Healdsburg City Council
December 4, 2023

WHEREAS, in 2022, the City, Oaks & Olives, and SLR conceptually agreed to a "parcel swap", whereby Parcel 7 would be merged into the Community Park Parcel (Parcel 8) and the Vineyard Easement would be established as a separate parcel and transferred to Oaks & Olives; and
WHEREAS, on April 11, 2023, the following actions were undertaken to effectuate the parcel swap:

1. A fourth Insubstantial Amendment to the Saggio DA was approved to authorize an exchange of property between SLR and Oaks & Olives which resulted in Parcel 7 (which was then owned by Oaks & Olives) being incorporated into Parcel 8 (which was then owned by SLR) in exchange for the transfer of land that was subject to a Vineyard Easement (an easement in favor of Oaks & Olives) from SLR to Oaks & Olives.

2. The Vineyard Easement was terminated.

3. Oaks & Olives transferred title to Parcel 7 to SLR.

4. Resultant Parcels 7 and 8, per Lot Line Adjustment LLA 2022-07, were recorded. Resultant Parcel 7 is the former "Vineyard Easement." Resultant Parcel 8 consist of the former Parcel 7 which has been merged with Parcel 8.

5. SLR transferred title to Resultant Parcel 7 to Oaks & Olives.

6. SLR transferred title to Resultant Parcel 8 to the City of Healdsburg; and WHEREAS, the City and Oaks & Olives now desire to amend the General Plan and Zoning Map designations for Resultant Parcels 7 and 8 and Parcel 9 to reflect the current public ownership of Resultant Parcel 8 and Parcel 9 and the current private ownership of Resultant Parcel 7; and WHEREAS, the Planning Commission held a duly noticed public hearing on October 10, 2023, at which it reviewed the proposed General Plan and Zoning map amendments (GPA 0002- 2023 and LUA 0003-2023), considered all public comments on the amendments, and adopted Planning Commission Resolution No. 2023-23 recommending that the City Council approve the proposed General Plan and Zoning map amendments; and
WHEREAS, on December 4, 2023, the City Council held a duly noticed public hearing on General Plan Amendment GPA 0002-2023 and Land Use Code Amendment LUA 0003-2023, reviewed the written and verbal staff reports, took testimony, and received into the record all pertinent documents.

NOW THEREFORE BE IT RESOLVED that the City Council hereby approves General Plan Amendment GPA 0002-2023 which modifies the General Plan land use designations for three parcels in the Saggi Hills Project as shown on Exhibit A, attached hereto and incorporated herein by reference, and as summarized below:
• Change General Plan land use designation for Resultant Parcel 7 from Public/QuasiPublic ("PQP") to Very Low Density Residential ("VLR"),

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Packet Pg. 116 Attachment: Resolution (GPA 0002-2023) (4268 : Saggio Hills General Plan and Land Use Code Clean-up Amendments) Resolution No. – 2023

• Change General Plan land use designation for the portion of Resultant Parcel 8 which is designated VLR to PQP,
• Change General Plan land use designation for Parcel 9 from VLR to PQP.

BE IT FURTHER RESOLVED that this action is based on the facts and findings as set forth below:

1. The environmental effects related to the use of Resultant Parcel 7 as a vineyard entry feature for the Montage Healdsburg Resort, and the use of Resultant Parcel 8 as a community park, and the use of Parcel 9 as a pump station were analyzed in Saggio Hills Project EIR, consistent with the provisions of the California Environmental Quality Act (“CEQA”).

2. In accordance with Public Resources Code Section 21166 and CEQA Guidelines Section 15183 (Projects Consistent with a Community Plan, General Plan, or Zoning), no further environmental review is required for General Plan Amendment GPA 0002- 2023 which "cleans up" the general plan land use designations for three parcels within the Saggio Hills Project area (Resultant Parcel 7, Resultant Parcel 8, and Parcel 9) because the amendment would not result in on-site, off-site or cumulatively significant effects on the environment that were not examined in the certified EIR.

3. The proposed General Plan amendment is in the public interest as it assigns a "Public/Quasi-Public" designation to two parcels that are owned by the City of Healdsburg and a "Very Low Density Residential" designation to a parcel owned by Oaks & Olives, LLC (the owner of the Montage Healdsburg Resort). These land use designations are consistent with the master entitlements for the Saggio Hills Project.

The Public/Quasi-Public designation is appropriate for Parcel 9 and Resultant Parcel 8 which are owned by the City of Healdsburg and used for public purposes. The Very Low Density Residential designation is appropriate for Resultant Parcel 7 which is owned by Oaks & Olives and used as a gateway feature for the Montage Healdsburg resort. Very Low Density Residential is the General Plan land use designation that is assigned to all of the other parcels owned by the Resort.

4. General Plan Amendment GPA 0002-2023 is consistent and compatible with the policies and programs in the Healdsburg 2030 General Plan and the Saggio Hills Area Plan.

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Packet Pg. 117 Attachment: Resolution (GPA 0002-2023) (4268 : Saggio Hills General Plan and Land Use Code Clean-up Amendments) Resolution No. – 2023

PASSED, APPROVED AND ADOPTED by the City Council of the City of Healdsburg this 4 th
day of December 2023, by the following vote:

AYES: Councilmembers: ( )
NOES: Councilmembers: ( )
ABSENT: Councilmembers: ( )
ABSTAIN: Councilmembers: ( )
SO ORDERED: ATTEST:
___________________________________ ____________________________________ Ariel Kelley, Mayor Raina Allan, City Clerk

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Packet Pg. 118 Attachment: Resolution (GPA 0002-2023) (4268 : Saggio Hills General Plan and Land Use Code Clean-up Amendments) Resolution No. – 2023

EXHIBIT A
GENERAL PLAN AMENDMENT GPA 0002-2023
Revised General Plan Map for Saggio Hills Project - Resultant Parcel 7, Resultant Parcel 8, Parcel 9

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Packet Pg. 119 Attachment: Resolution (GPA 0002-2023) (4268 : Saggio Hills General Plan and Land Use Code Clean-up Amendments)

CITY OF HEALDSBURG
ORDINANCE NO. ____

AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF

HEALDSBURG ADOPTING LAND USE CODE AMENDMENT
LUA 0003-2023 TO "CLEAN UP" ZONING MAP
DESIGNATIONS FOR RESULTANT PARCEL 7, RESULTANT
PARCEL 8, AND PARCEL 9 OF THE SAGGIO HILLS PROJECT
WHEREAS, in 2010 and 2011, the Healdsburg City Council approved entitlements for the Saggio Hills Development Project ("Project") as follows:

1. On January 31, 2011, the Saggio Hills Area Plan was adopted by Resolution No. 17-2011;

2. On January 31, 2011, Ordinance No. 1071 establishing pre-zoning designations for the Saggio Hills planning area was confirmed and ratified by Resolution No. 19-2011;

3. On January 31, 2011, a Tentative Subdivision Map was approved for the Saggio Hills Development Project by Resolution 18-2011;

4. Effective April 11, 2011, the City of Healdsburg ("City") and Sonoma Luxury Resort, LLC ("SLR") entered into a Development Agreement for the Saggio Hills Project ("Saggio DA") which was adopted by Ordinance No. 1107; and
WHEREAS, prior to the City Council’s approval of the Project entitlements, an Environmental Impact Report ("Saggio Hills Project EIR") was prepared pursuant to the California Environmental Quality Act (Pub. Res. Code § 21000, et seq.) (“CEQA”), (State Clearinghouse No. 2003062025), which analyzed the environmental impacts of development of the Project. The Saggio Hills Project EIR was certified by the City Council on January 31, 2011, and a Mitigation Monitoring and Reporting Program ("MMRP") was adopted by Resolution No. 15-2011; and WHEREAS, the Project, which is now known as "Montage Healdsburg", includes a destination resort with a 130-key resort hotel and associated amenities, 70 resort residences, a community park, public and private trails, a pump station, on-and off-site infrastructure and roadway improvements, conveyance of property to the City for development of affordable housing and a fire substation, and developer contributions for various public amenities; and WHEREAS, in May 2019, following construction of the Passalacqua Pump Station to serve the Project, SLR transferred title to the Pump Station Parcel (Parcel 9) to the City of Healdsburg as required by the Saggio DA; and
WHEREAS, in April 2021, SLR entered into an agreement that transferred and assigned to Oaks & Olives, LLC ("Oaks & Olives") certain rights and obligations of the Saggio DA that pertain to the parcels that Oaks & Olives acquired in conjunction with its purchase of the Montage Healdsburg Resort (Parcels 1, 4, and 7), and at that time and per the Saggio DA, SLR granted to

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Packet Pg. 120 Attachment: Ordinance (LUA 0003-2023) (4268 : Saggio Hills General Plan and Land Use Code Clean-up Amendments) Ordinance No.

Oaks & Olives a non-exclusive easement over a portion of the Community Park Parcel (Parcel 8) at the corner of Healdsburg Avenue and Passalacqua Drive to provide access to a vineyard that was planted as an entry feature for the Resort ("Vineyard Easement"); and WHEREAS, in 2022, the City, Oaks & Olives, and SLR conceptually agreed to a "parcel swap", whereby Parcel 7 would be merged into the Community Park Parcel (Parcel 8) and the Vineyard Easement would be established as a separate parcel and transferred to Oaks & Olives; and
WHEREAS, on April 11, 2023, the following actions were undertaken to effectuate the parcel swap:

1. A fourth Insubstantial Amendment to the Saggio DA was approved to authorize an exchange of property between SLR and Oaks & Olives which resulted in Parcel 7 (which was then owned by Oaks & Olives) being incorporated into Parcel 8 (which was then owned by SLR) in exchange for the transfer of land that was subject to a Vineyard Easement (an easement in favor of Oaks & Olives) from SLR to Oaks & Olives.

2. The Vineyard Easement was terminated.

3. Oaks & Olives transferred title to Parcel 7 to SLR.

4. Resultant Parcels 7 and 8, per Lot Line Adjustment LLA 2022-07, were recorded. Resultant Parcel 7 is the former "Vineyard Easement." Resultant Parcel 8 consist of the former Parcel 7 which has been merged with Parcel 8.

5. SLR transferred title to Resultant Parcel 7 to Oaks & Olives.

6. SLR transferred title to Resultant Parcel 8 to the City of Healdsburg; and WHEREAS, the City and Oaks & Olives now desire to amend the General Plan and Zoning Map designations for Resultant Parcels 7 and 8 and Parcel 9 to reflect the current public ownership of Resultant Parcel 8 and Parcel 9 and the current private ownership of Resultant Parcel 7; and WHEREAS, the Planning Commission held a duly noticed public hearing on October 10, 2023, at which it reviewed the proposed General Plan and Zoning Map amendments (GPA 0002-2023 and LUA 0003-2023), considered all public comments on the amendments, and adopted Planning Commission Resolution No. 2023-23 recommending that the City Council approve the proposed General Plan and Zoning Map amendments; and
WHEREAS, on December 4, 2023, the City Council held a duly noticed public hearing on General Plan Amendment GPA 0002-2023 and Land Use Code Amendment LUA 0003-2023, reviewed the written and verbal staff reports, took testimony, and received into the record all pertinent documents.

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Packet Pg. 121 Attachment: Ordinance (LUA 0003-2023) (4268 : Saggio Hills General Plan and Land Use Code Clean-up Amendments) Ordinance No.

WHEREAS, based upon the Planning Commission’s recommendation and information received at the December 4, 2023 public hearing, the City Council makes the following findings:

1. The environmental effects related to the use of Resultant Parcel 7 as a vineyard entry feature for the Montage Healdsburg Resort, and the use of Resultant Parcel 8 as a community park, and the use of Parcel 9 as a pump station were analyzed in Saggio Hills Project EIR, consistent with the provisions of the California Environmental Quality Act (“CEQA”).

2. In accordance with Public Resources Code Section 21166 and CEQA Guidelines Section 15183 (Projects Consistent with a Community Plan, General Plan, or Zoning), no further environmental review is required for Land Use Code Amendment LUA 0003-2023 which "cleans up" the Zoning Map designations for three parcels within the Saggio Hills Project area (Resultant Parcel 7, Resultant Parcel 8, and Parcel 9) because the amendment would not result in on-site, off-site or cumulatively significant effects on the environment that were not examined in the certified EIR.

3. The proposed Land Use Code amendment is in the public interest as it modifies the Zoning Map to assign a "Public" zoning designation to two parcels that are owned by the City of Healdsburg and a "Planned Development" zoning designation to a parcel owned by Oaks & Olives, LLC (the owner of the Montage Healdsburg Resort). These zoning designations are consistent with the master entitlements for the Saggio Hills Project. The Public designation is appropriate for Parcel 9 and Resultant Parcel 8 which are owned by the City of Healdsburg and used for public purposes. The Planned Development designation is appropriate for Resultant Parcel 7 which is owned by Oaks & Olives and used as a gateway feature for the Montage Healdsburg resort. Planned Development is the zoning designation that is assigned to all of the other parcels owned by the Resort.

4. Land Use Code Amendment LUA 0003-2023 is consistent and compatible with the policies and programs in the Healdsburg 2030 General Plan including the Goals, Policies and Implementation Measures of the Land Use Element, and as amended the Zoning Map would be internally consistent with all other provisions of the Healdsburg Municipal Code.

NOW, THEREFORE, the City Council of the City of Healdsburg does ordain as follows:

Section 1. Findings.

The above recitals are hereby declared to be true and correct findings of the City Council of the City of Healdsburg.

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Packet Pg. 122 Attachment: Ordinance (LUA 0003-2023) (4268 : Saggio Hills General Plan and Land Use Code Clean-up Amendments) Ordinance No.

Section 2. Title 20 "Land Use Code" of the Healdsburg Municipal Code is amended to revise the Zoning Map for three parcels in the Saggio Hills project as follows:
(a) Change Zoning Map designation for Resultant Parcel 7 from Public ("P") to Planned Development ("PD"),
(b) Change Zoning Map designation for the portion of Resultant Parcel 8 which is designated PD to P,
(c) Change Zoning Map designation for Parcel 9 from PD to P. (d) The following exhibit depicts the amended Zoning Map classifications:

Section 3. The amended zoning district boundaries shall be depicted on the Zoning Map with a notation of the date and number of this ordinance on the map.

Section 4. Environmental Compliance.

The proposed amendments to the Zoning Map are consistent with the Healdsburg 2030 General Plan and the Saggio Hills Area Plan and the environmental effects of the Saggio Hills Area Plan and subsequent entitlements were addressed in the Final Environmental Impact Report ("EIR") for the Saggio Hills Planned Development Project (State Clearinghouse No. 2003062025) prepared pursuant to the California Environmental Quality Act (CEQA) and certified by the Healdsburg City Council on January 31, 2011.

Section 5. Severability.

If any provision of this ordinance or the application thereof to any person or circumstance is held invalid, the remainder of the ordinance and the application of such provision to other persons or circumstances shall not be affected thereby.

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Packet Pg. 123 Attachment: Ordinance (LUA 0003-2023) (4268 : Saggio Hills General Plan and Land Use Code Clean-up Amendments) Ordinance No.

Section 6. Effective Date and Publication.

This Ordinance of the City of Healdsburg shall be effective thirty (30) days after the date of its passage. Before expiration of fifteen (15) days after its passage, this Ordinance or a summary thereof as provided in Government Code section 36933, shall be published at least once in a newspaper of general circulation published and circulated in the City of Healdsburg, along with the names of the City Council members voting for and against its passage.

INTRODUCED by the City Council of the City of the Healdsburg on the 4th day of December, 2023, and PASSED and APPROVED at a regular meeting of the City Council on the __ day of ___, 2023, by the following vote:

AYES: Councilmembers: ( )
NOES: Councilmembers: ( )
ABSENT: Councilmembers: ( )
ABSTAIN: Councilmembers: ( )
SO ORDERED: ATTEST:
____________________________________ ____________________________________ Ariel Kelley, Mayor Raina Allan, City Clerk
Dated: ______________________________

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Packet Pg. 124 Attachment: Ordinance (LUA 0003-2023) (4268 : Saggio Hills General Plan and Land Use Code Clean-up Amendments)

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Packet Pg. 125
Attachment: PC Reso 2023-23 (4268 : Saggio Hills General Plan and Land Use Code Clean-up Amendments)

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Packet Pg. 126
Attachment: PC Reso 2023-23 (4268 : Saggio Hills General Plan and Land Use Code Clean-up Amendments)

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Packet Pg. 127
Attachment: PC Reso 2023-23 (4268 : Saggio Hills General Plan and Land Use Code Clean-up Amendments)

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Packet Pg. 128
Attachment: PC Reso 2023-23 (4268 : Saggio Hills General Plan and Land Use Code Clean-up Amendments)

SAGGIO HILLS SITE LOCATION MAP

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Packet Pg. 129 Attachment: Saggio Hills Site Location Map (4268 : Saggio Hills General Plan and Land Use Code Clean-up Amendments)

SAGGIO HILLS FIRST FINAL MAP

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Packet Pg. 130 Attachment: Saggio Hills First Final Map (4268 : Saggio Hills General Plan and Land Use Code Clean-up Amendments) LOT LINE ADJUSTMENT (LLA 2022
-07) MAP

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Packet Pg. 131 Attachment: Lot Line Adjustment LLA 2022-07 Map (4268 : Saggio Hills General Plan and Land Use Code Clean-up Amendments)

EXISTING & PROPOSED GENERAL PLAN & ZONING MAP DESIGNATIONS Exis%ng General Plan & Zoning map
designa%ons
(parcel boundaries shown are prior to LLA 2022-07)
Resultant
Parcel 7
Resultant
Parcel 8
Parcel 9
Proposed General Plan & Zoning map
designa%ons
(parcel boundaries reflect LLA 2022-07)
Parcel 8
Parcel 7
Parcel 9

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Packet Pg. 132 Attachment: Existing and Proposed Genl Plan & Zoning Designations (4268 : Saggio Hills General Plan and Land Use Code Clean-up

EXISTING GENERAL PLAN & ZONING MAPS
(Saggio Hills Project area)
General Plan Map
Zoning Map

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Packet Pg. 133 Attachment: Existing Genl Plan and Zoning Maps (4268 : Saggio Hills General Plan and Land Use Code Clean-up Amendments)

CITY OF HEALDSBURG

CITY COUNCIL AGENDA STAFF REPORT
MEETING DATE: December 4, 2023
SUBJECT: Special Events Policy and Municipal Code Update PREPARED BY: Matt Milde, Recreation Supervisor
STRATEGIC INITIATIVE(S):

Maintain and Improve Infrastructure and Facilities
Provide Effective Governance
Maintain and Enhance Public Health and Safety
RECOMMENDED ACTION(S):

1. Adopt a Resolution rescinding Resolution No. 136-2014 and adopting the proposed Policy for Special Events and City Partnership; and

2. Introduce for first reading, by title only and waiving reading of the text, An Ordinance of the City Council of the City of Healdsburg amending Healdsburg Municipal Code Chapter 12.24 (Special Events); and repealing in its entirety Chapter 10.48 (Parade Permits) and Section 12.32.040 (Special event permit); and

3. Approve the 2024 Master Calendar of Events, including the addition of AVFest Block Party, Healdsburg Arts Festival, HowlOween Pet Parade, and Healdsburg Crush as a partnership event; and

4. Provide direction to staff regarding a request for City partnership from the Sonoma County Bicycle Coalition for the Healdsburg Ciclovía.

COMMUNITY ENGAGEMENT/OUTREACH:

Community Services has been working on revisions to the special events policy and Healdsburg Municipal Code since 2018. These discussions occurred at the following public Parks & Recreation Commission and City Council meetings:
• March 28, 2018
• April 11, 2018
• January 9, 2019
• November 17, 2021

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• December 8, 2021
• May 15, 2023
• November 8, 2023
The Community Services Department has provided written notification regarding the proposed Special Events Policy and Municipal Code to all businesses and residents near the Healdsburg Plaza and adjoining blocks, including to sections of North Street, Matheson Street, Center Street, Plaza Street, Healdsburg Avenue, and West Plaza Park courtyard.

In addition to the above notification regarding changes to the City’s Code and policy, special event organizers are required to notify neighboring properties in advance of their scheduled event. This communication serves to inform adjacent residents and business owners of any potential effects arising from a permitted event.

BACKGROUND:

In 2014, the City Council adopted a Special Events Policy (Attachment B) through Resolution No. 136-2014, which serves as a guide for obtaining permits and utilizing City parks, recreation facilities, or public right-of-way for special events. However, over the years, certain guidelines within the policy presented challenges for staff management and the need for striking an optimal balance between public use and special event use of these facilities. Additionally, staff has identified discrepancies between the Special Event Policy and the City's Municipal Code (Attachment D).

To address these issues, City staff collaborated with members of a special events policy Ad-Hoc Committee and presented proposed revisions to the City’s Special Event Policy and Municipal Code to the Parks and Recreation Commission on January 9, 2019. The Parks and Recreation Commission reviewed the proposed revisions and recommended that the City Council adopt the changes.

Progress was delayed due to a flood, Kincade Fire, and COVID pandemic. Staff reconvened in late 2021, building on the 2019 progress.

On May 15, 2023, staff presented a report on the current state of special events to the City Council, along with proposed changes to the special event permitting process. The changes included a procedure allowing City sponsorship and partnership in events. At that meeting, the Council directed staff to incorporate a Master Calendar of Events into the special event permit review process and to bring forward those events seeking City sponsorship. Staff’s recommended Master Calendar of Events for 2024 is attached as Attachment A.

On November 8, 2023, the Parks & Recreation Commission voted unanimously to recommend that Council approve a Policy for Special Events and City Partnerships (Attachment C) and revisions to the Healdsburg Municipal Code (Attachment E). The Commission also recommended the Healdsburg Crush, organized by the Boys & Girls Clubs of Sonoma-Marin, be granted temporary waivers for use of the Healdsburg Plaza until the completion of the new Foley Family Community Pavilion.

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Tonight, staff presents proposed amendments to the Municipal Code, a revised special events policy, based on Council’s direction and feedback from the Parks & Recreation Commission, and a recommended Master Calendar of Events for 2024.

DISCUSSION/ANALYSIS:

The Healdsburg special events policy provides a framework and guidelines governing the planning, evaluation, and coordination of special events conducted on City property. Its primary objective is to assist staff in assessing and determining approvals or denials for such events.

Attachment A details a summary of proposed revisions to the Special Event Policy and Municipal Code and includes the following:

Recommended Municipal Code and Policy Revisions
Recommended Revisions to the Special Events Policy
• Special event organizers that require City support through fee waivers, in-kind equipment or services, and donated staff time can apply for a City partnership on their event. City partnered events have different levels of City involvement and are classified into three categories as follows:
o City of Healdsburg Events – City produced and managed events, such as St.

Patrick's Day Parade, Tuesdays in the Plaza, Merry Healdsburg, etc. o Partnership Events – Events that receive City support through fee waivers, inkind equipment or services, and donated staff time. Partnership events have different levels of City involvement and are classified into three subcategories:
▪ 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. The City provides minor marketing support.
▪ 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. The City provides a reasonable amount of marketing support.
▪ 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 debriefings.
o 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. • Add a "Master Calendar of Events”, to be adopted by Council each year. • Except for spontaneous events, limit special events held in the Plaza to City or City cosponsored events.

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• Add Foley Family Community Pavilion as a Downtown Event Venue. • Remove “Ceremonial Events” as an event category.
• Limit hours of use of parks and downtown event venues to 16 hours per event (6am – 10pm) unless the Community Services Director grants a waiver. • Allow event organizers to submit requests for multi-day events. • Change event application submission deadlines to 45 days in advance of event for major events, 30 days for minor events.
• Restructure the policy for improved readability.

Recommended Revisions to the Healdsburg Municipal Code
• Repeal Chapter 10.48 (Parade Permits) and Section 12.32.040 (Camping / Special event permit).
• Allow event organizers to submit requests for multi-day events. • Change submission deadlines to 45 days in advance of event for major events, 30 days for minor events.
• Add several special event definitions including for a “Major” event. • Add language pertaining to spontaneous special events. • Update fee structure for special event permitting.

The revised policy includes a Master Calendar of Events, guidance for partnering with Healdsburg-based non-profits, and allowances for spontaneous events. These modifications are intended to streamline the permitting process and improve the readability of the policy, ultimately enhancing the management and coordination of special events within the city while considering public and event organizers’ needs. The proposed revisions showcase the concerted effort to create a more efficient, inclusive, and transparent framework for managing special events in Healdsburg.

Approval of 2024 Master Calendar of Events
The recommended Policy for Special Events and City Partnership requires the Council adopt a Master Calendar of Events for each year. The Master Calendar of Events includes all of the anticipated City-hosed events and Partnership events for the coming year; events on the calendar are conditionally approved, contingent on the applicant receiving a special event permit and any other requirement permits from staff. Events proposed for City partnership throughout the year that are not on the Master Calendar must be approved by Council at a future meeting and given a compelling reason for short notice. The 2023 Master Calendar of Events, approved by City Council on May 15, 2023, is attached as Attachment G.

The recommended 2024 Master Calendar of Events (Attachment H) includes all events from the 2023 Master Calendar, with the following exceptions:
• Events not requiring a special event permit.
• Special events classified as External Events
• Any activity permitted under a Facility Use Permit such as the Redwood Empire Weekly Food Distributions, Zero Waste E-Waste / Recycle Events, the Back-to-School STEAM event and Food Pantry Holiday Giveaway held at the Healdsburg Community Center, etc.

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• The Healdsburg Fire & Emergency Preparedness Expo is not included, as the Healdsburg Kiwanis is not hosting the event in 2024.

The 2024 Master Calendar of Events includes the following City-managed events that are new from the 2023 Master Calendar:

Fitch Mountain Access Improvement Project Event
Anticipated for Spring 2023, a City-managed event in partnership with Senator McGuire’s Office to celebrate the completion of the Fitch Mountain Access Improvement Project.

The 2024 Master Calendar of Events includes the following requests for City partnership:

AVFest Block Party
AVFilm seeks a Collaborator Partnership for its AVFest Block Party. The event application describes the event as follows:
• Anticipated for Friday, May 3, 2024
• The AVFest Block Party has occurred for several years in front of The Clover Theater as a kick-off to the annual AVFilm Festival (AVFest).
• The event requires a new location due to the recent closure of The Clover Theater. • The Block Party portion of AVFest is free and open to the public. • The event would include a road closure and consumption of alcohol. • AVFilm intends for the AVFest Block Party to be held annually in Healdsburg at The Raven Performing Arts Theater on North Street between Healdsburg Ave. and Center St. • The organizer initially sought City Partnership as a "Sponsor" in their Special Event Partnership Request submission. However, the supplemental letter from AVFilm outlines specific infrastructure needs, including street closures, Recology waste servicing, day-of staffing, and facility support. This type of event support on behalf of the City would classify the request as a “Collaborator”.
• Community Services has historically sponsored AVFilm’s Summer Movie Series in the Plaza.

Staff supports granting AVFilm a Collaborator partnership to address their needed road closure and other infrastructure requirements for the AVFest Block Party. Staff thus recommends adding the AVFest Block Party to the 2024 Master Calendar.

Healdsburg Arts Festival
For nearly 10 years the Healdsburg Center for the Arts has organized the Healdsburg Arts Festival. The City has been a regular partner in the event. The Healdsburg Arts Festival is anticipated to return in 2024 after a hiatus mainly in part due to the impacts of the Covid-19 pandemic.

Staff supports granting Healdsburg Center for the Arts a Collaborator partnership to address their support needs which have included road closures, on-site staff support, and other infrastructure requirements. Staff thus recommends adding the Healdsburg Center for the Arts to the 2024 Master Calendar.

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HowlOween Pet Parade
For over 10 years, the Humane Society of Sonoma County – Healdsburg has hosted the HowlOween Pet Parade on the Plaza. Adoption of the new policy would only permit use of Plaza Park exclusively for special events under the management of the City of Healdsburg and events conducted in partnership with the City. Since the City is not a current partner on the HowlOween Pet Parade the event requires a partnership from the City to continue using the Healdsburg Plaza.

Staff supports granting Humane Society of Sonoma County – Healdsburg a Sponsorship partnership to address their needed to use the Healdsburg Plaza and continue with their event in its current format. Staff thus recommends adding the HowlOween Pet Parade to the 2024 Master Calendar.

Healdsburg Crush
For the past 20 years, the Boys & Girls Clubs of Sonoma-Marin have hosted the Healdsburg Crush on the Plaza. The event is a fundraiser for the organization generating roughly 200k a year. Under the new policy, the Plaza may not be used for events other than those managed or sponsored by the City.

The Boys & Girls Club have agreed to relocate their event to the Foley Family Pavilion when it is completed but, until then, wish to continue hosting their event in the Plaza. The Parks & Recreation Commission recommended the Healdsburg Crush be granting temporary waivers to the Healdsburg Crush for utilizing the Healdsburg Plaza until the construction of the new Foley Family Community Pavilion is finished. However, according to the proposed policy, no exceptions will be made for holding non-City sponsored events in the Plaza. Therefore, to temporarily allow the event to occur in the Plaza, the event would require the City to sponsor the event, until the Foley Family Community Pavilion becomes accessible for their use.

Considering their temporary need to support the Healdsburg Crush until the Foley Family Community Pavilion becomes accessible, Staff supports a City sponsorship for use of the Plaza and adding the event to the 2024 Master Calendar.

Proposed Cyclovía Event
The Sonoma County Bicycle Coalition has submitted a Collaborator Partnership request for a Ciclovía. The event application describes the event as follows:
• Anticipated for September 15, 2024
• A Ciclovía, also known as an "open streets" initiative, is a closure of a street or series of streets to automobile traffic, allowing them to become accessible to pedestrians, cyclists, and other non-motorized modes of transportation.
• Requested road closure of 1-3 miles of a major street and proposes “Community Center, Healdsburg Plaza, Road Closures: Healdsburg Ave from the Roundabout to North Street.

Additional road closure points on Matheson Street, Plaza Street, for the event route.” • Anticipated event attendance is 500 people.

Sonoma County Bicycle Coalition has articulated to staff that road closures would be mandatory

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for an open streets event, however, they are able to modify their desired closure locations.

While staff appreciates the positive aspects of the event, staff have concerns about its potential disproportionate impact on the community, including impacts on Downtown businesses, traffic flow, accessible parking, and public safety. Closure of the City’s primary arterial, along with multiple side streets requires an extremely high level of planning, outreach, and day-of event support from staff, including likely overtime shifts from public safety departments. As shown below under Fiscal Impact, the event, as proposed, is estimated to require over 100 hours of staff time that would be comprised of overtime, extra hours, and/or re-allocation away from other projects or priorities. Although staff values the concept, we are not entirely comfortable with the proposed plan. Therefore, staff requests direction from City Council to continue working with the Bicycle Coalition to determine if they can identify a modified plan around street closures that is more feasible in terms of impact on members the public, local businesses, and City resources.

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:
• Deny all or any combination of the recommended actions. • Modify any portion of the recommended actions.

FISCAL IMPACT:

If the policy and Municipal Code revisions are adopted, staff will need to dedicate a minimal amount of time to conduct outreach to event organizers of the approved changes. Staffing and associated costs will be funded from the department budget for Community Services.

The estimated costs for the Special Event Requests for “sponsor” City Partnership are as follows:
• $91.60 - HowlOween Pet Parade (Humane Society of Sonoma County – Healdsburg) o $66.60 - 2 part-time staff hours
o $25 - Administrative overhead
The estimated costs for the Special Event Requests for “collaborator” City Partnership are as follows:
• $5,220 - AVFest Block Party (AVFilm)
o $2,365 - 20 full-time staff hours
o $830 - 25 part-time staff hours
o $2,000 - Recology servicing
o $25 - Administrative overhead
• $6,220 – Healdsburg Arts Festival (Healdsburg Center for the Arts) o $2,365 - 20 full-time staff hours
o $830 - 25 part-time staff hours
o $3,000 - Recology servicing

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o $25 - Administrative overhead
• $11,785 – Healdsburg Ciclovía (Sonoma County Bicycle Coalition) o $7,095 - 60 full-time staff hours
o $1,665 - 50 part-time staff hours
o $3,000 - Recology servicing
o $25 - Administrative overhead
o Cost unknown - Road closure support would likely need to be contracted through an outside provider.

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. Staffing and associated costs will be funded from the approved department budget for Community Services to support these partnerships.

ENVIRONMENTAL ANALYSIS:

Adoption of this Ordinance and Policy, which regulates special events, is not subject to the provisions of the California Environmental Quality Act ("CEQA") because it is not a project, since it will not have a direct or reasonably foreseeable indirect impact on the environment.

Even if adoption of this Ordinance and Policy were deemed a project, it would be exempt from CEQA pursuant to CEQA Guidelines Section 15304 Minor Alterations to Land, as it provides procedures for the authorization of the use of land having negligible or no permanent effects on the environment and does not involve the removal of healthy, mature scenic trees. Further, special events are considered normal operations of existing facilities for public gatherings (CEQA Guidelines Section 15323). Temporary special events occurring at City venues have occurred with regularity for many years and future events would not represent a change in their operation. In addition, there will be no impact on environmental resources of hazardous or critical concern. The proposed Ordinance and Policy will not result in cumulative impacts, impacts to scenic highways, or historic resources, nor does the Ordinance involve a hazardous waste site or unusual circumstances. Therefore, none of the exceptions pursuant to CEQA Guidelines Section 15300.2 apply.

Review and approval of the 2024 Master Calendar of Events is not subject to the provisions of CEQA because it is not a project, since it will not have a direct or reasonably foreseeable indirect impact on the environment.

ATTACHMENT(S):

Attachment A - Summary of Proposed Policy and HMC Changes Attachment B - Existing Special Events Policy
Attachment C - Resolution - Proposed Policy for Special Events and City Partnerships Attachment D - Existing HMC Chapter 12.24 Special Events Attachment E - Ordinance - Proposed HMC Chapter 12.24 Special Events Attachment F - 2024 Master Calendar of Events
Attachment G – 2023 Master Calendar of Events
Attachment H – 2024 Special Event Requests for Partnership

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No. Reference / Existing Policy Proposed Change(s) Rational to Proposed Change(s) 1 Resolution No. 136‐2014; Section 1 –
No existing definition
A "major event" is defined as an event expected to draw more than 500 attendees and possessing at least one of the following features: lasting over eight hours, involving alcohol sales or consumption on‐site, necessitating road closures, occurring between 10:00 p.m. and 6:00 a.m., spanning multiple days, or being classified by the Community Services Director as significantly impacting city resources and infrastructure.

No definition currently exists.
2 Resolution No. 136‐2014; Section 1 –
Plaza Park
Use of Plaza Park is exclusively available for special events under the management of the City of Healdsburg and events conducted in partnership with the City.

The objective is to maintain the accessibility of the Healdsburg Plaza for the community on a continuous basis, including during special events. It is essential to achieve a harmonious balance between public utilization and special event activities to prevent excessive impact on the park. Additionally, promoting the utilization of alternative parks and public recreational areas, such as the new Foley Family Community Pavilion which would be better suited to met the logistical demands of more frequent and larger special events.
3 Resolution No. 136‐2014; Section 2 –
No existing policy provision
Add for the allowance of event organizers to submit multi‐day events and classify them as "Major" events for City review and approval.

Provides greater clarity that the policy doesn't prohibit multi‐days events and classifying any multi‐day special event as a "Major" event is beneficial for several reasons: (1) Logistical Impact ‐ Requires more extensive logistical planning, infrastructure, and resources compared to shorter events and can involve complex arrangements for security, traffic control, waste management, and emergency services; (2) Community Impact ‐ Impact the local community by way of affecting traffic, noise levels, and accessibility to public spaces that need to be considered; (3) Safety and Security ‐ Ensuring the safety and security of participants and attendees becomes more complex (i.e., Planning for crowd control, medical services, and emergency response); (4) Resource Allocation – Requires ensure resources are available such as law enforcement, fire personnel, and other public services.
4 Resolution No. 136‐2014; Section 2 –
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.

Events shall operate during the hours of 6:00 a.m.‐10:00 p.m., including set‐ up and clean‐up unless a waiver pursuant to Chapter 12.24 of the Municipal Code is granted by the Community Services Director or their designee.

It allows for uniformity across event locations, minimizing disruptions between event activities and the peaceful enjoyment of public spaces, all while preserving flexibility for multi‐day events.

Proposed Changes to the Healdsburg Special Events Policy ATTACHMENT A ‐ Summary of Proposed Policy and HMC Changes 1 of 4

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Attachment: Attachment A - Summary of Proposed Policy and HMC Changes (4270 : Special Events 5 Resolution No. 136‐2014; Section 4 ‐
City sponsored events are exempt from
restrictions, requirements and
guidelines conducted in a City venue.

Remove language that City is exempt from the policy.

City organized events such as Tuesdays in the Plaza, St. Patrick's Day Parade, Merry Healdsburg, and any newly proposed city‐run events would be considered by City Council during the approval of the "Master Calendar of Events" each Fall. 6 Resolution No. 136‐2014; Section 4 –
Applications may be submitted no less
than 90 days for major events.

Alter submission deadlines for major events to 45 days and for minor events to 30 days, following advice from the City's legal counsel. To implement this change, all special events and exceptions to the policy or municipal code would require review and approval during the application assessment by City Staff. City Staff is typically more proficient in crafting specific conditions aimed at addressing the significant interests of the City and not influenced by the content of the event's free speech.

However, external special events expected to draw 1,000 or more attendees will necessitate review and approval by the City Council due to their potential impact on staff time and City resources. Lastly, the City Council will annually approve all partnered events, with provisions for late requests granted under justifiable circumstances.

The City’s current special events policy requires 90 days’ notice for “major events,” although the term “major events” is not defined. The proposed adjustment would save considerable staff time for items that consistently receive recommendations from the Parks & Recreation Commission and approval of City Council. Moreover, it helps ensure traffic and pedestrian safety, maintaining public convenience, and regulating the competing uses of public forums. Lasty, allowing for a shorter approval for special event permits will allow for more accurate permit application submissions. 7 Resolution No. 136‐2014; Section 4 – No
existing policy provision
All major events taking place in City parks or recreation facilities to be reviewed and approved by City Staff. However, external special events anticipated to involve the attendance of 1,000 or more persons, will be required to enter into a cost recovery deposit agreement, fee agreement, or other use agreement, all subject to review and approval by the City Council.

See above.
8 Resolution No. 136‐2014; Section 11 –
No existing policy provision
Add general guideline that users may request a variance on this policy by way of special event permit application and City approval. See above. 9 Resolution No. 136‐2014; Section 10 –
Special events shall not exclude the
public from the general use of any City
park or public property unless approved
by City Council.

Gating, fencing, or restricting access to Plaza Park for any reason is not permitted. A waiver must be approved by the City to exclude the public from the general use of any other City park or public property.

To keep the Healdsburg Plaza open for the community at all times and during all special events. Other parks and city facilities can serve as appropriate spaces for events that require a physical boundary or exclusive use.
2 of 4

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Attachment: Attachment A - Summary of Proposed Policy and HMC Changes (4270 : Special Events 10 Resolution No. 136‐2014; No existing
criteria
Add policy language pertaining to spontaneous special events that would allow expressive activities to occur under short notice.

A spontaneous event policy allows for immediate response and expression, where time is a factor in the effectiveness of the expression.
11 Resolution No. 136‐2014; Section 1 –
Defines small ceremonial eventsmanaged by Healdsburg‐based non‐ profits that are low‐impact.

Remove "Ceremonial Event" definition. A "Ceremonial Event "Definition is not necessary as one could easily be classified as a Minor/Major event. 12 Resolution No. 136‐2014; No existing
reference.

Staff recommends formalizing a "Master Calendar of Events" process that would include a process for special event partnership approval. Healdsburg‐ based non‐profits would have the opportunity to apply once a year to enter into a event partnership with City Council approval.

City Council directed staff to incorporate a "Master Calendar of Events" into the approval process. This establishes a Master Calendar for events the City chooses to partner with, with the aim of reducing the time needed for special event permit application review and approval.
13 Resolution No. 136‐2014; No existing
criteria.

Define "City Partnerships" and formalize criteria to allow for City Council partnership approval and conditional special event approval.

Provides greater transparency when considering event partnerships, clearer eligibility requirements, ensures that the City has resources to commit to partnered events, encourages advanced planning, and allows the City to plan schedules accordingly. 14 Resolution No. 136‐2014; No existing
reference. Add Foley Family Community Pavilion as a Downtown Event Venue Events at the Foley Family Community Pavilion could result in increased traffic downtown and existing facility rentals should be considered when reviewing special events in the downtown core.
3 of 4

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Attachment: Attachment A - Summary of Proposed Policy and HMC Changes (4270 : Special Events No. Reference / Existing Code Proposed Change(s) Rational to Proposed Change(s) 1 12.24.030 – Application shall be
submitted 30 days prior to event for all
events.

See above. See above.
2 12.24.040 – Application shall be
approved/denied within five business
days.

See above. See above.
3 12.24.080 – Insurance with
endorsements shall be filed not less
than three business days prior to event.

Remove deadline for filing insurance documents.

As part of their special event application submission, applicants must provide a certificate of insurance that meets the City's minimum requirements with the necessary endorsements.
4 12.24.110 – An appeal shall be heard by
the City Council at its next regular
meeting.

The appeal hearing shall be scheduled for the next available City Council meeting.

To ensure that appeals are accommodated in a timely manner. 5 No existing criteria Develop criteria for approving or denying special event requests. Proposed criteria included. Provides greater clarity in deciding whether to approve an application, no consideration may be given to the message of the event, the content of speech, or the identity or associational relationships of the Applicant. 6 Chapter 10.48 Parade Permits –
Prohibits conducting or participating in
any parade without a permit.

Repeal Chapter 10.48 Parade Permits Repetitive Code; Parade permits can be guided by HMC Chapter 12.24. 7 12.32.040 – Authorizing overnight
camping on public property for a special
event.

Repeal Section 12.32.040 Camping / Special event permit Repetitive Code; Camping equipment/personnel on public property overnight can be guided by HMC Chapter 12.24. 8 12.24.060 ‐ Establishment of fees. Update fee structure associated with special event permitting.

Applicable fess have been more clearly articulated in both the Special Event Policy and HMC, however, staff intends to updates the fee structure associated with the special event permitting during the next annual update of the Master Fee Schedule.

Proposed Changes to the Healdsburg Municipal Code
4 of 4

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Attachment: Attachment A - Summary of Proposed Policy and HMC Changes (4270 : Special Events

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.

9.A.b
Packet Pg. 146 Attachment: Attachment B - Existing Special Events Policy (4270 : Special Events Policy and Municipal Code Update)

9.A.b
Packet Pg. 147 Attachment: Attachment B - Existing Special Events Policy (4270 : Special Events Policy and Municipal Code Update) 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.

9.A.b
Packet Pg. 148 Attachment: Attachment B - Existing Special Events Policy (4270 : Special Events Policy and Municipal Code Update) 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.b
Packet Pg. 149 Attachment: Attachment B - Existing Special Events Policy (4270 : Special Events Policy and Municipal Code Update) 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.b
Packet Pg. 150 Attachment: Attachment B - Existing Special Events Policy (4270 : Special Events Policy and Municipal Code Update) 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.b
Packet Pg. 151 Attachment: Attachment B - Existing Special Events Policy (4270 : Special Events Policy and Municipal Code Update) 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.b
Packet Pg. 152 Attachment: Attachment B - Existing Special Events Policy (4270 : Special Events Policy and Municipal Code Update)

CITY OF HEALDSBURG
RESOLUTION NO. XXX-2023

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
HEALDSBURG RESCINDING RESOLUTION NO. 136-2014

AND ANY PREVIOUSLY ADOPTED RESOLUTIONS IN

CONFLICT HEREWITH AND ADOPTING A POLICY FOR

SPECIAL EVENTS AND CITY PARTNERSHIPS
WHEREAS, the City of Healdsburg (“City”) recognizes the importance and value of special events in promoting community engagement, cultural vitality, economic development, and tourism within the City; and
WHEREAS, the City periodically receives requests for the use of City parks, streets, sidewalks, and other rights-of-way for special events; and WHEREAS, the City Council has determined that downtown event venues, and venues outside the downtown core are areas available to the public for special event use; and WHEREAS, the City Council recognizes the need to update the existing special events policy to address inconsistencies between Resolution No. 136-2014 and Section 12.24 of the City of Healdsburg Municipal Code; and
WHEREAS, the City Council desires to establish a comprehensive and transparent policy framework to guide the planning, organization, and execution of special events in a manner that ensures public safety, minimizes disruptions to residents and businesses, and maximizes the benefits to the community; and
WHEREAS, the City Council also desires to establish a procedure for the City to partner with certain special events that provide a unique benefit to City residents, businesses and visitors.

NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Healdsburg hereby rescinds Resolution No. 136-2014 in its entirety, and any previously adopted Resolutions in conflict herewith; and
BE IT FURTHER RESOLVED, that the City Council:

1. Finds that adopting the Policy for Special Events and City Partnership is not subject to the provisions of the California Environmental Quality Act ("CEQA") because it is not a project, since it will not have a direct or reasonably foreseeable indirect impact on the environment. Even if adoption of this Policy were deemed a project, it would be exempt from CEQA pursuant to CEQA Guidelines Section 15304 Minor Alterations to Land, as it provides procedures for the use of land having negligible or no permanent effects on the environment and does not involve the removal of healthy, mature scenic trees. Further, special events are considered normal operations of existing facilities for

9.A.c
Packet Pg. 153 Attachment: Attachment C - Resolution - Proposed Policy for Special Events and City Partnerships (4270 : Special Events Policy and Municipal Resolution No. -2023

public gatherings (CEQA Guidelines Section 15323). Temporary special events occurring at City venues have occurred with regularity for many years and future events would not represent a change in their operation. In addition, there will be no impact on environmental resources of hazardous or critical concern. The proposed Policy will not result in cumulative impacts, impacts to scenic highways, or historic resources, nor does the Policy involve a hazardous waste site or unusual circumstances.

Therefore, none of the exceptions pursuant to CEQA Guidelines Section 15300.2 apply.

2. Adopts the Policy for Special Events and City Partnership attached hereto as Exhibit “A”.

PASSED, APPROVED AND ADOPTED, this 4th day of December, 2023 by the following:

AYES: Councilmembers: ( )
NOES: Councilmembers: ( )
ABSENT: Councilmembers: ( )
ABSTAINING: Councilmembers: ( )
SO ORDERED: ATTEST:
__________________________________ ____________________________________ Ariel Kelley, Mayor Raina Allan, City Clerk

9.A.c
Packet Pg. 154 Attachment: Attachment C - Resolution - Proposed Policy for Special Events and City Partnerships (4270 : Special Events Policy and Municipal Resolution No. -2023

EXHIBIT A

CITY OF HEALDSBURG

POLICY FOR SPECIAL EVENTS AND CITY

PARTNERSHIP
This policy serves as a framework for the planning, management, and execution of special events within the City of Healdsburg (“City”) and is intended to implement Chapter 12.24 of the Healdsburg Municipal Code. We recognize the value of special events in fostering community spirit, promoting diversity, and driving economic growth. By providing guidelines and requirements, for both special event sites and opportunities for City partnership, we aim to support event organizers in delivering safe and engaging experiences, ensuring the efficient use of public resources, and ensuring all events comply with local, State, and Federal law. The restrictions, requirements, and guidelines provided below apply to all special events as defined in Chapter 12.24 of the Municipal Code. In the event of a conflict between any provision of this Policy and Chapter 12.24 of the Municipal Code, the Code provision shall control.

1. Definitions. All definitions included in Section 12.24.020 “Definitions” of the Healdsburg Municipal Code shall apply here, in addition to the following Policy-specific definitions:

1.1. “Downtown Core” – All public property within 1,500’ of the Healdsburg Plaza.

1.2. “Event Organizer” - The individual or group responsible for planning, coordinating, and executing the special event.

1.3. “Master Calendar of Events” – A comprehensive and centralized schedule that includes a complete list of planned special events. This calendar serves as a single source for all upcoming events and helps in coordinating and managing various activities efficiently. The purpose of a Master Calendar of Events is to provide a clear overview of events, making it easier to avoid scheduling conflicts, allocate resources appropriately, confirm special events under a City partnership, and ensure smooth coordination among different stakeholders.

1.4. “Special Event Request for City Partnership” – An annual formal request made by individuals or organizations to be added to the City’s Master Calendar of Events to hold a specific event or activity on a specific date(s) under a partnership with the City.

2. Permit Required
A permit is required for special events in accordance with Healdsburg Municipal Code Chapter 12.24.

3. General Guidelines

3.1. Special events generally:

3.1.1. Events shall operate during the hours of 6:00 a.m.-10:00 p.m., including set-up and clean-up unless a waiver pursuant to Chapter 12.24 of the Municipal Code

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Packet Pg. 155 Attachment: Attachment C - Resolution - Proposed Policy for Special Events and City Partnerships (4270 : Special Events Policy and Municipal Resolution No. -2023

is granted by the Community Services Director or their designee.

3.1.2. Live and/or recorded amplified sound is prohibited before 6:00 a.m. and after 10:00 p.m.

3.1.3. Smoking is prohibited in, and 20’ away from, all public recreation areas including areas designated under a special event permit.

3.1.4. City staff shall not be prevented from entering an event to conduct an inspection or access City facilities.

3.2. Special events held in City parks:

3.2.1. To minimize compaction and damage to the park landscapes during the wet season, special events may be restricted to paved areas between November and May.

3.2.2. Special events shall not exclude the public from the general use of any City park or public property unless a waiver has been approved.

3.3. Special events held in a City street:

3.3.1. Requests to close City streets must be pre-approved.

3.3.2. It is the responsibility of the event organizer to ensure notification is provided to all property owners who are directly impacted by any road or lane closure.

3.3.3. Dumping food, liquid, debris into the street or storm drain is not allowed at any time.

3.4. Special events requiring waste management:

3.4.1. Applicant shall provide adequate trash, recycling, and compost containers at the applicant’s own cost.

3.4.2. Applicant shall provide adequate portable restrooms at the applicant’s own cost.

3.4.3. All waste services equipment shall be removed within 24 hours of the conclusion of the event, or on the next available servicing day for contracted waste services.

3.4.4. Post-Event:
a) The event organizer shall be responsible for all litter removal, trash collection, or other clean up caused by the event.
b) The event organizer shall be responsible for the cost of all damage to City venues resulting from the event.

4. Event Venues Outside the Downtown Core

4.1. The number of community special events held in City venues outside the Downtown Core shall be determined by the City based on the impacts on neighboring properties and City services.

4.2. A special event with more than 2,500 attendees shall not be scheduled in a City venue outside

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Packet Pg. 156 Attachment: Attachment C - Resolution - Proposed Policy for Special Events and City Partnerships (4270 : Special Events Policy and Municipal Resolution No. -2023

the Downtown Core on the same day that a major event is scheduled at a Downtown Core venue.

5. Downtown Core Event Venues

5.1. Downtown Core event venues consist of the following locations:
• City Hall Parking Lot
• Foley Family Community Pavilion
• Plaza Park (i.e., Healdsburg Plaza)
• West Plaza Park
• West Plaza Parking Lot
• Special events held within a road closure in the Downtown Core

5.2. Two or more major events, as defined in Chapter 12.24 of the Municipal Code, shall not be scheduled in Downtown Core event venues on the same day or on successive days or weekends unless a waiver has been approved by the Community Services Director or their designee.

6. Plaza Park

6.1. All Events in Plaza Park are required to obtain a special event permit.

6.2. Use of Plaza Park is exclusively available for special events under the management of the City of Healdsburg and events conducted in partnership with the City.

6.3. There shall be at least one vacant weekend between major events scheduled in Plaza Park.

6.4. 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.

6.5. Gating, fencing, or restricting access to Plaza Park for any reason is not permitted.

6.6. Temporary food booths are allowed in the Plaza during special events provided that all cooking is conducted in an off-site commercial kitchen or in the street abutting the Plaza.

6.7. Weddings are not permitted in Plaza Park.

7. Foley Family Community Pavilion

7.1. The Foley Family Community Pavilion is classified as a Downtown Core event venue in accordance with this Policy; however special events hosted at this location are subject to distinct usage policies and therefore a special event permit is not required.

7.2. Special events hosted at the Foley Family Community Pavilion that require use of public property beyond the boundaries of the venue will require a special event permit for the use of the extended public space and are bound by the policies herein.

8. City-Partnered Special Events

8.1. Special events that require City support through fee waivers, in-kind equipment or

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Packet Pg. 157 Attachment: Attachment C - Resolution - Proposed Policy for Special Events and City Partnerships (4270 : Special Events Policy and Municipal Resolution No. -2023

services, and donated staff time can apply for a City event partnership by submitting a Special Event Request for City Partnership to the Community Services Department no later than September 1 of each year. All City partnerships are subject to annual approval by the City Council each October.

8.2. City partnership events have different levels of City involvement and are classified into three categories:

8.2.1. 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. The City will provide minor marketing support.

8.2.2. 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. The City will provide reasonable marketing support.

8.2.3. 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.

8.3. Determination. The City Council determines which events receive City partnership status and the degree to which the City is involved based on the above classifications. Events under a partnership must meet the following requirements:

8.3.1. Organizations must be a non-profit that 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.

8.3.2. The event is inclusive, accessible, family-friendly, and open to the public at minimal or no cost.

8.3.3. Organizations may not financially 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 directly back into the organization via scholarships, grants, local programs, local club activities, or are donated back into the community in some other framework.

8.3.4. Staff capacity, calendar availability, and budget is available to support the partnership.

8.4. Application Process. Event organizers requesting a City partnership for a special event are required to follow the process below before submitting a special event permit

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Packet Pg. 158 Attachment: Attachment C - Resolution - Proposed Policy for Special Events and City Partnerships (4270 : Special Events Policy and Municipal Resolution No. -2023

application:

8.4.1. Event organizers must submit a special event request for City partnership for each special event requesting a City partnership that is expected to occur in the subsequent year, no later than September 1. Annually in October, the City Council will review and approve event partnerships and partnership subcategories for the upcoming year (i.e., Sponsor, Collaborator, and CoOrganizer) during a regularly scheduled meeting.

8.4.2. Any special event approved for City partnership will be conditionally approved, subject to compliance with the Municipal Code and this Policy, pending the submission of a special event permit application, a Certificate of Liability Insurance and Endorsement, a detailed site map, and review and approval by the Community Services Director or designee.

8.4.3. All events approved for City partnership will be added to the Master Calendar of Events for the subsequent year.

8.4.4. Late Special Event Requests for City Partnership submitted after the established September 1 deadline shall only be considered by the City Council:
a) If there were a compelling justification for the event being added to the Master Calendar of Events.
b) If there is sufficient time to process and investigate the application and potential possible impact on City services for the event.

9. Fees.

9.1. Special Events are subject to any applicable fees based on the City’s Master Fee Schedule at time of processing. Accordingly, the following Special Event permit fees may apply:
• Deposit - A special event permit deposit must be paid no later than 15-days before the date of the event. Events classified as a minor event pursuant to Chapter 12.24 of the Municipal Code require a $400 deposit and events classified as a major event pursuant to Chapter 12.24 of the Municipal Code will require a $1,250 deposit. All or part of the deposit may be refunded, based on the condition of City property after the event. Notification of damage will take place roughly 10 days post event, and refunds will be issued within 2-3 weeks post event.
• City Council Approval Fees – Special Event Requests for Partnership and Council Requests that require the development of a staff report to be taken to Council will be assessed a fee for staff time.
• Parking Lot Use Fee - A per day fee will be charged for use of the City’s

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Packet Pg. 159 Attachment: Attachment C - Resolution - Proposed Policy for Special Events and City Partnerships (4270 : Special Events Policy and Municipal Resolution No. -2023

reservable lots including City Hall Parking Lot, Healdsburg Community Center Blacktop, and the Healdsburg Cooperation Yard Parking Lot. • Staffing Fees - Applicants will be charged for any staff time incurred outside of the standard permitting process. Staff time charge will include any time spend by any City department including, Community Services, Police, Fire, Public Works, etc. As determined by the City, at the applicant’s own cost, a City staff member may be assigned to provide facility or other City-related support. • Closure Fees - Special events approved for road closure will be assigned a road closure fee. All applicants will be charged a fee for each no parking barricade used.
• Facility Use Fee – Applied for the usage of a public park or public recreational area which serves as a contribution toward the maintenance, upkeep, and improvement of the park facilities and services.
• General Services Fee - For services requested of City staff for which no fee is listed in the Master Fee Schedule, the Director of the department whose services are requested shall determine the appropriate fee, based on the following hourly rates for staff time involved in the service or activity.

9.2. Refunds - If inclement weather or other circumstances prevent the use of the permitted area, as determined by department staff, a refund will be provided, with the deduction of the cost of staff time dedicated to the event.

9.3. Any special events in partnership with the City will be exempt from all permit fees and deposit requirements.

10. Violation
An event organizer’s failure to follow this Policy may result in loss of deposit and/or inability to host future events in the City.

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Packet Pg. 164 Attachment: Attachment D - Existing HMC Chapter 12.24 Special Events (4270 : Special Events Policy and Municipal Code Update)

CITY OF HEALDSBURG
ORDINANCE NO. _______

AN ORDINANCE OF THE CITY OF HEALDSBURG

AMENDING HEALDSBURG MUNICIPAL CODE CHAPTER

12.24 (SPECIAL EVENTS); AND REPEAL IN ITS ENTIRETY
CHAPTER 10.48 (PARADE PERMITS) AND SECTION

12.32.040 (SPECIAL EVENT PERMIT)
WHEREAS, the City of Healdsburg (“City”) recognizes the community benefits provided by regulated and safe events on public streets, parks and City facilities; and WHEREAS, these gatherings provide opportunities for cultural enrichment, promote economic stimulus to local businesses and enhance community identity; and WHEREAS, public assembles, parades, and other special events also require commitment of significant City resources, including public safety to regulate vehicular and pedestrian traffic, public works crews to regulate maintenance impacts, enforcement staff to issue citations and administrative staff to monitor City costs and revenues; and WHEREAS, the City Council desires to repeal Healdsburg Municipal Code Chapter

10.48 and Section 12.32.040 and amend Healdsburg Municipal Code Chapter 12.24 to update special events requirements for reasonable time, place and manner regulations while protecting public health, safety and welfare.

NOW, THEREFORE, BE IT ORDAINED that the City Council of the City of Healdsburg does ordain as follows:

Section 1. Findings
The City Council of the City of Healdsburg does hereby find that the above referenced recitals are true and correct and material to the adoption of this Ordinance.

Section 2. Repealing Chapter 10.48 of the Healdsburg municipal Code Healdsburg Municipal Code Chapter 10.48 – Parade Permits is hereby repealed in its entirety.

Section 3. Repealing Section 12.32.040 of the Healdsburg Municipal Code Healdsburg Municipal Code Section 12.32.040 – Special event permit is hereby repealed in its entirety.

Section 4. Amending Chapter 12.24 of the Healdsburg Municipal Code Healdsburg Municipal Code Chapter 12.24 – Special Events is hereby amended to read in its entirety as shown on Exhibit A, attached hereto and incorporated herein by reference.

Section 5. Environmental Review
The City Council finds and determines that adoption of this Ordinance, which regulates special events, is not subject to the provisions of the California Environmental Quality Act ("CEQA") because it is not a project, since it will not have a direct or reasonably foreseeable indirect impact on the environment. Even if adoption of this Ordinance were deemed a project, it would be

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Packet Pg. 165 Attachment: Attachment E - Ordinance - Proposed HMC Chapter 12.24 Special Events (4270 : Special Events Policy and Municipal Code Ordinance No.

exempt from CEQA pursuant to CEQA Guidelines Section 15304 Minor Alterations to Land, as it provides procedures for the authorization of the use of land having negligible or no permanent effects on the environment and does not involve the removal of healthy, mature scenic trees.

Further, special events are considered normal operations of existing facilities for public gatherings (CEQA Guidelines Section 15323). Temporary special events occurring at City venues have occurred with regularity for many years and future events would not represent a change in their operation. In addition, there will be no impact on environmental resources of hazardous or critical concern. The proposed Ordinance will not result in cumulative impacts, impacts to scenic highways, or historic resources, nor does the Ordinance involve a hazardous waste site or unusual circumstances. Therefore, none of the exceptions pursuant to CEQA Guidelines Section 15300.2 apply.

Section 6. Severability
If any section, subsection, sentence, clause or phrase or word of this Ordinance is for any reason held to be unconstitutional, unlawful or otherwise invalid by a court of competent jurisdiction, such decision shall not affect the validity of the remaining portions of this ordinance.

Section 7. Effective Date and Publication
This Ordinance of the City of Healdsburg shall be effective thirty (30) days after the date of its passage. Before expiration of fifteen (15) days after its passage, this Ordinance or a summary thereof, as provided in Government Code section 36933, shall be published at least once in a newspaper of general circulation published and circulated in the City of Healdsburg, along with the names of the City Council members voting for and against its passage.

This ordinance was introduced by the City Council of the City of Healdsburg, County of Sonoma, at a regular meeting thereof on the 4th day of December, 2023, and passed and adopted on the __ day of ____, 2023 by the following roll call vote:

AYES: Councilmembers: ( )
NOES: Councilmembers: ( )
ABSENT: Councilmembers: ( )
ABSTAINING: Councilmembers: ( )
SO ORDERED: ATTEST:
__________________________________ ____________________________________ Ariel Kelley, Mayor Raina Allan, City Clerk
Dated: ______________________________

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Packet Pg. 166 Attachment: Attachment E - Ordinance - Proposed HMC Chapter 12.24 Special Events (4270 : Special Events Policy and Municipal Code Ordinance No.

EXHIBIT A
Chapter 12.24 – SPECIAL EVENTS
Sections:

12.24.010 – Purpose and intent.

12.24.020 – Definitions.

12.24.030 – Special event permit required.

12.24.040 – Special event permit application.

12.24.050 – Review process.

12.24.060 – Denial/revocation of special event permit.

12.24.070 – Applicable fees, deposit.

12.24.080 – Content of special event permit.

12.24.090 – Appeals.

12.24.100 – Hold harmless.

12.24.110 – Display of special event permit.

12.24.120 – Administrative regulations or policies.

12.24.130 – Penalties.

12.24.010 – Purpose and intent.

The purpose of this Chapter is to provide a coordinated process for managing special events in the City of Healdsburg to ensure the health and safety of event patrons, residents, workers, and other visitors, to prohibit illegal activities from occurring at special events, and to create mechanisms for cost recovery and use charges, to the extent authorized by law, while not unduly impacting the viability of special events. It is recognized that these special events enhance Healdsburg’s lifestyle and provide benefits to residents, visitors and organizations through the creation of unique venues for expression and entertainment that are not normally provided as a part of governmental services.

12.24.020 – Definitions.

The following words and phrases, whenever used in this chapter, shall be construed as defined in this Chapter:

A. “Applicant” means any individual or group who has submitted a Special Event application for the purpose of planning, coordinating and executing a Special Event.

B. “Application” means a form approved by the City, which an applicant must submit pursuant to Section 12.24.040.

C. “Assembly” means the assembling or coming together of a number of persons for a particular purpose.

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Packet Pg. 167 Attachment: Attachment E - Ordinance - Proposed HMC Chapter 12.24 Special Events (4270 : Special Events Policy and Municipal Code Ordinance No.

D. “City property” means all real property and improvements owner, operated or controlled by the City within the City’s jurisdiction. City property includes, but is not limited to City Hall, police and fire facilities, recreational facilities, parks, libraries, and streets and sidewalks.

E. “Conditions of approval” or “Conditions” means specific requirements, restrictions, or obligations attached to the special event permit that are narrowly tailored to address safety concerns and mitigate community impacts.

F. “Expressive activity” means conduct, the sole or principal object of which is the expression of opinion, views, or ideas, protected by the First Amendment of the U.S.

Constitution. Expressive activity includes, but is not limited to, public oratory and distribution of literature.

G. “External special event” or “External event” – Any special event that is not managed by the City of Healdsburg or held in official partnership with the City pursuant to the City’s Special Events Policy.

H. “Facility use permit” means an authorization that grants individuals or organizations permission to utilize an indoor or outdoor public space for a wide range of activities or events that does not otherwise require a special event permit.

I. “Film permit” means an authorization to engage in the taking of motion pictures, television, digital media or commercial still photography.

J. “Major event” means a special event with an anticipated attendance of more than five hundred (500) and has one or more of the following characteristics:

1. A duration of more than eight (8) hours, including set-up and clean-up.

2. On-site sale or consumption of alcoholic beverages.

3. Road or lane closure(s).

4. Occurring between 10:00 p.m.-6:00 a.m.

5. Occurring over multiple days; either on subsequent days or part of a series.

6. A special event determined by the Community Services Director or designee to have a high overall impact on City facilities, infrastructure, and resources.

K. “Minor event” means a special event with a duration of eight (8) or less hours, including set-up and clean-up, and an anticipated attendance of 500 people or less, that does not include any of the characteristics of a major event. Examples of minor events could include but are not limited to local community gatherings or smaller-scale exhibitions.

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Packet Pg. 168 Attachment: Attachment E - Ordinance - Proposed HMC Chapter 12.24 Special Events (4270 : Special Events Policy and Municipal Code Ordinance No.

L. “Organize” means to organize, operate, manage, stage, promote, sponsor or carry on a special event.

M. “Organizer” means the person who organizes, operates, manages, stages, promotes, sponsors or carries on a special event.

N. “Permit” means a special event permit issued by the issuing entity, as defined below, consistent with the provisions of this Chapter.

O. “Permittee” means any person that has been issued a permit to organize a special event in accordance with this Chapter.

P. “Person” means and includes an individual, corporation, partnership, trust, non-profit organization, association, group or other business entity or organization.

Q. “Issuing entity” means either:

1. The Community Services Director or their designee; or

2. The City Council, for external special events with anticipated attendance of 1,000 people or more.

R. “Special event” means any of the following:

1. Any organized formation, parade, procession, demonstration or assemblage consisting of one hundred (100) or more persons which may include persons, animals, vehicles or any combination thereof, which is to assemble or travel in unison on any public street, sidewalk or the public right-of-way owned or controlled by the City and which does not comply with applicable traffic regulations, laws, or controls; or

2. Any organized assemblage of one hundred (100) or more persons at any public place, public property, or public facility which is to gather for a common purpose under the direction or control of a person; or

3. Any other organized activity conducted by a person for a common or collective use, purpose or benefit which shall require the use of City public services for police regulation, monitoring or control, street closure, erecting barriers, or traffic control, parking needs that will exceed the capacity of the venue, or that will interfere with normal use and operation of public right-of-ways for travel.

S. “Council request” means a formal request from a special event applicant to engage in a written agreement with the City for a special event with an estimated attendance of over 1,000 people. Such requests would include requests for inclusion of the event in the City’s Master

9.A.e
Packet Pg. 169 Attachment: Attachment E - Ordinance - Proposed HMC Chapter 12.24 Special Events (4270 : Special Events Policy and Municipal Code Ordinance No.

Calendar of Events and requests for certain waivers as provided in the Healdsburg Special Events Policy and Municipal Code.

12.24.030 – Special event permit required.

A. Permit Required. Except when expressly provided pursuant to the terms of a permit, lease, or contract which has been specifically authorized by the City Council, no person shall operate any special event regulated by this Chapter without first obtaining a permit in accordance with the provisions of this Chapter, unless exempt as set forth below.

B. Exempt Activities. Although not required to obtain a special event permit, an organizer of an activity exempted pursuant to this section is required to comply with general regulations governing public safety or health:

1. Spontaneous events occasioned by news or affairs coming into public knowledge less than forty-eight (48) hours prior to such event if all of the following factors are satisfied:
a. The organizer provides the Community Services Department with at least four (4) hours of prior notice of the spontaneous event with their name and on-site phone number;
b. The spontaneous event does not impede vehicular traffic or violate regulations regarding pedestrian and vehicular traffic; and
c. The location where the spontaneous event is to be conducted has not been previously rented, reserved, or otherwise obligated to another use in accordance with established City policies and procedures for use and/or rental of City facilities.

Events which require a permit pursuant to other chapters of the Municipal Code, including but not limited to group activities in City-owned parks, shall not be considered spontaneous events.

2. Events that would otherwise fall under a facility use permit or a film permit. a. A facility use permit shall be required for the use of certain City facilities, such as parking lots, picnic areas, or City-owned building, ensuring that proposed activities are conducted safely and in accordance with state and local law. A facility use permit may specify details such as the date, time, and location of the event, any fees or insurance requirements, as well as any restrictions or responsibilities imposed on the permit holder to maintain the integrity of the public space and ensure the well-being of users and the surrounding community. Indoor activities are limited to the building’s capacity and outdoor activities are limited to 100 people at a given time.

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Packet Pg. 170 Attachment: Attachment E - Ordinance - Proposed HMC Chapter 12.24 Special Events (4270 : Special Events Policy and Municipal Code Ordinance No.

b. A film permit shall be required for the taking of motion pictures, television, digital media or commercial still photography.

3. Bike tours, rides, runs, races, and courses and similar events (not including parades or marches) that involve the use of public roads or streets within the City are exempt from the special event permit requirement, provided that they abide by the following:
a. Organizers must ensure that all participants, support staff, and equipment adhere to the provisions of the California Vehicle Code. This includes, but is not limited to, complying with traffic rules, signals, and guidelines to ensure the safety of both participants and the general public. b. Organizers are required to notify the Community Services Department of the event's date(s), time(s), route(s), projected attendance, and anticipated impact on traffic within forty-five (45) days of the event.
c. Any segments of the course that pass through the City must receive approval from the Community Services Department.
d. Any limitations required by the City to accommodate planned road work, road closures, emergency repairs, or any other activities that could affect City services or disrupt the course.

12.24.040 – Special event permit application.

A. An application for a special event permit shall be filed with the Community Services Department on a form approved by the Community Services Director or designee not less than thirty (30) calendar days before the proposed special event for minor events, not less than fortyfive (45) calendar days before the proposed special event for major events, and no more than 1- year in advance for all events. The application must include the following information:

1. A description of the proposed use, event, or activity;

2. The street or other public property and the specific area or areas thereof which will be utilized in connection with the proposed special event, including a description of any noise generating equipment, such as sound-amplifying equipment;

3. The manner in which the public property will be utilized;

4. The date or dates and the specific times thereof, including set-up and tear-down, that the public property is to be utilized for the described special event;

5. The name, address and telephone number of the person, entity, or organization sponsoring or conducting the proposed special event;

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Packet Pg. 171 Attachment: Attachment E - Ordinance - Proposed HMC Chapter 12.24 Special Events (4270 : Special Events Policy and Municipal Code Ordinance No.

6. The name, address and telephone number of the person(s) responsible for managing and leading the proposed special event, in the event the City must contact said individual(s) on the day or day(s) of the proposed special event;

7. The name, address and telephone number of the person or persons to be contacted regarding the application or permit;

8. Site layout and circulation plan for events requiring street closures;

9. Insurance and surety bond information, with worker’s compensation declaration; and

10. Additional supplemental information as requested.

B. External special events anticipated to involve the attendance of 1,000 or more persons, shall, in addition to submitting an application as specified in this section, be required to enter into a cost recovery deposit agreement, fee agreement, or other use agreement, all subject to review and approval by the City Council.

C. Special events seeking partnership with the City shall follow the procedure set forth in the Special Events Policy.

D. In addition to the special events permit, additional permits / licenses may be required and are not limited to the following:

1. Tent, Building, Picnic, Banner, or Facility Use Permit

2. Food Permit, or Community Event Organizer Permit

3. ABC License

4. Pyrotechnics Permit

5. Film Permit

12.24.050 – Review process.

A. Subject to the criteria for denial set forth in Section 12.24.060, the issuing entity shall issue a special event permit if it is determined that the proposed special event is consistent with this Chapter and the City’s Special Events Policy and all of the following criteria have been met:

1. The proposed use of City property for the special event is not otherwise governed by or subject to any other permit procedures provided elsewhere in this Code or the Special Events Policy.

2. The preparation for or the conduct of the proposed special event will not unduly impede, obstruct, or interfere with the operation of emergency vehicles or equipment

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Packet Pg. 172 Attachment: Attachment E - Ordinance - Proposed HMC Chapter 12.24 Special Events (4270 : Special Events Policy and Municipal Code Ordinance No.

in or through the particular permit area or adversely affect the City’s ability to perform municipal functions or furnish City services in the vicinity of the permit area.

3. The proposed special event does not otherwise present a substantial safety, noise, environmental, or traffic hazards, considering the number of participants and proposed location, such as to endanger the health or safety of the event participants, general public, or City employees, which cannot be adequately remedied by reasonable traffic control and other safety measures.

B. In deciding whether to approve an application, no consideration may be given to the message of the event, the content of speech, or the identity or associational relationships of the applicant.

C. Preference for use of facilities governed by this Chapter shall be given, whenever possible to City-managed or partnered events, City-based non-profit organizations, residents, and businesses.

12.24.060 – Denial/revocation of special event permit.

The issuing entity may deny any application for a special event permit or revoke such a permit if the issuing entity finds any of the following:

A. One or more of the approval criteria specified in Section 12.24.050 is not or can no longer be met;
B. The applicant has knowingly made a false, misleading or fraudulent statement of fact to the City in the application process;
C. The applicant does not adhere to all conditions of approval or if the facility is destroyed, damaged, or otherwise unusable.

D. The application does not contain the information required by this Chapter; E. The application does not satisfy the requirements of this Chapter; F. The applicant fails to comply with any conditions of approval including, but not limited to:

1. Timely remittance of applicable fees, charges or deposits,

2. Submittal of an indemnification agreement and/or proof of insurance for the special event as required by the City;

3. Timely submittal of all required documents.

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Packet Pg. 173 Attachment: Attachment E - Ordinance - Proposed HMC Chapter 12.24 Special Events (4270 : Special Events Policy and Municipal Code Ordinance No.

G. The applicant has damaged City property and has not paid in full for such damage or has other outstanding and unpaid debts related to a prior Special Event permit issued by the City.

H. The special event is scheduled to occur at a location and time in conflict with another special event already scheduled, or in conflict with City-sponsored programming.

I. The Special Event is in conflict with applicable provisions of any federal, state and/or local laws, including the City’s Special Events Policy.

12.24.070 – Applicable fees, deposit.

A. Fees. Special event permit application fees pursuant to this Chapter shall be established by separate resolution of the City Council. Where a special event requires street closure, barriers, or other infrastructure, the Applicant shall pay such fees as may be established by resolution of the City Council for traffic control and related municipal expenses, including but not limited to public safety, services, solid waste and recycling services, building inspections, and any other applicable fees. Additionally, use of City buildings or facilities shall be subject to any use or rental fees established by the City which shall be deposited by the Applicant prior to use.

B. Deposit. A refundable security deposit shall be required to be deposited with the City Community Services Department no later than seven (7) business days prior to the date of the special event pursuant to the Special Events Policy.

12.24.080 – Content of a special event permit.

A special event permit may contain the following information or conditions:

A. The location of the special event venue, which may be identified by a map attached to the special event permit;
B. The date, assembly area, time for assembly and starting time of the special event; C. The specific route plan to the special event;
D. The minimum and maximum speeds of the special event; E. The number and of persons and number and types of animals and vehicles, the number of bands, other musical units and equipment capable of producing sound, if any, and limitations thereon pertaining to noise abatement;
F. The maximum interval of space to be maintained between booths or other structures to be used for the special event;

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Packet Pg. 174 Attachment: Attachment E - Ordinance - Proposed HMC Chapter 12.24 Special Events (4270 : Special Events Policy and Municipal Code Ordinance No.

G. The portion of the street and sidewalk that is to be occupied by the event and the location of reviewing or audience stands, if any;
H. The number and location of traffic controllers, monitors, other support personnel and equipment and barricades to be furnished by the special event organizer, I. Conditions or restrictions on the use of alcoholic beverages, such as requiring a security plan, and authorization for and conditions of the exclusive control or regulation of vendors and related sales activity by the event organizer during the special event; J. Conditions to make adequate provisions for cleaning–up the area or route of the special event both during and upon completion of the event and to return the area or route to the same condition of material preservation and cleanliness as existed prior to the special event;
K. Conditions requiring the event organizer to ensure notification is provided to all property owners impacted by any road or lane closure for the special event.

L. Provisions for any required emergency medical services; and, M. Such other information and conditions as are reasonably necessary for the conduct of the special event and the enforcement of this Chapter, including the requirement for the on– site presence of the event organizer or its designated representative for all event coordination and management purposes.

12.24.090 – Appeals.

A. If the Community Services Director or designee denies the application for the special event permit, they shall notify the applicant in writing as soon as is reasonably practical.

B. The denial of a special event permit may be appealed to the City Council. An appeal shall be made in writing within five (5) calendar days of the date of the written denial. An appeal is made by filing a written petition with the City Clerk setting forth the grounds for the appeal, along with the requisite fee per the current Master Fee Schedule.

C. The appeal hearing shall be scheduled for the next available City Council meeting.

D. The decision of the City Council to grant or deny the appeal shall constitute the exhaustion of the applicant’s administrative remedy.

12.24.100 – Hold harmless.

Each special event permittee shall execute a hold harmless agreement in a form approved by the City agreeing to defend, indemnify, and hold harmless the City against losses and liabilities incurred from the willful or negligent acts or omissions of the permittee or its officers,

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Packet Pg. 175 Attachment: Attachment E - Ordinance - Proposed HMC Chapter 12.24 Special Events (4270 : Special Events Policy and Municipal Code Ordinance No.

employees, and agents. If City property is destroyed or damaged by reason of permittee’s special event and the damage or destruction is directly attributable to the permittee, the permittee shall reimburse the City for the actual replacement or repair cost of the destroyed or damaged property. Nothing in this provision shall require a permittee to indemnify the City from claims or losses occasioned by the reaction of third parties to expressive activity at the permittee’s special event.

12.24.110 – Display of special event permit.

A copy of the special event permit shall be displayed at the event site and shall be exhibited upon demand of any City official.

12.24.120 – Administrative regulations or policies, waivers.

The Community Services Director or designee may adopt administrative regulations or policies and/or approve waivers that are consistent with and that further the terms and requirements set forth within this Chapter, and as may be necessary to coordinate multiple uses of public property, assure preservation of public property and public places, prevent dangerous, unlawful uses, protect the safety of persons and property and to control vehicular and pedestrian traffic. All such administrative regulations or policies must be in writing.

12.24.130 – Penalties.

Any person who intentionally violates any of the provisions of this Chapter shall be guilty of a misdemeanor. Violations of this chapter may enforced pursuant to any laws and remedies available to the City including but not limited to enforcement as a misdemeanor and/or public nuisance pursuant this Code.

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Packet Pg. 176 Attachment: Attachment E - Ordinance - Proposed HMC Chapter 12.24 Special Events (4270 : Special Events Policy and Municipal Code February 17 Healdsburg Lunar New Year Celebration The Healdsburg School 1 350 Collaborator Organized in 2023 by the Healdsburg AAPI Committee March 17 St. Patrick's Day Parade Community Services 1 300 COH No major changes March 17 St. Patrick's Day Celtic Concert Healdsburg Kiwanis Club 1 400 Collaborator No major changes Spring 2024 Fitch Mountain Access Improvement Project Event City of Healdsburg / Senator McGuire's Office 1 200 COH NEW COH EVENT ‐  One‐time event to celebrate project completion Saturdays; April 13‐December
21 Saturday Farmers Market Healdsburg Certified Farmer's Market 37 74,000 Collaborator No major changes April 21 Earth Day Climate Fest Climate Action Healdsburg 1 2,500 Collaborator No major changes April 28 Healdsburg Prune Box Derby Healdsburg Prune Box Derby 1 1,000 Co‐Organizer No major changes Tuesday; May 14 ‐ September
24 Tuesday Farmers Market Healdsburg Certified Farmer's Market 20 20,000 Collaborator No major changes May 23 ‐ 25 HFFCF Fair Healdsburg Future Farmers Country Fair 3 4,000 Collaborator HFFCF has an existing agreement for use of Recreation Park for the Fair.

May 23 Twilight Parade Healdsburg Future Farmers Country Fair 1 8,000 Collaborator No major changes Tuesdays; May 28‐August 27 Tuesdays in the Plaza Community Services 14 15,000 COH No major changes Anticipated June ‐ September Outdoor Summer Movie Series AVFilm 3 600 Sponsor No major changes Sundays; June 2 ‐ Aug 11 Sundays in the Plaza Community Services 10 800 COH No major changes; No concert Fourth of July weekend June 15 Juneteenth Celebration Healdsburg Jazz Festival, Inc. 1 1,000 Collaborator No major changes June 18 Fitch Mountain Footrace Rotary Club of Healdsburg Sunrise 1 450 Collaborator Organized in 2023 by the Healdsburg Kiwanis July 4 Fourth of July Celebration / Duck Dash Rotary Club of Healdsburg Sunrise 1 3,000 Collaborator No major changes

ATTACHMENT F
City of Healdsburg ‐ 2024 Master Calendar of Events
EVENT
DAYS DATE(S) SPECIAL EVENT ORGANIZER EST. ATTN. CATEGORY CHANGES FROM 2023 1 of 2

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Attachment: Attachment F - 2024 Master Calendar of Events (4270 : Special Events Policy and Municipal Code Update) July 4 Fourth of July Fireworks Community Services / American Legion 1 5,000 COH No major changes July 25 ‐ August 10 Shakespeare in the Park Raven Performing Arts Theater 9 900 Sponsor No major changes September 13 & October 11 Art After Dark Community Services 2 600 COH Community Services to manage coordination of the event; Partner with Corazon on September AAD.

September 21 Foss Creek Clean‐Up Public Works 1 50 COH No major changes Fall 2024 Homecoming Parade Healdsburg High School 1 100 Sponsor No major changes October 27 Día de Muertos Corazón Healdsburg 1 5,000 Co‐Organizer No major changes November 28 Healdsburg Turkey Trot Rotary Club of Healdsburg Sunrise 1 3,000 Collaborator No major changes December 6 Merry Healdsburg Community Services / Healdsburg Chamber of Commerce 1 1,750 COH No major changes December 8 Senior Appreciation Dinner Community Services 1 325 COH No major changes 113 147,650
2 of 2

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Attachment: Attachment F - 2024 Master Calendar of Events (4270 : Special Events Policy and Municipal Code Update) Weekly; Tuesdays Weekly Food Distributions Redwood Empire Food Bank 52 1,815 Sponsor Bi‐Monthly; Wednesdays Food Distributions ‐ Senior Center Redwood Empire Food Bank 24 181 Sponsor Bi‐Monthly; Wednesdays Food Distributions ‐ City Hall Redwood Empire Food Bank 24 1,200 Sponsor Weekly Meals on Wheels Council on Aging 52 1,560 SponsorFebruary 2, June 27, and September 12 Household Hazardous Waste Collection
Events
Zero Waste Sonoma 3 245 Sponsor
February 5 Lunar New Year Healdsburg AAPI Committee 1 500 Collaborator March 17 St. Patrick's Day Parade Community Services 1 300 COH March 17 St. Patrick's Day Celtic Concert Healdsburg Kiwanis Club 1 800 Collaborator Saturdays; April 15‐December 23 Saturday Farmers Market Healdsburg Certified Farmer's Market 37 26,000 Collaborator April 22 Earth Day Climate Fest Climate Action Healdsburg 1 1,250 Collaborator April 29 & May 13 Pop Up Plant Sales Healdsburg Garden Club 2 250 Sponsor May 6 Healdsburg Fire & Emergency Preparedness Expo Healdsburg Kiwanis 1 600 Collaborator May 12‐14 E‐Waste & Mattress Event Zero Waste Sonoma 3 300 Sponsor Tuesday; May 16‐September 26 Tuesday Farmers Market Healdsburg Certified Farmer's Market 20 10,000 Collaborator May 25 HFFCF Twilight Parade H.F.F.C.F. 1 7,500 Sponsor May 25‐27 HFFCF Fair H.F.F.C.F. 3 4,000 Collaborator
Tuesdays; May 30‐August 29 Tuesdays in the Plaza Community Services 13 15,000 COH

ATTACHMENT G
City of Healdsburg ‐ 2023 Master Calendar of Events
DATE(S) SPECIAL EVENT ORGANIZER EVENTS CATAGORY EST. ATTN. 1 of 2

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Attachment: Attachment G – 2023 Master Calendar of Events (4270 : Special Events Policy and Municipal June 3, August 18, and September
15 AVFilm Summer Movie Series AVFilm 3 200 Collaborator Sundays; June 4 ‐ Aug 13 Sundays in the Plaza Community Services 9 750 COH June 17 Juneteenth Celebration Healdsburg Jazz Festival, Inc. 1 1,000 Collaborator June 18 Fitch Mountain Footrace Healdsburg Kiwanis Club 1 450 Collaborator June 23 & July 28 Art After Dark Healdsburg Center for the Arts 2 400 Co‐Organizer July 4 Fourth of July Celebration / Duck Dash Rotary Club of Healdsburg Sunrise 1 3,250 Co‐Organizer July 4 Fourth of July Fireworks Community Services / American Legion 1 5,000 COH July 27‐29, August 3‐5 and 10‐12 Shakespeare in the Park Raven Performing Arts Theater 9 875 Collaborator July 29 Back‐to‐School & STEAM Festival Corazón Healdsburg 1 300 Collaborator September 23 Foss Creek Clean‐Up Public Works 1 50 COH
September 29 Homecoming Parade Healdsburg High School 1 100 Sponsor October 29 Día de Muertos Corazón Healdsburg 1 4,000 Co‐Organizer October 31 Downtown Merchant Trick‐or‐Treat Healdsburg Chamber of Commerce 1 750 Sponsor October 31 Halloween Road Closure Public Works / Community Services / Johnson St. Residents 1 700 Co‐Organizer November 23 Healdsburg Turkey Trot Rotary Club of Healdsburg Sunrise 1 2,500 CollaboratorDecember 1 Merry Healdsburg Community Services / Healdsburg Chamber of Commerce 1 1,500 COH December 3 Senior Appreciation Dinner Community Services 1 325 COH December 16 Holiday Giveaway Healdsburg Food Pantry 1 400 Sponsor Cancelled for 2023 Healdsburg Prune Box Derby Healdsburg Box Car Derby Team / Corazón Healdsburg 1 700 Collaborator 277 94,751
2 of 2

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Attachment: Attachment G – 2023 Master Calendar of Events (4270 : Special Events Policy and Municipal 1 May 3 AVFest Block Party AVFilm 1 200 Collaborator
NEW EVENT REQUEST ‐
Recommend adding to 2024
Master Calendar of Events
2 September 15 Healdsburg Ciclovia Sonoma County Bicycle Coalition 1 500 Collaborator NEW EVENT REQUEST ‐ Provide
direction to staff regarding a
request for City partnership
3 September 28 Healdsburg Arts Festival Healdsburg Center for the Arts 1 2,000 Collaborator NEW EVENT REQUEST ‐
Recommend adding to 2024
Master Calendar of Events per
prior history of City
partnership. Event last held in
2019 as a 3‐day event
4 October 13 Healdsburg Crush Boys & Girls Clubs of Sonoma‐Marin 1 1,000 Sponsor NEW EVENT REQUEST ‐
Recommend adding to 2024
Master Calendar of Events for
use of the Plaza.
5 October 19 Howl‐O‐Ween Humane Society of Sonoma County 1 100 Sponsor NEW EVENT REQUEST ‐
Recommend adding to 2024
Master Calendar of Events per
SE Policy change.

NO.

ATTACHMENT H
City of Healdsburg ‐ 2024 Special Event Requests for Partnership DATE(S) SPECIAL EVENT ORGANIZER EVENTS DAYS EST. ATTN. REQUEST FOR PARTNERSHIP [END]

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Attachment: Attachment H – 2024 Special Event Requests for Partnership (4270 : Special Events Policy www.avfilmpresents.org 375 Healdsburg Ave., Ste 200 | Healdsburg, CA. 95448 707.893.7150

EXECUTIVE DIRECTOR
Kathryn Hecht
BOARD
Jenny Gomez, Chair
Hillary Kambour, Vice Chair
Ann Elston, Secretary
Jeanne Kearns, Treasurer
Sue Campbell
John Cooper
Jeanne Kearns
Jonathan Marlow
Lisa Rhodes
Randall Schai
Jeff Schlesinger
Jade Weymouth
Healdsburg City Council
To Whom it may concern, November 15, 2023
AVFilm seeks a Collaborator-level sponsorship from the City of Healdsburg for AVFest 2024.

The mission of AVFilm is to bring the transformative power of cinema to Northern California by removing barriers to film and media arts. We support artists, educate students of all ages, and create joy through entertainment, fostering a community where everyone belongs.

AVFilm produces an annual film festival, AVFest, dedicated to connecting a diverse collection of artists and their work with our community. For the first time, AVFest aims to host an Opening Night Block Party in the heart of Healdsburg that we hope will become an annual tradition. Through collaboration with the City of Healdsburg, we can ensure a safe, more equitable experience for locals and visitors alike, highlighting the unique small-town charm of the city with the sophistication and expansive worldview created by cinema. The festival brings together filmmakers and storytellers from around the globe for 10 days to celebrate film and media arts in Sonoma County.

We imagine this event would close the 110 block of North Street in front of The Raven Performing Arts Theater. We would feature food vendors, live music, and festivities all based around film and media arts. We request assistance with infrastructure, such as closing the street, managing Recology waste servicing, day-of staffing, and facility support.

Once the new cinema center is complete, we hope to expand our partnership with the City of Healdsburg, furthering our collaboration on myriad events.

Thank you for your time and consideration in partnering with AVFilm for 2024.

Best regards,
Kathryn Hecht
Executive Director

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Packet Pg. 182 Attachment: Attachment H – 2024 Special Event Requests for Partnership (4270 : Special Events Policy and Municipal Code Update) Sonoma County Bicycle Coalition • 707-545-0153 • [email protected] WHAT IS CICLOVÍA/OPEN STREETS?
A free community event that:
 Closes the street to cars and opens it to people – on foot, bicycles, roller skates, skateboards, etc.
 Focuses on physical activity and community building
 Opens the imagination to different ways to use our streets WHERE & WHEN SHOULD IT TAKE PLACE?
 Typically a Sunday from 10 or 11 am to 3 or 4 pm
 3-7 miles of a major street
WHAT KINDS OF ACTIVITIES MIGHT BE INCLUDED?
 Exercise classes (Zumba, yoga,
aerobics)
 Games (cornhole, giant Jenga, giant
Scrabble)
 Crafts (sidewalk chalk)
 Bicycle safety/skills course
 Tightrope or slackline
 Climbing wall
 Music
 Health education & screenings
 Local nonprofit information booths
WHAT KINDS OF ACTIVITIES SHOULD NOT BE INCLUDED?
 Outside Vendors of any kind – this is about supporting local businesses  Existing businesses on the street may expand out into the sidewalk WHAT DO WE NEED TO CREATE A SUCCESSFUL EVENT?
 Support from the City (street closure, public safety, permits, funding)  Support of local business community (Chamber of Commerce, business district, etc.)  Lead organization with sufficient capacity
 Minimum six months lead time
 Extensive outreach
 Many volunteers (~50)
 Sponsorships (total cost of event ~$25-35k)
WHERE CAN I GET MORE INFORMATION?
 https://openstreetsproject.org
 http://www.streetfilms.org/ciclovia
 https://en.wikipedia.org/wiki/Ciclovía

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Packet Pg. 183 Attachment: Attachment H – 2024 Special Event Requests for Partnership (4270 : Special Events Policy and Municipal Code Update)

CITY OF HEALDSBURG

CITY COUNCIL AGENDA STAFF REPORT
MEETING DATE: December 4, 2023
SUBJECT: Provide direction to staff regarding the sale of in-state bundled Renewable Energy Credits
PREPARED BY: Terry Crowley, Utilities Director
STRATEGIC INITIATIVE(S):

Provide Effective Governance
RECOMMENDED ACTION(S):

Adopt a Resolution directing staff to sell bundled in-state renewable energy credits and authorizing the City Manager to execute such agreements through the Northern California Power Agency.

COMMUNITY ENGAGEMENT/OUTREACH:

No community engagement was sought or received for the sale of renewable energy credits as this is an initial request for direction from the City Council. Substantial community engagement was employed in the development of the Climate Mobilization Strategy, the implementation of which could be advanced with funding from the proposed sale.

BACKGROUND:

Since the 1980s the City of Healdsburg has received local geothermal power from The Geysers geothermal field. Over these years, geothermal energy has been a major portion of Healdsburg’s energy supply. More recently and in response to Council goals to provide Healdsburg with 60% renewable energy by 2025 and lower Healdsburg’s energy carbon content to less than 200 pounds per megawatt-hour (MWh), the City has recently added additional sources of renewable energy including the Antelope Project (solar), the floating solar project, and small hydroelectric generation from South Feather River Water & Power. Combined these projects extend Healdsburg’s renewable energy sources beyond the State’s Renewable Standard Portfolio (RPS) requirements and position the City to meet the 2030 compliance target of at least 60% renewable energy supplied to retail customers.

Under the State’s RPS regulations, load serving entities, like Healdsburg, have intermediate targets to demonstrate progress toward meeting the 2030 60% RPS requirement. These intermediate targets create regulatory compliance needs for entities that do not have enough

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renewable energy contracts to meet the targets. To meet compliance targets, entities who are short can purchase excess renewable energy from entities with excess renewable energy. The increasing compliance targets have created shortages for certain agencies and driven the price of renewable energy higher.

Due to Healdsburg’s early adoption of geothermal energy beyond state targets, the city could sell renewable energy credits to agencies at risk of failing to meet current and future RPS requirements. With recent market price increases, a potential sale of 24,000 megawatt-hours of in-state renewable energy could generate between $1.3 to $1.6 million in revenues. This is many times higher than the revenue potential under the pricing that was in place in previous years.

DISCUSSION/ANALYSIS:

Under the State’s RPS regulations, early adopters of renewable energy who exceeded State RPS requirements, such as Healdsburg, have been granted historic carryover credits that can be used to meet future RPS requirements. These historical carryover credits are based upon the amount of excess renewable energy generated between 2004 and 2010. Currently Healdsburg holds 201,762 historical carryover credits, an amount roughly equivalent to cover Healdsburg’s minimum RPS requirements for the next five years. This bank of historical credits allows the City Council to consider selling renewable energy generated in calendar year 2024 and through the end of 2028.

If the City Council chooses to sell off future renewable energy credits, the City will still be able to meet RPS requirements but will see an impact the City’s Power Content Label (PCL). The PCL is a regulatory report mailed each October to all City electric customers and is intended to clearly represent the amount of renewable energy supplied and carbon intensity of the City’s power sources. If renewable energy credits are sold, the City could no longer claim the energy and the PCL will reflect increased unspecified market purchases (a blend of statewide energy sources mostly comprised of natural gas). The table below compares 2022’s PCL, an estimate of 2023’s PCL, and 2024’s PCLs should the City sell its available renewable energy credits. As an estimate, overall renewable energy could drop from roughly 50% to 10% and carbon intensity would increase from roughly 377 to 590 pounds per MWh (statewide average is 422 lbs/MWh).

Of note is that the PCL is used to complete countywide GHG inventories, an indicator of the City’s progress toward reducing GHG emissions.

Combined PCL 2022 2023 Est.
2024 With
REC Sale
Renewable 50% 45% 10%
Large Hydro 15% 35% 25%
Natural Gas 20% 20% 30%
Unspecified 15% 0% 35%
Carbon Content 377 220 590
Table 1: Combined energy supply for both Standard and Green Rate customers. Percentages shown for 2023 are estimates and percentages for 2024 assume the sale of all RECs except RECs necessary to supply existing customers on the City’s Green Rate.

Due to the annualized construct of the PCL, the purchase of excess large-hydro generation

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during the spring run-off could neutralize the carbon of unspecified market energy purchases.

The purchase of hydro-generation is subject to availability, largely dependent upon rainfall in the northwest, and would lower the net revenue associated with the sale of bundled in-state RECs.

Another method to preserve Healdsburg’s current carbon content is to purchase Unbundled RECs. Unbundled RECs are REC separated from their energy source to allow the sale of only the environmental attribute of the energy. While Unbundled RECs are often used to cover (neutralize) carbon content, the PCL regulations do not recognize this construct and continue to obligate retail energy providers to include the carbon content of all generation facilities and unspecified market purchases.

Based upon current estimates of future renewable energy production, the City Council could consider the sale of roughly 24,000 MWh of bundled in-state renewable energy credits per year.

Under current market conditions, this level of REC sales would generate roughly $1.3 to $1.6 million dollars in additional revenue. To sell RECs in an open market, City staff will need to work through the Northern California Power Agency. To protect the City against generation plant failures that could reduce or interrupt the production of sold renewable energy, the sale terms would not guarantee any amount of production. The lack of guarantee will likely result in a lower sale price but is not expected to reduce pricing by more than five percent.

As potential revenue will not be realized until the end of calendar year 2024, it is not the intent of this agenda item to direct funding toward existing or new projects and/or programs. However, for illustrative purposes the revenues generated could support several electric and electrification focused measures within the recently adopted Climate Mobilization Strategy. These measures could include City-owned solar and battery projects to increase clean energy generation, development of additional public EV charging stations, funding for demand response programs, and to increase customer incentives for electrification. In any case, staff recommends that revenues generated through the sale of RECs should be directed back to the benefit of Healdsburg electric customers.

Should the City Council wish to engage in the sale of bundled in-state RECs, staff recommends the Council direct staff to sell up to 24,000MWh for both calendar year 2024 and 2025. This amount will reserve roughly 6,000MWh of renewable energy to support customers enrolled in the City’s Green Rate program. Staff further recommends that the Council delegate authority to the City Manager to execute agreements developed through the NCPA and approved by the City Attorney. Staff is not recommending the purchase of additional large-hydro energy due to concerns with availability and delivery times that don’t align with actual energy use in Healdsburg. Staff is also not recommending the purchase of unbundled RECs as they will not change the carbon content reported on the annual PCL. Through the offer to sell RECs, staff and the NCPA will set a minimum price of not more than 15% below current market pricing. Should bids not exceed this price, staff will seek further direction from Council.

ENVIRONMENTAL STEWARDSHIP:

While statewide carbon emissions will not increase or decrease due to this action, the sale of RECs will temporarily assign additional carbon emissions to the City of Healdsburg.

Consequently, even though the actual sources of energy deployed in Healdsburg would not change, certain metrics, such as those on the Power Content Label, would suffer temporarily.

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However, the revenues generated could fund programs that over their lifetime may create equivalent or greater carbon reductions.

ALTERNATIVES:

As an alternative, the City Council could direct staff to sell more or fewer RECs and/or provide direction regarding the purchase of replacement power (large hydro) or unbundled RECs. The City Council could also extend the period for the sale of RECs through 2028. As mentioned above, staff does not recommend the purchase of large-hydro or unbundled RECs. Staff also does not recommend extending an authorization beyond calendar years 2024 and 2025 due to the uncertainty of future market changes, which may include increased pricing.

Additionally, the City Council could consider adjusting the minimum sale price for REC. With current pricing for bundled REC selling between $67 and $72 per MWh versus $16.50 per MWh at this time last year, staff does not recommend adjusting the minimum sale price below staff’s recommendation.

FISCAL IMPACT:

The recommended action would generate additional revenues within the Electric Departments operations budget. However, participation in energy markets is inherently risky. Some of the risks included, but may not be limited to, lower market pricing (lower revenues), failure to deliver the product sold, and changes in regulatory environments or interpretations. Contracts executed by the City will include terms defining the sale amount as estimated and not a guaranteed delivery amount. This will help mitigate some of the risks due to unforeseen plant outages or other reasons that may prevent delivery of the RECs sold. While changes to the regulatory environment are possible, significant changes are not expected within the next two years.

ENVIRONMENTAL ANALYSIS:

Pursuant to Title 14, the California Code of Regulations, Section 15302(c) of the California Environmental Quality Act ("CEQA") guidelines, the proposed action is an administrative activity of the City that will not result in direct or indirect physical changes to the environment.

ATTACHMENT(S):

Resolution

9.B
Packet Pg. 187

CITY OF HEALDSBURG
RESOLUTION NO. -2023

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
HEALDSBURG DIRECTING STAFF TO SELL BUNDLED INSTATE RENEWABLE ENERGY CREDITS AND

AUTHORIZING THE CITY MANAGER TO EXECUTE SUCH

AGREEMENTS THROUGH THE NORTHERN CALIFORNIA

POWER AGENCY
WHEREAS, since the early 1980’s the City has supplied the Healdsburg community with renewable geothermal power; and
WHEREAS, more recently and in response to Council goals of providing Healdsburg with 60% renewable energy by 2025 and lowering the energy carbon content to below 200 pounds of CO2e per megawatt-hour, city staff have in increased the amount of renewable energy supplied to Healdsburg; and
WHEREAS, this early action has put Healdsburg ahead of regulatory compliance obligations and in a position of holding excesses renewable energy credits (REC); and WHEREAS, current energy markets, driven by increasing regulatory requirements, have driven the price of bundled in-state renewable energy to record highs; and WHEREAS, the State’s regulatory compliance allows for the use of historical carryover credits to meet Renewable Portfolio Standard obligations; and WHEREAS, the higher prices and Healdsburg’s bank of historical carryover credits provide Healdsburg the opportunity to sell RECs and generate additional revenue; and WHEREAS, while the sale of RECs will generate revenues, the sale of RECs will increase the City’s purchase of unspecified market energy (predominately natural gas) and increased carbon content shown on the annual Power Content Label; and
WHEREAS, Pursuant to California Environmental Quality Act and Title 14, the California Code of Regulations (“CEQA Guidelines”), Section 15378(b)(2), continued administrative actions do not qualify as a “Project”.

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

1. Find that Pursuant to California Environmental Quality Act and Title 14, the California Code of Regulations (“CEQA Guidelines”), Section 15378(b)(2), continued administrative actions do not qualify as a “Project”.

9.B.a
Packet Pg. 188 Attachment: Resolution (4232 : Sale of Renewable Energy Credits) Resolution No. – 2023

2. Direct City staff to sell up to 24,000 megawatt-hours of bundled in-state renewable energy credits per year for calendar years 2024 and 2025 at not less than 15% of current market pricing.

3. Authorize the City Manager to execute REC sale agreements with third parties developed through the Northern California Power Agency.

PASSED, APPROVED, AND ADOPTED by the City Council of the City of Healdsburg, this 4th day of December 2023, by the following vote:

AYES: Councilmembers: ( )
NOES: Councilmembers: ( )
ABSENT: Councilmembers: ( )
ABSTAINING: Councilmembers: ( )
SO ORDERED: ATTEST:
____________________________________ ____________________________________ Ariel Kelley, Mayor Raina Allan, City Clerk

9.B.a
Packet Pg. 189 Attachment: Resolution (4232 : Sale of Renewable Energy Credits)

CITY OF HEALDSBURG

CITY COUNCIL AGENDA STAFF REPORT
MEETING DATE: December 4, 2023
SUBJECT: Revision to the Rate Schedule for Garbage Collection and Recycling Services Effective January 2024
PREPARED BY: Larry Zimmer, Public Works Director
STRATEGIC INITIATIVE(S):

Provide Effective Governance
RECOMMENDED ACTION(S):

Adopt a Resolution approving the maximum authorized rates for refuse collection and disposal services fees effective as of the January 2024 billing cycle.

COMMUNITY ENGAGEMENT/OUTREACH:

Not applicable.

BACKGROUND:

The City entered into an updated Franchise Agreement (Agreement) with Recology beginning January 1, 2021 and expiring on December 31, 2035.

R3 Consulting Group, Inc. (R3) was engaged by the City to conduct an independent third-party review of Recology’s Refuse Rate Index (RRI) application for a rate increase effective as of September. Per Section 7.3 of the Agreement, each October, Recology may request annual adjustments to the maximum rates that it charges customers in Healdsburg, with such changes becoming effective each January.

The City may review the annual rate adjustments for reasonableness and accuracy prior to authorizing increases as allowed per the franchise agreement. Section 7.5 of the franchise agreement defines the dispute resolution process in the event the City denies a special rate increase, but there is no process for denial of a regular annual rate increase. Denial of a correctly requested and completed annual increase may be considered breach of contract.

DISCUSSION/ANALYSIS:

Recology submitted RRI calculations which were then reviewed and affirmed by R3. Based on the calculations:

9.C
Packet Pg. 190
• Residential customer rates will increase between 7.57% to 7.92%, depending on the cart size; and
• Commercial customer rates will increase between 7.76% to 8.13%, depending on the bin size.

Customer Rate Components:

The RRI adjustment consists of five separate components that are added together to calculate the customer rates. The five components that determine the customer rates are the collection component, disposal component, compostable materials processing fee component, retroactive rate pass-through component, and franchise fee component.

Collection Component: The collection component is associated with the cost of collection services. This component is adjusted with the RRI adjustment calculation, which is based off the change in the market from one year to the next, similar to a CPI adjustment. The collection component was adjusted by a factor of 8.26% for rates effective January 1, 2024.

Disposal Component: The disposal component is associated with the cost of disposing of the collected material. The Disposal Tipping Fee Component of the collection Rates shall be based on the actual cost to Dispose Solid Waste at the Designated Disposal or Transfer Facility (the disposal tip fee). The Disposal Tipping Fee Component of each Rate shall be adjusted by the percentage change in the disposal tip fee over the 12 months preceding the October 1 due date for Contractor’s Rate adjustment request. The landfill tipping fee went from $148.25 (effective April 1, 2022), to $155.47 per ton (effective April 1, 2023). This represents a 4.9% increase over the current disposal fee component.

Compostable Materials Processing Component: The compostable materials processing component is associated with the cost of processing organic material into compost. This cost is passed through to the customer. This component is adjusted based directly on the adjustment of compostable materials processing facilities fees. The tipping fee went from the April 1, 2022, rate of $101.64 to $106.84 per ton, which became effective on April 1, 2023. This results in an increase of 5.1% for the compostable materials processing component.

Retroactive Rate Pass Through Adjustment: The solid waste tipping fee, and compostable materials processing tipping fees are adjusted by the County on April 1 of each year, while the Franchise Agreement has annual adjustments to the collection rates for Healdsburg customers on January 1 of the year. This difference in rate adjustments, between April 1 and December 31, causes Recology to accrue tipping fee costs that are not covered by the customer service rates during that nine-month gap.

Retroactive rate pass through adjustment calculations were added to the base components to recapture the cost accrued by Recology for the five-month period (April 1 to September 1), which included adjustments for the disposal tipping fee and compostable material processing fee.

This was calculated by taking the difference in the previous components and the current components and multiplying that by a factor of nine. This represents the accumulated cost of the components over a nine-month period, which is the time discrepancies between the tipping fee

9.C
Packet Pg. 191
adjustments (April 1, 2023), and the customer rate adjustment (January 2024). The accumulated cost was then divided by 12, which effectively spreads out the cost over a twelve-month period.

Franchise Fee Component: The Franchise Fee component is 10% of the gross customer service rate. This component does not change. The Franchise Fee compensates the City for the value of its solid waste-related services and for the value of the City property utilized for solid waste services.

The residential rates are as follows:

Cart Size Current Rates
Proposed Rates
(Effective January 1,
2024)
Rate Increase
20 Gallon $22.52 $24.23 $1.71
32 Gallon $29.78 $32.08 $2.30
64 Gallon $42.61 $45.96 $3.35
96 Gallon $57.65 $62.21 $4.56
The full rate schedule is found in Attachment A to the Resolution.

ALTERNATIVES:

Staff has identified no alternatives that would allow the City to continue to provide garbage and recycling services to the City under the current contract.

FISCAL IMPACT:

The proposed action will have no fiscal impact on the City’s operating funds.

ENVIRONMENTAL ANALYSIS:

Adoption of the rate schedule would create no potential environmental impacts as the rate changes do not change to the level or frequency of solid waste services being performed.

Therefore, there is no possibility that the adoption of the revised rate schedule will have a significant effect on the environment. Under the general rule of the California Environmental Quality Act (“CEQA”), adoption of the revised rate schedule is not subject to environmental review (CEQA Guidelines Section 15061(b)(3)).

ATTACHMENT(S):

Resolution
Attachment A to the Reso - 2024 Rate Sheet
Healdsburg 2024 RRI Memorandum
Healdsburg 2024 RRI Presentation

9.C
Packet Pg. 192

CITY OF HEALDSBURG
RESOLUTION NO. ______-2023

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

HEALDSBURG APPROVING MAXIMUM AUTHORIZED

RATES FOR REFUSE COLLECTION AND DISPOSAL
SERVICES FEES EFFECTIVE AS OF THE JANUARY 2024

BILLING CYCLE
WHEREAS, the City Council of the City of Healdsburg is desirous of maintaining and supporting the City’s established garbage collection, recycling, construction and demolition, and green waste diversion programs; and
WHEREAS, a requested rate increase for funding these programs from the City’s franchise waste hauler is based on an established formula stipulated in the Franchise Agreement (Agreement) between the City of Healdsburg and Recology that includes an annual adjustment based on the Refuse Rate Index (“RRI”), plus any increases in the tipping fees and composting fees as approved by the County Board of Supervisors; and WHEREAS, staff has reviewed the supporting documentation submitted by Recology and found it to be consistent with the provisions contained in the Agreement for a rate increase; and WHEREAS, authorization of Recology’s proposed maximum permissible solid waste rates would create no potential environmental impacts as the proposed rate changes do not change the level or frequency of solid waste services being performed; therefore, there is no possibility that the authorization of the revised maximum rate schedule will have a significant effect on the environment; and
WHEREAS, the City Council finds and determines that, under California Environmental Quality Act, CEQA Guidelines Section 15061(b)(3) authorization of the revised maximum rate schedule is not subject to environmental review; and
WHEREAS, rates for solid waste service are set and imposed by Recology, and by adopting this resolution, the City does not intend to impose any rates, fees, or charges. However, to the extent that the adoption of this resolution results in the City’s imposition of any fees, rates, or charges for services or facilities in connection with a solid waste system, those charges are adopted pursuant to California Health and Safety Code sections 5470 et seq.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Healdsburg hereby authorizes the revised maximum refuse collection and disposal rates per the attached exhibit to be effective the January 2024 billing cycle.

9.C.a
Packet Pg. 193 Attachment: Resolution (4209 : 2024 Waste Rate Adjustment) Resolution No. -2023

PASSED, APPROVED AND ADOPTED this 4
th
day of December 2023, by the following vote:

AYES: Councilmembers: ( )
NOES: Councilmembers: ( )
ABSENT: Councilmembers: ( )
ABSTAINING: Councilmembers: ( )
SO ORDERED: ATTEST:

Ariel Kelley, Mayor Raina Allan, City Clerk

9.C.a
Packet Pg. 194 Attachment: Resolution (4209 : 2024 Waste Rate Adjustment) Healdsburg RRI - Rates Effective 1.1.24 (Unlinked) - Submitted 9.27.23 - Exhibit I-Rates 2024 Exhibit I: Schedule of Approved Rates - 2024

A B C D E
Service Item Collection Disposal Compostable Retroactive Retroactive New Rate Component Component Component Disposal
Component
Compostable
Component 1/1/2024

8.3% 4.9% 5.1%
Residential Cart Collection
20-Gallon Cart $15.20 $4.32 $4.39 $0.15 $0.16 $24.23
32-Gallon Cart $22.33 $5.01 $4.39 $0.17 $0.16 $32.08
64-Gallon Cart $33.90 $7.26 $4.39 $0.25 $0.16 $45.96
96-Gallon Cart $44.43 $12.78 $4.39 $0.45 $0.16 $62.21
Commercial Cart and Bin Collection
20-Gallon Container $24.74 $6.91 $4.39 $0.24 $0.16 $36.44 32-Gallon Cart $30.89 $10.36 $4.39 $0.36 $0.16 $46.16
64-Gallon Cart $43.73 $22.45 $4.39 $0.78 $0.16 $71.52
96-Gallon Cart
1 pickup per week $49.14 $32.82 $4.39 $1.14 $0.16 $87.66 2 pickup per week $98.94 $65.64 $4.39 $2.29 $0.16 $171.42 3 pickup per week $148.74 $98.47 $4.39 $3.43 $0.16 $255.20 4 pickup per week $198.55 $131.29 $4.39 $4.57 $0.16 $338.96 5 pickup per week $248.29 $164.11 $4.39 $5.72 $0.16 $422.68 6 pickup per week $298.05 $196.93 $4.39 $6.86 $0.16 $506.39 1 Cubic Yards
1 pickup per week $184.30 $74.80 $4.39 $2.61 $0.16 $266.27 2 pickup per week $350.88 $149.70 $4.39 $5.21 $0.16 $510.35 3 pickup per week $463.55 $224.55 $4.39 $7.82 $0.16 $700.47 4 pickup per week $559.14 $299.40 $4.39 $10.43 $0.16 $873.53 5 pickup per week $585.84 $374.25 $4.39 $13.04 $0.16 $977.68

1.5 Cubic Yards
1 pickup per week $286.28 $112.28 $4.39 $3.91 $0.16 $407.03 2 pickup per week $520.75 $224.55 $4.39 $7.82 $0.16 $757.68 3 pickup per week $754.93 $336.83 $4.39 $11.73 $0.16 $1,108.05 4 pickup per week $989.50 $449.11 $4.39 $15.64 $0.16 $1,458.80 5 pickup per week $1,224.26 $561.38 $4.39 $19.55 $0.16 $1,809.75 6 pickup per week $1,459.33 $673.65 $4.39 $23.46 $0.16 $2,161.01 2 Cubic Yards
1 pickup per week $350.81 $149.70 $4.39 $5.21 $0.16 $510.28 2 pickup per week $597.26 $299.40 $4.39 $10.43 $0.16 $911.65 3 pickup per week $843.96 $449.11 $4.39 $15.64 $0.16 $1,313.27 4 pickup per week $1,090.30 $598.81 $4.39 $20.86 $0.16 $1,714.52 5 pickup per week $1,336.75 $748.50 $4.39 $26.07 $0.16 $2,115.88 6 pickup per week $1,583.57 $898.20 $4.39 $31.28 $0.16 $2,517.61 3 Cubic Yards
1 pickup per week $463.58 $224.55 $4.39 $7.82 $0.16 $700.50 2 pickup per week $804.25 $449.11 $4.39 $15.64 $0.16 $1,273.56 3 pickup per week $1,131.60 $673.65 $4.39 $23.46 $0.16 $1,833.27 4 pickup per week $1,452.85 $898.20 $4.39 $31.28 $0.16 $2,386.89 5 pickup per week $1,777.27 $1,122.76 $4.39 $39.11 $0.16 $2,943.69 6 pickup per week $2,101.21 $1,347.31 $4.39 $46.93 $0.16 $3,500.00 4 Cubic Yards
1 pickup per week $559.14 $299.40 $4.39 $10.43 $0.16 $873.53 2 pickup per week $884.81 $598.81 $4.39 $20.86 $0.16 $1,509.03 3 pickup per week $1,210.93 $898.20 $4.39 $31.28 $0.16 $2,144.97 4 pickup per week $1,536.31 $1,197.61 $4.39 $41.71 $0.16 $2,780.18 5 pickup per week $1,862.12 $1,497.01 $4.39 $52.14 $0.16 $3,415.82 6 pickup per week $2,187.04 $1,796.39 $4.39 $62.57 $0.16 $4,050.55 6 Cubic Yards
1 pickup per week $645.60 $449.11 $4.39 $15.64 $0.16 $1,114.90 2 pickup per week $1,081.31 $898.20 $4.39 $31.28 $0.16 $2,015.35 3 pickup per week $1,310.28 $1,347.31 $4.39 $46.93 $0.16 $2,709.07 4 pickup per week $1,685.38 $1,796.39 $4.39 $62.57 $0.16 $3,548.90 5 pickup per week $2,207.05 $2,245.50 $4.39 $78.21 $0.16 $4,535.32 6 pickup per week $2,603.01 $2,694.79 $4.39 $93.86 $0.16 $5,396.21 Submitted: September 27, 2023
Attachment A 9.C.b
Packet Pg. 195 Attachment: Attachment A to the Reso - 2024 Rate Sheet (4209 : 2024 Waste Rate Adjustment) Healdsburg RRI - Rates Effective 1.1.24 (Unlinked) - Submitted 9.27.23 - Exhibit I-Rates 2024 Exhibit I: Schedule of Approved Rates - 2024

A B C D E
Service Item Collection Disposal Compostable Retroactive Retroactive New Rate Component Component Component Disposal
Component
Compostable
Component 1/1/2024
Other Services
Backyard Charge $65.75 $65.75
Side yard for fee service $65.75 $65.75
Key charges $26.30 $26.30
Enclosure charges $65.75 $65.75
Gate service Charges $26.30 $26.30
Long Walk Charges $65.75 $65.75
Off Road Charge $21.33 $21.33
Commercial Overage per cubic yard $97.79 $17.27 $0.60 $115.66 4 yd Cleanup Bin (3 Days) $384.37 $69.10 $2.41 $455.87
Cart $51.65 $51.65
Bin--fee plus per yd. charge (below) $48.11 $48.11
per yard for bin contamination $97.07 $97.07
$129.09 $129.09
Replacement carts after 1/year $201.35 $201.35
Replacement bin after 1/year $340.78 $340.78
$42.60 $42.60
$64.52 $64.52
$45.43 $4.39 $0.16 $49.98
Extra Pickups
20-Gallon Cart $33.99 $1.00 $0.03 $35.02
32-Gallon Cart $34.63 $1.16 $0.04 $35.84
64-Gallon Cart $35.15 $1.16 $0.04 $36.36
96-Gallon Cart $36.02 $2.96 $0.10 $39.08
Extra 1 yd Pickup $92.03 $17.27 $0.60 $109.91

1.5 Cubic Yard Bin $134.57 $25.91 $0.90 $161.38
2 Cubic Yard Bin $145.40 $34.55 $1.20 $181.16
3 Cubic Yard Bin $176.03 $51.82 $1.80 $229.65
4 Cubic Yard Bin $181.13 $69.10 $2.41 $252.64
6 Cubic Yard Bin $198.33 $103.65 $3.61 $305.60
Contamination Recycle, yard waste or food
scrap
Cleaning fee for food scrap bin/cart in excess
of 1 per year
Same day return trip for blocked or not set at
curb bin or cart
Fee to reinstate account closed for
nonpayment
Additional Recycle or Yard Waste Cart after
2 Submitted: September 27, 2023
Attachment A 9.C.b
Packet Pg. 196 Attachment: Attachment A to the Reso - 2024 Rate Sheet (4209 : 2024 Waste Rate Adjustment) Healdsburg RRI - Rates Effective 1.1.24 (Unlinked) - Submitted 9.27.23 - Exhibit I-Rates 2024 Exhibit I: Schedule of Approved Rates - 2024

A B C D E
Service Item Collection Disposal Compostable Retroactive Retroactive New Rate Component Component Component Disposal
Component
Compostable
Component 1/1/2024
20 yard or less $582.61 $345.48 $12.03 $940.13
30 yard & 40 yard $648.41 $345.48 $12.03 $1,005.93
Excess Disposal/Ton $155.47 $155.47
20 yard or less $582.61 $345.48 $12.03 $940.13
30 yard & 40 yard $648.41 $345.48 $12.03 $1,005.93
Wood (Processing Billed Separately)
20 yard or less $278.82 $278.82
30 yard & 40 yard $302.03 $302.03
Brush (Processing Billed Separately)
20 yard or less $278.82 $278.82
30 yard & 40 yard $302.03 $302.03
Recycling
20 yard or less $302.03 $302.03
30 yard & 40 yard $302.03 $302.03
20 yard or less $604.08 $604.08
20 yard or less $302.03 $302.03
Compactor MSW Solid Waste Collection
2 yard 1 x week $572.91 $312.53 $4.39 $10.89 $0.16 $900.89 2 yard 4 x week $2,299.34 $1,250.12 $17.58 $43.54 $0.64 $3,611.22 3 yard 1 x week $653.12 $426.17 $4.39 $14.84 $0.16 $1,098.69 3 yard 2 x week $1,308.73 $852.35 $8.79 $29.69 $0.32 $2,199.88 3 yard 3 x week $1,962.09 $1,278.52 $13.18 $44.53 $0.48 $3,298.81 3 yard 4 x week $2,612.44 $1,704.71 $17.58 $59.37 $0.64 $4,394.74 3 yard 5 x week $3,265.54 $2,130.90 $21.97 $74.22 $0.80 $5,493.43 Service Fee (Disposal Billed Separately)
20 Yard or Less Compactor $526.14 $526.14
25 Yard Compactor $656.80 $656.80
30 Yard Compactor $789.19 $789.19
Debris Box Compactor Services
$202.80 $202.80
Compactor Cleaning $608.42 $608.42
$202.80 $202.80
$202.80 $202.80 Relocation Fee
(if required on non-service day)
Commercial Solid Waste Debris Box Service
(includes 2 tons, excess billed)
C&D Debris Container >10% recyclables (2
tons charges delivered, excess billed)
Concrete (1/2 full box allowed - Disposal Billed
Separately)
Dirt (1/2 full box allowed - Disposal Billed
Separately)
Trip Charge 10+yd
(Empty Bin; Inaccessible Bin)
Monthly Box Rental
(>=10yds; if no pick up in month)
Submitted: September 27, 2023
Attachment A 9.C.b
Packet Pg. 197 Attachment: Attachment A to the Reso - 2024 Rate Sheet (4209 : 2024 Waste Rate Adjustment) Healdsburg RRI - Rates Effective 1.1.24 (Unlinked) - Submitted 9.27.23 - Exhibit I-Rates 2024 Exhibit I: Schedule of Approved Rates - 2024

A B C D E
Service Item Collection Disposal Compostable Retroactive Retroactive New Rate Component Component Component Disposal
Component
Compostable
Component 1/1/2024
Furniture
Twin $114.82 $37.20 $1.30 $153.31
Double / Full $114.82 $37.20 $1.30 $153.31
Queen $114.82 $37.20 $1.30 $153.31
King $114.82 $37.20 $1.30 $153.31
Bed Frame $101.14 $14.88 $0.52 $116.54
Couch (under 6 feet) $101.14 $14.88 $0.52 $116.54
Upholstered Chairs $101.14 $14.88 $0.52 $116.54
Wooden Chairs $101.14 $14.88 $0.52 $116.54
Dinette Tables $101.14 $14.88 $0.52 $116.54
Household
Rug (9x12) $101.14 $14.88 $0.52 $116.54
Vacuum $101.14 $14.88 $0.52 $116.54
Appliances
Water Heater 35 Gallon $101.14 $14.88 $0.52 $116.54
Water Heater 40-50 Gallon $101.14 $14.88 $0.52 $116.54
Water Heater 100 Gallon $101.14 $14.88 $0.52 $116.54
Oven $105.69 $22.32 $0.78 $128.79
Oven (Stove Top) $105.69 $22.32 $0.78 $128.79
Oven-Stove Unit $105.69 $22.32 $0.78 $128.79
Microwave $101.14 $14.88 $0.52 $116.54
Garbage Compactor $101.14 $14.88 $0.52 $116.54
Dishwasher $101.14 $14.88 $0.52 $116.54
Fridge $114.82 $37.20 $1.30 $153.31
Freezer $114.82 $37.20 $1.30 $153.31
Air Conditioner $114.82 $37.20 $1.30 $153.31
Freon Extraction (for debris box collection,
included bulky item collection, and paid bulky
collection)
$52.00 $57.20
Washing Machine $105.69 $22.32 $0.78 $128.79
Dryer $105.69 $22.32 $0.78 $128.79
Building Materials
Household Doors $101.14 $14.88 $0.52 $116.54
Sink $101.14 $14.88 $0.52 $116.54
Toilets $101.14 $14.88 $0.52 $116.54
Windows (less than 3' by 4' only) $101.14 $14.88 $0.52 $116.54 Windows larger than 3x4 $149.66 $14.88 $0.52 $165.06
Yard & Garden
Gas Mower (must be drained of gas &
oil) $101.14 $14.88 $0.52 $116.54
BBQ $101.14 $14.88 $0.52 $116.54
Ping Pong Table $101.14 $14.88 $0.52 $116.54
Exercise Bike $101.14 $14.88 $0.52 $116.54
Swing Sets $101.14 $14.88 $0.52 $116.54
Bike $101.14 $14.88 $0.52 $116.54
Submitted: September 27, 2023
Attachment A 9.C.b
Packet Pg. 198 Attachment: Attachment A to the Reso - 2024 Rate Sheet (4209 : 2024 Waste Rate Adjustment) Healdsburg RRI - Rates Effective 1.1.24 (Unlinked) - Submitted 9.27.23 - Exhibit I-Rates 2024 Exhibit I: Schedule of Approved Rates - 2024

A B C D E
Service Item Collection Disposal Compostable Retroactive Retroactive New Rate Component Component Component Disposal
Component
Compostable
Component 1/1/2024
Electronics
Computer Monitor or Computer
Tower/CPU $100.91 $14.60 $0.51 $116.02
Television $100.91 $14.60 $0.51 $116.02
Large Screen Television $123.93 $14.60 $0.51 $139.03
Console Television $123.93 $14.60 $0.51 $139.03
Stereo Equipment $100.91 $14.60 $0.51 $116.02
VCR/Home Entertainment $100.91 $14.60 $0.51 $116.02
Printer / Fax $100.91 $14.60 $0.51 $116.02
Copier (table top) $100.91 $14.60 $0.51 $116.02
Copier (small stand alone) $158.87 $109.53 $3.81 $272.21 Oversize Office Equipment $127.78 Price Varies $127.78
Car Parts
Engine Block (completely drained of
fluids) $101.14 $14.88 $0.52 $116.54
Car Seats $101.14 $14.88 $0.52 $116.54
Bumper / Grill etc. $101.14 $14.88 $0.52 $116.54
Passenger Vehicle Tire $101.14 $14.88 $0.52 $116.54
Truck or Tractor Tire Price Varies
Additional Items
Items under 60 lbs. $101.14 $14.88 $0.52 $116.54
Items over 60 lbs. $127.78 Price Varies $127.78
Items requiring special handling or
disposal $127.78 Price Varies $127.78
Public Hospitals and Schools receive 20% discount on franchise rates.

Rates highlighted in blue have been added and/or adjusted for the current year.

On-call services are available on for debris box and compactor service only.

Weekly service required and includes up to 100% of weekly trash volume in each of recycling and organics service for all customers.

A la cart recycling and organics services are not available.

Submitted: September 27, 2023
Attachment A 9.C.b
Packet Pg. 199 Attachment: Attachment A to the Reso - 2024 Rate Sheet (4209 : 2024 Waste Rate Adjustment) 1512 Eureka Road, Suite 220, Roseville, CA 95661 | p 916.782.7821 | f 916.782.7824 | www.r3cgi.com Introduction
R3 Consulting Group (R3) was engaged by the City of Healdsburg (City) to review Recology Sonoma Marin’s (Recology) request for a refuse rate increase (RRI) effective January 1, 2024. This memorandum presents the findings of our review of Recology’s request. Attachment A contains a comparison of Recology’s full customer rate schedule, broken down by component.

Summary of Findings
R3 reviewed the supporting documentation submitted by Recology and confirmed the accuracy of Recology’s calculations. As calculated:

Residential customer rates increase between 7.57% to 7.92%, depending on the cart size.

Commercial customer rates increase between 7.76% to 8.13%, depending on the bin size.

Background
The City contracts with Recology for collection of the City’s residential and commercial garbage, recycling and compostable materials. Recology collects the material and hauls it to Recology’s Material Recycling Facility, Cold Creek Compost, for processing, and Central Landfill for disposal. The service rates that customers pay for collection services are set by the City, through a methodology and timeline as outlined in the Franchise Agreement. The garbage tipping fee and compostable materials processing tipping fees are adjusted by the County on April 1st of each year, while the Franchise Agreement has annual adjustments to the collection rates for the Healdsburg customers on September 1st of the year. This difference in rate adjustments, between April 1st and August 31st, causes Recology to accrue tipping fee costs that are not covered by the customer service rates during that five-month gap. The new Franchise Agreement also includes a methodology to calculate the rate pass through adjustment and how to apply it to the existing rate structure to recapture the lost revenue. This methodology was included in the new Franchise Agreement and is now being utilized by Recology in the annual RRI adjustment application as part of the new Franchise Agreement
Annual Rate Adjustments
A RRI is an annual adjustment to the collection service rates that customers are charged for their collection services. This adjustment is carried forth to account for multiple factors, which include, but are not limited to, changes in the market, changes in the disposal tipping fees, changes in compostable tipping fees, changes in the cost of operations, and/or changes in the services being provided by the hauler to the City and its residents. The City’s standard rate structure has five separate components that make up the customer’s rate. These components are:

1. The Collection Component

2. The Disposal Fee Component
To: Mr. Larry Zimmer, City of Healdsburg
From: Garth Schultz and Alex Soulard, R3 Consulting Group, Inc.

Date: November 1, 2023
Subject: Recology Sonoma Marin’s Annual Refuse Rate Increase Request

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Packet Pg. 200 Attachment: Healdsburg 2024 RRI Memorandum (4209 : 2024 Waste Rate Adjustment) City of Healdsburg

3. The Compostable Materials Processing Fee Component

4. The Retroactive Rate Pass-Through Component

5. The Franchise Fee Component
The five component costs were added together to result in the total customer monthly service charge.

The calculated adjustments to these components are summarized below.

Collection Component
The Collection Component is calculated using the RRI adjustment methodology outlined in Exhibit C of the Franchise Agreement. Exhibit C explains that there are six (6) cost categories which makeup the RRI calculation. These categories are: “Labor”, “Fuel”, “Vehicle Replacement”, “Vehicle Maintenance”, “Revenue from Sale of Recyclable Material” and “All Other”. Each cost category is assigned a weighted percentage factor based on that cost category's proportionate share of the total of the costs shown for all cost categories in the designated fiscal period. Each of these categories have index values provided by the Bureau of Labor Statistics (BLS). Exhibit C specifies that the twelve (12) month period, of which the BLS indices for each cost category are taken from, ends on August 30th of the most recent release of BLS index values. The percent increase of these monthly or quarterly index values are calculated and multiplied against the weighted percentage of each of the weighted percentages of the dollar amount reported by Recology for each cost category. These calculated values are then added together, resulting in the RRI adjustment value. This percentage is then applied to the collection component of the customer rate schedule to produce the updated collection component cost. Table 1, below, breaks down the collection component cost categories with the overall adjustment totaling 8.26% increase.

Table 1: RRI Index Calculation
Cost Category
January 1, 2023 Adjustment
Weighted Adjustment %
Labor Index (1) 1.82%
Fuel Index -0.39%
Vehicle Replacement Index 1.03%
Vehicle Maintenance Index 0.26%
RCY Processing Revenue 3.47%
All Other 2.07%
Total Collection
Component Adjustment 8.26%
Disposal Fee Component
The Disposal Fee component is taken directly from the disposal tipping fee at the Central Landfill. The Disposal Tipping Fee Component of the collection Rates shall be based on the actual cost to Dispose Solid Waste at the Designated Disposal or Transfer Facility (the disposal tip fee). The Disposal Tipping Fee Component of each Rate shall be adjusted by the percentage change in the disposal tip fee over the 12 months preceding the October 1 due date for Contractor’s Rate adjustment request. The landfill tipping fees increased from the April 1
st
, 2022, rate of $148.25 to $155.47 per ton, which became effective on April 1, 2023. This represents a 4.9% increase over the current disposal fee component.

Compostable Materials Processing Fee Component
The Compostable Materials Processing Fee component is taken directly from the compostable materials processing fee at the designated processing facility, Cold Creek Compost. This compostable materials processing fee is multiplied against a “Fee Generation Factor”, which is a predetermined fixed value in the Franchise Agreement. The compostable materials processing fee increased from the April 1, 2022, rate of $101.64 to $106.84 per ton, which became effective on April 1, 2023. This represents a 5.1%

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Packet Pg. 201 Attachment: Healdsburg 2024 RRI Memorandum (4209 : 2024 Waste Rate Adjustment) City of Healdsburg

increase over the current compostable materials processing fee component. This is applied to the compostable materials processing fee component to calculate the updated compostable materials processing fee component cost.

Retroactive Rate Pass Through Component
As previously mentioned, the solid waste tipping fee, and compostable materials processing tipping fees are adjusted by the County on April 1st of each year, while the Franchise Agreement has annual adjustments to the collection rates for the Healdsburg customers on September 1st of the year. Recology accrues tipping fee costs that are not covered by the customer service rates during the five-month gap between April 1st and August 31st. The Retroactive Rate Pass Through Component recaptures the loss of revenue for Recology due to the midyear change in tipping fees. This retroactive rate pass through calculation is not based on any annual changes in fees or indices and does not need adjusting.

Franchise Fee Component
The Franchise Fee component is 10% of the gross customer service rate. This component does not change.

Findings
After a review of R3 found that Recology correctly calculated the Disposal and Organic Processing Components. Recology used the correct indices and correctly applied the RRI adjustment calculation methodology to the Collection Component. Table 2, below, is a comparison between the 2023 rates and calculated 2024 rates. Attachment A contains the rate sheet as calculated in accordance with the Franchise Agreement.

Table 2: Rate Comparison
Subscription Size 2023 Rates 2024 Rates Percentage
Difference
Residential
20 Gallon $22.52 $24.23 7.57%
32 Gallon $29.78 $32.08 7.71%
64 Gallon $42.61 $45.96 7.86%
96 Gallon $57.65 $62.21 7.92%
Commercial
1 CY 1/week $246.33 $266.27 8.09%
1 CY 3/week $647.91 $700.47 8.11%
3 CY 1/week $647.94 $700.50 8.11%
3 CY 3/week $1,695.77 $1,833.27 8.11%
Recommendations
R3 recommends adoption of the 2024 rates as adjusted by the standard methodology outlined in the Franchise Agreement.

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Packet Pg. 202 Attachment: Healdsburg 2024 RRI Memorandum (4209 : 2024 Waste Rate Adjustment) 2024 Annual Solid
Waste Rate Adjustment
City of Healdsburg City Council Meeting
December 4, 2023

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Packet Pg. 203 Attachment: Healdsburg 2024 RRI Presentation (4209 : 2024 Waste Rate Adjustment) SLIDE
1 1. Rate Adjustment Background

2. Rate Adjustment Summary

3. Rate Adjustment Components

4. Methodology & Calculations

5. 2024 Residential Rates
AGENDA

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Packet Pg. 204 Attachment: Healdsburg 2024 RRI Presentation (4209 : 2024 Waste Rate Adjustment) SLIDE
2 Rate Adjustment Background
Ø Recology is allowed annual rate adjustments as per the Franchise Agreement with the City of Healdsburg
Ø Section 7.3 of the Agreement outlines the methodology for the annual adjustment
Ø Rate adjustment will take effect January 1, 2024

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Packet Pg. 205 Attachment: Healdsburg 2024 RRI Presentation (4209 : 2024 Waste Rate Adjustment) SLIDE
3 Rate Adjustment Summary
ØOverall Rate Adjustments effective January
1, 2024:

Ø Residential customer rates will increase between
$1.71 and $4.56 per month, depending on the cart
size
Ø Commercial customer rates increased between

7.76% to 8.13%, depending on the bin size and
frequency of weekly pickup

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Packet Pg. 206 Attachment: Healdsburg 2024 RRI Presentation (4209 : 2024 Waste Rate Adjustment) SLIDE
4 Rate Adjustment Components
ØSolid Waste Rates include the following:

Ø Collection: Compensates Recology for collection
services
Ø Disposal Tipping Fee: Compensates Recology for
changes in disposal costs at County facilities
Ø Compostable Material Processing Tipping Fee:

Compensates Recology for changes organics
processing costs
Ø Retroactive Tipping Fees: Compensates Recology
for timing differences (tipping fees are adjusted in April) Ø Franchise Fee: Adjusts rates in accordance with the
City’s Franchise Fee

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Packet Pg. 207 Attachment: Healdsburg 2024 RRI Presentation (4209 : 2024 Waste Rate Adjustment) SLIDE
5 Rate Adjustment Methodology
ØCollection Component
Ø Uses five cost categories (Labor, Fuel, Vehicle
Maintenance, Vehicle Replacement, and All Other) to
divide and weigh out the annual expenses of
Recology
Ø These weighted percentages are multiplied against
corresponding Bureau of Labor Statistic (BLS)
indices
Ø The resulting percentages are added up to the total
RRI adjustment percentage

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Packet Pg. 208 Attachment: Healdsburg 2024 RRI Presentation (4209 : 2024 Waste Rate Adjustment) SLIDE
6 Collection Component Continued
Collection Component Calculation
January 1, 2024
Cost Category Adjustment
Weighted Adjustment %
Labor Index (1) 1.82%
Fuel Index -0.39%
Vehicle Replacement Index 1.03%
Vehicle Maintenance Index 0.26%
RCY Processing Revenue 3.47%
All Other 2.07%

8.26% Total Collection
Component Adjustment

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Packet Pg. 209 Attachment: Healdsburg 2024 RRI Presentation (4209 : 2024 Waste Rate Adjustment) SLIDE
7 ØDisposal and Compostable Material per ton
Tipping Fees are external to Recology’s control
ØDisposal
Ø Tipping fee increase from $148.25 to $155.47 per ton
ØCompostable Materials
Ø Tipping fee increase from $101.64 to $106.84 per ton
ØTipping fees are adjusted in April whereas City
sets rates in January – Recology carries 8
months of increased tipping fee costs

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Packet Pg. 210 Attachment: Healdsburg 2024 RRI Presentation (4209 : 2024 Waste Rate Adjustment) SLIDE
8 2024 Residential Rates
Rate
Increase 2023 Rate 2024 Rate Residential Cart Collection 20-Gallon Cart $22.52 $24.23 $1.71
32-Gallon Cart $29.78 $32.08 $2.30
64-Gallon Cart $42.61 $45.96 $3.35
96-Gallon Cart $57.65 $62.21 $4.56

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Packet Pg. 211 Attachment: Healdsburg 2024 RRI Presentation (4209 : 2024 Waste Rate Adjustment) SLIDE
9 2024 Residential Rates
Jurisdictions
Effective
Date 20 Gallon
30-40
Gallon
60-65
Gallon
90-100
Gallon
Sonoma City 7/1/2023 $14.27 $22.91 $48.27 $73.40
Santa Rosa 1/1/2023 $32.52 $36.57 $53.40 $81.79
Petaluma 7/1/2023 $16.18 $28.64 $54.32 $89.60
Rohnert Park 7/1/2023 $15.84 $29.05 $45.38 $70.83
Sebastopol 7/1/2023 $16.83 $29.43 $53.79 $89.74
Cotati 1/1/2023 $18.62 $26.17 $68.61 $105.74
Cloverdale 12/1/2022 $24.84 $34.00 $53.35 $68.99
Windsor 4/1/2023 $27.09 $35.56 $54.75 $82.95
Healdsburg (Current) 1/1/2023 $22.52 $29.78 $42.61 $57.65 Healdsburg (Proposed) 1/1/2024 $24.23 $32.08 $45.96 $62.21 Sonoma County Average (without Healdsburg): $20.77 $30.29 $53.98 $82.88 $ Difference (Average and Proposed) $3.46 $1.79 ($8.02) ($20.67) % Difference (Average and Proposed) 17% 6% -15% -25%
Residenital Garbage Collection Rates
Table 4: Sonoma County Rate Comparison

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Packet Pg. 212 Attachment: Healdsburg 2024 RRI Presentation (4209 : 2024 Waste Rate Adjustment)

CITY OF HEALDSBURG

CITY COUNCIL AGENDA STAFF REPORT
MEETING DATE: December 4, 2023
SUBJECT: Appointment of Senior Citizen Advisory Commissioner PREPARED BY: Raina Allan, City Clerk
STRATEGIC INITIATIVE(S):

Provide Resident-Driven Community Services
RECOMMENDED ACTION(S):

By motion, appoint one applicant to the Senior Citizen Advisory Commission for a term of two years due to expire January 1, 2026.

COMMUNITY ENGAGEMENT/OUTREACH:

A notice of the vacancy for the Senior Citizen Advisory Commission was advertised in the Press Democrat on October 6, 2023, October 13, 2023 and October 27, 2023 and posted on social media channels.

BACKGROUND:

At its November 6, 2023, meeting, the City Council formed one subcommittee comprised of Council Member Herrod and Council Member Edwards to interview applicants interested in serving on the Senior Citizen Advisory Commission.

The City Clerk received three applications for one open position on the Senior Citizen Advisory Commission. The Council Subcommittee interviewed three applicants on November 22, 2023.

The three applicants interviewed are listed below.

Patick Pinney
Debra Mercer
Rita D. Mar Cordova
DISCUSSION/ANALYSIS:

The Council subcommittee will make their recommendation at the City Council meeting.

Council will have the opportunity to discuss the recommendation.

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ENVIRONMENTAL STEWARDSHIP:

Not applicable.

ALTERNATIVES:

The Council could opt to not take the Subcommittee’s recommendation. In that case Council could appoint other applicants to the vacancy or direct staff to restart the recruitment process for the vacancy.

FISCAL IMPACT:

There is no fiscal impact related to the proposed action.

ENVIRONMENTAL ANALYSIS:

Pursuant to Title 14, the California Code of Regulations, Section 15378(b)(5) of the California Environmental Quality Act (“CEQA”) guidelines, the proposed action is an administrative activity of the City that will not result in direct or indirect physical changes to the environment.

ATTACHMENT(S):

Applications

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Packet Pg. 215 Attachment: Applications (4274 : Senior Citizen Advisory Commission Appointment)

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Packet Pg. 216 Attachment: Applications (4274 : Senior Citizen Advisory Commission Appointment)

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Packet Pg. 217
Attachment: Applications (4274 : Senior Citizen Advisory Commission Appointment)

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Packet Pg. 218
Attachment: Applications (4274 : Senior Citizen Advisory Commission Appointment)

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Packet Pg. 219 Attachment: Applications (4274 : Senior Citizen Advisory Commission Appointment) 10-30-2023

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Packet Pg. 220 Attachment: Applications (4274 : Senior Citizen Advisory Commission Appointment) 11/29/2023 – 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) December 18, 2023 Local Appointments List – Maddy Act
AB 1600 Report for FY 2022-23
Saggio Hills General Plan Map and Zoning Map “Clean up” Amendments – 2 nd Reading
Recycled Water Pipeline CEQA Addendum
Foley Family Community Pavilion Bid Award
Selection of Mayor and Vice Mayor for 2024
Council Appointments to Boards and Commissions for 2024 January 1, 2024
Cancelled
January 16, 2024 Cultural Trust Fund Amendment
(Tuesday) Update on City Council Goals
Amend Special Event Policy and Chapter 12.24 of Municipal Code – 2nd reading Local Hazard Mitigation Plan Adoption
Revisions to the Memorandum of Understanding with 421 Foss Street LLC (Duchamp Hotel) for the Foley Family Community Pavilion Project
Tentative Map – North Village – Middle Income Units
Initial findings for the Water and Wastewater cost of service update FY 2024-2026 Budget Overview
Fire Services Working Group Ballot Measure Presentation (NOTE: The schedule is tentative and subject to change pending final publication and posting of the City Council meeting agenda)

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Packet Pg. 221 Attachment: Agenda Planning Sheet (4273 : Future Agenda Items - November 20, 2023)