Nov 12 Pop Up Plant Sales Healdsburg Garden Club LINK Partnership: Sponsor 3 300 1 2 $5 $0 0 $0 $0 External Organization data incomplete.
April 26 ‐ May 9 Alexander Valley Film Festival Alexander Valley Film Society LINK Partnership: Collaborator 8 750 17 4 $20 $0 0 $0 $0 External Organization data incomplete.
May 4 Compost Giveaway Event Daily Acts / Zero Waste Sonoma LINK Partnership: Sponsor 1 113 7 6 $20 $0 0 $1,850 $1,710 Estimations complete May 13‐15 E‐Waste & Mattress Event Zero Waste Sonoma LINK Partnership: Sponsor 3 300 3 2 $20 $0 0 $0 $0 External Organization data incomplete.Tuesdays; May 17 ‐ Oct 25 Tuesday Farmers Market Healdsburg Certified Farmer's Market LINK Partnership: Collaborator 24 10,000 75 7 $50 $0 0 $0 $0 See 2022 Saturday Market for FM Costs/Income May 21 HUSD Band Concert Healdsburg Unified School District LINK Partnership: Sponsor 1 75 5 3 $10 $0 0 $0 $0 External Organization data incomplete.
May 24 HFFCF Community Concert H.F.F.C.F. LINK Partnership: Collaborator 1 2,000 125 31 $50 $0 0 $0 $0 External Organization data incomplete.
May 26 HFFCF Twilight Parade H.F.F.C.F. LINK Partnership: Sponsor 1 7,500 99 8 $420 $0 275 $1,500 $0 External Organization data (income) incomplete. No data submitted.
May 26‐28 HFFCF Fair H.F.F.C.F. LINK Partnership: Collaborator 3 4,000 120 25 $9,050 $0 2,500 $8,905 $0 External Organization data incomplete. Only Recology in‐kind is provided.June 5 HCB Plaza Concert Healdsburg Community Band LINK Partnership: Sponsor 1 100 4 3 $10 $0 0 $0 $0 External Organization data incomplete.
June 19 Juneteenth Celebration Healdsburg Jazz Festival, Inc. LINK Partnership: Collaborator 1 1,000 21 12 $20 $0 0 $40,772 $0 Cost estimations complete. HBG Jazz did not provide staff hour data.
June 19 Fitch Mountain Footrace Healdsburg Kiwanis Club LINK Partnership: Collaborator 1 300 17 6 $20 $0 150 $5,024 $10,221 Estimations complete Cancelled Art After Dark (cancelled for 2022) Healdsburg Center for the Arts LINK Partnership: Co‐ Organizer 0 0 0 0 $0 $0 0 $0 $0 Cancelled for 2022July 1‐3 and 8‐10 Woody Guthrie's American Song Raven Performing Arts Theater LINK Partnership: Collaborator 6 750 34 12 $20 $0 1,376 $13,859 $5,195 Estimations complete.
July 4 Fourth of July Celebration / Duck Dash Rotary Club of Healdsburg Sunrise LINK Partnership: Co‐ Organizer 1 3,250 101 70 $600 $0 960 $47,472 $33,451 Estimations complete.
July 21‐23, 28‐30, and August 4‐
6 Shakespeare in the Park Raven Performing Arts Theater LINK Partnership: Collaborator 9 875 14 16 $25 $0 1,730 $11,778 $2,714 Estimations complete.
February 8, May 24, and
August 16
Household Hazardous Waste Collection
Events
Zero Waste Sonoma LINK Partnership: Sponsor 3 243 6 2 $10 $0 80 $60,000 $0 Estimations complete July 1 & September 2 Outdoor Lawn Screenings Alexander Valley Film Society LINK Partnership: Sponsor 2 100 12 15 $20 $0 0 $0 $0 External Organization data incomplete. 2022 Special Event Cost Analysis & Master Calendar
City of Healdsburg
EST. ATTN. SPECIAL EVENT NOTATIONS
EST. ATTN.
City of Healdsburg External Organizations**
2022 SPECIAL EVENT COST ANALYSIS: CITY EVENTS
TYPE EVENTS
City of Healdsburg External Organizations**
EVENTS NOTATIONS
DATE(S) SPECIAL EVENT ORGANIZER LINK
ORGANIZER
2022 SPECIAL EVENT COST ANALYSIS: PARTNERSHIPS
DATE(S) SPECIAL EVENT LINK TYPE
9.A.c
Packet Pg. 146
Attachment: C. 2022 Special Event Master List (3989 : Special Events Report and Proposed Special Event Review Process) August 26‐28 Healdsburg Arts Festival Healdsburg Center for the Arts LINK Partnership: Collaborator 3 2,625 85 60 $1,300 $0 840 $32,490 $40,356 Estimations complete.
Cancelled Safety Fair (cancelled for 2022) Healdsburg Kiwanis LINK Partnership: Collaborator 0 0 0 0 $0 $0 0 $0 $0 Event cancelled in 2022 September 23 Homecoming Parade Healdsburg High School LINK Partnership: Sponsor 1 100 6 2 $10 $0 0 $0 $0 External Organization data incomplete.
October 29 Drive‐in Movie (Coco) Corazón Healdsburg LINK Partnership: Sponsor 1 150 5 6 $20 $0 65 $2,500 $1,920 Estimations complete.
October 30 Día de Muertos Corazón Healdsburg LINK Partnership: Co‐ Organizer 1 4,000 224 125 $2,500 $0 830 $29,680 $27,000 Estimations complete.
October 31 Downtown Merchant Trick‐or‐Treat Healdsburg Chamber of Commerce LINK Partnership: Sponsor 1 750 20 10 $800 $0 0 $0 $0 External Organization data incomplete.
October 31 Halloween Road Closure Public Works / Community Services / Johnson St. Residents LINK Partnership: Co‐ Organizer 1 700 14 4 $20 $0 0 $0 $0 External Organization data (volunteer hours & material costs) incomplete; likely low. External Organization income is zero.
May 28‐June 6 and October 29‐
November 7 Vote Centers Sonoma County Registrar of Voters LINK Partnership: Sponsor 20 500 15 5 $100 $0 0 $0 $0 External Organization data incomplete.
November 24 Healdsburg Turkey Trot Rotary Club of Healdsburg Sunrise LINK Partnership: Collaborator 1 2,484 34 30 $50 $0 450 $30,964 $91,816 Estimations complete.
December 15‐16 Holiday Giveaway Healdsburg Food Pantry LINK Partnership: Sponsor 2 400 15 8 $20 $0 0 $0 $0 External Organization data incomplete.
December 16 Community Posada & Celebration of Hanukkah Corazón Healdsburg / Mayor Kelley LINK Partnership: Co‐ Organizer 1 1,750 108 34 $10,050 $0 80 $1,037 $1,037 Estimations complete. 268 64,871 1,459 1,115 $26,500 $2,679 10,536 $401,795 $313,119 Est. Full Time Hours Est. Part Time
Hours
Est. COH Costs
(Gross)*
Est. COH Income
(Gross)
Est. External Staff
Hours
Est. External Costs
(Gross)
Est. External
Income (Gross)
April 16 Easter Egg Scramble Rotary Club of Healdsburg Noon LINK External 1 250 4 3 $10 $338 0 $0 $0 COH estimates complete. External Organization data not included.
May 21 Healdsburg Food & Wine Experience ‐ Grand Tasting SD Media Productions LINK External 1 2,000 129 0 $5,050 $17,255 0 $0 $0 COH estimates complete. External Organization data not included.Various Special Event Permit Parking Requests Various LINK External 6 300 19 7 $60 $12,981 0 $0 $0 COH estimates complete. External Organization data not included.June 11 ‐ July 31 Prune Packers Baseball Season Home Games Prune Packers Baseball Club LINK External 31 8,150 10 2 $20 $720 0 $0 $0 COH estimates complete. External Organization data not included.2022 Home Games HHS Varsity Football ‐ 2022‐23 Season Healdsburg High School LINK External 6 0 3 12 $10 $0 0 $0 $0 Attendance unknown. COH estimates complete. External Organization data not included. 2022 Home Games
HHS Varsity Baseball Home Games ‐
2022‐23 Season Healdsburg High School LINK External 15 0 8 30 $10 $0 0 $0 $0 Attendance unknown. COH estimates complete. External Organization data not included. 2022 Home Games
HHS JV Baseball Home Games ‐ 2022‐
23 Season Healdsburg High School LINK External 8 0 4 16 $10 $0 0 $0 $0 Attendance unknown. COH estimates complete. External Organization data not included.
July 23 Giro Vigneti Bike Tour Rotary Club of Healdsburg Sunrise LINK External 1 250 10 3 $20 $720 0 $0 $0 COH estimates complete. External Organization data not included.
October 8 Asti Tour De Vine Rotary Club of Cloverdale LINK External 1 200 5 2 $10 $106 0 $0 $0 COH estimates complete. External Organization data not included.October 15 Sonoma County Zombie Movement Angelica Parker / Zombie Movement LINK External 1 225 6 12 $10 $350 0 $0 $0 COH estimates complete. External Organization data not included.October 16 Healdsburg Crush Boys & Girls Clubs of Sonoma‐Marin LINK External 1 1,000 11 18 $20 $1,126 0 $0 $0 COH estimates complete. External Organization data not included.October 23 Howl‐O‐Ween Humane Society of Sonoma County LINK External 1 100 7 9 $10 $483 0 $0 $0 COH estimates complete. External Organization data not included. 73 12,475 215 114 $5,240 $34,079 0 $0 $0
TOTAL (COH, Partnership, and External): 371 100,771 3,137 1,963 $204,165 $135,227 10,724 $458,280 $318,119 EST. ATTN. NOTATIONS
City of Healdsburg External Organizations**
LINK TYPE
*Data provided are gross operational costs; staffing costs not included **Data provided directly to the City of Healdsburg from external organizations.
EVENTS
2022 SPECIAL EVENT COST ANALYSIS: EXTERNAL EVENTS
DATE(S) SPECIAL EVENT ORGANIZER
9.A.c
Packet Pg. 147
Attachment: C. 2022 Special Event Master List (3989 : Special Events Report and Proposed Special Event Review Process) Est. Full Time
Hours
Est. Part Time
Hours
Est. COH Costs
(Gross)*
Est. COH Income
(Gross)
Est. External Staff
Hours
Est. External
Costs (Gross)
Est. External
Income (Gross)
17‐Mar St. Patrick's Day Parade Community Services LINK COH 1 300 95 25 $750 $0 0 $0 $0 Estimations complete Tuesdays; May 30‐August 29 Tuesdays in the Plaza Community Services LINK COH 13 15,000 360 270 $50,000 $32,000 0 $43,000 $0 Estimations complete; 20k less in External cost from 2022 per Recology no longer sponsoring Farmer's Markets (in‐ kind est.) and across the board cost increases Sundays; June 4 ‐ Aug 13 Sundays in the Plaza Community Services LINK COH 9 750 26 75 $10,000 $0 0 $0 $0 Estimations complete July 4 Fourth of July Fireworks Community Services / American Legion LINK COH 1 5,000 240 95 $50,000 $12,000 10 $12,000 $0 Estimations completeTBD ‐ Saturday in September Foss Creek Clean‐Up Public Works LINK COH 1 50 41 15 $2,000 $0 0 $2,500 $0 Complete external costs unknown December 1 Merry Healdsburg Community Services / Healdsburg Chamber of Commerce LINK COH 1 1,500 300 80 $42,000 $30,000 180 $11,500 $11,000 Estimations complete December 3 Senior Appreciation Dinner Community Services LINK COH 1 325 217 156 $11,600 $0 0 $0 $0 Estimations complete 27 22,925 1,277 716 $166,350 $74,000 190 $69,000 $11,000 Est. Full Time
Hours
Est. Part Time
Hours
Est. COH Costs
(Gross)*
Est. COH Income
(Gross)
Est. External Staff
Hours
Est. External
Costs (Gross)
Est. External
Income (Gross)
Weekly; Tuesdays Weekly Food Distributions Redwood Empire Food Bank LINK Partnership: Sponsor 52 1,815 65 4 $50 $0 200 $0 $0 In 2022, REFB served 483 unique households with a total of 1,815 individuals. External Organization data incomplete.
Bi‐Monthly; Wednesdays Food Distributions ‐ Senior Center Redwood Empire Food Bank LINK Partnership: Sponsor 24 181 28 15 $10 $0 240 $0 $0 In 2022, REFB served 79 unique households with a total of 181 members. External Organization data incomplete.
Bi‐Monthly; Wednesdays Food Distributions ‐ City Hall Redwood Empire Food Bank LINK Partnership: Sponsor 24 1,200 15 2 $20 $0 200 $0 $0 External Organization data incomplete.
Weekly Meals on Wheels Council on Aging LINK Partnership: Sponsor 52 1,560 30 500 $10 $0 480 $0 $0 External Organization data incomplete.February 2, June 27, and September 12
Household Hazardous Waste Collection
Events
Zero Waste Sonoma LINK Partnership: Sponsor 3 245 6 2 $10 $0 135 $75,000 $0 Estimations complete.
February 5 Lunar New Year Healdsburg AAPI Committee LINK Partnership: Collaborator 1 500 14 14 $10 $0 0 $0 $0 External Organization data incomplete.
March 17 St. Patrick's Day Celtic Concert Healdsburg Kiwanis Club LINK Partnership: Collaborator 1 800 44 12 $1,020 $0 100 $7,000 $5,000 Estimataions complete Saturdays; April 15‐December
23 Saturday Farmers Market Healdsburg Certified Farmer's Market LINK Partnership: Collaborator 37 26,000 65 55 $1,600 $2,500 1,295 $80,000 $92,000 Includes Permit Fees (Sat & Tue Markets) paid and recieved per Fee Agreement April 22 Earth Day Climate Fest Climate Action Healdsburg LINK Partnership: Collaborator 1 1,250 43 30 $520 $0 0 $14,250 $0 Estimations complete April 29 & May 13 Pop Up Plant Sales Healdsburg Garden Club LINK Partnership: Sponsor 2 250 1 2 $5 $0 125 $200 $2,800 Estimations complete.
May 6 Healdsburg Fire & Emergency Preparedness Expo Healdsburg Kiwanis LINK Partnership: Collaborator 1 600 55 40 $40 $0 1,000 $15,700 $10,000 Estimations complete.
May 12‐14 E‐Waste & Mattress Event Zero Waste Sonoma LINK Partnership: Sponsor 3 300 3 2 $20 $0 320 $0 $0 External Organization data incomplete.
Tuesday; May 16‐September
26 Tuesday Farmers Market Healdsburg Certified Farmer's Market LINK Partnership: Collaborator 20 10,000 75 8 $50 $0 300 $0 $0 See 2023 Saturday Market for FM Costs/Income May 25 HFFCF Twilight Parade H.F.F.C.F. LINK Partnership: Sponsor 1 7,500 99 8 $500 $0 275 $1,500 $0 External Organization data (income) incomplete. Declined to provide.
May 25‐27 HFFCF Fair H.F.F.C.F. LINK Partnership: Collaborator 3 4,000 120 25 $20,050 $0 2,600 $40,700 $0 External Organization data (income) incomplete. COH Income increase per updated Use Agreement (11k).
June 3, August 18, and
September 15 AVFilm Summer Movie Series AVFilm LINK Partnership: Collaborator 3 200 29 36 $20 $0 20 $9,500 $0 Estimations complete.
June 17 Juneteenth Celebration Healdsburg Jazz Festival, Inc. LINK Partnership: Collaborator 1 1,000 21 12 $20 $0 0 $42,500 $0 Cost estimations complete. HBG Jazz did not provide staff hour data.
June 18 Fitch Mountain Footrace Healdsburg Kiwanis Club LINK Partnership: Collaborator 1 450 20 6 $20 $0 150 $6,500 $10,000 Estimations complete June 23 & July 28 Art After Dark Healdsburg Center for the Arts LINK Partnership: Co‐ Organizer 2 400 34 30 $3,000 $0 300 $19,750 $0 External Organization data (income) incomplete.
July 4 Fourth of July Celebration / Duck Dash Rotary Club of Healdsburg Sunrise LINK Partnership: Co‐ Organizer 1 3,250 120 80 $600 $0 960 $36,700 $0 External Organization data (income) incomplete.July 27‐29, August 3‐5 and 10‐ 12 Shakespeare in the Park Raven Performing Arts Theater LINK Partnership: Collaborator 9 875 15 15 $25 $0 2,326 $98,500 $0 External Organization data (income) incomplete.
July 29 Back‐to‐School & STEAM Festival Corazón Healdsburg LINK Partnership: Collaborator 1 300 13 20 $50 $0 200 $10,000 $0 Estimations complete.
TBD ‐ Anticipated for Fall 2023 Homecoming Parade Healdsburg High School LINK Partnership: Sponsor 1 100 6 2 $10 $0 0 $0 $0 External Organization data incomplete.
October 1 Healdsburg Prune Box Derby Healdsburg Box Car Derby Team / Corazón Healdsburg LINK New Request 1 700 66 40 $50 $0 100 $40,000 $40,000 Estimated based on City Sponsorship October 29 Día de Muertos Corazón Healdsburg LINK Partnership: Co‐ Organizer 1 4,000 225 125 $2,500 $0 830 $35,000 $20,000 Estimataions complete. 2023 Special Event Cost Analysis & Master Calendar
City of Healdsburg
DATE(S) SPECIAL EVENT
2023 SPECIAL EVENT COST ANALYSIS: PARTNERSHIPS
2023 SPECIAL EVENT COST ANALYSIS: CITY EVENTS
DATE(S) SPECIAL EVENT ORGANIZER LINK TYPE EVENTS EST. ATTN. SPECIAL EVENT NOTATIONS EST. ATTN.
City of Healdsburg External Organizations**City of Healdsburg External Organizations**
ORGANIZER TYPE EVENTS LINK NOTATIONS
9.A.d
Packet Pg. 148
Attachment: D. 2023 Special Event Master List (3989 : Special Events Report and Proposed Special Event Review Process) TBD ‐ Anticipated for October
31 Downtown Merchant Trick‐or‐Treat Healdsburg Chamber of Commerce LINK Partnership: Sponsor 1 750 20 10 $750 $0 0 $0 $0 External Organization data incomplete.
October 31 Halloween Road Closure Public Works / Community Services / Johnson St. Residents LINK Partnership: Co‐ Organizer 1 700 11 4 $20 $0 0 $0 $0 External Organization data (volunteer hours & material costs) incomplete; likely low. External Organization income is zero.
November 23 Healdsburg Turkey Trot Rotary Club of Healdsburg Sunrise LINK Partnership: Collaborator 1 2,500 35 30 $50 $0 450 $31,500 $100,000 Estimations complete.
December 16 Holiday Giveaway Healdsburg Food Pantry LINK Partnership: Sponsor 1 400 15 8 $20 $0 0 $0 $0 External Organization data incomplete. 250 71,826 1,290 1,137 $31,050 $2,500 12,606 $564,300 $279,800 Est. Full Time
Hours
Est. Part Time
Hours
Est. COH Costs
(Gross)*
Est. COH Income
(Gross)
Est. External Staff
Hours
Est. External
Costs (Gross)
Est. External
Income (Gross)
Various Special Event Permit Parking Requests Various LINK External 6 300 19 7 $60 $10,000 0 $0 $0 COH estimates complete. External Organization data not included.
April 8 Easter Egg Scramble Rotary Club of Healdsburg Noon LINK External 1 250 4 3 $10 $350 0 $0 $0 COH estimates complete. External Organization data not included.May 6 AVFest2023 Plaza Cinema Celebration AVFilm LINK External 1 200 13 14 $10 $547 0 $0 $0 COH estimates complete. External Organization data not included.May 20 Healdsburg Food & Wine Experience ‐ Grand Tasting SD Media Productions LINK External 1 2,000 124 10 $5,050 $17,255 0 $0 $0 COH estimates complete. External Organization data not included.June 10 BloodRoot Wines presents The Ramble BloodRoot Wines LINK External 1 450 25 12 $20 $1,316 0 $0 $0 COH estimates complete. External Organization data not included.June 6‐July 30 Prune Packers Baseball Season Home Games Prune Packers Baseball Club LINK External 31 8,150 10 2 $20 $720 0 $0 $0 COH estimates complete. External Organization data not included.2023 Home Games HHS Varsity Football ‐ 2022‐23 Season Healdsburg High School LINK External 6 2,000 30 100 $0 $0 0 $0 $0 COH estimates complete. External Organization data not included.2023 Home Games HHS Varsity Baseball Home Games ‐
2022‐23 Season Healdsburg High School LINK External 17 2,000 30 100 $0 $0 0 $0 $0 COH estimates complete. External Organization data not included. 2023 Home Games
HHS JV Baseball Home Games ‐ 2022‐
23 Season Healdsburg High School LINK External 10 1,000 30 100 $0 $0 0 $0 $0 COH estimates complete. External Organization data not included.
June 28 Packards in Healdsburg NorCal Packards LINK External 1 100 9 2 $10 $500 0 $0 $0 COH estimates complete. External Organization data not included.July 22 Giro Vigneti Bike Tour Rotary Club of Healdsburg Sunrise LINK External 1 250 10 3 $20 $720 0 $0 $0 COH estimates complete. External Organization data not included.October 15 Healdsburg Crush Boys & Girls Clubs of Sonoma‐Marin LINK External 1 1,000 11 18 $20 $1,200 0 $0 $0 COH estimates complete. External Organization data not included.October 21 Howl‐O‐Ween Humane Society of Sonoma County LINK External 1 100 7 9 $10 $483 0 $0 $0 COH estimates complete. External Organization data not included. 72 17,500 302 373 $5,170 $23,090 0 $0 $0
TOTAL (COH, Partnership, and External): 349 112,251 2,869 2,226 $202,570 $99,590 12,796 $633,300 $290,800
DATE(S)
2023 SPECIAL EVENT COST ANALYSIS: EXTERNAL EVENTS
SPECIAL EVENT ORGANIZER EST. ATTN. NOTATIONS
City of Healdsburg External Organizations**
**Data provided directly to the City of Healdsburg from external organizations. *Data provided are gross operational costs; staffing costs not included
LINK TYPE EVENTS
9.A.d
Packet Pg. 149
Attachment: D. 2023 Special Event Master List (3989 : Special Events Report and Proposed Special Event Review Process) 2023 SPECIAL EVENT REQUESTS: APPROVED
DATE
SPECIAL EVENT
ORGANIZER
(TYPE)
2/5/2023
Lunar New Year
Healdsburg AAPI Committee
(Partnership)
3/17/2023
St. Patrick's Day Parade
Community Services
(COH)
4/22/2023
Earth Day Climate Fest
Climate Action Healdsburg
(Partnership)
5/21/2023
Healdsburg Wine and Food
Experience Grand Tasting
SD Media Productions
(External)
6/18/2023
Fitch Mountain Footrace
Kiwanis Club of Healdsburg
(Partnership)
6/10/2023
BloodRoot Ramble
BloodRoot Wines
(External)
Y
Y
Y
Y
Y
Y N/A N/A Confirmed by COH
for 2023 N/A N/A N/A
COH
REVIEW
Y
Alcohol
Consumptio
n
Road
Closure
PARKS &
RECREATION
COMMISSION
RECOMMENDA
TION
CITY COUNCIL APPROVAL
CITY COUNCIL REQUESTS
DESCRIPTION
COH Event
Confirmed by COH
for 2023 N/A
N/A N/A
N/A
N/A
N/A
Y
REQUEST APPROVED AT 1/23/23 CITY COUNCIL MEETING:
(1) Waived Healdsburg Municipal Code Section 12.28.2209(B) that prohibits the consumption of alcohol in City parks unless authorized by the City Council under Section
12.28.220(B) on Saturday, June 10, 2023 from Noon to 7:00 p.m.; (2) Granted an exception to Healdsburg Special Events Policy Section 2 that prohibits use of a downtown event venue for more than 24 hours, effective 8:00 a.m., Friday, June 9, 2023 to Noon, Sunday, June 11, 2023.; and
(3) Waived Section 3b of the Healdsburg Special Events Policy that prohibits restricting access to West Plaza Park from Friday, June 9 at 8:00 a.m. until Sunday, June 11 at Noon.
REQUEST APPROVED AT 2/21/23 CITY COUNCIL MEETING:
Road closure of Center Street, between North and Plaza Streets for the Fitch Mountain Footrace on June 18, 2023.
REQUEST APPROVED AT 10/3/2022 CITY COUNCIL MEETING:
(1) Waived Healdsburg Municipal Code Section 9.12.170(A) that prohibits the consumption of alcohol in public parking lots for the Grand Tasting Event on Saturday, May 20, 2023 from Noon to 5:00 p.m.;
(2) Granted an exception to Healdsburg Special Events Policy Section 2 that prohibits use of a downtown event venue for more than 24 hours for the Grand Tasting Event, effective 7:00 a.m., Thursday, May 19, 2023 to 10:00 p.m., Sunday, May 21, 2023.; and (3) Approved one-way road closures on Plaza and Matheson Streets between Center Street and Healdsburg Avenue and Center Street between Plaza and Matheson Streets on Saturday, May 20, 2023, from 7:30 a.m. to 1:00 p.m. for the Saturday Farmers’ Market to relocate to the Plaza.
N/A
REQUEST APPROVED AT 3/6/23 CITY COUNCIL MEETING:
Road closure of Center Street, between Matheson and Plaza Streets and Plaza Street, between Healdsburg Ave. and Center Street for the Earth Day Climate Fest on April 22, 2023.
Y Y N/A N/A N/A
N/A
Confirmed by COH
for 2023 N/A
N/A
Y N/A N/A
Y N/A N/A
N/A Y
Y N/A N/A
Sponsorship
Restrict
Plaza Park
Access
REQUEST APPROVED AT 2/21/23 CITY COUNCIL MEETING:
(1) Road closure on Healdsburg Avenue; and
(2) Rolling road closures on Healdsburg Avenue, Matheson Street, Center Street, and Plaza Street for the St. Patrick’s Day Parade on March 17, 2023.
9.A.e
Packet Pg. 150 Attachment: E. 2023 Special Event Requests (3989 : Special Events Report and Proposed Special Event Review Process) 2023 SPECIAL EVENT REQUESTS: APPROVAL PENDING
DATE
SPECIAL EVENT
ORGANIZER
(TYPE)
Saturdays; April 15-December 23
Saturday Farmers' Markets
Healdsburg Certified Farmers'
Market
(Partnership)
Tuesdays; May 16-September 26
Tuesday Farmers' Markets
Healdsburg Certified Farmers'
Market
(Partnership)
Thursday, May 25
Twilight Parade
HFFCF - Fair Board
(Partnership)
COH
REVIEW
Y
Y
Y
PARKS &
RECREATION
COMMISSION
RECOMMENDA
TION
Request to waive the provisions of Section
9.12.170(A) of the Healdsburg Municipal
Code that prohibits the consumption of
alcohol on public streets, sidewalks, and
right-of-ways and approve the Healdsburg
Farmers' Market's request to allow
consumption of alcohol in the West Plaza
parking lot on Saturdays from May 20
through December 23, 2023, from 10:00
a.m. to 12:00 p.m.
Approve Request - City staff in the Police,
Fire, Public Works, and Community Services
Departments have reviewed and are
supportive of this request.
N/A
N/A
N/A
CITY COUNCIL REQUESTS
Confirmed by COH
for 2023 - Existing
Fee Agreement,
Marketing, and
Special Event
Support
N/A Confirmed by COH
for 2023
Request to allow for road closures beginning
at Matheson Street at East Street and
ending at Matheson Street at First Street on
Thursday, May 25, 2023, between 5:00 p.m.-
8:00 p.m. for the Twilight Parade.
Road STAFF RECOMMENDATION
Closure
Alcohol
Consumptio
n
Restrict
Plaza Park
Access
Sponsorship DESCRIPTION
N/A Y
CITY COUNCIL ALTERNATIVES
N/A
Deny consumption of alcohol request for
the Saturday markets. The Healdsburg
Farmers’ Market would not be able to
conduct wine tasting on Saturdays.
Y N/A N/A
Confirmed by COH
for 2023 - Existing
Fee Agreement,
Marketing, and
Road Closure
Support
Request for one-way road closures on Plaza
Street, between Center Street and
Healdsburg Avenue and Center Street,
between Plaza and Matheson Streets on
Tuesdays from May 15 through September
26, 2023, from 7:00 a.m. to 2:00 p.m.
Approve Request - City staff in the Police,
Fire, Public Works, and Community Services
Departments have reviewed and are
supportive of this request.
Deny road closure request. The Healdsburg
Farmers’ Market would have to utilize an
alternative location to host their midweek
market.
Deny rolling road closures. The event
organizer would not be able to hold the
Twilight Parade on City streets.
Y N/A
Approve Request - City staff in the Police,
Fire, Public Works, and Community Services
Departments have reviewed and are
supportive of this request.
9.A.e
Packet Pg. 151 Attachment: E. 2023 Special Event Requests (3989 : Special Events Report and Proposed Special Event Review Process) 2023 SPECIAL EVENT REQUESTS: APPROVAL PENDING (cont.)
DATE
SPECIAL EVENT
ORGANIZER
(TYPE)
Saturday, May 27
Livestock Buyer's Dinner
HFFCF - Fair Board
(Partnership)
Tuesdays; May 30-August 29
Tuesdays in the Plaza
Community Services
(COH)
June 6-July 30
2023 Baseball Season
Prune Packers Baseball Club
(External)
N/A Y N/A None Requested
Request to waive the provisions of Section
12.28.220(A) pursuant to Section
12.28.220(B) of the Healdsburg Municipal
Code that prohibits the consumption of
alcohol within public parks and approve the
Prune Packers' request to allow the sale and
consumption of alcohol in Recreation Park
for their 2023 baseball season.
Y
Y
Y
Y
Y N/A N/A COH Event
Request for road closure of Plaza Street
between Center Street and Healdsburg
Avenue on Tuesdays from May 30, 2023
through August 29, 2023. No Closure
7/4/23.
Approve Request - City staff in the Police,
Fire, Public Works, and Community Services
Departments have reviewed and are
supportive of this request.
Deny road closure request. All activities
would be limited to Plaza Park and the
adjacent parking stalls. Attendance may
exceed the occupancy load for the Plaza and
attendees could overflow onto the
surrounding sidewalks and streets and
increase the likelihood of an unsafe
vehicular and pedestrian interface.
Y
N/A
Approve Request - City staff in the Police,
Fire, Public Works, and Community Services
Departments have reviewed and are
supportive of this request.
Deny the request for alcohol consumption.
The Prune Packers would not be allowed to
sell or allow consumption of alcohol at their
games.
N/A Y N/A Confirmed by COH
for 2023
Request to waive the provisions of Section
12.28.220(A) pursuant to Section
12.28.220(B) of the Healdsburg Municipal
Code that prohibits the consumption of
alcohol within parks or park facilities and
approve the Healdsburg Future Farmers
Country Fair Board’s request to allow the
consumption of alcohol in portions of
Recreation and Giorgi Parks on Saturday,
May 27, 2022, from 2:00 p.m.-7:00 p.m. for
the Livestock Buyers’ Dinner.
Approve Request - City staff in the Police,
Fire, Public Works, and Community Services
Departments have reviewed and are
supportive of this request.
Deny request to allow for consumption of
alcohol. The Fair Board would not be able
to serve alcohol at the Livestock Buyers’
Dinner, which may adversely impact the
Buyers’ Dinner attendance and revenue.
CITY COUNCIL REQUESTS
COH
REVIEW
PARKS &
RECREATION
COMMISSION
RECOMMENDA
TION
Road STAFF RECOMMENDATION CITY COUNCIL ALTERNATIVES
Closure
Alcohol
Consumptio
n
Restrict
Plaza Park
Access
Sponsorship DESCRIPTION
9.A.e
Packet Pg. 152 Attachment: E. 2023 Special Event Requests (3989 : Special Events Report and Proposed Special Event Review Process) 2023 SPECIAL EVENT REQUESTS: APPROVAL PENDING (cont.)
DATE
SPECIAL EVENT
ORGANIZER
(TYPE)
Saturday, June 17
Juneteenth Celebration
Healdsburg Jazz
(Partnership)
June 23 & July 28
Art After Dark
Healdsburg Center for the Arts
(Partnership)
Tuesday, July 4
Fourth of July Celebration / Duck
Dash
Rotary Club of Healdsburg
Sunrise
(Partnership)
Tuesday, July 4
Fourth of July Fireworks
Community Services
(COH)
Saturday, Jul 22
Giro Vigneti Bike Tour
Rotary Club of Healdsburg
Sunrise
(External)
COH Event
Anticipate road closure of Monte Vista and
University Ave along the perimeter of the
High School to vehicle traffic.
Approve Road Closure Request - Direct staff
to continue to work with Police, Fire, and
Public Works to coordinate exact closure
locations and times.
Y N/A N/A Confirmed by COH
for 2023
N/A Y N/A None Requested
Approve Rotary Club of Healdsburg Sunrise’s
request to allow for consumption of alcohol
at Healdsburg Community Center Field,
pursuant to Section 12.28.220(B) of the
Municipal Code, at Giro Vigneti Bike Tour on
July 22, 2023 from 11:00 a.m. to 2:00 p.m.
during their annual luncheon following the
ride through Alexander and Dry Creek
Valleys
Y N/A N/A Confirmed by COH
for 2023
Request for road closure on Plaza Street,
between Center Street and Healdsburg
Avenue, to support Juneteenth community
celebration on Saturday, June 17, 2023,
from Noon to 11:00 p.m.
Approve Request - City staff in the Police,
Fire, Public Works, and Community Services
Departments have reviewed and are
supportive of this request.
Deny road closure request. All activities
would be limited to Plaza Park and the
adjacent parking stalls. Attendance may
exceed the occupancy load for the Plaza and
attendees could overflow onto the
surrounding sidewalks and streets and
increase the likelihood of an unsafe
vehicular and pedestrian interface.
Deny request to allow for consumption of
alcohol. The Rotary Club of Healdsburg
Sunrise would not be able to consume
alcohol at their post-ride luncheon.
Request for road closure on Center Street,
between North Street and Plaza Street, to
support Juneteenth community celebration
on Friday, June 23 and Friday July 28, 2023,
from 3pm-11pm.
Approve Request - City staff in the Police,
Fire, Public Works, and Community Services
Departments have reviewed and are
supportive of this request.
Deny road closure. Event coordinators
would need to use an alternative location.
Y N/A N/A Confirmed by COH
for 2023
Anticipate road closures from 7:00 a.m. –
4:00 p.m. on July 4, 2023:
• Plaza Street, between Healdsburg Avenue
& East Street
• Matheson Street, between Healdsburg
Avenue and East Street
• Center Street, between North Street &
Healdsburg Police Department Driveway
(130 feet South of Matheson)
Approve Road Closure - Direct staff to
continue to work with Rotary Club of
Healdsburg Sunrise and the Healdsburg
Certified Farmers' Market to coordinate
exact closure locations and times with
support of the Police, Fire, Public Works,
and Community Services Departments.
Deny road closures. Staff anticipate
attendance numbers will exceed the
capacity for Plaza Park and therefore would
require the event to take place in an
alternate location.
N/A
N/A
N/A
Y
Y N/A N/A
Y
Pending
Pending
Y
Deny road closure. Pedestrians may
overflow onto Monte Vista and University
Ave. increasing the likelihood of an unsafe
vehicular and pedestrian interface.
N/A
Approve Request - City staff in the Police,
Fire, Public Works, and Community Services
Departments have reviewed and are
supportive of this request.
Y
CITY COUNCIL REQUESTS
COH
REVIEW
PARKS &
RECREATION
COMMISSION
RECOMMENDA
TION
Road STAFF RECOMMENDATION CITY COUNCIL ALTERNATIVES
Closure
Alcohol
Consumptio
n
Restrict
Plaza Park
Access
Sponsorship DESCRIPTION
9.A.e
Packet Pg. 153 Attachment: E. 2023 Special Event Requests (3989 : Special Events Report and Proposed Special Event Review Process) 2023 SPECIAL EVENT REQUESTS: APPROVAL PENDING (cont.)
DATE
SPECIAL EVENT
ORGANIZER
(TYPE)
Sunday, October 1
Healdsburg Prune Box Derby
Healdsburg Box Car Derby Team
/ Corazón Healdsburg
(New Request: Status Pending)
Sunday, October 15
Healdsburg Crush
Boys & Girls Clubs of SonomaMarin
(External)
Sunday, October 29
Día de Muertos
Corazón Healdsburg
(Partnership)
N/A N/A Requested
Road Closure Request - COH received
informal request for one-way closure of
Powell Avenue; City team did not feel that
Powell Avenue was a viable option. Powell is
the main route to most of Fitch Mountain,
and there are too many cul-de-sac roads
that would have no access on the east end.
Also there are a significant number of
driveways that front Powell along the route.
Provided applicant with alternative roads
options to consider. Specific closure location
TBD.
Approve Road Closure Request - Direct staff
to continue to work with Police, Fire, and
Public Works to coordinate exact closure
locations and times. Event approval is
contingent on final staff review and issuance
of a special event permit.
CITY COUNCIL REQUESTS
COH
REVIEW
PARKS &
RECREATION
COMMISSION
RECOMMENDA
TION
STAFF RECOMMENDATION
Y Pending
Y
Pending
N/A
N/A -
Alcohol now
allowed in
Plaza Park
Y None Requested
Approve a request from the Boys & Girls
Club of Sonoma-Marin to restrict access to
Plaza Park on October 15, 2023, by waiving
Section 3b of the Healdsburg Special Events
Policy.
Approve Request - City staff in the Police,
Fire, Public Works, and Community Services
Departments have reviewed and are
supportive of this request.
Deny request to restrict access to the Plaza.
Event organizers would not be able to hold
the event in Plaza Park, per regulations
issued by the Healdsburg Police Department
and California Department of Alcoholic
Beverage Control.
Confirmed by COH
for 2023
Special Event Permit Application Pending.
Anticipate road closures from 7:00 a.m. –
10:00 p.m. on October 29, 2023:
• Plaza Street, between Healdsburg Avenue
& East Street
• Matheson Street, between Healdsburg
Avenue and East Street
• Center Street, between North Street &
Healdsburg Police Department Driveway
(130 feet South of Matheson)
Approve Road Closure Request - Direct
Community Services staff to continue to
work with applicant and Police, Fire, and
Public Works to coordinate exact closure
locations and times. Event approval is
contingent on final staff review and issuance
of a special event permit.
Deny road closures. Staff anticipate
attendance numbers will exceed the
capacity for Plaza Park and therefore would
require the event to take place in an
alternate location.
Y
Road CITY COUNCIL ALTERNATIVES
Closure
Alcohol
Consumptio
n
Restrict
Plaza Park
Access
Sponsorship DESCRIPTION
Deny road closure request. Event organizers
would not be able to host the event on a
city street and would need to find an
alternate location.
N/A N/A
Not
anticipated
Y
N/A
9.A.e
Packet Pg. 154 Attachment: E. 2023 Special Event Requests (3989 : Special Events Report and Proposed Special Event Review Process) 2023 SPECIAL EVENT REQUESTS: APPROVAL PENDING (cont.)
DATE
SPECIAL EVENT
ORGANIZER
(TYPE)
Tuesday, October 31
Halloween Road Closure
City of Healdsburg
(COH)
Thursday, November 23
Healdsburg Turkey Trot
Rotary Club of Healdsburg
Sunrise
(Partnership)
Friday, December 1
Merry Healdsburg
Community Services
(COH)
COH Event
Anticipate road closure of Johnson Street,
between Piper to Powell from 4:00 p.m. to
8:30 p.m. on Tuesday, October 31, 2023.
Approve Road Closure Request - Direct
Community Services staff to continue to
work with Police, Fire, and Public Works to
coordinate exact closure locations and
times.
Pending N/A
Deny road closure request. Halloween
activities would continue on public
sidewalks.
Y N/A N/A
Deny road closure request. All activities
would be limited to Plaza Park and the
adjacent parking stalls. Attendance may
exceed the occupancy load for the Plaza and
attendees could overflow onto the
surrounding sidewalks and streets and
increase the likelihood of an unsafe
vehicular and pedestrian interface.
Y Y N/A COH Event
Anticipate road closures on Plaza Street,
between Healdsburg Ave. and East St. and
Center St., between Matheson and North St.
for the proposed Merry Healdsburg event
on December 1, 2021.
Approve Road Closure - Direct staff to
continue to work with the Healdsburg
Chamber of Commerce to coordinate exact
closure locations and times with support of
the Police, Fire, Public Works, and
Community Services Departments. Event
approval is contingent on final staff review
and issuance of a special event permit.
N/A N/A Confirmed by COH
for 2023
Special Event Permit Application Pending.
Anticipate road closures on Center Street
and North Street for the Healdsburg Turkey
Trot on November 23, 2023.
Approve Road Closure Request - Direct
Community Services staff to continue to
work with Rotary Club of Healdsburg Sunrise
and Police, Fire, and Public Works to
coordinate exact closure locations and
times. Event approval is contingent on final
staff review and issuance of a special event
permit.
Deny road closure request. Event organizers
would need to utilize a different location for
the start/finish area, which would alter the
overall course.
N/A
N/A
Pending
Pending
Y
CITY COUNCIL REQUESTS
COH
REVIEW
PARKS &
RECREATION
COMMISSION
RECOMMENDA
TION
Road STAFF RECOMMENDATION CITY COUNCIL ALTERNATIVES
Closure
Alcohol
Consumptio
n
Restrict
Plaza Park
Access
Sponsorship DESCRIPTION
9.A.e
Packet Pg. 155 Attachment: E. 2023 Special Event Requests (3989 : Special Events Report and Proposed Special Event Review Process) 2023 SPECIAL EVENT REQUESTS: CITY EVENTS & PARTNERSHIP ONLY Confirmed by COH for 2023
Confirmed by COH for 2023
Confirmed by COH for 2023
Confirmed by COH for 2023
Confirmed by COH for 2023
Confirmed by COH for 2023
COH Event
Confirmed by COH for 2023
Confirmed by COH for 2023
COH Event
COH Event
Confirmed by COH for 2023
OCCURRED IN 2022: NO REQUEST SUBMITTED FOR 2023
No Data - 2022 Partnership
No Data - 2022 Partnership
No Data - 2022 Partnership
No Data - 2022 Partnership
No Data - 2022 Partnership
No Data - 2022 External
No Data - 2022 External
TBD - Saturday in September Foss Creek Clean-Up Public Works Sundays; June 4 - Aug 13 Sundays in the Plaza Community Services
SPONSORSHIP
No Data
No Data Downtown Merchant Trick-or-Treat Healdsburg Chamber of Commerce December 3 Senior Appreciation Dinner Community Services No Data
No Data Angelica Parker / Zombie Movement
Rotary Club of Cloverdale
Healdsburg High School
Healdsburg Community Band
HUSD Band Concert Healdsburg Unified School District
HCB Plaza Concert
Homecoming Parade
Asti Tour De Vine
Sonoma County Zombie Movement
DATE(S) SPECIAL EVENT ORGANIZER
No Data
No Data
No Data
Compost Giveaway Event Daily Acts / Zero Waste Sonoma
Holiday Giveaway
SPECIAL EVENT ORGANIZER
Healdsburg Food Pantry
Corazón Healdsburg
Raven Performing Arts Theater
AVFilm
Zero Waste Sonoma
Council on Aging
Redwood Empire Food Bank
Redwood Empire Food Bank
Redwood Empire Food Bank
AVFilm Summer Movie Series
Shakespeare in the Park
Back-to-School & STEAM Festival
December 16
July 29
July 27-29, August 3-5 and 10-12
June 3, August 18, and September 15
June 27 and September 12
Weekly
Bi-Monthly; Wednesdays
Bi-Monthly; Wednesdays
Weekly; Tuesdays
DATE(S)
Weekly Food Distributions
Food Distributions - Senior Center
Food Distributions - City Hall
SPONSORSHIP
Meals on Wheels
Household Hazardous Waste Collection Events
9.A.e
Packet Pg. 156 Attachment: E. 2023 Special Event Requests (3989 : Special Events Report and Proposed Special Event Review Process) Print
2023 Special Event Organizer:
As you know, the City of Healdsburg is committed to promoting and supporting events that benefit our community. As a special event organizer hosting a 2023 event in the City of Healdsburg, we require some information on your special event. During their recent goalsetting session, City Council identified "special event review and fiscal information" as one of their goals for this year. As a result, we are asking for additional information for all special events hosted, sponsored, or permitted through the City of Healdsburg. The information you provide will aid City Council in understanding the total cost incurred during the event, such as entertainment, marketing, staffing, and any other expenses associated with the event. It is important to note that the information you provide may be made publicly available and will be included as a supplemental attachment to your 2023 special event permit.
Please complete this web form for all events occurring in 2023 (1 form submission per event). While the answers to the questions on this form are voluntary, this form MUST be submitted for all 2023 special events. Not submitting this form by the required deadline will delay any requests that must go to the City Council and the issuance of your special event permit.
Please complete and submit the form below by Friday, April 7, 2023, at Noon.
We appreciate your support and look forward to working with you on your 2023 event in Healdsburg.
Respectfully,
Matthew L. Milde, Recreation Supervisor, City of Healdsburg 707.431.3128 (o) | [email protected]
Name of Organization*
Healdsburg Box Car Derby Team, and sponsor organization Corazon Healdsburg Event Description*
The Healdsburg Prune Box Derby will be a joyful opportunity to build community via an all-ages, creative box car race in the city of Healdsburg. The event will to bring people and energy to under-supported businesses and neighborhoods, and will expand our town’s creative identity.
The derby organizing team is a group of highly experienced local creatives, teachers, and large scale event-producers. This event also has tremendous support from the local community. Inspiration: SFMOMA derby.
Submitted by*
Jessica Martin
i.e., John Smith
E-mail or phone number*
[email protected]
Please include this in case we have any follow-up questions.
Healdsburg Special Event - 2023 Intake Form - Submission #965 Date Submitted: 4/7/2023
9.A.f
Packet Pg. 157 Attachment: F. 2023 Intake Form - Healdsburg Prune Box Derby (3989 : Special Events Report and Proposed Special Event Review Process) Name of 2023 special event*
Healdsburg Prune Box Derby
One event per submission.
Date of 2023 event*
Oct 1st
If an event series, such as the weekly Farmers' Markets, please include a date range (ie. Tuesdays; May 16-Sept. 26, 2023).
Otherwise, list all dates.
Estimated Attendance *
400-1000
Year of First Event*
1937
i.e., 1985
Total Est. Budget - Event Expenses*
40,000
Note: Gross cost, including marketing, equipment, staffing, contracted services, etc. You do not need to include any costs incurred by the City of Healdsburg, if any. If you prefer not to provide this information, please write "Decline to provide." Total Est. Budget - Event Income *
40,000 (includes HTID funding already provided)
Note: Provide gross income. If you prefer not to provide this information, please write "Decline to provide."
Example of items that your organization will be funding* Permit application fees, insurance, port-a-potties, planning, safety barrier rental, signage, website, marketing, trash and recycling, scholarships for car building expenses for community members.
Est. Total Staff/Volunteer Hours to
Conduct The Event*
100
Note: Total staff/volunteer hours anticipated. Include all full-time, part-time, and volunteer hours from event conception to event debrief. Do not include any hours committed by the City of Healdsburg, if any. We only need one number (total hours estimated on behalf of the organization); however, additional room has been provided if you wish to provide more detail.
9.A.f
Packet Pg. 158 Attachment: F. 2023 Intake Form - Healdsburg Prune Box Derby (3989 : Special Events Report and Proposed Special Event Review Process) Road Closure(s)
Alcohol Consumption
Fence a Park / Restrict Public
Access
Over 24-Hours (with set-up /
clean-up)
No Official Requests
Other
Official Requests* Community Services is piloting a program this year to combine all special event requests for the remainder of 2023 into a single list for City Council review and approval. Our target date for any actions required by City Council is their meeting on Monday, May 1, 2023, but possibly Monday, May 15, 2023. Any special allowances will be contingent on the final review and issuance of a special event permit.
If Other, please explain:*
-We would also request no parking signs from the city. We would install them as needed. -Clarification on road closure: we will need one lane closed, for a length of 500-1000 feet. Racers go down the hill one at a time.
-We have a detailed presentation prepared that explains the logistics of the event so that the Council can get a better understanding of our simple, creative take on the traditional box derby.
If none, please write "non-applicable"
Yes
No
Unknown
Is your organization requesting
City of Healdsburg sponsorship? *
If yes, please list any requested support you need from the City of Healdsburg.
If no, please write "non-applicable."
THANK YOU!
Please note that we are currently undergoing an update to our Special Event Policy & Municipal Code, Special Event Permit Application, and permit process. Special Events occurring after January 1, 2024 will be required to use the updated Special Event Permit Application, which is will be available in Summer/Fall 2023. Event organizers will be contacted with an update/next steps for their 2024 events sometime this Summer. You are welcome to reach out to our team with any questions.
Please do not forget to hit the submit button below.
9.A.f
Packet Pg. 159 Attachment: F. 2023 Intake Form - Healdsburg Prune Box Derby (3989 : Special Events Report and Proposed Special Event Review Process) 5/10/2023 – Page 1
CITY OF HEALDSBURG
CITY COUNCIL FUTURE AGENDA ITEMS
(NOTE: The schedule is tentative and subject to change pending final publication and posting of the City Council meeting agenda) June 5, 2023 Elder Abuse Awareness Month Proclamation
Proclamation recognizing June 2023 as Lesbian, Gay, Bisexual, Transgender, Queer, Intersex, Asexual and Ally Pride Month
Fire Services Contract Approval
Annual Review of Good Faith Compliance with the Terms and Conditions of Development Agreements for the following Projects:
1. Saggio Hills Project
2. Mill District Project
3. North Village Project
Foley Family Community Pavilion Agreements with Hotel Duchamp Misc. Land Use Code Amendments 1st reading
Consideration of Electric Rate Increases for Fiscal Years 2024, 2025, 2026, & 2027 Sidewalk Safety Program Presentation
Animal Grazing Humane Treatment Policy
Discussion of Future SMART Train Station Location in Healdsburg Public Art Grant Awards
Appoint Council Subcommittee to Interview Planning Commission Applicants June 20, 2023
(Tuesday) Terms of Service Agreement Renewal with Reach For Home Animal Control Contract Renewal
Fitch Mountain Public Access Improvements Bid Award, PSA Approval, and CIP Budget Amendment Reject bids for the Dry Barrel Fire Hydrant Replacement Project Misc. Land Use Code Amendments 2nd reading
Landscaping and Lighting Assessment District
13.1.a
Packet Pg. 160 Attachment: Future Agenda Planning Sheet (4053 : Future Agenda Items - May 15, 2023) 5/10/2023 – Page 2
Diversity, Equity, and Inclusion Plan Development Update Climate Mobilization Strategy Draft Actions
Appointments to Planning Commission
Professional Services Agreement with the Chamber of Commerce August 7, 2023
Amend Special Event Policy and Chapter 12.24 of Municipal Code Professional Services Agreement for Design Services for Healdsburg Avenue Fitch Mountain Artwork
Foley Family Community Pavilion Bid Award
August 21, 2023
Council Position on California Business Roundtable Ballot Initiative for 2024 September 5, 2023
(Tuesday) Review Draft Climate Mobilization Strategy
(NOTE: The schedule is tentative and subject to change pending final publication and posting of the City Council meeting agenda)
13.1.a
Packet Pg. 161 Attachment: Future Agenda Planning Sheet (4053 : Future Agenda Items - May 15, 2023)