CITY OF HEALDSBURG
CITY COUNCIL/REDEVELOPMENT SUCCESSOR AGENCY
REGULAR MEETING AGENDA
City Hall Council Chamber Meeting Date: November 18, 2024 401 Grove Street Time: 6:00 PM
Healdsburg, CA 95448 Date Posted: November 13, 2024
(707) 431-3317
To join by computer, tablet, or mobile device:
Go to https://zoom.us/join and type in the Webinar ID: 815 8894 3494 or follow this link:
healdsburg.gov/zoom (Pre-registration for the meeting is not required.) .
1. CALL TO ORDER/ROLL CALL
A. Pledge of Allegiance
B. Approval of Agenda
2. REPORT ON CLOSED SESSION(S)
3. ANNOUNCEMENTS/PRESENTATIONS
4. CITY MANAGER REPORTS
5. PUBLIC COMMENTS ON ITEMS ON THE CONSENT CALENDAR AND NON
AGENDA ITEMS
This time is set aside to receive comments from the public regarding matters of general interest not on the agenda, but related to City Council/RSA business. Pursuant to the Brown Act, however, the City Council cannot consider any issues or take action on any requests during this comment period. Public comment on non-agenda items is limited to thirty (30) minutes total for all speakers, with each speaker given no more than three (3) minutes. If there are more than ten (10) audience/public comment speakers, the Mayor may reduce each speaker’s time from three (3) minutes so that all speakers have an equal time to speak. At the Mayor’s discretion, the public comment period may be extended past 30 minutes. Members from the public wishing to speak on a Consent Agenda item should notify the Mayor during Public Comments.
6. CONSENT CALENDAR
The following items listed on the Consent Calendar are considered routine in nature or have been previously reviewed by the Council and require little or no further discussion by the Council, public, or applicant and action will be taken by the City Council by a single motion. A Councilmember may request that an item be removed from the Consent Calendar and action taken separately. Consent by a majority of the Councilmembers present will be required in order to remove the item. In the event an item is removed, the matter will be considered immediately following the adoption of the Consent Calendar.
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City Council/RSA Regular Meeting Agenda
November 18, 2024
A. Landscape Maintenance Agreement
Adopt a Resolution approving a Professional Services Agreement with Golden Gate Landscaping for landscape maintenance services in an amount not to exceed $774,504.64, approving a 10% contingency in the amount of $77,450 and authorizing the City Manager to execute the agreement and future amendments.
B. BloodRoot Ramble Event Agreement
Adopt a Resolution approving a three-year agreement with Reeve Wines' for the BloodRoot Ramble event at the Healdsburg Community Center campus from 2025-2027 and authorizing the City Manager to execute the agreement.
C. Acceptance of the Cabernet Road Culvert Replacement Project Adopt a Resolution accepting the Cabernet Road Culvert Replacement Project as complete and authorizing staff to file a Notice of Completion with the County Recorder's Office.
D. Bid Award Dry Creek Water Treatment Plant Upgrades - Cryptosporidium Treatment
Adopt a Resolution conditionally awarding the Dry Creek Water Treatment Plant Upgrades - Cryptosporidium Treatment Project, Project WA001 to Cats4U, Inc., for an amount not to exceed $748,186 and authorize the City Manager to execute the contract and approve change orders up to $74,820.
E. CORE Policing Team Staffing
Adopt a Resolution updating the list of authorized positions and corresponding salary schedule for full-time employees and amending the adopted budget.
F. Foley Family Community Pavilion Environmental Engineering Services Contract Amendment
Adopt a Resolution approving an amendment to the Professional Services Agreement with EBA Engineering for environmental engineering services for the Foley Family Community Pavilion project, authorizing the City Manager to execute the amendment and increasing the not to exceed amount to $74,480.
7. PUBLIC HEARINGS
None.
8. OLD BUSINESS
A. Fiscal Year 2024-25 First Quarter Budget Review as of September 30, 2024 City Council/RSA Regular Meeting Agenda
November 18, 2024
1. Receive a presentation on the FY 2024-25 City financials through September 30, 2024; and
2. Adopt a Resolution approving a budget amendment for the FY 2024-25.
B. 2025 Master Calendar of Events and Requests for City Partnership Approve the 2025 Master Calendar of Events, incorporating the following new "Sponsor" events:
• Vamos’ eight Vamos al Tianguis de Healdsburg evening markets; • Oaxaca Tierra del Sol’s Guelaguetza Sonoma County event; • Corazón Healdsburg for Pachanga & Art event; and
• True West Film Center’s two additional Movies Under the Stars movie night events.
C. Discussion and Direction Regarding Use of 217 Healdsburg Ave (former Chamber of Commerce Building)
Receive a presentation summarizing results of the RFP for use of 217 Healdsburg Ave and adopt a resolution conditionally awarding the RFP to Bike Tour Sonoma and authorizing the City Manager to negotiate and execute a lease.
D. Arts and Culture Commission Appointments
By motion, appoint three applicants to the Arts and Culture Commission for a term of two years due to expire January 1, 2027 and appoint four applicants to the Arts and Culture Commission for a term of three years due to expire January 1, 2028.
9. NEW BUSINESS
A. Declaring the City of Healdsburg’s intent to transition to District-Based Elections Adopt a Resolution declaring the City’s intent to initiate procedures to consider transitioning from at-large elections to district-based elections pursuant to California Elections Code Section 10010 and approving the tentative timeline and other related actions.
10. COUNCIL REPORTS ON MATTERS OF INTEREST OCCURRING SINCE
PREVIOUS REGULAR MEETING/EXPENSE REIMBURSEMENT REPORTS
11. WRITTEN COMMUNICATIONS
City Council/RSA Regular Meeting Agenda
November 18, 2024
12. ADJOURN CITY COUNCIL / RSA MEETING
13. FUTURE AGENDA ITEMS
SB 343 - DOCUMENTS RELATED TO OPEN SESSION AGENDAS: Any writings or documents provided to a majority of the City Council/Redevelopment Successor Agency Board regarding any item on this agenda after the posting of this agenda and not otherwise exempt from disclosure, will be made available for public review in the City Clerk's Office located at City Hall, 401 Grove Street, Healdsburg, during normal business hours. If supplemental materials are made available to the members of the City Council/Redevelopment Successor Agency Board at the meeting, a copy will be available for public review at the City Hall Council Chambers, 401 Grove Street, Healdsburg, CA 95448.
These writings will be made available in appropriate alternative formats upon request by a person with a disability, as required by the Americans with Disabilities Act.
DISABLED ACCOMMODATIONS: The City of Healdsburg will make reasonable accommodations for persons having special needs due to disabilities. Please contact Raina Allan, City Clerk, at Healdsburg City Hall, 401 Grove Street, Healdsburg, California, 431-3317, at least 72 hours prior to the meeting, to ensure the necessary accommodations are made.
CIUDAD DE HEALDSBURG
CONSEJO MUNICIPAL/AGENCIA DE DESARROLLO SUCESORA
ORDEN DEL DÍA DE LA REUNIÓN ORDINARIA
Cámaras del Consejo Municipal Fecha de reunión: 18 de nov. de 2024 401 Grove Street Hora: 6:00 PM
Healdsburg, CA 95448 Fecha de publicación: 13 de nov. de 2024 (707) 431-3317
Para participar por computadora, tableta o dispositivo móvil:
Vaya a https://zoom.us/join y teclee el número de identificación (ID) del seminario web: 815 8894 3494 o siga este enlace: healdsburg.gov/zoom (No es necesario inscribirse previamente a la reunión).
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1. LLAMADA AL ORDEN/PASAR LISTA
A. Juramento a la bandera
B. Aprobación del orden del día
2. INFORME SOBRE LA SESIÓN/LAS SESIONES A PUERTA CERRADA
3. ANUNCIOS/PRESENTACIONES
4. INFORMES DEL GERENTE DE LA CIUDAD
5. COMENTARIOS PÚBLICOS SOBRE LOS PUNTOS EN EL CALENDARIO ACORDADO Y LOS PUNTOS NO INCLUIDOS EN EL ORDEN DEL DÍA
Este tiempo se reserva para recibir comentarios del público sobre asuntos de interés general no incluidos en el orden del día, pero relacionados con los asuntos del Consejo Municipal/RSA. Sin embargo, conforme la Ley Brown, el Consejo Municipal no puede considerar temas o tomar medidas sobre cualquier solicitud hecha durante este período de comentario. Los comentarios del público sobre los puntos no incluidos en el orden del día están limitados a treinta (30) minutos en total para todos los oradores, concediéndose a cada orador un máximo de tres (3) minutos. Si hay más de diez (10) comentarios públicos, el alcalde puede reducir el tiempo de tres (3) minutos de cada orador para que así todos los oradores tengan el mismo tiempo para hablar. A discreción del alcalde, el periodo de comentarios del público podrá prolongarse más de 30 minutos. Los miembros del público que deseen hablar sobre un asunto en el orden del día acordado deben notificárselo al alcalde durante los comentarios públicos.
6. CALENDARIO ACORDADO
Los siguientes puntos enumerados en el orden del día acordado se consideran rutinarios o han sido revisados previamente por el Consejo y requieren poca o ninguna discusión por parte del Consejo, el público o solicitante y el Consejo Municipal tomará medidas en una sola moción. Un miembro del consejo puede solicitar que se excluya un punto del calendario acordado y se pueden tomar medidas por separado. Para excluir un punto, se requiere el consentimiento de una mayoría de Orden del día de la Reunión Ordinaria del Consejo Municipal /RSA 18 de noviembre de 2024
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los miembros del consejo presentes. En caso de que se excluya un punto, el asunto se considerará de inmediato después de la adopción del orden del día acordado.
A. Acuerdo de mantenimiento de paisaje
Adoptar una Resolución que apruebe un Acuerdo de Servicios Profesionales con Golden Gate Landscaping para servicios de mantenimiento de paisaje por un monto que no exceda los $774,504.64, aprobando una contingencia del 10% por un monto de $77,450 y autorizando al gerente de la Ciudad a ejecutar el acuerdo y futuras enmiendas.
B. Acuerdo para el evento BloodRoot Ramble
Adoptar una Resolución que apruebe un acuerdo de tres años con Reeve Wines' para el evento BloodRoot Ramble en el recinto Healdsburg Community Center de 2025 a 2027 y que autorice al gerente de la Ciudad a ejecutar el acuerdo.
C. Aceptación del Proyecto de Reemplazo de Alcantarillas de Cabernet Road Adoptar una Resolución por la que se acepta como finalizado el Proyecto de Reemplazo de Alcantarillas de Cabernet Road y por la que se autoriza al personal a presentar una Notificación de Finalización en la Oficina del Registrador del Condado.
D. Adjudicación de la licitación de las mejoras a la planta de tratamiento de aguas residuales de Dry Creek - Tratamiento de Cryptosporidium Adoptar una resolución adjudicando condicionalmente las mejoras a la planta de tratamiento de aguas residuales de Dry Creek - Proyecto de tratamiento de Cryptosporidium, Proyecto WA001 a Cats4U, Inc., por un monto que no supere $748,186 y autorizando al gerente de la Ciudad a ejecutar el contrato y aprobar órdenes de cambio hasta un máximo de $74,820.
E. Dotación de personal del equipo de policía CORE
Adoptar una Resolución que actualice la lista de puestos autorizados y la correspondiente tabla salarial para los empleados a tiempo completo y que enmiende el presupuesto adoptado.
F. Enmienda al contrato de servicios de ingeniería ambiental para el proyecto Foley Family Community Pavilion
Adoptar una Resolución que apruebe una enmienda al Acuerdo de servicios profesionales con EBA Engineering para servicios de ingeniería ambiental para el proyecto Foley Family Community Pavilion, autorizando al gerente de la Ciudad a ejecutar la enmienda y aumentar el monto no superable a $74,480.
Orden del día de la Reunión Ordinaria del Consejo Municipal /RSA 18 de noviembre de 2024
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7. AUDIENCIAS PÚBLICAS
Ninguna.
8. ASUNTOS PENDIENTES
A. Revisión del presupuesto del primer trimestre del año fiscal 2024-25 al 30 de septiembre de 2024
3. Recibir una presentación sobre las finanzas de la Ciudad para el año fiscal 2024-25 hasta el 30 de septiembre de 2024; y
4. Adoptar una Resolución por la que se aprueba una modificación presupuestaria para el año fiscal 2024-25.
B. Calendario Maestro de Eventos y Solicitudes de 2025 de colaboración con la Ciudad Aprobar el Calendario Maestro de Eventos, incorporando los siguientes nuevos eventos “patrocinados”:
• Mercados vespertinos de Healdsburg Vamos’ eight Vamos al Tianguis; • Evento Oaxaca Tierra del Sol’s Guelaguetza del condado de Sonoma; • Corazón Healdsburg para el evento Pachanga & Art;
• Dos películas adicionales para los eventos vespertinos Under the Stars de True West Film Center.
C. Debate y orientación sobre el uso de 217 Healdsburg Ave (antiguo edificio de la Cámara de Comercio)
Recibir una presentación resumiendo los resultados de la RFP para el uso de 217 Healdsburg Ave y adoptar una resolución adjudicando condicionalmente la RFP a Bike Tour Sonoma y autorizando al City Manager a negociar y ejecutar un contrato de arrendamiento.
D. Nombramientos de la Comisión de Arte y Cultura
Por moción, nombrar a tres candidatos a la Comisión de Arte y Cultura por un período de dos años que expirará el 1 de enero de 2027 y nombrar a cuatro candidatos a la Comisión de Arte y Cultura por un período de tres años que expirará el 1 de enero de 2028.
9. ASUNTOS NUEVOS
Orden del día de la Reunión Ordinaria del Consejo Municipal /RSA 18 de noviembre de 2024
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A. Declarar la intención de la ciudad de Healdsburg de transicionar a elecciones basadas en distritos
Adoptar una Resolución que declare la intención de la Ciudad a iniciar procedimientos para considerar la transición de elecciones generales a elecciones basadas en distritos conforme la Sección 10010 del Código de Elecciones de California y que apruebe el cronograma tentativo y otras acciones relacionadas.
10. INFORMES DEL CONSEJO SOBRE ASUNTOS DE INTERÉS QUE HAN OCURRIDO DESDE LA REUNIÓN ORDINARIA ANTERIOR/INFORMES DE
REEMBOLSO DE GASTOS
11. COMUNICACIONES ESCRITAS
12. LEVANTAR LA REUNIÓN DEL CONSEJO MUNICIPAL/RSA
13. PUNTOS FUTUROS PARA EL ORDEN DEL DÍA
SB 343 - DOCUMENTOS RELACIONADOS CON EL ÓRDEN DEL DÍA DE LAS SESIONES ABIERTAS: Cualquier escrito o documento provisto a una mayoría de la Junta del Consejo Municipal/Agencia de Desarrollo Sucesora con respecto a cualquier punto en este orden del día después de la publicación de la misma y que no esté exento de divulgación, se pondrá a disposición del público en la Oficina de la Secretaría Municipal ubicada en City Hall, 401 Grove Street, Healdsburg, durante horas hábiles. Si el material complementario se pone a disposición de los miembros de la Junta del Consejo Municipal/Agencia de Desarrollo Sucesora, una copia estará disponible para la revisión pública en las Cámaras del Consejo Municipal, 401 Grove Street, Healdsburg, CA 95448.
Estos escritos se pondrán a disposición en formatos alternativos apropiados a petición de una persona con discapacidad, tal y como exige la Ley de Estadounidenses con Discapacidades.
ADAPTACIONES POR DISCAPACIDAD: La ciudad de Healdsburg realizará adaptaciones razonables para las personas con necesidades especiales debidas a discapacidades. Por favor, contacte a Raina Allan, secretaria municipal, en Healdsburg City Hall, 401 Grove Street, Healdsburg, California, 431-3317, por lo menos 72 horas antes de la reunión para garantizar que se realicen las adaptaciones necesarias.
CITY OF HEALDSBURG
CITY COUNCIL AGENDA STAFF REPORT
MEETING DATE: November 18, 2024
SUBJECT: Landscape Maintenance Agreement
PREPARED BY: Jaime Licea, Parks & Open Space Superintendent STRATEGIC INITIATIVE(S):
Maintain and Improve Infrastructure and Facilities
Provide Resident-Driven Community Services
RECOMMENDED ACTION(S):
Adopt a Resolution approving a Professional Services Agreement with Golden Gate Landscaping for landscape maintenance services in an amount not to exceed $774,506, approving a 10% contingency in the amount of $77,450 and authorizing the City Manager to execute the agreement and future amendments.
COMMUNITY ENGAGEMENT/OUTREACH:
Not applicable
BACKGROUND:
The City of Healdsburg (City) oversees the maintenance and operation of a diverse range of public spaces, including 320 acres of open space, 28 acres of athletic fields, and 45 acres of passive parks and landscaped areas, which includes the Landscape Lighting Assessment District.
Additionally, the City collaborates with the Healdsburg Unified School District to manage landscape maintenance services for all District properties.
To support these efforts, the City employs a landscape maintenance contractor to assist with various tasks. These tasks include mowing, aerating, fertilizing, weed control, pruning, turf edging, irrigation monitoring, and other horticultural services.
DISCUSSION/ANALYSIS:
The existing landscape maintenance agreement with Golden Gate Landscape Management Inc. (GGL) expired on July 31, 2024, and the service moved to a month-to-month agreement while staff prepared a longer-term Request for Proposal (RFP) for these services. On October 3, 2024, the City issued the RFP for qualified Contractors that specialize in landscape maintenance services. On October 29, 2024, staff received Five proposals for landscape services:
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VENDOR PROPOSAL (YEAR ONE)
GOLDEN GATE LANDSCAPING INC. $140,166.00
BRIGHTVIEW $179,500.29
NEW IMAGE LANDSCAPING $408,096.00
GREEN VINE LANDSCAPING INC. $841,200.00
NIETO LANDSCAPE AND MAINTENANCE $1,424,326.40
The City’s RFP is for an initial three-year agreement term with subsequent one-year extensions.
The RFP also allocated a 5% cost increase for each year.
City staff reviewed the qualifications and rated the submittals based on selection criteria including direct experience on similar projects, record of performing municipal work, rates for services, understanding of the project’s scope of work, qualifications of proposed staff, and scheduling of project activities. In determining the award of the agreement, the standard selection criteria set forth in the RFP includes, but is not limited to: cost, experience, availability, deployment of services, and ability to meet the terms and conditions of this RFP. The City reserves the right to reject any and all proposals, to wave formalities, and to accept any proposal that appears to serve the best interest of the City of Healdsburg.
Following the review of proposals, the selection committee convened to discuss their findings and determined that the highest ranked and best suited for the work is Golden Gate Landscaping.
Golden Gate Landscaping has been the City’s landscape maintenance contractor for the past 27 years, has consistently demonstrated that they are reliable and responsive fulfilling the scope of work, has developed a solid relationship with City staff and the general public, has a thorough understanding of the City’s landscaping needs, and would be in the best interest of the City.
Staff has determined all proposals were received and opened in accordance with applicable law, and Golden Gate Landscaping satisfies the RFP requirements, possesses the required license(s) and is qualified to perform the work. Therefore, staff is recommending Council approve a new agreement with Golden Gate Landscaping for a not to exceed amount of $774,506 ENVIRONMENTAL STEWARDSHIP:
Golden Gate Landscaping does not utilize glyphosate as a maintenance tool in the City of Healdsburg. Instead, they focus on more environmental weed abatement methods such as mechanical work, cultural control, or organic herbicides approved by the Organic Materials Review Institute.
In addition, Golden Gate Landscaping does not capture grass clippings generated by mowing of turf grasses in the park system. Those grass clippings eventually decompose over time and release nutrients back into the soils. The nutrients act as a natural fertilizer creating a healthier looking turf and reducing green waste.
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In an effort to move towards electrification of equipment, the RFP required that all proposers provide and use battery powered blowers for work identified in the contract. Staff also researched the feasibility of requiring electric mowers; while residential battery-powered mowers are available, commercial grade battery-powered mowers suitable for the work identified in the contract (continual, all-day use) are not yet available. Once battery-powered commercial mower technology is available to handle all-day use, staff will request a proposal from the contractor to migrate to battery-powered mowers and bring back a contract amendment to City Council for consideration if there are additional costs and funding is identified.
ALTERNATIVES:
The City Council may choose not to award the agreement to Golden Gate Landscaping, and under this alternative, the Council could award to the next bidder. Another alternative, City Council could reject all bids and provide direction to staff.
FISCAL IMPACT:
The agreement for landscape maintenance is for a three-year contract for a not-to-exceed amount of $441,873. As proposed, the original agreement may be extended for two (2) one-year extensions for a total not to exceed amount of $774,506. The not-to-exceed amount includes unit price adjustments of 5% for each year of inflation based on the Engineering News Record’s 20- Cities Construction Cost Index. The table below identifies the cost of the proposed contract for each year:
YEARS 5% COST ADJUSTMENT
YEAR 1 (BASE COST) $140,166
YEAR 2 $147,174
YEAR 3 $154,533
YEAR 4 $162,260
YEAR 5 $170,373
TOTAL $774,506
Staff is also requesting a 10% contingency be authorized for unanticipated costs. In addition, once Laura Fish Somersal park is developed and maintenance needs are identified, staff will return with an agreement amendment for the remaining term of this contract, if needed.
The landscape maintenance agreement will be funded through the Community Services Fund, the Building Maintenance Fund, Landscaping and Lighting Assessment District Funds, and revenue received as reimbursement from Healdsburg Unified School District. The proposed costs are included in the adopted FY 2024-2026 biennial budget, and the additional years will be requested in subsequent budget years.
ENVIRONMENTAL ANALYSIS:
Activities related to landscape maintenance services for public parks and associated facilities are considered Categorically Exempt under Section 15301(h), Article 19, Chapter 3, Title 14 of the California Code of Regulations.
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ATTACHMENT(S):
Resolution
Landscape Maintenance Scoring Summary
Golden Gate Landscape Proposal
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CITY OF HEALDSBURG
RESOLUTION NO. - 2024
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
HEALDSBURG APPROVING A PROFESSIONAL SERVICES
AGREEMENT WITH GOLDEN GATE LANDSCAPING FOR
LANDSCAPE MAINTENANCE SERVICES IN AN AMOUNT
NOT TO EXCEED $774,506, APPROVING A 10%
CONTINGENCY IN THE AMOUNT $77,450, AND
AUTHORIZING THE CITY MANAGER TO EXECUTE THE
AGREEMENT AND FUTURE AMENDMENTS
WHEREAS, the Community Services Department maintains and operates 320 acres of open space land, 28 acres of athletic fields, and 45 acres of passive parks and miscellaneous landscaped areas throughout the City, including the Landscape Lighting Assessment District (6 Zones); and
WHEREAS, the City has an agreement with Healdsburg Unified School District (HUSD) to provide assistance with contracting for landscape services for all District facilities; and WHEREAS, the landscape maintenance services include mowing, aerating, fertilizing, weed abatement, pruning, turf edging, irrigation monitoring, and providing horticultural services; and
WHEREAS, the existing Landscape Maintenance agreement with Golden Gate Landscape Management Inc. (GGL) expired on July 31, 2024; and
WHEREAS, staff sent out request for proposals on October 3, 2024, and on October 29, 2024, received five proposals for landscape maintenance services: and WHEREAS, a selection committee of City staff reviewed the qualifications and rated the submittals based on selection criteria and concluded that Golden Gate Landscaping offered the highest ranked proposal and would be in the best interest of the City: and WHEREAS, staff has determined all proposals were received and opened in accordance with applicable law and that Golden Gate Landscape Management Inc. satisfies the request for proposal requirements and possesses the required license(s) and is otherwise qualified to perform the work; and
WHEREAS, the new agreement will be for three years at a cost of $441,873 with two (2) one-year extensions for a total of $774,506; and
WHEREAS, staff is requesting a 10% contingency for unanticipated expenses during the agreement period: and
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Attachment: Resolution (4622 : Landscape Maintenance Services Contract) Resolution No. -2024
WHEREAS, the landscape maintenance agreement will be funded through the Community Services Fund, the Building Maintenance Fund, the Landscaping and Lighting Assessment District, and revenue received as a reimbursement from Healdsburg Unified School District; and WHEREAS, activities related to landscape maintenance services for public parks and associated facilities are considered Categorically Exempt under Section 15301(h), Article 19, Chapter 3, Title 14 of the California Code of Regulations. .
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Healdsburg hereby:
1. Awards a Routine Maintenance Agreement for Landscape Maintenance Services with Golden Gate Landscaping Inc. in an amount not to exceed $774,506.
2. Approves a 10% contingency in an amount not to exceed $77,450.
3. Authorizes the City Manager to execute the Professional Services Agreement and future amendments.
4. Finds that activities related to landscape maintenance services for public parks and associated facilities are considered Categorically Exempt under Section 15301(h), Article 19, Chapter 3, Title 14 of the California Code of Regulations.
PASSED, APPROVED, AND ADOPTED by the City Council of the City of Healdsburg this 18 th
day of November 2024, by the following vote:
AYES: Councilmembers: ( )
NOES: Councilmembers: ( )
ABSENT: Councilmembers: ( )
ABSTAINING: Councilmembers: ( )
SO ORDERED: ATTEST:
_______________________________ ____________________________________ David Hagele, Mayor Raina Allan, City Clerk
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Attachment: Resolution (4622 : Landscape Maintenance Services Contract)
LANDSCAPE MAINTENANCE SCORING SUMMARY
Row Labels
Average of
Conformance
with RFP
Rating
Average of Services
Approach and Scope
of Services Rating
Average of
Professional
Experience and
Responsible
Personnel Rating
Average of Related
Experience/Public
Agency
Work/References
Rating
Average of
Cost
Proposal
Rating
Average of Total
Rating Score
Golden Gate Landscaping 8 18 6 7 40 79
BrightView 8 23 8 8 31 78
New Image Landscaping 8 23 8 8 14 60
Green Vine Landscaping 8 12 4 4 7 35
Nieto Landscaping 8 14 5 5 4 35
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Attachment: Landscape Maintenance Scoring Summary (4622 : Landscape Maintenance Services
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Attachment: Golden Gate Landscape Proposal (4622 : Landscape Maintenance Services Contract)
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Attachment: Golden Gate Landscape Proposal (4622 : Landscape Maintenance Services Contract)
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Attachment: Golden Gate Landscape Proposal (4622 : Landscape Maintenance Services Contract)
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Attachment: Golden Gate Landscape Proposal (4622 : Landscape Maintenance Services Contract)
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Attachment: Golden Gate Landscape Proposal (4622 : Landscape Maintenance Services Contract)
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Attachment: Golden Gate Landscape Proposal (4622 : Landscape Maintenance Services Contract)
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Attachment: Golden Gate Landscape Proposal (4622 : Landscape Maintenance Services Contract)
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Attachment: Golden Gate Landscape Proposal (4622 : Landscape Maintenance Services Contract)
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Attachment: Golden Gate Landscape Proposal (4622 : Landscape Maintenance Services Contract)
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Attachment: Golden Gate Landscape Proposal (4622 : Landscape Maintenance Services Contract)
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Attachment: Golden Gate Landscape Proposal (4622 : Landscape Maintenance Services Contract)
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Attachment: Golden Gate Landscape Proposal (4622 : Landscape Maintenance Services Contract)
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Attachment: Golden Gate Landscape Proposal (4622 : Landscape Maintenance Services Contract)
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Attachment: Golden Gate Landscape Proposal (4622 : Landscape Maintenance Services Contract)
CITY OF HEALDSBURG
CITY COUNCIL AGENDA STAFF REPORT
MEETING DATE: November 18, 2024
SUBJECT: BloodRoot Ramble Event Agreement
PREPARED BY: Matt Milde, Recreation Supervisor
STRATEGIC INITIATIVE(S):
Provide Effective Governance
Maintain and Enhance Public Health and Safety
RECOMMENDED ACTION(S):
Adopt a Resolution approving a three-year agreement with Reeve Wines' for the BloodRoot Ramble event at the Healdsburg Community Center campus from 2025-2027 and authorizing the City Manager to execute the agreement.
COMMUNITY ENGAGEMENT/OUTREACH:
All properties within 1,500 feet of the Healdsburg Community Center will be notified in writing and will be provided with preliminary event details and contact information in advance of each event. Reeve Wines will coordinate all special event outreach to the residential and business community as required in their conditions of approval.
If adopted, Reeve Wines (the “Organizer”), would also be required to staff a phone line during the event to receive calls regarding the event, and would be required to install LED roadway signage on Healdsburg Ave. notifying the public about the event and potential traffic impacts.
BACKGROUND:
Under the recently updated Healdsburg Municipal Code 12.24.040(B), the City Council must review any special events exceeding 1,000 attendees where the City is not a partner. As part of this review, City Council will determine whether to conditionally approve the special event, subject to event organizers meeting all the City’s requirements and being issued a special event permit. As part of this process, City Council also considers special requests from the event organizers, such as alcohol consumption that may require waiving certain sections of the City’s municipal code and/or special event policy. The conditional approval process allows event organizers to seek City Council approval for the event concept prior to investing significant time and expense on the event planning and logistics that are required for issuance of the special event permit and production of the event.
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In 2024, the City received a special event application for an external, private, ticketed event called the BloodRoot Ramble sponsored by Reeve Wines (the “Organizer”). The proposed event was an all-day concert with music, food, wine, and beer hosted at the Healdsburg Community Center with a maximum attendance of 2,500. The City Council reviewed and conditionally approved the Organizer’s request on March 18, 2024, and the event was held on Saturday, June 1, 2024. No major issues or concerns arose from the 2024 event.
Prior to the 2024 event, the City had issued special event permits to the Organizer, for Banshee Fest in West Plaza Park in 2016 and for BloodRoot Ramble in West Plaza Park in 2023. Both events were smaller in scale than the 2024 event and the proposed 2025-2027 events, but contained similar aspects such as music, food, wine, and beer. There were no major issues or concerns arising from these two events.
DISCUSSION/ANALYSIS:
The Organizer proposes a three-year agreement to hold the Bloodroot Ramble at the Healdsburg Community Center sports turf field and south blacktop on the first Saturday in June for calendar years 2025-2027. The event would remain largely unchanged and would continue use portions of the Community Center site starting at 8:00 a.m. on the Friday before the event day for setup and finish the following Sunday at 12:00 p.m. when takedown is complete. In addition, the Organizer proposes to use the following other spaces on the event day:
• The north parking areas (the “Hammer Lot” and the “Dirt Lot”) for limited on-site VIP parking for the event
• The south blacktop area for event staging and logistics and accessible parking • Portions of the Community Center building for event support such as green rooms and event coordination
• City Hall Parking Lot
Special Event Agreement
The City’s Municipal Code requires execution of certain agreements for external special events anticipated to involve 1,000 or more attendees. Those agreements must be approved by the City Council. (HMC § 12.24.040(B).) The proposed multi-year agreement for this event outlines several key actions to be taken by both the City and Reeve Wines. If City Council approves the agreement, the Bloodroot Ramble event would be conditionally approved and the following City regulations would be waived:
1. HMC 12.28.2020(A) which restricts the consumption of alcohol in any public park; authorizes the consumption of alcohol on the Healdsburg Community Center site.
Background Information on Request
The Organizer requests allowance of alcohol consumption on the Healdsburg Community Center Field between 12:00 p.m. – 8:00 p.m. on Saturday of each BloodRoot Ramble event.
HMC Section 12.28.2020(A) restricts the consumption of alcohol in any public park so the Organizer would need a waiver of this section from City Council to serve beer and wine during this timeframe.
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If City Council waives this section of Municipal Code and authorizes the consumption of alcohol for the event, staff would condition the permit to require a secure perimeter and require event staff and licensed private security to monitor all entrance and exit ways of the event area during the consumption of alcohol timeframe. Admission to the event is by ticket only, with each participant receiving a wristband and participant age would be verified at the entrance. The Organizer would also be required to meet all requirements of the Healdsburg Police Department and the California Department of Alcoholic Beverage Control (ABC).
2. Special Event Policy (Resolution 150-2023) 3.2.2, which restricts special events from excluding the public from the general use of any City park or public property; allows the event organizers to fence portions of the Community Center Site for the event, including setup and take down.
Background Information on Request
The Organizer is proposing to create an event perimeter consisting of screened, temporary chain link fence along the east, south, and west sides of the Community Center turf sports field, and along the southerly portion of the blacktop area. The fence will restrict access to the site to ticket holders and comply with ABC requirements. The sports field and blacktop area would not be available for use by the general public from approximately 8:00 a.m. the Friday before the event through 12:00 p.m. the following Sunday.
Restricting access during the proposed timeframe could impact recreational users and would impact Montage’s off-site parking. However, other fields are available in town for recreational use such as the High School and Jr. High sites, and staff would work with Montage to coordinate their parking needs at alternative locations. There are no City programs or City-sponsored programs scheduled to use these areas during these timeframes.
3. Special Event Policy (Resolution 150-2023) 4.2 which prohibits a special event with more than 2,500 attendees from being scheduled in a City venue outside the Downtown Core on the same day that a major event (Saturday Farmers’ Market) is scheduled at a Downtown Core venue.
Background Information on Request
The Organizer is proposing to host an event with 2,500 attendees outside the Downtown Core on the same day that a major event (Saturday Farmers’ Market) is scheduled at a Downtown Core venue. Factoring event personnel and performers, the proposed event will exceed the 2,500 threshold, so a waiver of this policy is required.
The 2024 Saturday Farmers’ Market was permitted to operate on Saturdays between April 13 and December 21 in the West Plaza Parking Lot from 6:30 a.m. – 1:00 p.m. While there was some overlap in the BloodRoot Ramble using the City Hall Parking Lot, this did not create a parking burden for the Market.
The special event agreement also notes that if the application for future events is materially different from the 2024 application, the Community Services Director may deny the application in accordance with the provisions of the Healdsburg Municipal Code.
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Other Event Requirements
Staff in the Community Services, Public Works, and Police Departments would review all special event permit applications for each year’s event and would provide permit conditions. If the proposed multi-year agreement is conditionally approved by City Council, the Organizer would move forward with finalizing items required including submitting a special event permit application for Community Services, Public Works, Fire and Police Departments review, submit a final event layout, final parking plan, waste management plan, public safety plan, and any other requirements for emergency response.
In addition to the terms and conditions in the special event agreement and the conditions of the special event permit, the Organizer would be required to adhere to all directives, regulations, ordinances, and guidelines issued by the California Department of Public Health (CDPH), the Sonoma County Health Officer, and the City of Healdsburg that are in effect at the time of the event.
Since this is a private, special event, the Organizer will be required to enter into a cost recovery deposit agreement spanning the requested three-year term of the conditional approval agreement.
In addition, the organizer agrees to pay the City a $2,500 non-refundable Healdsburg Community Center campus improvement fee, which shall be due on or before January 1 of each calendar year preceding the Event for each of the three years. All City costs incurred after the issuance of the special event permit would be the responsibility of the Organizer.
ENVIRONMENTAL STEWARDSHIP:
• The event is located at the Healdsburg Community Center, accessible by transit, bicycle, and walking.
• The Organizer would provide trash, recycling, and compost receptacles and portable restroom units to accommodate the increased foot traffic. • The Organizer would be required to utilize as many reusable and compostable materials as possible to move towards zero-waste events, and would 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 events.
• California law (AB 2176) requires special events and public venue facilities with more than 2,000 participants per day to develop and implement a waste management plan. As a condition of approval, the Organizer must submit a detailed waste management plan and will be expected to follow their plan during their permitted activities.
ALTERNATIVES:
• Deny all or any combination of the request.
• Modify any portion of the request.
• Continue the item and reconsider at a future meeting.
FISCAL IMPACT:
The costs associated with staff activities, such as reviewing permit application details, conducting virtual and on-site meetings with the Organizer, and preparing staff reports and
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potential presentations for the City Council, are covered by the special event permit fees assessed to Reeve Wines. These costs are outlined in the Master Fee Schedule and are as follows:
2025 Base Fees
• $883.12 – Major Special Event Permit (one-time fee, for processing event request) • $122.76 – City Council Request (one-time fee, for staff time associated with each Council Request that requires the development of a staff report for review and approval) • $343.24 – Parking Lot Fees (one-time fee, for public parking lots used for event including public off-site parking areas)
• $1,501.64 – City Field Rental (one-time fee, for Healdsburg Community Center Field rental; 28 hours, based on 2024 event)
• $1,535.10 – Facility Use Permit Fees (one-time fee, for rental of the Healdsburg Community Center Multipurpose Room for 14 hours, based on 2024 event) • $1,134.56 – Facility Use Permit Fees (one-time fee, for rental of the Healdsburg Community Center Community Meeting Room for 14 hours, based on 2024 event) • $2,500 – Facility Improvement Fee. The Organizer has also agreed to a non-refundable annual $2,500 Healdsburg Community Center campus improvement fee. The fee supports the enhancement of facility maintenance and improvements that benefit public use and future events, including those hosted by the organizer. This fee is not part of the City’s adopted fee schedule and was negotiated with the event organizers as part of the proposed agreement.
All City costs incurred after the issuance of the special event permit will be the responsibility of the Organizer and will be billed to the Organizer in accordance with the attached Cost Recovery Deposit Agreement. A breakdown of the estimated costs are as follows:
2025 Variable Fees (estimate)
(1) $4,910.40 – $122.76/hr Community Services General Services Fee (FT staff for 40 hours) (2) $1,036.80 – $34.56/hr Community Services General Services Fee (PT staff for 30 hours) (3) $6,064.00 – $189.50/hr Police General Services Fee (FT Staff for 32 OT hours; 4 officers for 8 hours each).
(4) $447.00 - $5.96/each Barricade Rental Fee (Estimated 75 barricades) The Organizer also bears responsibility for any costs associated with damages to City venues during the event, surpassing what is considered normal wear and tear. This includes expenses for repairs, litter removal, trash collection, and other cleanup requirements arising from the event. A portion or the entirety of the damage deposit may be allocated to address such damages or other clean-up activities. To ensure the proper care of City facilities, Community Services staff will be on-site during the event.
ENVIRONMENTAL ANALYSIS:
Entering into an agreement is not subject to the provisions of the California Environmental Quality Act (CEQA) because authorizing conditional approval of a special event is not a project, since it will not have a direct or reasonably foreseeable indirect impact on the environment. Even if adopting an agreement were to be considered a project, it would be exempt from CEQA pursuant to CEQA Guidelines Section 15304(e) because the special event permits constitute a temporary use of land having negligible or no permanent effects on the environment. Further,
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issuing special event permits are considered normal operations of existing facilities for public gatherings (CEQA Guidelines Section 15323). Temporary special events occurring on the Healdsburg Community Center campus have occurred with regularity for several years and future events would not represent a change in the operation. Therefore, entering into an agreement is exempt from CEQA. In addition, there will be no impact on environmental resources of hazardous or critical concern. The proposed actions will not result in cumulative impacts, impacts to scenic highways, or historic resources, nor will the actions involve a hazardous waste site or unusual circumstances. Therefore, none of the exceptions pursuant to CEQA Guidelines Section 15300.2 apply.
ATTACHMENT(S):
Resolution
Reeve Wines Letter to City Council
Agreement
Exhibit B - 2024 Special Event Permit
HMC Chapter 12.24 Special Events
Policy for Special Events and City Partnerships
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CITY OF HEALDSBURG
RESOLUTION NO. ____-2024
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
HEALDSBURG APPROVING A THREE-YEAR SPECIAL
EVENT AGREEMENT AND A THREE-YEAR COST
RECOVERY DEPOSIT AGREEMENT WITH REEVE WINES
FOR THE BLOODROOT RAMBLE ON THE HEALDSBURG
COMMUNITY CENTER CAMPUS AND AUTHORIZING THE
CITY MANAGER TO EXECUTE THE AGREEMENTS
WHEREAS, Reeve Wines (“Organizer”) held two privately ticketed concert events “Banshee Fest” in 2016 and “The BloodRoot Ramble” in 2023 in West Plaza Park located in the City of Healdsburg (“City”) with attendance between 500-600 people; and WHEREAS, the Organizer held one privately ticketed concert event “The BloodRoot Ramble” in 2024 at the Healdsburg Community Center campus with a sold-out attendance of 2,500 people and raised more than $200,000.00 to fight gun violence; and WHEREAS, to facilitate the Event and related activities, certain waivers from the Healdsburg Municipal Code and Policy for Special Events and City Partnerships are necessary; and
WHEREAS, Organizer has also agreed to financially contribute to Healdsburg Community Center improvements, which aims to address financial considerations, support future improvements, and streamline the Event's financial management; and WHEREAS, Healdsburg Municipal Code Section 12.24, Special Events, requires the Organizer of any event with an anticipated attendance over 1,000 to, in addition to submitting an application for a Special Event Permit (“Permit”) to the Community Services Department, to enter into a Cost Recovery Deposit Agreement and a Special Event Agreement with the City. Both agreements are subject to City Council review and approval; and WHEREAS, in addition to the terms and conditions of the Special Event Agreement and any conditions of approval on the Permit, Organizer will adhere to all directives, regulations, ordinances, and guidelines issued by the California Department of Public Health, the Sonoma County Health Officer, and the City of Healdsburg, including those related to environmental stewardship; and
WHEREAS, the Organizer must successfully be issued a Special Event Permit from the City, execute a Cost Recovery Deposit Agreement, and provide a deposit pursuant to that Cost Recovery Agreement for the Event to occur and for the Special Event Agreement to be operative; and
WHEREAS, the City now desires to enter into a three-year year Special Event Agreement (“Agreement”) and a three-year Cost Recovery Deposit Agreement with Organizer to conditionally approve the Event as well as the requested waivers and establish cost recovery parameters.
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Attachment: Resolution (4637 : BloodRoot Ramble Event Agreement) Resolution No. -2024
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Healdsburg:
1. This action is not subject to the provisions of the California Environmental Quality Act (CEQA) because authorizing conditional approval of a special event is not a project, since it will not have a direct or reasonably foreseeable indirect impact on the environment. Even if such conditional approval were to be considered a project, it would be exempt from CEQA pursuant to CEQA Guidelines Section 15304(e) because the special event permits constitute a temporary use of land having negligible or no permanent effects on the environment. Further, issuing special event permits are considered normal operations of existing facilities for public gatherings (CEQA Guidelines Section 15323). Temporary special events occurring on the Healdsburg Community Center campus have occurred with regularity for several years and future events would not represent a change in the operation.
Therefore, entering into an agreement is exempt from CEQA. In addition, there will be no impact on environmental resources of hazardous or critical concern. The proposed actions will not result in cumulative impacts, impacts to scenic highways, or historic resources, nor will the actions involve a hazardous waste site or unusual circumstances. Therefore, none of the exceptions pursuant to CEQA Guidelines Section 15300.2 apply.
2. Approves the Special Event Agreement with Organizer, attached hereto as Exhibit A, and authorizes the City Manager to execute the Agreement.
3. Approves the Cost Recovery Deposit Agreement with Organizer, attached hereto as Exhibit B, and authorizes the City Manager to execute the Agreement.
4. Authorizes the addition of the event as described in the Special Event Agreement for a period of three years, from 2025-2027, to the City Master Calendar of Events.
PASSED, APPROVED AND ADOPTED, by the City Council of the city of Healdsburg this 18th day of November, 2024 by the following:
AYES: Councilmembers: ( )
NOES: Councilmembers: ( )
ABSENT: Councilmembers: ( )
ABSTAINING: Councilmembers: ( )
SO ORDERED: ATTEST:
___________________________________ ____________________________________ David Hagele, Mayor Raina Allan, City Clerk
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Attachment: Resolution (4637 : BloodRoot Ramble Event Agreement) August 27, 2024
Dear Members of Healdsburg City Council,
We would like to thank you for allowing us the opportunity to have the BloodRoot Ramble at the Healdsburg Community Center fields on Saturday, June 8, 2024. We feel like the event was a huge success and here are some metrics to support this:
+ Zero complaints to City of Healdsburg or Healdsburg Police Department + No medical or behavior issues from attendees
+ Sold out at 2500 attendees
+ No parking or traffic issues
+ Raised more than $200,000 to fight gun violence through GIFFORDS + Continuous stream of compliments from attendees and residents + Mention from local businesses that the weekend “felt like a holiday weekend” in terms of local sales and patron traffic
We would like to propose we agree on a Special Event Conditional Approval for the next three years:
Saturday, June 7, 2025
Saturday, June 6, 2026
Saturday, June 5, 2027
We’d love to have the assurance to lock in dates for planning and marketing purposes. Please reach out with any questions or concerns.
Many thanks for your consideration,
Kelly & Noah Dorrance
BloodRoot Wines
415-624-7413
[email protected]
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Attachment: Reeve Wines Letter to City Council (4637 : BloodRoot Ramble Event Agreement) 4853-5222-0662 v1 Page 1 of 9
FEE AGREEMENT AND SPECIAL EVENT CONDITIONAL APPROVAL
FOR THE BLOODROOT RAMBLE 2025-2027
This Agreement and Special Event Conditional Approval ("Agreement") is made and entered into this __ day of ________ 2024 (“Effective Date”), between the City of Healdsburg, a California municipal corporation ("City"), and Reeve Wines ("Organizer"). City and Organizer may be each referred to as “Party” or collectively as the "Parties."
RECITALS
A. City is the owner of certain parcels of real property known as the "Healdsburg Community Center" located at 1557 Healdsburg Ave., in the City of Healdsburg, County of Sonoma, State of California, and “City Hall Parking Lot” located at 401 Grove St., in the City of Healdsburg, County of Sonoma, State of California, collectively known as "Properties".
B. Organizer has previously applied for a special event permit to utilize the Properties to conduct The BloodRoot Ramble (“Event”). The details of the Event are memorialized in Organizer’s 2024 Special Event Permit (“2024 Permit”) issued to Organizer, attached as Exhibit B and incorporated by reference herein.
C. The Event is a significant and commercially-oriented gathering of substantial proportions, attracting an estimated 2,500 ticketed attendees. The successful execution of the Event requires the allocation and utilization of significant City resources including public spaces, infrastructure, and a comprehensive security and safety assessment, all dedicated to ensuring the health and safety of the general public, including event participants.
D. The City acknowledges the Event's positive impact on the local community, tourism, and the economy, while also recognizing the imperative of responsibly and sustainably managing City resources.
E. Organizer desires to obtain and City desires to grant conditional approval for the Event on the dates requested for calendar years 2025, 2026 and 2027, including granting the requested waiver of the provisions of the Healdsburg Municipal Code and Policy for Special Events and City Partnerships.
F. Organizer anticipates and represents that the Event will be held in substantially similar form as described in the 2024 Permit throughout the three year term of this Agreement.
NOW THEREFORE, in consideration of the mutual covenants and conditions contained herein, the Parties agree as follows:
1. Conditional Event Approval. The City hereby grants conditional approval for the Event, subject to the conditions and terms contained herein, and subject to any Conditions of Approval on any special event permit issued by the Community Services Director or their designee to the Organizer for the Event, to be held in substantially similar form as described in the 2024 Permit. If the Community Services Director determines that the application for the Event materially differs such that it requires additional City resources or would impose a materially different burden
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Attachment: Agreement (4637 : BloodRoot Ramble Event Agreement) 4853-5222-0662 v1 Page 2 of 9
on the City as compared to the 2024 Permit, the City may deny the application pursuant to the provisions of Healdsburg Municipal Code Chapter 12.24. The City Council hereby waives the following provisions, as requested by the Organizer, and as described below:
i. HMC 12.28.2020(A), restricting consumption of alcohol in any public park, thereby authorizing consumption of alcohol on the Healdsburg Community Center Field during the dates and times indicated in the special event permit issued by the Community Services Director or their designee.
ii. Special Event Policy (Resolution 150-2023) 3.2.2, which prohibits special events from excluding the public from the general use of any City park or public property on the Healdsburg Community Center Field, annually on the Friday before the Event at 8:00 a.m. through the following Sunday at 12:00 p.m. to facilitate a privately ticketed event, protect event equipment overnight, and ensure public safety during logistical event set-up and clean-up operations. iii. Special Event Policy (Resolution 150-2023) 4.2, which prohibits a special event with more than 2,500 attendees from being scheduled in a City venue outside the Downtown Core on the same day that a major event (Saturday Farmers’ Market) is scheduled at a Downtown Core venue.
2. Fees. Organizer agrees to pay City all applicable special event permitting fees based on the Master Fee Schedule in effect at time of payment along with fees memorialized in the Cost Recovery Deposit Agreement, attached hereto as Exhibit A and incorporated by reference. A schedule of permit fee deadlines shall be included in the Conditions of Approval attached to the special event permit issued by the Community Services Director or their designee.
In addition, the Organizer agrees to pay the City a $2,500 non-refundable Healdsburg Community Center campus improvement fee, which shall be due on or before January 1 of each calendar year preceding the Event.
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. Cost Recovery Deposit Agreement. Prior to and as a condition to the issuance of the Special Event Permit, Organizer agrees to execute a Cost Recovery Deposit Agreement provided by the City. Organizer is responsible for all costs related to the Event, including Event security, damage, and City staff and consultant costs, including overtime costs. Prior to or at the time of execution of the Cost Recovery Deposit Agreement and thereafter in accordance with the terms of the Cost Recovery Deposit Agreement, Organizer will pay to the City a deposit of $10,000, to be applied to costs subject to the Cost Recovery Deposit Agreement.
4. Event Period. The Event shall be held once per year for a period of three (3) calendar days during the first weekend in June commencing from Friday at 8:00 a.m. and extending through Sunday at 12:00 p.m. (“Event Period”), with ticketed Event occurring on Saturday from 12:00 p.m. – 8:00 p.m every year beginning in 2025 through 2027. Including setup and tear-down, the proposed dates are as follows:
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Attachment: Agreement (4637 : BloodRoot Ramble Event Agreement) 4853-5222-0662 v1 Page 3 of 9
• Friday, June 6, 2025 to Sunday, June 8, 2025
• Friday, June 5, 2026 to Sunday, June 7, 2026
• Friday, June 4, 2027 to Sunday, June 6, 2027
5. Special Event Permit Required. Organizer shall submit a special event permit application annually to the City no later than 90 days before the Event, and shall comply with the terms and conditions set forth in the approved special event permit. Additionally, as a condition for issuance of a special event permit, Permittee shall obtain and/or provide the following documents annually to the satisfaction of the City Manager:
i. Special Event Permit Application
ii. Event Layout (Preliminary & Final)
iii. Insurance with Endorsement
iv. Workers Compensation Declaration
v. Risk Management Plan
vi. Parking Plan
vii. Private Security Contract
viii. Waste Management / Zero Waste Plan
ix. Perimeter Control Plan
x. Tent Permit
xi. ABC License
xii. Supplemental Documents as required
xiii. Post-Event Report (due 60 days after event)
6. Meetings and Updates. Organizer is required to attend all meetings as required by City staff to coordinate the Event. Organizermay also request meetings with City staff and City will undertake to reasonably accommodate Organizer’s request(s). Organizer agrees to respond to requests from the City to provide a status update within 48 hours of receipt.
7. Effective Date, Term. This Agreement shall be effective as of the date indicated above and shall have a term of three (3) years.
8. Severability. If any provision of this Agreement shall be held or made invalid by a court decision, statute or rule, or shall be otherwise rendered invalid, the remainder of this Agreement shall not be affected thereby.
9. Choice of Law. This Agreement shall be governed and construed in accordance with the laws of the State of California and any lawsuit or action relating in any way to this Agreement must be filed in Sonoma County, California.
IN WITNESS WHEREOF, the parties have executed this Agreement as of the date first above written.
CITY OF HEALDSBURG:
By: _____________________________ Date: _________________
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Attachment: Agreement (4637 : BloodRoot Ramble Event Agreement) 4853-5222-0662 v1 Page 4 of 9
Jeff Kay
City Manager
ATTEST:
By: _____________________________ Date: _________________ Raina Allan
City Clerk
APPROVED AS TO FORM:
By: _____________________________ Date: _________________ Samantha W. Zutler
City Attorney
REEVE WINES:
By: _____________________________
________________________________
Its: _____________________________
Date: _________________
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Attachment: Agreement (4637 : BloodRoot Ramble Event Agreement) 4853-5222-0662 v1 Page 5 of 9
EXHIBIT “A”
Cost Recovery Deposit Agreement
Reeve Wines – 2025-27 BloodRoot Rambles
1. Scope of Agreement: This Agreement is between the City of Healdsburg (“City”) and Reeve Wines (“Organizer”) regarding Organizer’s payment of City costs for services provided by City to Organizer related to the Event (as defined in Section 2). City and Organizer are sometimes referred to herein as a “Party” or “Parties”.
2. Event Description: The BloodRoot Ramble was held on June 8, 2024, and is proposed to continue annual basis (“Event”) for three years, through 2027. The Event takes place in the City at the Healdsburg Community Center campus with off-site shuttle service throughout the City from designated parking lots. The Organizer intends the Event to include live performances by several musical bands or artists of national notoriety, alcohol booths, food booths/trucks, event staging, VIP viewing area, merchandise booth, and shuttle servicing to and from the Event. The Event venue within the Healdsburg Community Center campus will be enclosed by fencing and accessible exclusively to ticketed attendees, with a maximum of 2,500 tickets sold. The Event will be held on one day in the month of June.
3. Effective Date and Term of this Agreement:
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 (“Term”). This agreement shall automatically renew for two successive one (1) year periods unless the Event no longer takes place or if either Party delivers a notice of non-renewal in writing to the other Party no later than thirty (30) days prior to the end of the current one (1) year Term. Notices shall be provided as set forth in Section 6. This Agreement expires upon payment to City of all costs pursuant to this Agreement arising from Organizer’s 2027 Event.
4. Special Event Permit: Organizer shall be required to obtain a Special Event Permit (the “Permit”) annually in accordance with the City's Policy for Special Events and City Partnership. Organizer shall comply with the terms and conditions set forth in the approved Permit. The Organizer shall not be entitled to hold the Event or utilize City property for the Event unless Organizer obtains a Permit.
5. Organizer Payment of City Costs: In addition to any costs the Organizer is required to pay under the Permit, Organizer 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”) for each year the Event takes place during the Term of this Agreement. Upon the Effective Date, and each year during the term of the Agreement by January 1, the Organizer will provide the City with an initial deposit of $10,000 (the “Deposit”). City Costs will be tracked and charged against the Deposit each year. If the initial Deposit falls below $2,500, during each year of the Term, Organizer must deposit additional funds in order to replenish the deposit to $10,000 within seven (7) days of notification by the City. City staff time will be tracked and charged back to the Organizer, based on total costs incurred. City Costs include, but are not limited to the following:
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Attachment: Agreement (4637 : BloodRoot Ramble Event Agreement) 4853-5222-0662 v1 Page 6 of 9
(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. (b) Unexpected staff time during event set-up, implementation, and breakdown. City staff will be assigned to work the Event and Organizer 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 Organizer will conduct a post-Event walkthrough to ensure the City property is returned to its pre-Event. If damage to City property exceeds the Deposit, Organizer will be required to reimburse City for any expenses above and beyond remaining Deposit within 30-days after notice from the City.
(d) The City will return any remaining Deposit balance after Event completion each year, including the postEvent walkthrough and once final payment has been processed each year.
6. Notice: Organizer shall provide written notice to the City in the event that there is a change in the Organizer’s interest in the property, the Event, or the billing address or contact person for the 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 Organizer shall be sent to:
Reeve Wines, Attn: Kelly Dorrance
P.O. Box 380
Healdsburg, CA 95448
7. Indemnification: Organizer 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 and related permits or applications, 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.
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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.
The Parties have executed this Agreement as of the Effective Date.
ORGANIZER CITY OF HEALDSBURG
By:___________________________ By:_____________________________ Kelly Dorrance Jeffrey Kay
Co-Owner City Manager
Reeve Wines City of Healdsburg
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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.).
Organizer Name: Kelly Dorrance / Reeve Wines
Project Name: The BloodRoot Ramble
Project Manager: Matt Milde, Facilities and Events Supervisor Initial Deposit Amount: $10,000
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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-5222-0662 v1 Page 9 of 9
EXHIBIT “B”
2024 The BloodRoot Ramble
Special Event Permit
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CITY OF HEALDSBURG
ORDINANCE NO. 1235
AN ORDINANCE OF THE CITY COUNCIL 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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1235 Page 4
EXHIBIT A
Chapter 12.24 – SPECIAL EVENTS
Sections:
12.24.010 – Purpose and intent.
12.24.020 – Definitions.
12.24.030 – Special event permit required.
12.24.040 – Special event permit application.
12.24.050 – Review process.
12.24.060 – Denial/revocation of special event permit.
12.24.070 – Applicable fees, deposit.
12.24.080 – Content of special event permit.
12.24.090 – Appeals.
12.24.100 – Hold harmless.
12.24.110 – Display of special event permit.
12.24.120 – Administrative regulations or policies.
12.24.130 – Penalties.
12.24.010 – Purpose and intent.
The purpose of this Chapter is to provide a coordinated process for managing special events in the City of Healdsburg to ensure the health and safety of event patrons, residents, workers, and other visitors, to prohibit illegal activities from occurring at special events, and to create mechanisms for cost recovery and use charges, to the extent authorized by law, while not unduly impacting the viability of special events. It is recognized that these special events enhance Healdsburg’s lifestyle and provide benefits to residents, visitors and organizations through the creation of unique venues for expression and entertainment that are not normally provided as a part of governmental services.
12.24.020 – Definitions.
The following words and phrases, whenever used in this chapter, shall be construed as defined in this Chapter:
A. “Applicant” means any individual or group who has submitted a Special Event application for the purpose of planning, coordinating and executing a Special Event.
B. “Application” means a form approved by the City, which an applicant must submit pursuant to Section 12.24.040.
C. “Assembly” means the assembling or coming together of a number of persons for a particular purpose.
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D. “City property” means all real property and improvements owned, operated or controlled by the City within the City’s jurisdiction. City property includes, but is not limited to City Hall, police and fire facilities, recreational facilities, parks, libraries, and streets and sidewalks.
E. “Conditions of approval” or “Conditions” means specific requirements, restrictions, or obligations attached to the special event permit that are narrowly tailored to address safety concerns and mitigate community impacts.
F. “Expressive activity” means conduct, the sole or principal object of which is the expression of opinion, views, or ideas, protected by the First Amendment of the U.S.
Constitution. Expressive activity includes, but is not limited to, public oratory and distribution of literature.
G. “External special event” or “External event” – Any special event that is not managed by the City of Healdsburg or held in official partnership with the City pursuant to the City’s Special Events Policy.
H. “Facility use permit” means an authorization that grants individuals or organizations permission to utilize an indoor or outdoor public space for a wide range of activities or events that does not otherwise require a special event permit.
I. “Film permit” means an authorization to engage in the taking of motion pictures, television, digital media or commercial still photography.
J. “Major event” means a special event with an anticipated attendance of more than five hundred (500) and has one or more of the following characteristics:
1. A duration of more than eight (8) hours, including set-up and clean-up.
2. On-site sale or consumption of alcoholic beverages.
3. Road or lane closure(s).
4. Occurring between 10:00 p.m.-6:00 a.m.
5. Occurring over multiple days; either on subsequent days or part of a series.
6. A special event determined by the Community Services Director or designee to have a high overall impact on City facilities, infrastructure, and resources.
K. “Minor event” means a special event with a duration of eight (8) or less hours, including set-up and clean-up, and an anticipated attendance of 500 people or less, that does not include any of the characteristics of a major event. Examples of minor events could include but are not limited to local community gatherings or smaller-scale exhibitions.
L. “Organize” means to organize, operate, manage, stage, promote, sponsor or carry on a special event.
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M. “Organizer” means the person who organizes, operates, manages, stages, promotes, sponsors or carries on a special event.
N. “Permit” means a special event permit issued by the issuing entity, as defined below, consistent with the provisions of this Chapter.
O. “Permittee” means any person that has been issued a permit to organize a special event in accordance with this Chapter.
P. “Person” means and includes an individual, corporation, partnership, trust, non-profit organization, association, group or other business entity or organization.
Q. “Issuing entity” means either:
1. The Community Services Director or their designee; or
2. The City Council, for external special events with anticipated attendance of 1,000 people or more.
R. “Special event” means any of the following:
1. Any organized formation, parade, procession, demonstration or assemblage consisting of one hundred (100) or more persons which may include persons, animals, vehicles or any combination thereof, which is to assemble or travel in unison on any public street, sidewalk or the public right-of-way owned or controlled by the City and which does not comply with applicable traffic regulations, laws, or controls; or
2. Any organized assemblage of one hundred (100) or more persons at any public place, public property, or public facility which is to gather for a common purpose under the direction or control of a person; or
3. Any other organized activity conducted by a person for a common or collective use, purpose or benefit which shall require the use of City public services for police regulation, monitoring or control, street closure, erecting barriers, or traffic control, parking needs that will exceed the capacity of the venue, or that will interfere with normal use and operation of public right-of-ways for travel.
S. “Council request” means a formal request from a special event applicant to engage in a written agreement with the City for a special event with an estimated attendance of over 1,000 people. Such requests would include requests for inclusion of the event in the City’s Master 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.
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A. Permit Required. Except when expressly provided pursuant to the terms of a permit, lease, or contract which has been specifically authorized by the City Council, no person shall operate any special event regulated by this Chapter without first obtaining a permit in accordance with the provisions of this Chapter, unless exempt as set forth below.
B. Exempt Activities. Although not required to obtain a special event permit, an organizer of an activity exempted pursuant to this section is required to comply with general regulations governing public safety or health:
1. Spontaneous events occasioned by news or affairs coming into public knowledge less than forty-eight (48) hours prior to such event if all of the following factors are satisfied:
a. The organizer provides the Community Services Department with at least four (4) hours of prior notice of the spontaneous event with their name and on-site phone number;
b. The spontaneous event does not impede vehicular traffic or violate regulations regarding pedestrian and vehicular traffic; and
c. The location where the spontaneous event is to be conducted has not been previously rented, reserved, or otherwise obligated to another use in accordance with established City policies and procedures for use and/or rental of City facilities.
Events which require a permit pursuant to other chapters of the Municipal Code, including but not limited to group activities in City-owned parks, shall not be considered spontaneous events.
2. Events that would otherwise fall under a facility use permit or a film permit. a. A facility use permit shall be required for the use of certain City facilities, such as parking lots, picnic areas, or City-owned building, ensuring that proposed activities are conducted safely and in accordance with state and local law. A facility use permit may specify details such as the date, time, and location of the event, any fees or insurance requirements, as well as any restrictions or responsibilities imposed on the permit holder to maintain the integrity of the public space and ensure the well-being of users and the surrounding community. Indoor activities are limited to the building’s capacity and outdoor activities are limited to 100 people at a given time. 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:
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a. Organizers must ensure that all participants, support staff, and equipment adhere to the provisions of the California Vehicle Code. This includes, but is not limited to, complying with traffic rules, signals, and guidelines to ensure the safety of both participants and the general public. b. Organizers are required to notify the Community Services Department of the event's date(s), time(s), route(s), projected attendance, and anticipated impact on traffic within forty-five (45) days of the event.
c. Any segments of the course that pass through the City must receive approval from the Community Services Department.
d. Any limitations required by the City to accommodate planned road work, road closures, emergency repairs, or any other activities that could affect City services or disrupt the course.
12.24.040 – Special event permit application.
A. An application for a special event permit shall be filed with the Community Services Department on a form approved by the Community Services Director or designee not less than thirty (30) calendar days before the proposed special event for minor events, not less than fortyfive (45) calendar days before the proposed special event for major events, and no more than 1- year in advance for all events. The application must include the following information:
1. A description of the proposed use, event, or activity;
2. The street or other public property and the specific area or areas thereof which will be utilized in connection with the proposed special event, including a description of any noise generating equipment, such as sound-amplifying equipment;
3. The manner in which the public property will be utilized;
4. The date or dates and the specific times thereof, including set-up and tear-down, that the public property is to be utilized for the described special event;
5. The name, address and telephone number of the person, entity, or organization sponsoring or conducting the proposed special event;
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;
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9. Insurance and surety bond information, with worker’s compensation declaration; and
10. Additional supplemental information as requested.
B. External special events anticipated to involve the attendance of 1,000 or more persons, shall, in addition to submitting an application as specified in this section, be required to enter into a cost recovery deposit agreement, fee agreement, or other use agreement, all subject to review and approval by the City Council.
C. Special events seeking partnership with the City shall follow the procedure set forth in the Special Events Policy.
D. In addition to the special events permit, additional permits / licenses may be required and are not limited to the following:
1. Tent, Building, Picnic, Banner, or Facility Use Permit
2. Food Permit, or Community Event Organizer Permit
3. ABC License
4. Pyrotechnics Permit
5. Film Permit
12.24.050 – Review process.
A. Subject to the criteria for denial set forth in Section 12.24.060, the issuing entity shall issue a special event permit if it is determined that the proposed special event is consistent with this Chapter and the City’s Special Events Policy and all of the following criteria have been met:
1. The proposed use of City property for the special event is not otherwise governed by or subject to any other permit procedures provided elsewhere in this Code or the Special Events Policy.
2. The preparation for or the conduct of the proposed special event will not unduly impede, obstruct, or interfere with the operation of emergency vehicles or equipment 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.
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B. In deciding whether to approve an application, no consideration may be given to the message of the event, the content of speech, or the identity or associational relationships of the applicant.
C. Preference for use of facilities governed by this Chapter shall be given, whenever possible to City-managed or partnered events, City-based non-profit organizations, residents, and businesses.
12.24.060 – Denial/revocation of special event permit.
The issuing entity may deny any application for a special event permit or revoke such a permit if the issuing entity finds any of the following:
A. One or more of the approval criteria specified in Section 12.24.050 is not or can no longer be met;
B. The applicant has knowingly made a false, misleading or fraudulent statement of fact to the City in the application process;
C. The applicant does not adhere to all conditions of approval or if the facility is destroyed, damaged, or otherwise unusable.
D. The application does not contain the information required by this Chapter; E. The application does not satisfy the requirements of this Chapter; F. The applicant fails to comply with any conditions of approval including, but not limited to:
1. Timely remittance of applicable fees, charges or deposits,
2. Submittal of an indemnification agreement and/or proof of insurance for the special event as required by the City;
3. Timely submittal of all required documents.
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.
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A. Fees. Special event permit application fees pursuant to this Chapter shall be established by separate resolution of the City Council. Where a special event requires street closure, barriers, or other infrastructure, the Applicant shall pay such fees as may be established by resolution of the City Council for traffic control and related municipal expenses, including but not limited to public safety, services, solid waste and recycling services, building inspections, and any other applicable fees. Additionally, use of City buildings or facilities shall be subject to any use or rental fees established by the City which shall be deposited by the Applicant prior to use.
B. Deposit. A refundable security deposit shall be required to be deposited with the City Community Services Department no later than seven (7) business days prior to the date of the special event pursuant to the Special Events Policy.
12.24.080 – Content of a special event permit.
A special event permit may contain the following information or conditions:
A. The location of the special event venue, which may be identified by a map attached to the special event permit;
B. The date, assembly area, time for assembly and starting time of the special event; C. The specific route plan to the special event;
D. The minimum and maximum speeds of the special event; E. The number 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
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same condition of material preservation and cleanliness as existed prior to the special event;
K. Conditions requiring the event organizer to ensure notification is provided to all property owners impacted by any road or lane closure for the special event.
L. Provisions for any required emergency medical services; and, M. Such other information and conditions as are reasonably necessary for the conduct of the special event and the enforcement of this Chapter, including the requirement for the on– site presence of the event organizer or its designated representative for all event coordination and management purposes.
12.24.090 – Appeals.
A. If the Community Services Director or designee denies the application for the special event permit, they shall notify the applicant in writing as soon as is reasonably practical.
B. The denial of a special event permit may be appealed to the City Council. An appeal shall be made in writing within five (5) calendar days of the date of the written denial. An appeal is made by filing a written petition with the City Clerk setting forth the grounds for the appeal, along with the requisite fee per the current Master Fee Schedule.
C. The appeal hearing shall be scheduled for the next available City Council meeting.
D. The decision of the City Council to grant or deny the appeal shall constitute the exhaustion of the applicant’s administrative remedy.
12.24.100 – Hold harmless.
Each special event permittee shall execute a hold harmless agreement in a form approved by the City agreeing to defend, indemnify, and hold harmless the City against losses and liabilities incurred from the willful or negligent acts or omissions of the permittee or its officers, 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.
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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. 135 Attachment: HMC Chapter 12.24 Special Events (4637 : BloodRoot Ramble Event Agreement)
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: Policy for Special Events and City Partnerships (4637 : BloodRoot Ramble Event Agreement)
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Attachment: Policy for Special Events and City Partnerships (4637 : BloodRoot Ramble Event Agreement) 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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services, and donated staff time can apply for a City event partnership by submitting a Special Event Request for City Partnership to the Community Services Department no later than September 1 of each year. All City partnerships are subject to annual approval by the City Council each October.
8.2. City partnership events have different levels of City involvement and are classified into three categories:
8.2.1. Sponsor - Limited to events with minimal equipment needs and mainly require confirmation for the use of City property. Nominal pre-event coordination with minimal to zero on-site staffing support. The City will provide minor marketing support.
8.2.2. Collaborator - The City is more hands-on, provides some equipment, road closures, Recology waste servicing, and day-of staffing & facility support.
Organizer is provided with moderate pre-event coordination including scheduling, logistics, and pre-event meetings. The City will provide reasonable marketing support.
8.2.3. Co-Organizer - City staff attend several planning meetings, have a voice in the event program and logistics, and provide a high degree of coordination throughout the event planning process. The City will provide marketing support through standard departmental marketing tactics. City staff participate in event debriefing.
8.3. Determination. The City Council determines which events receive City partnership status and the degree to which the City is involved based on the above classifications. Events under a partnership must meet the following requirements:
8.3.1. Organizations must be a non-profit that holds a chartered chapter or operates out of a physical site in Healdsburg, or partners with a governmental entity providing a service directly to the Healdsburg community.
8.3.2. The event is inclusive, accessible, family-friendly, and open to the public at minimal or no cost.
8.3.3. Organizations may not financially profit from the event but may charge registration fees (fun runs), vendor fees (booths), VIP seating (theater/movies), etc., provided that funds raised supplement event costs or go directly back into the organization via scholarships, grants, local programs, local club activities, or are donated back into the community in some other framework.
8.3.4. Staff capacity, calendar availability, and budget is available to support the partnership.
8.4. Application Process. Event organizers requesting a City partnership for a special event are required to follow the process below before submitting a special event permit
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Packet Pg. 142 Attachment: Policy for Special Events and City Partnerships (4637 : BloodRoot Ramble Event Agreement) Resolution No. 150-2023
application:
8.4.1. Event organizers must submit a special event request for City partnership for each special event requesting a City partnership that is expected to occur in the subsequent year, no later than September 1. Annually in October, the City Council will review and approve event partnerships and partnership subcategories for the upcoming year (i.e., Sponsor, Collaborator, and CoOrganizer) during a regularly scheduled meeting.
8.4.2. Any special event approved for City partnership will be conditionally approved, subject to compliance with the Municipal Code and this Policy, pending the submission of a special event permit application, a Certificate of Liability Insurance and Endorsement, a detailed site map, and review and approval by the Community Services Director or designee.
8.4.3. All events approved for City partnership will be added to the Master Calendar of Events for the subsequent year.
8.4.4. Late Special Event Requests for City Partnership submitted after the established September 1 deadline shall only be considered by the City Council:
a) If there were a compelling justification for the event being added to the Master Calendar of Events.
b) If there is sufficient time to process and investigate the application and potential possible impact on City services for the event.
9. Fees.
9.1. Special Events are subject to any applicable fees based on the City’s Master Fee Schedule at time of processing. Accordingly, the following Special Event permit fees may apply:
• Deposit - A special event permit deposit must be paid no later than 15-days before the date of the event. Events classified as a minor event pursuant to Chapter 12.24 of the Municipal Code require a $400 deposit and events classified as a major event pursuant to Chapter 12.24 of the Municipal Code will require a $1,250 deposit. All or part of the deposit may be refunded, based on the condition of City property after the event. Notification of damage will take place roughly 10 days post event, and refunds will be issued within 2-3 weeks post event.
• City Council Approval Fees – Special Event Requests for Partnership and Council Requests that require the development of a staff report to be taken to Council will be assessed a fee for staff time.
• Parking Lot Use Fee - A per day fee will be charged for use of the City’s
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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. 144 Attachment: Policy for Special Events and City Partnerships (4637 : BloodRoot Ramble Event Agreement)
CITY OF HEALDSBURG
CITY COUNCIL AGENDA STAFF REPORT
MEETING DATE: November 18, 2024
SUBJECT: Acceptance of the Cabernet Road Culvert Replacement Project PREPARED BY: Clay Thistle, Senior Engineer
STRATEGIC INITIATIVE(S):
Maintain and Improve Infrastructure and Facilities
RECOMMENDED ACTION(S):
Adopt a Resolution accepting the Cabernet Road Culvert Replacement Project as complete and authorizing staff to file a Notice of Completion with the County Recorder's Office.
COMMUNITY ENGAGEMENT/OUTREACH:
The Cabernet Road Culvert Replacement Project Contract was advertised for public bidding in the Santa Rosa Press Democrat and on the City’s website.
Prior to beginning construction, advance notices were provided to adjacent properties. The notices advised of potential impacts, parking restrictions, and the planned work duration. The City project manager’s direct contact information was provided for additional information and for any concerns that arose during the construction process.
BACKGROUND:
The Vintage Hills Subdivision constructed in 1978 included construction of Cabernet Road and two approximately 42” diameter corrugated metal culverts. In the winter of 2023 ground subsidence and a sink hole was discovered above the culverts. City Staff investigated and determined that the culverts were failing and in need of replacement.
City Council awarded the bid for the Cabernet Road Culvert Replacement Project in August of 2024 and construction on the project began that same month.
The project included removing and replacing the two failing culverts, installing rock slope stabilization at the inlets and outlets to prevent erosion, and restoring the roadway and adjacent land subsidence.
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On October 29, 2024, Wylatti Resource Management, Inc. notified the City in writing that they consider the work complete.
DISCUSSION/ANALYSIS:
Wylatti Resource Management, Inc. has completed all work in compliance with the approved Project Plans, Specifications, Special Provisions, and Contract Change Orders. City representatives have reviewed all contract documents and performed final inspections of the work and have determined that all work has been performed and completed in accordance with the contract documents, and as directed by the City. There are no liquidated damages to be assessed and there are no existing or potential contractor claims. Therefore, the project is deemed completed by staff and ready for council acceptance.
ENVIRONMENTAL STEWARDSHIP:
Construction waste was diverted from landfill for reuse or recycling where possible.
ALTERNATIVES:
There is no reasonable alternative to the recommended action as the City has begun beneficial use of the completed facilities.
FISCAL IMPACT:
The total budget for the Cabernet Road Culvert Replacement Project DR002 was $385,339 funded by $362,043 in Measure T funding and $23,296 of Drainage Operating funding. The construction contract was awarded for $294,799 with a 10% contingency for a total construction budget of $324, 279. Construction was completed without using any contingency funding for a total of $294,416. Additional minor expenses may be incurred to finalize the project, however total project costs including design, construction, and staff time are anticipated at $359,946. The project is estimated to be completed under budget by $25,393, with the remaining project funding available to be reallocated at a later time.
ENVIRONMENTAL ANALYSIS:
The recommended action does not constitute a project under CEQA., pursuant to Section 15378(b)(5) of the California Environmental Quality Act (CEQA) Guidelines, approval of this Resolution is an administrative activity of the City that does not constitute a project under CEQA.
ATTACHMENT(S):
Resolution
Notice of Completion
Certificate of Completion
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CITY OF HEALDSBURG
RESOLUTION NO. __-2024
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
HEALDSBURG ACCEPTING THE CABERNET ROAD
CULVERT REPLACEMENT PROJECT AS COMPLETE AND
AUTHORIZING STAFF TO FILE A NOTICE OF COMPLETION
WITH THE COUNTY RECORDER'S OFFICE
WHEREAS, on August 5, 2024, the Healdsburg City Council awarded a construction contract for the Cabernet Road Culvert Replacement Project to Wylatti Resource Management, Inc; and
WHEREAS, the Healdsburg City Council at a regular meeting held November 18, 2024, received the report from the City Engineer that the Project has been satisfactorily completed in accordance with the contract documents and City Standards; and WHEREAS, the work consisted of removing and replacing the two failing culverts, installing rock slope stabilization at the inlets and outlets to prevent erosion, and restoring the roadway and adjacent land subsidence; and
WHEREAS, the City Engineer recommended that the City Council accept the Project as complete and take appropriate action to finalize the Project; and WHEREAS, the recommended action does not constitute a project under CEQA., pursuant to Section 15378(b)(5) of the California Environmental Quality Act (CEQA) Guidelines, approval of this Resolution is an administrative activity of the City that does not constitute a project under CEQA.; and
WHEREAS, after due consideration, the City Council accepts the recommendation of the City Engineer; and
WHEREAS, there remains approved unspent funding for the project that shall be returned to the original funding sources.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Healdsburg hereby finds:
1. This action of accepting the Project as complete does not constitute a “project” under CEQA; and
2. Authorizes staff to file a Notice of Completion with the County Recorder's Office; and
3. Authorizes staff to take appropriate action to finalize the Project.
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Packet Pg. 147 Attachment: Resolution (4646 : Acceptance of the Cabernet Road Culvert Replacement Project) Resolution No.
PASSED, APPROVED AND ADOPTED, by the City Council of the City of Healdsburg this 18th day November 2024, by the following vote:
AYES: Councilmembers: ( )
NOES: Councilmembers: ( )
ABSENT: Councilmembers: ( )
ABSTAINING: Councilmembers: ( )
SO ORDERED: ATTEST:
___________________________________ ____________________________________ David Hagele, Mayor Raina Allan, City Clerk
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Packet Pg. 148 Attachment: Resolution (4646 : Acceptance of the Cabernet Road Culvert Replacement Project) Recording Requested by:
Healdsburg City Clerk
When Recorded Return to:
Healdsburg City Clerk
401 Grove Street
Healdsburg, CA. 95448
CITY OF HEALDSBURG
NOTICE OF COMPLETION
Project Title: Cabernet Road Culvert Replacement Project City Project No. DR002
Site Address or
Location: Cabernet Road / Chablis Road
Property Owner: City of Healdsburg
Address: 401 Grove Street, Healdsburg, CA 95448
Nature of Owner’s
Interest Public Facilities
NOTICE IS HEREBY GIVEN THAT I, Larry Zimmer, City Engineer of the City of Healdsburg, California, on October 30, 2024, did file with the City Clerk of the City of Healdsburg, my Certificate of Completion of the following described work the contract for doing, which was heretofore awarded Wylatti Resource Management, Inc on August 5, 2024, in accordance with the City Clerk and approved by the City Council of said City; That said work and improvements were actually completed on October 29, 2024; That acceptance of the said work and improvements was ordered by City Council Resolution No. ___- 2024 on November 18, 2024.
That said work and improvements consisted of removing and replacing approximately 280 feet of corrugated metal culvert as more specifically described in the plans and specifications approved by the City Council of the City of Healdsburg.
I, Larry Zimmer, City Engineer, of the City of Healdsburg do hereby certify, under penalty of perjury, that the foregoing is true and correct.
DATED: ATTEST:
________________________________ ___________________________________ Larry Zimmer, City Engineer Raina Allan, City Clerk
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Attachment: Certificate of Completion (4646 : Acceptance of the Cabernet Road Culvert Replacement Project)
CITY OF HEALDSBURG
CITY COUNCIL AGENDA STAFF REPORT
MEETING DATE: November 18, 2024
SUBJECT: Bid Award Dry Creek Water Treatment Plant Upgrades - Cryptosporidium Treatment
PREPARED BY: Patrick Fuss, Water/Wastewater Engineer
STRATEGIC INITIATIVE(S):
Maintain and Improve Infrastructure and Facilities
Maintain and Enhance Public Health and Safety
RECOMMENDED ACTION(S):
Adopt a Resolution conditionally awarding the Dry Creek Water Treatment Plant Upgrades - Cryptosporidium Treatment Project, Project WA001 to Cats4U, Inc., for an amount not to exceed $748,186 and authorize the City Manager to execute the contract and approve change orders up to $74,820.
COMMUNITY ENGAGEMENT/OUTREACH:
The finding of cryptosporidium and the steps the City has been taking to address this finding has been indicated in the annual water consumer confidence reports starting 2019.
BACKGROUND:
The City of Healdsburg owns and operates a water utility that provides drinking water to the community to meet public health needs. In compliance with requirements of the US Environmental Protection Agency, the City in 2018 conducted sampling under Long Term 2 Enhanced Surface Water Treatment Rule and found that the three well fields had low levels (less than 0.0075 per liter) of cryptosporidium, an intestinal parasite. As a result, the City is required to provide treatment to reduce 99 percent (referred to as Log 2 removal) of cryptosporidium.
Treatment would be required at the Fitch and Dry Creek well fields, which do not have filtration.
The Gauntlett well field flows a membrane filtration plant that provides sufficient treatment for cryptosporidium.
Staff coordinated with the State Water Resources Control Board – Division of Drinking Water (DDW) to develop a strategy to provide treatment for cryptosporidium. Staff had initially proposed using ultraviolet light (UV) along with chlorine disinfection for cryptosporidium reduction. This approach was predicated on filtration of the water through native gravel
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formations (referred to as bank filtration) to provide a filtration barrier prior to the UV / chlorination treatment. DDW staff had approved with the initial City approach, but subsequently rescinded approval when new DDW staff replaced the retiring DDW staff that had provided the initial approval. The new DDW staff cited that bank filtration was not sufficient to comply with surface water treatment rule requirements.
Staff were advised that a filtration barrier that has turbidity levels monitored would be required.
Staff considered three alternatives to provide the necessary filtration for the water at Fitch and Dry Creek well fields. First considered was membrane filtration, similar to the facilities in place at the Gauntlett Water Treatment Plant. The membranes have a pore size of approximately 0.04 microns that would exclude the cryptosporidium from passing. The second approach considered was filtration. This could include convention treatment consisting of flocculation (chemical treatment to congeal particles in the water), sedimentation (utilizing gravity to settle out the congealed particles) and filtration (sand filtration to remove any remaining particles). This second alternative also considered direct filtration (application of coagulant followed by sand filtration). The third alternative considered was cartridge filtration (filtering water without coagulant) through a DDW-approved filter elements for cryptosporidium reduction. The most cost-effective (lowest overall cost) approach was found to be cartridge filtration. DDW agreed to the updated approach of cartridge filtration for cryptosporidium treatment.
DISCUSSION/ANALYSIS:
Staff engaged a consultant to prepare plans and specifications to bid and construct cartridge filtration at Fitch and Dry Creek well fields. The design also included improvements to the treated water pumping system and to the clear well tank at Dry Creek Water Treatment Plant.
Funding limitations necessitated that staff prioritize these improvements. The installation of cryptosporidium treatment at Dry Creek well field was given first priority. Cryptosporidium treatment at this well field provides appropriate treatment for water sourced from Dry Creek and Lake Sonoma. The existing Gauntlett Water Treatment Plant provides appropriate treatment for water sourced from the upper Russian River and Lake Mendocino. Two water sources with appropriate treatment diversifies water sources and aids in reliability of supply for the City.
In accordance with City purchasing policy, Staff advertised the Dry Creek Water Treatment Plant Upgrades – Cryptosporidium Treatment Project, Project WA001 for bidding from September 6, 2024, to October 10, 2024. On September 25, 2024, Staff conducted a nonmandatory pre-bid meeting with prospective bidders. On October 10, 2024, three bids were received and the lowest responsive was received from Cats4U, Inc. from Healdsburg, CA, in the amount of $748,186.
Staff have reviewed this bid and found it responsive to the project requirements. Staff recommends that City Council adopt a resolution awarding the work of this contract to Cats4U, Inc.
ENVIRONMENTAL STEWARDSHIP:
The project location is at the Dry Creek Water Treatment Plant located at the City corporation yard site. This location has been used as a City facility since the 1930s and is previously
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disturbed. While the work area is in a location that is paved, it does abut the Dry Creek riparian area. The project includes a wildlife exclusion fence between the work area and Dry Creek to prevent the ingress of frogs, turtles, and other mobile wildlife into the project work area.
ALTERNATIVES:
The City Council may elect not to award the project to the lowest responsive bidder, Cats4U, Inc. If the Council make this election to not award, Staff will require direction from Council on how to proceed.
FISCAL IMPACT:
The costs anticipated for implementing the Dry Creek Water Treatment Plant Upgrades – Cryptosporidium Treatment, Project WA001 are summarized below.
Design $223,077
Contractor Bid Price $748,186
Contract Contingency $74,820
Engineering Services during Construction $10,830
Materials Testing (estimated) $8,000
Staff time (estimated) $23,210
Total $1,088,122
The proposed construction contract is for $748,186 and staff recommends a construction contingency of 10% of the bid price, or $74,820. Staff are securing proposals from testing firms for materials testing and staff time costs are for inspection and construction management are estimated at 4 hours per week for the 34-week project.
The total project budget is $1,149,406 and total costs are currently estimated at $1,088,122.
Sufficient budget is allocated for this project in the approved Capital Improvement Program budget and additional appropriations are not requested or anticipated at this time.
ENVIRONMENTAL ANALYSIS:
The Project is exempt from the provisions of the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15301(b) and 15301 9(d) (existing facilities) because the project consists of the operation, repair, and maintenance of public facilities and involves negligible or no expansion of the existing use. Additionally, the project is exempt from the provisions of the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15302(c) in that the project will involve the replacement and reconstruction of existing utility systems and facilities involving negligible or no expansion of capacity. In addition, none of the exceptions to the exemption identified in CEQA Guidelines Section 15300.2 are present.
A notice of exemption has been filed with the County Recorder.
ATTACHMENT(S):
Resolution
Notice of Exemption
6.D
Packet Pg. 153
CITY OF HEALDSBURG
RESOLUTION NO. - 2024
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
HEALDSBURG CONDITIONALLY AWARDING THE DRY
CREEK WATER TREATMENT PLANT UPGRADES –
CRYPTOSPORIDIUM TREATMENT PROJECT TO CATS4U,
INC., FOR AN AMOUNT NOT TO EXCEED $748,186 AND
AUTHORIZING THE CITY MANAGER TO EXECUTE THE
CONTRACT AND TO APPROVE CHANGE ORDERS UP TO
$74,820
WHEREAS, the City of Healdsburg owns and operates a water utility to provide drinking water to the community and for public health and safety; and WHEREAS, mandated sampling of the City’s wells found low levels of cryptosporidium, an intestinal parasite, within the drinking water wells; and WHEREAS, treatment is required to remove at least 99 percent of the cryptosporidium at Dry Creek and Fitch well fields; Gauntlett already has sufficient treatment for cryptosporidium; and
WHEREAS, staff have prepared and considered alternatives for the treatment of cryptosporidium and found that cartridge filtration to be the most cost-effective approach acceptable to the Department of Water Resources – Division of Drinking Water; and WHEREAS, staff engaged a consultant to plans and specifications for cryptosporidium treatment at Dry Creek and Fitch well field, as well as improvements treated water clear well and booster pumps at Dry Creek; and
WHEREAS, budget constraints dictated that only cryptosporidium treatment at Dry Creek well field would be pursued immediately for bidding and construction; and WHEREAS, staff advertised the revised project in accordance with City purchasing policy on September 6, 2024; and
WHEREAS, the lowest responsive bid for the Dry Creek Water Treatment Plant Upgrades – Cryptosporidium Treatment Project was received from Cats4U, Inc., with a bid price of $748,186; and
WHEREAS, project costs include the bid amount, engineering services during construction, materials testing, and staff time, totaling $790,226; and WHEREAS, Staff recommends a contingency of 10 percent of the project costs or up to $74,820, to address unforeseen circumstances for a total project cost of $865,046; and
6.D.a
Packet Pg. 154 Attachment: Resolution (4654 : Award Dry Creek WTP Crypto Treatment Construction) Resolution No. ___-2024
WHEREAS, the budget for this project approved by City Council in the biennial budget is $896,737; and
WHEREAS, funds in the approved project budget are sufficient to fund the project costs; and
WHEREAS, Pursuant to Title 14, the California Code of Regulations, Section 15301(b), 15301 9(d), and 15302(c) of the California Environmental Quality Act (“CEQA”) guidelines, the action recommended is categorically exempt from CEQA review under the Class 1 exemption – maintenance of existing public facilities involving negligible or no expansion of capacity, and replacement or reconstruction of an existing utility system and facilities involving negligible or no expansion of capacity.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Healdsburg does hereby:
1. Find that the work of the Dry Creek Water Treatment Plant Upgrades – Cryptosporidium Treatment Project is categorically exempt from CEQA review under the Section 15301(b), 15301 9(d), and 15302(c) Class 1 exemption for maintenance of existing public facilities involving negligible or no expansion of capacity, and replacement or reconstruction of an existing utility system and facilities involving negligible or no expansion of capacity.
2. Conditionally awards implementation contract for the Dry Creek Water Treatment Plant Upgrades – Cryptosporidium Treatment Project to the apparent lowest responsive bidder Cats4U, Inc., for a not to exceed amount of $748,186.
3. Authorizes the City Manager to execute the contract.
4. Authorizes the City Manager to approve project change orders in execution of this work, up to $74,820.
PASSED, APPROVED, AND ADOPTED by the City Council of the City of Healdsburg this 18th day of November 2024 by the following vote:
AYES: Councilmembers:
NOES: Councilmembers:
ABSENT: Councilmembers:
ABSTAINING: Councilmembers:
SO ORDERED: ATTEST:
__________________________________ ____________________________________ David Hagele, Mayor Raina Allan, City Clerk
6.D.a
Packet Pg. 155 Attachment: Resolution (4654 : Award Dry Creek WTP Crypto Treatment Construction)
6.D.b
Packet Pg. 156 Attachment: Notice of Exemption (4654 : Award Dry Creek WTP Crypto Treatment Construction)
CITY OF HEALDSBURG
CITY COUNCIL AGENDA STAFF REPORT
MEETING DATE: November 18, 2024
SUBJECT: CORE Policing Team Staffing
PREPARED BY: Matt Jenkins, Chief of Police
STRATEGIC INITIATIVE(S):
Provide Effective Governance
Maintain and Enhance Public Health and Safety
RECOMMENDED ACTION(S):
Adopt a Resolution updating the list of authorized positions and the corresponding salary schedule for full time employees.
COMMUNITY ENGAGEMENT/OUTREACH:
Not Applicable.
BACKGROUND:
The City Council is responsible for approving the City’s Authorized Position List and Full-Time Employee Salary Schedule. From time to time, City staff recommend changes to the authorized position list based on the operational needs of the City and to ensure the City is doing everything it can to attract and retain the best talent available to serve our community.
In 2021, the City hired it’s first Police Social Services Team Member and established the Community Oriented and Equity (CORE) policing team, comprising of the Police Social Service Team Member and a Police Officer. The team initially partnered together to respond to calls that related to mental health, homelessness, and family disputes. Over time and with the promotion of the assigned police officer to sergeant, it was found that the social service team member was able to most effectively provide services, particularly to the unhoused, without the presence of a police officer, and began working independently in the community. In 2023, the social service team member handled over 1,100 incidents, representing nearly 6 percent of the total incidents for the department. In over 800 of the incidents, the social service team member was able to respond as a solo unit, which eliminated the need for a police officer response.
In September 2024, the City Council authorized the addition of a second Police Social Services Team Member after the City was awarded $200,000 per year (for a three-year period) in Sonoma
6.E
Packet Pg. 157
County Measure O funds to expand the City’s mental health response program by hiring a second mental health clinician. Sonoma County’s Measure O is a one-quarter center sales tax passed by Sonoma County voters in November 2020, which generates funding to support mental health and homeless services. Measure O funds were allocated to Sonoma County cities to directly support police agencies in mental health and homelessness care coordination and substance use disorder services. The recruitment for this second position is in process and City staff is currently in discussions with the County to determine how their operational requirements can work with the CORE Team’s response model.
DISCUSSION/ANALYSIS:
As the Police Department’s CORE Policing Team expands, the recruitment and retention of highly skilled clinicians to fill the roles is imperative. The City has reviewed the structure of the CORE Policing Team, the roles and responsibilities of the Police Social Services Team Member classification, and its compensation. Staff has determined that updating the title of the position to Critical Intervention Specialist and reorganizing the team to include a lead position would best serve the team and the City. This title change better reflects the scope and duties of the position and the work of the CORE Policing Team.
Staff is proposing to reclassify one of the authorized positions to Lead Critical Intervention Specialist. This position would serve as the lead position on the team and have functional oversight of the renamed Critical Intervention Specialist and responsibilities including oversight of related contracts (juvenile diversion and Sonoma County Measure O) and the CORE Team budget. Staff reviewed job descriptions and salaries for relevant positions and met and conferred with the Mid-Management and Professional Employee Association on the proposed change in salary and job description, which would impact the existing team member currently serving as a Police Social Services Team member. The current recruitment will continue along its existing process, with only the name of the position changing from social services team member to Critical Intervention Specialist.
ENVIRONMENTAL STEWARDSHIP:
Not Applicable.
ALTERNATIVES:
Council may choose not to adopt the resolutions and keep the current authorized position list, salary schedule and organizational structure intact. If that direction is provided, staff requests additional direction.
FISCAL IMPACT:
On Resolution No. 104-2024 the council approved the addition of a Police Social Services Team Member. The additional Police Social Services Team Member position in the Police Department is estimated to cost $153,152 in Fiscal Year 2024-25, $163,518 in Fiscal Year 2025-26 and $173,735 in Fiscal Year 2026-27. However, the actual cost is variable depending upon the incumbents’ qualifications. Sonoma County authorized $275,000 of Measure O funding in Fiscal Year 2024-25 of which $90,000 has been allocated towards the purchase of a vehicle for the new position with the remaining $185,000 allocated to support salary, benefit and operating costs for the position. The County contract will provide another $200,000 to support salary, benefit, and
6.E
Packet Pg. 158
operating costs for this position in each of the next two fiscal years.
The proposed title change from Police Social Services Team Member to Critical Intervention Specialist does not result in any additional costs or changes to the allocation of Measure O funding. The proposed organizational structure change of reclassifying one of the Critical Intervention Specialist positions to be a Senior Critical Intervention Specialist results in additional salary and benefit costs of $40,242 in Fiscal Year 2024-25 and $49,646 in Fiscal Year 2025-26. The additional costs are proposed to be funded using opioid settlement money.
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):
Resolution
Exhibit A: Salary Range Schedule
Exhibit B: Authorized Positions
Exhibit C - Budget Amendment
6.E
Packet Pg. 159
CITY OF HEALDSBURG
RESOLUTION NO. XX-2024
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
HEALDSBURG APPROVING THE CITY OF HEALDSBURG
SALARY SCHEDULE, THE AUTHORIZED POSITION LIST
EFFECTIVE NOVEMBER 18, 2024, APPROVING A BUDGET
AMENDMENT AND RESCINDING RESOLUTION NO. 67-2024
AND RESOLUTION NO. 88-2024
WHEREAS, the City Council is responsible for approving the City’s Authorized Position List and Full-Time Employee Salary Schedule; and
WHEREAS, from time to time, City staff recommend changes to the authorized position list and salary schedule based on the operational needs of the City and to ensure effective delivery of City services; and
WHEREAS, the City in 2021 hired its first Police Social Services Team member and established the Community Oriented and Equity (CORE) policing team; and WHEREAS, in September 2024, the City Council authorized the addition of a second Police Social Services Team Member after the City received a $200,000 per year grant award, for three years, from Sonoma County using County Measure O Funds; and WHEREAS, the recruitment for the second Police Social Services Team member is ongoing; and
WHEREAS, as part of the expansion of this team, staff recognized the need to reclassify the existing Police Social Service Team member to a “Senior Critical Intervention Specialist” to handle the increased operational responsibilities of the CORE program; and WHEREAS, as part of the recruitment process, staff recognized the need to rename the second Police Social Service Worker position to a “Critical Intervention Specialist” for consistency; and
WHEREAS, City staff met and conferred with the Municipal Management and Professional Employee Association on these proposed changes; and WHEREAS, the City Council adopted Resolution 67-2024 establishing the current list of Authorized Positions on June 17 2024; and
WHEREAS, the City Council adopted Resolution 88-2024 approving the current City Salary Schedule on August 5, 2024;
6.E.a
Packet Pg. 160 Attachment: Resolution (4657 : CORE Policing Team Staffing) Resolution No. – 2024
WHEREAS, City staff recommend rescinding Resolutions 67-2024 and 88-2024 and replacing them with the instant resolution, which includes as exhibits the updated list of Authorized Positions and Salary Schedule; and
WHEREAS, City staff recommend the use of opioid settlement funds to support the proposed changes in salary and benefits.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Healdsburg does hereby:
1. Approves the Salary Schedule attached as Exhibit A, the Authorized Position List attached as Exhibit B and rescinds Resolution No. 67-2024 and Resolution No. 88-2024.
2. Approves the budget amendment attached as Exhibit C.
PASSED, APPROVED AND ADOPTED by the City Council of the City of Healdsburg this 18th day of November 2024 by the following vote:
AYES: Councilmembers: ( )
NOES: Councilmembers: ( )
ABSENT: Councilmembers: ( )
ABSTAINING: Councilmembers: ( )
SO ORDERED: ATTEST:
___________________________________ ____________________________________ David Hagele, Mayor Raina Allan, City Clerk
6.E.a
Packet Pg. 161 Attachment: Resolution (4657 : CORE Policing Team Staffing) Job Classification
EXECUTIVE MANAGEMENT A step B stepC stepD stepE stepA step B stepC stepD stepE step Assistant City Manager $16,446.00 $17,267.90 $18,132.39 $19,038.11 $19,990.57 $94.88 $99.62 $104.61 $109.84 $115.33 City Manager $24,049.81 $138.75
Community Development Director $14,767.86 $15,506.79 $16,281.80 $17,096.89 $17,950.73 $85.20 $89.46 $93.93 $98.64 $103.56 Community Services Director $14,345.89 $15,062.35 $15,816.99 $16,607.27 $17,438.25 $82.76 $86.90 $91.25 $95.81 $100.61 Finance Director $14,345.89 $15,062.35 $15,816.99 $16,607.27 $17,438.25 $82.76 $86.90 $91.25 $95.81 $100.61 Fire Chief $15,377.94 $16,147.87 $16,954.68 $17,802.22 $18,693.03 $88.72 $93.16 $97.82 $102.71 $107.84 Housing Director $13,628.59 $14,309.23 $15,026.15 $15,776.91 $16,566.35 $78.63 $82.55 $86.69 $91.02 $95.58 Police Chief $16,001.52 $16,801.97 $17,641.89 $18,523.77 $19,450.22 $92.32 $96.93 $101.78 $106.87 $112.21 Public Works Director $14,926.17 $15,671.91 $16,457.10 $17,280.47 $18,145.82 $86.11 $90.41 $94.94 $99.69 $104.69 Utilities Director $16,487.64 $17,312.28 $18,177.64 $19,087.53 $20,043.24 $95.12 $99.88 $104.87 $110.12 $115.63 Human Resources Analyst $8,465.24 $8,896.66 $9,349.69 $9,826.91 $10,328.31 $48.84 $51.33 $53.94 $56.69 $59.59 Chief Human Resources Officer $10,952.97 $11,511.50 $12,099.44 $12,716.78 $13,364.84 $63.19 $66.41 $69.80 $73.37 $77.10 MID-MGT & PROF EMPS ASSOC. A step B stepC stepD stepE stepA step B stepC stepD stepE step Accountant $7,895.11 $8,297.27 $8,721.04 $9,166.43 $9,633.48 $45.55 $47.87 $50.31 $52.88 $55.58 Administrative Analyst I $7,105.61 $7,460.89 $7,833.94 $8,225.63 $8,636.92 $40.99 $43.04 $45.20 $47.46 $49.83 Administrative Analyst II $7,895.11 $8,297.27 $8,721.05 $9,166.43 $9,633.48 $45.55 $47.87 $50.31 $52.88 $55.58 Assistant Engineer $7,637.87 $8,027.28 $8,436.16 $8,866.68 $9,318.83 $44.06 $46.31 $48.67 $51.15 $53.76 Associate Civil Engineer $8,985.74 $9,443.86 $9,924.91 $10,431.40 $10,963.33 $51.84 $54.48 $57.26 $60.18 $63.25 Building Official $10,747.22 $11,284.57 $11,848.80 $12,441.24 $13,063.30 $62.00 $65.10 $68.36 $71.78 $75.37 Business Services Manager $9,060.13 $9,513.14 $9,988.80 $10,488.24 $11,012.65 $52.27 $54.88 $57.63 $60.51 $63.53 Central Services Manager $9,487.34 $9,961.70 $10,459.81 $10,982.78 $11,531.92 $54.73 $57.47 $60.35 $63.36 $66.53 Chief Information and Security Officer $12,079.48 $12,683.45 $13,317.62 $13,983.50 $14,682.69 $69.69 $73.17 $76.83 $80.67 $84.71 City Clerk $9,678.51 $10,162.43 $10,670.57 $11,204.08 $11,764.30 $55.84 $58.63 $61.56 $64.64 $67.87 City Clerk/Public Information Officer $11,130.28 $11,686.79 $12,271.15 $12,884.71 $13,528.95 $64.21 $67.42 $70.80 $74.33 $78.05 Critical Intervention Specialist $7,469.13 $7,842.59 $8,234.71 $8,646.45 $9,078.76 $43.09 $45.25 $47.51 $49.88 $52.38 Deputy City Clerk $7,140.32 $7,502.29 $7,886.18 $8,287.94 $8,711.59 $41.19 $43.28 $45.50 $47.82 $50.26 Electric Operations Superintendent $13,722.61 $14,408.61 $15,129.04 $15,885.50 $16,679.77 $79.17 $83.13 $87.28 $91.65 $96.23 Emergency Response Coordinator $8,418.89 $8,839.84 $9,281.84 $9,745.93 $10,233.21 $48.57 $51.00 $53.55 $56.23 $59.04 Monthly Salary Hourly Equivalents
Salary Schedule, effective 11/18/24
6.E.b
Packet Pg. 162 Attachment: Exhibit A: Salary Range Schedule (4657 : CORE Policing Team Staffing) MID-MGT & PROF EMPS ASSOC.
A step B stepC stepD stepE step
A step B stepC stepD stepE step
Finance Manager $10,431.40 $10,963.34 $11,523.27 $12,111.22 $12,728.42 $60.18 $63.25 $66.48 $69.87 $73.43 Fire Marshal/Division Chief $12,422.47 $13,043.59 $13,695.78 $14,380.56 $15,099.59 $71.67 $75.25 $79.01 $82.96 $87.11 Information Technology Manager $11,184.70 $11,743.94 $12,331.13 $12,947.69 $13,595.08 $64.53 $67.75 $71.14 $74.70 $78.43 Lead Critical Intervention Specialist $10,387.46 $10,934.17 $11,509.65 $12,085.13 $12,689.39 $59.93 $63.08 $66.40 $69.72 $73.21 Parks and Open Space Superintendent $9,630.36 $10,111.88 $10,617.48 $11,148.35 $11,705.76 $55.56 $58.34 $61.25 $64.32 $67.53 Police Lieutenant $12,792.36 $13,431.98 $14,103.57 $14,808.76 $15,548.84 $73.80 $77.49 $81.37 $85.44 $89.70 Principal Civil Engineer $11,903.77 $12,500.62 $13,125.47 $13,780.83 $14,470.58 $68.68 $72.12 $75.72 $79.50 $83.48 Project Manager $8,536.46 $8,971.67 $9,428.66 $9,909.83 $10,415.17 $49.25 $51.76 $54.40 $57.17 $60.09 Public Information & Community Outreach $7,656.02 $8,038.83 $8,440.77 $8,862.80 $9,305.95 $44.17 $46.38 $48.70 $51.13 $53.69 Recreation Manager $9,253.66 $9,716.36 $10,202.17 $10,712.28 $11,247.89 $53.39 $56.06 $58.86 $61.80 $64.89 Recreation Supervisor $7,219.39 $7,587.17 $7,974.02 $8,381.25 $8,808.84 $41.65 $43.77 $46.00 $48.35 $50.82 Senior Civil Engineer $10,535.75 $11,074.06 $11,637.79 $12,232.10 $12,855.68 $60.78 $63.89 $67.14 $70.57 $74.17 Senior Planner $10,431.40 $10,963.33 $11,523.27 $12,111.22 $12,728.42 $60.18 $63.25 $66.48 $69.87 $73.43 Senior Project Manager $10,167.00 $10,686.47 $11,230.48 $11,803.99 $12,405.73 $58.66 $61.65 $64.79 $68.10 $71.57 Utilities Engineering Manager $13,120.14 $13,776.15 $14,464.96 $15,188.21 $15,947.60 $75.69 $79.48 $83.45 $87.62 $92.01 Utility Maintenance Superintendent $10,963.77 $11,511.95 $12,087.57 $12,693.05 $13,326.55 $63.25 $66.42 $69.74 $73.23 $76.88 Utility Safety Compliance Coordinator $8,047.57 $8,449.94 $8,872.44 $9,316.05 $9,781.86 $46.43 $48.75 $51.19 $53.75 $56.43 Water and Wastewater Operations Superintendent $11,582.09 $12,161.19 $12,769.26 $13,407.72 $14,078.10 $66.82 $70.16 $73.67 $77.35 $81.22 HBG POLICE OFFICERS ASSOC A step B stepC stepD stepE stepA step B stepC stepD stepE step Police Dispatcher I $5,886.99 $6,187.30 $6,501.65 $6,833.80 $7,175.48 $33.96 $35.70 $37.51 $39.43 $41.40 Police Dispatcher II $6,187.30 $6,501.64 $6,833.79 $7,176.11 $7,534.92 $35.70 $37.51 $39.43 $41.40 $43.47 Police Dispatch Supervisor $8,702.84 $9,137.99 $9,594.89 $10,074.63 $10,578.36 $50.21 $52.72 $55.36 $58.12 $61.03 Police Officer $8,044.64 $8,446.89 $8,869.22 $9,312.69 $9,778.32 $46.41 $48.73 $51.17 $53.73 $56.41 Police Officer Recruit $7,642.41 $8,024.55 $8,425.76 $8,847.06 $9,289.41 $44.09 $46.30 $48.61 $51.04 $53.59 Police Records Technician $5,850.88 $6,148.15 $6,462.44 $6,792.42 $7,132.04 $33.76 $35.47 $37.28 $39.19 $41.15 Police Records Supervisor $7,236.99 $7,598.84 $7,978.79 $8,377.73 $8,796.60 $41.75 $43.84 $46.03 $48.33 $50.75 Police Sergeant $10,068.84 $10,572.30 $11,100.91 $11,655.94 $12,238.75 $58.09 $60.99 $64.04 $67.25 $70.61 Police Technician $5,139.83 $5,403.03 $5,678.03 $5,967.44 $6,265.79 $29.65 $31.17 $32.76 $34.43 $36.15 INT'L ASSOC OF FIREFIGHTERS A step B stepC stepD stepE stepA step B stepC stepD stepE step Fire Captain (56 hr. work week) $9,157.01 $9,623.31 $10,114.49 $10,630.55 $11,172.83 $37.73 $39.66 $41.68 $43.81 $46.04 Fire Engineer (56 hr. work week) $8,282.17 $8,704.41 $9,148.63 $9,614.87 $10,104.48 $34.13 $35.87 $37.70 $39.62 $41.64
6.E.b
Packet Pg. 163 Attachment: Exhibit A: Salary Range Schedule (4657 : CORE Policing Team Staffing)
INT'L ASSOC OF FIREFIGHTERS
A step B stepC stepD stepE step
A step B stepC stepD stepE step
Fire Engineer (40 hr.work week) $8,282.17 $8,704.41 $9,148.63 $9,614.87 $10,104.48 $47.78 $50.22 $52.78 $55.47 $58.30 Firefighter (56 hr. work week) $7,504.00 $7,887.78 $8,289.90 $8,712.98 $9,157.01 $30.92 $32.50 $34.16 $35.91 $37.73 Firefighter (40 hr. work week) $7,504.00 $7,887.78 $8,289.90 $8,712.98 $9,157.01 $43.29 $45.51 $47.83 $50.27 $52.83 Fire Inspector (40 hr. work week) $8,704.42 $9,148.63 $9,614.85 $10,104.47 $10,620.22 $50.22 $52.78 $55.47 $58.30 $61.27
INT'L BROTHERHOOD OF ELECTRICAL WORKERS
A step B stepC stepD stepE stepA step B stepC stepD stepE step Accounting Assistant I $4,810.48 $5,051.00 $5,303.57 $5,568.75 $5,847.18 $27.75 $29.14 $30.60 $32.13 $33.73 Accounting Assistant II $5,271.97 $5,548.54 $5,823.59 $6,120.92 $6,432.15 $30.42 $32.01 $33.60 $35.31 $37.11 Accounting Technician $6,120.92 $6,432.15 $6,761.08 $7,105.21 $7,468.33 $35.31 $37.11 $39.01 $40.99 $43.09 Administrative Technician $6,761.08 $7,105.22 $7,468.32 $7,849.12 $8,248.93 $39.01 $40.99 $43.09 $45.28 $47.59 Assistant Planner $6,652.46 $6,985.08 $7,334.35 $7,701.06 $8,086.11 $38.38 $40.30 $42.31 $44.43 $46.65 Building Inspector I $7,542.97 $7,927.57 $8,332.43 $8,757.52 $9,204.14 $43.52 $45.74 $48.07 $50.52 $53.10 Building Inspector II $8,007.28 $8,415.93 $8,844.83 $9,295.23 $9,769.67 $46.20 $48.55 $51.03 $53.63 $56.36 Building Maintenance Technician I $5,368.36 $5,636.79 $5,918.63 $6,214.55 $6,525.28 $30.97 $32.52 $34.15 $35.85 $37.65 Building Maintenance Technician II $5,881.79 $6,181.63 $6,496.67 $6,828.13 $7,177.33 $33.93 $35.66 $37.48 $39.39 $41.41 Development Services Technician I $6,172.93 $6,481.58 $6,805.66 $7,145.94 $7,503.24 $35.61 $37.39 $39.26 $41.23 $43.29 Development Services Technician II $6,761.08 $7,105.22 $7,468.32 $7,849.12 $8,248.93 $39.01 $40.99 $43.09 $45.28 $47.59 Electric Engineering Technician I $7,966.79 $8,365.33 $8,784.10 $9,223.12 $9,684.91 $45.96 $48.26 $50.68 $53.21 $55.87 Electric Engineering Technician II $8,374.18 $8,792.95 $9,233.24 $9,695.03 $10,179.58 $48.31 $50.73 $53.27 $55.93 $58.73 Electric Coordinator/Inspector $8,579.30 $9,008.26 $9,458.68 $9,931.61 $10,428.19 $49.50 $51.97 $54.57 $57.30 $60.16 Electric Line Foreman $11,457.33 $12,030.21 $12,631.70 $13,263.30 $13,926.46 $66.10 $69.41 $72.88 $76.52 $80.34 Electric Materials Technician $7,205.09 $7,565.35 $7,943.62 $8,340.79 $8,757.83 $41.57 $43.65 $45.83 $48.12 $50.53 Electric Meter Technician $8,801.81 $9,242.09 $9,703.87 $10,189.71 $10,699.57 $50.78 $53.32 $55.98 $58.79 $61.73 Electric Meter Technician- Apprentice $6,992.67 $7,342.31 $7,709.42 $8,094.89 $8,499.64 $40.34 $42.36 $44.48 $46.70 $49.04 Engineering Technician $6,761.08 $7,105.22 $7,468.32 $7,849.12 $8,248.93 $39.01 $40.99 $43.09 $45.28 $47.59 Facility Worker $4,820.31 $5,065.76 $5,325.12 $5,595.86 $5,881.79 $27.81 $29.23 $30.72 $32.28 $33.93 Fleet Mechanic $7,393.68 $7,771.96 $8,167.96 $8,584.19 $9,021.96 $42.66 $44.84 $47.12 $49.52 $52.05 Geographic Information System Technician $7,580.92 $7,960.48 $8,359.00 $8,776.51 $9,215.52 $43.74 $45.93 $48.23 $50.63 $53.17 Industrial Electrician $9,108.46 $9,563.88 $10,042.06 $10,544.17 $11,071.39 $52.55 $55.18 $57.93 $60.83 $63.87 Industrial Mechanic $7,430.36 $7,802.33 $8,192.00 $8,601.92 $9,032.07 $42.87 $45.01 $47.26 $49.63 $52.11 Instrumentation Technician $9,108.46 $9,563.88 $10,042.06 $10,544.17 $11,071.39 $52.55 $55.18 $57.93 $60.83 $63.87 Information Technology Engineering Specialist $7,467.81 $7,841.20 $8,233.27 $8,644.92 $9,077.17 $43.08 $45.24 $47.50 $49.87 $52.37 Laboratory Analyst $7,611.42 $7,992.00 $8,391.60 $8,811.17 $9,251.74 $43.91 $46.11 $48.41 $50.83 $53.38
6.E.b
Packet Pg. 164 Attachment: Exhibit A: Salary Range Schedule (4657 : CORE Policing Team Staffing) Lineworker/Troubleshooter $10,369.61 $10,888.09 $11,432.49 $12,004.13 $12,604.31 $59.82 $62.82 $65.96 $69.25 $72.72
INT'L BROTHERHOOD OF ELECTRICAL WORKERS
A step B stepC stepD stepE step
A step B stepC stepD stepE step
Lineworker/Troubleshooter Apprentice $7,535.89 $7,912.70 $8,308.32 $8,723.72 $9,159.92 $43.48 $45.65 $47.93 $50.33 $52.85 Mechanic - Equipment Service Writer $8,499.45 $8,933.40 $9,388.85 $9,867.09 $10,370.62 $49.04 $51.54 $54.17 $56.93 $59.83 Office Assistant I $4,668.66 $4,902.09 $5,147.20 $5,404.56 $5,674.79 $26.93 $28.28 $29.70 $31.18 $32.74 Office Assistant II $5,116.37 $5,378.25 $5,652.80 $5,939.99 $6,244.89 $29.52 $31.03 $32.61 $34.27 $36.03 Park Maintenance Worker I $5,271.97 $5,541.47 $5,823.59 $6,120.92 $6,432.15 $30.42 $31.97 $33.60 $35.31 $37.11 Park Maintenance Worker II $5,765.40 $6,060.18 $6,368.89 $6,694.03 $7,035.63 $33.26 $34.96 $36.74 $38.62 $40.59 Park Maintenance Foreman $6,496.67 $6,828.13 $7,177.33 $7,542.97 $7,927.57 $37.48 $39.39 $41.41 $43.52 $45.74 Payroll Technician $6,761.08 $7,105.22 $7,468.32 $7,849.12 $8,248.93 $39.01 $40.99 $43.09 $45.28 $47.59 Public Works and Utilities Materials Technician $6,496.67 $6,828.13 $7,177.33 $7,542.97 $7,927.58 $37.48 $39.39 $41.41 $43.52 $45.74 Public Works Field Technician $7,542.97 $7,927.57 $8,332.43 $8,757.52 $9,204.14 $43.52 $45.74 $48.07 $50.52 $53.10 Public Works Inspector $7,542.97 $7,927.57 $8,332.43 $8,757.52 $9,204.14 $43.52 $45.74 $48.07 $50.52 $53.10 Recreation Coordinator I $4,622.33 $4,853.42 $5,096.11 $5,350.92 $5,618.47 $26.67 $28.00 $29.40 $30.87 $32.41 Recreation Coordinator II $5,107.19 $5,362.53 $5,630.66 $5,912.21 $6,207.81 $29.46 $30.94 $32.48 $34.11 $35.81 Senior Accounting Assistant $5,823.59 $6,120.92 $6,432.15 $6,761.08 $7,105.22 $33.60 $35.31 $37.11 $39.01 $40.99 Senior Building Inspector $9,295.23 $9,769.67 $10,268.15 $10,791.94 $11,342.40 $53.63 $56.36 $59.24 $62.26 $65.44 Senior Electric Engineering Technician $9,865.09 $10,358.35 $10,876.28 $11,420.09 $11,991.10 $56.91 $59.76 $62.75 $65.89 $69.18 Senior Laboratory Analyst $8,409.85 $8,830.34 $9,271.84 $9,735.44 $10,222.21 $48.52 $50.94 $53.49 $56.17 $58.97 Senior Public Works Inspector $9,295.23 $9,769.67 $10,268.15 $10,791.94 $11,342.30 $53.63 $56.36 $59.24 $62.26 $65.44 Utility Conservation Analyst $8,326.35 $8,742.69 $9,179.81 $9,638.81 $10,120.75 $48.04 $50.44 $52.96 $55.61 $58.39 Utility Maintenance Foreman $6,820.44 $7,161.48 $7,519.56 $7,895.40 $8,290.32 $39.35 $41.32 $43.38 $45.55 $47.83 Utility Operator $8,332.43 $8,757.52 $9,204.14 $9,673.53 $10,166.94 $48.07 $50.52 $53.10 $55.81 $58.66 Utility Operator-In-Training $7,082.57 $7,443.90 $7,823.51 $8,222.50 $8,641.89 $40.86 $42.95 $45.14 $47.44 $49.86 Utility Worker I $5,271.97 $5,548.55 $5,823.59 $6,120.92 $6,432.15 $30.42 $32.01 $33.60 $35.31 $37.11 Utility Worker II $6,172.93 $6,481.58 $6,805.66 $7,145.94 $7,503.24 $35.61 $37.39 $39.26 $41.23 $43.29 Wastewater Operations Foreman $9,204.14 $9,673.53 $10,166.94 $10,685.67 $11,230.95 $53.10 $55.81 $58.66 $61.65 $64.79 Water Operations Foreman $9,204.14 $9,673.53 $10,166.94 $10,685.67 $11,230.95 $53.10 $55.81 $58.66 $61.65 $64.79
6.E.b
Packet Pg. 165 Attachment: Exhibit A: Salary Range Schedule (4657 : CORE Policing Team Staffing) Exhibit A - Authorized Positions
Effective 11/18/2024
Department Authorized Positions Bargaining Group
City Manager's Office
City Manager
1 Executive Management
Assistant City Manager
1 Executive Management
Chief Information and Security Officer
1 Mid-Management
City Clerk/Public Information Officer
1 Mid-Management
Chief Human Resources Officer
1 Mid-Management
Central Services Manager
1 Mid-Management
Human Resources Analyst
1 Mid-Management
Mechanic - Equipment Service Writer
1 IBEW
Administrative Analyst II Mid-Management
Administrative Analyst I Mid-Management
Geographic Information System Technician
1 IBEW
Information Technology Engineering Specialist
2 IBEW
Fleet Mechanic
1 IBEW
Administrative Technician
1 IBEW
Building Maintenance Technician II IBEW
Building Maintenance Technician I IBEW
Housing
Housing Director
1 Executive Management
Administrative Analyst II Mid-Management
Administrative Analyst I Mid-Management
Finance
Finance Director
1 Executive Management
Finance Manager
1 Mid-Management
Business Services Manager
1 Mid-Management
Accountant
2 Mid-Management
Payroll Technician
1 IBEW
Senior Accounting Assistant
1 IBEW
Accounting Assistant II IBEW
Accounting Assistant I IBEW
Planning & Building
Community Development Director
1 Executive Management
Building Official
1 Mid-Management
Senior Planner
1 Mid-Management
Senior Building Inspector
1 IBEW
Building Inspector II IBEW
Building Inspector I
Development Services Technician II IBEW
Development Services Technician I IBEW
Administrative Technician
1 IBEW
Assistant Planner
1 IBEW
Community Services
Community Services Director
1 Executive Management
Parks and Open Space Superintendent
1 Mid-Management
Recreation Manager
1 Mid-Management
Project Manager
1 Mid-Management
Recreation Supervisor
3 Mid-Management
Park Maintenance Foreman
1 IBEW
Park Maintenance Worker II IBEW
Park Maintenance Worker I IBEW
Office Assistant II
1 IBEW
Recreation Coordinator II IBEW
Recreation Coordinator I IBEW
Facility Worker
1 IBEW
Office Assistant I
1 IBEW
Police
Police Chief
1 Executive Management
Police Lieutenant
1 Mid-Management 11131242
6.E.c
Packet Pg. 166 Attachment: Exhibit B: Authorized Positions (4657 : CORE Policing Team Staffing) Exhibit A - Authorized Positions
Police Sergeant 5 HPOA
Emergency Response Coordinator 1 Mid-Management
Lead Critical Intervention Specialist 1 Mid-Management
Police Dispatch Supervisor 1 HPOA
Police Officer 11 HPOA
Critical Intervention Specialist 1 Mid-Management
Police Records Supervisor 1 HPOA
Police Dispatcher II HPOA
Police Dispatcher I HPOA
Police Technician 1 HPOA
Fire
Fire Chief 1 Executive Management
Fire Marshal/Division Chief 1 Mid-Management
Fire Captain 3 IAFF
Fire Inspector 2 IAFF
Fire Engineer 3 IAFF
Fire Fighter 3 IAFF
Office Assistant II IBEW
Office Assistant I IBEW
Public Works
Public Works Director 1 Executive Management
Principal Civil Engineer 2 Mid-Management
Utility Maintenance Superintendent 1 Mid-Management
Senior Project Manager 1 Mid-Management
Senior Public Works Inspector 1 IBEW
Project Manager 1 Mid-Management
Public Works Inspector 1 IBEW
Utility Maintenance Foreman 2 IBEW
Engineering Technician 2 IBEW
Administrative Technician 1 IBEW
Public Works and Utilities Materials Technician 1 IBEW
Utility Worker II IBEW
Utility Worker I IBEW
Utilities
Utilities Director 1 Executive Management
Electric Operations Superintendent 1 Mid-Management
Utilities Engineering Manager 1 Mid-Management
Water and Wastewater Operations Superintendent 1 Mid-Management Electric Line Foreman 1 IBEW
Lineworker/Troubleshooter IBEW
Lineworker/Troubleshooter Apprentice IBEW
Senior Electric Engineering Technician 2 IBEW
Wastewater Operations Foreman 1 IBEW
Water Operations Foreman 1 IBEW
Industrial Electrician 1 IBEW
Instrumentation Technician 2 IBEW
Electric Meter Technician 1 IBEW
Electric Coordinator/Inspector 1 IBEW
Senior Laboratory Analyst 1 IBEW
Utility Operator 4 IBEW
Utility Conservation Analyst 1 IBEW
Utility Compliance and Safety Coordinator 1 Mid-Management Industrial Mechanic 2 IBEW
Electric Materials Technician 1 IBEW
Administrative Technician 1 IBEW
Total Full-time Employees 147
5 7
5 1
6.E.c
Packet Pg. 167 Attachment: Exhibit B: Authorized Positions (4657 : CORE Policing Team Staffing) Resolution No.
Exhibit C
Account Number Increase Amount Decrease Amount Description 101-5301-41201-00000 $ 8,722 Increase Police Department Salary & Benefits for New CORE Team Member 101-5301-41302-00000 $ 7,800 Increase Police Department Salary & Benefits for New CORE Team Member 101-5301-41307-00000 $ 34 Increase Police Department Salary & Benefits for New CORE Team Member 101-5301-41207-00000 $ 1,546 Increase Police Department Salary & Benefits for New CORE Team Member 101-5301-41209-00000 $ 480 Increase Police Department Salary & Benefits for New CORE Team Member 101-5301-41205-00000 $ 34,027 Increase Police Department Salary & Benefits for New CORE Team Member 101-5301-41215-00000 $ 222 Increase Police Department Salary & Benefits for New CORE Team Member 101-5301-41101-00000 $ 98,821 Increase Police Department Salary & Benefits for New CORE Team Member 101-5301-41229-00000 $ 1,500 Increase Police Department Salary & Benefits for New CORE Team Member 101-5301-44501-53001 $ 31,848 Increase Police Department Operational Expense for New CORE Team Member 622-5301-43225-00000 $ 90,000 Increase Vehicle Replacement Fund Expense to Purchase Vehicle for New CORE Team Member 101-5301-37701-00000 $ 185,000 Increase General Fund Revenue for Measure O Contribution to CORE Team 622-5301-37701-00000 $ 90,000 Increase Vehicle Replacement Fund Revenue for Measure O Contribution to CORE Team 101-5301-41201-00000 $ 3,003 Increase Police Department Salary & Benefits for Lead Critical Intervention Specialist 101-5301-41207-00000 $ 532 Increase Police Department Salary & Benefits for Lead Critical Intervention Specialist 101-5301-41101-00000 $ 36,707 Increase Police Department Salary & Benefits for Lead Critical Intervention Specialist 213-8080-42301-00000 $ 40,242 Increase Transfer out of Opioid Settlement Funds to General Fund for Lead Criticial Intervention Specialist 101-1000-39001-00000 $ 40,242 Increase Transfer out of Opioid Settlement Funds to General Fund for Lead Criticial Intervention Specialist Account Number Increase Amount Decrease Amount Description 101-5301-41201-00000 $ 9,446 Increase Police Department Salary & Benefits for New CORE Team Member 101-5301-41302-00000 $ 7,800 Increase Police Department Salary & Benefits for New CORE Team Member 101-5301-41307-00000 $ 34 Increase Police Department Salary & Benefits for New CORE Team Member 101-5301-41207-00000 $ 1,670 Increase Police Department Salary & Benefits for New CORE Team Member 101-5301-41209-00000 $ 480 Increase Police Department Salary & Benefits for New CORE Team Member 101-5301-41205-00000 $ 34,972 Increase Police Department Salary & Benefits for New CORE Team Member 101-5301-41215-00000 $ 222 Increase Police Department Salary & Benefits for New CORE Team Member 101-5301-41101-00000 $ 107,394 Increase Police Department Salary & Benefits for New CORE Team Member 101-5301-41229-00000 $ 1,500 Increase Police Department Salary & Benefits for New CORE Team Member 101-5301-44501-53001 $ 36,482 Increase Police Department Operational Expense for New CORE Team Member 101-5301-37701-00000 $ 200,000 Increase General Fund Revenue for Measure O Contribution to CORE Team 101-5301-41201-00000 $ 3,713 Increase Police Department Salary & Benefits for Lead Critical Intervention Specialist 101-5301-41207-00000 $ 657 Increase Police Department Salary & Benefits for Lead Critical Intervention Specialist 101-5301-41101-00000 $ 45,277 Increase Police Department Salary & Benefits for Lead Critical Intervention Specialist 213-8080-42301-00000 $ 49,646 Increase Transfer out of Opioid Settlement Funds to General Fund for Lead Criticial Intervention Specialist 101-1000-39001-00000 $ 49,646 Increase Transfer out of Opioid Settlement Funds to General Fund for Lead Criticial Intervention Specialist FY 24-25 Budget Amendment
FY 25-26 Budget Amendment
6.E.d
Packet Pg. 168 Attachment: Exhibit C - Budget Amendment (4657 : CORE Policing Team Staffing)
CITY OF HEALDSBURG
CITY COUNCIL AGENDA STAFF REPORT
MEETING DATE: November 18, 2024
SUBJECT: Foley Family Community Pavilion Environmental Engineering Services Contract Amendment
PREPARED BY: Tom Campbell, Project Manager
STRATEGIC INITIATIVE(S):
Maintain and Improve Infrastructure and Facilities
Provide Resident-Driven Community Services
RECOMMENDED ACTION(S):
Adopt a Resolution approving an amendment to the Professional Services Agreement with EBA Engineering for environmental engineering services for the Foley Family Community Pavilion project, authorizing the City Manager to execute the amendment and increasing the not to exceed amount to $74,480
COMMUNITY ENGAGEMENT/OUTREACH:
The Foley Family Community Pavilion (“the Pavilion”) project reflects over a decade of community engagement and outreach efforts, including public open houses and public information meetings with the community at-large, design workshops with focus groups such as special event organizers, Healdsburg Chamber of Commerce, and representatives of the Healdsburg Farmers’ Market, and numerous Parks and Recreation Commission, Planning Commission, and City Council meetings and work sessions.
BACKGROUND:
Construction of the Pavilion commenced in March 2024. The project is on schedule, and the general contractor anticipates that construction will be completed in early July 2024.
EBA Engineering provided environmental engineering services throughout the project’s design phase, including the development of a Soil and Groundwater Management Plan (SGWP) as required by the Northcoast Regional Water Quality Control Board (NRWQCB). The SGWP sets forth best management practices regarding the proper handling, disposal, and/or reuse of in-place soil that is excavated during construction activities. Due to known environmental conditions at the project site, the SGWP specifies that field screening of on-site soils shall be performed during the disturbance and/or excavation of in-place soil.
6.F
Packet Pg. 169
EBA Engineering anticipated minimal field screening work with the understanding that all soils would be re-used onsite as anticipated by the project’s architects and structural engineers. The City Manager approved a contract for these services in January 2024 in the amount of $8,725.
Subsequently, the general contractor informed the team that approximately 2,000 cubic yards of soil would need to be off hauled during construction to balance the earthwork on site. This resulted in the need for additional environmental engineering services from EBA due to more stringent screening requirements for off-hauled soil, and the City Manager approved two amendments to EBA’s contract in September and October 2024 that increased the contract’s notto-exceed amount to $49,480.
EBA’s field screening work revealed approximately ten yards of potentially contaminated soil to the west of the existing building. The general contractor segregated and stockpiled the soil, and EBA completed soil tests in collaboration with the NRWQCB. Analytical results indicated the presence of a high concentration of lead, which requires that the soil be off hauled to an appropriate landfill facility.
DISCUSSION/ANALYSIS:
To ensure that EBA can continue to provide necessary environmental engineering services and off-haul the contaminated soil without delaying the construction progress, staff propose increasing the not-to-exceed amount for EBA’s contract by $25,000.
Staff requests that Council approve an amendment to the professional services contract, increasing the total contract not to exceed amount to $74,480, and authorize the City Manager to execute the amendment on behalf of the City.
ALTERNATIVES:
The City Council may choose not to approve the amendment as proposed. This would result in significant construction delays for the Pavilion, and staff would request further direction from Council.
FISCAL IMPACT:
The Pavilion at 3 North Street Project CS004 has a total project budget of $10,511,484. When the Council awarded the Construction contract of $7,394,000, Council authorized the City Manager to execute contract change orders up to a contingency of 12% or $887,280. At this time, approved and anticipated construction contract change orders total $312,449, leaving $574,831 remaining in the project budget. The initial contract with EBA Engineering was $8,725, with previously approved amendments totaling $40,755. The proposed contract amendment increases the not to exceed amount by another $25,000 for a total proposed use of $65,755 in contingency funds that would not be available to support future construction contract change orders. The total contract with EBA Engineering is proposed not to exceed $74,480 and staff believe there will be sufficient construction contract contingency remaining to complete the project.
6.F
Packet Pg. 170
ENVIRONMENTAL ANALYSIS:
The City Council adopted the Mitigated Negative Declaration and the Mitigation Monitoring and Reporting Plan for the Foley Family Community Pavilion project (“Project”) on April 17, 2023.
Those documents analyzed all environmental impacts of the Project. The recommended actions herein – authorizing the City Manager to enter into contracts to effectuate the construction of the project – do not create any impacts in addition to those that were analyzed in the documents adopted on April 17, 2023. Because none of the conditions requiring subsequent or supplemental environmental review identified in CEQA Guidelines Section 15162 have occurred, no further action is required to comply with CEQA.
ATTACHMENT(S):
Resolution
EBA Proposal
6.F
Packet Pg. 171
CITY OF HEALDSBURG
RESOLUTION NO. -2024
ADOPT A RESOLUTION APPROVING AN AMENDMENT TO
THE PROFESSIONAL SERVICES AGREEMENT WITH EBA
ENGINEERING FOR ENVIRONMENTAL ENGINEERING
SERVICES FOR THE FOLEY FAMILY COMMUNITY
PAVILION PROJECT, AUTHORIZING THE CITY MANAGER
TO EXECUTE THE AMENDMENT AND INCREASING THE
NOT TO EXCEED AMOUNT TO $74,480.
WHEREAS, EBA Engineering provided environmental engineering services throughout the design phase for the Foley Family Community Pavilion (“the Pavilion); and WHEREAS, the Soil and Groundwater Management Plan required by the Northcoast Regional Water Quality Control Board specifies that due to known environmental conditions at the project site, field screening of on-site soils shall be performed during the disturbance and/or excavation of in-place soil; and
WHEREAS, in January 2024, the City Manager approved a professional services agreement with EBA Engineering for the required field screening work in a total not-to-exceed amount of $8,725; and
WHEREAS, construction of the Pavilion commenced in March 2024; and WHEREAS, additional field screening work was required due to the necessary off-haul of 2,000 cubic yards of soil from the project site; and
WHEREAS, in September and October 2024, the City Manager approved two contract amendments that increased the not-to-exceed amount for EBA’s contract to a total of $49,480; and WHEREAS, the field screening work identified ten yards of soil with high lead concentrations that must be off-hauls to an appropriate landfill facility; and WHEREAS, to ensure that the necessary field screening work can continue with no disruption in construction progress, staff request and recommend Council approve an amendment increasing the not-to-exceed amount by $25,000 to $74,480; and WHEREAS, staff are also recommending Council authorize the City Manager to execute the amendment on behalf of the City; and
WHEREAS, The City Council adopted the Mitigated Negative Declaration and the Mitigation Monitoring and Reporting Plan for the Foley Family Community Pavilion project (“Project”) on April 17, 2023. Those documents analyzed all environmental impacts of the Project.
The recommended actions herein – authorizing the City Manager to enter into contracts to
6.F.a
Packet Pg. 172 Attachment: Resolution (4668 : Foley Pavilion EBA Engineering Contract Amendment) Resolution No. -2024
effectuate the construction of the project – do not create any impacts in addition to those that were analyzed in the documents adopted on April 17, 2023. Because none of the conditions requiring subsequent or supplemental environmental review identified in CEQA Guidelines Section 15162 have occurred, no further action is required to comply with CEQA.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Healdsburg hereby:
1. Approves an amendment to the professional services contract with EBA Engineering, increasing the not-to-exceed amount by $25,000 to $74,480.
2. Authorizes the City Manager to execute the amendment with EBA Engineering on behalf of the City.
3. Finds the City Council adopted the Mitigated Negative Declaration and the Mitigation Monitoring and Reporting Plan for the Foley Family Community Pavilion project (“Project”) on April 17, 2023. Those documents analyzed all environmental impacts of the Project. The recommended actions herein – authorizing the City Manager to enter into contracts to effectuate the construction of the project – do not create any impacts in addition to those that were analyzed in the documents adopted on April 17, 2023. Because none of the conditions requiring subsequent or supplemental environmental review identified in CEQA Guidelines Section 15162 have occurred, no further action is required to comply with CEQA.
PASSED, APPROVED, AND ADOPTED by the City Council of the City of Healdsburg this 18th day of November, 2024, by the following vote:
AYES: Councilmembers: ( )
NOES: Councilmembers: ( )
ABSENT: Councilmembers: ( )
ABSTAINING: Councilmembers: ( )
SO ORDERED: ATTEST:
___________________________________ ____________________________________ David Hagele, Mayor Raina Allan, City Clerk
6.F.a
Packet Pg. 173 Attachment: Resolution (4668 : Foley Pavilion EBA Engineering Contract Amendment) 825 Sonoma Avenue, Suite C Santa Rosa, California 95404 (707)544-0784 FAX (707)544-0866 www.ebagroup.com
November 4, 2024
Mr. Mark Themig
Community Services Director
City of Healdsburg, Community Services Department
1557 Healdsburg Avenue
Healdsburg, California 95448
[email protected]
SUBJECT: CONTRACT AMENDMENT COST ESTIMATE PROPOSAL
FOLEY FAMILY PAVILION PROJECT
3 NORTH STREET
HEALDSBURG, CALIFORNIA
EBA PROJECT No. 21-3068
Dear Mr. Themig:
EBA Engineering (EBA) has prepared this Contract Amendment Cost Estimate Proposal for additional environmental field screening of disturbed soils excavated during construction of the Foley Family Pavilion project located at 3, 6, and 9 North Street in Healdsburg, California, hereinafter referred to as the project site. From discussions with Wright Construction on November 4, 2024, EBA understands that approximately three to four weeks of additional field screening will now be required. The work described herein will be performed on a time and materials basis and conducted in accordance with the February 2023 Soil and Groundwater Management Plan (SGMP). The scope of work, estimated costs, and assumptions/limitations are described below.
SCOPE OF WORK
The scope of work will be performed in accordance with EBA’s current professional service agreement for field screening.
COST ESTIMATE
The time required to complete the field screening is contingent upon the selected contractor’s schedule. All work described herein will be billed on a time-and-materials basis in accordance with EBA’s Standard Schedule of Rates and Fees (attached). From discussions with Wright Construction on November 4, 2024, EBA understands that approximately three to four weeks of additional field screening will be required. As such, the requested contract amendment amount is $25,000.00.
EBA understands that all work performed for this project is subject to prevailing wages which includes a requirement to comply with Assembly Bill 1768 which amended and expanded the definition of “construction” for which prevailing wages must be paid to include “work performed during the design, site assessment, feasibility study, and other pre-construction phases of construction…regardless of whether any further construction work is conducted…”. As such, professional services rates for all work described herein assume prevailing wages are required.
EBA assumes that a Department of Industrial Relations (DIR) number will be provided.
6.F.b
Packet Pg. 174 Attachment: EBA Proposal (4668 : Foley Pavilion EBA Engineering Contract Amendment)
2 ASSUMPTIONS
For the purposes of developing the scope of work and the cost estimate, the following assumptions were made:
• There is free and open access to the project site.
• No night or weekend work.
• EBA understands that all work performed for this project is subject to prevailing wages which includes a requirement to comply with Assembly Bill 1768 which amended and expanded the definition of “construction” for which prevailing wages must be paid to include “work performed during the design, site assessment, feasibility study, and other pre-construction phases of construction…regardless of whether any further construction work is conducted…”. EBA assumes that a Department of Industrial Relations (DIR) number will be provided.
• PID monitoring performed by EBA does not include ambient air monitoring for the purpose of determining worker safety and PPE requirements which will be the responsibility of the selected contractor.
• At least two days prior notice will be provided for construction activities which generate soil and/or groundwater and require implementation of field screening activities. • Project documentation will consist of a daily field log. • The costs presented herein do not include analytical testing.
CLOSING
Should you have any questions or comments regarding this cost estimate, please contact EBA at (707) 544-0784. EBA will implement this Scope of Work immediately upon the Client’s approval.
Sincerely,
EBA ENGINEERING
Max Kruzic, P.G., C.Hg., QSD David Noren, Vice President Senior Geologist Environmental Services
Attached: Schedule of Rates and Fees
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Packet Pg. 175 Attachment: EBA Proposal (4668 : Foley Pavilion EBA Engineering Contract Amendment)
STANDARD SCHEDULE OF FEES AND RATES
Principal Geologist/Principal Engineer ........................................... $230.00 - $250.00 per hour Project Manager............................................................................. $160.00 - $210.00 per hour Senior Geologist/Senior Engineer .................................................. $150.00 - $210.00 per hour Senior Project Geologist/Senior Project Engineer .......................... $140.00 - $200.00 per hour Project Geologist/Project Engineer................................................. $135.00 - $190.00 per hour Staff Geologist/Staff Engineer........................................................ $100.00 - $140.00 per hour Survey: 3 Man Crew....................................................................... $380.00 per hour Survey: 2 Man Crew....................................................................... $300.00 per hour Survey Travel: 2 Man Crew............................................................ $200.00 per hour Survey: 1 Man Crew....................................................................... $190.00 per hour Surveyor .............................................................. $175.00 - $190.00 per hour Survey Technician ......................................................................... $90.00 - $135.00 per hour Senior Environmental Scientist/Specialist ...................................... $130.00 - $175.00 per hour Environmental Scientist/Specialist.................................................. $85.00 - $135.00 per hour Design Draftsperson ...................................................................... $115.00 - $135.00 per hour Drafting Technician ........................................................................ $95.00 - $115.00 per hour Clerical........................................................................................... $65.00 per hour Administrative ................................................................................ $70.00 per hour Systems Manager.......................................................................... $90.00 per hour Depositions or court proceedings................................................... 200% of usual rates Subconsultants .............................................................................. Cost plus 15% Prints and materials ....................................................................... Cost plus 15% Miscellaneous expenses ................................................................ Cost plus 15% Prevailing wage rates may be adjusted based on DIR wage determinations.
Effective January 2024 Through January 2025
6.F.b
Packet Pg. 176 Attachment: EBA Proposal (4668 : Foley Pavilion EBA Engineering Contract Amendment)
CITY OF HEALDSBURG
CITY COUNCIL AGENDA STAFF REPORT
MEETING DATE: November 18, 2024
SUBJECT: Fiscal Year 2024-25 First Quarter Budget Review as of September 30, 2024
PREPARED BY: Katie Edgar, Finance Director
STRATEGIC INITIATIVE(S):
Provide Effective Governance
RECOMMENDED ACTION(S):
1. Receive a presentation on the FY 2024-25 City financials through September 30, 2024; and
2. Adopt a Resolution approving a budget amendment for the FY 2024-25.
COMMUNITY ENGAGEMENT/OUTREACH:
Not Applicable.
BACKGROUND:
The purpose of this report is to provide an overview of the first quarter financials for Fiscal Year 2024-2025. The first quarter includes the months of July, August, and September. City staff are proposing several amendments to the adopted budget to appropriate unanticipated grant revenues and associated expenditures. Staff will return in February 2025 to provide a mid-year fiscal update on activity through December.
DISCUSSION/ANALYSIS:
The scope of this report is limited to the General Fund, Community Services Fund, Measure T Fund, Water Fund, Wastewater Fund, and Electric Fund.
First quarter General Fund revenues equaled $2,497,521 or 13% of the adopted budget totaling $18,643,607. The City receives revenue disbursements at various intervals based on the source of revenue. Of note, the total General Fund revenues presented do not include any Property Taxes and Vehicle License Fees which will be disbursed in December. The September disbursement of Sales Tax revenue is also not included as it will be disbursed in late November. These three revenue sources account for approximately 60% of all general fund revenues and as a result the
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total percentage of revenue received in the first quarter skewed low.
The following notable sources of revenue were received during the first quarter:
Transfer Tax: The City received $55,775 in transfer tax revenue in the first quarter, 28% of the total fiscal year budget of $200,000. The total number of property transfers has increased from the previous year and first quarter revenues reflect the anticipated sales associated with the new Mill District development. Staff anticipate these property sales to continue through the next quarter.
Sales Tax: The City received $898,386 in sales tax revenue for July and August, 15% of the total fiscal year budget. The September disbursement will be distributed in late November and current projections anticipated revenues slightly under the adopted budget. No adjustments are proposed at this time although staff will be watching closely through the second quarter.
Business License Taxes: The City received $153,116 in revenue to a total budget of $265,000.
Annual business license renewals began in the online system in June with the renewal period extended through August to facilitate the first year of renewals in the new system. City staff continue to follow up on delinquent renewals and new businesses will continue to register throughout the year.
Franchise Fees: The City received $158,776 in franchise fees in the first quarter, 18% of the total fiscal year budget of $901,762. The first quarter revenues did not include the PG&E revenue that is received annually in April or the first quarterly disbursement from Comcast.
When accounting for the timing of distributions, franchise fees appear to be in alignment with current projections.
Transient Occupancy Tax (TOT): The City received $444,917 in total TOT revenue during the first quarter, 32% of the total fiscal year budget of $1,379,071. Revenues for the first quarter are higher than the prior fiscal year and seasonal trends indicate that revenues are slightly ahead of budget projections for this time of year. Given the volatility of TOT revenue and the significant contribution of September to exceeding first quarter revenue projections, staff are not recommending any budget increases at this time. However, the budget will be reevaluated at the end of the second quarter
½ Cent Sales Tax PSAF – The City received $47,006 in Public Safety Augmentation Fund revenue from the County, 25% of the total fiscal year budget.
Development Fees: The City received $324,533 in development related activity fees, accounting for 26% of the total budget. Development fees are largely collected at the time of building permit issuance which can vary throughout the year dependent upon development timelines.
Charges for Services: The City received $203,513 in charges for miscellaneous discretionary services, 23% of the total $890,357 budget.
Intergovernmental Revenues: The City received $65,572 in state and federal grant revenues in the first quarter, 19% of the adopted budget of $347,500. The Fire Department continues to implement wildfire mitigation and the remaining $237,239 of Coastal Conservancy grant funding supporting this effort is proposed to be re-budgeted.
First quarter expenses for the General Fund are summarized in the following table:
Department Activity Through
September 30, 2024
Total Budget % Expended
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City Council $63,716 $252,947 25%
Legal Services $61,202 $450,000 14%
City Manager's Office $542,562 $2,444,150 22%
Finance $506,122 $2,331,678 22%
Planning $514,639 $2,209,167 23%
Police $2,116,061 $8,611,372 25%
Fire $1,346,859 $5,259,811 26%
Public Works $2,016 $44,799 5%
Non-Departmental $(854,401) $(2,322,577) 37%
TOTAL $4,298,777 $19,281,347 22%
*Non-departmental expenses include scheduled transfers between the General Fund and other funds.
Overall, General Fund expenditures by department are trending in line with expectations. The aggregate total of first quarter expenditures is skewed due to the Non-Departmental activity, but when adjusted, expenditures are at about 24% of the adopted budget. The first quarter activity in the Non-Departmental category represents the proportion of General Fund City costs allocated to other funds in accordance with the cost allocation plan. Staff are proposing to increase the Fire Department expenditures by $237,239 offset by the revenue increase for the remaining Coastal Conservancy grant funds.
Community Services Fund Revenue and Expenses:
Community Services Revenue for the first quarter totaled $2,436,152, 30% of the total $8,006,228 budget. Revenue performance is largely driven by $2,224,583 in TOT revenue during the first quarter, representing 32% of the adopted budget for the fiscal year. Due to seasonality in the hospitality industry the City typically receives about 30% of its total TOT revenue during the first quarter of the year. The month of September outperformed projections driving up first quarter revenue, however staff are not proposing any adjustment to the budget at this time. The remaining program revenue for Community Services totaled $211,570, representing 19% of the adopted budget. This amount does not include reimbursement from the State of California for the ASES after-school program expenses incurred in the first quarter.
Community Services Fund expenses totaled $2,355,131 in the first quarter, representing 25% of the total fiscal year budget. First quarter expenses by program are as follows:
Expense Activity Through
September 30, 2024
Total Budget % Expended
General Administration $1,295,578 $4,525,275 29%
Recreation Programs $128,445 $377,520 34%
ASES After School Program $93,710 $301,750 31%
Community Center $90,654 $231,656 39%
Senior Services $85,621 $267,194 32%
Parks and Trails $244,033 $695,770 35%
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Open Space $2,918 $60,500 5%
School Facility Maintenance $12,345 $49,500 25%
Swim Center $81,849 $136,200 60%
Arts and Culture $ - $77,000 0%
Contracted Facility Operations $43,407 $82,384 53%
Special Events $52,298 $232,000 23%
Non-Departmental $224,274 $2,291,034 10%
TOTAL $2,355,131 $9,327,783 25%
The first quarter net position for the Community Services Fund is positive $81,022.
Measure T Fund Revenue and Expenses:
Measure T revenue for July and August totaled $466,600, 17% of the adopted budget of $2,808,000. The September disbursement of Measure T revenue is anticipated in late November and is expected to trend in line with the current budget. Measure T revenue was allocated by City Council during the biennial budget process and major projects being funded this year include the Fire Substation, Healdsburg Ave Complete Streets, and Grove Street Neighborhood Plan Implementation. An update on Measure T expenses will be provided during the mid-year financial update.
Water Fund Revenue and Expenses:
Total revenue for the Water Fund was $2,716,919, 39% of the total $6,991,370 budget for the year. The first quarter revenues reflect the updated utility rates and are trending ahead of the adopted budget. This is driven by water consumption in the first quarter being 17% higher than the previous year. However, due to seasonality water consumption is typically the highest in the first quarter, with significantly less water use anticipated in the third and fourth quarters.
Accordingly, staff are not proposing any budget adjustments at this time and will continue monitoring water consumption and revenue. Expenses at the close of the first quarter totaled $1,889,689, 24% of the total $7,717,070 budget for the year.
Wastewater Fund Revenue and Expenses:
Total revenue for the Wastewater Fund was $2,316,840 in the first quarter, 25% of the $9,102,785 budget. Revenues reflect the updated utility rates and are trending in alignment with the adopted budget. Expenses for the first quarter totaled $1,769,404, 21% of the total $8,564,132 budget.
Electric Fund Revenue and Expenses:
Total first quarter revenue for the Electric Fund was $5,276,094, 32% of the total $16,394,530 budget. Utility rate revenues for the first quarter are trending in alignment with the adopted budget. In December 2023, the Council authorized the sale of renewable energy credits, but due to uncertainties in the amount and timing of sales these revenues were not included in the adopted budget. The City received approximately $461,000 in revenue from these sales in the first quarter and will continue monitoring these revenues as additional credits are sold. Staff will return to the council at a later date to recommend appropriation of these funds. Expenses totaled $4,335,163, 24% of the total $18,081,837 budget.
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ENVIRONMENTAL STEWARDSHIP:
Not applicable.
ALTERNATIVES:
The City Council could choose not to approve the proposed budget amendments. If this action is taken staff requests additional direction.
FISCAL IMPACT:
The general fund is currently projected to exceed the reserve requirement due to prior year revenues exceeding the estimates to close. In addition to appropriating the coastal conservancy grant revenue and expenses, staff are proposing to allocate a one-time contribution of $305,000 to the Vehicle Replacement Fund to support the authorized purchase of the new Type 1 Fire truck and $100,000 in the City Manager and Legal Departments to support the districting process. The proposed adjustments reduce the net position in the general fund for Fiscal Year 2024-25 by $405,000 and result in an unallocated fund balance that exceeds the reserve requirement by approximately 4%. The revenue and expenditure adjustments proposed in the electric capital fund are associated with developer funded infrastructure upgrades and have no impact on the net position of the electric fund. The final revenue and expenditure adjustments proposed in the water operating fund are associated with a grant received from FEMA for the creation of defensible space and has no impact on the net position for Fiscal Year 2024-25 in the fund.
ENVIRONMENTAL ANALYSIS:
Receiving a fiscal update from City staff is an administrative activity, which is not considered a 'project' as defined by the California Environmental Quality Act (“CEQA”) (CEQA Guidelines§15378). Consequently, no CEQA action is required.
ATTACHMENT(S):
Resolution
Exhibit A Budget Amendments
Attachment A - General Fund Revenue and Expenses
Attachment B - Community Services Fund Revenue and Expenses
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CITY OF HEALDSBURG
RESOLUTION NO. ___-2024
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
HEALDSBURG AMENDING THE FISCAL YEAR 2024-25
BUDGET
WHEREAS, on June 3, 2024, the City Council adopted the 2024-26 biennial budget; and WHEREAS, the Fire department was awarded a grant from the State Coastal Conservancy for wildfire fuels mitigation; and
WHEREAS, there are remaining grant funds to continue with wildfire fuels mitigation through Fiscal Year 2024-25; and
WHEREAS, the recent purchase of a new Type 1 Fire truck required multiple years of Vehicle Replacement Fund contributions to fund; and
WHEREAS, City staff anticipate legal and contracted services costs to transition to district elections; and
WHEREAS, City staff have pursued and received a Hazard Mitigation Grant from FEMA to create defensible space around essential water infrastructure; and WHEREAS, the Electric department completes various infrastructure upgrades that are completely funded by Developers.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Healdsburg does hereby approve amending the fiscal year 2024-25 budget as depicted on the attached Exhibit A.
PASSED, APPROVED, AND ADOPTED by the City Council of the City of Healdsburg this 18th day of November 2024 by the following vote:
AYES: Councilmembers:
NOES: Councilmembers:
ABSENT: Councilmembers:
ABSTAINING: Councilmembers:
SO ORDERED: ATTEST:
_________________________________ ___________________________________ David Hagele, Mayor Raina Allan, City Clerk
8.A.a
Packet Pg. 182 Attachment: Resolution (4598 : FY 24-25 Q1 Financial Update) Resolution No.
Exhibit A
Account Number Increase Amount Decrease Amount Description 101-5501-43205-55000 $ 237,239 Increase Fire Department Contracted Services - Coastal Conservancy 101-1000-34103-00000 $ 237,239 Increase State Grants - Coastal Conservancy 101-5501-42408-00000 $ 305,000 Increase Fire Department Vehicle Repalcement Fee to Support New Fire Truck 101-1501-43207-00000 $ 30,000 Increase Legal Expenses for Redistricting 101-2001-43205-00000 $ 70,000 Increase City Manager Contracted Services for Redistricting Account Number Increase Amount Decrease Amount Description 542-7501-45000-ER011 $ 10,563 Increase Project Budget - ER011 - Wayfarer Vineyards 542-7501-45000-ER012 $ 11,230 Increase Project Budget - ER012 - Mill Street 542-1000-37701-00000 $ 21,793 Increase Other Revenues to Reflect Developer Contributions Account Number Increase Amount Decrease Amount Description 622-1000-35120-00000 $ 305,000 Increase Fire Department Vehicle Repalcement Fee to Support New Fire Truck Account Number Increase Amount Decrease Amount Description 520-6367-43205-00000 $ 151,489 Increase Water Contracted Services Expense - FEMA Defensible Space Creation 520-1000-34062-00000 $ 151,489 Increase Federal Grant Revenue - FEMA Defensible Space Creation
WATER OPERATING FUND
FY 24-25 BUDGET AMENDMENTS
ELECTRIC CAPITAL FUND
VEHICLE REPLACEMENT FUND
GENERAL FUND
8.A.b
Packet Pg. 183 Attachment: Exhibit A Budget Amendments (4598 : FY 24-25 Q1 Financial Update) Attachment A: General Fund Revenue and Expenses
As of September 30, 2024
Revenue
Activity Through
September 30,
2024
Total Budget Amount
Remaining % Received
Property Tax $ - $ 3,210,270 $ 3,210,270 0%
Property Transfer Tax $ 55,775 $ 200,000 $ 144,225 28%
Vehicle License Fee Swap $ - $ 2,057,122 $ 2,057,122 0% Sales Tax $ 898,386 $ 5,837,949 $ 4,939,563 15%
Business License Tax $ 153,116 $ 265,000 $ 111,884 58%
Franchise Fees $ 158,776 $ 901,762 $ 742,987 18%
TOT $ 444,917 $ 1,379,071 $ 934,154 32%
Sales Tax - PSAF $ 47,006 $ 191,230 $ 144,224 25%
Development Fees and Permits $ 324,533 $ 1,226,538 $ 902,005 26% Intergovernmental Revenue $ 65,572 $ 347,500 $ 281,928 19% Charges for Services $ 203,513 $ 890,357 $ 686,844 23%
Unrestricted Interest $ 32,980 $ 205,111 $ 172,131 16%
Restricted Interest $ 88,806 $ 91,287 $ 2,481 97%
Rent Received $ 8,467 $ 245,117 $ 236,650 3%
Misc Fees and Charges $ 6,882 $ 244,267 $ 237,385 3%
Fines and Collections $ 8,794 $ 47,000 $ 38,206 19%
Transfers In $ - $ 1,304,026 $ 1,304,026 0%
TOTAL $ 2,497,521 $ 18,643,607 $ 16,146,086 13%
Expense By Department
Activity Through
September 30,
2024
Total Budget Amount
Remaining % Expended
City Council $ 63,716 $ 252,947 $ 189,231 25%
Legal Services $ 61,202 $ 450,000 $ 388,798 14%
City Manager's Office $ 542,562 $ 2,444,150 $ 1,901,588 22% Finance $ 506,122 $ 2,331,678 $ 1,825,556 22%
Planning $ 514,639 $ 2,209,167 $ 1,694,528 23%
Police $ 2,116,061 $ 8,611,372 $ 6,495,311 25%
Fire $ 1,346,859 $ 5,259,811 $ 3,912,952 26%
Public Works $ 2,016 $ 44,799 $ 42,783 5%
Non Departmental $ (854,401) $ (2,322,577) $ (1,468,176) 37% TOTAL $ 4,298,777 $ 19,281,347 $ 14,982,571 22%
Summary
Activity Through
September 30,
2024
Total Budget Amount
Remaining Revised Budget
Total Revenue $ 2,497,521 $ 18,643,607 $ 16,146,086 $ 18,643,607 Total Expenses $ 4,298,777 $ 19,281,347 $ 14,982,571 $ 20,302,940 Difference $ (1,801,255) $ (637,740) $ 1,163,515 $ (1,659,333)
8.A.c
Packet Pg. 184 Attachment: Attachment A - General Fund Revenue and Expenses (4598 : FY 24-25 Q1 Financial Update) Attachment B: Community Services Fund Revenue and Expenses As of September 30, 2024
Revenue
Activity Through
September 30,
2024
Total Budget Amount
Remaining % Received
Transient Occupancy Tax $ 2,224,583 $ 6,895,353 $ 4,670,770 32% Other Revenue $ 1,866 $ - $ (1,866) N/A
St Grants $ - $ 220,000 $ 220,000 0%
Fees & Charges $ - $ 2,500 $ 2,500 0%
Admission and Passes $ 12,549 $ 28,000 $ 15,451 45%
Program Revenue $ 48,244 $ 275,000 $ 226,756 18%
Contracted Program Revenue $ 9,644 $ 100,000 $ 90,356 10% Special Events $ 10,076 $ 75,000 $ 64,924 13%
Event Permits $ 1,413 $ 20,000 $ 18,587 7%
Advertising $ 30 $ - $ (30) N/A
Program Sponsorships $ 650 $ 48,500 $ 47,850 1%
Reimbursement for Services $ 12,282 $ 49,500 $ 37,218 25% Field Rental $ - $ 5,500 $ 5,500 0%
Facility Rental $ 5,162 $ 31,175 $ 26,013 17%
Facility Long term Lease $ 8,025 $ 33,425 $ 25,400 24%
Interest Income $ 67,587 $ 217,775 $ 150,188 31%
Contributions & Donations $ 34,043 $ 4,500 $ (29,543) 757% TOTAL $ 2,436,152 $ 8,006,228 $ 5,570,076 30%
Expense By Program
Activity Through
September 30,
2024
Total Budget Amount
Remaining % Expended
General Administration $ 1,295,578 $ 4,525,275 $ 3,229,697 29% Recreation Programs $ 128,445 $ 377,520 $ 249,075 34%
ASES After School Program $ 93,710 $ 301,750 $ 208,040 31% Community Center $ 90,654 $ 231,656 $ 141,002 39%
Senior Services $ 85,621 $ 267,194 $ 181,573 32%
Parks and Trails $ 244,033 $ 695,770 $ 451,737 35%
Open Space $ 2,918 $ 60,500 $ 57,582 5%
School Facility Maintenance $ 12,345 $ 49,500 $ 37,155 25% Swim Center $ 81,849 $ 136,200 $ 54,351 60%
Arts and Culture $ - $ 77,000 $ 77,000 0%
Contracted Facility Operations $ 43,407 $ 82,384 $ 38,977 53% Special Events $ 52,298 $ 232,000 $ 179,702 23%
Non Departmental $ 224,274 $ 2,291,034 $ 2,066,760 10%
TOTAL $ 2,355,131 $ 9,327,783 $ 6,972,652 25%
Summary
Activity Through
September 30,
2024
Total Budget Amount
Remaining
Total Revenue $ 2,436,152 $ 8,006,228 $ 5,570,076
Total Expenses $ 2,355,131 $ 9,327,783 $ 6,972,652
Difference $ 81,022 $ (1,321,555) $ (1,402,577)
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Packet Pg. 185 Attachment: Attachment B - Community Services Fund Revenue and Expenses (4598 : FY 24-25 Q1 Financial Update)
CITY OF HEALDSBURG
CITY COUNCIL AGENDA STAFF REPORT
MEETING DATE: November 18, 2024
SUBJECT: 2025 Master Calendar of Events and Requests for City Partnership PREPARED BY: Matt Milde, Recreation Supervisor
STRATEGIC INITIATIVE(S):
Provide Resident-Driven Community Services
RECOMMENDED ACTION(S):
Approve the 2025 Master Calendar of Events, incorporating the following new "Sponsor" events:
• Vamos’ eight Vamos al Tianguis de Healdsburg evening markets; • Oaxaca Tierra del Sol’s Guelaguetza Sonoma County event; • Corazón Healdsburg for Pachanga & Art event; and
• True West Film Center’s two additional Movies Under the Stars movie night events.
COMMUNITY ENGAGEMENT/OUTREACH:
The Community Services Department shared information regarding the ability to submit a request for City partnership for the 2025 calendar year on social media. Additionally, the Community Services Department provided written notification to all organizations who received a special event permit in the 2023 and 2024 calendar years.
Special event organizers are required to notify neighboring properties in advance of their scheduled event. This communication serves to inform adjacent residents and business owners of any potential effects arising from a permitted event such as road closure and amplified sound.
BACKGROUND:
Special events are an important part of the Healdsburg community. City and City co-sponsored events provide an opportunity to come together, celebrate, enjoy, be entertained, and learn. In 2024, the City is expected to host 357 event days with an estimated attendance of over 150,000.
On December 4, 2023, the City Council adopted Resolution No. 150-2023, which outlines a Policy for Special Events and City Partnerships (Attachment C). As part of the updated policy, the City created a comprehensive and centralized schedule known as the Master Calendar of
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Events. This calendar serves as a single source for all special events for the upcoming year making it easier to avoid scheduling conflicts, allocate resources effectively, confirm special events under City partnerships, ensure smooth coordination among stakeholders, and inform the community about planned events for the upcoming year.
On January 16, 2024, City Council adopted Ordinance No. 1235 to amend Section 12.24 of the Healdsburg Municipal Code (Attachment D), to correct discrepancies between the Special Event Policy and the City's Municipal Code. Section 12.24 of the Healdsburg Municipal Code serves as a guide for obtaining permits and utilizing City parks, recreation facilities, or public right-of-way for special events.
This staff reports presents recommendations to the Master Calendar of Events for 2025.
DISCUSSION/ANALYSIS:
The Healdsburg Policy for Special Events and City Partnerships provides guidelines governing the planning, evaluation, and coordination of special events conducted on City property. An objective of the policy is to provide a comprehensive list of events planned for the upcoming year for City Council review and conditional approval, and to assist staff in assessing and determining approvals or denials for such events. As outlined in the document, special event organizers that require City support through fee waivers, in-kind equipment or services, and donated staff time can apply for a City partnership for their event. City partnered events have different levels of City involvement and are classified into three categories as follows:
• City of Healdsburg Events – City produced and managed events, such as St. Patrick's Day Parade, Tuesdays in the Plaza, Merry Healdsburg, etc.
• Partnership Events – Events that receive City support through fee waivers, in-kind equipment or services, and donated staff time. Partnership events have different levels of City involvement and are classified into three subcategories:
o Sponsor: These events are limited to those with minimal equipment needs, primarily requiring only confirmation for use of City property (i.e., Howl-O-Ween Pet Parade and Movies Under the Stars). They require minimal pre-event coordination, little to no on-site staffing, and receive only minor marketing support from the City. o Collaborator: The City takes a more hands-on approach with these events, providing equipment, road closures, Recology waste services, day-of staffing, and facility support (i.e., Juneteenth Celebration, Fourth of July Celebration & Duck Dash, Healdsburg Arts Festival, etc.). Organizers receive moderate pre-event coordination, including scheduling, logistics, and pre-event meetings. The City also offers a moderate level of marketing support.
o Co-Organizer: City staff are actively involved in planning meetings, contribute to event programming and logistics decisions, and provide a high level of coordination throughout the planning process (i.e., Día de Muertos). The City supports event promotion through standard departmental marketing channels, and City staff also participate in post-event debriefings.
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• External Events - Events not managed or partnered by the City, but event organizers receive a permit from the City for the event to occur in public spaces (i.e., Wine and Food Experience Grand Tasting, Bloodroot Ramble, Asti Tour de Vine, etc.).
Approval of the 2025 Master Calendar of Events
The Policy for Special Events and City Partnership requires the Council to adopt a Master Calendar of Events for each year. The Master Calendar of Events includes all the anticipated City-hosed events and Partnership events for the coming year. Events included on the calendar are conditionally approved, contingent on the applicant receiving a special event permit and any other required permits from staff. Events proposed for City partnership throughout the year that are not on the Master Calendar must be approved by City Council at a future meeting.
The recommended 2025 Master Calendar of Events (Attachment A) carries over all events from the 2024 Master Calendar, with the following updates:
• Events that do not require a special event permit are excluded, unless specifically noted. • Special events classified as External Events, which do not receive City Partnership benefits, are not included; organizations may apply up to 30 days in advance for minor events and 45 days in advance for major events. Events with a formal agreement or pending fee/use agreement with the City are included for reference.
• Earth Day Climate Fest is not included. Climate Action Healdsburg chose to discontinue the event.
• The Healdsburg Lunar New Year Celebration is not included. The organizer decided to discontinue the event due to its timing during the rainy season. The organizer is interested in potentially hosting a new event in May for Asian & Pacific American Heritage Month, and have been informed that if they wish to obtain a City Partnership, the City Council may consider a request at a future date in accordance with Section 8.4.4 of the Policy for Special Events and City Partnership.
• The Fitch Mountain Access Improvement Project Event, a one-time event held in 2024, has been removed.
• The Healdsburg Crush event by Boys & Girls Clubs of Sonoma-Marin remains on the Master Calendar with a Plaza sponsorship, contingent on the Foley Family Community Pavilion not being ready by their event date. (The Foley Family Community Pavilion is the event organizers’ preferred location.)
In regard to the upcoming completion of the Foley Family Community Pavilion, Community Services polled each organization to ask if they were considering using the new facility for future events. While staff will not be able to make any commitments until the facility’s operational plan and use policies have been developed, reviewed by the Parks and Recreation Commission, and approved by City Council in 2025, we wanted to ensure event organizers were aware of this future resource, and to gain a better understanding of their interest in hosting events at this venue. The polling results are provided for reference in the proposed 2025 Master Calendar of Events.
New Event Requests for City Partnership
The 2025 Special Event Requests for Partnership (Attachment B) outlines new requests received for City Council’s potential addition into the 2025 Master Calendar of Events:
8.B
Packet Pg. 188
Vamos al Tianguis de Healdsburg
Vamos requested Collaborator Partnership for its Vamos al Tianguis de Healdsburg event. Based on discussions with the organizer, staff would like to highlight the following:
• Anticipated for eight (8) pop-up markets for every second Saturday; May – December, proposed to be in the Healdsburg Plaza.
• Markets include food, crafts, art projects, music, dance, and exhibits. • Event is open to the public and free to attend.
• No significant issues were reported regarding the four (4) markets held in the City Hall parking lot in 2024.
• The event would need to include either one-way road closures or full road closure on two sides of the Plaza; precise road closure locations would be determined during the special event permitting process.
• Based on Vamos's request for eight Vamos al Tianguis de Healdsburg markets, staff estimate the City's cost would be $8,636 for a “Collaborator” partnership, as proposed:
o $3,683 - 30 full-time staff hours
o $3,200 - 16 full-time staff hours (road closures)
o $1,728 - 50 part-time staff hours
o $25 - Administrative overhead
Staff Recommendation: Add to the 2025 Master Calendar of Events. Staff recommends supporting Vamos with a “Sponsor” partnership. A Sponsorship partnership waives permitting and facility use fees for the organizers, requires minimal City staffing support, and no direct financial support from the City. In addition, staff recommends that the event remain at City Hall.
Relocating the market to the Plaza and surrounding streets on Saturday evenings would create significant impacts on downtown traffic and parking (during one of the busiest times of the week), potentially compromise vendor and participant safety, and require a substantial commitment of staff time for coordination of road closures and event setup and takedown over multiple weekends throughout the year. The organizer would be responsible for all programming, equipment, logistical planning, setup/takedown, and all ancillary event costs.
Guelaguetza Sonoma County
Oaxaca Tierra del Sol seeks a Collaborator Partnership for its Guelaguetza Sonoma County event. Based on discussions with the organizer, staff would like to highlight the following:
• Anticipated for one event on a Sunday in Late July / Early August 2025 in the Healdsburg Plaza.
• Event includes a small parade, food, crafts, music, dance, and exhibits. • Event is open to the public and free to attend.
• Since 2013, the event has been historically held at the Luther Burbank Center for the Arts, but fee increases at the venue have forced the organizers to find a new home for the event. • The event would need to include full road closures to safely host the event if held in the Plaza; precise road closure locations would be determined during the special event permitting process.
• Based on Oaxaca Tierra del Sol's request for its Guelaguetza Sonoma County event, staff estimate the City's cost would be $3,744 for a “Collaborator” partnership:
o $2,455 - 20 full-time staff hours (coordination)
8.B
Packet Pg. 189
o $400 - 2 full-time staff hours (road closures)
o $864 - 25 part-time staff hours
o $25 - Administrative overhead
Staff Recommendation: Add to the 2025 Master Calendar of Events. Since this event would result in expenditures (in the form of staff hours) that were not anticipated in the FY24-26 approved Community Services budget, staff recommends supporting Oaxaca Tierra del Sol with a “Sponsor” partnership for use of Healdsburg Plaza. A Sponsorship partnership waives permitting and facility use fees for the organizers, requires minimal City staffing support, and no direct financial support from the City. The City’s role in the event would involve assistance with 'no parking' signage placement. The organizer would be responsible for all programming, equipment, logistical planning, setup/takedown, road closure costs, and any ancillary event costs. Staff would continue to work with the organizer in identifying ways to manage event expenses, including options for hosting the event in a location that does not require street closures.
Pachanga & Art
Corazón Healdsburg seeks a Collaborator Partnership for its Pachanga & Art event. Based on discussions with the organizer, staff would like to highlight the following:
• In 2024, Community Services took the lead in organizing the Art After Dark event, which had previously been managed by the Healdsburg Center for the Arts. Corazón Healdsburg was invited to partner on the event, as they were interested in recognizing their Diversity in Arts Grant recipients. The event was temporarily renamed "Pachanga & Art…After Dark" to align with this new theme. In 2025, the Healdsburg Center for the Arts plans to resume primary coordination of Art After Dark and Corazón Healdsburg intends to host a Pachanga & Art event independent of Art After Dark.
• Anticipated for one event in September 2025 in the Healdsburg Plaza as a kick-off to Latin American Heritage Month.
• Event includes art exhibits, food, crafts, music, and dance with emphasis on highlighting local grant recipients.
• Event is open to the public and free to attend.
• The event would need to include full road closures to safely host the event if held in the Plaza; precise road closure locations would be determined during the special event permitting process.
• Financial support is requested for a band and sound contractor. • Based on Corazón Healdsburg's request for its Pachanga & Art event, staff estimate the City's cost would be $12,344 for a “Collaborator” partnership:
o $2,455 - 20 full-time staff hours (coordination)
o $400 - 2 full-time staff hours (road closures)
o $864 - 25 part-time staff hours
o $5,000 - Musical artist (Estimate based on 2024 event) o $3,600 - Audio contractor (Estimate based on 2024 event) o $25 - Administrative overhead
Staff Recommendation: Add to the 2025 Master Calendar of Events. Since this event would result in expenditures (in the form of staff hours) that were not anticipated in the FY24-26 approved
8.B
Packet Pg. 190
Community Services budget, staff recommends supporting Corazón Healdsburg with a “Sponsor” partnership for use of Healdsburg Plaza. A Sponsorship partnership waives permitting and facility use fees for the organizers, requires minimal City staffing support, and no direct financial support from the City. The City’s role in the event would involve assistance with 'no parking' signage placement. The organizer would be responsible for all programming, equipment, logistical planning, setup/takedown, road closure costs, and any ancillary event costs. Staff would continue to work with the organizer in identifying ways to manage event expenses, including options for hosting the event in a location that does not require street closures.
Movies Under the Stars
True West Film Center seeks two additional Sponsor Partnerships for its Movies Under the Stars event series. Based on discussions with the organizer, staff would like to highlight the following:
• Anticipated for one additional outdoor movie in the Healdsburg Plaza and one in Barbieri Brothers Park for a June through October monthly movie series. • Event includes an outdoor movie, food, and occasional family activities. • Event is open to the public and free to attend.
• Organizer requests assistance for placement of ‘no parking’ signage to assist with equipment loading and support with adjusting some park lighting.
• Based on True West Film Center's request for its two additional Movies Under the Stars events, staff estimate the City's cost to be $984.40 for a “Sponsor” partnership:
o $613.80 - 5 full-time staff hours
o $345.60 - 10 part-time staff hours
o $25 - Administrative overhead
Staff Recommendation: Add the two additional event dates to the 2025 Master Calendar of Events. Staff recommends supporting True West Film Center with a continued “Sponsor” partnership for use of Healdsburg Plaza. A Sponsorship partnership waives permitting and facility use fees for the organizers, requires minimal City staffing support, and no direct financial support from the City. The organizer would be responsible for all programming, equipment, logistical planning, setup/takedown, road closure costs, and any ancillary event costs.
Potential New City and Co-Sponsored Events (Approval not being requested at this time) Foley Family Community Pavilion Grand Opening
Construction of the new Foley Family Community Pavilion is expected to be completed in early summer 2025. Staff anticipates that the City will host a grand opening event. Staff would return to City Council later with additional information and the necessary approvals. 4 th of July
City Council will be discussing the framework for the City’s 4th of July celebrations at an upcoming meeting on December 2, 2024. Depending on the outcome of this discussion, staff may need to return to City Council with additional information and necessary approvals for any additions, deletions, or changes currently proposed in the 2025 Master Calendar of Events.
Celebration of Native American Culture
8.B
Packet Pg. 191
Staff is considering proposing one new event in 2025 that focuses on recognizing our indigenous community. The event would be produced in collaboration with the Progressive Tribal Alliance and our local indigenous community, with the context of the event developed in 2025. The event would likely be held in late summer or early fall date. If this concept moves forward, staff would return to City Council later with additional information.
ENVIRONMENTAL STEWARDSHIP:
Most events are hosted in the downtown corridor, accessible by transit, bicycle, and walking.
Event organizers would provide trash, recycling, and compost receptacles and portable restroom units to accommodate the increased foot traffic to their respective locations. Organizers would promote alternative modes of transportation whenever possible.
ALTERNATIVES:
• Approve the 2025 Master Calendar of Events without adding some or all the proposed new partnership events.
• Approve the 2025 Master Calendar of Events and remove or add events as desired by City Council.
• Deny all or any combination of the recommended actions.
FISCAL IMPACT:
Staffing and associated costs for the events included and proposed for the 2025 Master Calendar of Events would be funded from the approved FY24-26 Community Services budget.
For all events, the applicant would be responsible for the cost of all damage (beyond normal wear and tear) to City venues resulting from the event, and for any repairs, litter removal, trash collection or other cleanup caused by the event. All organizers would be responsible for all programming, equipment, logistical planning, and any reimbursement of staff time required to conduct road closure. Staff can assist the organizer in identifying ways to reduce permitting expenses, such as hosting the event in a location that does not require street closures, if requested.
ENVIRONMENTAL ANALYSIS:
Review and approval of the 2025 Master Calendar of 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 2025 Master Calendar of Events were deemed a project, it would be exempt from CEQA pursuant to CEQA Guidelines Section 15304 Minor Alterations to Land, as it provides procedures for the authorization of the use of land having negligible or no permanent effects on the environment and does not involve the removal of healthy, mature scenic trees. Further, special events are considered normal operations of existing facilities for public gatherings (CEQA Guidelines Section 15323). Temporary special events occurring at City venues have occurred with regularity for many years and future events would not represent a change in their operation. In addition, there will be no impact on environmental resources of hazardous or critical concern. The proposed Ordinance and Policy will not result in cumulative impacts, impacts to scenic highways, or historic resources, nor does the Ordinance involve a hazardous
8.B
Packet Pg. 192
waste site or unusual circumstances. Therefore, none of the exceptions pursuant to CEQA Guidelines Section 15300.2 apply.
ATTACHMENT(S):
Attachment A - Proposed 2025 Master Calendar of Events
Attachment B - New Special Event Requests for Partnership Attachment C - Policy for Special Events and City Partnerships Attachment D - HMC Chapter 12.24 Special Events
8.B
Packet Pg. 193
March 17 St. Patrick's Day Parade Community Services 1 300 COH No No No major changes March 17 St. Patrick's Day Celtic Concert Healdsburg Kiwanis Club 1 400 Collaborator No Yes No major changes May 22 Twilight Parade Healdsburg Future Farmers Country Fair
1 8,000 Collaborator No No No major changes
Tuesdays; May 27-
August 26
Tuesdays in the Plaza Community Services 14 15,000 COH No No No major changes Sundays; June 1 -
August 10
Sundays in the Plaza Community Services 10 800 COH No No No major changes June 13, July 11,
and September 8 Movies Under the Stars True West Film Center; formerly AVFilm 3 600 Sponsor No Yes Previously titled "Outdoor Summer Movie
Series" the City partnered on 3 events as a
"Sponsor" in 2024; Requesting the City
"Sponsor" 5 events in 2025. The request
for 2 additional movies is included in
Attachment D.
June 14 Juneteenth Celebration Healdsburg Jazz Festival, Inc. 1 1,500 Collaborator No Yes No major changes June 15 Fitch Mountain Footrace Rotary Club of Healdsburg Sunrise 1 300 Collaborator No No No major changes July 4 Fourth of July Celebration / Duck
Dash Rotary Club of Healdsburg Sunrise 1 3,000 Collaborator No No No major changes July 4 Fourth of July Fireworks Community Services / American Legion 1 5,000 COH No No TBD Summer 2025 Shakespeare in the Park Raven Performing Arts Theater 9 900 Sponsor No Yes No major changes
ATTACHMENT A
Proposed 2025 Master Calendar of Events
DATE(S) SPECIAL EVENT CHANGES FROM 2024
FFC PAVILION
CONSIDERATION
ORGANIZER
EVENT
DAYS
EST.
ATTN.
CATEGORY
ALCOHOL
CONSUMPTION
1 of 3
8.B.a
Packet Pg. 194 Attachment: Attachment A - Proposed 2025 Master Calendar of Events (4579 : 2025 Master Calendar of September 2025 Healdsburg Arts Festival Healdsburg Center for the Arts 1 2,000 Collaborator Yes No
Held in 2019 as a 3-day event and in 2024
as a 1-day event. May consider adjusting
to a 2-day event in 2025.
September 21 Foss Creek Clean-Up* Public Works / Community Services 1 100 COH No No No major changes Fall 2025 Block Party / Festival Event True West Film Center; formerly AVFilm1 200 Collaborator Yes Yes Block Party / Festival Event in Foley Family
Community Pavilion
October 4 Art After Dark Healdsburg Center for the Arts1 600 Collaborator Yes No Community Services organized the event
in partnership with Corazón Healdsburg in
2024. In 2025, Healdsburg Center for the
Arts will resume primary coordination.
October 18 Howl-O-Ween Humane Society of Sonoma County 1 125 Sponsor No Yes No major changes October 26 Día de Muertos Corazón Healdsburg1 5,000 Co-Organizer No No No major changes November 27 Healdsburg Turkey Trot Rotary Club of Healdsburg Sunrise1 4,000 Collaborator No No No major changes December 5 Merry Healdsburg Community Services / Healdsburg Chamber of Commerce
1 2,000 COH Yes No No major changes
December 7 Senior Appreciation Dinner* Community Services 1 325 COH Yes No No major changes 52 50,150 *Provided as a reference; A special event permit is not required. 2 of 3
8.B.a
Packet Pg. 195 Attachment: Attachment A - Proposed 2025 Master Calendar of Events (4579 : 2025 Master Calendar of Saturdays; April
19-December 20 Saturday Farmers Market Healdsburg Certified Farmer's Market 35 74,000 Existing Fee
Agreement
Yes Yes
Saturday markets will be held in the West
Plaza Parking Lot until the Foley Family
Community Pavilion is ready.
Tuesday; May 13-
September 30 Tuesday Farmers Market Healdsburg Certified Farmer's Market 21 20,000 Existing Fee
Agreement
Yes Yes
Tuesday markets will be held in the Plaza
until the Foley Family Community Pavilion
is ready.
May 17
Healdsburg Wine & Food
Experience Grand Tasting SD Media Productions 1 2,000
Existing Fee
Agreement
Yes Yes
SD Media has an existing Fee Agreement
for use of West Plaza Parking Lot for the
Grand Tasting event.
May 22 - 24 HFFCF Fair
Healdsburg Future Farmers Country
Fair
3 4,000
Existing Use
Agreement
Yes No
HFFCF has an existing agreement for use
of Recreation Park for the annual Fair.
Summers; JuneJuly Prune Packers Baseball Season Healdsburg Prune Packers Baseball Club 34 8,500 Use
Agreement
Pending
Yes No
A agreement is pending for future Prune
Packers Baseball Seasons.
First Saturday in
June
BloodRoot Ramble Reeve Wines 1 2,500
Fee
Agreement
Pending
Yes No
A three-year agreement is pending for the
2025-2027 BloodRoot Rambles.
October 12 Healdsburg Crush Boys & Girls Clubs of Sonoma-Marin 1 1,000 Facility Use
Agreement
Yes Yes
The event is expected to move from
Healdsburg Plaza to the Foley Family
Community Pavilion in 2025. If the pavilion
is not ready, a sponsorship is requested to
use the Plaza.
96 112,000
NOTATIONS
EXISTING AGREEMENTS / OTHER EVENT
DATE(S) SPECIAL EVENT ORGANIZER EVENTS
EST.
ATTN.
AGREEMENT
TYPE
ALCOHOL
CONSUMPTION
FFC PAVILION
CONSIDERATION
3 of 3
8.B.a
Packet Pg. 196 Attachment: Attachment A - Proposed 2025 Master Calendar of Events (4579 : 2025 Master Calendar of 1 Vamos al Tianguis de
Healdsburg Vamos
Every Second Saturday;
May - December 8 1,600 No Collaborator
NEW EVENT REQUEST:
Staff recommends
approving this request as
a "Sponsor" rather than a
"Collaborator."
2 Guelaguetza Sonoma County Oaxaca Tierra del Sol Sunday in Late July / Early August 2025
1 1,000 No Collaborator
NEW EVENT REQUEST:
Staff recommends
approving this request as
a "Sponsor" rather than a
"Collaborator."
3 Pachanga & Art Corazón Healdsburg September 6 1 1,500 No Collaborator NEW EVENT REQUEST:
Staff recommends
approving this request as
a "Sponsor" rather than a
"Collaborator."
4 Movies Under the Stars True West Film Center September 12 and October 24 2 400 No Sponsor
NEW EVENT REQUEST:
Staff recommends
approving this request.
NO.
ATTACHMENT B
New Special Event Requests for Partnership
SPECIAL EVENT ORGANIZER DATE(S) EVENT
DAYS
EST.
ATTN.
ALCOHOL
REQUEST FOR
PARTNERSHIP
RECOMMENDATION
8.B.b
Packet Pg. 197 Attachment: Attachment B - New Special Event Requests for Partnership (4579 : 2025 Master Calendar of Dear Healdsburg City Council,
We appreciate your support and a warm welcome to Vamos al Tianguis de Healdsburg this summer. We are excited to establish this lively night market as a regular and official event in our community, and we require your ongoing support. It’s important to highlight that we currently operate without a dedicated office, relying entirely on our committed Board of Directors to handle all tasks. Our Board of Directors is responsible for preparing, referring, and supporting our vendors while navigating the permitting process and promoting our market to the community. As we grow and look to the future, your ongoing assistance will be essential in helping us strengthen our efforts and expand our impact.
Who We Are
Vamos Centro Cultural de Emprendimiento y Recursos Inc. is a grassroots, Latino-led 501(c)(3) nonprofit organization based in Healdsburg.
Our Mission
Vamos is committed to fostering economic advancement and equity in response to the challenges of inflation, escalating service costs, and the aftermath of wildfires and the pandemic. This involves helping entrepreneurs access a customized network of resources and support to overcome systemic barriers. Vamos has launched the Vamos al Tianguis program as its flagship initiative, strategically designed to empower local entrepreneurs while celebrating our community's vibrant artistic and cultural diversity.
What We Do
Vamos has identified a unique opportunity to support and inspire local artisans, artists, and chefs by creating "Vamos al Tianguis," a market designed to launch and grow small businesses by fostering an inclusive and dynamic environment. Despite economic uncertainty, pop-up markets are continuing to expand across Sonoma County. Pop-up markets demonstrate local vendors' resilience and creativity, providing a safe space for them to test business ideas before making long-term investments and serving as valuable tools for economic activation.
The success of Vamos al Tianguis in Healdsburg this summer was made possible through the support of the City of Healdsburg and the Economic Development Collaborative. Their assistance and contributions helped Vamos and its vendors establish a thriving night market.
Amidst the challenges, we have seen some truly inspiring success stories emerge at Vamos al Tianguis. For example, Anita Piedra, a resident of Healdsburg, found a budget-friendly space
8.B.b
Packet Pg. 198 Attachment: Attachment B - New Special Event Requests for Partnership (4579 : 2025 Master Calendar of Events and Requests for City to continue operating her business after closing her retail store in Windsor due to struggles affording the rent. Fausto Guzman, an indigenous individual from Oaxaca, Mexico, and a Healdsburg resident was awarded a Vamos scholarship that enabled him to showcase his products in our market as a low-income entrepreneur at no cost. Additionally, Eutilia Hernandez from Cloverdale successfully launched her tamale business with Vamos' support in navigating the complex permit process.
These stories are just a glimpse of the transformative impact of Vamos al Tianguis. Now, Healdsburg residents who have always dreamed of becoming vendors but have yet to feel they had the opportunity are excited about the possibilities. Vamos is committed to empowering new entrepreneurs by providing essential resources, from understanding local permits to equipping them with the skills, tools, and motivation they need. We aim to ensure that entrepreneurs are well-prepared to succeed on their own terms and free from systemic barriers.
What we need
We seek support from the City of Healdsburg as our Collaborator to host our monthly Vamos al Tianguis night markets from May to December 2025. We propose hosting these markets at the Healdsburg Plaza, utilizing the parking spaces on Plaza St. and Center St. (similar to the Farmers Market set up on Tuesdays) from May to August 2025. Additionally, we aim to hold our first indoor market at the Foley Family Community Pavilion once it opens in September 2025.
Our vision is for the Pavillion to become the permanent home for Vamos al Tianguis from September through December 2025 and in the following years. We plan to host the markets on the second Saturday from 4 pm to 9 pm each month.
We would like to include the use of the plaza kiosk space in our permit, which will feature ballet and music performances, art exhibits, and family-friendly art projects, as art and culture are fundamental to our mission. Additionally, we ask the City of Healdsburg to waive fees for our event, including signage installation, outreach support (including Vamos al Tianguis dates in the official calendar and materials), and cover restroom costs for Plaza of Healdsburg events.
Now is the perfect time for the City of Healdsburg to support and facilitate its first regular night pop-up market. This initiative will drive economic recovery, enhance local shopper engagement, and attract innovative business concepts, all vital to the city's ongoing efforts toward community revitalization and long-term prosperity.
Respectfully submitted by the Vamos Board of Directors.
8.B.b
Packet Pg. 199 Attachment: Attachment B - New Special Event Requests for Partnership (4579 : 2025 Master Calendar of Events and Requests for City Healdsburg Ca., October 10, 2024.
To whom it may concern:
Oaxaca Tierra del Sol is a non-profit organization, created and run by Oaxacan volunteers, was created to publicize, defend, and spread the indigenous culture of the state of Oaxaca, and all this is represented by the greatest festival of the Oaxacans which is "LA GUELAGUETZA", Guelaguetza is a word in the Zapotec language and means to share, give, help. In northern California there are many indigenous groups who still speak their languages, and we hold on to our roots and customs, there are also cultural groups that are dedicated to teaching our dances, we have groups of musicians, people who are dedicated to creating their crafts in clay, looms, and painters.
Oaxaca Tierra del Sol has been organizing the Guelaguetza Sonoma County since 2013, and all these years it had been held at the LBCA, but after the Covid-19 pandemic, the rent for this venue increased to more than double what we had been paying, last year it was decided not to hold this event due to lack of resources to pay the rent for the LBCA.
All members of the Oaxaca Tierra del Sol Committee work voluntarily. All profits generated from the Guelaguetza event are used to continue supporting cultural groups and indigenous communities to continue creating their projects, as we have managed to get many young people and adults involved in cultural activities, and resources are always needed to continue building projects.
Oaxaca Tierra del Sol worked with several Organizations when we did not have an EIN number, and these Organizations were our Fiscal Sponsors, Raizes Collective, North Bay Organizing project and La Union Indigena, now Oaxaca Tierra del Sol has its own EIN number, Also Oaxaca Tierra del Sol after ten years is being led by a woman.
These are the communities that represent us and with which Oaxaca Tierra del Sol works.
The Muxe Community (LGBTQ+) (Los Angeles, San Jose, San Francisco, Santa Cruz.) The Afro-Oaxacan Community (The Third Mexican Root) (Madera, Fresno, and Los Angeles).
The Triqui Community (Healdsburg, Windsor, Santa Rosa, Grandfield,) The Mixtec Community (Healdsburg, Windsor, Santa Rosa, Napa, Solano, Madera, Contra Costa, Santa Cruz,)
The Mixe Community (Sacramento).
And we also have already integrated several communities that are not Oaxacan.
8.B.b
Packet Pg. 200 Attachment: Attachment B - New Special Event Requests for Partnership (4579 : 2025 Master Calendar of Events and Requests for City The Guelaguetza festival begins with a small parade that we call Calenda, it is a walk of all the participants in the event, that is how the Guelaguetza begins, from there is a small introduction of the indigenous communities in their language, and the festival begins with a series of dances representing the eight regions of Oaxaca, there are around 14 representations with live music, and we finish with a dance with a local group or band as a thank you to all the attendees, and while all this is happening around us we will have food stalls, crafts and different organizations offering information to the community and activities for children, this festival is totally family friendly.
Some of the members of this committee have lived in Healdsburg for more than 20 years. We have experienced the evolution of this community and the inclusion that has been done with Latinos and other communities. That is why we believe that this event deserves to be free and accessible to the working community in an inclusive city like Healdsburg.
We are working with different local organizations to make this event possible. We would like you to help us as partners. We need help in many aspects, including advice, and we are open to receiving whatever the City can offer us.
I would like to ask for everything, but I have no experience working with any City in the county.
We need garbage containers, water, electricity, help with advertising in the city, closing some streets around the plaza, and we need bathrooms, We also need a stage We want to hold the Guelaguetza Sonoma County Festival 2025 on Sunday, July 27, 2025.
We hope to meet your expectations and deserve the opportunity to celebrate this cultural event in the city of Healdsburg. If you have any questions, please contact us.
Thank you very much.
Oaxaca Tierra del Sol
EIN # 83-2784282
Rocio Gonzalez
Executive and cultural director
Oaxaca Tierra del Sol
[email protected]
(707)479-9108
8.B.b
Packet Pg. 201 Attachment: Attachment B - New Special Event Requests for Partnership (4579 : 2025 Master Calendar of Events and Requests for City Dear Members of the Healdsburg City Council,
On behalf of Corazón Healdsburg, I am writing to formally request the City’s partnership and support for our 2025 "Pachanga & Art" event, an Art and Culture Exhibition scheduled for September 6th, 2025. Through a range of holistic programs, Corazón Healdsburg supports families with financial coaching, case management, and direct services while providing academic opportunities from prenatal care to adult education. Our cultural events and leadership development initiatives further enhance community engagement and strengthen our community, as evidenced by the impact of this year’s “Pachanga & Art…After Dark.”
In 2024, our "Pachanga & Art…After Dark" event drew nearly 2,000 attendees to the Healdsburg Plaza, marking a milestone for the featured artists—many of whom showcased their talents publicly for the first time. Over the past two years, Corazón Healdsburg has focused on creating an Arts and Culture Collective, funded in part by the Hewlett Foundation, to foster leadership and participatory grant-making. In 2023-2024, the collective distributed $191,000 in grants, and for 2024-2025, we plan to distribute another $164,000, empowering artists and creating lasting community impact.
This one-day event will serve as the official kick-off for Latin American Heritage Month, which runs from September 15th to October 15th. It will showcase the work of local dancers, musicians, and artists while highlighting the efforts of the upcoming recipients of the Diversity in Arts Grant. The event represents a full year of work by the artists who will receive funding through our participatory grant-making initiative. "Pachanga & Art…After Dark" was a success in 2024, thanks to our strong partnership with Community Services. Their expertise in logistics, combined with our programming focus, allowed us to effectively showcase the talents of our grant recipients. To ensure another successful event in 2025, we are requesting the same level of support, which includes:
● Road closures on Plaza Street and Center Street for food vendors and a car show. ● Assistance from City staff with Recology waste services, day-of staffing, and facility support.
8.B.b
Packet Pg. 202 Attachment: Attachment B - New Special Event Requests for Partnership (4579 : 2025 Master Calendar of Events and Requests for City Partnership) ● Continued collaboration with Community Services for children's activities. ● Financial support for the final act of the day and sound equipment.
We are grateful for the City’s past support and look forward to continuing this partnership for Pachanga & Art 2025. We would be happy to provide additional information or meet with you to discuss further. Thank you for considering our request.
Sincerely,
Marcy Flores
Executive Director, Corazón Healdsburg
Press:
www.healdsburgtribune.com/pachanga-brings-art-to-the-plaza/ www.pressdemocrat.com/article/news/northern-sonoma-county-nonprofit-grants-195000-to -local-artists/
8.B.b
Packet Pg. 203 Attachment: Attachment B - New Special Event Requests for Partnership (4579 : 2025 Master Calendar of Events and Requests for City Partnership)
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: Attachment C - Policy for Special Events and City Partnerships (4579 : 2025 Master Calendar of Events and Requests for City Partnership) 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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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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CITY OF HEALDSBURG
ORDINANCE NO. 1235
AN ORDINANCE OF THE CITY COUNCIL 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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Attachment: Attachment D - HMC Chapter 12.24 Special Events (4579 : 2025 Master Calendar of Events and Requests for City Partnership) Ordinance No.
1235 Page 4
EXHIBIT A
Chapter 12.24 – SPECIAL EVENTS
Sections:
12.24.010 – Purpose and intent.
12.24.020 – Definitions.
12.24.030 – Special event permit required.
12.24.040 – Special event permit application.
12.24.050 – Review process.
12.24.060 – Denial/revocation of special event permit.
12.24.070 – Applicable fees, deposit.
12.24.080 – Content of special event permit.
12.24.090 – Appeals.
12.24.100 – Hold harmless.
12.24.110 – Display of special event permit.
12.24.120 – Administrative regulations or policies.
12.24.130 – Penalties.
12.24.010 – Purpose and intent.
The purpose of this Chapter is to provide a coordinated process for managing special events in the City of Healdsburg to ensure the health and safety of event patrons, residents, workers, and other visitors, to prohibit illegal activities from occurring at special events, and to create mechanisms for cost recovery and use charges, to the extent authorized by law, while not unduly impacting the viability of special events. It is recognized that these special events enhance Healdsburg’s lifestyle and provide benefits to residents, visitors and organizations through the creation of unique venues for expression and entertainment that are not normally provided as a part of governmental services.
12.24.020 – Definitions.
The following words and phrases, whenever used in this chapter, shall be construed as defined in this Chapter:
A. “Applicant” means any individual or group who has submitted a Special Event application for the purpose of planning, coordinating and executing a Special Event.
B. “Application” means a form approved by the City, which an applicant must submit pursuant to Section 12.24.040.
C. “Assembly” means the assembling or coming together of a number of persons for a particular purpose.
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D. “City property” means all real property and improvements owned, operated or controlled by the City within the City’s jurisdiction. City property includes, but is not limited to City Hall, police and fire facilities, recreational facilities, parks, libraries, and streets and sidewalks.
E. “Conditions of approval” or “Conditions” means specific requirements, restrictions, or obligations attached to the special event permit that are narrowly tailored to address safety concerns and mitigate community impacts.
F. “Expressive activity” means conduct, the sole or principal object of which is the expression of opinion, views, or ideas, protected by the First Amendment of the U.S.
Constitution. Expressive activity includes, but is not limited to, public oratory and distribution of literature.
G. “External special event” or “External event” – Any special event that is not managed by the City of Healdsburg or held in official partnership with the City pursuant to the City’s Special Events Policy.
H. “Facility use permit” means an authorization that grants individuals or organizations permission to utilize an indoor or outdoor public space for a wide range of activities or events that does not otherwise require a special event permit.
I. “Film permit” means an authorization to engage in the taking of motion pictures, television, digital media or commercial still photography.
J. “Major event” means a special event with an anticipated attendance of more than five hundred (500) and has one or more of the following characteristics:
1. A duration of more than eight (8) hours, including set-up and clean-up.
2. On-site sale or consumption of alcoholic beverages.
3. Road or lane closure(s).
4. Occurring between 10:00 p.m.-6:00 a.m.
5. Occurring over multiple days; either on subsequent days or part of a series.
6. A special event determined by the Community Services Director or designee to have a high overall impact on City facilities, infrastructure, and resources.
K. “Minor event” means a special event with a duration of eight (8) or less hours, including set-up and clean-up, and an anticipated attendance of 500 people or less, that does not include any of the characteristics of a major event. Examples of minor events could include but are not limited to local community gatherings or smaller-scale exhibitions.
L. “Organize” means to organize, operate, manage, stage, promote, sponsor or carry on a special event.
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M. “Organizer” means the person who organizes, operates, manages, stages, promotes, sponsors or carries on a special event.
N. “Permit” means a special event permit issued by the issuing entity, as defined below, consistent with the provisions of this Chapter.
O. “Permittee” means any person that has been issued a permit to organize a special event in accordance with this Chapter.
P. “Person” means and includes an individual, corporation, partnership, trust, non-profit organization, association, group or other business entity or organization.
Q. “Issuing entity” means either:
1. The Community Services Director or their designee; or
2. The City Council, for external special events with anticipated attendance of 1,000 people or more.
R. “Special event” means any of the following:
1. Any organized formation, parade, procession, demonstration or assemblage consisting of one hundred (100) or more persons which may include persons, animals, vehicles or any combination thereof, which is to assemble or travel in unison on any public street, sidewalk or the public right-of-way owned or controlled by the City and which does not comply with applicable traffic regulations, laws, or controls; or
2. Any organized assemblage of one hundred (100) or more persons at any public place, public property, or public facility which is to gather for a common purpose under the direction or control of a person; or
3. Any other organized activity conducted by a person for a common or collective use, purpose or benefit which shall require the use of City public services for police regulation, monitoring or control, street closure, erecting barriers, or traffic control, parking needs that will exceed the capacity of the venue, or that will interfere with normal use and operation of public right-of-ways for travel.
S. “Council request” means a formal request from a special event applicant to engage in a written agreement with the City for a special event with an estimated attendance of over 1,000 people. Such requests would include requests for inclusion of the event in the City’s Master 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.
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A. Permit Required. Except when expressly provided pursuant to the terms of a permit, lease, or contract which has been specifically authorized by the City Council, no person shall operate any special event regulated by this Chapter without first obtaining a permit in accordance with the provisions of this Chapter, unless exempt as set forth below.
B. Exempt Activities. Although not required to obtain a special event permit, an organizer of an activity exempted pursuant to this section is required to comply with general regulations governing public safety or health:
1. Spontaneous events occasioned by news or affairs coming into public knowledge less than forty-eight (48) hours prior to such event if all of the following factors are satisfied:
a. The organizer provides the Community Services Department with at least four (4) hours of prior notice of the spontaneous event with their name and on-site phone number;
b. The spontaneous event does not impede vehicular traffic or violate regulations regarding pedestrian and vehicular traffic; and
c. The location where the spontaneous event is to be conducted has not been previously rented, reserved, or otherwise obligated to another use in accordance with established City policies and procedures for use and/or rental of City facilities.
Events which require a permit pursuant to other chapters of the Municipal Code, including but not limited to group activities in City-owned parks, shall not be considered spontaneous events.
2. Events that would otherwise fall under a facility use permit or a film permit. a. A facility use permit shall be required for the use of certain City facilities, such as parking lots, picnic areas, or City-owned building, ensuring that proposed activities are conducted safely and in accordance with state and local law. A facility use permit may specify details such as the date, time, and location of the event, any fees or insurance requirements, as well as any restrictions or responsibilities imposed on the permit holder to maintain the integrity of the public space and ensure the well-being of users and the surrounding community. Indoor activities are limited to the building’s capacity and outdoor activities are limited to 100 people at a given time. 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:
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a. Organizers must ensure that all participants, support staff, and equipment adhere to the provisions of the California Vehicle Code. This includes, but is not limited to, complying with traffic rules, signals, and guidelines to ensure the safety of both participants and the general public. b. Organizers are required to notify the Community Services Department of the event's date(s), time(s), route(s), projected attendance, and anticipated impact on traffic within forty-five (45) days of the event.
c. Any segments of the course that pass through the City must receive approval from the Community Services Department.
d. Any limitations required by the City to accommodate planned road work, road closures, emergency repairs, or any other activities that could affect City services or disrupt the course.
12.24.040 – Special event permit application.
A. An application for a special event permit shall be filed with the Community Services Department on a form approved by the Community Services Director or designee not less than thirty (30) calendar days before the proposed special event for minor events, not less than fortyfive (45) calendar days before the proposed special event for major events, and no more than 1- year in advance for all events. The application must include the following information:
1. A description of the proposed use, event, or activity;
2. The street or other public property and the specific area or areas thereof which will be utilized in connection with the proposed special event, including a description of any noise generating equipment, such as sound-amplifying equipment;
3. The manner in which the public property will be utilized;
4. The date or dates and the specific times thereof, including set-up and tear-down, that the public property is to be utilized for the described special event;
5. The name, address and telephone number of the person, entity, or organization sponsoring or conducting the proposed special event;
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;
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9. Insurance and surety bond information, with worker’s compensation declaration; and
10. Additional supplemental information as requested.
B. External special events anticipated to involve the attendance of 1,000 or more persons, shall, in addition to submitting an application as specified in this section, be required to enter into a cost recovery deposit agreement, fee agreement, or other use agreement, all subject to review and approval by the City Council.
C. Special events seeking partnership with the City shall follow the procedure set forth in the Special Events Policy.
D. In addition to the special events permit, additional permits / licenses may be required and are not limited to the following:
1. Tent, Building, Picnic, Banner, or Facility Use Permit
2. Food Permit, or Community Event Organizer Permit
3. ABC License
4. Pyrotechnics Permit
5. Film Permit
12.24.050 – Review process.
A. Subject to the criteria for denial set forth in Section 12.24.060, the issuing entity shall issue a special event permit if it is determined that the proposed special event is consistent with this Chapter and the City’s Special Events Policy and all of the following criteria have been met:
1. The proposed use of City property for the special event is not otherwise governed by or subject to any other permit procedures provided elsewhere in this Code or the Special Events Policy.
2. The preparation for or the conduct of the proposed special event will not unduly impede, obstruct, or interfere with the operation of emergency vehicles or equipment 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.
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B. In deciding whether to approve an application, no consideration may be given to the message of the event, the content of speech, or the identity or associational relationships of the applicant.
C. Preference for use of facilities governed by this Chapter shall be given, whenever possible to City-managed or partnered events, City-based non-profit organizations, residents, and businesses.
12.24.060 – Denial/revocation of special event permit.
The issuing entity may deny any application for a special event permit or revoke such a permit if the issuing entity finds any of the following:
A. One or more of the approval criteria specified in Section 12.24.050 is not or can no longer be met;
B. The applicant has knowingly made a false, misleading or fraudulent statement of fact to the City in the application process;
C. The applicant does not adhere to all conditions of approval or if the facility is destroyed, damaged, or otherwise unusable.
D. The application does not contain the information required by this Chapter; E. The application does not satisfy the requirements of this Chapter; F. The applicant fails to comply with any conditions of approval including, but not limited to:
1. Timely remittance of applicable fees, charges or deposits,
2. Submittal of an indemnification agreement and/or proof of insurance for the special event as required by the City;
3. Timely submittal of all required documents.
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.
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A. Fees. Special event permit application fees pursuant to this Chapter shall be established by separate resolution of the City Council. Where a special event requires street closure, barriers, or other infrastructure, the Applicant shall pay such fees as may be established by resolution of the City Council for traffic control and related municipal expenses, including but not limited to public safety, services, solid waste and recycling services, building inspections, and any other applicable fees. Additionally, use of City buildings or facilities shall be subject to any use or rental fees established by the City which shall be deposited by the Applicant prior to use.
B. Deposit. A refundable security deposit shall be required to be deposited with the City Community Services Department no later than seven (7) business days prior to the date of the special event pursuant to the Special Events Policy.
12.24.080 – Content of a special event permit.
A special event permit may contain the following information or conditions:
A. The location of the special event venue, which may be identified by a map attached to the special event permit;
B. The date, assembly area, time for assembly and starting time of the special event; C. The specific route plan to the special event;
D. The minimum and maximum speeds of the special event; E. The number 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
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same condition of material preservation and cleanliness as existed prior to the special event;
K. Conditions requiring the event organizer to ensure notification is provided to all property owners impacted by any road or lane closure for the special event.
L. Provisions for any required emergency medical services; and, M. Such other information and conditions as are reasonably necessary for the conduct of the special event and the enforcement of this Chapter, including the requirement for the on– site presence of the event organizer or its designated representative for all event coordination and management purposes.
12.24.090 – Appeals.
A. If the Community Services Director or designee denies the application for the special event permit, they shall notify the applicant in writing as soon as is reasonably practical.
B. The denial of a special event permit may be appealed to the City Council. An appeal shall be made in writing within five (5) calendar days of the date of the written denial. An appeal is made by filing a written petition with the City Clerk setting forth the grounds for the appeal, along with the requisite fee per the current Master Fee Schedule.
C. The appeal hearing shall be scheduled for the next available City Council meeting.
D. The decision of the City Council to grant or deny the appeal shall constitute the exhaustion of the applicant’s administrative remedy.
12.24.100 – Hold harmless.
Each special event permittee shall execute a hold harmless agreement in a form approved by the City agreeing to defend, indemnify, and hold harmless the City against losses and liabilities incurred from the willful or negligent acts or omissions of the permittee or its officers, 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.
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Packet Pg. 224 Attachment: Attachment D - HMC Chapter 12.24 Special Events (4579 : 2025 Master Calendar of Events and Requests for City Partnership) Ordinance No. 1235