Healdsburg City Council
March 18, 2024

City of Healdsburg
401 Grove Street
Healdsburg, California 95448
(707) 431-3128
[email protected]
Date Issued: Monday, March 18, 2024
Special Event Permit Conditions
Event: The BloodRoot Ramble 2024 Date Range:

Friday, June 7, 2024, at 8:00 a.m. through
Sunday, June 9, 2024, at Noon
Location: Healdsburg Community Center Set-up:

Friday, June 7, 2024, at 8:00 a.m. to
Saturday, June 8, 2024, at Noon
Applicant: Reeve Wines Event: Saturday, June 8, 2024, from Noon to 8:00 p.m.

Contact: Kelly Dorrance Clean-up:

Saturday, June 8, 2024, from 8:00 p.m. to
Sunday, June 9, 2024, at Noon
A – PERMITTED SPACES
Location Start Time End Time Notes
Healdsburg Community
Center Field
Friday, June 7th at
8:00 a.m.

Sunday, June 9th at
Noon
• Fencing to restrict public access
of the field may only occur
Friday, June 7, 2024, at 8:00 a.m.
through Sunday, June 9, 2024, at
12:00 p.m.
• Foss Creek Pathway must remain
open and unobstructed for public
use at all times.

Healdsburg Community
Center: Blacktop, South Lot,
Hammer Lot, and Dirt Lot
Saturday, June 8th at
8:00 a.m.

Saturday, June 8th
at 8:00 p.m.
• Sidewalks and pedestrian
walkways need to remain
unobstructed.
• No parking or staging equipment
in emergency zones.

City Hall Parking Lot Saturday, June 8th at
11:30 a.m.

Saturday, June 8th
at 9:00 p.m.
• Sidewalks and pedestrian
walkways need to remain
unobstructed.
• No parking or staging equipment
in emergency zones.

Private property owner written approval is required for all parking / shuttling locations that occur on private property by May 25, 2024.

B - HEALDSBURG CITY COUNCIL – APPROVALS

1. Consumption of alcohol in a public park for The BloodRoot Ramble:
• Healdsburg Community Center Field

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Packet Pg. 148 Attachment: Special Event Permit Preliminary Conditions of Approval (4345 : Reeve Wines' Requests for The BloodRoot Ramble on June 8,

• Saturday, June 8, 2024, Noon to 8:00 p.m.

2. Restrict access to a public park for The BloodRoot Ramble:
• Healdsburg Community Center Field
• Friday, June 7, 2024, at Noon through Sunday, June 9, 2024 at Noon

3. Host a major special event with more than 2,500 attendees in a City venue outside the Downtown Core on the same day that a major event is scheduled at a Downtown Core venue. • The BloodRoot Ramble
• Saturday, June 8, 2024, Noon to 8:00 p.m.

C – SPECIAL EVENT CONDITIONS OF APPROVAL

1. Deposit
• Reeve Wines shall make an initial deposit of $5,000 per the 2024 Cost Recovery Deposit Agreement. • The City will account for costs the City incurs for all planning, setup, event delivery, and takedown/cleanup including but not limited to City staff time, use of City equipment, and other internal and external costs. All City costs shall be the responsibility of Reeve Wines and will be reimbursed by means of a deposit account.
• When the deposit balance reaches $1,250.00, Reeve Wines shall be required to replenish the deposit amount to the original $5,000.00.
• All or part of the deposit may be used to cover City expenses associated with the event including, but not limited to:
o City staff time associated with planning, setup, event deliver, takedown, and event follow-up. o Non-compliance to the permit parameters.
o Violation of any special event condition, policy, or ordinance. o Damage to City property not considered normal wear and tear. o Event cleanup.

2. Fees
• This event is considered a Major Special Event under the City of Healdsburg Policy for Special Events and City Partnerships. The special event permit application processing fee is due on May 15, 2024. • Reeve Wines is responsible for all associated event costs as approved by City Council in the most current version of the of City of Healdsburg Master Fee Schedule. • For services requested of City staff for which no fee is listed in this Master Fee Schedule, the Director of the department whose services are requested shall determine the appropriate fee, based on approved hourly rates for staff time involved in the service or activity.

3. Insurance, Indemnification, and Waivers
The applicant is required to provide the following:

A. A Certificate of Liability Insurance with Endorsement meeting the City’s minimum requirements by May 15, 2024 (Chapter 12.24 Special Events, Healdsburg Municipal Code). As a condition of use of City of Healdsburg facilities or City programs, your organization must provide, at your sole expense, each of the following items as indicated:
o Proof of insurance comprised of certificate of Insurance and original Policy Endorsement of comprehensive general liability insurance written by one or more responsible insurance companies licensed to do business in California. This coverage must:

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Packet Pg. 149 Attachment: Special Event Permit Preliminary Conditions of Approval (4345 : Reeve Wines' Requests for The BloodRoot Ramble on June 8,

▪ This insurance is primary with respect to the additional insured named above. Any other insurance available to The City of Healdsburg, its officers, officials, caretakers, employees and volunteers shall be excess and noncontributing.” ▪ Name the City of Healdsburg, its officers, officials, caretakers, employees and volunteers as additional insured by endorsement against liability for injury to persons, damages to property and for the death of a person or persons arising or resulting from any act or omission on the part of your organization, its agents or employees. ▪ Include liability coverage for claims made by participants in your event/program. You are advised that any and all exclusions pertaining to athletic or recreational event/programs must be disclosed in the endorsement and failure to do so will not necessarily insulate your organization form individual liability for claims made as a result of the use of the facilities and your even/program. ▪ Be PRIMARY insurance with respect to the additional insured named above. Any other insurance available to The City of Healdsburg, its officers, officials, caretakers, employees and volunteers be excess and noncontributing. ▪ The comprehensive general liability insurance policy limits of such insurance shall not be less than $2,000,000 per occurrence for bodily injury, personal injury and property damage. a. Any deductible or self-insured retention must be identified and approved by the City. In the event the deductible is deemed to be too great, the City may require you to have your insurer eliminate the deductible or reduce it. ▪ Include proof of Workers’ Comp Insurance as required by the State of California and Employer’s Liability Insurance.
▪ Include a Liquor Liability endorsement.
o You must satisfy these requirements by furnishing the City with certificates of insurance and endorsements affecting the required coverage. The certificate and endorsements are to be on ISO-approved forms. The City will not accept a Certificate of Insurance alone as proof of insurance coverage. The City will not accept the wording listed in the box below in the Description of Operations box on the Certificate.

4. Event Layout and Installation
• Reeve Wines shall provide a preliminary event layout on April 15, 2024 for City review. The City shall provide comments and required changes for the preliminary event layout to Reeve Wines. • Reeve Wines shall provide a final event layout to the City on May 15, 2024 for final City approval. No changes to the event layout shall be made without written consent of the City. • All equipment such as tents and stages must be installed so as not to damage parking surfaces, walkways, lighting, trees or landscaping, or other City infrastructure. No drilling into pavement or ground is permitted, and nothing can be attached to City property such as light poles or signs. • A 6’ clearance must be provided at all times to any public utility box, panel, or fixture. • Special event shall not exclude the public from the general use of the Foss Creek Pathways, public sidewalks, and Healdsburg Community Center campus.

5. Trash, Recycling, and Composting
• Reeve Wines shall use as much reusable and compostable materials as possible to move towards a zero-waste event.
• City facilities, and any person renting a City facility, shall not provide prepared food in disposable food service ware that contains polystyrene foam or PFAS (HMC 8.10.030).

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Packet Pg. 150 Attachment: Special Event Permit Preliminary Conditions of Approval (4345 : Reeve Wines' Requests for The BloodRoot Ramble on June 8,

• Reeve Wines shall be required to meet or exceed all current waste and conservation requirements that are in place by the State, County and/or City at the time of the event, and must conform to all applicable municipal and county codes and regulations, including serving products and food waste. • Reeve Wines shall submit a waste management plan for City review no later than May 15, 2024. • All trash, recycling, and compost units shall be removed on or before 11:00 a.m. on June 10, 2024.

6. No Parking Signage (City Hall and Healdsburg Community Center Campus Parking Lots) • Reeve Wines shall:
o No-Parking Signage – Post “No-Parking / Tow Away” a-frame signage:
▪ City Hall Parking Lot subject to the closure a minimum of 24 hours prior to event. ▪ Reeve Wines shall coordinate signs from Community Services by May 25, 2024. ▪ If desired, Reeve Wines may rent barricades from Community Services by confirming quantities needed by May 25, 2024.
o Public Noticing – Notify all business and residences within a 1,500’ radius of the Healdsburg Community Center by May 25, 2024 and include the following information:
▪ Event details (name, date, time, etc.)
▪ Hours of amplified noise
▪ Contact number that can be called to voice any concerns/issues during the event.

7. Safety & Risk Management
• Reeve Wines shall submit and follow a Risk Management Plan that includes mitigation measures for combating potential risks and hazards. A Preliminary Risk Management Plan is due on April 15, 2024 with a Final Risk Management Plan due on May 25, 2024. The plan must include (but is not limited to):

A. Identifying and prioritizing risks associated with the event and assigning mitigation measures.

B. A medical response plan including but not limited to the staging of medical personnel throughout the duration of the event and medical incident response protocols.

C. Location of designated emergency vehicle parking.
• Reeve Wines is required to follow all orders, regulations, ordinances, and guidelines of the California Department of Public Health (CDPH), the Sonoma County Health Officer, and the City of Healdsburg in effect at the time of the event.
• Pedestrian emergency exits must be provided at separate and clearly signed egress points at the event site and capable of opening a minimum of 14’ wide unobstructed. These emergency exit points should be clearly labeled on the event layout/map and included in the Permitter Control Plan due on April 15, 2024.

8. Parking & Traffic
• Reeve Wines shall prepare and submit a Finalized Parking Control Plan for City review on May 1, 2024. The plan must include (but is not limited to):
o Confirmed location of 800 parking stalls for event participants; not including on-site parking for event staff, vendors, and trailers.
o Specific shuttle pick-up locations with corresponding parking capacity. o Specific shuttle drop-off location (must avoid crossing of streets by pedestrians). o Methods used to encourage and promote accessibility of shuttle service locations outside of the downtown core and encourage alternative modes of transportation other than personal vehicles. o On-site ADA accessible Parking.

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Packet Pg. 151 Attachment: Special Event Permit Preliminary Conditions of Approval (4345 : Reeve Wines' Requests for The BloodRoot Ramble on June 8,

o Exact placement of LED signage that shall be placed on Healdsburg Ave. (northbound and southbound facing) between June 2–8, 2024; and include specific text. o Professional staff should be employed to monitor parking lots and for traffic control in and out of the venue parking.
o Parking operations shall not create back-up onto public streets. o “No Event Parking” signs may be placed on the surrounding streets as indicated in the permit application, but would not be enforceable.
o Event attendees parking in the Healdsburg Community Center Dirt Lot must be directed to enter from Grove St. heading NE toward Healdsburg Ave.; and exit NE toward Healdsburg Ave.

9. Event Planning Updates
• Reeve Wines shall meet with the City’s Facilities and Events Supervisor (and other City staff as needed) as specified below. Reeve Wines shall work with the Facilities and Events Supervisor to schedule these meetings.
o April 2023
o May 13-16, 2024 (On-site: Pre-Event Walkthrough)
o June 10, 2024 (On-Site: Post-Event Walkthrough)
• Reeve Wines must respond to requests from the Special Event Permit Committee to provide a status update at any time.

10. Restrictions & Violations
• Live and/or recorded amplified sound or excessive noise is prohibited during daytime hours: before 7:00 a.m. and after 8:00 p.m.
• Any violation of any special event permit 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. • City reserves the to terminate all or part of this permit immediately without notice if the Reeve Wines does not adhere to all city requirements or if the facility is damaged or destroyed. • Filming activities for the purpose of motion picture, commercial, or videotaping on or of City property for commercial purposes is prohibited without a City of Healdsburg Film Permit. A film permit can be obtained by contacting Facilities and Events Supervisor, Matt Milde at (707) 431-3128 or [email protected].
• Discharge of weapons, explosives, firearms, or pyrotechnics is prohibited.

11. Other Conditions
• Reeve Wines shall assure that all participants selling goods and services adhere to local requirements. • Reeve Wines 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. • No food trucks, carts, or trailers, portable BBQ’s, etc. shall be driven or parked on City-owned sidewalks or lawns.
• All portable toilets and handwash stations are limited to hard surface / non-turfed areas. • No digging or cutting of any shrubs, vegetation, and/or trees. • Glass beverage containers are prohibited in City parks (Ord. 967 § 1,2000. Code 1964 § 14A-38.) • No spray paint or /chalk/spray-on chalk used on roads, parkinareas, grass, sidewalks, etc. • The onsite event organizer shall retain a copy of the special event permit and keep on location. (Ord. 819/1, 1987. Code 1964/16-A-10)

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Packet Pg. 152 Attachment: Special Event Permit Preliminary Conditions of Approval (4345 : Reeve Wines' Requests for The BloodRoot Ramble on June 8,

• The City must approve, in writing, any modifications to the event after the event permit has been issued.
• Special event set-up & break-down activities are permitted during day-use hours only, from 7:00 a.m. to 10:00 p.m.
• A Facility Use Permit for the Healdsburg Community Center must be obtained by May 15, 2024. o Please note that no alcohol is allowed in the Healdsburg Community Center without City Council approval.
• Post-Event Report submitted to permit review team 60-days after the event that includes the following:
o Data on Parking Lot capacities during the event
o Log of neighborhood calls received with issues/concerns addressed o Final attendance number
o Summary of notable incidents
D – HEALDSBURG POLICE DEPARTMENT CONDITIONS OF APPROVAL

1. All state laws, city ordinances and parking regulations are subject to enforcement.

2. Amplified Sound
• Must be kept at a reasonable level and not violate Healdsburg Municipal Code at any time during the event, including setup and takedown.

3. Private Security
• Reeve Wines must provide for private security as outlined on page 9 of the special event application.

The required number of security guards is subject to any changes to the layout or scope of event. (a copy of the security contract must be provided by May 1, 2024).

4. Alcohol
• Alcohol sales must be in conjunction with a valid ABC license and a city council waiver must be obtained.
• Persons purchasing or being served alcohol must be 21 or older. Valid identification must be shown.

Must have hand stamped or be issued a wristband. No alcohol to be sold or served to intoxicated persons.
• All alcohol sales and service to stop at 7:45 p.m.
• Submit copy of ABC License by May 25, 2024.

5. Perimeter Control
• Perimeter of event area must be fenced and posted with signs indicating no alcohol outside of event area. Fencing shall be of a type that prevents people from entering or exiting, except at designed spaces. Event organizer must provide the police department with fencing specifications no later than April 15, 2024.
• Event staff shall be stationed at gates to prevent persons from leaving event area with open alcohol.

Persons with alcohol outside of event area will be subject to citation. (HMC 9.12.170).

6. Police Staffing
• This event has the potential to bring a significant increase in people to the City of Healdsburg. Given the increase in people and traffic, the police department reserves the right to require two (2) officers tentative to work the event and two (2) more to upstaff patrol depending on staffing availability. This

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Packet Pg. 153 Attachment: Special Event Permit Preliminary Conditions of Approval (4345 : Reeve Wines' Requests for The BloodRoot Ramble on June 8,

is a large-scale event and will likely impact the areas surrounding activities both at the venue and downtown drop off areas.
• Event organizers shall provide current and anticipated attendance numbers on April 15, 2024, May 15, 2024; and June 5, 2024. A determination will be made at that time as to the number of officers and the duration they will be required. The cost will be billed to the event at the rate indicated on the approved master fee schedule at that time.

E – HEALDSBURG FIRE DEPARTMENT CONDITIONS OF APPROVAL

1. Cooking Booth and Food Truck Requirements
• Food vendors must comply with the cooking both requirements as listed in the attached inspection form and drawing. Vendors will be inspected prior to the event. • Barbeques and cooking apparatus must be located 10 ft. away from any combustible materials including tents and canopies.
• Fire extinguishers are required at all cooking booths. • Grills and deep fat fryers that give off grease laden vapors are required to be at least 18 inches to the exterior of the booth.
• Propane is to be stored outside of the membrane.
• Food trucks shall have the Ansul system tagged as inspected and certified within 6 months of the date of the event.
• Limited Use Propane Permit is required by May 15, 2024.

2. Tents
• Tents over 400 sq. ft. will require a tent permit and will require inspection from Healdsburg Fire Department. The permit will provide the tent owner/operator of the above listed requirements. The tent permit application can be found online at www.healdsburg.gov under Fire Department. • No open flame will be allowed under the tent structure. Tents shall be subject to the Parking, Cooking, No Smoking, and other requirements as identified in T-19 CCR, CFC 3203. • If 50-gallon poly drums are used to secure tents, the drums must be clean of chemicals or debris prior to filling.
• Tent permit applications shall be submitted May 1, 2024.

3. Inspection
• Contact the Healdsburg Fire Department Fire Marshal prior to the event for inspections of the tents and vendor booths at (707) 431-3125. A 48-hour inspection notice must be given.

4. Review and Approval
• Final Special Event Layout and permit materials must be approved by the Healdsburg Fire Department.

F – CONDITION DEADLINES
March 2024 City Council Review and Approval
Review and Signing of Special Event Permit and Special Event Agreements Initial Event deposit due
April 2024 Status Update Check-in Meeting

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Packet Pg. 154 Attachment: Special Event Permit Preliminary Conditions of Approval (4345 : Reeve Wines' Requests for The BloodRoot Ramble on June 8,

April 15, 2024 Provide preliminary Special Event Layout Provide preliminary Risk Management Plan
Provide preliminary attendance numbers
May 1, 2024 Finalized Parking Control Plan due
Provide copy of security contract
Submit Tent Permit Application
May 13-16, 2024 On-site: Pre-Event Walkthrough
May 15, 2024 Special event permit application processing fee is due Provide Certificate of Liability Insurance with Endorsements Finalized Special Event Layout Due
Submit a Waste Management Plan
Permitter Control Plan due
Provide current attendance numbers
Limited Use Propane Permit
Facility Use Permit for Healdsburg Community Center
May 25, 2024 Confirm “No Parking” signs and barricade quantities and schedule a signage/barricade pick-up date with Community Services
Public notification deadline: 1,500’ radius of Healdsburg Community Center Final Risk Management Plan due
Provide copy of ABC license for alcohol sales
Private property owner written approvals due
June 2-8, 2024 LED signage placed on Healdsburg Ave. (northbound and southbound facing) June 5, 2024 Provide final attendance numbers
June 7, 2024 “No Parking” signage in place in Parking Lots (24-hours in advance) June 10, 2024 On-Site: Post-Event Walkthrough
All trash, recycling, and compost units removed by 11:00 a.m.

July 8, 2024 Submit Post-event report
All required materials outlined in the above conditions are due by the assigned date to Recreation Supervisor, Matt Milde (707-431-3128 / [email protected]).

We hope that your special event is a success.

If you have any questions related to the attached conditions, please contact Recreation Supervisor, Matt Milde at (707) 431-3128.

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Packet Pg. 155 Attachment: Special Event Permit Preliminary Conditions of Approval (4345 : Reeve Wines' Requests for The BloodRoot Ramble on June 8,

CITY OF HEALDSBURG
Cost Recovery Deposit Agreement
Reeve Wines

1. Scope of Agreement: This Agreement is between the City of Healdsburg (“City”) and Reeve Wines (“Applicant”) regarding Applicant’s payment of City costs for services provided by City to Applicant related to the Event (as defined in Section 2). City and Applicant are sometimes referred to herein as a “Party” or “Parties”.

2. Event Description: The BloodRoot Ramble was held on June 10, 2023 and is proposed to continue in a larger format at a new location with attendance capping at 2,500 people (“Event”). The Event to take place in Healdsburg at the Healdsburg Community Center campus with off-site shuttle service throughout the City from designated parking lots. The Applicant is proposing that the concert Event include several live performance bands with nationally known musical artists, alcohol booths, food booths/trucks, event staging, VIP viewing area, merchandise booth, and shuttle servicing. Event venue would be fenced and only accessible to ticketed patrons.

3. Effective Date of this Agreement: March 18, 2024
This Agreement shall take effect upon approval by the City Council ("Effective Date") and shall have a term of one (1) year from the Effective Date.

4. Special Event Permit: Applicant shall be required to obtain a Special Event Permit (the “Permit”) in accordance with the City's Special Event Policy. Applicant shall comply with the terms and conditions set forth in the approved Permit. The applicant shall not be entitled to hold the Event or utilize City property for the Event unless Applicant obtains a Permit.

5. Applicant Payment of City Costs: In addition to any costs Applicant is required to pay under the Permit, Applicant agrees to pay City for the cost of City staff and City consultants in connection with Event planning and implementation leading up to Event (“City Costs”). Upon the Effective Date Applicant will provide the City with an initial deposit of $5,000 (the “Deposit”). City Costs will be tracked and charged against the Deposit. If the initial Deposit falls below $1,250, Applicant will be required to deposit additional funds in order to replenish the deposit to $5,000. City staff time will be tracked and charged back to the Applicant, based on total costs incurred. City Costs include, but are not limited to the following:
(a) City staff time associated with Event planning, including, but not limited to: Event plan review, logistic and support inquiries, pre-Event meetings with City staff, pre and post-Event site walk through, and any additional time that requires City staff involvement in the planning process not outlined in the Permit.

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Packet Pg. 156 Attachment: Cost Recovery Deposit Agreement (4345 : Reeve Wines' Requests for The BloodRoot Ramble on June 8, 2024 at the Healdsburg

(b) Unexpected staff time during event set-up, implementation, and breakdown. City staff will be assigned to work the Event and Applicant is responsible for such costs under the Special Event Policy and the Permit. If additional staff are needed to respond to the Event or staff time exceeds the amount covered by the Permit, those costs will be charged against the Deposit.
(c) All or part of the deposit may be used to address any damage, outside of regular wear and tear to any City property used for the Event. City staff and applicant will conduct a postEvent walkthrough to ensure the City property is returned to its pre-Event. If damage to City property exceeds the Deposit, Applicant will be required to reimburse City for any expenses above and beyond remaining Deposit.
(d) Any funds remaining in the deposit account after event completion, including the post-event walkthrough and once final payment has been processed, the City will return any remining deposit balance.

6. Notice: Applicant shall provide written notice to the City in the event that there is a change in the Applicant’s interest in the property, the Event, or the billing address or contact person for the said Event. Said notice shall be mailed first class, postage paid, certified mail to:

City of Healdsburg, Attn: Matt Milde
1557 Healdsburg Avenue
Healdsburg, CA 95448
Notices to the Applicant shall be sent to:

Reeve Wines, Attn: Kelly Dorrance
P.O. Box 380
Healdsburg, CA 95448

7. Indemnification: Applicant agrees to defend, indemnify, release and hold harmless the City of Healdsburg, its agents, officers, employees and elected and appointed officials from any claim, action or proceedings brought against any of the foregoing individuals or entities, related to the Event, and this Agreement. The indemnification shall include, but not be limited to, damages, costs, expenses, attorneys’ fees or expert witness fees that may be asserted by any person or entity arising out of or in connection with the Event, this Agreement or related applications, passive or active negligence on the part of the City, its agents, officers, attorneys, employees, and elected officials.

8. Entire Agreement: Modifications in Writing. This Agreement contains the Parties’ entire agreement with respect to the subject matter hereof. Any modifications or additions to this Agreement must be made in writing by the Parties.

9. Authorization: This Agreement shall only be executed by authorized representatives of the Parties. The persons executing this Agreement represent that they have the express authority to enter into agreements on behalf of their respective Party.

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Packet Pg. 157 Attachment: Cost Recovery Deposit Agreement (4345 : Reeve Wines' Requests for The BloodRoot Ramble on June 8, 2024 at the Healdsburg

The Parties have executed this Agreement as of the Effective Date.

APPLICANT CITY OF HEALDSBURG
By:___________________________ By:_____________________________ Kelly Dorrance Jeffrey Kay
Co-Owner City Manager
Reeve Wines City of Healdsburg

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Packet Pg. 158 Attachment: Cost Recovery Deposit Agreement (4345 : Reeve Wines' Requests for The BloodRoot Ramble on June 8, 2024 at the Healdsburg

The City Clerk’s Office will not process agreements until it receives at least one agreement signed by the consultant/contractor and all supporting documents (e.g., check, etc.).

Applicant Name: Kelly Dorrance / Reeve Wines
Project Name: The BloodRoot Ramble
Project Manager: Matt Milde, Facilities and Events Supervisor Initial Deposit Amount: $5,000
Deposit GL Account: _____________________; _________
(Include Acct# and Project #, if applicable)
______________________________________
Katie Edgar, Finance Director
_________________________________________
Department Head Signature
To be completed by City Clerk’s Office
CDC TO ASD Date Routed: _____________
CITY CLERK to CITY MANAGER Date Routed: _________ Date Returned________ CITY CLERK’S OFFICE SCANNED IN LIBRARY AND EMAILED TO PM/CDC CITY CLERK’S OFFICE TO PROVIDE CHECK TO UB FOR DEPOSIT
Date Processed: _________

COST RECOVERY AGREEMENT CHECK LIST

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Packet Pg. 159 Attachment: Cost Recovery Deposit Agreement (4345 : Reeve Wines' Requests for The BloodRoot Ramble on June 8, 2024 at the Healdsburg

CITY OF HEALDSBURG
RESOLUTION NO. 150-2023

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

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Attachment: Special Events and City Partnerships Policy (4345 : Reeve Wines' Requests for The BloodRoot Ramble on June 8, 2024 at the Healdsburg Resolution No.150-2023

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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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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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. 165 Attachment: Special Events and City Partnerships Policy (4345 : Reeve Wines' Requests for The BloodRoot Ramble on June 8, 2024 at the Resolution No. 150-2023

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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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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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. 168 Attachment: Special Events and City Partnerships Policy (4345 : Reeve Wines' Requests for The BloodRoot Ramble on June 8, 2024 at the

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. 169 Attachment: HMC Chapter 12.24 Special Events (4345 : Reeve Wines' Requests for The BloodRoot Ramble on June 8, 2024 at the Healdsburg 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 __ day of ____, 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. 170 Attachment: HMC Chapter 12.24 Special Events (4345 : Reeve Wines' Requests for The BloodRoot Ramble on June 8, 2024 at the Healdsburg

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.

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.

6.I.h
Packet Pg. 171 Attachment: HMC Chapter 12.24 Special Events (4345 : Reeve Wines' Requests for The BloodRoot Ramble on June 8, 2024 at the Healdsburg 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.

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.

6.I.h
Packet Pg. 172 Attachment: HMC Chapter 12.24 Special Events (4345 : Reeve Wines' Requests for The BloodRoot Ramble on June 8, 2024 at the Healdsburg 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 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:

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Packet Pg. 173 Attachment: HMC Chapter 12.24 Special Events (4345 : Reeve Wines' Requests for The BloodRoot Ramble on June 8, 2024 at the Healdsburg

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. 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.

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Packet Pg. 174 Attachment: HMC Chapter 12.24 Special Events (4345 : Reeve Wines' Requests for The BloodRoot Ramble on June 8, 2024 at the Healdsburg 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;

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:

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Packet Pg. 175 Attachment: HMC Chapter 12.24 Special Events (4345 : Reeve Wines' Requests for The BloodRoot Ramble on June 8, 2024 at the Healdsburg

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 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;

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Packet Pg. 176 Attachment: HMC Chapter 12.24 Special Events (4345 : Reeve Wines' Requests for The BloodRoot Ramble on June 8, 2024 at the Healdsburg 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.

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;

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Packet Pg. 177 Attachment: HMC Chapter 12.24 Special Events (4345 : Reeve Wines' Requests for The BloodRoot Ramble on June 8, 2024 at the Healdsburg 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;
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.

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Packet Pg. 178 Attachment: HMC Chapter 12.24 Special Events (4345 : Reeve Wines' Requests for The BloodRoot Ramble on June 8, 2024 at the Healdsburg

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, 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. 179 Attachment: HMC Chapter 12.24 Special Events (4345 : Reeve Wines' Requests for The BloodRoot Ramble on June 8, 2024 at the Healdsburg

CITY OF HEALDSBURG

CITY COUNCIL AGENDA STAFF REPORT
MEETING DATE: March 18, 2024
SUBJECT: Bid Award Municipal Recycled Water Pipeline Project Construction and Amend Design PSA to include Inspection Services
PREPARED BY: Patrick Fuss, Water/Wastewater Engineer
STRATEGIC INITIATIVE(S):

Pursue Initiatives that Promote Environmental Stewardship Maintain and Improve Infrastructure and Facilities
RECOMMENDED ACTION(S):

Adopt a Resolution waiving irregularities in the apparent low bidder bid package, conditionally awarding the construction of the Municipal Recycled Water Pipeline Project, Project WA004 to Argonaut Constructors, Inc., for an amount not to exceed $4,785,570 and authorize the City Manager to execute the construction contract and to approve change orders up to $478,557; and authorize the City Manager to execute an amendment to the professional services agreement with West Yost Associates for inspection services during construction for an amount not to exceed $360,018.

COMMUNITY ENGAGEMENT/OUTREACH:

Staff identified the Project in the 2020 Urban Water Management Plan and presented it to the public at the August 23, 2021, Council workshop and on September 22, 2021, at a public workshop. Staff presented this Project to the Parks Commission on August 10, 2022. Staff presented this Project to the Russian River Watershed Association on October 11, 2022, and October 26, 2023. Staff presented this Project to the Climate Action Healdsburg on October 12, 2022. Staff presented this Project to the Healdsburg Rotary Club on March 6, 2023. Staff presented this Project at the Climate Fest event on April 22, 2023, and at the Climate Mobilization Strategy Workshop on July 26, 2023. Staff updated City Council on the Project status on December 18, 2023, at a publicly noticed City Council meeting. Staff conducted a duly noticed public hearing for the EIR amendment for this Project at the January 16, 2024, City Council meeting.

BACKGROUND:

The City’s wastewater treatment plant permit includes a requirement prohibiting discharges of tertiary treated wastewater to the Russian River from May 15 to September 30. The City

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developed a plan in 2018 to reach compliance with the seasonal discharge prohibition. The plan identified agricultural reuse as the most cost-effective approach to achieving discharge prohibition compliance. The plan also acknowledged that urban reuse would add diversity to the reuse program, aiding in reliable compliance with the seasonal discharge prohibition. The plan indicated that urban recycled water projects would be pursued as funding allows. Both agricultural and urban beneficial reuse was included in the 2005 environmental impact report (EIR) prepared for the Healdsburg Wastewater Treatment Plant Project.

Staff have sought grant funding for drought relief / drought resiliency projects through state and federal agencies to assist the City’s water department in meeting irrigation demands during periods of water scarcity. Use of recycled water for municipal turf was identified in grant applications to help the water department achieve this goal and ultimately reduce citywide conservation needs during drought periods.

The California Department of Water Resources (DWR) awarded the City a grant of $7 million for a project that will make recycled water available to Healdsburg Elementary School, Tayman Park, Oak Mound Cemetery, Recreation Park, and Giorgi Park. The estimated benefit of the project is approximately 27 million gallons of potable water offset annually.

The City entered into a grant agreement with DWR in April 2022 and engaged a design consultant through an open and competitive process in September 2022. The design was completed in December 2023 and permits secured in January 2024. The Project as designed consists of approximately 10,000 feet of 12-inch pipeline, 675 feet of 4-inch pipeline, four connection turnouts, and a bulk fill station. The Project also includes a crossing of Highway 101 and connection to existing pipe crossing SMART rails.

DISCUSSION/ANALYSIS:

The Municipal Recycled Water Pipeline Project (Project) was advertised for public bidding in accordance with City purchasing ordinance and State Public Contract Code from January 26 to March 6, 2024. A non-mandatory pre-bid meeting was conducted on February 13, 2024.

On March 6, 2024, bids were opened and read aloud. Four bids were received, with the lowest bid of $4,785,570 offered by Argonaut Constructors, Inc., of Santa Rosa, CA. The bids were reviewed for consistency with the bidding requirements. The low bid offered by Argonaut Constructors, Inc., was determined to be responsive. A minor irregularity was found in stated subcontractor price included with the bid. Staff recommends that the bid irregularity be waived and that Council award the project to Argonaut Constructors, Inc.

The Project will require daily inspection in accordance with the DWR grant agreement and good practice. In the initial proposal, the designer, West Yost Associates, offered inspection and construction management services for a fee of $529,408. Staff does not have the labor resources to conduct inspection. However, staff does have capacity to conduct construction management tasks for the Project construction. Staff negotiated a scope to provide daily inspection and construction management assistance. The proposed fee for the negotiated scope of inspection and construction management assistance is $360,018. Staff recommends that the professional service agreement with West Yost Associates be amended to add the negotiated scope and fee for

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inspection and construction management assistance.

ENVIRONMENTAL STEWARDSHIP:

The City’s recycled water program helps to offset the use of surface water and ground water to meet irrigation needs. Offsetting the use of these naturally occurring water supplies helps maintain our environment, increases the local supply of water, and helps to build regional drought resiliency. This project is included in the City’s Climate Mobilization Strategy.

ALTERNATIVES:

City Council may elect not to award the Municipal Recycled Water Pipeline Project to Argonaut Constructors, Inc. If City Council makes this election, staff requests direction from City Council on the action to take next.

City Council may elect to not amend the Professional Services Agreement with West Yost to provide inspection and construction management assistance. If City Council makes this election, staff requests direction from City Council on the action to take next.

FISCAL IMPACT:

The Municipal Recycled Water Pipeline Project, WA004, has been granted $7,000,000 for design and construction, as well as $100,000 for grant administration. The grant does not require a local match for costs. A summary of the current and proposed project expenses is provided below.

Project Budget $ 7,100,000
Design Services $ (1,114,782)
Construction Contract $ (4,785,570)
Construction Contingency (10%) $ (478,557)
Inspection Services $ (360,018)
Staff Time Estimate $ (172,476)
Grant Administration $ (100,000)
Total Costs $ (7,011,403)
Staff recommends a construction contingency of 10 percent of the contract price to address unforeseen circumstances during execution of the work, for an amount of $478,557. The available budget after the proposed contracts including construction contingency will be $88,597.

Staff believe at this time that the project can be completed within the awarded grant budget. If this changes, staff will bring it to the attention of Council.

When constructed the extension of the recycled water pipeline will require ongoing maintenance, repairs, and future replacement. These ongoing activities will create new costs for the City’s Water Department. As with any cost obligation, these new operating costs will need to be addressed and could be entirely or partially offset through the establishment of new fees for recycled water users.

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ENVIRONMENTAL ANALYSIS:

On January 16, 2024, City Council adopted an amendment to the 2005 Wastewater Treatment Plant Upgrades EIR that included this project. The amendment addressed potential impacts from the project encroaching on agricultural land. With the original EIR and subsequent amendments, any potentially significant impacts identified were evaluated and determined that with mitigation the impacts could be reduced to less-than-significant levels. These mitigation measures are summarized in the Mitigation Monitoring and Reporting Program. These mitigation measures include compensating farmers for lost revenue due to impacted agricultural land, protecting against erosion, requiring emission and noise controls on contractor equipment, monitoring for cultural and historic artifacts, and protecting existing utilities from damage. These requirements are addressed in the Contract Documents.

ATTACHMENT(S):

Resolution

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CITY OF HEALDSBURG
RESOLUTION NO. _________

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HEALDSBURG

WAIVING IRREGULARITY IN THE LOW BIDDER BID PACKAGE AND

CONDITIONALLY AWARDING THE MUNICIPAL RECYCLED WATER
PIPELINE PROJECT TO ARGONAUT CONSTRUCTORS, INC., FOR AN AMOUNT NOT TO EXCEED $4,785,570 AND AUTHORIZING THE CITY

MANAGER TO EXECUTE THE CONTRACT AND APPROVE CHANGE
ORDERS UP TO 10% OF THE ORIGINAL BID AMOUNT, AND

AUTHORIZING THE CITY MANAGER TO AMEND THE PROFESSIONAL

SERVICES AGREEMENT WITH WEST YOST ASSOCIATES TO INCLUDE

INSPECTION AND CONSTRUCTION ASSISTANCE SERVICES FOR AN
AMOUNT NOT TO EXCEED $360,018
WHEREAS, the City of Healdsburg has a requirement in its wastewater discharge permit prohibiting discharges of “waste” to the Russian River from May 15 to September 30; and WHEREAS, the City has determined that agricultural beneficial reuse is the most costeffective means to accomplish compliance with the seasonal discharge prohibition requirements in the wastewater discharge permit; and
WHEREAS, the City has determined that urban use of recycled water would be pursued when funding is available; and
WHEREAS, the City was awarded a grant of $7,000,000 from the State Department of Water Resources (DWR) to construct a recycled water pipeline to irrigate urban turf at Healdsburg Elementary School, Giorgi Park, Recreation Park, Tayman Park and Oak Mound Cemetery; and WHEREAS, the City has prepared and adopted an amendment to the 2005 Wastewater Treatment Plant Project Environmental Impact Report, which included the pipeline for urban irrigation purposes, to provide environmental clearance for the Municipal Recycled Water Pipeline Project; and
WHEREAS, plans and specifications for the Municipal Recycled Water Pipeline Project were prepared for bidding; and
WHEREAS, Staff advertised the revised project in accordance with City purchasing policy on January 26, 2024; and
WHEREAS, the lowest responsive bid for the Municipal Recycled Water Pipeline Project was received from Argonaut Constructors with a base bid of $4,785,570; and WHEREAS, the apparent low bidder bid package contained a minor irregularity misstating a subcontractor’s cost for the work; and

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Packet Pg. 184 Attachment: Resolution (4352 : Bid Award Municipal RW Pipeline Construction and Amend PSA for Inspection Services) Resolution No. ___-2024

WHEREAS, the DWR grant and good practice require that the construction be inspected daily; and
WHEREAS, the project designer West Yost Associates has offered a proposal for inspection and construction management assistance for the not to exceed amount of $360,018; and WHEREAS, West Yost Associates routinely provides inspection and construction management and will provide good value to the City; and WHEREAS, funds in the grant budget are sufficient to fund the base bid project, recommended contingency, and inspection and construction management assistance; and WHEREAS, pursuant to California Environmental Quality Act and Title 14, the California Code of Regulations (“CEQA Guidelines”), an amendment to the 2005 Wastewater Treatment Plant Environmental Impact Report for this project was prepared by the City and adopted on January 16, 2024.

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

1. Waive irregularities in the apparent low bidder bid package.

2. Conditionally award the construction contract for the Municipal Recycled Water Pipeline Project to the apparent lowest responsive bidder Argonaut Constructors, Inc., for a not to exceed amount of $4,785,570.

3. Authorizes the City Manager to execute the contract and approve project change orders up to 10% of the construction contract amount, not to exceed $478,557.

4. Authorizes the City Manager to execute an amendment to the professional services agreement with West Yost Associates to provide inspection and construction management assistance services for an amount not to exceed $360,018.

PASSED, APPROVED, AND ADOPTED this 18
th day of March 2024 by the following vote:

AYES: Councilmembers:

NOES: Councilmembers:

ABSENT: Councilmembers:

ABSTAINING: Councilmembers:

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Packet Pg. 185 Attachment: Resolution (4352 : Bid Award Municipal RW Pipeline Construction and Amend PSA for Inspection Services) Resolution No. ___
-2024

SO ORDERED: ATTEST:
_______________________________ ________________________________ David Hagele, Mayor Raina Allan, City Clerk

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Packet Pg. 186 Attachment: Resolution (4352 : Bid Award Municipal RW Pipeline Construction and Amend PSA for Inspection Services)

CITY OF HEALDSBURG

CITY COUNCIL AGENDA STAFF REPORT
MEETING DATE: March 18, 2024
SUBJECT: Discussion and Direction Regarding the Initiation of a Proposition 218 Process to Increase Water and Wastewater Rates
PREPARED BY: Terry Crowley, Utilities Director
STRATEGIC INITIATIVE(S):

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

By motion accept the 2024 Water and Wastewater Rate Executive Summary as basis for proposing multi-year rate increases for the City's Water and Wastewater Departments and direct staff to prepare and mail, as required by law, a notice of public hearing on the proposed water and wastewater rate increases, with a public hearing to be held on May 6, 2024.

COMMUNITY ENGAGEMENT/OUTREACH:

In October of 2023 the City Council approved a professional services agreement to update water and wastewater rates due to revenues well below forecast. In February of 2024 staff and the City’s consultant presented the Council with preliminary financial forecasts and potential rate increases. The March 18th Council meeting provides another opportunity for public feedback.

Should the City Council direct staff to begin a Proposition 218 process to adjust rates, notices will be mailed to all property owners and water and wastewater customers. The proposition 218 notice will be printed in both Spanish and English.

BACKGROUND:

In June of 2022 the City Council approved a series of new water and wastewater rates. These rates were intended to cover operating costs and fund necessary capital improvement projects.

However, ongoing conservation stemming from the recent drought reduced sales and subsequently revenues necessary to operate both the Water and Wastewater departments.

Although the conservation is desirable from a resource management perspective, the variance between projected and actual usage created a financial imbalance for the funds. To correct this, staff recommended, and Council approved a professional service agreement with Raftelis Financial Consultants, Inc. (Raftelis) to review and update the financial outlook for the water and wastewater departments along with proposed rate corrections.

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On February 5, 2024, city staff and Raftelis presented initial findings of the updated financial outlook. Those findings indicated that rate increases for both the Water and Wastewater Departments are necessary to not only cover operating costs and existing bond covenants but to also fund new regulatory obligations and the replacement of aging infrastructure. Due to the magnitude of ongoing conservation and the need for new and replaced infrastructure, the forecasted annual rate increases reach as high as 21% for water and 18% for wastewater in the first year.

During the February 5 Council meeting, the City Council requested that staff explore and provide more information on the following items: tiered rates structures, funding for water supply security from increased reliance on Dry Creek rather than the Russian River, alternatives for the existing capital reserve, and the presentation of monthly rate impacts for typical City customers. The discussion below provides updated financial models and additional information as requested by Council.

DISCUSSION/ANALYSIS:

Since the February meeting City staff and Raftelis have completed the financial forecast and proposed rate increases. Attached to this staff report is Raftelis’ executive summary for the 2024 water and wastewater rate study. The executive summary includes forecasted operating and capital costs, forecasted cash balances, debt coverage, complete rate structures, and bill impacts.

Further summarized below are key points from the executive summary and additional information requested by the Council.

The table below shows the forecasted revenue requirement, expenses by category and the overall proposed rate increases. These expenditures include operational costs, sufficient revenue to meet bond covenants, capital improvements, and funding for improved water supply security.

Water fund forecasted revenue, expenditures, and overall rate increases.

Effective Date FY 2024-25 FY 2025-26 FY 2026-27
Operating & Maintenance $5,247,953 $5,506,084 $5,774,793 Debt Service $779,894 $784,515 $632,022
Capital Improvements $1,404,571 $1,458,834 $4,097,434
Total Costs $7,432,418 $7,749,433 $10,504,249
Revenue Adjustment 21.0% 20.0% 13.0%
Wastewater fund forecasted revenue, expenditures, and overall rate increases.

Effective Date FY 2024-25 FY 2025-26 FY 2026-27
Operating & Maintenance $6,719,022 $7,045,209 $7,381,809 Debt Service $1,794,750 $1,791,250 $1,795,750
Capital Improvements $1,160,094 $2,333,129 $3,391,373
Total Costs $9,673,867 $11,169,588 $12,568,931
Revenue Adjustment 18.0% 18.0% 15.0%

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Residential Bill Impacts
The forecasted costs and increases shown above are necessary to provide reliable water and wastewater services. While the overall rate increases are shown in the tables above, impacts on individual users and differing classes of customers can vary. Included within the executive summary and in the charts below are rate impacts to typical water and wastewater customers. For the average water and wastewater users (7HCF of water and 4HCF of wastewater) the combined rate increase is roughly $35 per month.

Single-Family Residential Monthly Water Bill Impacts (FY 2024/25) Single-Family Residential Monthly Wastewater Bill Impacts (FY 2024-25)

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Proposed Rates
Included in the proposed rates are structural changes for both water and wastewater. As proposed, residential monthly fixed fees for water customers will be set by the metered connection size rather than the number of dwellings per meter. Additionally, per unit water charges will be based upon customer class (residential, commercial, industrial, landscape) and for residential customers will include three increasing tiers. For wastewater, monthly fixed fees will remove the combined charge for single-family dwellings (SFD) with accessory dwelling units (ADU) and treat SFD with ADU as multi-family residential (MFR). The tables below, which are also included in the executive summary, show the proposed monthly and per-unit rates for the next three fiscal years.

Proposed Three-Year Water Rate Schedule (Executive Summary Table 1-3) Description Current FY 2025 FY 2026 FY 2027
Residential Fixed Monthly Service Charge
Single Family $28.61 By Meter
Size
By Meter
Size
By Meter
Size
Single Family + ADU (per DU) $21.84 By Meter
Size
By Meter
Size
By Meter
Size
Multi-Family (Per DU) $17.01 By Meter
Size
By Meter
Size
By Meter
Size
Fixed Monthly Service Charges
Up to 1” $45.26 $41.34 $49.61 $56.06
1 ½” $45.26 $41.34 $49.61 $56.06
2” $86.90 $77.94 $93.53 $105.69
3” $136.86 $121.86 $146.24 $165.26
4” $253.46 $238.98 $286.78 $324.07
6” $419.91 $370.75 $444.90 $502.74
8” $1,127.75 $736.76 $884.12 $999.06
Residential (Single Family & Multi-Family)
Tier 1 (0-5 HCF) $6.48 $6.48 $7.78 $8.80
Tier 2 (6-10 HCF) $6.48 $8.41 $10.10 $11.42
Tier 3 >10 HCF $6.48 $10.80 $12.96 $14.65
Non-Residential Classes
Commercial $6.48 $7.61 $9.14 $10.33
Industrial $6.48 $9.49 $11.39 $12.88
Landscape $6.48 $11.06 $13.28 $15.01
Riverview HOA1$1.59 $1.93 $2.32 $2.63
1 Rate applicable to Riverview HOA under the terms of the 1997 order of condemnation

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Proposed Three-Year Wastewater Rate Schedule (Executive Summary Table 1-5) Description Current FY 2025 FY 2026 FY 2027
Residential Service Charges ($/Month/Dwelling Unit)
Single Family Residential (SFR) $46.67 $51.33 $60.57 $69.66 SFR + ADU $31.95 N/A N/A N/A
Multi-Family Residential (MFR) $37.80 $36.94 $43.60 $50.14 Flat Rate (Sewer Only SFR) $104.01 $106.21 $125.34 $144.15 Non-Residential Service Charges
($/Month/Meter)
5/8” $75.75 $83.88 $98.99 $113.84
1” $75.75 $83.88 $98.99 $113.84
1 ½” $148.49 $243.37 $287.18 $330.26
2” $235.77 $396.68 $468.09 $538.31
3” $439.44 $1,279.52 $1,509.84 $1,736.32
4” $730.39 $1,405.05 $1,657.97 $1,906.67
6” $1,966.94 $1,405.05 $1,657.97 $1,906.67
Wastewater Usage Charges ($/HCF)
Residential (SFR/MFR) $11.47 $14.71 $17.37 $19.98
Non-Residential
Low Strength $10.31 $11.43 $13.49 $15.52
Medium Strength $15.09 $15.21 $17.95 $20.65
High Strength $22.08 $21.08 $24.88 $28.62
Water Supply Security
As requested during the February Council meeting, staff reviewed options to fund increased pumping capacity at the Dry Creek well field allowing the City to source more water from Lake Sonoma. Sensitive of additional increases upon already large, forecasted increases, staff is recommending the deferral of water treatment upgrades at the Fitch Well fields (Badger Park) to allow funding the rehabilitation and restoration of existing pumping facilities at Dry Creek. By deferring funding for cryptosporidium treatment, those planned capital dollars can be used to fund Dry Creek rehabilitations in FY2026-27, increasing the pumping capacity to 4 cubic feet per second or roughly 80% of the City’s daily historical peak demand. This water supply effort will also require contracting for an additional 600 acre-feet of water from Sonoma Water.

A consequence of this funding swap is that the use of the Fitch Well field will be limited starting in FY2025-26 and going forward due to a lack of cryptosporidium filtration. The Fitch Well fields will still be available for irrigation of Badger Park and Tayman Golf Course, but drinking water needs will not be met from this well field. Delaying the installation of cryptosporidium also provides the City time to complete PFAS testing to identify if there is a need for additional and more costly filtration at the Fitch Well field.

Reserve Policy
The Water and Wastewater Funds currently have two reserve targets, an operating reserve with a

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target balance of 25% of operating expenses and a capital reserve with a target balance of $1 million dollars. The policy also indicates the capital reserve target will increase annually with CPI. During the February 5th council meeting, staff proposed eliminating the existing capital reserve fund in order to apply the funding derived from previous rate revenues to reduce the current rate increases. Staff’s current recommendation is to transition the capital reserve to a rate stabilization reserve and remove the annual CPI increase. This will memorialize the proposed action of funding capital and operating costs in a manner that stabilizes the rates. The reserve funds will no longer be restricted to cover only contingencies of major equipment failures and will instead be used to complete necessary capital improvements that will prevent failures. The proposed rate increases in the presented financial plan will not fully fund the rate stabilization reserve. In future years when the established rates are sufficient to cover necessary investment in infrastructure, staff will propose to further fund the rate stabilization reserve.

Proposition 218 Process
With the updated financial outlook and proposed rates structures staff is recommending the Council begin the Proposition 218 Process to increase water and wastewater rates. This process begins with a mailed notice to all property owners at least 45-days ahead of a noticed public hearing. Property owners will be able to voice their concerns, support, and/or opposition to the rate increase. During a future public hearing Council can use this community feedback to better inform their decision to either adopt the proposed rates or provide further direction to staff.

ENVIRONMENTAL STEWARDSHIP:

Continued adequate funding for both the water and wastewater departments allows these activities to work within existing and future environmental regulations. The proper treatment of drinking water along with the proper collection and treatment of the City’s wastewater helps ensure the responsible use of natural water resources and that the City’s waste will not pollute the local creeks and rivers.

ALTERNATIVES:

As an alternative the City Council could choose not to direct staff to start the Proposition 218 process and provide further direction to staff.

FISCAL IMPACT:

Due to lower-than-expected customer usage, both the Water and Wastewater departments are experiencing budget shortfalls that are not sustainable. Staff and Council have taken multiple actions to defer capital projects and necessary operating costs in order to continue operations under the current rate structure. Raftelis and staff have prepared a financial outlook that identifies the total revenue adjustments needed to correct budget shortfalls, meet bond covenants, meet required reserves, and fund necessary capital improvement projects. If Council directs staff to begin the Proposition 218 process, staff will return on May 6th to hold a public hearing and again present the proposed rates for possible adoption.

ENVIRONMENTAL ANALYSIS:

A utility rate is not subject to the provisions of the California Environmental Quality Act (CEQA) because a rate study and/or increase is not a project, since it will not have a direct or reasonably foreseeable indirect impact on the environment.

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ATTACHMENT(S):

Executive Summary - March 13, 2024

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Water and Wastewater Rate Study
Executive Summary / March 13, 2024
City of
Healdsburg

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Packet Pg. 194 Attachment: Executive Summary - March 13, 2024 (4328 : Initiate Prop 218 Process)

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Packet Pg. 195 Attachment: Executive Summary - March 13, 2024 (4328 : Initiate Prop 218 Process) 445 S Figueroa St, Suite 1925
Los Angeles CA 90071
www.raftelis.com
March 12, 2024
Mr. Terry Crowley
Public Works Director
City of Healdsburg
401 Grove Street
Healdsburg, CA 95448
Subject: Water and Wastewater Rate Study
Dear Mr. Crowley,
Raftelis is pleased to provide this Executive Summary of the Water and Wastewater Rate Study to the City of Healdsburg. The overall purpose of the study was to develop three years of proposed rates for the City’s Water and Wastewater Enterprises for implementation in Fiscal Year (FY) 2024-25 through FY 2026-27. The proposed utility rates were developed following industry standard rate methodologies and in conjunction with the City’s legal counsel to ensure that rates are fair, cost-justified, and aligned with the requirements of California’s Proposition 218.

The primary objectives of the study were to:
» Develop a long-range financial plan for both the City’s Water and Wastewater Enterprises to ensure financial sufficiency in recovering operating costs, funding long-term capital needs, and maintaining prudent reserves. » Conduct water and wastewater cost of service analyses to ensure a nexus between proposed rates and the cost to provide services to customers.
» Evaluate rate alternatives and proposed rate structure modifications to better align with community values and the City’s policy objectives
» Develop three years of water and wastewater rates in alignment with Proposition 218 requirements. » Document the details of the study within a Rate Study report, to support the City’s administrative record This Executive Summary outlines the study background, results, and recommendations related to the development of utility financial plans, cost of service analyses, and proposed rates. It has been a pleasure working with you and we thank you and other City staff for the support provided to Raftelis during this study.

Sincerely,
Kevin Kostiuk
Senior Manager

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Packet Pg. 196 Attachment: Executive Summary - March 13, 2024 (4328 : Initiate Prop 218 Process)

WATER AND WASTEWATER RATE STUDY
Table of Contents

1. EXECUTIVE SUMMARY................................................................................................................... 9

1.1. Study Overview ................................................................................................................................. 9

1.2. Rate Study Process........................................................................................................................... 9

1.3. Proposed Water Financial Plan....................................................................................................... 10

1.4. Proposed Water Rates .................................................................................................................... 15

1.5. Water Bill Impacts............................................................................................................................ 18

1.6. Proposed Wastewater Financial Plan ............................................................................................. 18

1.7. Proposed Wastewater Rates........................................................................................................... 23

1.8. Wastewater Bill Impacts .................................................................................................................. 25

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List of Tables
Table 1-1: Proposed Water Revenue Adjustments ....................................................................................................10 Table 1-2: Current and Proposed Water Use Rate Structures ...................................................................................16 Table 1-3: Proposed Three-Year Water Rates Schedule...........................................................................................17 Table 1-4: Proposed Wastewater Revenue Adjustments...........................................................................................19 Table 1-5: Proposed Five-Year Wastewater Rate Schedule......................................................................................24

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List of Figures
Figure 1-1: Water Enterprise Capital Improvement Plan............................................................................................12 Figure 1-2: Water Enterprise Financial Plan - Proposed vs. Status Quo ...................................................................13 Figure 1-3: Water Enterprise Projected Ending Cash Balances.................................................................................14 Figure 1-4: Water Enterprise Projected Debt Coverage.............................................................................................15 Figure 1-5: Single Family Residential Monthly Water Bill Impacts (FY 2024-25).......................................................18 Figure 1-6: Wastewater Enterprise Capital Improvement Plan ..................................................................................20 Figure 1-7: Wastewater Enterprise Financial Plan - Proposed vs. Status Quo..........................................................21 Figure 1-8: Wastewater Enterprise Projected Ending Cash Balances .......................................................................22 Figure 1-9: Wastewater Enterprise Projected Debt Coverage ...................................................................................23 Figure 1-10: Single Family Residential Monthly Wastewater Bill Impacts (FY 2024-25) ...........................................25

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Packet Pg. 199 Attachment: Executive Summary - March 13, 2024 (4328 : Initiate Prop 218 Process) 7 CITY OF HEALDSBURG – WATER AND WASTEWATER RATE STUDY
List of Abbreviations
AF: Acre-feet
AFY: Acre-feet per year
AWC: Average Winter Consumption
AWWA: American Water Works Association
BOD: Biological Oxygen Demand
CIP: Capital Improvement Plan
City: City of Healdsburg
COS: Cost of Service
CPI: Consumer Price Index
FY: Fiscal Year
GPCD: Gallons per capita per day
GPM: Gallons per minute
HCF: One hundred cubic feet
K: Thousand
Lbs: Pounds
M: Million
Manual M1: American Water Works Association’s Principles of Water Rates, Fees, and Charges: Manual of Water Supply Practices - M1 Seventh Edition
Max Day: Maximum day water demand
Max Hour: Maximum hour water demand
MG: Million gallons
Mg/L: Milligrams per Liter
MGD: Million gallons per day
NPDES Permit: National Pollutant Discharge Elimination System Permit O&M: Operations and maintenance
PPM: Parts per million
R&R: Repair and replacement
RCLD: Replacement cost less depreciation
SS: Suspended Solids
Study Period: the rate-setting period of this study which extends through fiscal year 2026-27 WEF: Water Environment Federation
WWTP: Wastewater treatment plant

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This page intentionally left blank to facilitate two-sided printing.

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1.Executive Summary

1.1.Study Overview
Public water and wastewater utilities in California typically perform a Cost-of-Service analysis every three to five years to ensure that customers are appropriately charged for service commensurate with the cost to provide service.

The City of Healdsburg last conducted a water and wastewater cost of service study in 2022, which established proposed rates over a five-year period. However, the study did not anticipate recent historic inflation and the significant and sustained water conservation seen through the end of 2022 and into 2023. The City of Healdsburg (City) engaged Raftelis to conduct a water and wastewater cost of service study to develop a long-range financial plan and establish a proposed three-year schedule of water and wastewater rates through FY 2026-27. Note that proposed rates cannot be implemented until formally adopted by City Council after a public hearing, and absent a majority protest by parcels served by the City. Proposition 218 requires that City customers be mailed a public hearing notice detailing proposed rate changes no fewer than 45 days before the public hearing.

The major objectives of this study are to:
» Develop a long-range financial plan for both the City’s Water and Wastewater Enterprises to ensure financial sufficiency in recovering operating costs, funding long-term capital needs, and maintaining prudent reserves. » Conduct water and wastewater cost of service analyses to ensure a nexus between proposed rates and the cost to provide services to customers.
» Evaluate rate alternatives and proposed rate structure modifications to better align with community values and the City’s policy objectives
» Develop three years of water and wastewater rates in alignment with Proposition 218 requirements. » Document the details of the study within a Rate Study report, to support the City’s administrative record

1.2.Rate Study Process
This study was conducted using industry-standard principles outlined by the American Water Works Association’s (AWWA) Manual M1 and the Water Environment Federation’s (WEF) Financing and Charges for Wastewater Systems. The overall process outlined below applies to the development of both water and wastewater rates.

1. Financial Plan: Develop cash flow projections for the Water and Wastewater Enterprise to determine the amount of revenue required from water and wastewater rates.

2. Cost of Service Analysis: Allocate costs to system components and then to various customer classes based on the costs incurred and user characteristics of each.

3. Rate Design: Develop rates that generate sufficient revenues based on the results of the financial plan and cost of service analyses and that communicate the policy preferences of the agency, maintaining that rates are cost-justified.

4. Administrative Record Preparation: Develop an administrative record (Study report) to document the results of the rate study.

5. Rate Adoption: Proposed rates may be adopted by City Council only after holding a public hearing in accordance with the procedural requirements of Proposition 218.

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Packet Pg. 202 Attachment: Executive Summary - March 13, 2024 (4328 : Initiate Prop 218 Process) 10 CITY OF HEALDSBURG – WATER AND WASTEWATER RATE STUDY

1.3.Proposed Water Financial Plan
Raftelis conducted a status quo cash flow analysis to evaluate whether existing water rates adequately fund the Water Enterprise’s various expenses over a long-range planning period. Annual projections of revenues, O&M costs, debt service payments, and capital expenditures through FY 2032-33 were developed with City staff. Raftelis projects that with no rate increases over the five-year study period, the Water Enterprise’s reserves will quickly turn negative and fail to meet minimum debt coverage requirements in all years. This analysis demonstrates a clear need for revenue adjustments (i.e. gross water rate revenue increases relative to existing rate revenues). Raftelis worked with City staff to develop the following proposed revenue adjustments over the five-year study period, with proposed rates for adoption for the first three years only (see Table 1-1).

The proposed rates are predicated on a shift in reserve policy outlined in the previous rate study. Failure to adopt the recommended changes may result in higher projected rates to adhere to the existing minimum coverage requirement. Raftelis recommends transitioning from a capital reserve policy to a rate stabilization policy to streamline the approach, eliminating the earmarking of reserves for specific capital purposes and instead utilizing them to support rates. As part of this transition, the City would allocate a portion of the reserve to offset increases over the next three fiscal years. Furthermore, it's recommended that the subsequent study addresses the funding of the million-dollar reserve dedicated to rate stabilization that could also address major equipment failures and natural disasters.

Table 1-1: Proposed Water Revenue Adjustments

PROPOSED INCREASE FUTURE INCREASES
Fiscal Year FY 2024-25 FY 2025-26 FY 2026-27 FY 2027-28 FY 2028-29 Effective Date July 1, 2024 July 1, 2025 July 1, 2026 July 1, 2027 July 1, 2028 Revenue Adjustment 21.0% 20.0% 13.0% 12.0% 12.0%
Key factors influencing the need for proposed revenue adjustments include:
» Cost inflation: Operating costs continue to increase year over year due to general inflationary pressures with higher increases projected for power, labor, and water supply. » Reduction in baseline water demand: Following two multi-year droughts and associated mandatory conservation and messaging, the City has continued to experience lower overall water consumption relative to historical demands. While conservation is necessary in ensuring reliable long-term water supplies, utility costs must be recovered and reduced water demands generally mean increased rate pressure.
» Planned capital expenditures: Adjusted for inflation, the Water Enterprise has over $28 M in planned CIP in the next five years. Many projects in the long-term capital plan have been deferred in prior studies due to financial constraints. Continued deferral will challenge overall system reliability and cause larger future rate increases. The City’s utilities have a combined 120 miles of utility pipeline, and a third of those pipes are over 50 years old, resulting in an average of two water service repairs per week. Rate revenues need to be sufficient to execute these projects with cash, future external borrowing (debt proceeds), or a combination of the two. Additionally, the City is facing increasing regulatory mandates to improve water filtration. These mandates include filtering for cryptosporidium and the potential treatment of Per- and Polyfluorinated Substances (PFAS) which requires additional CIP investment. » Cash reserves: Utilities must have sufficient cash on hand to provide for working capital (paying routine expenses), to mitigate fluctuations in costs, and to mitigate risk, whether from seasonality of revenues and expenses or the risk that comes with providing services that rely on extensive and specialized

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Packet Pg. 203 Attachment: Executive Summary - March 13, 2024 (4328 : Initiate Prop 218 Process) 11 CITY OF HEALDSBURG – WATER AND WASTEWATER RATE STUDY infrastructure. Recent inflationary pressure coupled with declines in water sales revenues has resulted in a drawdown of operating reserves. Revenue adjustments will help to ensure that the Water Enterprise can maintain minimum operating reserve policy targets to provide sufficient cash flow and mitigate system risk.
» Debt Coverage: The Water Enterprise fund has debt service coverage requirements as a condition of past external borrowing. Proposed rates ensure the Water Enterprise can achieve coverage on existing debt and have sufficient capacity to qualify for future credit extensions.

In this Study, wastewater rates are proposed for adoption for the first three fiscal years (FY25-FY27) only.

However, Raftelis developed a long-range financial plan to project revenues and expenses over a 10-year period (current fiscal year through FY 2033). For planning purposes and to provide full transparency on the trajectory of future revenue increases, the following figures present 10 years of projections. In addition to the three years of proposed changes and two years of future changes (five years total) shown in Table 1-4, an additional four years of future projected increases for wastewater are required to fully recover projected operating and capital costs, maintain debt service coverage above minimum, and maintain operating cash reserves above minimum levels during the 10 year financial planning period. Specifically, these outer year future increases are 5% in FY 2030 and

3.5% in FY 2031-2033. These projections will be revisited as part of future rate studies and are subject to change based on new information, changes in revenues and expenses, City policies, and regulatory requirements.

However, if the predicted future rate increases are not adopted and timely implemented, then cash flows will likely be less than currently depicted.

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Packet Pg. 204 Attachment: Executive Summary - March 13, 2024 (4328 : Initiate Prop 218 Process) 12 CITY OF HEALDSBURG – WATER AND WASTEWATER RATE STUDY Figure 1-1 shows the proposed CIP financing plan over the long-range planning period. The City intends to fund future CIP costs through a combination of cash and future debt proceeds. Future debt proceeds are for planning purposes only and would only be required if the City is required to expend funds on a series of projects related to PFAS.

Figure 1-1: Water Enterprise Capital Improvement Plan

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Packet Pg. 205 Attachment: Executive Summary - March 13, 2024 (4328 : Initiate Prop 218 Process) 13 CITY OF HEALDSBURG – WATER AND WASTEWATER RATE STUDY Figure 1-2 shows the proposed versus status quo Water Enterprise operating financial plan. Revenues under the proposed financial plan and status quo financial plan are represented by the black and blue lines, respectively.

Revenue requirements including O&M expenses, debt service, and cash reserve funding (including for CIP) are represented by the various stacked bars. Revenue adjustments (i.e., gross rate revenue increases) are required to generate additional revenue to fully recover O&M expenses, CIP expenditures, debt service payments, and reserve funding over the study period.

Figure 1-2: Water Enterprise Financial Plan - Proposed vs. Status Quo

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Packet Pg. 206 Attachment: Executive Summary - March 13, 2024 (4328 : Initiate Prop 218 Process) 14 CITY OF HEALDSBURG – WATER AND WASTEWATER RATE STUDY Figure 1-3 shows the Water Enterprise’s projected fiscal year-end cash balance under the proposed financial plan.

The light blue bars indicate the ending balance on June 30 of each year. The minimum operating reserve target is represented by the orange line. The minimum operating reserve is 90 days of operating expenses (including O&M and debt service). The proposed revenue increases shown in Table 1-1 will allow the City to increase operating reserve funding beginning in FY 2024-25, such that the City’s operating reserve funding will meet its minimum reserve requirement throughout the long-range planning period.

Figure 1-3: Water Enterprise Projected Ending Cash Balances

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Packet Pg. 207 Attachment: Executive Summary - March 13, 2024 (4328 : Initiate Prop 218 Process) 15 CITY OF HEALDSBURG – WATER AND WASTEWATER RATE STUDY Figure 1-4 shows projected debt coverage (blue line) relative to the debt coverage minimum requirement (gray line) over the planning period. Debt coverage will increase significantly with the proposed revenue increases shown in Table 1-1. The proposed rate increases will allow the City to meet its minimum debt coverage requirement throughout the study period while planning to borrow for future projects. Failure to meet minimum debt service coverage minimums could result in a downgrade of credit rating, higher costs of future borrowing, or even denial of credit.

Figure 1-4: Water Enterprise Projected Debt Coverage

1.4.Proposed Water Rates
The City of Healdsburg’s existing water rate structure consists of fixed Water Service Charges (based on meter size or dwelling units) and variable Water Volume Rates (per hundred cubic feet [HCF] of water delivered). Raftelis worked closely with City staff and the City’s legal counsel to evaluate potential changes to the existing water rate structure. The following changes are proposed:
» Water Use Rates
o Residential Tiered Water Rates: The Study recommends that the City introduce a three-tiered rate structure for Residential water customers including Single-Family Residential (SFR) and Multi-Family Residential (MFR). MFR customers will receive tier allotments for each dwelling unit served. Tier 1 is defined as the first first 5 units of water (HCF) per monthly billing period, reflecting average winter usage (January -March) for SFR customer rounded up to the nearest whole number. Tier 2 encompasses usage greater than 5 units and less than 10 HCF, representing

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Packet Pg. 208 Attachment: Executive Summary - March 13, 2024 (4328 : Initiate Prop 218 Process) 16 CITY OF HEALDSBURG – WATER AND WASTEWATER RATE STUDY summer peak (75th percentile in the July – September periods) demands of SFR customers rounded up to the nearest whole number. Tier 3 comprises of all units of water usage exceeding 10 HCF.

Residential users are a homogenous customer class with similar indoor needs for health and sanitation, similar outdoor irrigation needs, and similar seasonality in these demand patterns. It is therefore appropriate to tier this class of customers. The proposed monthly allotments for residential customers are shown below in Table 1-2 and reflect actual demand patterns of City water users. Note that non-residential customers will maintain a uniform rate structure. o All Other Classes: The Study recommends that all other customer classes maintain a uniform rate structure, however, going forward each class will have a distinct uniform rate based on their specific demand characteristics. The new rates by customer class include those customers designated as Commercial, Industrial, and Landscape Irrigation. Non-residential classes have highly varying demand patterns within each class based on the type of business, seasonality, and/or transient effects. Peaking costs, also referred to as extra capacity costs, are costs associated with higher demand patterns. These costs are allocated to each customer class based on their specific class demand patterns and calculating peaking. For this reason, uniform rates are proposed for each of the non-residential classes.
» Monthly Service Charges: The Study recommends harmonizing the fixed service charges across user classes. This change will align Residential customers with a metered connection of a specific size with Non-Residential customers with the same size meter. The proposed structure relies on meter size alone to distinguish the “class” of customer. This change acknowledges that meter capacity, not customer classification, reflects the best estimate of the costs imposed by a user on the water system that are recovered through fixed charges.

Table 1-2: Current and Proposed Water Use Rate Structures Description Current Structure Proposed Structure
Residential (SFR/MFR)
Tier 1 Uniform Water Use Rate
(All Classes)
0-5 HCF
Tier 2 Uniform Water Use Rate
(All Classes)
6-10 HCF
Tier 3 Uniform Water Use Rate
(All Classes)
>10 HCF
Non-Residential Classes
Commercial Uniform Water Use Rate
(All Classes)
Uniform Water Use Rate,
by Class
Industrial Uniform Water Use Rate
(All Classes)
Uniform Water Use Rate,
by Class
Landscape Irrigation Uniform Water Use Rate
(All Classes)
Uniform Water Use Rate,
by Class

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Packet Pg. 209 Attachment: Executive Summary - March 13, 2024 (4328 : Initiate Prop 218 Process) 17 CITY OF HEALDSBURG – WATER AND WASTEWATER RATE STUDY Table 1-3 the shows the three years of proposed Water Service Charges and Water Volume Rates (through FY 2026-27). All charges and tier allotments are shown in monthly terms and all rates are rounded up to the nearest penny. All volumetric rates are shown in terms of dollars per hundred cubic feet ($/HCF). All rates are assumed to be implemented at the beginning of each fiscal year and in effect on or after July 1.

Table 1-3: Proposed Three-Year Water Rates Schedule
Description Current FY 2025 FY 2026 FY 2027
Residential Fixed Monthly Service Charge
Single Family $28.61 By Meter Size By Meter Size By Meter Size Single Family + ADU (per DU) $21.84 By Meter Size By Meter Size By Meter Size Multi-Family (Per DU) $17.01 By Meter Size By Meter Size By Meter Size Fixed Monthly Service Charges
Up to 1" $45.26 $41.34 $49.61 $56.06
1 1/2" $45.26 $41.34 $49.61 $56.06
2" $86.90 $77.94 $93.53 $105.69
3" $136.86 $121.86 $146.24 $165.26
4" $253.46 $238.98 $286.78 $324.07
6" $419.91 $370.75 $444.90 $502.74
8" $1,127.75 $736.76 $884.12 $999.06
Residential (Single Family & Multi-Family)
Tier 1 (0-5 HCF) $6.48 $6.48 $7.78 $8.80
Tier 2 (6-10 HCF) $6.48 $8.41 $10.10 $11.42
Tier 3 >10 HCF $6.48 $10.80 $12.96 $14.65
Non-Residential Classes
Commercial $6.48 $7.61 $9.14 $10.33
Industrial $6.48 $9.49 $11.39 $12.88
Landscape $6.48 $11.06 $13.28 $15.01
Riverview HOA1 $1.59 $1.93 $2.32 $2.63
1 Only the volumetric rate applicable to Riverview HOA under the terms of the 1997 order of condemnation. HOA Riverview pays a fixed monthly service charge by meter size that increases based schedule.

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Packet Pg. 210 Attachment: Executive Summary - March 13, 2024 (4328 : Initiate Prop 218 Process) 18 CITY OF HEALDSBURG – WATER AND WASTEWATER RATE STUDY

1.5. Water Bill Impacts
Figure 1-5 shows sample monthly water bills for single family residential customers at varying levels of water use under both current and proposed FY 2024-25 rates. Note that actual bill impacts will vary based on individual water use; however, the values shown below are based on low, high, and typical volumes for single family residential customers in the City of Healdsburg.

Figure 1-5: Single Family Residential Monthly Water Bill Impacts (FY 2024-25)

1.6.Proposed Wastewater Financial Plan
Raftelis conducted a status quo cash flow analysis to evaluate whether existing wastewater rates adequately fund the Wastewater Enterprise’s various expenses over the long-range planning period. Annual projections of revenues, O&M expenses, debt service payments, and capital expenditures through FY 2032-33 were developed with City staff. Raftelis projects that with no rate increases the Wastewater Enterprise’s reserves will quickly become negative and fail to meet minimum debt coverage. This demonstrates a clear need for revenue adjustments (i.e. gross wastewater rate revenue increases relative to existing rate revenues). Raftelis worked with City staff to develop the following proposed revenue adjustments over the five-year study period, with proposed rates for adoption for the first three years only (see Table 1-4).

The proposed rates are predicated on a shift in reserve policy outlined in the previous rate study. Failure to adopt the recommended changes may result in higher projected rates to adhere to the existing minimum coverage requirement. Raftelis recommends transitioning from a capital reserve policy to a rate stabilization policy to streamline the approach, eliminating the earmarking of reserves for specific capital purposes and instead utilizing them to support rates. As part of this transition, the City would allocate a portion of the reserve to offset increases over the next three fiscal years. Furthermore, it's recommended that the subsequent study addresses the funding of

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Packet Pg. 211 Attachment: Executive Summary - March 13, 2024 (4328 : Initiate Prop 218 Process) 19 CITY OF HEALDSBURG – WATER AND WASTEWATER RATE STUDY the million-dollar reserve dedicated to rate stabilization that could also address major equipment failures and natural disasters.

Table 1-4: Proposed Wastewater Revenue Adjustments

PROPOSED INCREASES FUTURE INCREASES
Fiscal Year FY 2024-25 FY 2025-26 FY 2026-27 FY 2027-28 FY 2028-29 Effective Date July 1, 2024 July 1, 2025 July 1, 2026 July 1, 2027 July 1, 2028 Revenue Adjustment 18.0% 18.0% 15.0% 9.0% 5.0%
Key factors influencing the need for proposed Wastewater Enterprise revenue adjustments include:
» Cost inflation: Operating costs continue to increase year over year due to general inflationary pressures with higher increases projected for power, labor, chemicals, and treatment costs among others. » Planned capital expenditures: Adjusted for inflation, the Wastewater Enterprise has over $15 M in CIP in the next five years. As with the Water Enterprise, many projects in the long-term capital plan have been deferred in prior studies due to financial constraints. Continued deferral will challenge overall system reliability and cause larger future rate increases. The City’s utilities have a combined 120 miles of utility pipeline, and a third of those pipes are over 50 years old. Rate revenues need to be sufficient to execute these projects and . for planning purposes, all Wastewater Enterprise projects in this study are assumed to be cash funded.
» Cash reserves: Utilities must have sufficient cash on hand to provide for working capital (paying routine expenses), to mitigate fluctuations in costs, and to mitigate risk whether from seasonality of revenues and expenses or the risk that comes with providing services that rely on extensive and specialized infrastructure. Recent inflationary pressure on both operating and capital costs has resulted in a drawdown of operating reserves. Revenue adjustments will help to ensure that the Wastewater Enterprise can maintain minimum operating reserve policy targets to provide sufficient cash flow and mitigate system risk.
» Debt Coverage: The utility has debt obligations which require a minimum coverage policy. With the added revenues from proposed rate increases, the Enterprise will have sufficient funds to meet debt coverage requirements.

In this Study, wastewater rates are proposed for adoption for the first three fiscal years (FY25-FY27) only.

However, Raftelis developed a long-range financial plan to project revenues and expenses over a 10-year period (current fiscal year through FY 2033). For planning purposes and to provide full transparency on the trajectory of future revenue increases, the following figures present 10 years of projections. In addition to the three years of proposed changes and two years of future changes (five years total) shown in Table 1-4, an additional four years of future projected increases for wastewater are required to fully recover projected operating and capital costs, maintain debt service coverage above minimum, and maintain cash reserves above minimum levels during the 10 year financial planning period. Specifically, these outer year future increases are 5% in FY 2030 and 3.5% in FY 2031-2033. These projections will be revisited as part of future rate studies and are subject to change based on new information, changes in revenues and expenses, City policies, and regulatory requirements. However, if the predicted future rate increase are not adopted and timely implemented, then cash flows will likely be less than currently depicted.

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Packet Pg. 212 Attachment: Executive Summary - March 13, 2024 (4328 : Initiate Prop 218 Process) 20 CITY OF HEALDSBURG – WATER AND WASTEWATER RATE STUDY Figure 1-6 shows the proposed CIP financing plan over the study period. Primary wastewater CIP projects include lift station replacements and relocations as well as extensive sewer line replacement. The City plans to finance its wastewater CIP projects through cash.

Figure 1-6: Wastewater Enterprise Capital Improvement Plan

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Packet Pg. 213 Attachment: Executive Summary - March 13, 2024 (4328 : Initiate Prop 218 Process) 21 CITY OF HEALDSBURG – WATER AND WASTEWATER RATE STUDY Figure 1-7 shows the proposed versus status quo Wastewater Enterprise operating financial plan. Revenues under the proposed financial plan and status quo financial plan are represented by the black and blue lines, respectively.

Revenue adjustments (i.e., gross rate revenue increases) are required to generate additional revenue to fully recover O&M expenses, CIP project costs, debt service payments, and reserve funding over the long-term planning period.

Figure 1-7: Wastewater Enterprise Financial Plan - Proposed vs. Status Quo

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Packet Pg. 214 Attachment: Executive Summary - March 13, 2024 (4328 : Initiate Prop 218 Process) 22 CITY OF HEALDSBURG – WATER AND WASTEWATER RATE STUDY Figure 1-8 shows the Wastewater Enterprise’s projected fiscal year-end cash balance under the proposed financial plan. The light blue bars indicate the ending balance on June 30 of each year. The minimum operating reserve target is represented by the orange line. The minimum operating reserve is 90 days of operating expenses (including O&M and debt service). The proposed wastewater revenue increases shown in Table 1-4 will allow the City to increase operating reserve funding beginning in FY 2024-25, such that the City’s operating reserve funding will meet its minimum reserve requirement throughout the long-range planning period.

Figure 1-8: Wastewater Enterprise Projected Ending Cash Balances

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Packet Pg. 215 Attachment: Executive Summary - March 13, 2024 (4328 : Initiate Prop 218 Process) 23 CITY OF HEALDSBURG – WATER AND WASTEWATER RATE STUDY Figure 1-9 shows projected debt coverage (blue line) relative to the debt coverage requirement (gray line) over the study period. The wastewater utility is projected to meet debt coverage requirements and does not intend to issue debt throughout the long-range planning period.

Figure 1-9: Wastewater Enterprise Projected Debt Coverage

1.7.Proposed Wastewater Rates
The City of Healdsburg’s current fixed wastewater rate structure consists of Fixed Service Charges per dwelling unit for residential customers, and charges by meter size for non-residential customers. All customers are also charged a per unit (HCF) charge based on estimated wastewater flows and the strength of the flows. Residential customers’ variable charge units are based on their average winter consumption (AWC) whereas Non-Residential customers are charged per billed unit of water.

Proposed rate structure modifications include:
» Retire the SFR + ADU Fixed Charge: any SFR customer with two or more dwelling units per parcel be treated as a MFR customer and subject to the multifamily charge. Any SFR with a separate water meter for each dwelling unit will be charged the SFR Fixed Charge. » Non-Residential Meter-Based Fixed Charges: This study maintains the existing non-residential fixed charge structure by meter size, however, the ratios between the meter sizes are proposed to use calculated flow ratios rather than hydraulic capacity ratios. Raftelis used City of Healdsburg sewer user billing data to

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Packet Pg. 216 Attachment: Executive Summary - March 13, 2024 (4328 : Initiate Prop 218 Process) 24 CITY OF HEALDSBURG – WATER AND WASTEWATER RATE STUDY calculate average flow per billing period at each meter size. This approach is more representative of wastewater generation by meter size versus ratios which reflect potential water demand by meter size.

Proposed wastewater rates reflect the revenue adjustments in Table 1-4, the updated wastewater cost of service analysis, and rate modifications discussed immediately above.

Table 1-5 shows proposed wastewater rates through FY 2026-27. All Fixed Charges shown are monthly and all volumetric rates are shown in terms of dollars per hundred cubic feet ($/HCF). All rates are rounded up to the nearest penny. All rates are assumed to be implemented at the beginning of each fiscal year on July 1.

Table 1-5: Proposed Five-Year Wastewater Rate Schedule
Description Current FY 2025 FY 2026 FY 2027
Residential Service Charges ($/Month/Dwelling Unit)
Single Family Residential (SFR) $46.67 $51.33 $60.57 $69.66 SFR + ADU $31.95 N/A N/A N/A
Multi-Family Residential (MFR) $37.80 $36.94 $43.60 $50.14 Flat Rate (Sewer Only SFR) $104.01 $110.18 $130.02 $149.53 Non Residential Service Charges ($/Month/Meter)
5/8" $75.75 $83.88 $98.99 $113.84
1" $75.75 $83.88 $98.99 $113.84
1 1/2" $148.49 $243.37 $287.18 $330.26
2" $235.77 $396.68 $468.09 $538.31
3" $439.44 $1,279.52 $1,509.84 $1,736.32
4" $730.39 $1,405.05 $1,657.97 $1,906.67
6" $1,966.94 $1,405.05 $1,657.97 $1,906.67
Wastewater Usage Charges ($/HCF)
Residential (SFR/MFR) $11.47 $14.71 $17.37 $19.98
Non Residential
Low Strength $10.31 $11.43 $13.49 $15.52
Medium Strength $15.09 $15.21 $17.95 $20.65
High Strength $22.08 $21.08 $24.88 $28.62

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Packet Pg. 217 Attachment: Executive Summary - March 13, 2024 (4328 : Initiate Prop 218 Process) 25 CITY OF HEALDSBURG – WATER AND WASTEWATER RATE STUDY

1.8. Wastewater Bill Impacts
Figure 1-10 shows sample monthly wastewater bills for SFR customers at varying levels of AWC under both current rates and proposed FY 2024-25 rates. The average AWC for a residence in Healdsburg is approximately 4 HCF per month.

Figure 1-10: Single Family Residential Monthly Wastewater Bill Impacts (FY 2024-25)

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Packet Pg. 218 Attachment: Executive Summary - March 13, 2024 (4328 : Initiate Prop 218 Process)

CITY OF HEALDSBURG

CITY COUNCIL AGENDA STAFF REPORT
MEETING DATE: March 18, 2024
SUBJECT: Ordinance Amending Healdsburg Municipal Code Section 2.08 Related to City Councilmember Compensation
PREPARED BY: Samantha Zutler, City Attorney
STRATEGIC INITIATIVE(S):

Provide Effective Governance
RECOMMENDED ACTION(S):

Introduce for first reading, by title only and waiving further reading of the text an Ordinance amending Section 2.08.020 of the Healdsburg Municipal Code.

COMMUNITY ENGAGEMENT/OUTREACH:

Not applicable.

BACKGROUND:

On June 29, 2023, Governor Newsom signed Senate Bill 329, which increases the maximum amount of salary that Councilmembers may receive. SB 329, codified at Government Code § 36515, went into effect on January 1, 2024. Compensation increases cannot be effective until a new or incumbent Council Member is seated so, at the earliest, December 2024.

DISCUSSION/ANALYSIS:

SB 329 amends Government Code § 36516 to increase the authorized maximum salary for each Councilmember. The permitted increases are tied to population. For Healdsburg, which has a population of approximately 11,400, Councilmembers may receive up to $950 per month.

Healdsburg Councilmembers currently receive $150 per month. The last time the Council adjusted its salary was in 1992. The attached Ordinance would increase compensation to $950 per month for each Councilmember.

Any increases in compensation do not take effect until a new or incumbent Councilmember is seated.1If Councilmembers have staggered terms, the change in compensation may apply to the 1 Cal. Gov. Code § 36516.5.

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entire Council when any Councilmember begins a new term.2 Some Healdsburg Councilmembers are up for election in November 2024 so, while the Council may pass an ordinance increasing its compensation at any time, the earliest that the increase may be effective is December 2024.

ENVIRONMENTAL STEWARDSHIP:

Not applicable.

ALTERNATIVES:

The City Council could decline to introduce the ordinance, or direct staff to revise the draft presented.

FISCAL IMPACT:

The current salary for each Councilmember is $150 a month for a total of $1,800 annually. The City has five Councilmembers requiring an overall annual salary budget of $9,000. The proposed Ordinance increases the maximum salary of a Councilmember to $950 a month for a total of $11,400 annually. The total annual cost of increasing all Councilmember salaries to the allowed maximum is $57,000, representing a $48,000 annual increase to the overall salary budget. The proposed Ordinance will take effect when a new or incumbent Councilmember is seated in the upcoming fiscal year and will be accounted for in the budget development process. No additional appropriations are required in the current fiscal year.

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):

Council Compensation Ordinance
2 Id.

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CITY OF HEALDSBURG
ORDINANCE NO. _______

AN ORDINANCE OF THE CITY OF HEALDSBURG

AMENDING HEALDSBURG MUNICIPAL CODE SECTION

2.08.020 TO SET THE COMPENSATION FOR EACH MEMBER

OF CITY COUNCIL
WHEREAS, the City of Healdsburg is a general law city; and WHEREAS, the Healdsburg City Council last increased the salaries for all Councilmembers in 1992, via Ordinance 878 § 1, which increased the salary to $150 per month; and
WHEREAS, Senate Bill 329, effective January 1, 2024, amended Government Code Section 36516 to increase the maximum salary permitted for City Councilmembers. The increases are based on population, so the maximum salary for Healdsburg Councilmembers is $950 per month; and
WHEREAS, as noted by the State legislature in SB 329, the Councilmember compensation schedule for general law cities has not been adjusted since 1984, meaning that City Council compensation has not kept pace with inflation; and
WHEREAS, allowing adjustments for inflation may help city councils become more diverse because increased compensation can provide individuals from sufficient income to help ensure that they can serve the public while also supporting their families; and WHEREAS, increasing compensation for Councilmembers reflects the significant time commitment required to serve as a Councilmember; and
WHEREAS, Section 36516 requires that any increase in Councilmember compensation by Ordinance.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF HEALDSBURG DO 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. Amendment of Code
Section 020 of Chapter 2.08, Salaries of members of the City Council, is hereby replaced in its entirety to read as follows:

2.08.020 Salaries of members of the City Council
Under the authority of the Government Code Section 36516, each member of the City Council

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Packet Pg. 221 Attachment: Council Compensation Ordinance (4391 : Council Compensation - 1st Reading) Ordinance No.

4892-5976-8234 v1
shall receive a monthly salary of $950.00. Salaries shall be adjusted according to the provisions of Section 36516.5 of the Government Code, as amended from time to time.

Section 3. 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 4. Effective Date
This Ordinance shall take effect thirty (30) days after passage by the City Council. Increases in compensation shall take effect upon commencement of a new term of office by any Council Member.

Section 5. Publication
The City Clerk is directed to publish this Ordinance as required by State law.

This ordinance was introduced by the City Council of the City of Healdsburg, County of Sonoma, at a regular meeting thereof on the 18th day of March, 2024, and passed and adopted on the _____ day of _______, 2024 by the following roll call vote
AYES: Councilmembers: ()
NOES: Councilmembers: ()
ABSENT: Councilmembers: ()
ABSTAINING: Councilmembers: ()

SO ORDERED ATTEST
_______________________________ ________________________________ David Hagele, Mayor Raina Allan, City Clerk
Dated:___________________________

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Packet Pg. 222 Attachment: Council Compensation Ordinance (4391 : Council Compensation - 1st Reading)

CITY OF HEALDSBURG

CITY COUNCIL AGENDA STAFF REPORT
MEETING DATE: March 18, 2024
SUBJECT: Public Safety Camera System
PREPARED BY: Luis Rodriguez, Lieutenant
STRATEGIC INITIATIVE(S):

Maintain and Enhance Public Health and Safety
RECOMMENDED ACTION(S):

Provide direction regarding whether to proceed with a public safety camera system program.

BACKGROUND:

At the November 20, 2023 City Council meeting, staff presented Council with public safety enhancement options for camera solutions that integrate into the automated license plate readers (ALPR) system that the City currently uses. Among the technologies are camera systems that can be installed at designated locations in the City to help deter and investigate crime. City Council requested that a public safety camera program be agenized for additional information and discussion.

DISCUSSION/ANALYSIS:

Public Safety cameras are used by agencies to detect and deter crime, help safeguard against potential threats to the public, help manage emergency response situations during natural and man-made disasters, and to assist City officials in providing services to the community.

The Police Department has successfully used cameras for many years to aid in addressing problem areas through hot spot analysis. Typically, a portable system would be set up in problematic areas focused on a singular crime issue in the area and in cooperation with an area resident or business owner. Staff has found that when cameras are visibly placed, there is a significant reduction in crime in that area. Recently, police staff have received inquiries from the community about camera installations to mitigate criminal activity at the downtown merchant meetings and during Ward Street outreach efforts. Technology has greatly improved over the years, and now high-definition pan-tilt-zoom cameras are available to use as part of a public safety camera system solution. These technologies have also become more affordable than they were previously.

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In considering a potential deployment plan for public safety cameras, staff has looked at public areas that have an expectation of safety while being used by the community as well as criminal activity over the past 2 years. Some of the areas identified as locations that could benefit public safety with the aid of public safety camera systems are as follows:

Recreation Areas
• Railroad Park
• Giorgi Park
• Foss Creek Pathway (W. Grant St to Grove St.)
Intersections
• Healdsburg Ave./ Front St.
• Roundabout
• Healdsburg Ave/ Dry Creek Rd
• Dry Creek Rd / Grove St.

Some data used to determine the most beneficial locations for camera installation was a review of incidents handled by HPD in the past 2 years and their location of occurrence. Additional consideration was given to major points of ingress and egress that are also known to be areas of concern during emergency situations and/or evacuations. Cameras in these locations would provide real-time information for emergency management staff. An overview of activity at some of the selected locations includes the following:

Railroad Park: Police responded to 42 incidents, including a shooting, a stabbing, and seizure of 2 firearms. 19 incidents related to disturbances, batteries on persons or suspicious activity. 19 incidents involving property crime such as vandalism or theft.

Giorgi Park: Police responded to 68 incidents including an attempted kidnapping and attempted murder. 16 incidents involving disturbances and suspicious activity and 44 incidents of contacts with suspicious vehicles, mainly after hours. 7 incidents were in response to vandalism to City property.

Foss Creek Pathway (Grant St. area to Skate Park): Police responded to 29 incidents including one shooting, 20 incidents of vandalism, and 8 incidents including disturbances and public nuisance calls. In addition to graffiti, police have recently taken 3 separate reports of damage to city light poles along the bike path where multiple wires have been cut leaving the light poles inoperable and causing thousands of dollars in damage. The damage has also left this stretch of pathway with unsafe lighting conditions pending repairs.

Healdsburg Ave / Front St: Police responded to 37 incidents involving 3 traffic collisions, 30 incidents involving contacts with suspicious persons, vehicles, and disturbances, and 3 incidents of vandalism. Police also responded to an assault with a deadly weapon call at this location. This location is a major point or ingress and egress to the south end of the city and in close proximity to activity at Railroad Park.

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Roundabout: Police responded to 4 collisions and 6 incidents involving disturbances or suspicious activity. This location is a major point of ingress and egress to the central part of the city.

Healdsburg Ave / Dry Creek Rd: Police responded to 7 incidents including 4 collisions and 3 incidents involving disturbances, suspicious activity. This location is a major point or ingress and egress to the north part of the city.

Dry Creek Rd / Grove St: Police have responded to 20 incidents including 12 collisions and 8 incidents involving suspicious activity. This location is a major point or ingress and egress to the north part of the city and in close proximity to the Hwy101/ Dry Creek entrance to the city.

As part of its comprehensive policy manual, the Police Department has a policy pertaining to public safety camera systems that limits access to legitimate public safety purposes and seeks to balance the need for public safety with privacy concerns. The policy regulates its use, data retention, and auditing among other requirements. A copy of the policy is attached as Attachment 1, and a summary of these sections follows.

USE
The policy permits cameras to be placed in strategic locations throughout the City to record, deter, and solve crimes, to help the City safeguard against potential threats to the public, and to help manage emergency response situations during natural and humanmade disasters. Camera system use in public areas will be conducted in a legal and ethical manner while recognizing and protecting constitutional standards of privacy.

Permitted access to the camera system by agency personnel will be limited to legitimate law enforcement and public safety purposes. The purpose of video access will include the support of specific and active criminal investigations, support of traffic related investigations, response to and review of critical incidents and natural disasters. Camera systems will not be used to invade the privacy individuals or observe areas where a reasonable expectation of privacy exists.

RETENTION
The current policy sets retention at 30 days, and staff would not recommend retaining records for any less than 30-days as the investigative value of the information becomes diminished. During complex investigations information related to suspects(s) and suspect vehicle(s) may not be readily known and it could take time to develop actionable information through searching the camera system. Additionally, crimes may be late reported. At this time, staff does not believe that there would be an apparent benefit to retaining video longer than 30 days.

PRIVACY
The proposed public safety cameras would record video only, not audio. The system does not include facial recognition technology. All public areas monitored by public safety cameras would be marked in a conspicuous manner with unobstructed signs to inform the public that the area is being monitored by public safety cameras. The footage

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is owned by the agency and will not be sold to private third parties. All data is stored securely in the cloud with end to end encryption of all data. All downloaded media will be stored in a secure area with access restricted to authorized persons only.

MISUSE
The policy requires proper logging in and out of the system by users, ensuring accurate auditing of the system.

The policy defines permitted and impermissible uses of the Public Safety Camera System, including defining what constitutes the invasion of privacy, use of the system to harass or intimidate, use of the system based on protected characteristics, use for personal reasons, and uses that would infringe on First Amendment Rights.

Violating the Public Safety Camera System policy could subject an employee to criminal prosecution, civil liability, and/or internal discipline.

AUDITS
The policy requires regular system audits, which would be conducted no less than annually, a frequency that is consistent with other audit requirements.

Staff is requesting direction from City Council by motion on whether to proceed with a public safety camera system program, and if directed to proceed, staff recommends deployment at the above identified locations.

ALTERNATIVES:

No alternatives are proposed.

FISCAL IMPACT:

The annual cost of each camera is approximately $3,000 with a one-time installation cost of $750 per camera. The fiscal impact is dependent on the recommended deployment. Staff recommends deployment at the above identified locations and, as outlined above, would require the installation of 10 cameras. The initial estimated cost is $37,500 including installation, with an annual estimated reoccurring cost of $30,000.

There is currently no identified funding for the system; however, if Council directs staff to proceed, staff will work on developing an implementation and funding plan as part of the current budget process.

ENVIRONMENTAL ANALYSIS:

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

ATTACHMENT(S):

Public Safety Camera System Policy

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Copyright Lexipol, LLC 2024/02/22, All Rights Reserved.

Published with permission by Healdsburg Police Department Public Safety - 1
Healdsburg Police Department
Healdsburg PD Policy Manual
Policy
380
Public Safety Camera System
380.1 PURPOSE AND SCOPE
This policy provides guidance for the placement and monitoring of department public safety Camera System as well as the storage and release of captured images.

This policy only applies to overt, marked public safety camera systems operated by the Department. It does not apply to mobile audio/video systems, covert audio/video systems or any other image-capturing devices used by the Department.
380.2 POLICY
The Healdsburg Police Department operates a public camera system to complement its anticrime strategy, to effectively allocate and deploy personnel, and to enhance public safety and security in public areas. Cameras may be placed in strategic locations throughout the City to detect and deter crime, to help safeguard against potential threats to the public, to help manage emergency response situations during natural and man- made disasters and to assist City officials in providing services to the community.

The use of video cameras in public areas will be conducted in a legal and ethical manner while recognizing and protecting constitutional standards of privacy. 380.3 OPERATIONAL GUIDELINES
Only department-approved camera equipment shall be utilized. Members authorized to monitor camera video equipment should only monitor public areas and public activities where no reasonable expectation of privacy exists. The Chief of Police or the authorized designee shall approve all proposed locations for the use of video camera technology. 380.3.1 PLACEMENT AND MONITORING
Camera placement will be guided by the underlying purpose or strategy associated with the overall camera system plan. As appropriate, the Chief of Police should confer with other affected City divisions when evaluating camera placement. Environmental factors, including lighting, location of buildings, presence of vegetation, or other obstructions, should also be evaluated when determining placement.

The cameras shall only record video images and not sound. Recorded images may be used for a variety of purposes, including criminal investigations and monitoring of activity around highvalue or high-threat areas. The public safety camera system may be useful for the following purposes:
a) To prevent, deter, and identify criminal activity.
b) To target identified areas of gang and narcotics complaints or activity. c) To respond to critical incidents.
d) To assist in identifying, apprehending, and prosecuting offenders.

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Healdsburg Police Department
Healdsburg PD Policy Manual
Policy
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e) To document officer and offender conduct during interactions to safeguard the rights of the public and officers.
f) To augment resources in a cost-effective manner.
g) To monitor pedestrian and vehicle traffic activity.

Images from each camera should be recorded in a manner consistent with the underlying purpose of the particular camera. Images should be transmitted to monitors installed in designated locations within the police department. When activity warranting further investigation is reported or detected at any camera location, the available information should be provided to responding officers in a timely manner. Trained personnel authorized to adjust the cameras to more effectively view a particular area for any legitimate public safety purpose.

The Chief of Police may authorize video feeds from the public safety camera system to forwarded to a specified location for monitoring by other than police personnel, such as allied government agencies, road or traffic crews, or emergency operations personnel.

Unauthorized recording, viewing, reproduction, dissemination, or retention is prohibited. 380.3.2 CAMERA MARKINGS
All public areas monitored by public safety camera equipment shall be marked in a conspicuous manner with appropriate signs to inform the public that the area is under video monitoring. Signs should be placed appropriately and without obstruction to ensure visibility. 380.3.3 INTEGRATION WITH OTHER TECHNOLOGY
The Department may elect to integrate its public safety camera system with other technology to enhance available information. Systems such as gunshot detection, incident mapping, crime analysis, license plate recognition, and other video-based analytical systems may be considered based upon availability and the nature of department strategy. 380.4 VIDEO SUPERVISION
Supervisors should monitor public safety camera system access and usage to ensure members are within department policy and applicable laws. Supervisors should ensure such use and access is appropriately documented.
380.4.1 PROHIBITED ACTIVITY
Public safety camera systems will not be used to invade the privacy of individuals or observe areas where a reasonable expectation of privacy exists.

Public safety camera equipment shall not be used in an unequal or discriminatory manner and shall not target individuals or groups based solely on actual or perceived characteristics such as race, ethnicity, national origin, religion, sex, sexual orientation, gender identity or expression, economic status, age, cultural group, or disability.

Public safety camera equipment shall not be used to harass, intimidate, or discriminate against any individual or group.

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Healdsburg Police Department
Healdsburg PD Policy Manual
Policy
380
380.5 STORAGE AND RETENTION OF MEDIA
All downloaded media shall be stored in a secure area with access restricted to authorized persons. A recording needed as evidence shall be copied to a suitable medium and booked into evidence in accordance with established evidence procedures. All actions taken with respect to retention of media shall be appropriately documented.

The type of video technology employed and the manner in which recordings are used and stored will affect retention periods. The recordings should be stored and retained in accordance with the established records retention schedule and for a minimum 30 days. If recordings are evidence in any claim filed or any pending litigation, they shall be preserved until pending litigation is resolved (Government Code § 34090.6).
380.5.1 EVIDENTIARY INTEGRITY
All downloaded and retained media shall be treated in the same manner as other evidence.

Media shall be accessed, maintained, stored and retrieved in a manner that ensures its integrity as evidence, including strict adherence to chain of custody requirements. Electronic trails, including encryption, digital masking of innocent or uninvolved individuals to preserve anonymity, authenticity certificates and date and time stamping, shall be used as appropriate to preserve individual rights and to ensure the authenticity and maintenance of a secure evidentiary chain of custody.
380.6 RELEASE OF VIDEO IMAGES
All recorded video images gathered by the public safety camera equipment are for the official use of the Healdsburg Police Department.

Requests for recorded video images from the public or the media shall be processed in the same manner as requests for department public records.

Requests for recorded images from other law enforcement agencies shall be referred to the agency for release in accordance with specific and legitimate law enforcement purposes. In considering the release of recorded images the California Values Act (Government Code § 7282.5; Government Code § 7284.2 et seq), will be considered before approving the release of ALPR data. The Healdsburg Police Department does not permit the sharing of ALPR data gathered by the City or its contractors/subcontractors for purpose of federal immigration enforcement, these federal immigration agencies include Immigrations and Customs Enforcement (ICE) and Customs and Border Patrol (CPB).

Recorded video images that are the subject of a court order or subpoena shall be processed in accordance with the established department subpoena process. 380.7 PUBLIC SAFETY CAMERA SYSTEM AUDIT
The Chief of police or the authorized designee will conduct an annual review of the public safety camera system. The review should include an analysis of the cost, benefit, and effectiveness of the system, including any public safety issues that were effectively addressed or any significant

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Healdsburg Police Department
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Policy
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prosecutions that resulted, and any systematic operational or administrative issues that were identified, including those related to training, discipline or policy.

The results of each review shall be appropriately documented and maintained by the Chief of Police or the authorized designee. Any recommendations for training or policy should be promptly addressed.
380.8 TRAINING
All department members authorized to operate or access public safety camera systems shall receive appropriate training. Training should include guidance on the use of cameras, interaction with dispatch and patrol operations and a review regarding relevant policies and procedures, including this policy. Training should also address state and federal law related to the use of video camera equipment and privacy.

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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) March 25, 2023
(Villa Annex) City Council Goal Setting
April 1, 2024 Reserve Firefighter of the Year
Fire Department Annual Update
Investment Report – February 2024
Disbursement Report – February 2024
Revisions to the Memorandum of Understanding with 421 Foss Street LLC (Duchamp Hotel) for the Foley Family Community Pavilion Project
Income-Qualified Multi-Family Energy Appliance Direct Install Program Conduit Lease with Sonic.net for Fiber Optic Installation Amendment to Sonic Service Agreement
Housing Element Strategic Implementation Plan - PSA
Housing Initiatives and Polling Update
Public Art Grant Awards
Sales Tax Capture and Leak Analysis Presentation
April 15, 2024 Memorandum of Understanding to be a member agency in the Russian River Reuse Collective (R3C) Budget Development Update
HTID Annual Update
Memorandum of Understanding with Sonoma County Waste Management Agency (Zero Waste Sonoma) to supply compost to a City Compost Hub.

Downtown Density Study
Inclusionary Housing Update

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May 6, 2024 Public Service Recognition Week Proclamation Asian American Pacific Islander Heritage Month Proclamation Weed Abatement Initial Meeting
Home Energy Load Management Program
Landscaping and Lighting Assessment District
2024 Utility Wildfire Mitigation Plan
Annual Water Supply Update
Proposed adoption of Water and Wastewater Rates
May 13, 2024
Budget Special Meeting
May 20, 2024 Public Works Week Proclamation
Affordable Housing Month Proclamation
Jewish American Heritage Month Proclamation
Receive an Update from the Sonoma County Library
FY23-24 Q3 Financial Update
Council Subcommittee selection for Planning Commission Applications June 3, 2024 Pride Month Proclamation
Elder Abuse Awareness Month Proclamation
Gun Violence Awareness Day Proclamation
FY24-25 and FY25-26 Budget Adoption
General Plan Amendment - LHMP
June 17, 2024 Juneteenth Day Proclamation
Zero Waste Week Proclamation

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REDCOM Contract Renewal
Northern Sonoma County Fire District Contract Renewal
Weed abatement public hearing
Landscaping and Lighting Assessment District
Appointments to Planning Commission
(NOTE: The schedule is tentative and subject to change pending final publication and posting of the City Council meeting agenda)

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