Healdsburg City Council
October 6, 2025

FOR INTERNAL USE ONLY – DO NOT DISTRIBUTE EXTERNALLY
(updated as of May 2023)

INSTRUCTIONS FOR HANDLING

GENERAL LIABILITY AND AUTO LIABILITY CLAIMS
A. SEWER and FLOODING LOSSES

1. Process for Spill (Sanitary Sewer Spill) or Water Main Flooding:
a. The City/Town receives a call of a Spill or ruptured water main. b. For a Spill, the department responds and confirms/denies there is a blockage in the main line and/or lower lateral (if your agency accepts responsibility at that point). Please note, each entity has their own Municipal Code that distinguishes the responsibility of the public vs. private services. CIRA recommends the agency accept responsibility at the “tap” or “connection point” and main.

Or
For water flooding, the department responds and confirms/denies if the flooding is due to an issue in the main line and service line (i.e. ruptured pipe)
c. If the cause of the loss cannot be immediately determined, error on the side of caution and proceed as if the member entity has liability without verbal or written acceptance of liability. DO NOT discuss liability. d. The City/Town’s staff will need to complete the initial site assessment form and provide the following information to CIRA (or those working on behalf of CIRA) or the restoration company:

What was the cause of the blockage or water rupture?
What areas of the structure were affected?
Do the occupants need to be relocated?
Is there any other pertinent information?
CIRA (or those working on behalf of CIRA) or the restoration company will need to know:

What are the names/date of births of ALL occupants?
Is the occupant the owner or renter? (If the occupant is a renter, the homeowner and occupant will have separate claims).

Are there any pre-existing health concerns of occupants? If emergency services are needed, please contact Sierra Pacific Loss Management (SPLM) at the number listed below immediately (they are working on behalf ofCIRA):

Sierra Pacific Loss Management:

Main Line - (800) 413-2999/707.252.5525
Doug Thompson – 707.592.9918
[email protected]
PLEASE NOTE: THAT SIERRA PACIFIC LOSS MANAGEMENT WILL HANDLE MOST, IF NOT ALL, OF THE CLAIM IF CONTACTED IMMEDIATELY.

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2. If attempts to contact Sierra Pacific are unsuccessful, please contact George Hills staff directly. They have emergency 24/7 numbers and will answer and respond.

George Hills Staff:

Dana Calkins: (916) 333-0575
Parmit Randhawa: (510) 375-1141
Craig Nunn: (916) 378-5772 (Arcata, Eureka, Fortuna & Ft. Bragg) Edie Yamamura: (707) 602-3149

3. Both Sierra Pacific and George Hills staff have been trained to handle the initial part of a loss and assist any individual(s) who need to be relocated.

The claimant will hear from CIRA (or those acting on behalf of CIRA) as soon as possible to explain the claim process and needs regarding subject claim (relocation process, per diem/meals, etc.).

4. CIRA (or those acting on behalf of CIRA) will obtain all information and work with the City/Town on providing a claim form.

5. Sierra Pacific will project manage the claim until completion. This will include the following:

Usually within the first hour:
• Arrive onsite and meet with City/Town personnel and/or claimant • Walk loss with claimant
• Discuss process with claimant
• Collect photographs
Within 30-60 minutes of arrival:
• Review initial scope with restoration contractor
• Determine if relocation is necessary
• If relocation is necessary, make arrangements with preapproved hotel/motel for stay Within 24 hours of arrival
• Contact George Hills with pertinent information
• Meet with restoration contractor supervisor and agree on full scope of work • Meet with rebuild contractor to include the following:
• Introduce to claimant
• Discuss scope of work
• The claimant has the right to have his/her own contractor perform the work, but most will use the general contractor supplied by the City/Town
• Meet with rebuild contractor to include the following:

Following completion of remediation
• Arrange for hygienist to complete clearance testing (bio, mold, asbestos)
• Confirm with restoration contractor that site is ready for rebuild and arrange for them to start work
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Throughout project
• Track remediation contractor to confirm that they are on schedule
• Track rebuild contractor to confirm that they are on schedule • Communicate with claimant to assure that they are made aware of contractor visits, schedules and completion dates
• If claimant is relocated, confirm that they are satisfied with accommodations
Following Project Completion
• Review the following:
• Emergency services (ES) invoice
• Hygienist’s report/invoice
• Rebuild contractor’s estimate
• Develop submittal package to include:
• Adjuster’s report
• Statement of loss
• ES invoice/detail
• Hygienist’s invoice/report
• Rebuild Contractor’s invoice/detail
• Non-Salvageable list
• Submit package to George Hills for processing

6. Communication with the claimants will be continuous throughout the claim process. CIRA (or those acting on behalf of CIRA) will be available to relocated claimants with any special needs. If there are items that need to be purchased immediately, CIRA will purchase on their behalf.

7. The restoration company will contract directly with the claimants. The claimant will file a claim with the City/Town. CIRA will work with both and finalize the claim for both mitigation and repairs at the conclusion of the claim. If it is a large loss or problems occur, CIRA may advance fees to the restoration company or other approved vendor.

8. Often the only time things go wrong with sewer/water claimsis when communication breaks down. There needs to be continuous and constant communication throughout the entire claim process with everyone (the claimant, the restoration company, the City/Town and CIRA).

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B. OFFICER INVOLVED SHOOTINGS and SERIOUS AUTO ACCIDENTS For officer involved shootings (OIS), in-custody deaths, and serious injuries due to use of force or serious bodily injury auto accidents, please use your internal processes and procedures or follow multi-agency protocols. Notify CIRA immediately or as soon as possible:

Kin Ong, [email protected]
Amy Northam, [email protected]
Erike Young, [email protected]
C. GENERAL LIABILITY CLAIMS

1. Please follow your internal city/town procedure for reporting claims. In addition, immediately report all general liability or auto accidents involving damage to property owned by a third party, bodily injury to a third party, or other loss or injury to a third party to CIRA by sending an e-mail to:
[email protected]
With a cc to: Kin Ong, [email protected]
Amy Northam, [email protected]
Erike Young, [email protected]
You will receive an e-mail confirming receipt of the claim. The claim will then be assigned to an adjuster, and you will hear from the adjuster on next steps.

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CITY HOTEL ADDRESS PHONE NUMBER PETS ALLOWED GOVERNMENT RATE OFFERS DIRECT BILLING OR CREDIT CARD AUTHORIZATION FORM ARCATA/EUREKA Holiday Inn Express & Suites 815 West Wabash Avenue, Eureka 707-269-0682 No Govt. only during Sun-Thurs. Direct billing go thru Gen. Mgr. to set up.

Super 8 by Wyndham - Eureka 1304 4th Street, Eureka 707-443-3193 Dog up to 40 pd./$20 per
day Not sure; all if new Talk w/new owner.

Super 8 by Wyndham - Arcata 4887 Valley West Boulevard, Arcata 707-822-8888 Dogs up to 50 lbs. & Cats;
$10 per night Yes; usually a 5-10% discount depending on dates of stay Direct billing: Speak to owner or property mgr. / offers Credit card auth CLOVERDALE Vineyard Valley Inn 721 N. Cloverdale Blvd., Cloverdale, 95425 707-894-9119 1 dog only $95 Sun-Thur./$110 Fri. & Sat./$120 for 2 beds Requires authorization form, photo ID and credit card info Super 8 by Wyndham - Cloverdale 1147 S. Cloverdale Blvd, Cloverdale, 95425 707-893-7057 No $139.50 +tax Requires authorization form, photo ID and credit card info FT. BRAGG Harbor Lite Lodge 120 N. Harbor Dr., Ft. Bragg, 95437 707-964-0221 No Yes; the state rate: Fall/Winter: $70+tax; Summer: $90+tax Direct Billing & credit card authorization form Beachcomber Motel Group 1111 N. Main St., Ft. Bragg, 95437 707-964-2402 Dogs & Cats; more than 1
okay Yes; the state rate and offers a military rate Direct Billing & credit card authorization form Surf and Sand Lodge 1131 No. Main St., Ft. Bragg, 95437 707-964-9383 Yes, in certain room Yes - Sun - Thurs.; king bed; no ocean view; $10 Military disc. (cannot be combined w/govt. rate No direct billing; Only credit card authorization form Beach House Inn 125 E. Laurel St., Ft. Bragg, 95437 707-961-1700 Dogs & Cats; $20 per
pet/per night Yes; $90-99; holidays don't apply; Sun-Thurs. rate. Direct billing & credit card authorization form FORTUNA Redwood Riverwalk Hotel 1859 Alamar Way, Fortuna 707-725-5500 Dogs; $25/day No Direct billing & credit card authorization form Best Western Country Inn 2025 Riverwalk Drive, Fortuna 707-725-6822 Dogs; $25/per night Yes; $98.10 for king size; does goes up Was unsure about Direct billing; yes credit card authorization form Comfort Inn & Suites 1583 Riverwalk Drive, Fortuna 707-725-7025 No Yes Direct billing; credit card authorization form Super 8 by Wyndham - Fortuna 1805 Alamar Way , Fortuna 707-682-5103 No Government Rates: Depending on dates & availability Direct billing; credit card authorization form HEALDSBURG/ROHNERT PARK Travelodge by Wyndam Healdsburg 178 Dry Creek Road, Healdsburg 707-433-0101 No No; Triple A discount only Direct billing; credit card authorization form COTATI/WINDSOR Dogs & Cats; $30 or $50
per day depending on
Best Western Dry Creek Inn 198 Dry Creek Road, Healdsburg 707-433-0300 room No Direct billing; credit card authorization form Courtyard - Santa Rosa 175 Railroad Street, Santa Rosa 707-573-9000 No Direct billing; credit card authorization form; can be faxed to us LAKEPORT The Lodge @ Blue Lakes 5135 W. Highway 20, Upper Lake 707-275-8121 Yes Super 8 by Wyndham - Upper Lake 450 E. Highway 20, Upper Lake 707-275-0888 No Government Rates: Depending on dates & availability Requires authorization form, photo ID and credit card info SEBASTOPOL Fairfield Inn & Suites 1101 Gravenstein Hwy S, Sebastopol 707-829-6677 Only service animals Yes- Sun. -Thurs. only Direct billing; credit card authorization form Courtyard - Santa Rosa 175 Railroad Street, Santa Rosa 707-573-9000 No Direct billing; credit card authorization form; can be faxed to us SONOMA Double Tree by Hilton Hotel Sonoma
Wine Country One Doubletree Drive, Rohnert Park 707-584-5466 Yes - 2 dogs maximum ST. HELENA El Bonita Motel 195 Main Street, St. Helena 707-963-3216 Yes (additional charge) UKIAH/WILLITS Fairfield Inn & Suites 1140 Airport Park Boulevard, Ukiah 707-463-3600 Only service animals Yes- Sun. -Thurs. only Direct billing; credit card authorization form Super 8 by Wyndham - Ukiah 693 South Orchard Avenue, Ukiah 707-468-8181 No Government Rates: Depending on dates & availability Requires authorization form, photo ID and credit card info Super 8 by Wyndham - Willits 1119 South Main Street, Willits No Government Rates: Depending on dates & availability Requires authorization form, photo ID and credit card info List as of 11/01/18
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City of Healdsburg Spill Emergency Response Plan
First Responder Form (Backup Only) E-3: Page 1
© 2004-2019 DKF Solutions Group All rights reserved.
2023 City of Healdsburg Edits
Complete this form only if there is a backup into a residence or business.

Fill out this form as completely as possible.

Ask customer if you may enter the home. If so, take photos of all damaged and undamaged areas.

PERSON COMPLETING THIS FORM:

Name:

Title:

PHONE:

DATE:

TIME:

TIME STAFF ARRIVED ON-SITE:

DOES THE CUSTOMER WANT THE CITY TO CALL FOR CLEANING SERVICE?  Yes  No If no, give the customer the Cleaning Declination Form and have them sign here:

If customer called a cleaning contractor, provide name and contact number:

RESIDENT NAME:
 Owner
 Renter
ADDRESS:

PHONE:

IF RENT,
PROPERTY MANAGER(S):

OWNER:

ADDRESS:

PHONE:
# OF PEOPLE LIVING AT RESIDENCE:

Approximate Age of Home: # of Bathrooms: # of Rooms Affected:

Numbers of Photographs or Videos Taken:
 Photographs  Video
 Customer did not provide or allow photographs
Where are photos/video stored?
Is nearest upstream manhole visibly higher than the drain/fixture that overflowed?  Yes  No Does property have a Property Line Cleanout or BPD?  Cleanout  BPD  Neither  Unknown
If yes, was the Property Line Cleanout/BPD operational at the time of the overflow?  Yes  No  Unknown Have there ever been any previous spills at this location?  Yes  No  Unknown Has the resident had any plumbing work done recently?  Yes  No  Unknown If YES, please describe:

GO TO Page 2
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City of Healdsburg Spill Emergency Response Plan
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First Responder Form (Backup Only) E-3: Page 2
Temporary lodging was offered by the City and either (check one):  Accepted  Rejected

PLEASE CHECK THE BOXES THAT
DESCRIBE YOUR OBSERVATIONS:

Customer Cleanout Was:
 Non-Existent
 Full
 Empty
Agency
Owned/Maintained
Cleanout was:
 Non-Existent
 Full
 Empty
Recommended Follow-Up Action(s):

Affected
House
Upstream
House
On the diagram below, indicate the location of the sewer line and where the problem occurred.

LIVABILITY ASSESSMENT
Is there sufficient non-contaminated
living space for residents to stay
during cleaning including a functioning
and non-contaminated bathroom?
YES Is it after 8pm or will the cleaning and disinfection be completed after 10pm?
Ask resident to vacate premises while area is cleaned and disinfected.

Are there any residents that:
• Are pregnant?
• Are children?
• Have severe allergies/asthma?
• Have respiratory problems?
• Have a compromised immune system?
Is the area a childcare or extended care facility?
Is the food preparation area contaminated?
STOP:

Resident can stay in premises.

1. Based on the Livability Assessment, recommend to resident they stay at a local hotel while the affected area of their home is cleaned and disinfected.

2. Relay information from the First Responder Form to George Hills Co./CIRA and they will make lodging arrangements.

3. Check the appropriate box in the Lodging Acknowledgement below.

SANITARY SEWER LINE BLOCKAGE LOCATION
Did sewage go under buildings? ☐ Yes ☐ No ☐ Unsure
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City of Healdsburg Spill Emergency Response Plan
© 2004-2019 DKF Solutions Group All rights reserved.
2023 City of Healdsburg Edits
Declination of Cleaning Services (Backup Only) E-3
Customer Information
NAME: ADDRESS: TELEPHONE:

ON
(date)
AT
(time)
Approximately
(quantity)
GALLONS OF:
 Sewage  Grey Water  Toilet Bowl Water  Odor
 Other (describe):

Overflowed from (or odor emanating from)
 Toilet  Shower/Tub  Washer  Other (describe):

The overflow affected the following areas (check one):
 Bathroom  Bedroom  Hallway  Garage
 Kitchen  Crawlspace  Other (specify):

The overflow affected the following flooring: and/or additional materials:
 Tile  Wood Flooring  Area Rugs  Towels
 Linoleum  Carpet  Clothing  Other (specify):
 Other (specify):

This Form Completed By: Name: Date:
(Write legibly) Title: Time:

CUSTOMER, please read the following and sign below. I/We acknowledge that City of Healdsburg (City) has offered to provide professional cleaning and decontamination services to remediate the sewage backup and/or overflow described above and that we declined the offer. We further understand and acknowledge that because we have declined, any necessary remediation activities will be conducted without City assistance, and that the City will not accept responsibility for work performed by persons other than those engaged by the City. The City will also not accept responsibility for any charges related to this incident that are not usual and customary.

Customer Signature*: Date:

The information above was
explained to the customer by
the following employee:

Name: Title:

Signature: Date:
*Note to responders: if customer declines to sign this form, then have a co-worker sign here as a witness:

Name: Signature: Date:

Recommendations to customer to clean up the spill:
 Keep pets and children out of the affected area
 Turn off heating/air conditioning systems
 Wear rubber boots, rubber gloves, and goggles during cleanup of the affected area.  Remove and discard items that cannot be washed and disinfected (such as: mattresses, rugs, cosmetics, baby toys, etc.)  Remove and discard drywall and insulation that has been contaminated with sewage or flood waters.  Thoroughly clean all hard surfaces (such as flooring, concrete, molding, wood and metal furniture, countertops, appliances, sinks and other plumbing fixtures) with hot water and laundry or dish detergent.  Help the drying process with fans, air conditioning units, and dehumidifiers.  After completing clean-up, wash your hands with soap and water. Use water that has been boiled for 1 minute (allow water to cool before washing your hands.) OR use water that has been disinfected (solution of 1/8 teaspoon of household bleach per 1 gallon of water). Let it stand for 30 min. If water is cloudy, use ¼ teaspoon of household bleach per 1 gallon of water.
 Wash all clothes worn during the cleanup in hot water and detergent (wash separately from uncontaminated clothes).  Wash clothes contaminated with flood or sewage water in hot water and detergent. Use a laundromat for washing large quantities of clothes and linens until your onsite wastewater system has been professionally inspected and services.  Seek immediate attention if you become injured or ill.

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City of Healdsburg Spill Emergency Response Plan
© 2004-2019 DKF Solutions Group All rights reserved.
2023 City of Healdsburg Edits
Customer Information Letter (Backup Only) English: E-5
Dear Property Owner:

We recognize that sewer backup incidents can be stressful and require immediate response while all facts concerning how an incident occurred are still unknown. Rest assured that we do all we can to prevent this type of event from occurring in the first place. Nevertheless, occasionally tree roots or other debris in the sewer lines causes a backup into homes immediately upstream of the blockage. At this time the City is investigating the cause of this incident.

If the City is found to be responsible for the incident, we are committed to cleaning and restoring your property, and to protecting the health of those affected during the remediation process.

The cleaning contractor provided by the City has been selected because of their adherence to established protocols that are designed to assure to all parties thorough, cost-effective and expeditious cleaning services.

You also have the right to select your own cleaning contractor, but the City does not guarantee payment of fees/expenses incurred and reserves the right to dispute fees/expenses deemed not usual and customary.

To discuss this matter, contact the Utility Maintenance Superintendent at (707) 431-3346. To submit a claim for damages, contact the City Clerk at (707) 431-3317.

Sincerely,
The City of Healdsburg
What you need to do now:
• Minimize the impact of the loss by responding promptly to the situation. • Do not attempt to clean the area yourself, let the cleaning and restoration company handle this. • Keep people and pets away from the affected area(s) until cleanup has been completed. • Turn off any appliances that use water.
• Turn off heating/air conditioning systems.
• Do not remove items from the area – the cleaning and restoration company will handle this. • If you had recent plumbing work done, contact your plumber or contractor and inform them of this incident.

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Carta de Información al Cliente (Backup Only) Spanish: E-5 Estimado Propietario:

Reconocemos que los incidentes de la red de alcantarillado pueden ser estresantes y requieren una respuesta inmediata, mientras que todos los hechos relacionados con la forma en que ocurrió el incidente aún son desconocidos. Tenga la seguridad de que haremos todo lo posible para evitar que este tipo de evento ocurra en primer lugar. Sin embargo, ocasionalmente las raíces de los árboles u otros residuos en las líneas de alcantarillado causan una copia de seguridad en los hogares inmediatamente antes del bloqueo. En este momento la Ciudad está investigando la causa de este incidente.

Si se determina que la Ciudad es responsable del incidente, nos comprometemos a limpiar y restaurar su propiedad, ya proteger la salud de las personas afectadas durante el proceso de remediación.

El contratista de limpieza proporcionado por la Ciudad ha sido seleccionado debido a su adhesión a los protocolos establecidos que están diseñados para asegurar a todas las partes servicios de limpieza exhaustivos, rentables y rápidos. También tiene derecho a seleccionar su propio contratista de limpieza, pero la Ciudad no garantiza el pago de los honorarios / gastos incurridos y se reserva el derecho de disputar los honorarios / gastos considerados no habituales y habituales.

Para discutir este asunto, comuníquese con el Superintendente de Mantenimiento de Servicios Públicos al (707) 431-3346. Para presentar una reclamación por daños, comuníquese con el Secretario Municipal al (707) 431-3317.

Sinceramente,
La ciudad de Healdsburg
Lo que necesitas hacer ahora:
• Minimice el impacto de la pérdida respondiendo rápidamente a la situación. • No intente limpiar el área usted mismo, deje que la empresa de limpieza y restauración se encargue de esto.
• Mantenga a las personas y las mascotas alejadas de las áreas afectadas hasta que se haya completado la limpieza.
• Apague cualquier aparato que use agua.
• Apague los sistemas de calefacción / aire acondicionado. • No retire elementos del área: la empresa de limpieza y restauración se encargará de esto. • Si ha realizado trabajos de plomería recientemente, comuníquese con su plomero o contratista e infórmele de este incidente.

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READ CAREFULLY
For all accident claims, place on following diagram name of streets, including North, East, South, and West; indicate place of accident by “X” and by showing house numbers or distances to street corners. If City/Agency Vehicle was involved, designate by letter “A" location of City/Agency Vehicle when you first saw it, and by “B” location of yourself or your vehicle when you first saw City/Agency Vehicle; location of City/Agency vehicle at time of accident by “A-1" and location of yourself or your vehicle at the time of the accident by “B-1" and the point of impact by “X.” NOTE: If diagrams below do not fit the situation, attach hereto a proper diagram signed by claimant.

Warning: Presentation of a false claim with the intent to defraud is a felony (Penal Code §72). Pursuant to CCP §1038, the City/Agency may seek to recover all costs of defense in the event an action is filed which is later determined not to have been brought in good faith and with reasonable cause.

Signature: Date:
6/2011

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City of Healdsburg Spill Emergency Response Plan
Your Responsibilities as a Private Property Owner (Backup Only) E-6: Page 1 © 2004-2019 DKF Solutions Group All rights reserved.
2023 City of Healdsburg Edits
How a Sewer System Works
A property owner's sewer pipes are called service laterals and are connected to larger local main and regional trunk lines. Service laterals run from the connection at the home to the connection with the public sewer. These laterals are the responsibility of the property owner and must be maintained by the property owner.

How do sewage spills happen?
Sewage spills occur when the wastewater in
underground pipes overflows through a manhole,
cleanout, or broken pipe. Most spills are relatively
small and can be stopped and cleaned up quickly,
but left unattended they can cause health hazards,
damage to homes and businesses, and threaten
the environment, local waterways, and beaches.

Common causes of sewage spills include grease
build-up, tree roots, broken/cracked pipes, missing
or broken cleanout caps, undersized sewers, and
groundwater/rainwater entering the sewer system
through pipe defects and illegal connections.

Prevent most sewage backups with a Backflow Prevention Device This type of device can help prevent sewage backups into homes and businesses. If you don’t already have a Backflow Prevention Device, contact a professional plumber or contractor to install one as soon as possible.

Is my home required to have a backflow prevention device? Section 710.1 of the Uniform Plumbing Code (U.P.C.) states: “Drainage piping serving fixtures which have flood level rims located below the elevation of the next upstream manhole cover or private sewer serving such drainage piping shall be protected from backflow of sewage by installing an approved type of backwater valve.” The intent of Section 710.1 is to protect the building interior from mainline sewer overflows or surcharges.

Additionally, U.P.C. 710.6 states:
“Backwater valves shall be located
where they will be accessible for
inspection and repair at all times and,
unless continuously exposed, shall be
enclosed in a masonry pit fitted with
an adequately sized removable
cover.”
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City of Healdsburg Spill Emergency Response Plan
Your Responsibilities as a Private Property Owner (Backup Only) E-6: Page 2 © 2004-2019 DKF Solutions Group All rights reserved.
2023 City of Healdsburg Edits
Spill clean up inside the home:

For large clean ups, a professional cleaning firm should be contacted to clean up impacted areas, If you hire a contractor, it is recommended to get estimates from more than one company. Sometimes, homeowner’s insurance will pay for the necessary cleaning due to sewer backups. Not all policies have this coverage, so check with your agent.

If you decide to clean up a small spill inside your home, protect yourself from contamination by observing the following safety measures. Those persons whose resistance to infection is compromised should not attempt this type of clean up.

Other Tips:
• Keep children and pets out of the affected area.
• Turn off heating/air conditioning systems
• Wear rubber boots, rubber gloves, and goggles during cleanup. • Discard items that cannot be washed and disinfected (such as: mattresses, rugs, cosmetics, toys, etc.) • Remove and discard drywall and insulation that has been contaminated with sewage or flood waters. • Thoroughly clean all hard surfaces (such as flooring, concrete, molding, wood and metal furniture, countertops, appliances, sinks and other plumbing fixtures) with hot water and laundry or dish detergent.
• Help the drying process with fans, air conditioning units, and dehumidifiers. • After completing cleanup, wash your hands with soap and water. Use water that has been boiled for 1 minute (allow the water to cool before washing your hands) OR use water that has been disinfected (solution of 1/8 teaspoon of household bleach per 1 gallon of water). Let it stand for 30 min. If water is cloudy, use ¼ teaspoon of household bleach per 1 gallon of water. • Wash clothes worn during cleanup in hot water & detergent (wash apart from uncontaminated clothes). • Wash clothes contaminated with sewage in hot water and detergent. Consider using a Laundromat until your onsite wastewater system has been professionally inspected and serviced.

Spill clean up outside the home:
• Keep children and pets out of the affected area until cleanup has been completed. • Wear rubber boots, rubber gloves, and goggles during cleanup of affected area. • Clean up sewage solids (fecal material) and place in properly functioning toilet or double bag and place in garbage container.
• On hard surfaces areas such as asphalt or concrete, it is safe to use a 2% bleach solution, or ½ cup of bleach to 5 gallons of water, but don’t allow it to reach a storm drain as the bleach can harm the environment.
• After cleanup, wash hands with soap and water. Use water that has been boiled for 1 minute (allow to cool before washing your hands) OR use water that has been disinfected (solution of 1/8 teaspoon of household bleach per 1 gallon of water). Let it stand for 30 min. If water is cloudy, use ¼ teaspoon of household bleach per 1 gallon of water.
• Wash clothes worn during cleanup in hot water and detergent (wash apart from uncontaminated clothes).
• Wash clothes contaminated with sewage in hot water and detergent. Consider using a laundromat until your onsite wastewater system has been professionally inspected and serviced.

Seek immediate
attention if you
become injured or ill
during or after the
cleanup process.

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© 2004-2019 DKF Solutions Group All rights reserved.
2023 City of Healdsburg Edits
INSERT TAB:

Failure Analysis
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City of Healdsburg Spill Emergency Response Plan
Collection System Failure Analysis F-1: Page 1
© 2004-2019 DKF Solutions Group All rights reserved
2023.City of Healdsburg Edits

OFFICE USE ONLY
Incident Report # Prepared By
Spill/Backup Information
Cause
Summary of Historical Spills/Backups/Service Calls/Other Problems Date Cause Date Last Cleaned Crew
Records Reviewed By: Record Review Date:

Summary of CCTV Information
CCTV Inspection Date Tape Name/Number
CCTV Tape Reviewed By CCTV Review Date
Observations
Go to Side B
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Collection System Failure Analysis F-1: Page 2
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Recommendations
✓ Type Specific Actions Who is
Responsible?
Completion
Deadline
Who Will Verify
Completion?
No Changes or
Repairs
Required n/a n/a n/a n/a
Repair(s)
Construction
Capital
Improvement(s)
Change(s) to
Maintenance
Procedures
Change(s) to
Spill
Response
Procedures
Training
Misc.

Comments/Notes:

Reviewed by: Reviewed by:

Review Date: Review Date:

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City of Healdsburg
Water Quality Monitoring Plan
February 2020
Water Quality Monitoring – Key Elements
 Trigger for Sampling. Water quality sampling must be performed for sanitary sewer overflows (SSOs) that are 50,000 gallons or greater and reach surface water and for spills less than 50,000 gallons as further defined herein.  Safety and Access. Water quality sampling should only be performed if it is safe to do so and access to the surface water is not restricted. Unsafe conditions include, but are not limited to, heavy rains, steep hillsides, and fog/visibility issues. When sampling is not possible, details of the situation will be recorded in the certified Category 1 SSO Report and the SSO Technical Report submitted to the CIWQS Online SSO Database.  When to Sample. Sampling must be performed (when and if it is safe to do so) within 48 hours of the City of Healdsburg (City) becoming aware of a Category 1 SSO that resulted in 50,000 gallons or greater being spilled to a surface water. Designated water quality sample Staff shall collect samples as soon as possible after the discovery and mitigation of the SSO event.

Note that “surface waters” includes waters of the State, any drainage channel tributary to a surface water, or the storm drain system if the spill is not fully captured and returned to the sanitary sewer system. The following Waters of the State are in the City of Healdsburg’s service area:

1. Russian River

2. Foss Creek

3. Dry Creek

4. West Slough

5. Norton Slough
 Where to Sample. Sampling should account for spill travel time in surface water (see Sample Collection Procedure below). The samples shall then be brought to the Water Reclamation Facility.
 Required Water Quality Analyses. At a minimum, analyze for ammonia and appropriate bacterial indicators per the RWQCB Basin Plan (see Sampling Parameters below).
 Optional Follow-Up Monitoring. Additional monitoring by sampling and/or visual inspection may be conducted, depending on the original monitoring results.

Water Quality Sampling - Protocol
SSO Sample Collection Kit Inventory (to be stored at the WRF):
 Cooler
 Ice Packs (stored in freezer)
 6 sample bottles labeled A (1/2 gallon with preservative; for ammonia analyses)  6 sample bottles labeled B (120-mL; for bacteria indicator analyses)  6 sample bottles labeled C (120-mL; for pH, temperature, and dissolved oxygen analyses)
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 6 secondary containers (250-mL; for transfer of sample to A-labeled sample bottles)  Safety gloves
 Safety glasses
 Sodium thiosulfate tablets (to be used when collecting bacteria samples)  Paper towels
 Quart bags
 Gallon bags
 Thermometer / pH meter
 HACH Dissolved Oxygen Meter Product #2968800 (or approved equal)  Floating object
 Sampling poles
 Tape
 String
 Measuring tape
 Stopwatch
 Standard Analytical Lab Chain-of-Custody Forms specific to the analytical lab used to conduct any required field tests.
 Pen/Pencil
Sampling Parameters:
 Ammonia
 Fecal Coliform
 E. coli
 Dissolved Oxygen
 pH
 Temperature
Sampling Locations (further details on location provided in subsequent sections):
 “Upstream” of SSO
 Immediate vicinity where SSO enters water body (“source”)  “Downstream” of SSO
When to Sample for Spills Less Than 50,000 Gallons:
 The City will perform (when and if it is safe to do so) water quality sampling for spills of more than 1,000 gallons and less than 50,000 gallons if occurring directly to one of the Waters of the State listed above if the waterway is not dry at the time. Any spill over 1,000 gallons to a surface water requires notification of Cal OES. Note that the sample results are not required to be uploaded to CIQWS in this case.

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Sample Collection Procedure:
1) If possible, determine the point that the SSO entered the waterway and photograph this location (include a reference point in the photo, i.e. an immovable part of the terrain that would allow someone to easily identify where the SSO entrance point is located by looking for the reference point in the photo). 2) If sampling is performed after the SSO has stopped, estimate SSO travel time. This may be done by observing or dropping floatable debris or object in the surface water and timing how long it takes to travel over a measured distance (e.g., 100 feet).

Include sections in the surface water where there are bends, bottlenecks, or other characteristics that may slow down the flow. If the first measurement is uncertain, this time estimate may be performed three times, and the values averaged to determine the estimated travel time. The velocity of the water body can then be calculated by dividing the measured distance by the average time. 3) Determine the location where the “source” sample collection will take place by accounting for SSO travel time.
 If the SSO is occurring, the “source” location is the point where the SSO is entering the waterway.
 If the SSO has stopped, calculate the approximate downstream distance from the original SSO location by multiplying the time since the SSO occurred by the estimated velocity. This is the approximate downstream distance from the SSO discharge point to the “source” sampling location.
4) Put on the safety gloves and safety glasses.
5) Upstream Sample Collection: Collect the upstream samples first. Move approximately one hundred feet (100’) upstream of Source location. Label three each of the sample bottles marked “Upstream A”, “Upstream B”, and “Upstream C” with the date and time.
a. Take a photo of the sample location, including a reference point in the photo. b. Ensure the sampling location is well away from the bank at a point where water is visibly flowing. Take care to avoid sampling debris or scum layer from the surface.
c. Starting with collection of the ammonia sample, remove the lid from one of the unused and clean 250-mL secondary containers. Fill this container against the direction of water flow while following the instructions of Step 5b. Never dip the “Upstream A” sample bottle into the water. After carefully opening an unused “Upstream A” ammonia sample bottle containing sulfuric acid, slowly transfer the sample from the secondary container to the sample bottle. Due to potential contact with sulfuric acid, a highly corrosive compound, safety glasses and gloves must be worn when sampling for ammonia. Secure the lid of the sample bottle, making sure that no leaking occurs. After drying the outside of the bottle with a paper towel, immediately place it inside a quart bag. Place this quart bag along with two ice packs into a gallon bag. Do not place the ice packs inside of the quart bag that holds the sample bottle. Repeat this process one more time for a total of two “Upstream A” samples. Place each sample in the cooler after collection.

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d. Moving on to collection of the bacteria sample, remove the lid from an unused “Upstream B” bacteria sample bottle and confirm that a sodium thiosulfate preservative tablet is inside. Fill the bottle against the direction of water flow while following the instructions of Step 5b. Pour off excess sample volume so that the bottle is filled to the 100-mL fill line. Secure the lid of the sample bottle, making sure that no leaking occurs. After drying the outside of the bottle with a paper towel, immediately place it inside a quart bag. Place this quart bag along with two ice packs into a gallon bag. Do not place the ice packs inside of the quart bag that holds the sample bottle. Repeat this process one more time for a total of two “Upstream B” samples. Place each sample in the cooler after collection. e. Moving on to the last set of samples for pH and dissolved oxygen, remove the lid from an unused “Upstream C” sample bottle. Fill the bottle against the direction of water flow while following the instructions of Step 5b. Pour off excess sample volume so that the bottle is filled to the 100-mL fill line. Use the thermometer to measure the temperature of the “Upstream C” sample three times and record the results. Use the dissolved oxygen meter to measure the concentration of dissolved oxygen in the “Upstream C” sample and record the results. Secure the lid of the sample bottle, making sure that no leaking occurs. After drying the outside of the bottle with a paper towel, immediately place it inside a quart bag.

Place this quart bag along with two ice packs into a gallon bag. Do not place the ice packs inside of the quart bag that holds the sample bottle. Repeat this process one more time for a total of two “Upstream C” samples. Place each sample in the cooler after collection.
6) Source Sample Collection: Collect the “source” samples next. Move approximately ten feet (10’) downstream of the Source location. Label each of the sample bottles marked “Source A”, “Source B”, and “Source C” with the date and time. Follow steps 5a-e for sampling at the Source location, using appropriately marked bottles “Source A”, “Source B”, and “Source C”.
7) Downstream Sample Collection: Lastly, collect the downstream sample. Move one hundred feet (100’) downstream of the source location. Label each of the sample bottles marked “Downstream A”, “Downstream B”, and “Downstream C” with the date and time. Follow steps 5a-e for sampling at the Downstream location, using appropriately marked bottles “Downstream A”, “Downstream B”, and “Downstream C”.
8) Complete the Lab Chain of Custody form included in spill sample collection kit. 9) Transport the cooler containing the samples and the completed Lab Chain of Custody form to the WRF Lab as soon as possible after first sample collection. The parameter with the shortest holding time is bacteria at 6 hours (from sample collection to beginning of analysis), but sample analysis should begin as soon as possible after sample collection. Samples will not be analyzed if the holding time has been exceeded. The WRF Lab staff will coordinate with a contracted lab (Alpha Analytical Laboratories) for ammonia analysis as required. 10) Ammonia samples have a regulatory holding time of 28 days. Maintain these samples at less than or equal to 6°C (on ice or refrigerated) from time of collection until receipt by the analytical laboratory.
11) Restock the SSO Sample Collection Kit with the items listed on pages 1 and 2.

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12) After the analyses have been performed (see “Water Quality Analyses Protocols” below) and the results have been reviewed and finalized, check if any of the following conditions are satisfied:
 Both the ammonia and bacteria levels downstream are approximately equal to or less than the upstream levels.
 The concentration of un-ionized ammonia is below 0.4 mg/L as Nitrogen.  The E.Coli and fecal coliform are below their respective limits from the below table.

Bacteriological Water Quality Objectives
Beneficial Use Fecal Coliform
(MPN/100mL)
E. Coli Bacteria
(colonies/100mL)
Water Contact
Recreation Median < 50 1 298 2

1. North Coast Region Water Quality Control Plan – 3.3.1

2. The criteria were published in the Federal Register, Vol. 51, No. 45 / Friday, March 7, 1986 / 8012- 8016, for a “moderately used” area.

As soon as one of the above conditions is satisfied, monitoring for this SSO may stop. If neither are satisfied, repeat the Sample Collection Procedure steps until any or all of the conditions are satisfied, or other information is available to suggest the SSO is no longer causing a potentially adverse effect on the waterbody.

Warnings for Sample Collection:
 Avoid Contamination. Make every effort not to touch the sample contents, because the sample containers may contain hazardous chemicals and the sample results may be easily affected by human contamination.
 Deliver Sample to Lab. All samples need to be delivered to the laboratory as soon as possible due to the limited holding time required for maintaining sample integrity.

Water Quality Analyses – Protocols
Laboratory Analyses:

The WRF Laboratory and the contracted lab are accredited by the Environmental Laboratory Accreditation Program (ELAP). Specific methods used for laboratory analyses are expected to be as follows:

Parameter Method
Total Coliform, Fecal, & E. Coli Colilert
pH pH
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Maintenance and Calibration of Monitoring Instruments and Devices:

The SSO Sample Collection Kit is checked by the Laboratory Technician at least quarterly to verify its contents, and the Wastewater Utility Foreman replaces sample bottles as needed according to their shelf life.

Reporting Requirements
City staff is responsible for submitting water quality monitoring information with the certified Category 1 SSO report in the CIWQS Online SSO Database, which must be submitted within 15 calendar days of the SSO end date.

City staff is responsible for submitting information related to the Technical Report in the CIWQS Online SSO Database, which must be done within 45 calendar days of the SSO end date. The SSO Technical Report must include the following water quality monitoring information, in addition to other required information for the Technical Report described in Order No. WQ 2013- 0058-EXEC:
 Description of all water quality sampling activities conducted  Analytical results and evaluation of the results
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FATS, OILS, AND GREASE

WASTEWATER DISCHARGE PERMIT
Permit No.: XXX

This permit authorizes:

XXX
Healdsburg, CA 95448
hereinafter referred to as "Permittee", to discharge wastewater into the sewer system from the above identified location, in accordance with the conditions set forth in this permit and the provisions of Ordinance No. 763 - Fats, Oils, and Grease (FOG) Discharge Regulations (FOG Ordinance) of the City of Healdsburg, herein referred to as "COH". The permit conditions are as specified in the following parts of this permit:

Part I - Discharge Limitation and Restrictions
Part II - Requirements for FOG Control
Part III - Notification, Record-Keeping, and Reporting Requirements Part IV - Standard Conditions
Part V - Special Conditions
This permit shall become effective on 4/1/2014 and shall expire on 4/1/2019. The COH may amend this permit at anytime during the term of the permit.

If the permittee wishes to continue to discharge after the expiration date of this permit, an application must be filed for a renewal permit a minimum of 60 days prior to the expiration date.

Discharging without a valid permit is a violation of the FOG Ordinance and may be subject to administrative fines and physical termination of sewer service.

Compliance with this permit does not relieve the Permittee of its obligation to comply with the District's FOG Ordinance, any applicable requirements under local, State, and Federal laws, including any such regulations, standards, requirements or laws that may become effective during the term of this permit.

By:

FOG Control Program Manager

Issued on: 4-2-2014.

City of Healdsburg
Public Works Department
401 Grove St.

Healdsburg, CA 95448-4723
707-431-3346
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DISCHARGE LIMITATION AND RESTRICTIONS
During the period from 4/1/2014 (effective date) to 4/1/2019 (expiration date), Permittee is authorized to discharge wastewater into the COH’s sewer system, subject to the following effluent limitations and discharge restrictions:

A. DISCHARGE LIMITATION
Permittee shall not discharge into the sewer system Fats, Oils, and Grease (FOG) that may accumulate and/or cause or contribute to blockages in the sewer system or at the lateral which connects the permittee’s facility to the sewer system.

B. DISCHARGE RESTRICTIONS
The following general prohibitions apply:

1. Food Grinders. Installation of food grinders in the plumbing system of new constructions of Food Service Establishments is prohibited. Furthermore, all food grinders shall be removed from all existing Food Service Establishments within 180 days of the effective date of this permit, except when expressly allowed in writing by the FOG Control Program Manager.

2. Additives. Introduction of any additives into a Food Service Establishment's wastewater system for the purpose of emulsifying or biologically/chemically treating FOG for grease remediation or as a supplement to interceptor maintenance is prohibited, unless a specific written authorization from the FOG Control Program Manager is obtained.

3. Waste Cooking Oil. Disposal of waste cooking oil into drainage pipes is prohibited. All waste cooking oils shall be collected and stored properly in receptacles such as barrels or drums for recycling or other acceptable methods of disposal.

4. Dishwasher Discharge. Discharge of wastewater from dishwashers to any grease trap or grease interceptor is prohibited.

5. Temperature Limitation. Discharge of wastewater with temperatures in excess of 140˚F to any grease control device, including grease traps and grease interceptors, is prohibited.

6. Domestic Wastes. Discharge of wastes from toilets, urinals, wash basins, and other fixtures containing fecal materials to sewer lines intended for grease interceptor service or vice versa, is prohibited.

7. FOG and Solids from Grease Interceptors. Discharge of any waste including FOG and solid materials removed from the grease control device to the sewer system is prohibited. Grease removed from grease interceptors shall be wastehauled periodically as part of the operation and maintenance requirements for grease interceptors.

8. 25% Rule. Operation of grease interceptors with FOG and solids accumulation exceeding 25% of the design hydraulic depth of the grease interceptor (25% Rule) is prohibited.

REQUIREMENTS FOR FOG CONTROL
Permittee shall comply with the following requirements to control the discharge of FOG to the sewer system:

A. BEST MANAGEMENT PRACTICES (BMP)
Permittee shall implement BMPs in its operation to minimize the discharge of FOG to the sewer system. At a minimum, permittee shall implement the following BMPs when applicable:

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1. Installation of drain screens. Drain screens shall be installed on all drainage pipes in food preparation areas.

2. Segregation and collection of waste cooking oil. All waste cooking oil shall be collected and stored properly in recycling receptacles such as barrels or drums. Such recycling receptacles shall be maintained properly to ensure that they do not leak. Licensed wastehaulers or an approved recycling facility must be used to dispose of waste cooking oil.

3. Disposal of food waste. All food waste shall be disposed of directly into the trash or garbage, and not in sinks.

Double-bagging food wastes that have the potential to leak in trash bins is highly recommended.

4. Employee training. Employees of the food service establishment shall be trained within 180 days of the effective date of this Permit, and twice each calendar year thereafter, on the following subjects:
a) How to “dry wipe” pots, pans, dishware and work areas before washing to remove grease. b) How to properly dispose of food waste and solids in enclosed plastic bags prior to disposal in trash bins or containers to prevent leaking and odors.
c) The location and use of absorption products to clean under fryer baskets and other locations where grease may be spilled or dripped.
d) How to properly dispose of grease or oils from cooking equipment into a grease receptacle such as a barrel or drum without spilling.

Training shall be documented and employee signatures retained indicating each employee's attendance and understanding of the practices reviewed. Training records shall be available for review at any reasonable time by the FOG Control Program Manager or an inspector.

5. Maintenance of kitchen exhaust filters. Filters shall be cleaned as frequently as necessary to be maintained in good operating condition. The wastewater generated from cleaning the exhaust filter shall be disposed properly.

6. Maintenance of kitchen floor mats. Floor mats used where grease spillage may occur shall be cleaned in an area appropriate for receiving the waste wash water, such as a mop sink or basin. Do not wash floor mats where waste wash water may flow into storm drains.

7. Kitchen signage. Best management and waste minimization practices shall be posted conspicuously in the food preparation and dishwashing areas at all times.

B. FOG PRETREATMENT

1. Grease Interceptor Requirement. Permittee shall install, operate, and maintain an approved type and adequately sized grease interceptor in accordance with Attachment A. The grease interceptor shall be adequate to separate and remove FOG contained in wastewater discharges from the permittee’s facility prior to discharge to the sewer system. Under special circumstances, the District may issue a variance or waiver from this requirement as described in Section 2.6 of the District’s FOG Ordinance.

2. Grease Interceptor Maintenance Frequency. Grease interceptors shall be maintained by periodic removal of the full content of the interceptor which includes wastewater accumulated FOG, floating materials, sludge, and solids.

Permittee shall fully pump out contents of the grease interceptor at a frequency as shown below:

Minimum Grease Interceptor Cleaning Frequency At least once every 3 months

3. Grease Interceptor Maintenance Requirement. Grease Interceptors shall be maintained in efficient operating condition such that the combined FOG and solids accumulation does not exceed 25% of the design hydraulic depth of the grease interceptor. Any exceedance above 25% constitutes a violation of this permit. This requirement is to Item 6.f
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ensure that the minimum hydraulic retention time and required available volume is maintained to effectively intercept and retain FOG discharged to the sewer system.

NOTIFICATION, RECORD-KEEPING, AND REPORTING REQUIREMENTS A. NOTIFICATION REQUIREMENTS
Permittee shall comply with the following notification requirements:

1. Notification of Spill
In case of a sewage spill, Permittee shall notify the District immediately by phone.

City of Healdsburg 707-431-3346
Confirmation of this notification shall be made in writing to the FOG Control Program Manager at the address specified in the Permit no later than five (5) working days from the date of the incident. The written notification shall state the date of the incident, the reasons for the discharge or spill, what steps were taken to immediately correct the problem, and what steps are being taken to prevent the problem from recurring.

2. Notification Regarding Planned Changes
Permittee shall notify the COH at least 60 days in advance prior to any facility expansion/remodeling, or process modifications that may result in new or substantially increased FOG discharges or a change in the nature of the discharge. Permittee shall notify the COH in writing of the proposed expansion or remodeling and shall submit any information requested by the COH for evaluation of the effect of such expansion on Permittee's FOG discharge to the sewer system.

B. RECORD-KEEPING REQUIREMENTS
Permittee shall keep records for at least two years and submit or make available for review, the following documents to the District, upon request:

1. A Record/Logbook of BMPs being implemented including employee training.

2. A Logbook of recyclable (yellow) grease pickup/disposal.

For permittees with grease interceptors or other grease control device:

3. A Logbook of grease interceptor (or other grease control device) cleaning and maintenance practices and activities.

4. Copies of records and manifests of wastehauling interceptor contents.

C. REPORTING REQUIREMENTS

1. BMP Monitoring Report
Permittee shall submit BMP Monitoring Reports annually in accordance with the schedule specified in the following table. The report shall indicate current status of BMPs that are in place as required in Part IIA of this permit. The BMP information shall be summarized and reported on the official BMP Monitoring Report Form (example shown in Attachment B), which shall be mailed out to the permittee at least 4 weeks prior to the required reporting date.

It is the COH’s intent to keep inspection of your kitchen to a minimum. To accomplish this, you are required to submit BMP Monitoring Reports, as described below, to demonstrate the status of your compliance with the COH’s BMP requirements.

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Permittee shall submit a BMP Monitoring Report for each BMP monitoring period in accordance with the following schedule:

Annual Reporting Period Due Dates for Submitting BMP Monitoring Reports 2014 7/15/2014
2015 7/15/2015
2016 7/15/2016
2017 7/15/2017
2018 7/15/2018

2. Grease Interceptor Wastehauling Report
Based on the grease interceptor maintenance frequency specified in Part IIB of this permit, Permittee shall submit a Grease Interceptor Wastehauling Report annually. The information shall be summarized and reported on the official Grease Interceptor Wastehauling Report Form (example shown in Attachment C), which shall be mailed out to the permittee at least 4 weeks prior to the required reporting date. The report shall indicate the grease interceptor maintenance activities performed during the wastehauling monitoring period and shall include copies of wastehauling manifests. Permittee shall submit Grease Interceptor Wastehauling Reports in accordance with the following schedule:

Wastehauling Monitoring Period Due Dates for Submitting Grease Interceptor Wastehauling Reports
2014 7/15/2014
2015 7/15/2015
2016 7/15/2016
2017 7/15/2017
2018 7/15/2018

3. Changes in Company information
Permittee shall immediately inform the COH of any changes in ownership or facility name, and discrepancies in the food service establishment information currently on file as shown in Attachment D.

4. Signatory Requirements
Prior to submittal of the BMP Monitoring Report or Grease Interceptor Wastehauling Report to the COH, the information shall be verified and signed under penalty of perjury by an authorized company official.

5. Falsifying Information
Knowingly making any false statement on any report or other document required by this permit or knowingly rendering any monitoring device or method inaccurate is a crime and may result in the imposition of criminal sanctions and/or civil penalties.

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STANDARD CONDITIONS
A. NON-TRANSFERABILITY OF PERMIT
This Permit is issued specifically to the owner and facility location specified in this permit. This Permit is issued for a specific user, for a specific operation at a specific location, and creates no vested rights. Any permit that is transferred to a new owner and/or operator or to a new facility is void. Permittee shall notify the COH in writing prior to the transfer of ownership and shall give a copy of the existing permit to the new owner or operator, for reference purposes only.

B. ACCESS REQUIREMENTS
Access to the permittee’s facility shall be granted to the COH’s personnel and/or its designee to all parts of the facility for the purpose of conducting compliance inspection during all times the facility is open, operating, or any other reasonable time. The COH may conduct random, unannounced inspections to verify compliance with the terms and conditions of this permit.

C. CIVIL PENALTIES
Any person who violates any provision of the FOG Ordinance; or any permit condition, prohibition or effluent limitation; or any suspension or revocation order shall be liable civilly for a penalty pursuant to COH’s FOG Ordinance, for each day in which such violation occurs.

D. CRIMINAL PENALTIES
Any person who violates any provision of the FOG Ordinance or any permit condition, prohibition or effluent limit, is guilty of a misdemeanor, which upon conviction is punishable by a fine not to exceed one thousand dollars ($1,000), or imprisonment for not more than six (6) months in the County Jail, or both. Each day in violation constitutes a new and separate violation and shall be subject to the penalties contained herein.

E. SEVERABILITY
The provisions of this permit are severable. If any provision of those permits limitations and/or requirements, or the application thereof, to the Permittee is held invalid, the remainder of the permit limits and/or requirements shall remain in full force and effect.

F. TERMINATION OF SERVICE
The COH, by Order of the City Manager, may physically terminate sewer service to any property on a term of any order of suspension or revocation of a permit or upon the failure of a person not holding a valid wastewater discharge permit to immediately cease discharge, whether direct or indirect, to the COH’s sewer facilities after due notification. All costs for physical termination as well as for reinstating service shall be paid by the permittee.

SPECIAL CONDITIONS

 None at this time.

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ATTACHMENT A

GREASE INTERCEPTOR DESIGN GUIDELINES
A. Sizing Grease Interceptors
Grease interceptors shall be designed and sized based on anticipated flow rates and organic load for maximum efficiency. The FOG Ordinance adopted by the District requires grease interceptor sizing and construction to conform with the Uniform Plumbing Code. To calculate the size of grease interceptor needed by a food service establishment, refer to the following formula taken from Appendix H of the Uniform Plumbing Code:

No. of Meals per
peak hour1 x
Waste Flow
Rate2 x Retention Time3 x Storage Factor4 = Interceptor Size (Liquid Capacity) 1 Meals Served at Peak Hour 3
Retention Times:

Commercial kitchen waste
Dishwasher 2.5 hours
Single-service kitchen
Single serving 1.5 hours
2 To calculate the Waste Flow Rate, select the one option that applies:

With dishwashing machine 6 gallons
Without dishwashing machine 5 gallons
Single-service kitchen 2 gallons
4 Storage Factors:

Fully equipped commercial kitchen:
8-hour operation 1
16-hour operation 2
24-hour operation 3
Single-service kitchen 1.5
B. Grease Interceptor Design and Construction Guidelines  Grease interceptors shall be placed as close as practical to the fixture(s) being served. It shall be located where it is easily accessible at all times for inspection, cleaning, and removal of accumulated grease.  Minimum grease interceptor size shall be 750 gallons; the maximum size shall be 1500 gallons unless authorized by COH in writing.
 Grease interceptors shall have two compartments. The inlet compartment shall be 2/3 of the total capacity of the interceptor and in all cases shall be longer than the maximum inside width of the interceptor. The outlet compartment shall have a minimum capacity of 1/3 of the total interceptor capacity. The liquid depth shall not be less than 2 feet 6 inches nor more than 6 feet.
 Access to each grease interceptor shall be provided by a manhole over the inlet and a manhole over the outlet.

There shall also be an access manhole for each 10 feet of length for interceptors over 20 feet long. Manholes shall extend to grade, have a minimum size of 24 inches diameter or square opening, and shall have a gasketed cover at grade.
 The inlet and outlet shall have a baffle tee or similar flow device with a minimum cross sectional area equal to the required cross sectional area of the inlet. Each baffle shall extend from at least 4 inches above the liquid level to within at least 12 inches of the inside floor of the interceptor.  Adequate partitions or baffles shall extend at least 6 inches above the liquid level. Flow from inlet compartment to outlet compartment shall be through a quarter bend, or similar device equivalent in cross sectional area to the inlet into the interceptor, and shall extend down to within 12 inches of the inside floor.  Inlet, outlet and main baffle shall have a free vent area equal to the required cross sectional area of the inlet pipe.

For more details, consult Appendix H of the UPC.

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ATTACHMENT B

ANNUAL BEST MANAGEMENT PRACTICES (BMP) MONITORING REPORT Restaurant Permit No. Submission Date:

Contact: Reporting Period: Due Date:

Requirement BMP Compliance Checklist Yes No Not Applicable (Explain why) 1 Installation of drain
screens
Are drain screens installed on all sink and floor drains in the food preparation areas?   
2 Segregation and
collection of waste
cooking oil
Is waste cooking oil collected and properly stored in drums and barrels for offsite recycling, or other acceptable
disposal method?
  
3 Disposal of food
waste
Are all food wastes disposed of directly into the trash or garbage, and not down the drains? Disposal of solid
wastes down the sink or food grinder drain is prohibited.   
4 Maintenance of
exhaust filters/
floor mats
Is the wastewater generated from cleaning the kitchen
exhaust filters and floor mats disposed of properly?    5 Kitchen Signage Is the “Kitchen Best Management Practices for Fats, Oils, and Grease” sign posted in the kitchen?   
6 Employee Training
Employees have been trained on the following Best
Management Practices during the reporting period:

How to “dry wipe” pots, pans, dishware and work areas to remove food scraps and grease before washing.   
Proper disposal of food waste and solids in enclosed
plastic bags prior to depositing in trash containers or garbage bins to prevent leaking and odors.
  
The location and use of absorption products to clean under fryer baskets and other locations where fats, oils, and grease may be spilled or dripped.
  
How to properly dispose of grease or oils from cooking
equipment into the waste grease barrel or drum without
spilling to eliminate storm water contamination.
  
7 Employee Training
Documentation
Training is documented and employee signatures retained indicating each employee's attendance and understanding of the practices reviewed.
  
8 Other BMPs
Implemented
Certification
The results presented herein must be verified and signed under penalty of perjury by: (i) a responsible officer; (ii) general partner or proprietor; or (iii) a representative who has the responsibility for the overall operation of the permitted facility, who has been authorized by the corporate officer, general partner or proprietor to sign such reports, and such authorization has been made in writing and submitted to the District.

I have personally examined and am familiar with the information submitted in this document. Based upon my inquiry of those individuals immediately responsible for obtaining the information reported herein, I believe that the submitted information is true, accurate, and complete. I am aware that there are significant penalties for submitting false information, including the possibility of permit revocation/sewer access termination.

Name Signature Title Date
Complete form and submit to:

City of Healdsburg, FOGWDP Program, 401 Grove St., Healdsburg, CA 95448-4723 Item 6.f
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ATTACHMENT C

ANNUAL GREASE INTERCEPTOR WASTEHAULING REPORT
Restaurant Permit No. Submission Date:

Contact: Reporting Period: Due Date:

Grease Interceptor Wastehauling Activities
1 Date of Wastehauling Wastehauler Vehicle Tag No.

Gallons Removed Waste Disposal Site Vehicle capacity(gallons) 2 Date of Wastehauling Wastehauler Vehicle Tag No.

Gallons Removed Waste Disposal Site Vehicle capacity(gallons) 3 Date of Wastehauling Wastehauler Vehicle Tag No.

Gallons Removed Waste Disposal Site Vehicle capacity(gallons) 4 Date of Wastehauling Wastehauler Vehicle Tag No.

Gallons Removed Waste Disposal Site Vehicle capacity(gallons) 5 Date of Wastehauling Wastehauler Vehicle Tag No.

Gallons Removed Waste Disposal Site Vehicle capacity(gallons) 6 Date of Wastehauling Wastehauler Vehicle Tag No.

Gallons Removed Waste Disposal Site Vehicle capacity(gallons) Certification
The results presented herein must be verified and signed under penalty of perjury by: (i) a responsible officer; (ii) general partner or proprietor; or (iii) a representative who has the responsibility for the overall operation of the permitted facility, who has been authorized by the corporate officer, general partner or proprietor to sign such reports, and such authorization has been made in writing and submitted to the District.

I have personally examined and am familiar with the information submitted in this document. Based upon my inquiry of those individuals immediately responsible for obtaining the information reported herein, I believe that the submitted information is true, accurate, and complete. I am aware that there are significant penalties for submitting false information, including the possibility of fine and imprisonment.

Name Signature Title Date
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ATTACHMENT D

PERMITTEE INFORMATION ON FILE
The following information is currently on file. If any of the information is inaccurate or missing, permittee is required to update the District using the FSE Information Update Form provided in the Forms Tab of the Binder.

Applicant Doing Business as (DBA)
Street Address Facility Phone Number
City/ZIP Code Facility Fax Number
Food Service Establishment Owner Designated Signatory
Name / Title Name / Title
Address Address
City / State / ZIP City/ZIP Code
Phone No. Phone No
Fax No Fax No
Facility Contact During Business Hours
Name / Title / Phone Number
Chain Status  Chain  Independent
Type of Ownership
 Single Proprietorship
Seating Capacity
Inside:  Partnership
Outside:  Corporation
Seating
 Sit-down Average No. of Meals
served during peak hour Take-out
 Both Non-disposable Dish
Usage
 Yes
No. of Employees  No
Kitchen Equipment
Deep Fryers – ( 1 ) Rotisserie –
Charbroilers – Griddles –
Grills – ( 1 ) Stoves – ( 1 )
Oven – ( 1 ) Woks –
Grease trap / interceptor – ( 1 )
Hours of Operation
Monday Start: 11:00 AM Stop: 3:00 PM Start: 4:30 PM Stop: 9:00 PM or  24 Hours or  Closed Tuesday Start: 11:00 AM Stop: 3:00 PM Start: 4:30 PM Stop: 9:00 PM or  24 Hours or  Closed Wednesday Start: 11:00 AM Stop: 3:00 PM Start: 4:30 PM Stop: 9:00 PM or  24 Hours or  Closed Thursday Start: 11:00 AM Stop: 3:00 PM Start: 4:30 PM Stop: 9:00 PM or  24 Hours or  Closed Friday Start: 11:00 AM Stop: 3:00 PM Start: 4:30 PM Stop: 9:00 PM or  24 Hours or  Closed Saturday Start: 11:00 AM Stop: 3:00 PM Start: 4:30 PM Stop: 9:00 PM or  24 Hours or  Closed Sunday Start: Stop: Start: 4:30 PM Stop: 9:00 PM or  24 Hours or  Closed Item 6.f
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2019 Industrial Waste Inspection Schedule
Permit # Business
Permit
Old/New/Exp
date Freq Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec 1 CE 231 Barndiva New / 2019 A April
2 CE 237 Studio Barndiva New / 2019 A April
3 CE 245 Taqueria El Sombrero New / 2019 A March
4 CE 304 KinSmoke New / 2019 SA March Oct
5 CE 308 Downtown Bakery New / 2019 A March
6 CE 312 The Nectary New / 2023 A March
7 CE 324 Flying Goat Coffee New /2021 A July
8 CE 344 Valette New A July
9 CE 404 Journeyman Meat Company New A July
10 CE 415 Raven Film Center New / 2019 A Aug
11 CE 420 Bravas Bar de Tapas New / 2019 A Aug
12 CE 425 El Taco Grande New / 2019 A Aug
13 CE 428 Sheltons Natural Food New/2021 A Aug
14 CE 434 Casa del Mole New / 2019 A Aug
15 CE 441 Flakey Cream New / 2019 A Aug
16 DC 20 (old Divine)
17 DC 177 (old Deli)
18 DR 198 Adel's New / 2019 SA April Nov
19 FI 217/ EA 240 St. Johns Elem. New / 2019 A July
20 FI 400 Healdsburg Elementary New /2021 A June
21 GR 315 Healdsburg Jr. High New / 2019 A June
22 GR 725 Healdsburg Senior Living New /2021 A June
23 GR 1530 Mugnaini Imports Inc New /2021 A Nov
24 HE 48 Healdsburger New/2021 A Sept
25 HE 102 Lola's Market New / 2019 SA March Sep
26 HE 110 McDonald's New /2021 A Sept
27 HE 111 (gas station)
28 HE 113 La Tradicion Market New / 2019 A Sept
29 HE 125 Taqueria Guadalajara New/2021 A Sept
30 HE 133 La Pizza New/2021 A Sept
31 HE 149 OUI Cater LLC New /2021 A June
32 HE 165 Single Tree Inn New /2021 A Sept
33 HE 206 (old café) A
34 HE 214 Mateos Cocina New /2021 A Feb
35 HE 219 Spoonbar @ H2 New /2021 A Oct
36 HE 227 Harmon Guest House @ H2 New /2021 A Oct
36 HE 235
37 HE 241 Siduri Wine Bar A Oct
38 HE 244 (old Tavern Sofia) A
39 HE 245 Healdsburg Bar and Grill New /2021 SA March Oct 40 HE 301 Pizzando New / 2019 A Oct
41 HE 317 Dry Creek Kitchen New / 2019 SA Feb Aug
42 HE 330 Campo Fina New / 2019 A Aug
43 HE 335 Barrels, Brews, Bites New / 2023 A Feb
44 HE 336 Baci New / 2021 A Feb
45 HE 345 Bear Republic Brewery New / 2019 SA Feb Sep
46 HE 381 Moustache Bakery New / 2019 A June
47 HE 403 Willi's Seafood New / 2021 SA May Nov
48 HE 417 Costeaux Bakery New / 2019 SA Feb July
49 HE 420 (John & Zekes) A Jan
50 HE 505 Sake'O New / 2019 A Jan
51 HE 1239 B & B New / 2022 A Nov
52 HE 1270 Bean Affair New / 2019 A May
53 HE 1280 Otaro Sushi New / 2023 A May
54 HE 1345 Big John's New /2021 A Nov
55 HE 1351 Round Table Pizza New/2021 A Nov
56 KE250 KR Catering New / 2022 A Jan July
57 MA 14 Relish Culinary Adventures New /2021 A June
58 MA 22 Wurst Sausage New /2021 A Oct
59 MA 116 Noble Folk New / 2019 A June
60 MA 124 Oakville Grocery New / 2021 A March
61 MA 133 Healdsburg Senior Center New / 2021 SA March
62 MI 9
63 MI 20 Encore Rentals New / 2021 A Oct
64 MI 36 Soul Fixx Elixirs New / 2023 A Nov
65 MI 44 Coyote Den New/ 2023 A Jan
66 MI 60 'A' The Parish New / 2019 A Jan
67 MO 449 Breathless Wines Tasting Room New / 2021 A Jan 68 MO 520 Fitch Mt. Elementary School- New / 2021 A June 69 NO 25 The Shed New / 2019 SA May Nov
70 NO 29 Chalk Board New / 2021 SA May Nov
71 NO 109 Taste of Tea New / 2021 A May
72 NO 115 Guiso Latin Fusion New / 2021 A May
73 NO 131 Single Thread Farms New / 2022 A Nov
74 NO 1248 Villa Chanticleer New / 2021 A July
75 PL 109 The Brass Rabbit New / 2021 A Jan
76 PL 109A Dukes Common A Jan
77 PL 128 El Farolito New / 2021 A Feb
78 PO 557 Summer's Market/Deli New / 2021 A Feb
79 PR 1024 Healdsburg High School New / 2019 A June
80 SO 927 Tayman Park Clubhouse New / 2021 A July
81 UN 1375 Healdsburg Hospital New / 2021 A May
82 VI 1006 Thai Orchard Cuisine New / 2019 A April
83 VI 1037 Carl's Jr. New / 2021 A April
84 VI 1047 8 Dragons New / 2021 A April
85 VI 1051 Mountain Mikes Pizza New / 2021 SA April Nov 86 VI 1063 Agave Restaurant New / 2019 SA April Nov
87 VI 1101 Subway New / 2019 A April
88 VI 1115 Safeway New / 2019 A April
1 YELLOW = Renew Discharge Permit 2
RED = Physical inspection & meeting 3
4 5
SA = Semi-annually 6
A = Annually 7
8 9
10 11
12 13
Green = Visual Inspection/ Request pumping &
receipts if it appears in need of service.

Schedule Changes / Notes
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City of Healdsburg

INDUSTRIAL DISCHARGER INSPECTION REPORT
I. GENERAL INFORMATION
Permit Number: Issue Date: N/A Expiration Date: N/A
Business Name:

Address:

Mailing Address: (same as above )
Phone Number: Fax Number:

Industry Contact and Title: Email:

Persons Present During Inspection
Name: Title:

Name: Title:

Name: Title:

Inspection Type: Semi annual
Emergency Unscheduled Scheduled Special Monitoring Other (specify______________________) Frequency: annual Last Inspection Date: Last Sampling Date:

II. FOCUS OF INSPECTION
Describe the purpose of the visit. For annual inspections, review items in sections III, IV and V, and for those facilities to which it applies; inspect areas with potential non-stormwater discharge (see check boxes below).

To ensure grease interceptor maintenance on a set schedule and inspect the facility.

Site evaluated for non-stormwater discharges Yes X N/A Storm drains free of visible pollutants? Yes X No Processing areas drain to sanitary sewer? Yes X No Signs of illicit discharge to storm drains? Yes X No Document and investigate non-stormwater discharge related issues, and summarize any enforcement on this form.

III. FACILITY & INDUSTRIAL PRETREATMENT INFORMATION
Describe the manufacturing processes used and/or services provided, and changes since the last inspection. Describe the facility’s wastewater pretreatment system(s). Unauthorized discharge points in service? Has the system experienced operational/upset problems since the last inspection? If yes, describe.

This facilities pretreatment consists of a 10 gallon grease trap. This facility serves lunch and dinner seven days per week. No unauthorized discharge points or problems since last inspection.

IV. SOLIDS/GREASE GENERATION (if applicable)
Inspect and describe condition of sump(s) and/or interceptors located at this facility. Measure sludge depth and surface scum. Compare with IU’s self-monitoring report form (if available).

Interceptor 1st Stage 2nd Stage Other
Location Surface
Scum
Bottom
Sludge
Surface
Scum
Bottom
Sludge
Surface
Scum
Bottom
Sludge

1. Under sink 0” 0” 0” 0”

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V. PRODUCT STORAGE AND SPILL PREVENTION (if applicable) List any wastes stored in a location or manner that could potentially allow spilled products to enter the sewerage or storm drains at the facility. Also describe any modification of storage practices that would prevent products from entering the sewer or storm drains.

Product(s) Name Quantity Storage Location Storage Alternatives to Prevent Sanitary Sewer/Stormdrain Entry

1. 2.

3. INSPECTION SUMMARY
Summarize highlights, deficiencies, and follow-up requirements concluded from this inspection. Include Inspection results, recommendations, special monitoring, or stormwater/drain notes. Note discrepancies and remediation timelines.

Able to verify or obtain copies of service receipts? Yes No X N/A X Stormwater violations noted during this inspection? Yes No N/A Note to Discharger: Inspections are performed no less than annually to verify compliance with City Ordinance #763 Article IV (sec 15-60, 15-111). Facility inspection fees are as follows: 1st in a one year period - $0, each additional - $154. Scheduled fees may or may not apply, and are levied at the discretion of inspectors.

SIGNATURES
Inspector Signature: Date:

Contact Signature:

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City of Healdsburg SSMP Audit Performance Indicators
SSMP Element  SSMP
Section
Description  Performance Indicator  Unit  Target
System Information
(tracking purposes only, no targets)
Total System Length  miles
Service Area  sq miles
Population  number
Service Connections  number
# Manholes  number
# Pump Stations   number
Sewer < 8 inch  miles
8 inch < sewer < 15 inch  miles
15 inch < sewer < 21 inch  miles
21 inch < sewer < 42 inch  miles
Average age of system piping  years
New sewer main installation  miles
New sewer lateral installation  miles
New cleanout installation  number
Financial Information
Wastewater collections operations &
maintenance staff (SEE NOTE 1)  number  14
Total sewer collection O&M spending  $M  $1.0M
Total sewer collection R&R spending  $M  $1.0M
Organization
(tracking only,
no targets)
D.13.ii.c  Chain of
Communication
Total customer service calls  number
Total customer service calls resolved  number
O&M
D.13.iv.a  Maps  Age of oldest un‐fulfilled map update
request  days  180
D.13.iv.b  PM Activities
Certified wastewater collections
operators
number  8
Sewer laterals cleaned per year  number  20
Sewer mains cleaned per year  miles  15
Manholes inspected per year  number  300
Sewer main CCTV inspected per year  miles  13.5
Sewer laterals CCTV inspected per year  number  20
Lift Stations maintained annually  number  11
D.13.iv.c  R&R Plan
Sewer main rehabilitated/replaced per
year
miles  0.5 –

1.0 mi
Sewer laterals rehabilitated/replaced per
year
number   5
Manholes rehabilitated  number  10‐20
% of CCTV inspection records reviewed for
condition assessment purposes  %  100
% of active Level 4 defects analyzed and
included in CIP planning documents  %  90
% of active Level 5 defects scheduled for
repair within 5‐year CIP  %  100
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D.13.iv.d  Training
Overall % completion of training matrices
for all wastewater collections operations
& maintenance staff
%  100
D.13.iv.e  Critical Parts  Complete annual review of lift station spare part availability  Yes/No  Yes
Design  D.13.v.b  Construction  % of new sewer mains inspected  %  100 % of new sewer laterals inspected  %  100
OERP
D.13.vi.a  Notification  Average response time to SSO  minutes  <60 D.13.vi.d  SSO
Containment
Percentage of SSO volume reaching a
surface water  %  <25
FOG
D.13.vii.a  Public
Education
Annual distribution of FOG informational
flyers with City utility billing.  Yes/No  Yes
D.13.vii.d
Grease
Removal
Devices
% of total FSE's with Grease Removal
Devices installed  %  80
D.13.vii.e  FOG
Inspections
% of FSEs with permits inspected in the
current year
%  100
% of FSEs with violations that require
increased inspections  %  <10
D.13.vii.f  FOG Hot Spots  Length of FOG hotspot sections of pipe  feet  2,500 Number of SSO's caused by FOG  number  <2
Monitoring &
Measurement   D.13.ix  SSO Trends
SSO Rate per 100 miles of pipe  #/100 mi  7
Total volume of SSO events per 100 miles
of pipe  gal/100 mi  40,000
% of total SSO volume recovered  %  75
Number of SSOs caused by roots  number  <2
Number of SSOs caused by debris  number  <2
Number of SSOs caused by pipe failure  number  <2
Number of SSOs caused by capacity  number  0
Total Number of Private Lateral SSOs  number  <5
Audit  D.13.x  Updates
# of Days since completion of last audit  days  <730
# of Days since completion of last SSMP
update  days  <1,825
Communication  D.13.xi  Communication
Program
Most current SSMP documents posted to
City website  Yes/No  Yes
Notes:

1.  Calculate the total number of City staff employed under the following positions:
 Public Works: Public Works Maintenance Superintendent, Public Works Utility Foreman, Utility Worker
 Utilities: Water/Wastewater Operations Superintendent, Wastewater Operations Foreman, Utility Operator.

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2025 SSMP Update Change Log: FY 18/19 – 24/25
SSMP Element 2025 SSMP Update/Changes Date LRO

1. Goals (a) Develop goals for operation and maintenance of SSS No significant changes 7/24/25 Rob Scates

2. Organization (a) Identify the Legally Responsible Official (LRO) No significant changes 7/24/25 Rob Scates (b) SSMP responsibility and organization chart Updated with new organization charts 7/24/25 Rob Scates (c) Chain of communication for reporting Spills Updated in new SERP 7/24/25 Rob Scates

3. Legal Authority (a) Prevent illicit discharges into SSS No significant changes 7/24/25 Rob Scates (b) Require proper design and construction of SSS components No significant changes 7/24/25 Rob Scates (c) Ensure access to laterals owned/maintained by City No significant changes 7/24/25 Rob Scates (d) Limit the discharge of FOG or other debris that may cause blockages
No significant changes 7/24/25 Rob Scates
(e) Enforce violations of sewer ordinance No significant changes 7/24/25 Rob Scates

4. Operations and
Maintenance Program
(a) Maintain up‐to‐date collection system maps No significant changes 7/24/25 Rob Scates (b) schedule, conduct, and document preventive O&M activities No significant changes 7/24/25 Rob Scates (c) Condition assessment, rehabilitation and replacement (R&R) plan No significant changes 7/24/25 Rob Scates (d) Training No significant changes 7/24/25 Rob Scates
(e) Equipment and critical replacement parts No significant changes 7/24/25 Rob Scates

5. Design and
Performance Provisions
(a) Maintain SSS design and construction specifications No significant changes 7/24/25 Rob Scates (b)Procedures and standards for inspecting and testing new and R&R projects
No significant changes 7/24/25 Rob Scates

6. Spill Emergency
Response Plan (SERP)
(a) Proper notification procedures for Spills New SERP developed and adopted (Appendix 6.1) 7/24/25 Rob Scates (b) Program for appropriate Spill response New SERP developed and adopted 7/24/25 Rob Scates (c) Procedure for prompt notification to regulatory agencies New SERP developed and adopted 7/24/25 Rob Scates (d) Appropriate staff and contractor training for SERP execution New SERP developed and adopted 7/24/25 Rob Scates (e) Procedures to address emergency operations during Spills New SERP developed and adopted 7/24/25 Rob Scates (f) Procedures to ensure containment of Spills to prevent discharge to surface waters including water quality monitoring when required New SERP developed and adopted 7/24/25 Rob Scates

7. Fats, Oils, and
Grease (FOG) Control Program
(a) Public education plan to promote proper disposal of FOG No significant changes 7/24/25 Rob Scates (b) FOG disposal plan No significant changes 7/24/25 Rob Scates (c) Legal authority to prohibit discharge of FOG No significant changes 7/24/25 Rob Scates (d) Requirements to install and maintain grease removal devices No significant changes 7/24/25 Rob Scates (e) Authority to inspect and enforce FOG ordinance No significant changes 7/24/25 Rob Scates (f) FOG characterization assessment and hot spot cleaning schedule No significant changes 7/24/25 Rob Scates (g) FOG source control program measures No significant changes 7/24/25 Rob Scates

8. System Evaluation
and Capacity
Assurance Plan (SECAP)
(a) Develop SSS hydraulic model and identify capacity deficiencies No significant changes 7/24/25 Rob Scates (b) Establish SSS hydraulic design criteria No significant changes 7/24/25 Rob Scates (c) Establish short‐ and long‐term CIP capacity enhancement measures
No significant changes 7/24/25 Rob Scates
(d) Develop the schedule of completion dates for projects No significant changes 7/24/25 Rob Scates Item 6.f
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2025 SSMP Update Change Log: FY 18/19 – 24/25

9. Monitoring,
Measurement and Program
Modification
(a) Maintain records and information for SSMP activities No significant changes 7/24/25 Rob Scates (b) Measure effectiveness of SSMP elements and programs No significant changes 7/24/25 Rob Scates (c) Assess success of the preventative maintenance programs See attached SSMP Program Audit 7/24/25 Rob Scates (d) Update SSMP program elements based on performance
evaluations
SSMP change log added 7/24/25 Rob Scates
(e) Identify and illustrate SSO trends SSO trends established in FY 18/19‐23/24 Audit. 7/24/25 Rob Scates

10. SSMP Program Audit (a) Conduct periodic audits Included, FY 18/19-23/24 Audit (Appendix 10.1) 7/24/25 Rob Scates

11. Communications Program a) Communicate on a regular basis with the public regarding SSMP development, implementation, and performance
No significant changes 7/24/25 Rob Scates
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Sanitary Sewer Management Plan City of Healdsburg
SSMP Audit 2019 – 2024
Item 6.f
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February 2025 Page 1

CITY OF HEALDSBURG
Sewer System Management Plan (SSMP)
Five-Year Audit for FY 19/20 – FY 23/24
Date: February 2025
Prepared by: Patrick Fuss, P.E., Principal Engineer
Rob Scates, Water/WastewaterOperations Superintendent
Jarrod Dericco, Utility Maintenance Superintendent
Table of Contents
SECTION 1 Audit Objectives................................................................................................................................3 SECTION 2 Agency Background / System Information........................................................................................ 4 SECTION 3 Spill Trends........................................................................................................................................5

3.1 Historical Spill Data ...................................................................................................................................5

3.2 Spill Performance Measures..................................................................................................................... 9 SECTION 4 Audit Procedure ..............................................................................................................................10

4.1 Review of SSMP Compliance...................................................................................................................10

4.2 Review of SSMP Effectiveness.................................................................................................................10 SECTION 5 Audit of SSMP Elements..................................................................................................................11

5.1 Goals.......................................................................................................................................................11

5.2 Organization............................................................................................................................................11

5.3 Legal Authority........................................................................................................................................ 12

5.4 Operation and Maintenance Program....................................................................................................14

5.5 Design and Performance Provisions........................................................................................................18

5.6 Overflow Emergency Response Plan.......................................................................................................19

5.7 FOG Control Program..............................................................................................................................21

5.8 System Evaluation and Capacity Assurance Plan ....................................................................................24

5.9 Monitoring, Measurement, and Program Modifications........................................................................26

5.10 SSMP Program Audits .............................................................................................................................30

5.11 Communication Program........................................................................................................................31 SECTION 6 Audit Summary ...............................................................................................................................32 SECTION 7 Appendices......................................................................................................................................36

7.1 Appendix – Historical Spill Data
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February 2025 Page 2
List of Tables
Table 1 – Overview of Sewer Collection System........................................................................................................ 4 Table 2 – CIWQS and City Spill Historic Data.............................................................................................................. 5 Table 3 – Regional Comparison of ............................................................................................................................. 7 Table 4 – Leading Causes of Spills in FY 19‐24 (compared to results from FY 15/16‐18/19) ..................................... 8 Table 5 – Spill Performance ....................................................................................................................................... 9 Table 6 – Compliance with SSS WDR D.13.i ‐ Goals................................................................................................. 11 Table 7 – Compliance with SSS WDR D.13.ii ‐ Organization..................................................................................... 11 Table 8 – Compliance with SSS WDR D.13.iii – Legal Authority ............................................................................... 12 Table 9 – Compliance with SSS WDR D.13.iv – O&M Program ................................................................................ 14 Table 10 – Compliance with SSS WDR D.13.v – Design and Performance Provisions.............................................. 18 Table 11 – Compliance with SSS WDR D.13.vi ‐ SERP............................................................................................... 19 Table 12 – Compliance with SSS WDR D.13.vii – FOG Control Program .................................................................. 21 Table 13 – Compliance with SSS WDR D.13.viii ‐ SECAP .......................................................................................... 24 Table 14 – Compliance with SSS WDR D.13.ix – Monitoring and Measurement ..................................................... 26 Table 15 –Recommended Additional Performance Indicators................................................................................ 28 Table 16 – Compliance with SSS WDR D.13.x – SSMP Program Audits.................................................................... 30 Table 17 – Compliance with SSS WDR D.13.xi – Communications Program............................................................ 31 Table 18 – Summary of Audit Recommendations.................................................................................................... 32 List of Figures
Figure 1 – Number of Spills per Fiscal Year................................................................................................................ 6 Figure 2 – Total Annual Spill Volume ......................................................................................................................... 6 Figure 3 – Total Annual Spill Volume per Cause......................................................................................................... 8 Item 6.f
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City of Healdsburg
Sewer System Management Plan (SSMP)
Five‐Year Audit of FY19/20 – FY23/24
February 2025 Page 3
SECTION 1 Audit Objectives
This report summarizes the results of the required Sewer System Management Plan (SSMP) internal audit process for the City of Healdsburg (City) for fiscal years 2019‐2020 (FY 19/20), 2020‐2021 (FY 20/21), 2021‐2022 (FY 21/22), 2022‐2023 (FY 22/23) and 2023-2024 (FY 23/24). The purpose of the SSMP is to provide a written framework and plan for properly managing, operating, and maintaining the City’s sanitary sewer collection system. The programs described in the SSMP are designed to minimize the occurrence of sanitary sewer spills (Spills) and ensure compliance with California State Water Resources Control Board (SWRCB) Order No. 2006‐0003‐DWQ and Attachment A of the Order, known as SWRCB Order No. WQO 2013‐0058‐EXEC, together constituting the Statewide General Waste Discharge Requirements for Sanitary Sewer Systems (SSS WDR, Order WQ 2022-0103- DWQ). The purpose of the SSMP audit is to evaluate the effectiveness of the SSMP, by reviewing the performance of programs described in the SSMP against the performance measures used by the City to evaluate compliance with requirements of the SSS WDRs.

The intention of conducting the SSMP audit is for the SSMP to evolve over time as a “living document” that the City continually adjusts after identifying potential enhancements and implementing changes in the management, operation and maintenance of the City’s sanitary sewer collection system. Recently, the SWRCB is proposing a statewide sanitary sewer system order reissuance. The proposed reissuance, which will be built on the existing general order, is currently proposed to be adopted in 2025, with a primary focus of reducing the statewide spill volume. This audit briefly discusses the proposed reissued order by the SWRCB and considers recommendations to enhance future compliance.

The City will be completing the SSMP internal audit (Audit) on a biennial basisthat is consistent with the procedure outlined in element ten (x) of the SSMP. The City completed its last SSMP update in 2020 and is required by the SSS WDR to update and recertify the SSMP at a minimum every five years. The objective of this Audit is to review SSMP compliance, implementation, effectiveness, and make recommendations for updating the SSMP.

Thisreport includes the following key tasks:

1. Evaluate the City’s historical Spill data and performance measures (Audit SECTION 3).

2. Using a standardized audit procedure detailed in Audit SECTION 4, identify areas of improvement and provide recommendations to enhance the effectiveness of the SSMP and its compliance with the future reissued Order.

3. Analyze the City’s preventative maintenance (PM) program and rehabilitation and replacement (R&R) program as they relate to the operation and maintenance of the collection system (Audit Section 5.4).

4. Review the Sanitary Sewer Spill Emergency Response Plan (SERP) and identify improvements as needed (Audit Section 5.6).

5. Document all findings during the Audit and retain them on file (Audit SECTION 6).

Note that the Audit of the City’s SSMP is based on the City’s 2020 version, and the results of the Audit will be used to identify updates to be made to the SSMP that will be implemented and certified by City Council in 2025.

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City of Healdsburg
Sewer System Management Plan (SSMP)
Five‐Year Audit of FY19/20 – FY23/24
February 2025 Page 4
SECTION 2 Agency Background / System Information
The City of Healdsburg is located along US Route 101 in northern Sonoma County approximately 15 miles north of Santa Rosa. The City covers approximately 4.5 square miles of area that lies west of the Russian River. Typical elevations are within a range of 100 to 300 feet above sea level with an average slope across the City of 0.5% from east to west. The City is responsible for the operation and maintenance of a sewer collection system that includes 54 miles of gravity sewer mains and serves approximately 11,800 people. Table 1 lists key information about the sewer collection system over the past four‐year period.

Table 1 – Overview of Sewer Collection System
Criteria FY 19/20 – 23/24
Miles of gravity sewer mainline 50.2
Total Miles of laterals 90.5
Total Miles of lower laterals (owned by the City) 54.5
Total Miles of pressure sewer 3.0
Number of manholes 1,027
Lift stations 11
Customer accounts (including individual multi‐family units and non‐ residential, approximate as of 2020, refer to 2016 Rate Study Exhibit IV‐2) 5,250
Population served (approximate as of 2025) 11,800
Public Works & Utilities Departments staff number involved with sewer collection system operations, maintenance, management
26 Annual O&M budget for sanitary sewer system facilities $1,200,000 Annual capital expenditure budget for sanitary sewer system facilities $1,000,000 Category 1 Spills 2
Category 2 Spills 0
Category 3 Spills 13
Category 4 Spills 1
The City treats wastewater conveyed through its collection system at the City’s water reclamation facility (WRF).

The WRF is permitted for an average daily dry weather flow of 1.4 MGD and peak daily wet weather flow of 4.0 MGD. Sewage flows by gravity to the Magnolia Lift Station, from where it is pumped approximately 3,500 ft through two parallel 14‐inch force mains to the WRF. The City operates 10 other lift stations that serve smaller areas within the City. The City is a part of Region 1 (North Coast) of the SWRCB.

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City of Healdsburg
Sewer System Management Plan (SSMP)
Five‐Year Audit of FY19/20 – FY23/24
February 2025 Page 5
SECTION 3 Spill Trends

3.1 Historical Spill Data
Appendix 7.1 of this report includes the date, location, type, volume, volume recovered, and recovery percentage of total volume of each Spill reported to California Integrated Water Quality System (CIWQS) during the audit period.

One of the tasks of the Audit is to compare the information submitted to the publicly available CIWQS database with internal City records. This is done because Order No. WQ 2013‐0058‐EXEC (Section E – Record Keeping Requirements) requiresthe City to maintain detailed records of each Spill event. The Wastewater Superintendent verifiesthat Spill data in CIWQS is accurate and matches the Spill Field Report Forms. Table 2 summarizes key data present in CIWQS and City internal records.

Table 2 – CIWQS and City Spill Historic Data
SSO Historical Data
since last SSMP Internal Audit
CIWQS
Data
FY19/20
CIWQS
Data
FY20/21
CIWQS
Data
FY21/22
CIWQS
Data
FY22/23
CIWQS
Data
FY23/24
Total
The total number of Spills
reported 4 6 2 2 2 16
The reported total volume of
Spills, gallons 1339 1188 20 105 111 2763
The reported total volume of
Spills that reached waters of
the state
0 184 0 0 110 294
The percent volume of Spills
recovered 100% 85% 100% 100% 1% 77%
The average Spillresponse time
[hh:mm] 0:31 0:41 0:11 0:45 * 0:32
The average Spill duration time
[hh:mm] 6:05 2:49 1:43 1:41 * 3:04
*these 2 events for FY 23/24 had delayed response/high duration times due to hidden/inaccessible spill locations.

The following section analyzesthe City’s historical Spill data to identify potential Spill trendsto provide insight into measuring the effectiveness of the City SSMP and future improvements in reducing Spills. Figure 1 highlights the category and number of Spills since FY 15/16. The SWRCB defines four Spill categories, as of 2022. A Category 1 Spill is currently defined as a spill of any volume that reaches surface water. A Category 2 Spill is currently defined as a spill greater than or equal to 1,000 gallons that does not reach surface water. A Category 3 Spill is currently defined as a spill greater than 50 gallons and less than 1,000 gallons that does not reach surface water.

A Category 4 Spill is currently defined as a spill less than 50 gallons that does not reach surface water. Figure 1 shows a declining trend for Category 1 and Category 3 Spill events over time and a general downward trend in the total number of Spills per year.

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City of Healdsburg
Sewer System Management Plan (SSMP)
Five‐Year Audit of FY19/20 – FY23/24
February 2025 Page 6
Figure 2 shows the total annual Spill volume from FY 15/16 (logarithmic scale). The number of Spill events has generally been decreasing over recent years (See Figure 1). Figure 2 also indicates that the spill volume has been decreasing during this audit period. A similar trend was also observed by the SWRCB throughout the state and most regions. The two particularly significant wet weather seasons of FY 16/17 and 17/18 in terms of rainfall are a possible contributing factor to the higher regional and statewide spill volumes.

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City of Healdsburg
Sewer System Management Plan (SSMP)
Five‐Year Audit of FY19/20 – FY23/24
February 2025 Page 7
• During FY 16/17, two Spills (of 13 total Spill events) accounted for 35,220 gallons or approximately 90% of the spill volume for that year. One of these spills was caused by root intrusion in a main line (23,040 gallons) and the other by a contractor construction diversion failure (12,180 gallons) which was contained in the construction trench.
• Fiscal Year 17/18 involved only three Spills, one of which was caused by a contractor construction diversion failure that resulted in a 127,602- g a l l o n spill. This spill reached a dry waterway and was recovered although still reported as a Category 1 event. This single spill accounted for approximately 99% of the spill volume during FY 17/18.
• During FY 18/19, two SSOs (of 6 total SSO events) accounted for approximately 99% of the total annual spill volume. A 20,400-gallon spill occurred at the City’s Magnolia Lift Station during a historic (100 year + return period) rain eventthat flooded areas of the City of Healdsburg and introduced a level ofstormwater inflow into the sewer collection system that exceeded the lift station’s design capacity. A 42,967-gallon spill was reported from a slow leak from a crack (approximately 0.109 gpm) observed in an exposed section of gravity sewer main crossing through a concrete drainage culvert. The duration of the leak was unknown but estimated based on the last inspection of that area. • During FY 19/20 - FY 20/21, spill numbers were slightly up, but volumes were significantly down. All spills were individually less than 1000 gallons, and the Category 1 spill was only 184 gallons. • During FY 21/22 – FY 23/24, spill numbers and volumes were down significantly. The Category 1 spill was low volume, and the introduction of Category 4 spills also showed low numbers and volumes.

Below, the City’s number of Spills per 100 miles of sewer pipeline (including gravity mains and force mains) and spill volume per 100 miles of sewer pipeline are compared with the results from sub‐region North Coast (SWRCB Region 1) and California (State), to provide regional context and insight into the City’s collection system performance. Table 3 summarizes these findings, gathered from the SWRCB’s annual performance reports.

These reports and their related data can be found online at the following link:
https://www.waterboards.ca.gov/about_us/performance_report_2324/plan_assess/124_sanitary_sewage_overflow.html The City’s Spill events per 100 miles of pipe are higher than the region and the State during the past nine years.

The spill volume per 100 miles of pipe was generally lower than the region and the State prior to FY 16/17, but had exceeded in FY 16/17, 17/18, and 18/19 due to large volume spills. More recent FY spill data indicates significantly lower volumes.

Table 3 – Regional Comparison of Spill Data
FY
# of Spills per 100 miles of pipe Spill Volume (gal) per 100 miles of pipe City Region 1 State City Region 1 State
2015/16 11.3 3.1 4.0 660 2,226 25,134
2016/17 24.4 3.4 3.7 73,981 73,372 49,725
2017/18 5.6 3.2 3.0 240,145 12,710 8,674
2018/19 11.3 3.9 3.2 120,848 69,478 23,982
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Sewer System Management Plan (SSMP)
Five‐Year Audit of FY19/20 – FY23/24
February 2025 Page 8
2019/20 7.4 2.0 2.57 2480 1,358 17,993
2020/21 11.1 2.33 2.7 2200 3,916 7,909
2021/22 3.7 1.96 2.77 37 3,148 27,177
2022/23 3.7 2.66 2.74 194 49,505 177,777
2023/24 3.7 1.77 1.03 206 43,931 33,869
Table 4 demonstrates the leading causes of Spills in this audit period compared to the previous four‐year period (FY 15/16‐19/20). The number and volume of Spills caused by roots has decreased. But the table shows that FOG and debris related Spill events have increased during this period. Pipe failure, capacity, and contractorrelated Spills decreased substantially, due to increased effectiveness and success of contractor best management practices and programs.

Table 4 – Leading causes of Spillsin FY 19‐24 (compared to results from FY 15/16‐18/19) FY 19/20 ‐ FY 23/24 (FY 15/16‐18/19)
By Number By Volume By Avg Volume Per Spill
Cause Number Cause Gallons Cause Gallons
Roots 4 (7) Roots 824 (24,286) Roots 206 (3,469)
FOG 3 (2) FOG 236 (7) FOG 79 (4)
Debris 8 (6) Debris 1,593 (337) Debris 199 (56)
Pipe Failure 1 (5) Pipe Failure 110 (43,358) Pipe Failure 110 (10,840) Capacity 0 (3) Capacity 0 (20,458) Capacity 0 (6819)
Contractor
Diversion or
Other Causes
0 (5)
Contractor
Diversion or
Other Causes
0 (143,311)
Contractor
Diversion or
Other Causes
0 (23,885)
To further illustrate the leading Spill causes, the total Spill volume per cause for the past two audits are shown in Figure 3 (logarithmic scale).
24,286
7 337
43,358
20,458
143,311
824
236
1,593
110
1 10
100
1,000
10,000
100,000
1,000,000
Roots FOG Debris Pipe Failure Capacity Contractor
Total Annual Spill Volume (gal)
Figure 3-Spill Volume per Cause
FY 15/16-18/19 FY 19/20-23/24
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Sewer System Management Plan (SSMP)
Five‐Year Audit of FY19/20 – FY23/24
February 2025 Page 9
During FY 19/20 and FY 20/21, the City focused on implementation of its CCTV inspection program to complete inspection of all gravity sewer lines within the City that are older than 25 years. The goal is to identify and repair pipes that are in danger of failing in the near term, and to reduce spills due to pipe failure.

Additionally, the City implemented more stringent redundancy and monitoring requirements for contractor bypass pumping operations to reduce spills that are contractor‐caused.

3.2 SSO Performance Measures
To improve the operation and management of the sanitary sewer system and to prevent Spills, the City implemented multiple performance measures to assess the effectiveness of the SSMP. The following performance measures are specific to Spill occurrences:
• Spill Rate (number of Spills per 100 miles of collection system piping per year) • Spill volume (gallons) per 100 miles of pipe
• Number of Spills for each cause (roots, FOG, debris, pipe failure, capacity, lift station failures, etc.) • Percentage of Spill volume recovered (%)
• Percentage of Spill volume reaching a surface water (%) The City’s CIWQS Spill records were queried to analyze each performance measure from FY 19/20 to FY 23/24 and the data is shown in Table 5 below.

Table 5 – Spill Performance Measures (CIWQS)
Performance Measures FY 19/20 FY 20/21 FY/21/22 FY22/23 FY 23/24 City Goal (max) Spill Rate, Spills/100 mi 7.4 11.1 3.7 3.7 3.7 7.0
Spill Rate, gallons Spills/100 mi 2780 2200 37 194 206 40,000 Spill Cause Roots 2 1 0 1 0 1
FOG 0 2 0 1 0 1
Debris 2 3 2 0 1 1
Pipe Failure 0 0 0 0 1 1
Capacity 0 0 0 0 0 0
Contractor 0 0 0 0 0 0
Total Spill numbers 4 6 2 2 2 4
Total Spill volume (gal) 1339 1188 20 105 111 22,500
Average Spill Vol (gal)
(total volume/# of Spills) 335 198 10 53 56 N/A
% of Spills > 100 gal 50% 50% 0% 0% 50% N/A
Category 1 % of Total Spills 0% 17% 0% 0% 50% N/A
% of Spill Volume Recovered 100% 85% 100%* 100% 2% 75%
% of Spill Vol Reaching Surface Water 0% 15% 0% 0% 98%* 25% * A spill into a buried storm drain occurred that was 100% contained but still reported as a Category 1 event.

The City had established goal values for each performance indicator from the previous audit period. The goals were set at a level that encouraged a reasonable increase in performance over the previous audit period (FY 15/16-18/19) and brings the City closer to Region 1 average performance.

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City of Healdsburg
Sewer System Management Plan (SSMP)
Five‐Year Audit of FY19/20 – FY23/24
February 2025 Page 10
SECTION 4 Audit Procedure
In accordance with SSS WDR Section D.13.x, the primary SSMP audit objective is to focus on evaluating the effectiveness of implementing the SSMP and the City’s compliance with the SSMP requirements identified in the SSS WDR Order. Also, according to recent SWRCB WDR workshops, it is expected that the statewide general order reissuance will place particular emphasis on the following:
• Requirements focused on spill volume: Although the total number of spills has decreased over the past few years, the CIWQS data has shown that, like the City of Healdsburg, the State and the Region have experienced higher spill volumes. While this trend may be due to high amounts of rainfall in the previous three winter seasons, the proposed reissuance will likely require enrollees to demonstrate system‐specific spill reduction programs.
• Improved Data Quality: With the goal of enhancing data accuracy, additional measures are being considered to provide higher quality spill volume data, such as maintaining certified operators and emphasis on staff training.
• Enhanced Order Enforceability: Enforcement will be targeted at addressing poor performing systems and those with lack of SSMP implementation.
• Incentivize Order Compliance: SWRCB will recognize and acknowledge systems with good performance. • Effective Planning for System Resilience: SWRCB will look for effective and adaptive planning for spill reduction.

4.1 Review of SSMP Compliance
This Audit assessed the City’s SSMP (2009/2014/2020) against the requirements outlined in the SSS WDR. The subsections of SECTION 5 are organized by SSMP element. Each subsection contains a table which lists the SSS WDR section D.13 requirements and the City’s level of compliance of the SSMP with that requirement. The compliance status of the City’s SSMP is indicated with one of the following ratings: Yes – in compliance, No – not in compliance, or N/A – not applicable with a written justification in the SSMP. If there are any compliance deficiencies, then an explanation of the deficiency is given. Each deficiency will have a recommended SSMP enhancement, which may include action items, adjustments, and/or timelines for planned completion. Potential enhancements may also be provided for SSMP elements that comply.

4.2 Review of SSMP Effectiveness
Following the SSMP compliance assessment compared to SSS WDR requirements, an evaluation of the effectiveness of the SSMP elements has been conducted to comply with the requirements for SSMP audits per subsection D.13.x of the SSS WDR. The discussion reviews if the programs outlined for each section are being followed, and how effective the programs are at reaching the desired objectives. Recommendations will be made where appropriate based on the results of this Audit to identify tasks to improve the effectiveness of SSMP activities or SSMP updates required.

This section will not repeat the information and programs presented in each section of the SSMP and is intended to evaluate the effectiveness of the stated programs for each SSMP element. The reader should reference the City’s SSMP to obtain the information referenced by this Audit.

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City of Healdsburg
Sewer System Management Plan (SSMP)
Five‐Year Audit of FY19/20 – FY23/24
February 2025 Page 11
SECTION 5 Audit of SSMP Elements
This section evaluates all elements of the City’s SSMP. Each section of this chapter is associated with one of the eleven elements of the SSMP in accordance with SSS WDR section D.13 requirements. Each element is evaluated for compliance and effectiveness as described above in Section 4.1 and 4.2 respectively. A summary of the recommended modifications made through this Audit is included in SECTION 6.

5.1 Goals

5.1.1 Compliance
Table 6 – Compliance with SSS WDR D.13.i ‐ Goals
SSMP Requirement Compliance Deficiencies / Potential Enhancements i Provide a plan and schedule to
properly manage, operate, and
maintain all portions of the City’s
wastewater collection system.

Yes ‐

5.1.2 Effectiveness of SSMP Elements and Recommended Modifications Healdsburg Goals (SSMP 1.0)
• Level of Effectiveness: The City currently has seven goals identified in the SSMP. The goals of the City recorded in the SSMP have been effective in guiding the City’s activities to support the objective of the SSS WDR to protect the waters of the State.
• Recommendations: None.

5.2 Organization

5.2.1 Compliance
Table 7 – Compliance with SSS WDR D.13.ii ‐ Organization SSMP Requirement Compliance Deficiencies / Potential Enhancements ii(a) Identify Legally Responsible Official (LRO) Yes - ii(b) SSMP responsibility and organization chart Yes -
ii(c) Chain of communication for reporting SSOs Yes ‐

5.2.2 Effectiveness of SSMP Elements and Recommended Modifications List Legally Responsible Official (LRO) (SSMP 2.1)
• Level of Effectiveness: The previous SSMP listed the Public Works Direct / City Engineer as the LRO. This has since been changed per the most recent SERP to include several City positions including the Water/Wastewater Operations Superintendent, Wastewater Utility Foreman, and Utilities Director. • Recommendations: None.

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City of Healdsburg
Sewer System Management Plan (SSMP)
Five‐Year Audit of FY19/20 – FY23/24
February 2025 Page 12
SSMP Responsibility Organization Chart (SSMP 2.2)
• Level of Effectiveness: The SSMP Responsibility Organization Chart lists descriptive definitions of the SSMP responsibilities. The chart defines the workflow and responsibilities of individual City positions as outlined in the City’s Organizational Chart (SSMP Figure 3). The organization chart was updated 2014. • Recommendations: None.

Chain of Communication for SSO Reporting (SSMP 2.3)
• Level of Effectiveness: The spill notification procedures have been updated in the City’s most recent SERP (2023). The City has a 24‐hour emergency call Dispatch which notifies the Utility Maintenance Superintendent during business hours, and an On‐Call Employee after hours. This has been effective as the average Spill response time has remained below 60‐minutes. Only 2 Spill response times were above 60 minutes during the audit period, approximately 13% of the events. • Recommendations: None.

5.3 Legal Authority

5.3.1 Compliance
Table 8 – Compliance with SSS WDR D.13.iii – Legal Authority SSMP Requirement Compliance Deficiencies / Potential Enhancements iii(a) Prevent illicit discharges Yes ‐
iii(b) Properly designed and constructed sewers Yes ‐
iii(c) Ensure access to laterals owned/maintained by City Yes ‐ iii(d) Limit the discharge of FOG and other debris Yes ‐ iii(e) Enforce any violation of City ordinances Yes ‐

5.3.2 Effectiveness of SSMP Elements and Recommended Modifications PreventIllicit Discharges (SSMP 3.1)
• Level of Effectiveness: The City’s legal authority to control use of the sewer collection system is provided in Appendix C of the SSMP by Ordinance 763. This ordinance has been in effect since 1984, and it prohibits the discharges of any substances that are not in compliance with the State or Federal regulation for sewage discharge.
• Recommendations: None.

Design and Construction Standards (SSMP 3.2)
• Level of Effectiveness: Ordinance 763 requires all entities to comply with all the applicable City Public Works Standards for construction or improvement of any sanitary sewer connection. In addition, it requires inspection and supervision of all connections and repairs to the public sewer system. In most Item 6.f
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Sewer System Management Plan (SSMP)
Five‐Year Audit of FY19/20 – FY23/24
February 2025 Page 13
instances, if there is a cleanout, the City owns and is responsible for the lower lateral (from the property line to the sewer main). This represents approximately 54.5 mi of laterals. • Recommendations: None.

Sewer Access Authority (SSMP 3.3)
• Level of Effectiveness: Ordinance 763 grants a right of entry for all authorized employees of the City to enter all served properties for inspection, observation, sampling, testing, maintenance, repairs, or replacement of collection system assets.
• Recommendations: None.

FOG Control (SSMP 3.4)
• Level of Effectiveness: Section 15‐103 and 15‐104 of Ordinance 763 lists prohibited wastes as it relates to sewage, which includes floatable fats, oil, or grease (FOG) more than 50 parts per million (ppm) or dispersed non‐floatable FOG matter in excess of 500 ppm. In accordance with Ordinance 763, any person discharging prohibited waste into the sewer requires a permit before doing so. Section 15‐104 of Ordinance 763 requires pretreatment of such waste before being discharged to the system. • Recommendations: None.

Enforcement Authority (SSMP 3.5)
• Level of Effectiveness: Ordinance 763 holds any discharger who discharges prohibited waste into the City system accountable for the damage and associated costs. Existing City ordinances, including Ordinance 763, are enforced through Ordinance 985, which istypically managed by the City’s “Enforcement Officer”. • Recommendations: None.

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City of Healdsburg
Sewer System Management Plan (SSMP)
Five‐Year Audit of FY19/20 – FY23/24
February 2025 Page 14

5.4 Operation and Maintenance Program

5.4.1 Compliance
Table 9 – Compliance with SSS WDR D.13.iv – O&M Program SSMP Requirement Compliance Deficiencies / Potential Enhancements iv(a) Collection system maps
Yes
The City maintains and updates sewer mapping
on ERSI files as part of the GIS program.
iv(b) Preventive O&M activities
Yes
Updates to the description of the City’s
preventative sewer cleaning program described
in the SSMP were made to reflect current
practices.
iv(c) Rehabilitation and Replacement (R&R) plan
Yes
The program currently includes CCTV inspection
and condition assessment using NASSCO and PACP
coding standards.

Prioritization based on location (vulnerable areas,
streams, etc.) and work which coincides with
drinking water line planned R&R determine
placement in the sewer cleaning program and CIP
development and budgeting.
iv(d) Training
No
The City provides some regular training.

However, emphasis on O&M/SERP training
should be improved to provide the City with a
defensible position where proper training is
completed annually.
iv(e) Equipment and critical replacement parts
Yes
A more thorough description of tracking
System parts and equipment are currently used
by the City and is provided in the SSMP.

5.4.2 Effectiveness of SSMP Elements and Recommended Modifications Collection System Maps (SSMP 4.1)
• Level of Effectiveness: The City maintains electronic and hard copy maps of the sanitary sewersystem and storm drain system. The City’s maps are available to all personnel in a variety of formats. The Esri ArcGIS maps can be accessed by the field crew utilizing an Esri Explorer application on their phones or a workstation, as well as hard copies. The GIS mapping is managed by the City’s IT Department and Public Works Engineering Dept. Redline updates to the GIS mapping requested by field crews based on conflicts identified in the field are submitted to Engineering Technicians for updating. As‐built drawings of new infrastructure are also submitted for addition to the GIS maps. The City currently holds weekly review meetings with field crews and Engineering Technicians and a monthly meeting with lead/management staff and GIS Specialist to ensure accuracy and functionality of the mapping system. • Recommendations:
o None.

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City of Healdsburg
Sewer System Management Plan (SSMP)
Five‐Year Audit of FY19/20 – FY23/24
February 2025 Page 15
Preventive Operations & Maintenance Activities (SSMP 4.2) • Level of Effectiveness: A summary of the City’s current PM programs is provided below:
o The City’s goal is to clean the entire collection system once every 3 years. The City utilizes a Computerized Maintenance Management System (CMMS) to track preventive and unplanned maintenance of the sewer collection system. There are also Excel spreadsheets that list all main line segments that are used to document when each section is cleaned and observations of debris, FOG, grit, or roots.
o Sewer mains that have experienced Spills or that have been observed to have high accumulation of debris based on previous cleaning or CCTV inspections are placed on a higher frequency 180‐ day cleaning list. A reoccurring preventative maintenance workorder is generated automatically to notify them of this cleaning.
o Sewer laterals that have private laterals spills are placed on a 180‐day sewer lateral auger list for increased maintenance or future replacement. A reoccurring preventative maintenance workorder is generated automatically to notify of this cleaning o Each lift station is cleaned of accumulated debris and FOG using the Vactor truck once to 4 times per year based on use. A reoccurring preventative maintenance workorder is generated automatically to notify of these cleaning
o CCTV is utilized on mainlines and laterals as an ongoing preventive measure, after identifying an issue during a PM activity, or after a Spill to identify the cause. Documentation of sewer lines is stored electorally, and condition assessment is stored within the City’s CMMS.

Currently, the City utilizes NexGen asset management to track maintenance, inspection and condition of the sewer collection system.

Currently, regular system cleaning is reportedly performed on staff overtime. It is unclear if the staffing to perform cleaning on a 3‐year schedule and to complete CCTV inspection of the remaining portions of the system by January of 2026 is in place. Additional staffing may be required.

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City of Healdsburg
Sewer System Management Plan (SSMP)
Five‐Year Audit of FY19/20 – FY23/24
February 2025 Page 16
• Recommendations:
o Update SSMP Section 4.2 to provide an updated general overview of the current O&M activities and PM programs using illustrative flow charts.
o Provide more detailed description of criteria used to place sewer main lines on the 180‐day cleaning list.
o The City has implemented scheduling and documentation of sewer main line cleaning activities on a new CMMS. As part of the ongoing CMMS implementation, the City should ensure that the CMMS will be capable of tracking preventative maintenance down to the level of each individual pipe segment and manhole in concert with the City’s GIS so that results and statistics can be readily reviewed and analyzed on a GIS platform. Ensure the system is user‐friendly for staff so that it is used efficiently.
o The City uses an electronic format for CCTV inspections of the sewers. Integration of the CCTV inspections with the CMMS and GIS, however, needs to be completed. o Update description within the SSMP of mechanical inspection/maintenance of lift stations.

Specific procedures are not currently described in the SSMP.

Rehabilitation and Replacement Plan (SSMP 4.3)
• Level of Effectiveness: The City conducts CCTV condition assessment using the National Association of Sewer Service Companies (NASSCO) Pipeline Assessment Certification Program (PACP) coding standard.

The City has CCTV‐inspected approximately 60% of the sewer collection system. The City has a CCTV truck equipped with IT Pipes software.

Currently, the City doesn’t perform formal manhole condition assessment and manholes are inspected visually during sewer cleaning activities, and any significant leaks or defects are repaired on the spot by the sewer crew.

The City currently hasseveral sewer rehabilitation/replacement projects in its 2018‐2023 5‐year CIP:
• Healdsburg Ave Sewer Replacement: 2,300 LF replacement of failed/problematic sewer line • Orchard LS Reconstruction: Replacement of structure that is at end of its useful life • West Side Road Gravity Sewer: Convert corporation yard force main to gravity sewer and abandon Hendricks LS
• College St. Sewer / Water Main Replacement: Replace 1,800 LF of severely deteriorated water main, replace older sewer main at the same time
• Fitch St. Sewer / Water Replacement: Replace 3,000 LF of deteriorated sewer / water mains. • Piper St. Sewer / Water Replacement: Replace 1,600 LF of deteriorated sewer / water mains. • Heron Lift Station Relocation: Relocate lift station that is prone to FOG buildup.

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City of Healdsburg
Sewer System Management Plan (SSMP)
Five‐Year Audit of FY19/20 – FY23/24
February 2025 Page 17
However, the SSMP does not describe the process for reviewing CCTV data, identifying system repairs, and prioritizing those repairs for integration into the City‐wide CIP. The City’s settlement with River Watch requires that all PACP Severity 5 defects are included within the 5‐year CIP.

The City has also established a goal to spend 1‐2% of the total collection system asset value per year on system rehabilitation and replacement, which assumes that all assets have a useful life ranging between 50‐100 years. In 2012 the City had developed an estimate of the collection system and WRF replacement value based on an asset inventory developed for the 2012 Rate Study. The calculated value at that time was approximately $80M (2012 dollars). The City’s most recent 2024 Rate Study recommended approximately $3.7M in capital spending per year for the duration of the ten-year planning period, which is lower than the goal stated above. • Recommendations:
o Develop a specific CCTV inspection schedule to complete all work by January 2026 and determine if additional staffing is required or if use of outside contractors may be necessary. o A regular annual schedule for completing review and analysis of CCTV data should be established to ensure that high priority system defects are integrated into the City’s CIP as promptly as possible.
o Describe within the SSMP the strategy used to determine the collection system asset replacement value and keep this value updated to ensure that adequate system rehabilitation and replacement funding and spending is in place, and how this information is included in ongoing rate studies.
o Utilize future CMMS/GIS platform for calculating the sewer collection system’s replacement value. If the CMMS and GIS are kept up to date, it will be easier to keep the replacement value up to date as the system expands as well.

Training (SSMP 4.4)
• Level of Effectiveness: The City’s current training program for wastewater collection systems operations consists mainly of bi‐weekly tailgate meetings covering a range of topics. Training topics include safety, execution of the SERP, operation of back-up power generators, sewer cleaning and CCTV equipment, etc. The City anticipates compliance with this deficiency prior to next audit due date. • Recommendations:
o Develop a mandatory training matrix that covers all critical areas of competency for wastewater collection systems operations including O&M programs, SERP, safety, CIWQS data management, etc.
o Develop a system for verifying and documenting completion of the training matrix for each wastewater collection systems operations employee and include this as an SSMP performance measure.

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City of Healdsburg
Sewer System Management Plan (SSMP)
Five‐Year Audit of FY19/20 – FY23/24
February 2025 Page 18
Equipment and Critical Replacement Parts (SSMP 4.5)
• Level of Effectiveness: The City owns two Vactor
• trucks and a CCTV truck that are maintained by the City’s fleet maintenance department, via Mitchell On Demand, which is a web‐based maintenance and parts inventory system. The City maintains equipment and replacement parts at the corporation yard for sewer system piping repairs, and the inventory is tracked using spreadsheets. Replacement parts for the sewer lift stations are maintained at the WRF and tracked in LLumin CMMS. The equipment and critical replacement parts inventory and upkeep is effective.
• Recommendations: Update and maintain the description in the SSMP of the fleet maintenance (Vactor truck, CCTV truck) tracking system used by the City.

5.5 Design and Performance Provisions

5.5.1 Compliance
Table 10 – Compliance with SSS WDR D.13.v – Design and Performance Provisions SSMP Requirement Compliance Deficiencies / Potential Enhancements v(a) Sanitary sewer design and construction
specifications
Yes
Update the Standard Specifications and Details link
in the SSMP as the current link no longer works.
v(b) Procedures and standards for inspecting and
testing new and R&R projects Yes
Add the Public Works Inspectors to the SSMP
responsibilities chart for enforcement of the design
and performance provisions.

5.5.2 Effectiveness of SSMP Elements and Recommended Modifications Sanitary Sewer Design and Specifications (SSMP 5.1)
• Level of Effectiveness: The City’s design and construction standards are available on the City’s website and the online SSMP document provides a link. These design and construction standards are effective in ensuring that new or rehabilitated infrastructure is designed and constructed in an acceptable manner. • Recommendations: No recommendations at this time.

Sanitary Sewer System Construction and Performance Provisions (SSMP 5.2) • Level of Effectiveness: The City’s construction and design standards include procedures and requirements for the testing and inspection of new/rehabilitated assets by Public Works staff and has been effective in ensuring that recently constructed assets perform as expected. • Recommendations: Add the Public Works Inspectors to the SSMP responsibilities chart for enforcement of the design and performance provisions.

Item 6.f
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City of Healdsburg
Sewer System Management Plan (SSMP)
Five‐Year Audit of FY19/20 – FY23/24
February 2025 Page 19

5.6 Spill Emergency Response Plan

5.6.1 Compliance
Table 11 – Compliance with SSS WDR D.13.vi ‐ SERP
SSMP Requirement Compliance Deficiencies / Major Recommendations vi(a) Proper notification procedures Yes ‐
vi(b) Program for appropriate Spill response Yes ‐
vi(c) Procedure for prompt notification to
regulatory agencies Yes
Consider implementation of a QA/QC review
procedure for Sanitary Sewer Spill Report
forms prior to internal close‐out.
vi(d) Procedures for appropriate staff and
contractor training
Yes
Per the City’s updated SERP, ensure that
contractors develop project‐specific SERPs for work
on the sewer collection system. Ensure appropriate
redundancy and monitoring provisions for any
sewer bypass operations on a case‐by‐case basis.
vi(e) Procedures to address emergency operations
(e.g., traffic, crowd control)
Yes ‐
vi(f) Program to ensure containment of Spill to
prevent discharge and minimize adverse
impacts on the environment
Yes
Spill containment is a topic in the SERP.

5.6.2 Effectiveness of SSMP Elements and Recommended Modifications Notification Procedures (SSMP 6.1)
• Level of Effectiveness: The average Spill response time during the audit period was 32 minutes, with 31 minutes for FY 19/20, 41 minutes for FY 20/21, 11 minutes for FY 21/22, and 35 minutes for FY 22/23.

For FY 23/24, the 2 spills had very high response times due to access issues (see Table 2). These response times are faster than the City target response time of 60 minutes and indicate that the notification procedures employed by the City are effective in facilitating a rapid response from the City’s first responders.
• Recommendations: No recommended modifications at this time.

Response Program (SSMP 6.2)
• Level of Effectiveness: The City developed adopted an updated SERP in 2023. Spill response procedures are summarized in Tab 2 of Appendix C of the 2023 SERP. The flow chart uses a series of yes/no questions to guide Spill responders in quickly identifying the right sequence of decisions and actions to properly assess and mitigate a Spill. This chart is simple and effective in explaining the process in which to mitigate a Spill. During the audit period, the average Spill duration was about 3:04 hours/min long. There were 2 long‐duration Spills (over 3 hours) not counted that would have caused the average Spill duration length to increase unrealistically. One of these Spills in FY 23/24 dripped from an end-of-line lateral for an estimated 64 hours and resulted in a Category 4 spill of 1 gallon, and another slowly leaked out of an Item 6.f
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Five‐Year Audit of FY19/20 – FY23/24
February 2025 Page 20
inaccessible pipe crack over a period of about 16 days, resulting in a Category 1 Spill of 110 gallons. In all shorter duration instances, the City was not notified of the Spill at the time the spill initiated, but once notified, stopped all spills in under 60 minutes. Some of these spills occurred before adoption of the new SERP and the City anticipates improvements to the response program with its implementation.

Recommendations: No recommended modifications at this time.

RegulatoryNotification Procedure (SSMP 6.3)
• Level of Effectiveness: The Water/Wastewater Operations Superintendent, Wastewater Utility Foreman, and Utility Director are the legally responsible officials (LRO) for certifying Spill reports submitted to CIWQs, as indicated in Tab 1 of Appendix C of the SERP. The Public Works crew and Utilities crew are authorized to report the Spills to NCRWQCB, OES, City Clerk, Town of Windsor, Sonoma Water, and SWRCB. This section is effective in conveying the responsibility of the LRO in reporting Spills to the proper authorities.
• Recommendations: Consider implementation of a QA/QC review procedure to ensure that data entered on the new Sanitary Sewer Overflow Report forms (from 2023 SERP) matches data entered into CIWQS, including all finalized and follow‐up data before closing out the Sanitary Sewer Overflow Reports internally.

Staff and Contractors Training (SSMP 6.4)
• Level of Effectiveness: Each wastewater collections operations employee is required to receive training on the contents of the SERP before starting a position, as well as annual refresher training. The annual training involves review of the SERP and SSMP, Spill volume estimation techniques, Spill documentation, response procedures, water quality sampling, etc. Contractors working on City sewer facilities are required to develop a project‐specific SERP.
• Recommendations: Per the City’s updated SERP, ensure that contractors develop project‐specific SERPs for work on the sewer collection system. Ensure appropriate redundancy and monitoring provisions for any sewer bypass operations on a case‐by‐case basis.

Emergency Response Procedures (SSMP 6.5)
• Level of Effectiveness: Tabs 2 ‐ 4 of the new 2023 SERP include standard operating procedures for Spill mitigation, documentation, and estimating spill volumes using different methods. The updated 2023 SERP procedures flow charts and documentation forms are thorough. • Recommendations: No recommended modifications at this time.

Spill Mitigation and Containment Procedure (SSMP 6.6)
• Level of Effectiveness: The updated SERP includes a section regarding Collection System Failure Analysis (Appendix F) that is designed to ensure that the causes of Spills are analyzed and addressed to prevent future spills. The new amended Monitoring and Reporting Program (MRP) requirements implemented in September 2013 require a robust Water Quality Monitoring Plan that must account for spill travel time in surface water, among several new requirements. Section 9 of the City’s latest SERP summarizes water quality sampling and monitoring requirements. However, a detailed Water Quality Monitoring Plan does not appear to be in place.

Item 6.f
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City of Healdsburg
Sewer System Management Plan (SSMP)
Five‐Year Audit of FY19/20 – FY23/24
February 2025 Page 21
• Recommendations: Develop a Water Quality Monitoring Plan that meets the requirements of the current Monitoring and Reporting Program.

5.7 FOG Control Program

5.7.1 Compliance
Table 12 – Compliance with SSS WDR D.13.vii – FOG Control Program SSMP Requirement Compliance Deficiencies / Potential Enhancements vii(a) Public education plan
Yes
Implement billing insert FOG educational material
and maintain a record of public education efforts.
vii(b) FOG disposal plan
No
The City should develop a list of acceptable
grease haulers and verify where each is disposing
of hauled material.
vii(c) Legal authority to prohibit SSOs and
blockages caused by FOG discharges
Yes ‐
vii(d) BMPs, grease removal devices,
recordkeeping, and reporting requirements
Yes
-
vii(e) Authority to inspect and enforce FOG
ordinance
Yes
‐
vii(f) FOG Characterization Assessment and Hot
Spot Cleaning Schedule
Yes Use CMMS/GIS to display FOG problem areas
with other City data (FSEs, schools, high density
residential, etc.)
vii(g) FOG Control Program Measures Yes Track FOG control program using performance indicators in semi‐annual audits.

5.7.2 Effectiveness of SSMP Elements and Recommended Modifications Public Education Plan (SSMP 7.1)
• Level of Effectiveness: The City performs public outreach to commercial business and food service establishments as part of the City’s Industrial Waste Program. The City has FOG education for 5 th Grade
students which includes a Water Reclamation Facility tour and presentation regarding the impacts of FOG in the sewer collection and treatment system, as well as ways to prevent FOG from entering the sewer system. Periodically, FOG-related e-brochures are generated and released electronically to rate payers during the holidays.
• Recommendations:
o Consider implementing a program to distribute FOG disposal educational material as a billing insert with City utility bills.
o Maintain a record of FOG disposal educational programs. Include completion of FOG educational activities as an SSMP performance indicator.

FOG Disposal Plan (SSMP 7.2)
• Level of Effectiveness: The City requires all restaurants and food service establishments to provide copies of signed contracts with a licensed grease hauler for regular cleaning of grease traps. However, currently Item 6.f
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Five‐Year Audit of FY19/20 – FY23/24
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the City does not verify where FOG collected by grease haulers is disposed as part of the FOG program.

The City believes that FOG is mostly disposed of at either the Santa Rosa or Napa wastewater treatment plants. The City anticipates compliance with this deficiency prior to next audit due date. • Recommendations:
o Develop a list of licensed grease haulers acceptable to the City including address, name, contact information.
o Contact each grease hauler on the City’slist and verify where they are disposing of collected FOG.

Legal Authority to Prohibit Spills and Blockages Caused by FOG Discharges (SSMP 7.3) • Level of Effectiveness: The City’s Ordinance 763 requires Food Service Establishments (FSE) to install and maintain Grease Removal Devices (GRD), compliant with the City’s standard, before acquiring a permit to operate. The ordinance limits the maximum allowable concentration of FOG discharged to 50 mg/L for floatable material and 500 mg/L for dispersed non‐floatable material. This ordinance is effective in providing the City with the tools necessary to minimize FOG discharges into the sewer system. Specific sub‐section references have been added into the SSMP text that outlines the contents of Ordinance 763. • Recommendations: No recommended modifications at this time.

BMPs, Grease Removal Devices, Recordkeeping, and Reporting Requirements (SSMP 7.4) • Level of Effectiveness: The City requires all FSEs that discharge FOG to acquire a FOG permit which includes provisions for FSEs to maintain GRDs, cleaning records, and to report private FOG‐related Spills or blockages. The FOG permit requirements are effective in providing the City with the tools to limit FOG discharges into the sewer system. The following is a list of the key requirements of the FOG permit:
o General information
o Discharge limitations and restrictions
o Implementation of BMPs to minimize FOG discharge
o GRD installation and maintenance requirements
o Notification requirements
o Record keeping and self‐reporting requirements, which include BMP monitoring and grease hauling records.
• Recommendations: No recommendations at this time.

Inspection and Enforcement Authority – FOG Producers (SSMP 7.5) • Level of Effectiveness: Under the City’s discharge permit, each FSE must comply with Ordinance 763, and the City maintains the legal authority to physically inspect the FSE and determine if it complies. The City’s Utilities Department inspects all FSEs at least once a year as part ofthe City’sIndustrial Pretreatment Program. FSE’s which display a record of non‐compliance with permit requirements, or which are suspected to be contributing to excessive FOG accumulation identified in the collection system through regular cleaning and CCTV inspection work will be scheduled for more frequent inspections either quarterly or semi‐annually.
• Recommendations: No recommended modifications at this time.

Item 6.f
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Sewer System Management Plan (SSMP)
Five‐Year Audit of FY19/20 – FY23/24
February 2025 Page 23
FOG Characterization Assessment and Hot Spot Cleaning Schedule (SSMP 7.6) • Level of Effectiveness: The City has been effective in limiting FOG‐related Spills to 3 incidents during this audit period by identifying and placing assets impacted by FOG on the higher frequency 180‐day cleaning list.
• Recommendations: Identify areas of FOG concern based on historical cleaning data, blockage reports, or PM activities using CMMS/GIS to allow for better visualization of possible sources of excess FOG accumulation in combination with other GIS data such as FSE locations, schools, high density residential, etc.

FOG Control Program Measures (SSMP 7.7)
• Level of Effectiveness: If the City encounters abnormal FOG levels in a pipe, it will reach out to FSEs and/or residents that it thinks may be contributing to it and distribute educational material to them to minimize FOG discharges. The assets affected by excess FOG accumulation will continue to be cleaned at a higher frequency and monitored until public outreach is effective in limiting FOG discharge to the point where the assets can be returned to the normal 3‐year cleaning frequency. • Recommendations: Add FOG control program performance indicators to the SSMP and track progress.

This may include the number of FSE inspections completed, number of FOG hot spots on the 180‐day cleaning list, number of Spills caused by FOG, and etc.

Item 6.f
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City of Healdsburg
Sewer System Management Plan (SSMP)
Five‐Year Audit of FY19/20 – FY23/24
February 2025 Page 24

5.8 System Evaluation and Capacity Assurance Plan

5.8.1 Compliance
Table 13 – Compliance with SSS WDR D.13.viii ‐ SECAP
SSMP Requirement Compliance Deficiencies / Potential Enhancements viii(a) Evaluate hydraulic capacity
deficiencies
Yes
Capacity-focused hydraulic model was developed for the
2020 Sewer Master Plan. Update the model on a 5 to 10
year basis or with major development changes.
viii(b) Establish design criteria Yes
-
viii(c) Establish short‐ and long‐term CIP Yes
Capacity deficiencies identified in the 2020 Sewer Master Plan yielded a project and identified I/I as the major
component of the deficiency
viii(d) Develop schedule of completion dates
for CIP
Yes
I/I investigation is included in the 5-year CIP which should identify the source(s) of the capacity deficiency identified so that a corrective measure can be developed.

5.8.2 Effectiveness of SSMP Elements and Recommended Modifications Hydraulic Capacity Evaluation (SSMP 8.1)
• Level of Effectiveness: Most of the new developments in the City of Healdsburg is occurring in the northern portion of the City, which is served by a trunk sewer that was planned and constructed specifically to serve that area. A comprehensive hydraulic model of the entire sewer collection system for existing conditions as well as known future development was developed for the 2020 Sewer Master Plan.
• Recommendations: Updated the GIS‐based hydraulic model and capacity assessment to further analyze the system’s hydraulic capacity and provide recommended improvements to support future development, including infill development within the existing service area on a regular basis and if major flow generating development is proposed.

Design Criteria (SSMP 8.2)
• Level of Effectiveness: The SSMP does not include the City’s design/performance criteria for evaluation of the hydraulic capacity of the existing collection system to define capacity deficiencies that require capital improvements.
• Recommendations: Summarize the City’s hydraulic capacity design/performance criteria for the existing sewer collection system, including design storm for peak wet weather flows, peak flow d/D limits, I/I limits, etc. in the SSMP.

Item 6.f
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Sewer System Management Plan (SSMP)
Five‐Year Audit of FY19/20 – FY23/24
February 2025 Page 25
Capacity Enhancement Measures (SSMP 8.3)
• Level of Effectiveness: The 2024 5‐year CIP includes improvements to the sewer collection system.

However, none of them appear to be capacity related. The current SSMP indicates that there are no capacity‐related concerns for the City’s sewer collection system. The hydraulic model conducted as part of the 2020 Sewer Master Plan indicated a hydraulic constraint in Grove Street. However, the model also indicated significant inflow and infiltration (I/I) were contributing to the increased capacity needs. An I/I investigation is included in the 2024 5-year CIP to address the I/I issue which affects the collection system as well as the WRF.
• Recommendations: Conduct the I/I investigation and develop a corrective CIP project(s) to address the I/I.

CapitalImprovement Program Schedule (SSMP 8.4)
• Level of Effectiveness: The 2024 5‐year CIP includes improvements to the sewer collection system, including an I/I investigation.
• Recommendations: No Recommendations at this time.

Item 6.f
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City of Healdsburg
Sewer System Management Plan (SSMP)
Five‐Year Audit of FY19/20 – FY23/24
February 2025 Page 26

5.9 Monitoring, Measurement, and Program Modifications

5.9.1 Compliance
Table 14 – Compliance with SSS WDR D.13.ix – Monitoring and Measurement SSMP Requirement Compliance Deficiencies / Potential Enhancements ix(a) Maintain relevant information to prioritize SSMP
activities
Yes
Integrate CCTV with GIS and/or CMMS for
more automated analysis of
performance.
ix(b) Measure effectiveness of SSMP elements No
City needs to track, and review SSMP
program performance indicators (see Table
15).
ix(c) Assess success of preventative maintenance
program
Yes
City needs to track progress against
performance indicators on a biennial basis.
ix(d) Update elements based on performance
evaluations
Yes
City should continue to update the SSMP
based on the
results of SSMP Audits and log all changes.
ix(e) Identify and illustrate SSO trends Yes
Update SSO trends presented in this Audit
on a biennial basis.

5.9.2 Effectiveness of SSMP Elements and Recommended Modifications Maintain RelevantInformation for SSMP Activities (SSMP 9.1) • Level of Effectiveness: The City documents information relative to its SSMP programs including:
o Documentation of allsewer cleaning activities by year o Documentation of lift station cleaning and maintenance by year o Continuous update of 180‐day cleaning schedule
o CCTV inspection historical database
o Spare parts and tool inventory
o FSE grease trap inspection records
o Spill records posted to CIWQS
o Capital Improvement Plan updates and record drawings
• Recommendations: Integrate CCTV sewer inspections with sewer collection system maintenance records with a new CMMS/GIS system to allow for more automated analysis of performance versus goals using automated queries and reports of the CMMS database.

Metrics to Monitor Effectiveness of SSMP (SSMP 9.2)
• Level of Effectiveness: Currently, the City only monitors Spill trends and spending on sewer collection system rehabilitation. Quantifiable goalsspecific to each element ofthe SSMP have not been established. • Recommendations: Track additional performance measures related to various SSMP elements that are summarized in Table 15. Tracking these performance measures over time will help evaluate the effectiveness of the SSMP programs as well as adjust future PM activities and CIPs to reduce the potential for Spills. The City anticipates compliance with this deficiency prior to next audit due date.

Item 6.f
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City of Healdsburg
Sewer System Management Plan (SSMP)
Five‐Year Audit of FY19/20 – FY23/24
February 2025 Page 27
Assess Success of Preventative Maintenance Program (SSMP 9.3) • Level of Effectiveness: The City’s current approach to documenting PM activities is effective because it allows the City to monitor completion of planned activities. The performance of these activities is documented in Section 3 of this SSMP Audit.
• Recommendations: Continue preventative maintenance activities, especially those that at minimum meet the requirements of the City’s settlement with River Watch and track at least biennially all performance indicators to ensure that the terms of the settlement are met by the City and that performance metrics are monitored.

Update Program Elements Based on Performance (SSMP 9.4) • Level of Effectiveness: The SSMP had a major update in 2020, with a relatively minor update in 2024 to address changes in regulations (e.g., Spills versus overflows, 4 categories versus 3 categories, etc.).

Additional updates will be forthcoming to address recommendations in this SSMP Audit. • Recommendations: Update the change log as an appendix that documents changes made to the SSMP by each City Staff member with corresponding date.

Spill Trends – Frequency, Location and Volume (SSMP 9.5) • Level of Effectiveness: The City has not regularly analyzed and illustrated Spill trends. • Recommendations: On a biennial basis, update the Spill trends presented within Section 3 of this Audit.

Analyze trends in spill volume and cause, and determine if adjustments to PM activities are warranted to reverse trends that show increases in the volume and frequency of certain types of spills Item 6.f
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Table 15 –Recommended Additional Performance Indicators SSMP Element SSMP
Section
Description Performance Indicator Unit Target
System Information
(tracking purposes only, no targets)
Total System Length miles n/a
Service Area sq miles n/a
Population number n/a
Service Connections number n/a
# Manholes number n/a
# Pump Stations number n/a
Sewer < 8 inch miles n/a
8 inch < sewer < 15 inch miles n/a
15 inch < sewer < 21 inch miles n/a
21 inch < sewer < 42 inch miles n/a
Average age of system piping years n/a
New sewer main installation miles n/a
New sewer lateral installation miles n/a
New cleanout installation number n/a
Financial Information
Wastewater collections operations &
maintenance staff (SEE NOTE 1) number 14
Total sewer collection O&M spending $M $1.0M
Total sewer collection R&R spending $M $1.0M
Organization
(tracking only,
no targets)
D.13.ii.c Chain of
Communication
Total customer service calls number
Total customer service calls resolved number
O&M
D.13.iv.a Maps Age of oldest un‐fulfilled map update
request days 180
D.13.iv.b PM Activities
Certified wastewater collections
operators number 8
Sewer laterals cleaned per year number 20
Sewer mains cleaned per year miles 15
Manholes inspected per year number 300
Sewer main CCTV inspected per year miles 13.5
Sewer laterals CCTV inspected per year number 20
Lift Stations maintained annually number 11
D.13.iv.c R&R Plan
Sewer main rehabilitated/replaced per
year
miles 0.5 –

1.0 mi
Sewer laterals rehabilitated/replaced per
year
number 5
Manholes rehabilitated number 10‐20
% of CCTV inspection records reviewed for
condition assessment purposes % 100
% of active Level 4 defects analyzed and
included in CIP planning documents % 90
% of active Level 5 defects scheduled for
repair within 5‐year CIP % 100
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Five‐Year Audit of FY19/20 – FY23/24
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D.13.iv.d Training
Overall % completion of training matrices
for all wastewater collections operations
& maintenance staff
% 100
D.13.iv.e Critical Parts Complete annual review of lift station spare part availability Yes/No Yes
Design D.13.v.b Construction
% of new sewer mains inspected % 100
% of new sewer laterals inspected % 100
OERP
D.13.vi.a Notification Average response time to Spill minutes <60 D.13.vi.d Spill
Containment
Percentage of Spill volume reaching a
surface water % <25
FOG
D.13.vii.a Public
Education
Annual distribution of FOG informational
flyers with City utility billing. Yes/No Yes
D.13.vii.d Grease Removal
Devices
% of total FSE's with Grease Removal
Devices installed % 80
D.13.vii.e FOG Inspections
% of FSEs with permits inspected in the
current year
% 100
% of FSEs with violations that require
increased inspections % <10
D.13.vii.f FOG Hot Spots
Length of FOG hotspot sections of pipe feet 2,500
Number of Spill's caused by FOG number <2
Monitoring &
Measurement D.13.ix Spill Trends
Spill Rate per 100 miles of pipe #/100 mi 7
Total volume of Spill events per 100 miles
of pipe gal/100 mi 40,000
% of total Spill volume recovered % 75
Number of Spills caused by roots number <2
Number of Spills caused by debris number <2
Number of Spills caused by pipe failure number <2
Number of Spills caused by capacity number 0
Total Number of Private Lateral Spills number <5
Audit D.13.x Updates
# of Days since completion of last audit days <730
# of Days since completion of last SSMP
update days <1,825
Communication D.13.xi Communication
Program
Most current SSMP documents posted to
City website Yes/No Yes
Notes:

1. Calculate the total number of City staff employed in the following positions:
• Public Works: Public Works Maintenance Superintendent, Public Works Utility Foreman, Utility Worker
• Utilities: Water/Wastewater Operations Superintendent, Wastewater Operations Foreman, Utility Operator.

Item 6.f
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Sewer System Management Plan (SSMP)
Five‐Year Audit of FY19/20 – FY23/24
February 2025 Page 30

5.10 SSMP Program Audits

5.10.1 Compliance
Table 16 – Compliance with SSS WDR D.13.x – SSMP Program Audits SSMP Requirement Compliance Deficiencies / Potential Enhancements x Conduct 5-year audits
Yes
The City completed an external SSMP Audit in 2020.

5.10.2 Effectiveness of SSMP Elements and Recommended Modifications Audit Procedures, Roles, and Responsibilities (SSMP 10.1) • Level of Effectiveness: The City has should conduct formal internal audits for its SSMP as required by the GWDRs.
• Recommendations: Schedule the next Internal SSMP Audit for 2027. Identify the appropriate level of internal or external resources to conduct the Audit and describe the audit procedure and schedule in the SSMP.

SSMP Program Modification/Update Process (SSMP 10.2)
• Level of Effectiveness: There has been some recent changes in the City’s SSMP Programs that have not been incorporated into the SSMP. The reasons for the changes were not based on the analysis of performance against stated metrics.
• Recommendations:
o Update the SSMP change log and add it as an appendix to the SSMP, documenting all changes made to the SSMP since its last certification, indicating when an element was changed/updated and who authorized the change.
o Update the SSMP at minimum every two years (preferably every year if significant changes are warranted). Recertify SSMP updates every 5‐years through City Council.

Item 6.f
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Sewer System Management Plan (SSMP)
Five‐Year Audit of FY19/20 – FY23/24
February 2025 Page 31

5.11 Communication Program

5.11.1 Compliance
Table 17 – Compliance with SSS WDR D.13.xi – Communications Program SSMP Requirement Compliance Deficiencies / Potential Enhancements xi(a) Communicate on a regular basis with the public and tributary/satellite systems regarding SSMP
Yes
Present results of each SSMP audit to
City Council.

5.11.2 Effectiveness of SSMP Elements and Recommended Modifications Public Communication (SSMP 11.1)
• Level of Effectiveness: The City has posted its SSMP to the City’s website and has a link where the public can submit comments via email.
• Recommendations: Present results of each SSMP audit to City Council.

Communication with Tributary / Satellite Systems (SSMP 11.2) • Level of Effectiveness: The City of Healdsburg does not have any tributary/satellite systems. • Recommendations: Not applicable.

Item 6.f
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Sewer System Management Plan (SSMP)
Five‐Year Audit of FY19/20 – FY23/24
February 2025 Page 32
SECTION 6 Audit Summary
Table 18 lists a summary of all recommendations for this Audit and the responsible party for implementation.

Table 18 – Summary of Audit Recommendations
SSMP
Section Recommendation ResponsibleParty

2.1 Modify and update the LRO table and move the table into an appendix, this helps the element to be updated separately from the SSMP.

By City of
Healdsburg
ongoing

2.2 Modify and update the current City organization chart to reflect the latest departments, workflows, and responsibilities as it relates to the SSMP elements.

By City of
Healdsburg
ongoing

4.1 Updates to the GIS mapping based on as‐built drawings of sewer system improvements.

By City of
Healdsburg
ongoing

4.2 Update SSMP Section 4.2 to provide an updated general overview of the current O&M activities and PM programs using illustrative flow charts.

By City of
Healdsburg
The City has implemented scheduling and documentation of sewer main line cleaning activities a CMMS. As part of the ongoing CMMS implementation, the City should ensure that the CMMS will be capable of tracking preventative maintenance down to the level of each individual pipe segment and manhole in concert with the City’s GIS so that results and statistics can be readily reviewed and analyzed on a GIS platform. Ensure the system is user‐friendly for staff so that it is used efficiently.

By City of
Healdsburg‐
Complete in
2026
Item 6.f
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Sewer System Management Plan (SSMP)
Five‐Year Audit of FY19/20 – FY23/24
February 2025 Page 33

4.3 Complete updates to IT Pipes CCTV software as soon as possible so CCTV inspection work can resume.

By City of
Healdsburg‐
Complete in
2025
Develop a specific CCTV inspection schedule to complete all work by January 2026 and determine if additional staffing is required or if use of outside contractors may be necessary.

By City of
Healdsburg
A regular annual schedule for completing review and analysis of CCTV data should be established to ensure that high priority system defects are integrated into the City’s CIP as promptly as
possible. By City of
Healdsburg
Utilize future CMMS/GIS platform for calculating the sewer collection system’s replacement value. If the CMMS and GIS is kept up to date, it will be easier to keep the replacement value up to date as the system expands as well.

By City of
Healdsburg ‐
Ongoing

4.4 Develop a mandatory training matrix that covers all critical areas of competence for wastewater collection systems operations including O&M programs, SERP, safety, CIWQS data management, etc.

By City of
Healdsburg
Update and maintain a system for verifying and documenting completion of the training matrix for each wastewater collection systems operations employee and include this as an SSMP performance measure.

By City of
Healdsburg‐
ongoing

4.5 Update and maintain the description in the SSMP of the fleet maintenance (Vactor truck, CCTV truck) tracking system used by the City, and the use of LLumin to track replacement
parts for sewer lift stations.

By City of
Healdsburg
ongoing

6.3 Consider implementation of a QA/QC review procedure to ensure that data entered on the new Sanitary Sewer Overflow Report forms (from 2019 OERP) matches data entered into CIWQS, including all finalized and follow‐up data before closing out the Sanitary Sewer Overflow Reports internally.

By City of
Healdsburg ‐
Ongoing

6.4 Per the City’s updated SERP, ensure that contractors develop project‐specific OERPs for work on the sewer collection system. Ensure appropriate redundancy and monitoring provisions for any sewer bypass operations on a case‐by‐case basis.

By City of
Healdsburg ‐
Ongoing
Item 6.f
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City of Healdsburg
Sewer System Management Plan (SSMP)
Five‐Year Audit of FY19/20 – FY23/24
February 2025 Page 34

7.1 Consider implementing a program to distribute FOG disposal educational material as a billing insert with City utility bills.

By City of
Healdsburg ‐
Ongoing
Maintain a record of FOG disposal educational programs. Include completion of FOG educational activities as an SSMP performance indicator.

By City of
Healdsburg ‐
Ongoing

7.2 Develop a list of licensed grease haulers acceptable to the City including address, name, contact information.

By City of
Healdsburg‐
Complete in
2020
Contact each grease hauler on the City’s list and verify where they are disposing of collected FOG.

By City of
Healdsburg‐
Complete in
2020

7.6 Identify areas of FOG concern based on historical cleaning data, blockage reports, or PM activities using CMMS/GIS to allow for better visualization of possible sources of excess FOG accumulation in combination with other GIS data such as FSE locations, schools, high density residential, etc.

By City of
Healdsburg ‐
Ongoing

7.7 Add FOG control program performance indicators to the SSMP and track progress.

This may include the number of FSE inspections completed, number of FOG hot spots on the 180‐day cleaning list, number of SSOs caused by FOG, etc.

By City of
Healdsburg

8.1 Updated the GIS‐based hydraulic model and capacity assessment to further analyze the system’s hydraulic capacity and provide recommended improvements to support future development, including infill development within the existing service area, on a regular basis and if major flow generating development is proposed.

By City of
Healdsburg

8.3 Conduct the I/I investigation and develop a corrective CIP project(s) to address the I/I. By City of
Healdsburg

9.1 Consider integration of sewer collection system maintenance records with GIS or a new CMMS system to allow for more automated analysis of performance versus goals using automated queries and reports of the CMMS database.

By City of
Healdsburg ‐
Ongoing

9.2 Consider tracking additional performance measures related to various SSMP elements. Tracking these performance measures over time will help evaluate the effectiveness of the SSMP programs as well as adjust future PM activities and CIPs to reduce the potential for Spills.

By City of
Healdsburg ‐
Ongoing
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City of Healdsburg
Sewer System Management Plan (SSMP)
Five‐Year Audit of FY19/20 – FY23/24
February 2025 Page 35

9.3 Continue preventative maintenance activities, especially those that at minimum meet the requirements of the City’s settlement with River Watch and track at least biennially all performance indicators to ensure that the terms of the settlement are met by the City and performance metrics are monitored.

By City of
Healdsburg

9.4 Update the change log as an appendix that documents changes made to the SSMP by each City Staff member with the corresponding date.

By City of
Healdsburg

9.5 On a biennial basis, update the Spill trends presented within Section 3 of this Audit.

Analyze trends in spill volume and cause, and determine if adjustments to PM activities are warranted to reverse trends that show increases in the volume and frequency of certain types of spills.

By City of
Healdsburg ‐
Ongoing

10.1 Schedule the next Internal SSMP Audit for 2027. Identify the appropriate level of internal or external resources to conduct the Audit and describe the audit procedure and schedule in the SSMP.

By City of
Healdsburg

10.2 Update the SSMP change log and add it as an appendix to the SSMP, documenting all changes made to the SSMP since its last certification, indicating when an element was changed/updated and who authorized the change.

By City of
Healdsburg ‐
Ongoing
Update the SSMP at minimum every two years (preferably every year if significant changes are warranted). Recertify SSMP updates every 5‐yearsthrough City Council.

By City of
Healdsburg ‐
Ongoing

11.1 Present results of each SSMP audit to City Council.

By City of
Healdsburg ‐
Ongoing
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SECTION 7 Appendices

7.1 Appendix – Historical Spill Data

7.1 Appendix – Historical Spill Data
Appendix 7.1 – Historical Spill Data for FY 19/20 to FY 23/24 #
Event
ID Date of Spill Address Spill
Category
Spill Volume
[gal]
Spill Recovered
[gal]
Spill Recovery
[%] Spill Cause Location
1 859773 7/2/2019 700 Benjamin Way 3 576 576 100% Roots Gravity Mainline 2 860411 8/4/2019 631 Alta Vista Dr. 3 720 720 100% Debris, General Gravity Mainline 3 861901 9/26/2019 224 Healdsburg Ave. 3 40 40 100% Debris, lateral Lower Lateral (Public) 4 865899 3/30/2020 742 Johnson St. 3 3 3 100% Root Intrusion Lower Lateral (Public) 5 868948 9/10/2020 755 Rose Ln. 3 1 1 100% Debris-General Gravity Mainline 6 872230 2/8/2021 147 Healdsburg Ave. 3 92 92 100% Debris-Rags Gravity Mainline 7 872460 2/22/2021 631 Alta Vista Dr. 3 719 719 100% Debris, Wipes, non-dispersible Gravity Mainline 8 872621 2/27/2021 903 Benjamin Way 3 12 12 100% FOG Lower Lateral (Public) 9 873359 4/3/2021 139 Kennedy Ln. 1 184 0 0% FOG Lower Lateral (Public) 10 873760 4/27/2021 302 Orangewood Dr. 3 180 180 100% Root Intrusion Gravity Mainline 11 876998 10/13/2021 522 Johnson St. 3 6 6 100% Debris, Rags Gravity Mainline 12 877269
10/25/2021 624 Brown St. 3 14 14 100% Debris, General Gravity Mainline 13 885058 12/20/2022 620 Hassett Ln. 3 65 65 100% Root Intrusion Gravity Mainline 14 885868 1/23/2023 720 Prince St. 3 40 40 100% FOG Gravity Mainline 15 894426 4/9/2024 435 Foss St. 4 1 1 100% Debris, General Gravity Mainline 16 895250 5/28/2024 Piper St at Rec Park 1 110 0 0% Pipe Gravity Mainline Item 6.f
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keep your drain clog-Free!
Cooking grease comes from meat fats, lard, oil, butter, food scraps, sauces, etc. When washed down the drain, grease sticks to the inside of pipes, which can block both your drain and public sewer. Use these tips to keep your drain clog-free!
Questions? Contact Public Works at (707) 431-3346 or [email protected].

Sewer blockages cost money to
both you and the City.

They often occur on private
property and must be paid for by
the homeowner.

DO
DON'T
· SCRAPE GREASE AND FOOD SCRAPS

INTO A CAN OR THE TRASH FOR DISPOSAL
· INSERT BASKETS/STRAINERS IN SINK

DRAINS TO CATCH FOOD SCRAPS AND

OTHER SOLIDS
· SPEAK WITH YOUR NEIGHBORS AND

FRIENDS ABOUT HOW TO KEEP GREASE

OUT OF THE SEWER SYSTEM

Home garbage disposals do not keep
grease out of the plumbing systems.

Products like detergents that claim to
dissolve grease only push the problem
farther down the pipeline.
-FATS, OILS, GREASE, OR RAGS
-FOOD (E.G. VEGETABLES, MEAT,

COFFEE GRINDS, EGG SHELLS)
-SOLIDS (E.G. CAT LITTER, RAGS.

PLASTIC/PAPER WRAPPERS, TRASH)
-MEDICATIONS AND NEEDLES
-PAINT AND TOXIC CHEMICALS
PUT DOWN THE DRAIN:

CAUTION
Raw sewage overflowing into
the streets means people and
animals may come in contact
with disease-causing organisms.

SEWER BLOCKAGES CAN OVERFLOW MANHOLES.

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2025 SSMP Update Change Log: FY 18/19 – 24/25
SSMP Element 2025 SSMP Update/Changes Date LRO

1. Goals (a) Develop goals for operation and maintenance of SSS No significant changes 7/24/25 Rob Scates
(a) Identify the Legally Responsible Official (LRO) No significant changes 7/24/25 Rob Scates
(b) SSMP responsibility and organization chart Updated with new organization charts 7/24/25 Rob Scates

2. Organization
(c) Chain of communication for reporting Spills Updated in new SERP 7/24/25 Rob Scates
(a) Prevent illicit discharges into SSS No significant changes 7/24/25 Rob Scates
(b) Require proper design and construction of SSS components No significant changes 7/24/25 Rob Scates
(c) Ensure access to laterals owned/maintained by City No significant changes 7/24/25 Rob Scates
(d) Limit the discharge of FOG or other debris that may cause blockages
No significant changes 7/24/25 Rob
Scates

3. Legal Authority
(e) Enforce violations of sewer ordinance No significant changes 7/24/25 Rob Scates
(a) Maintain up‐to‐date collection system maps No significant changes 7/24/25 Rob Scates
(b) schedule, conduct, and document preventive O&M activities No significant changes 7/24/25 Rob Scates
(c) Condition assessment, rehabilitation and replacement (R&R) plan
No significant changes 7/24/25 Rob
Scates
(d) Training No significant changes 7/24/25 Rob
Scates

4. Operations and
Maintenance Program
(e) Equipment and critical replacement parts No significant changes 7/24/25 Rob Scates
(a) Maintain SSS design and construction specifications No significant changes 7/24/25 Rob Scates

5. Design and
Performance Provisions
(b)Procedures and standards for inspecting and testing new and R&R projects
No significant changes 7/24/25 Rob
Scates
(a) Proper notification procedures for Spills New SERP developed and adopted (Appendix 6.1) 7/24/25 Rob Scates
(b) Program for appropriate Spill response New SERP developed and adopted 7/24/25 Rob Scates
(c) Procedure for prompt notification to regulatory agencies New SERP developed and adopted 7/24/25 Rob Scates

6. Spill Emergency
Response Plan (SERP)
(d) Appropriate staff and contractor training for SERP execution New SERP developed and adopted 7/24/25 Rob Scates
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2025 SSMP Update Change Log: FY 18/19 – 24/25
(e) Procedures to address emergency operations during Spills New SERP developed and adopted 7/24/25 Rob Scates
(f) Procedures to ensure containment of Spills to prevent discharge to surface waters including water quality monitoring when required New SERP developed and adopted 7/24/25 Rob
Scates
(a) Public education plan to promote proper disposal of FOG No significant changes 7/24/25 Rob Scates
(b) FOG disposal plan No significant changes 7/24/25 Rob Scates
(c) Legal authority to prohibit discharge of FOG No significant changes 7/24/25 Rob Scates
(d) Requirements to install and maintain grease removal devices No significant changes 7/24/25 Rob Scates
(e) Authority to inspect and enforce FOG ordinance No significant changes 7/24/25 Rob Scates
(f) FOG characterization assessment and hot spot cleaning schedule
No significant changes 7/24/25 Rob
Scates

7. Fats, Oils, and
Grease (FOG) Control Program
(g) FOG source control program measures No significant changes 7/24/25 Rob Scates
(a) Develop SSS hydraulic model and identify capacity deficiencies No significant changes 7/24/25 Rob Scates
(b) Establish SSS hydraulic design criteria No significant changes 7/24/25 Rob Scates
(c) Establish short‐ and long‐term CIP capacity enhancement measures
No significant changes 7/24/25 Rob
Scates

8. System Evaluation
and Capacity
Assurance Plan (SECAP)
(d) Develop the schedule of completion dates for projects No significant changes 7/24/25 Rob Scates
(a) Maintain records and information for SSMP activities No significant changes 7/24/25 Rob Scates
(b) Measure effectiveness of SSMP elements and programs No significant changes 7/24/25 Rob Scates
(c) Assess success of the preventative maintenance programs See attached SSMP Program Audit 7/24/25 Rob Scates
(d) Update SSMP program elements based on performance
evaluations
SSMP change log added 7/24/25 Rob
Scates

9. Monitoring,
Measurement and Program
Modification
(e) Identify and illustrate SSO trends SSO trends established in FY 18/19‐23/24 Audit. 7/24/25 Rob Scates

10. SSMP Program Audit (a) Conduct periodic audits Included, FY 18/19-23/24 Audit (Appendix 10.1) 7/24/25 Rob Scates

11. Communications Program a) Communicate on a regular basis with the public regarding SSMP development, implementation, and performance
No significant changes 7/24/25 Rob
Scates
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2025 SSMP Update Change Log: FY 18/19 – 24/25 Item 6.f
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CITY OF HEALDSBURG

CITY COUNCIL AGENDA STAFF REPORT
MEETING DATE: October 6, 2025
SUBJECT: CivicPlus Recreation Software Contract
PREPARED BY: Garrett Perdigao, Recreation Manager
STRATEGIC INITIATIVE(S):
- Provide Resident Driven Community Services
- Provide Effective Governance
RECOMMENDED ACTION(S):

Adopt a Resolution authorizing the City Manager to execute an agreement with CivicRec for recreation management software services.

COMMUNITY ENGAGEMENT/OUTREACH:

Over the past several years, staff received consistent feedback from the community that the City’s existing recreation software is difficult to use and not user-friendly. Staff documented these concerns and used them to shape the Recreation Software Request for Proposal (RFP). The Parks and Recreation Commission’s Communications Ad Hoc Committee created a working group to partner with staff in developing the RFP and evaluating potential vendors. Together, staff and the committee attended vendor demonstrations to fully understand the systems under consideration.

The committee also helped rank vendors and supported the selection process. Staff then presented the final recommendation to the Parks and Recreation Commission for review.

BACKGROUND:

For nearly 20 years, the City of Healdsburg has relied on ActiveNet as the recreation management software for the Community Services Department. This platform has supported core functions such as activity registration, facility reservations, and participant communications. However, as technology and community expectations have evolved, the current system has shown growing limitations—particularly in its lack of real-time communication tools, dated user interface, and constrained email functionality.

As online engagement becomes increasingly important for delivering public services, residents now expect mobile-friendly registration, customizable email communication, and instant updates through SMS/text messages. ActiveNet does not support SMS messaging and provides only limited tools for email marketing—constraining the City's ability to effectively communicate with Item 6.g
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participants and promote programs.

To address these concerns, the Community Services Department initiated a formal Request for Proposals (RFP) in spring 2025 to identify a cloud-based software solution that could:
• Improve the online registration experience for residents • Enable direct communication via text messaging
• Expand and enhance email marketing capabilities
• Streamline administrative workflows for staff
The City received two qualified proposals:
• Vermont Systems
• CivicRec
DISCUSSION/ANALYSIS:

As part of the evaluation process, City staff and members of the Parks and Recreation Commission’s Communications Ad Hoc Committee conducted a thorough review of each proposal. Both vendors were invited to deliver in-depth demonstrations of their platforms on July 22, 2025, providing an opportunity to assess real-time functionality, interface design, communication tools, integration capabilities, and customer support.

Evaluation priorities included:
• A modern, intuitive interface for public registration • Built-in SMS text messaging for real-time updates
• Robust and customizable email communications
• Improved back-end functionality for staff
• Compatibility with existing City systems
After thorough review of both application systems, staff is recommending that the City proceed with engaging CivicRec as its new software provider. CivicRec stands out for its user-focused design, mobile-responsive interface, built-in texting functionality, Point-of-Sale System, and ability to support robust email campaigns. The system is designed specifically for municipalities and has a strong track record of responsive customer service.

In addition, the City uses CivicRec’s parent company CivicPlus as the City’s website platform.

This relationship will allow the recreation platform to interface with the City’s website more effectively in areas such as single log on for both the website and recreation platform.

While both platforms can meet the community’s needs, one of the aspects of Vermont Systems that was appealing was a more graphic interface on its primary landing page. However, Vermont Systems requires several more steps to complete a registration or transaction, which staff found confusing at times. While the CivicRec platform is not as visually appealing, staff found it easier to navigate and quicker to accomplish registrations and transactions, something that we think outweighs the visual appeal of Vermont Systems.

Additional analysis on the two systems:

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CivicRec Vermont Systems
Advantages · User-friendly registration process
(~5 clicks, all on one page)
· Intuitive and efficient compared to
the current provider
· POS touch screen capability on
phones/tablets allows easy on-site
registrations at Swim Center, Senior
Center, and other drop-in programs
· Multi-lingual capabilities
· Tech support can be provided
directly to patrons
· More visually appealing landing
page
· Lower implementation fee ($8,250
vs. $21,093 for CivicRec)
· No storage fees
· Attractive and modern interface
design
· Slightly lower credit card fee
(2.8%)
· Multi-lingual capabilities
· Personalized App
Disadvantages · Less visually appealing landing
page
· Higher first-year cost due to
implementation and future storage
fees
· 5% annual cost escalation
beginning year two
· Slightly higher credit card fee
(3%)
· More complicated registration
process (~8 clicks, multiple page
redirects)
· Less intuitive user experience
compared to CivicRec
· Higher ongoing annual cost after
year one ($21,360 vs. $13,800 for
CivicRec)
At its September 10, 2025, meeting, the Parks and Recreation Commission received a staff report on the two software proposals and recommended that the City Council enter into an agreement with CivicRec to provide recreation software for the Community Services Department.

ENVIRONMENTAL STEWARDSHIP:

The proposed action does not have a direct environmental impact. However, implementation of CivicRec will support the City’s sustainability goals by reducing reliance on paper-based registration forms, receipts, and reports. The system’s digital platform will streamline communications, registrations, and recordkeeping, which will help minimize paper use and promote more efficient operations.

ALTERNATIVES:

1. Continue with the City’s current provider, ActiveNet.

This would avoid the transition to a new system but would retain the limitations that prompted the RFP process, including the lack of integrated SMS communication and limited email capabilities. It may also hinder staff efficiency and fall short of current user experience expectations.

2. Reopen or revise the RFP process.

The City Council could direct staff to reissue the RFP with updated criteria if it determined the proposals received did not adequately meet the City’s needs. This option would significantly delay implementation and could affect the timeline for launching a new system ahead of the Spring/Summer 2026 season.

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3. Defer action and revisit at a later date.

The City Council could postpone the decision until more information is available or until additional funding is secured. However, this would delay improvements to system functionality and limit the department’s ability to enhance communication and registration services in the near term.

FISCAL IMPACT:

The proposed agreement with CivicRec includes a total investment of $30,689.78 for the initial term and annual licensing fee of $9,596.78 and a storage fee of $3,500 beginning in the second year (the first year is included at no cost). The contract term is 24 months. If the City chooses to extend the contract beyond 24 months, the contract would continue on an annual basis with a proposed 5% annual escalator.

Ongoing annual costs after the first year are estimated at $13,100, inclusive of the licensing and storage fees. In addition to the contract costs, all customer credit card transactions processed through CivicRec will be subject to a 3% transaction fee, which is consistent with current practices.

Funding for the implementation and annual licensing costs is available in the Community Services Department budget. Funding is available through an expected cost savings in ActiveNet (contracted services) ($17,500) and reallocating printing costs ($13,500) that are no longer incurred with producing our Recreation Guide in house and distributing primarily electronically. (An in-house print version of the Guide is available by request.) ENVIRONMENTAL ANALYSIS:

The proposed action to authorize the City Manager to execute an agreement with CivicRec for recreation management software services is not subject to the provisions of the California Environmental Quality Act (CEQA) because the action is not a project, as it is not a discretionary action that will have a direct or reasonably foreseeable indirect impact on the environment.

ATTACHMENT(S):
• Resolution
• Proposed Agreement Terms
• Request for Proposals
• CivicRec Proposal
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CITY OF HEALDSBURG
RESOLUTION NO. ____-2025

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

HEALDSBURG AUTHORIZING THE CITY MANAGER TO

EXECUTE A CONTRACT WITH CIVICREC FOR

RECREATION MANAGEMENT SOFTWARE FOR THE

COMMUNITY SERVICES DEPARTMENT
WHEREAS, the City of Healdsburg Community Services Department relies on recreation management software to support activity registration, facility reservations, point-of-sale transactions, and customer communications; and
WHEREAS, the City’s current software, ActiveNet, has become outdated and limited in its ability to meet the evolving needs of staff and the community, including providing a streamlined user experience, integrated communications, and mobile-friendly on-site registration; and WHEREAS, City staff conducted a competitive Request for Proposals (RFP) process to evaluate available recreation management platforms, with a focus on improving customer experience, operational efficiency, and integration with City systems; and WHEREAS, after review of proposals, demonstrations, and vendor responses, CivicRec was determined to best meet the City’s needs based on user-friendly registration, mobile point-ofsale capabilities, modern interface design, and overall value; and WHEREAS, the Parks and Recreation Commission reviewed the staff analysis and supported the selection of CivicRec to replace ActiveNet for implementation ahead of the 2026 Spring/Summer program season.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Healdsburg that the City Manager is authorized to enter into a contract with CivicRec for recreation management software, in a form approved by the City Attorney, and to take all actions necessary to implement the new platform for the Community Services Department.

PASSED, APPROVED, AND ADOPTED by the City Council of the City of Healdsburg at a regular meeting held this 6 day of October 2025, by the following vote:

SO ORDERED: ATTEST:
__________________________________ __________________________________ Evelyn L. Mitchell, Mayor Raina Allan, City Clerk
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CivicPlus
302 South 4th St. Suite 500
Manhattan, KS 66502
US
Statement of Work
Quote #: Q-101358-1
Date: 5/28/2025 4:49 PM
Expires On: 10/24/2025
Client:

City of Healdsburg, CA
Bill To:

HEALDSBURG CITY, CALIFORNIA
SALESPERSON Phone EMAIL DELIVERY METHOD PAYMENT METHOD
Dustin Flentie [email protected] Net 30
Discount(s)

QTY PRODUCT NAME DESCRIPTION

1.00 Recreation Management Year 1
Annual Fee Discount
Year 1 Annual Fee Discount
One-time(s)

QTY PRODUCT NAME DESCRIPTION

1.00 Recreation Management
Ultimate
Ultimate Package -Project Coordination -Branded Public Portal -Help Center Access -Access to Live Project Support -Named Implementation Consultant

6.00 Recreation Management Virtual
Training (Half Day Block)
Training (Virtual) - half day, up to 4 hours

2.00 Recreation Management Virtual
Consulting (Half Day Block)
Consulting (Virtual) - half day, up to 4 hours

2.00 Recreation Management On-Site
Training Fee
On-Site Training Fee

3.00 Recreation Management Travel
Days
On-Site Days

1.00 Recreation Management
Financial Accounting Extract
Standard Financial Extract – Standard financial extract adjusted to an approved financial format.

1.00 CivicPlus Payments CivicPlus Payments to be applied to product

1.00 Terminal Ingenico Link 2500 Terminal Ingenico Link 2500

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QTY PRODUCT NAME DESCRIPTION

1.00 Recreation Management:

Platform IdP Integration
Implementation Fee
Recreation Management: Platform IdP Integration Implementation Fee Recurring Service(s)

QTY PRODUCT NAME DESCRIPTION

1.00 Recreation Management Annual
Fee
Recreation Management Annual Fee

1.00 CivicPlus Payments - Merchant
Fees (MFTCPA)
Per Tran .30 | ACH 1% | ACH Max $5 | ACH Reject $15 | CC 3% | AMEX

3.5% | Dispute $15

1.00 Terminal Support Annual Fee Terminal Service Annual Fee -Per Terminal

1.00 Recreation Management:

Platform IdP Integration Annual
Fee
Recreation Management: Platform IdP Integration Annual Fee

QTY PRODUCT NAME DESCRIPTION

1.00 Recreation Management 2 Day
On-Site Training
2 Day On-Site Training Package
List Price - Initial Term Total USD 42,193.60
Total Investment - Initial Term USD 30,689.78
Annual Recurring Services (Subject to Uplift) USD 9,596.78 Initial Term 24 Months, beginning at signature date.

Total Investment - Initial Term refers to
the first 12 months of the agreement.

Annual Recurring Services (subject to Uplift)
refers to the second 12 months of the agreement.

Initial Term Invoice Schedule 100% Invoiced upon Signature Date Renewal Procedure Automatic 1 year renewal term, unless 60 days notice provided prior to renewal date
Annual Uplift 5% to be applied in year 3
This Statement of Work ("SOW") shall be subject to the terms and conditions of the CivicPlus Master Services Agreement and the applicable Solution and Services terms and conditions located at https://www.civicplus.help/hc/en-us/p/legalPage 2 of 4 Item 6.g
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stuff (collectively, the "Binding Terms"), By signing this SOW, Client expressly agrees to the terms and conditions of the Binding Terms throughout the term of this SOW.

Please note that this document is a SOW and not an invoice. Upon signing and submitting this SOW, Client will receive the applicable invoice according to the terms of the invoicing schedule outlined herein.

Client may issue purchase orders for its internal, administrative use only, and not to impose any contractual terms. Any terms contained in any such purchase orders issued by the Client are considered null and will not alter the Binding Terms, the Agreement or this SOW.

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Acceptance of Quote # Q-101358-1
The undersigned has read and agrees to the Binding Terms, which are incorporated into this SOW, and have caused this SOW to be executed as of the date signed by the Customer which will be the Effective Date:

For CivicPlus Billing Information, please visit https://www.civicplus.com/verify/ Authorized Client Signature CivicPlus
By (please sign):
___________________________________
By (please sign):
___________________________________
Printed Name:
___________________________________
Printed Name:
___________________________________
Title:
___________________________________
Title:
___________________________________
Date:
___________________________________
Date:
___________________________________
Organization Legal Name:
___________________________________
Billing Contact:
___________________________________
Title:
___________________________________
Billing Phone Number:
___________________________________
Billing Email:
___________________________________
Billing Address:
___________________________________
___________________________________
Mailing Address: (If different from above)
___________________________________
___________________________________
PO Number: (Info needed on Invoice (PO or Job#) if required) ___________________________________

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REQUEST FOR PROPOSALS

RECREATION SOFTWARE SOLUTION
Solicitation #: RFP-07-025
The City of Healdsburg is soliciting proposals from knowledgeable, qualified firms for a Recreation Software Solution.

All proposals must be received either by mail or hand-delivered to 401 Grove Street, Healdsburg CA 95448 by 3:00PM PST, Wednesday, June 4th, 2025.

CITY OF HEALDSBURG
CITY MANAGER’S OFFICE
401 GROVE STREET
HEALDSBURG, CA 95448
PROJECT CONTACT:

Adilene Herrera
Office Assistant
[email protected]
707-431-3301
Lisa Licea
Office Assistant
[email protected]
707-431-3389
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Request for Proposals
RFP-07-025 Request for Proposals
City of Healdsburg Page 2 of 15 RECREATION SOFTWARE SOLUTION

TABLE OF CONTENTS
I. Introduction .....................................................................................................................................3 A. Purpose of RFP ..................................................................................................................................3 B. Project Background...........................................................................................................................3 C. Proposer Registration .......................................................................................................................3 D. Award Determination .......................................................................................................................3 E. RFP Schedule.....................................................................................................................................4 II. Scope Of Services.............................................................................................................................4 A. Objectives: ........................................................................................................................................4 III. Proposer Eligibility Requirements....................................................................................................7 A. Proposers’ Certifications ...................................................................................................................8 B. Primary Contract Requirement.........................................................................................................8 C. Required Experience .........................................................................................................................9 D. Prevailing Wage Requirements.........................................................................................................9 E. Legal Requirements and Permits: .....................................................................................................9 F. Severability and Legality:...................................................................................................................9 IV. Proposal Format and Submittal Requirements .............................................................................10 A. Proposal Format..............................................................................................................................10 B. Required Proposal Documents .......................................................................................................10 C. Method and Location of Proposal Delivery.....................................................................................10 V. Proposal Evaluation and Award Process........................................................................................10 A. Proposal Evaluation Process...........................................................................................................10 B. Ranking, and Notice of Award.........................................................................................................11 C. Agreements.....................................................................................................................................12 D. Rejection of Proposals: ...................................................................................................................12 E. Stage One: Application Screening ...................................................................................................12 F. Stage Two: Proposal Scoring ...........................................................................................................13 VI. Additional Attachments and Information......................................................................................15 A. Attachment 1 Cost Proposal Form..................................................................................................15 B. Attachment 2 Proposer Information and Certifications .................................................................15 C. Attachment 3 Proposer References................................................................................................15 D. Attachment 4 Draft Contract ..........................................................................................................15 E. Attachment 5 Proposer Questionnaire Form..................................................................................15 Item 6.g
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Request for Proposals
RFP-07-025 Request for Proposals
City of Healdsburg Page 3 of 15 RECREATION SOFTWARE SOLUTION I. INTRODUCTION
A. Purpose of RFP
City of Healdsburg Community Services Department is issuing a Request for Proposals (RFP) from qualified vendors to provide a user-friendly Recreation Software Solution.

B. Project Background
City of Healdsburg Community Services Department seeks a comprehensive recreation management software solution to streamline operations and enhance user engagement across various recreational programs and facilities. Ideally, our chosen software should be capable of operating in both English and Spanish, allowing users to easily switch between languages. This platform must adhere to local and state policies governing public services and accessibility, offering functionalities that cover efficient creation, scheduling, and management of recreational activities and facility bookings. The software should improve program management by supporting participant registration, facility reservations, and staff scheduling.

To maximize public accessibility, a user-friendly public portal should allow transparent access to program listings, class schedules, facility availability, and park reservations, along with options to register and pay online. The system should also support interactive features like live updates for event capacity, waitlist management, and notifications for class changes or cancellations.

Additionally, team and staff scheduling functionalities should be included to streamline internal operations and ensure efficient coordination across programs and events.

We prioritize a robust and secure software solution capable of handling the department's workload and user demand. High customizability is crucial to adapt the platform to our specific needs and workflows. The vendor should demonstrate a commitment to ongoing development and improvement, ensuring the solution remains responsive to the evolving needs of the community. Finally, a dedicated and experienced support team is essential for successful implementation and continuous user support.

C. Proposer Registration
All Proposers who intend to respond to this solicitation must register as a prospective proposer by completing the Plan Holders List Registration Form. Prospective Proposers that obtained this solicitation from the City of Healdsburg website will have already completed this form prior to obtaining access to the RFP and related documents.

D. Award Determination
Contractor selection will be based upon weighted criteria as cited in the evaluation criteria section of this RFP document. The City reserves the right to reject any and all proposals, to waive formalities or to accept any proposal which appears to serve the best interest of the City of Healdsburg.

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Action Date
RFP Posting 5/12/2025
Questions (if any) Due 5/22/2025
Responses to Questions Issued 5/23/2025
Proposals Due 6/04/2025 @ 3PM
Minimum Qualifications Review 6/05/2025
Proposal Evaluations Completed 6/11/2025
Preliminary Award Notification 6/11/2025
Council Award 6/16/2025
F. Examination/Interpretation of the RFP Documents
Requests for interpretations or clarifications of the solicitation requirements should be made in writing and submitted via email to [email protected]. The last day to submit questions is identified in the RFP Schedule section of this solicitation. Proposers shall be solely responsible for examining this solicitation, including interpreting any factors that could affect their Proposal.

Proposers shall be solely responsible for their failure to examine the documents. If a Proposer discovers any ambiguity, conflict, discrepancy, omission, or other error in the solicitation, the Proposer should immediately notify the City of the error in writing and request modification or clarification of the solicitation. The City will provide modifications or clarifications by addendum to all registered plan holders. The City will not be responsible for failure to correct errors.

G. Council Award
No award shall be made prior to City Council approval.

H. Solicitation Modifications
The City reserves the right to change the RFP schedule or issue addenda to amend the solicitation at any time. The City also reserves the right to cancel or reissue the solicitation. All such addenda shall be documented in writing and will become part of the solicitation. Any addenda for this solicitation will be posted on the City website project page and emailed to any registered prospective proposer.

II. SCOPE OF SERVICES
A. Objectives:

The City of Healdsburg Community Services Department is issuing this Request for Proposals (RFP) to solicit qualified vendors for the implementation of a web-based Recreation Management System. The purpose of this RFP is to identify and evaluate vendors with proven expertise in providing a comprehensive and high-quality solution that streamlines the scheduling, registration, and management of recreational programs, events, and facilities for our community.

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City of Healdsburg Page 5 of 15 RECREATION SOFTWARE SOLUTION The goal is to acquire a system that meets and/or exceeds the following high-level functionality:

Program and Class Creation:
• The software should support the creation of various types of programs and classes, with options to define session dates, times, locations, and participant capacity. Administrators should have tools to customize program descriptions, assign instructors, and set up age or skill requirements.

It should also allow staff to create recurring classes and manage multi-session options for activities like workshops, leagues, and seasonal programs. The platform should support a streamlined setup, allowing for copy-over or rollover of classes each season to reduce manual work.

Roster and Schedule Management:
• The system should enable administrators to manage rosters effectively, allowing for quick registration, participant updates, and real-time attendance tracking. Roster features should include the ability to view participant information, special requirements, and class waitlists. The scheduling tool should help organize program timing, avoid conflicts, and provide views for daily, weekly, and monthly schedules. Additionally, the system should support exporting rosters and schedules into various formats, such as Excel or PDFs, for easy sharing and reporting.

Picnic Site Reservations and Permits:
• The software should allow users to reserve picnic sites through a straightforward booking process, offering options to select sites by availability, date, and location. The system should generate and issue permits electronically, complete with reservation details, rules, and terms. It should also support add-ons, such as allowing users to reserve specific amenities (e.g., tables, grills, pavilions), and manage special requirements like group size limits or event insurance. Administrators should be able to set rules, such as blackout dates or special fees, and automate reminders or notifications for upcoming reservations.

Registration:
• Mobile registration capability is a preferred feature. Preference will be given to programs that include a user-friendly mobile interface or application that allows customers to register for programs and services via smartphones or tablets. The mobile registration component should easily integrate with the core recreation management system and allow users to browse, register, and pay for programs from their mobile device.

Multilingual Accessibility
• To serve all members of our community and ensure equitable access, the proposed recreation software should include multilingual capabilities to allow all users to interact with the platform in their preferred language. This functionality is essential to provide inclusive services and enhance the user experience for non-English speakers.

Booking Calendar:
• A dynamic calendar view should display real-time availability for picnic sites, fields, and other reservable locations. The calendar should support various views (daily, weekly, and monthly) and color-code bookings by type, location, or status (reserved, available, etc.). The calendar should also enable users and staff to quickly identify conflicts and gaps in availability. It should integrate seamlessly with program scheduling to prevent double-booking, and allow for quick adjustments Item 6.g
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SMS:

Messaging capabilities to allow for real-time notifications, booking and registration confirmations, automated reminders, and emergency alerts.

Software Compatibility:
• Preference will be given to systems that are compatible with Tyler Technologies Financial Software, to ensure seamless integration and data synchronization across platforms. This compatibility is essential for maintaining workflow efficiency.

Membership Features:
• The software should allow for enrolling and tracking of memberships, processing credit card payments, and scanning memberships for entry to facilities. All stored personal data needs to be encrypted at rest with industry standard encryption methods.

Point of Sale:
• The software should accommodate Point of Sale capability for processing daily admission fees and potentially for sale of merchandise.

User-Friendliness:
• The system should be easy to use for both staff and the public, with a design that facilitates a streamlined and efficient registration process, eliminating the need for redundant windows and unnecessary steps required for registration and other functions within the software. It should also support rolling over or copying programs to make program management simpler for the administrative team. In addition, preference will be given to systems that have a mobile Support and Customization:
• The software should offer easy access to customer support and a clear process for adding new features. It should include customizable error alerts and allow staff to add notes to membership accounts for both internal and external (public viewing). Scholarships offering discounts between 20%-80% should also be customizable.

Staff and Class Management:
• The system should support staff scheduling and allow class information to be exported into reports, such as Excel files or recreation guides. It should also have features to merge duplicate accounts, manage multiple fee options and discounts, and handle electronic waivers and forms.

Additional features should include donation campaigns and a Point-of-Sale system, as well as instructor logins for notifications, enrollment tracking, and access to class rosters.

Customizable Settings:
• The software should allow customization of home screens and receipts, as well as automatic notifications for customer notes to be sent to the appropriate staff members. It should also support gift cards and coupons.

Marketing & Engagement:

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City of Healdsburg Page 7 of 15 RECREATION SOFTWARE SOLUTION • The system should include features for upselling, allow customers to share classes on social media, and support punch cards. It should allow edits to classes with multiple session options and automatically close activities after they’ve ended.

Calendaring and Scheduling:
• The software should include a daily activity and reservation calendar, as well as functionality for league and team scheduling, including reports. A weekly and monthly calendar view should also be available.

Communications:
• The system should allow for easy creation and distribution of e-blasts, with customizable fonts and colors, and the ability to add attachments. It should support communication via texts, voicemail, and social media, and provide the ability to send messages to specific class lists that populate automatically. The system should also be mobile-friendly and allow users to manage email subscriptions.

Financial Features:
• The software should support auto-pay processing and will ideally have the option to offer automatic enrollment in the next session for certain programs. It should store credit card information, alert customers and admin team when a card is about to expire, and notify users and admin team if an automatic payment is declined. This information, along with any other personally identifiable information (PII) should be encrypted at rest using industry standard encryption methods.

Reports:
• The software should generate customizable reports, including those for instructor payments, contracts, account distribution, daily close reports, and private reservations. The chosen program must include a flexible and customizable reporting engine, with an emphasis on accurate and efficient processing of contracted instructor payments. The reporting feature should allow staff to match instructor compensation with class rosters and attendance data, to ensure transparency and accountability in payment reconciliation.

It should also provide weekly calendar reports and allow users to pull instructor-specific activity reports.

Security:
• The software should accommodate single sign-on (SSO) capabilities. (The City uses Okta as its SSO platform.) SSO should be used for City staff authentication only. We don’t have the capacity to provide SSO to the public users (non-City staff) who will be using this software.

III. PROPOSER ELIGIBILITY REQUIREMENTS
The City will appoint an individual to verify that the Proposer meets the eligibility requirements of this section. If the apparent awardee fails to meet the qualifications, the City appointee will move to the second ranked Proposer and so on until an award may be made.

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City of Healdsburg Page 8 of 15 RECREATION SOFTWARE SOLUTION A. Proposers’ Certifications
Proposers must complete, sign, and submit with their proposal the Proposer Information and Certifications Form (Attachment 2), agreeing to comply with the requirements of this solicitation for their Proposal to be deemed responsive.

B. Primary Contract Requirement

1. The Consultant will provide its own staff (not third-party subcontractors) for all services related to the recreation management system's installation and configuration and will advise the City on related products and services necessary for full system functionality, such as any new hardware or software dependencies. The selected company will provide complete specifications and pricing for any required dependent systems.

2. The Consultant shall designate a single Project Manager (PM) as the main point of contact for the implementation. The City will consider multiple PMs if the Consultant is bidding on more than one component.

4. Deliverables to the City during the course of the system implementation shall include a customized and detailed implementation project plan before the project commences, workflow diagrams, user manuals for different roles, a functional test plan, and a training plan. The Consultant shall conduct project status meetings as requested by the City and submit a weekly status report in an efficient one-page format.

5. The Implementation Project Plan submitted to the City shall include recommended server and network architecture necessary to support the system, specifying minimum and recommended specifications.

6. The Consultant shall provide full functional testing following the approved test plan and sufficient training for staff to become proficient in using the system. The training program shall include an in-person trainer and provide separate tracks for “Administrator” and “User” training.

7. Close-out documentation shall include final “as-built” workflow diagrams, final system architecture diagram, operational manuals, and other documentation as deemed necessary by the City. This includes customizations specific to the City’s recreation workflows and user roles.

8. The system shall remain compatible with the latest publicly available versions of supported browsers by making necessary patches or updates within 30 days. This process should be seamless for public users accessing content.

9. The system shall include ongoing support, maintenance, and updates. Phone support shall be available from 8:00 AM to 11:00 PM Pacific Time. Support staff from the Consultant shall have remote access capabilities to make necessary changes in response to City requests. Maintenance shall include applying regular updates and upgrades to the system.

10. Proposals shall include licensing for an unlimited number of individuals accessing publicfacing recreation resources, hosted documents, and event archives.

11. The complete recreation program listings should be available on the City’s website and allow the public to register for programs and submit inquiries during active hours.

12. The recreation management system must have a responsive design interface and a mobile application, allowing residents and City users to access recreation program information and facility booking on iOS, Android, and other devices via a web browser.

13. The mobile application should allow City staff or instructors to remotely manage classes, track attendance, and facilitate participant engagement.

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No Proposal will be accepted from, or agreement awarded to, a Proposer who has not successfully performed on projects of similar character and scope. Proposer must have a minimum of 5 years’ experience performing the services of this solicitation.

Proposer shall provide examples of a minimum of three (3) relevant past projects implemented in California within the last 5 years, including references and their contact information.

Proposals that include projects implemented in municipalities are preferred. These examples should include a brief summary of each project. References should include the names of person(s) who may be contacted, title of the person, addresses and phone numbers.

Experience must be verifiable when the City representative reviews the Proposer’s References (Attachment 3).

The Proposer may be required, before the award of any agreement, to show, to the complete satisfaction of the City, that it has the necessary facilities, ability, experience, and financial resources to provide the services specified herein in a satisfactory manner. Generally, Proposer history and references are required at a minimum. The City may make reasonable investigations deemed necessary and proper to determine the ability of a Proposer to perform the work, and Proposer shall furnish the City all information requested for this purpose, All work will be accomplished by qualified personnel. Uncorrected workmanship that continues for the same cause after three (3) written notices to the Contractor/Consultant from the City Manager, or his designee, shall constitute grounds for termination of the agreement in accordance with the Termination for Cause provision of the Draft Contract Terms and Conditions.

D. Prevailing Wage Requirements
This agreement is not subject to prevailing wage requirements.

E. Legal Requirements and Permits:

The Proposer agrees to fully comply with all local, city, state and federal laws, regulations and ordinances governing performance of contractual services required hereunder, and it will be the responsibility of the Proposer to obtain any and all necessary permits, licenses and/or clearances prior to initiating an agreement. The Proposer shall, if requested by the City, supply certification and evidence of such compliance. Prices quoted shall not include Federal Excise Tax. California Sales Tax will be paid on material discretely priced in accordance with the agreement payment schedule. Proposals shall be for the total net price including all applicable taxes and charges, delivered F.O.B., City of Healdsburg.

F. Severability and Legality:

If any provisions of this agreement shall be held to be invalid, illegal or unenforceable, the validity, legality and enforceability of the remaining provisions shall not in any way be affected or impaired thereby.

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A. Proposal Format
All prices and proposals must be in ink or typewritten. No pencil figures or erasures are permitted.

Mistakes may be crossed out and corrections inserted adjacent thereto and must be initialed, together with the date of correction, in ink by the person signing the proposal.

B. Required Proposal Documents
Proposer must submit all required documents listed below to be eligible for award. No exceptions will be made for missing documents.

1. Proposer Information and Certifications (Attachment 2) (Requires Signature) The Proposer Information and Certifications (Attachment 2) signed by the Proposer or authorized representative to bind the proposing firm contractually. Proposers that deviate from this format may be deemed non-responsive.

2. Cost Proposal
The Proposer must complete the attached Cost Proposal Form (Attachment 1). At no time will rates or costs be considered confidential. Proposers that deviate from this format may be deemed non-responsive.

3. References
The Proposer must complete the attached Proposer References Form (Attachment 3).

4. Proposer Questionnaire (Attachment 5)
The Proposer must complete the attached Proposer Questionnaire Form (Attachment 5).

5. Narrative Proposal
The Proposer must submit a narrative proposal addressing their approach to completing the scope of work including a schedule of activities. Proposers are encouraged to review the Scope of Services (Section II.A.) and the Evaluation Criteria (Section V.F.2.) to ensure that their proposal addresses each criterion.

C. Method and Location of Proposal Delivery
Proposals must be submitted under sealed cover to the City of Healdsburg located at: City Hall, 401 Grove Street, Healdsburg, CA 95448. Proposals must be submitted by the date and time indicated in the Proposal Schedule earlier in this solicitation. Proposers accept all risks of late delivery of mailed proposals regardless of fault.

V. PROPOSAL EVALUATION AND AWARD PROCESS
A. Proposal Evaluation Process
Proposals will be evaluated and scored based on responses to the information requested in this solicitation and on any other information available, such as on past performance of City agreements. To evaluate Proposals, the City will organize an Evaluation Committee that consists primarily of City staff. The Evaluation Committee may use technical expert reviewers to provide an analysis of Proposals. It is the intent of the City to award a fixed price agreement to the most responsible, responsive Proposer. All Proposers acknowledge that they have made themselves familiar with the scope of work, frequency, and location of the areas where services are required.

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Proposals will be evaluated in two stages:

1. Stage One: Proposal Screening
The City will screen Proposals for compliance with the Screening Criteria in Section E of this Part. Proposals that fail any of the screening criteria will be rejected. The City may conduct optional telephone Clarification Interviews with Proposers during the screening process to clarify and/or verify information submitted in the Proposal. However, these interviews may not be used to change or add to the content of the original Proposal.

Proposers will not be reimbursed for time spent answering clarifying questions.

2. Stage Two: Proposal Scoring
Proposals that pass Stage One will be submitted to the Evaluation Committee for review and scoring based on the Scoring Criteria in Section F of this Part. • The scores for each Proposal will be the average of the combined scores of all Evaluation Committee members.
• Clarification Interviews: The Evaluation Committee may conduct optional telephone interviews with Proposers during the evaluation process to clarify and/or verify information submitted in the Proposal.

However, these interviews may not be used to change or add to the content of the original Proposal. Proposers will not be reimbursed for time spent answering clarifying questions.
• A minimum score of 49 points is required for criteria in Part 1 of Section F.2. to be eligible for award.

B. Ranking, and Notice of Award

1. Ranking
Proposals will be ranked based on the final score with the highest score ranked first.

2. Tie Breakers
In the event of a tie after the application of preferences, the award will go first to a Proposer with their primary business located in the City of Healdsburg. If a tie breaker is still required, the City will flip a coin to determine the winner.

3. Notice of Proposed Award
The City will post the Proposal Summary on its website and will email it to all entities that submitted a Proposal. Proposed awards must be approved by the City Council.

4. Debriefings:

Unsuccessful Proposers may request a debriefing after the release of the Proposal Summary by contacting the City contact listed in Part I. A request for debriefing must be received no later than 30 calendar days after the Proposal Summary is released.

5. In addition to any of its other rights, the City reserves the right to:
• Allocate any additional funds to passing Proposals, in rank order; and Item 6.g
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C. Agreements

1. Agreements
The highest rank Proposal will be developed into a proposed agreement to be considered at a City Council Meeting. Contractor may provide goods and/or services only after full execution of the agreement (i.e., approval at a City Council Meeting and signature by the Contractor and the City).

2. Agreement Development:

The City will send the Contractor an agreement for approval and signature. The agreement will include the applicable terms and conditions and will incorporate this solicitation and the Proposal by reference. The City reserves the right to modify the award documents (including the terms and conditions) prior to executing any agreement.

3. Failure to Execute an Agreement:

If the City is unable to successfully execute an agreement with a Proposer in a timely manner, it reserves the right to cancel the pending award and use the funds elsewhere, such as to fund the next highest-ranked, eligible proposal.

D. Rejection of Proposals:

The City reserves the right to reject any or all proposals, to waive any minor informalities or irregularities contained in any proposal, and to accept any proposal deemed to be in the best interest of the City.

Proposals that do not pass the screening stage will be rejected. In addition, the City reserves the right to reject a Proposal and/or to cancel an award for any reason.

E. Stage One: Application Screening

SCREENING CRITERIA
The Application must pass ALL criteria to progress to Stage Two.

Pass/Fail

1. The Proposal is received by the by the due date and time specified in the “RFP Schedule” earlier in this solicitation and is received in the required manner.

Pass Fail

2. The Proposer Information and Certifications (Attachment 2) is signed where indicated.

Pass Fail

3. The Proposal Cost Bid Form (Attachment 1) is complete. Pass Fail

4. The Proposal does not indicate that any contents are proprietary or confidential in nature.

Pass Fail

5. The Proposal is not timed to expire. Pass Fail

6. The Proposal does not contain false or intentionally misleading statements or references that do not support an attribute or condition contended by the Proposer.

Pass Fail

7. The Proposal does not contain caveats that conflict with the solicitation, and the variation or deviation is material.

Pass Fail
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8. The Proposer has not included a statement or otherwise indicated that it will not accept the terms and conditions, or that acceptance is based on modifications to the terms and conditions.

Pass Fail
F. Stage Two: Proposal Scoring
Proposals that pass ALL Stage One Screening Criteria and are not rejected as described in Section V.D. will be evaluated based on the Scoring Criteria on the next page and the Scoring Scale below.

Each criterion has an assigned number of possible points and is divided into multiple sub-criteria.

The sub-criteria are not equally weighted. The Proposal Narrative must respond to each subcriterion, unless otherwise indicated.

1. Scoring Scale
% of
Possible
Points
Interpretation Explanation for Percentage Points
0-10% Not Responsive Response does not include or fails to address the requirements being scored. The omission(s), flaw(s), or defect(s) are significant and unacceptable.
10-40% Minimally
Responsive
Response minimally addresses the requirements being scored. The omission(s), flaw(s), or defect(s) are significant and unacceptable. 40-60% Inadequate Response addresses the requirements being scored, but there are one or more omissions, flaws, or defects or the requirements are addressed in such a limited way that it results in a low degree of confidence in the proposed solution.
60-80% Adequate Response adequately addresses the requirements being scored. Any omission(s), flaw(s), or defect(s) are inconsequential and acceptable. 80-90% Good Response fully addresses the requirements being scored with a good degree of confidence in the Proposer’s response or proposed solution. No identified omission(s), flaw(s), or defect(s). Any identified weaknesses are minimal, inconsequential, and acceptable.
90-95% Excellent Response fully addresses the requirements being scored with a high degree of confidence in the Proposer’s response or proposed solution. Proposer offers one or more enhancing features, methods or approaches exceeding basic expectations.
95-
100%
Exceptional All requirements are addressed with the highest degree of confidence in the Proposer’s response or proposed solution. The response exceeds the requirements in providing multiple enhancing features, a creative approach, or an exceptional solution.

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2. Evaluation Criteria and Weighting
WRITTEN PROPOSAL – PART 1 (required) MAXIMUM
POINTS

REVIEWER
SCORE
Introductory Letter - Reflects project understanding and summarizes critical issues, challenges, milestone tasks, and appropriate resourcing. 5 Software Functionality 25
Firm Qualifications and Experience 5
Implementation Plan 15
Cost Proposal 5
Technical Support and Data Security 5
SUBTOTAL FOR SHORTLISTING 60
References 10
SUBTOTAL TO INTERVIEWS 70
INTERVIEW – PART 2 (if necessary, as determined by City) Presentation by PM - project understanding, critical issues, innovation, and solutions. 10 Presentation by team - experience, roles and responsibilities, communication and coordination between team members, agencies, and City.
10 Q&A - response to panel’s questions. 10
SUBTOTAL WITH INTERVIEWS 30
TOTAL 100
RANKING OF CONSULTANT (assigned after completion ofscoring) Item 6.g
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A. Attachment 1 Cost Proposal Form
B. Attachment 2 Proposer Information and Certifications C. Attachment 3 Proposer References
D. Attachment 4 Draft Contract
E. Attachment 5 Proposer Questionnaire Form
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City of Healdsburg
Addendum
Date: Wednesday, May 28, 2025
Project Name: RFP-07-025 Recreation Software Solution
Addendum No. 1
Issued To: All interested respondents
The following changes are hereby made to the RFP documents:

ITEM 1: REPLIES TO PROPOSERS QUESTIONS

1.1 Proposal Screening Item 2-We are a private company and will have items to flag as confidential.

Would we be able to mark our items as confidential, citing explanations and reasoning for such confidentiality and not fail this item? If so, would you confirm the confidentiality of such information from public requests?
Response: Any information deemed confidential or proprietary should be clearly identified by the proposer as such. Information identified as confidential or proprietary will be protected and treated with confidentiality to the extent permitted by applicable local, state, and federal law. Screening Criteria will be updated to allow for this. (see item

2.1 below)

1.2 In Attachment 2, Item 8, the first sentence reads “The Proposer agrees that its proposal and the content thereof are valid for 90 days following the submission deadline, unless otherwise agreed to in writing by both parties.” However, it goes on to say that “A proposal cannot be “timed” to expire on a specific date. For example, a statement such as the following is non-responsive to the solicitation: “This proposal and the cost estimate are valid for 60 days.”” This is conflicting. Can you confirm that we would be allowed to include the statement as written in the first sentence without failing Item 5?
Response: The 90-day proposal validity period as written is accepted. Any written proposal expiration less than 90 days will not be accepted. Screening Criteria will be updated to allow for this. (see item 2.1 below)

1.3 What are the top 3 functional needs for the City?
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We need a system that has a strong customer support system with timely responses when issues arise
Cost

1.4 How important is being ADA compliant?
Response: We prefer a system that can function reliably across various devices, browsers, and assistive technologies. Our aim is to ensure equitable access to our programming through the chosen recreation software, so users can access information and register for classes on their smart phone or computer, using a keyboard or voice commands.

1.5 Would your team rather have virtual or on-site training? Response: On-site training would be preferred, along with virtual access to training modules.

1.6 How many team members are you wanting to train?
Response: 15-20 team members

1.7 What is your total annual Rec Revenue?
Response: FY23-24 $494,153.71 FY24-25 (to date): $370,700.51

1.8 What is your annual Credit Card Revenue?
Response: FY23-24 $396,961.07

1.9 What data do you want to bring from your current vendor or do you want to start fresh? Response: We will be starting fresh when we implement our new chosen recreation software.

1.10 Would the City consider a one-week extension to Wednesday, June 11, to accommodate for the Memorial Day national holiday?
Response: NO

1.11 Is there an incumbent solution?
Response: Active Net is the current City provider for the services in this RFP.

1.12 Are there any third-party Integrations in place? Accounting, ERP etc.? Response: Tyler Technologies & CivicPlus are the main integrations.

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1.13 When is the anticipated Notice to Award and subsequent Go-Live for the solution? Response: Notice of Award: 6/11/2025 Go-Live: Feb. 1, 2026

1.14 Who is the City using for Payment Processing & Gateway? Response: Community Services has payments processed through ActiveNet for registration and the City’s financial software provider uses Client Enterprise/Fiserv

1.15 How many staff users will access the system?
Response: Approximately 20 staff users.

1.16 How many monthly logins to your online registration portal do you currently have? Response: Unknown.

1.17 Is the city currently using Salesforce CRM(our solution is built on the Salesforce platform and this could impact the way we quote pricing)?
Response: The City does not use Salesforce or a POS system.

1.18 League scheduling needs vary greatly by organization. Can you provide more details on the specific requirements here? For example: youth and adult leagues? Registration only or also creation of league schedules? Which Sports? Any other league specific functionality or features?
Response: Our department administers a Youth Soccer League that serves approximately 400 to 450 participants each season. We are seeking software functionality that will assist with team creation and season scheduling to streamline league operations.

In addition, we operate an Adult Softball League consisting of approximately 20 teams.

For this league, we require software capabilities to generate game schedules, input scores, and automatically track team records and standings. This information should be easily accessible for posting and sharing with teams.

Lastly, we manage a smaller Adult Soccer League, for which we would require the same features as outlined for the Adult Softball League, including scheduling, scorekeeping, and standings management.

1.19 Proposal Screening Item 8 - In our experience, successful projects begin with a contract that meets the needs of both parties. We request the ability to provide our exceptions to the terms and conditions of the Draft Contract or any other terms and conditions to be made part of the final contract. Would submitting these with our proposal be grounds for failing this item? Item 6.g
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Addendum No. 1
Response: The intent of this screening item is to discourage proposers from conditioning their proposal on modifications to the City’s standard terms and conditions. Acceptance of the City terms and conditions in Attachment 2 is intended to establish an acknowledgement by the proposer that they understand and have considered the City’s standard contract terms. Contract negotiations with the highest-ranking proposer shall occur only after the evaluation of all proposals is finalized. Negotiations shall be confidential and not subject to disclosure to competing proposers unless an agreement is reached. If the City is unable to successfully execute an agreement with a proposer in a timely manner, it reserves the right to cancel the pending award and use the funds elsewhere, such as to fund the next highest-ranked, eligible proposal. Proposers should include any additional/supplemental contract terms or software license agreements for consideration with their narrative proposal.

1.20 In addition to redlining exceptions, will the City allow the inclusion of the respondent’s SLA/T&Cs to be included?
Response: See response to question 1.24. Proposers should include any additional/supplemental contract terms or license agreements for consideration with their narrative proposal.

ITEM 2 AMENDMENTS TO THE RFP DOCUMENTS

2.1 On page twelve (12), in Section V.E.: Stage One: Application Screening, REPLACE the screening criteria table in stage 1 one with the following:

SCREENING CRITERIA
The Application must pass ALL criteria to progress to Stage Two.

Pass/Fail

1. The Proposal is received by the by the due date and time specified in the “RFP Schedule” earlier in this solicitation and is received in the required manner.

Pass Fail

2. The Proposer Information and Certifications (Attachment 2) is signed where indicated.

Pass Fail

3. The Proposal Cost Bid Form (Attachment 1) is complete. Pass Fail

4. The Proposal does not contain false or intentionally misleading statements or references that do not support an attribute or condition contended by the Proposer.

Pass Fail

5. The Proposal does not contain caveats that conflict with the solicitation, and the variation or deviation is material.

Pass Fail

6. The Proposer has not included a statement or otherwise indicated that it will not accept the terms and conditions, or that acceptance is based on modifications to the terms and conditions.

Pass Fail
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Addendum No. 1
A copy of this addendum, signed by the respondent, must accompany all proposals.

Authorized By
__________________________________
Tyler Kettmann Central Services Manager
City of Healdsburg
Accepted By Respondent
Name Company
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CITY OF HEALDSBURG

CITY COUNCIL/REDEVELOPMENT SUCCESSOR AGENCY

REGULAR MEETING MINUTES
May 19, 2025

CITY HALL COUNCIL CHAMBER
401 Grove Street, Healdsburg
.

CALL TO ORDER/ROLL CALL
Mayor/Chairperson Mitchell called to order the concurrent meeting of the City Council and Redevelopment Successor Agency of the City of Healdsburg at 6:01 p.m. with the following Council Members present:

Present: Council Members/: Edwards, Hagele, Herrod, Kelley and Mayor Mitchell Board Members

Absent: Council Members/: None.

Board Members

APPROVAL OF AGENDA
On a motion by Councilmember Hagele, seconded by Vice Mayor Herrod, approved the May 19, 2025, City Council and Redevelopment Successor Agency meeting agenda as submitted. The motion carried on a unanimous roll call vote. (Ayes 5, Noes 0, Absent – None)

REPORT ON CLOSED SESSION
Mayor Mitchell reported a Closed Session was held prior to the meeting and no action was taken.

ANNOUNCEMENTS/PRESENTATIONS – PROCLAMATION RECOGNIZING MAY 2025 AS AFFORDABLE HOUSING MONTH
Mayor Mitchell with Council concurrence issued a proclamation recognizing May 2025 as Affordable Housing Month in the City of Healdsburg.

Sonia Byck-Barwick, Engagement Manager for Generation Housing thanked the Council for the Proclamation and leadership in addressing the housing challenges in Healdsburg.

ANNOUNCEMENTS/PRESENTATIONS – PROCLAMATION RECOGNIZING MAY 2025 AS JEWISH AMERICAN HERITAGE MONTH
Mayor Mitchell with Council concurrence issued a proclamation recognizing May 2025 as Jewish American Heritage Month in the City of Healdsburg.

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Irene Hodes and Julie Rothberg, Jewish Healdsburg thanked the Council for the proclamation and commented on the local events happening in Healdsburg.

CITY MANAGER REPORTS
City Manager Kay provided information on the community meeting about March Avenue, the Abel De Luna Naming celebration, announced the upcoming FFA fair and twilight parade the first Tuesdays in the Plaza concert for 2025, the recycled water pipeline ribbon cutting and the Pride flag raising ceremony on June 2, 2025.

PUBLIC COMMENTS ON ITEMS ON THE CONSENT CALENDAR AND NON

AGENDA ITEMS
Steve Moskovits commented on the design of Laua Fish Somersal Park and redirecting funding from lighting to further completion of the original concept plan.

CONSENT CALENDAR
On a motion by Councilmember Kelley, seconded by Councilmember Hagele, approved the Consent Calendar as follows:

A. ANNUAL UPDATE TO THE CITY'S UTILITY WILDFIRE MITIGATION PLAN Adopted Resolution No. 34-2025 titled, “A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HEALDSBURG APPROVING THE 2025 UTILITY WILDFIRE MITIGATION PLAN (WMP) AND VERIFYING THE WMP’S COMPLIANCE WITH STATE CODES.” (Ayes 5, Noes 0, Absent – None)
B. ACCEPTANCE OF THE NORTH VILLAGE FIRE SUBSTATION PROJECT Adopted Resolution No. 35-2025 titled, “A RESOLUTION OF THE CITY COUNCIL OF

THE CITY OF HEALDSBURG ACCEPTING THE NORTH VILLAGE FIRE

SUBSTATION PROJECT AS COMPLETE AND AUTHORIZING STAFF TO FILE A NOTICE OF COMPLETION WITH THE COUNTY RECORDER'S OFFICE.” (Ayes 5, Noes 0, Absent – None)
C. LIST OF PROJECTS TO BE FUNDED BY SENATE BILL 1 - "THE ROAD REPAIR AND ACCOUNTABILITY ACT"
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Adopted Resolution No. 36-2025 titled, “A RESOLUTION OF THE CITY COUNCIL OF

THE CITY OF HEALDSBURG ADOPTING A LIST OF PROJECTS FOR FISCAL YEAR 2025-26 FUNDED BY SB1: THE ROAD REPAIR AND ACCOUNTABILITY ACT OF 2017.” (Ayes 5, Noes 0, Absent – None)
D. BLOODROOT RAMBLE AGREEMENT AMENDMENT
Adopted Resolution No. 37-2025 titled, “A RESOLUTION OF THE CITY COUNCIL OF

THE CITY OF HEALDSBURG AMENDING A THREE-YEAR AGREEMENT WITH

REEVE WINES FOR THE BLOODROOT RAMBLE ON THE HEALDSBURG

COMMUNITY CENTER CAMPUS AND AUTHORIZING THE CITY MANAGER TO EXECUTE THE AMENDMENT.” (Ayes 5, Noes 0, Absent – None) E. GRANT STREET WATER IMPROVEMENTS BID AWARD
Adopted Resolution No. 38-2025 titled, “A RESOLUTION OF THE CITY COUNCIL OF

THE CITY OF HEALDSBURG CONDITIONALLY AWARDING THE GRANT STREET

WATER IMPROVEMENTS PROJECT TO PRECISION EXCAVATING AND GRADING, INC. IN THE AMOUNT OF $240,473.46, AUTHORIZING THE CITY MANAGER TO

EXECUTE THE CONTRACT, AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND APPROVE CONTRACT CHANGE ORDERS UP TO 15% OF THE ORIGINAL CONTRACT AMOUNT, AND AMENDING THE FISCAL YEAR 2024-2025 ADOPTED BUDGET.” (Ayes 5, Noes 0, Absent – None)
F. APPROVAL OF MINUTES
By motion, approved the September 16, 2024 Regular Meeting Minutes and the October 7, 2024. (Ayes 5, Noes 0, Absent – None)
G. AN ORDINANCE DESIGNATING FIRE HAZARD SEVERITY ZONES IN THE

LOCAL RESPONSIBILITY AREA
By motion, adopted Ordinance No. 1247, titled “AN ORDINANCE OF THE CITY

COUNCIL OF THE CITY OF HEALDSBURG DESIGNATING THE FIRE HAZARD SEVERITY ZONES IN THE LOCAL RESPONSIBILITY AREA (LRA).” (Ayes 5, Noes 0, Absent – None)
H. REVIEW AND ADOPT THE CITY OF HEALDSBURG ADOPTED MAP FINAL REPORT PURSUANT TO ELECTIONS CODE SECTION 21130(F)
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By motion, review and adopt the City of Healdsburg Adopted Final Report pursuant to Elections Code Section 21130(f).. (Ayes 5, Noes 0, Absent – None) The motion to approve the Consent Calendar as above carried on a unanimous roll call vote. (Ayes 5, Noes 0, Absent 0)

PUBLIC HEARING
None.

OLD BUSINESS – FISCAL YEAR 2024-25 THIRD QUARTER BUDGET REVIEW AS OF MARCH 31, 2025
Finance Director Edgar stated the action this evening was to receive a presentation on the third quarter budget review for fiscal year 2024-25. Director Edgar reviewed the General Fund revenues and expenditures and General Fund balance. Director Edgar further reviewed the Measure T fund balance, Community Services revenue and expenditures and the water fund balance.

Additionally, Director Edgar provided information on the wastewater fund balance and the electric fund balance.

In response to Council’s inquiries, Director Edgar provided information on the Recology fees and the Transient Occupancy Tax (TOT) revenue. City Manager Kay provided information on current water use in Healdsburg and conservation efforts.

There were no public comments on this item.

On a motion by Councilmember Edwards, seconded by Councilmember Hagele, adopted Resolution No. 39-2025, titled “A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HEALDSBURG AMENDING THE FISCAL YEAR 2024-25 BUDGET.” The motion carried on a unanimous roll call vote. (Ayes 5, Noes 0, Absent – None) OLD BUSINESS – LAURA FISH SOMERSAL PARK PHASE 1 SCHEMATIC DESIGN REVIEW
Councilmember Hagele recused from this item as he owns a home within 500 feet of the Park.

Councilmember Kelley recused from this item for a perceived conflict of interest as she owns property within 500 feet of the Park.

Project Manager Campbell introduced Lauren Ewald from Fletcher Studio and Brianna Morrison and Jim Fain from Carlile Macie who would be assisting with the presentation.

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Manager Campbell provided information on the Final Master Plan for the Laura Fish Somersal Park (LFSP), summarized recent Council actions relating to LFSP, reviewed the available funding for Phase 1 of LFSP, where staff is at in park planning process and noted the total cost estimate to complete the portions of the park that have been designed. Manager Campbell further reviewed the additional schematic design considerations for LFSP, material options to be utilized in the Park, noted the proposed project design direction for LFSP and reviewed next steps for the project.

In response to Council’s inquiries, Manager Campbell provided information on the lighting options for the Park, commented on the parking lot for the trailhead and funding for the first phase of the project. Lauren Ewald, Fletcher Studio commented on style of lighting for the project, Briana Morrison, Carlile Macy provided information on the creek restoration.

Public Comment
John Thomas encouraged Council to consider adding a dog park to the LFSP design.

In response to Vice Mayor Herrod’s inquiry, Community Services Director Themig provided information on dog parks and the potential to research what a dog park would look like.

There was Council consensus to approve the schematic design for Laura Fish Somersal Park Phase 1 and directed staff to proceed with preparing a contract for design development, construction drawings and bidding support.

Councilmember Hagele and Councilmember Kelley returned to the meeting at this time.

NEW BUSINESS – SELECTION OF AN OFFICIAL CITY FLOWER/PLANT AND/OR TREE
Community Services Director Themig introduced the item for discussion provided background information on how the selection of an official City Flower/Plant and/or tree became a Council item. Director Themig reviewed the need for the flower, plant or tree to be native, noted other cities that have an official city flower, plant or tree and introduced members of the garden club who would present the recommendations.

Theresa Winstrom from the Healdsburg Garden Club provided information on the following flower, plant and/or tree options the Council could choose from: (1) Native Iris, (2) Yellow Mariposa Lily, (3) Scarlet Fritillary, (4) Blue-eyed Grass, (5) California Native Grape, and (6) Oak Tree.

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In response to Council’s inquiries, Wendy Smit past president of the Milo Baker Chapter of the Native Plant Society provided information on the different oak tree options. Ms. Winstrom provided information on what flower would be the easiest flower to propagate.

Council thanked Ms. Winstrom and Ms. Smit for the presentation.

Public Comment
Merrilyn Joyce commented on the options for the official flower/plant and/or tree.

Following a brief discussion by Council, there was Council consensus to move forward with polling the Healdsburg community on which of the six options should become the official City flower/plant and/or tree.

NEW BUSINESS – SONOMA COUNTY TRANSPORTATION AND CLIMATE

AUTHORITY PROJECT PRIORITY LIST
Public Works Director Zimmer stated the action this evening was to support staff’s recommended project list or provide alternative direction. Director Zimmer provided background information on the need to submit a project list, the funding sources from Sonoma County Transportation and Climate Authority (SCTCA), the scoring criteria utilized by SCTCA when reviewing project lists and noted the five recommended projects.

Director Zimmer further provided information on each of the five proposed projects including the Dry Creek Interchange, Healdsburg Avenue Connectivity, Grove Street North, Mill Street Complete Streets, pavement maintenance and noted other projects that were considered when determining which five projects would move forward.

In response to Council’s inquiries, Director Zimmer provided information on how the projects are selected. Planning and Building Director Duiven provided information on the planning grant the City recently received from MTC.

There were no public comments on this item.

Following brief comments by Council, there was Council consensus to support staff’s recommended project list.

COUNCIL REPORTS ON MATTERS OF INTEREST OCCURRING SINCE PREVIOUS

REGULAR MEETING/EXPENSE REIMBURSEMENT REPORTS
Councilmember Kelley reported she is recovering from surgery.

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Councilmember Edwards reported he attended the Mother’s Day Tea event at the Senior Center, the Arts and Culture Commission open house and commented on the Abel De Luna Community Center renaming celebration.

Councilmember Hagele reported that he attended the Abel De Luna Community Center renaming event, participated in a call with a local volleyball coach, noted he would be attending the Northwest Public Power Association Conference in Santa Rosa and commented on the upcoming Twilight Parade and Fair.

Vice Mayor Herrod reported he attended the Mother’s Day Tea event at the Senior Center, the Arts and Culture Commission open house and the Abel De Luna Community Center renaming celebration.

Mayor Mitchell reported she attended the Mayors and Councilmembers Board of Directors meeting, participated in the Zero Waste meeting, gave a tour of City Hall and mock Council meeting to the third graders from Alexander Valley School, attended the groundbreaking for the Mill District clubhouse site, the Outlander ribbon cutting and the Abel De Luna Community Center renaming event.

ADJOURNMENT
There being no further City Council/Redevelopment Successor Agency business to discuss, the meeting was adjourned at approximately 8:28 p.m.

APPROVED: ATTEST:
_________________________________ __________________________________ Evelyn L. Mitchell, Mayor Raina Allan, City Clerk
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CITY OF HEALDSBURG

CITY COUNCIL/REDEVELOPMENT SUCCESSOR AGENCY

REGULAR MEETING MINUTES
June 2, 2025

CITY HALL COUNCIL CHAMBER
401 Grove Street, Healdsburg
.

CALL TO ORDER/ROLL CALL
Mayor/Chairperson Mitchell called to order the concurrent meeting of the City Council and Redevelopment Successor Agency of the City of Healdsburg at 6:00 p.m. with the following Council Members present:

Present: Council Members/: Edwards, Hagele, Herrod, Kelley and Mayor Mitchell Board Members

Absent: Council Members/: None
Board Members

APPROVAL OF AGENDA
On a motion by Councilmember Kelley, seconded by Councilmember Edwards, approved the June 2, 2025, City Council and Redevelopment Successor Agency meeting agenda as submitted.

The motion carried on a unanimous voice vote. (Ayes 5, Noes 0, Absent – None)

REPORT ON CLOSED SESSION
None.

ANNOUNCEMENTS/PRESENTATIONS – PROCLAMATION DECLARING JUNE 2025 AS “LGBTQIA+ PRIDE MONTH”
Mayor Mitchell with Council concurrence issued a Proclamation Declaring June 2025 as “LGBTQIA+ Pride Month” in the City of Healdsburg.

Christian Sullberg thanked the Council for the Proclamation and read aloud a statement regarding the LGBTQIA+ community.

ANNOUNCEMENTS/PRESENTATIONS – PROCLAMATION DECLARING JUNE 2025

AS ELDER ABUSE AWARENESS MONTH
Mayor Mitchell with Council concurrence issued a Proclamation Declaring June 2025 as Elder Abuse Awareness Month in the City of Healdsburg.

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Crista Barnett- Nelson, Executive Director of Senior Advocacy Services and Adult Protective Services Supervisor Rachelle Lynch accepted the Proclamation, thanked the Council and commented on the different types of abuse Senior Citizens face every day.

ANNOUNCEMENTS/PRESENTATIONS - PROCLAMATION DECLARING JUNE 2025

AS GUN VIOLENCE AWARENESS MONTH
Mayor Mitchell with Council concurrence issued a Proclamation Declaring June 2025 as Gun Violence Awareness Month in the City of Healdsburg.

Chief of Police Matt Jenkins accepted the Proclamation on provided information on Gun Violence Awareness month and the programs available including free gun locks and safe disposal of firearms.

CITY MANAGER REPORTS
City Manager Kay provided information on the traffic experienced during the Twilight Parade, announced the Senior Housing Survey is open and available at the Senior Center, announced the upcoming groundbreaking ceremony for the Saggio Hill affordable housing site and noted fee compost containers are available at City Hall for community members.

In response to Council’s inquiries, City Manager Kay and Community Services Director Themig provided information on the use of public restrooms at Rec and Giorgi Park during the FFA Fair and the condition of the baseball field at Rec Park after the fair is over.

Council discussion ensued on providing better options for handwashing and restrooms for next year’s fair.

PUBLIC COMMENTS ON ITEMS ON THE CONSENT CALENDAR AND NON

AGENDA ITEMS
Brad Peterson President of the Russian River Property Association updated the Council on the Associations progress on creating a water district in the Alexander Valley.

CONSENT CALENDAR
Councilmember Kelley recused from Consent Item 6H as a proactive measure while she waits for a response from the FPPC on campaign donations.

Councilmember Hagele requested that going forward he would like to receive an update on item 6F and the compliance with the local preference policy.

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On a motion by Councilmember Kelley, seconded by Councilmember Hagele, approved the Consent Calendar as follows:

A. RECEIVE THE MONTHLY INVESTMENT REPORT FOR APRIL 2025 By motion, received and approved the Monthly Treasurer’s Investment Report for April 2025. (Ayes 5, Noes 0, Absent - None)
B. APPROVAL OF DISBURSEMENT REPORT FOR WITHDRAWALS DURING THE MONTH OF APRIL 2025
By motion, approved the Disbursement Report for April 2025. (Ayes 5, Noes 0, Absent - None)
C. PUBLIC ELECTRIC VEHICLE (EV) CHARGER PROGRAM PARTICIPATION

AND RESULTS
Received an informational report on the results of the city-owned EV charger user fee changes and programs associated with EV charging. (Ayes 5, Noes 0, Absent - None) D. APPROPRIATIONS LIMIT FOR FISCAL YEAR 2025-2026
Adopted Resolution No. 40-2025, titled “A RESOLUTION OF THE CITY COUNCIL OF

THE CITY OF HEALDSBURG ESTABLISHING THE APPROPRIATIONS LIMIT FOR FISCAL YEAR 2025-26.” (Ayes 5, Noes 0, Absent - None)
E. FOLEY FAMILY COMMUNITY PAVILION ENVIRONMENTAL ENGINEERING

SERVICES AND ARCHAEOLOGICAL MONITORING SERVICES CONTRACT

AMENDMENTS
Adopted Resolution No. 41-2025, titled “A RESOLUTION OF THE CITY COUNCIL OF

THE CITY OF HEALDSBURG APPROVING AMENDMENTS TO THE
PROFESSIONAL SERVICES AGREEMENTS WITH (1) EBA ENGINEERING FOR ENVIRONMENTAL ENGINEERING SERVICES; AND (2) EVANS & DE SHAZO INC

FOR ARCHAEOLOGICAL MONITORING SERVICES FOR THE FOLEY FAMILY

COMMUNITY PAVILION PROJECT, AUTHORIZING THE CITY MANAGER TO

EXECUTE THE AMENDMENTS AND INCREASING THE NOT TO EXCEED AMOUNT TO $108,595 AND $101,292 RESPECTIVELY.” (Ayes 5, Noes 0, Absent - None)
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F. ANNUAL REVIEW OF GOOD FAITH COMPLIANCE WITH THE TERMS AND

CONDITIONS OF DEVELOPMENT AGREEMENTS FOR THE FOLLOWING
PROJECTS: 1. MILL DISTRICT PROJECT (REPLAY HEALDSBURG, LLC; EDEN MILL DISTRICT, LP); 2. NORTH VILLAGE PROJECT (CCS HEALDSBURG, LLC; KENDAL AT SONOMA, A ZEN INSPIRED COMMUNITY; BHDC NORTH VILLAGE, LLC); AND 3. SAGGIO HILLS AFFORDABLE HOUSING PROJECT (FREEBIRD DEVELOPMENT COMPANY, LLC)
Adopted Resolution No. 42-2025, titled “A RESOLUTION OF THE CITY COUNCIL OF

THE CITY OF HEALDSBURG FINDING THAT REPLAY HEALDSBURG LLC, MILL DISTRICT UNIT 4 ASSOCIATION, AND EDEN MILL DISTRICT LP ARE IN GOOD

FAITH COMPLIANCE WITH THE TERMS AND CONDITIONS OF THE
DEVELOPMENT AGREEMENT FOR THE MILL DISTRICT PROJECT; AND CCS

HEALDSBURG LLC, KENDAL AT SONOMA, A ZEN INSPIRED COMMUNITY, AND

BHDC NORTH VILLAGE LLC ARE IN GOOD FAITH COMPLIANCE WITH THE

TERMS AND CONDITIONS OF THE DEVELOPMENT AGREEMENT FOR THE NORTH VILLAGE PROJECT; AND FREEBIRD DEVELOPMENT COMPANY LLC IS

IN GOOD FAITH COMPLIANCE WITH THE TERMS AND CONDITIONS OF THE

DEVELOPMENT AGREEMENT FOR THE SAGGIO HILLS AFFORDABLE HOUSING PROJECT.” (Ayes 5, Noes 0, Absent - None)
G. RESOLUTION SETTING THE TIME AND PLACE FOR HEARING PROTESTS TO

WEED ABATEMENT
Adopted Resolution No. 43-2025, titled “A RESOLUTION OF THE CITY COUNCIL OF

THE CITY OF HEALDSBURG DECLARING A PUBLIC NUISANCE TO EXIST

WITHIN CERTAIN PARCELS IN THE CITY OF HEALDSBURG AND SETTING THE TIME AND PLACE FOR HEARING PROTESTS TO WEED ABATEMENT.” (Ayes 5, Noes 0, Absent - None)
H. AGREEMENT AMENDMENT WITH SONIC.NET, LLC ADDING MANAGED DARK FIBER SERVICE TO 3 NORTH ST.

This item was removed from the Consent Calendar to be voted on separately. (Ayes 5, Noes 0, Absent - None)
I. AMENDMENT OF PROFESSIONAL SERVICE AGREEMENT WITH INFOSEND, INC.

Adopted Resolution No. 44-2025, titled “A RESOLUTION OF THE CITY COUNCIL OF

THE CITY OF HEALDSBURG APPROVING AN AMENDMENT TO THE
AGREEMENT WITH INFOSEND, INC. FOR UTILITY BILLING SERVICES IN AN Item 6.h
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AMOUNT NOT TO EXCEED $50,000 AND EXTENDING THE CONTRACT TERM FOR ONE YEAR.” (Ayes 5, Noes 0, Absent - None)
J. FIRE PROTECTION SERVICES AGREEMENT WITH NORTHERN SONOMA

COUNTY FIRE PROTECTION DISTRICT
Adopted Resolution No. 45-2025, titled “A RESOLUTION OF THE CITY COUNCIL OF

THE CITY OF HEALDSBURG APPROVING AND AUTHORIZING THE CITY

MANAGER TO SIGN THE AGREEMENT BETWEEN NORTHERN SONOMA

COUNTY FIRE PROTECTION DISTRICT AND THE CITY OF HEALDSBURG RELATING TO FIRE PROTECTION SERVICES.” (Ayes 5, Noes 0, Absent - None) K. AGREEMENT AMENDMENT WITH GEOGRAPHIC TECHNOLOGIES GROUP, INC. FOR GIS SYSTEM DATA CLEANUP PHASE 2A
Adopted Resolution No. 46-2025, titled “A RESOLUTION OF THE CITY COUNCIL OF

THE CITY OF HEALDSBURG AUTHORIZING THE CITY MANAGER TO EXECUTE A PURCHASE AGREEMENT WITH GEOGRAPHIC TECHNOLOGIES GROUP, INC., FOR PHASE 2A DATA CLEANUP SERVICES IN THE AMOUNT OF $85,552.50.” (Ayes 5, Noes 0, Absent - None)
L. EXTENSION OF A PROFESSIONAL SERVICES AGREEMENT WITH MMO

PARTNERS OF WASHINGTON DC FOR FEDERAL ADVOCACY SERVICES,

WITH COSTS SHARED BY HEALDSBURG AND FOUR OTHER CITIES
Adopted Resolution No. 47-2025, titled “A RESOLUTION OF THE CITY COUNCIL OF

THE CITY OF HEALDSBURG AUTHORIZING THE CITY MANAGER TO APPROVE A 12-MONTH EXTENSION TO A PROFESSIONAL SERVICES AGREEMENT FOR

FEDERAL ADVOCACY SERVICES WITH MMO PARTNERS, INCREASING THE NOT-TO-EXCEED AMOUNT BY $80,852 TO $526,036, OFFSET BY AN ADDITIONAL $73,794 IN REIMBURSEMENT REVENUE FROM FOUR (4) OTHER PARTICIPATING SONOMA COUNTY CITIES.” (Ayes 5, Noes 0, Absent - None)
M. AUTHORIZE THE MAYOR TO APPEAR ON A CITY OUTREACH MAILER ON

BEHALF OF THE CITY COUNCIL
By motion, authorized the Mayor to provide a quote and appear on a City Outreach mailer on behalf of the entire City Council. (Ayes 5, Noes 0, Absent - None) Item 6.h
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N. APPROVAL OF MINUTES
By motion, approved the October 21, 2024, Regular Meeting Minutes. (Ayes 5, Noes 0, Absent - None)
The motion to approve the Consent Calendar as above carried on a unanimous roll call vote. (Ayes 5, Noes 0, Absent - None)
AGREEMENT AMENDMENT WITH SONIC.NET, LLC ADDING MANAGED DARK FIBER SERVICE TO 3 NORTH ST.

On a motion by Councilmember Edwards, seconded by Vice Mayor Herrod, adopted Resolution No. 48-2025, titled “A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

HEALDSBURG APPROVING AN AMENDMENT TO THE SERVICE AGREEMENT BETWEEN THE CITY OF HEALDSBURG AND SONIC.NET, LLC, AND AUTHORIZING THE CITY MANAGER TO EXECUTE THE AMENDMENT ON BEHALF OF THE CITY.” The motion carried on a roll call vote, with Councilmember Kelley abstaining. (Ayes 4, Noes 0, Absent – None, Abstaining – Kelley)

PUBLIC HEARINGS
None.

OLD BUSINESS – ADOPTION OF FISCAL YEAR 2025-26 CITY COUNCIL GOALS Assistant City Manager Mitts provided information on the Council goal setting session held in April, why the Council sets goals, how the Council goals and active city project list was created and provided an overview the Council goals for each of the seven Strategic Initiatives.

In response to Councilmember Kelly’s inquiry, Public Works Director Zimmer provided an update on the crosswalk project on Powell Avenue.

Councilmember Hagele inquired about adding two additional goals to the list for consideration, sand volleyball courts and an update on the lift station that affects Rec and Giorgi Park.

Following a discussion by the Council, there was not Council consensus to add a sand volleyball courts as a goal for 2025-26.

Councilmember Kelley inquired if Council would consider adding a goal regarding building affordable housing on one of the sites from the affordable housing capacity study.

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Following a discussion by Council, there was not Council consensus to add a goal regarding building affordable housing on one of the affordable housing capacity study.

There were no public comments on this item.

On a motion by Councilmember Kelley, seconded by Councilmember Edwards, approved the City Council Goals for Fiscal Year 2025-26. The motion carried on a unanimous roll call vote. (Ayes 5, Noes 0, Absent - None)
NEW BUSINESS – SPEED LIMIT REDUCTION EVALUATION
Principal Engineer Bates stated the action this evening introduce an ordinance relating to speed limits on various street segments in Healdsburg. Engineer Bates reviewed the agenda for the evening and introduced Margot Ocañas with Sonoma County Transportation and Climate Authority (SCTCA).

Ms. Ocañas commented on SCTCA’s role in this process and introduced Angelica Rocha, with Fehr and Peers.

Ms. Rocha provided information on the process and actions for Council to take to reduce speed limits on certain street segments in Healdsburg. Ms. Rocha reviewed the purpose of the project, the process for setting speed limits, allowable reduction criteria, discussed recommended posted speed limits on various street segments in Healdsburg and noted the suggestion is to reduce school speed limits to 15 mph when children are present.

Mr. Bates provided information on the next steps in the process which would include updating signage if the ordinance is adopted at a future meeting.

In response to Council’s inquiries, Engineer Bates commented on the process to update speed limit signs, and the requirements to conduct new surveys when street segments change. City Manager Kay commented on updating overhead street signs at various intersections. Ms. Rocha commented on the process to implement new speed limits and the reason behind some of the new proposed speed limits. Police Chief Jenkins provided information on enforcing speed limits, traffic collisions in Healdsburg and driving habits.

Public Comment
Laura Bracken commented on the current speed limit along University Street.

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Council Comments
Councilmember Edwards expressed agreement with the basis of the ordinance but opined this was more about changing behavior and noted the implication was going about it the wrong way.

On a motion by Councilmember Kelley, seconded by Vice Mayor Herrod, introduced for first reading by title only, waiving further reading of the text, “AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF HEALDSBURG AMENDING SECTION 10.50.050 OF THE

HEALDSBURG MUNICIPAL CODE, PRIMA FACIE STREETS ESTABLISHED BY

ENGINEERING AND TRAFFIC SURVEY (REGARDING SPEED LIMITS IN THE CITY OF HEALDSBURG).” The motion carried on a roll call vote, with Councilmember Edwards dissenting. (Ayes 4, Noes – Edwards, Absent – None)
NEW BUSINESS – HEALDSBURG ELECTRIFICATION ENERGY AND DEMAND FORECASTING 2025-2045
Utility Conservation Analyst Sampson provided background information on the Climate Mobilization Strategy (CMS), the electrification drivers in Healdsburg, how Healdsburg plans for increased electricity demand and the intent and approach for the energy and demand model.

Ms. Sampson further reviewed consumption vs. peak demand model and the annual electricity consumption for Healdsburg in various scenarios.

Additionally, Ms. Sampson noted the results of the forecasted electricity consumption and peak demand, key insights and the state requirements for renewable and carbon free electricity that would need to be met by 2045.

In response to Council’s inquiries, Interim Utilities Director Fuss provided information on cost developers bare during development. Ms. Sampson provided more information on the cost to accomplish items in the demand forecasting.

There were no public comments on this item.

On a motion by Vice Mayor Herrod, seconded by Councilmember Kelley, adopted Resolution No. 49-2025, titled “A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HEALDSBURG ACCEPTING THE “MOST LIKELY” SCENARIO FORECAST FROM THE

COMMUNITY-WIDE ELECTRIC ENERGY AND DEMAND FORECASTING AND

DIRECT THE UTILITY DIRECTOR TO BRING FORWARD ADDITIONAL RENEWABLE

AND ZERO-CARBON RESOURCES FOR CITY COUNCIL CONSIDERATION TO MEET INCREASING STATE REQUIREMENTS.” The motion carried on a unanimous roll call vote. (Ayes 5, Noes 0, Absent – None)
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NEW BUSINESS – APPOINTMENTS OF THE CITY SELECTION COMMITTEE AND MAYORS AND COUNCILMEMBERS’ ASSOCIATION BOARD OF DIRECTORS City Clerk Allan introduced the item for discussion.

There were no public comments on this item.

Following a discussion by Council, there was Council consensus to direct the Mayor to support Susan Hollingsworth Adams for the primary seat of the Association of Bay Area Governments (ABAG) Executive Board and Frank Quint for the alternate seat for the Association of Bay Area Governments (ABAG) Executive Board.

COUNCIL REPORTS ON MATTERS OF INTEREST OCCURRING SINCE PREVIOUS

REGULAR MEETING/EXPENSE REIMBURSEMENT REPORTS
Councilmember Edwards reported he attended the Senior Citizen Advisory Commission meeting and has received inquiries about the trees at Healdsburg Elementary School.

Vice Mayor Herrod reported he attended the FFA parade and fair, attended a School Board meeting and the Jane ribbon cutting event.

Councilmember Kelley reported she attended the SMART Board Meeting, the Northern Sonoma County Air Pollution Control District meeting, the Jane ribbon cutting and the FFA parade and fair.

Councilmember Hagele reported he attended the FFA fair and parade, Edge Esmeralda and the Northwest Public Power Association meeting in Santa Rosa.

Mayor Mitchell reported she attended the ribbon cutting for the Recycled Water Pipeline project and the FFA parade.

ADJOURNMENT
There being no further City Council/Redevelopment Successor Agency business to discuss, the meeting was adjourned at approximately 9:16 p.m.

APPROVED: ATTEST:
_________________________________ __________________________________ Evelyn L. Mitchell, Mayor Raina Allan, City Clerk
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CITY OF HEALDSBURG

CITY COUNCIL

SPECIAL MEETING MINUTES
June 16, 2025

CITY HALL CONFERENCE ROOM ONE
401 Grove Street, Healdsburg, CA 95448

CALL TO ORDER/ROLL CALL
Mayor Mitchell called to order the special meeting of the City Council of the City of Healdsburg at 4:30 P.M., noting that the following Councilmembers were present/absent:

Present: Councilmembers: Edwards, Hagele, Herrod, Kelley, and Mayor Mitchell

Absent: Councilmembers: None.

APPROVAL OF AGENDA
The June 16, 2025 Special Meeting Agenda as was approved by a majority of the Councilmembers present.

PUBLIC COMMENT
None.

CLOSED SESSION
The City Council recessed to meet in closed session to discuss the following:

A. Conference with Legal Counsel regarding Existing Litigation Meet with Legal Counsel regarding pending litigation pursuant to Government Code Section 54956.9(d)(1). Sonoma County Superior Court case: Jon B. Eisenberg v. City of Healdsburg et al., Case No. 25CV00542.

B. Conference with Legal Counsel regarding Existing Litigation Meet with Legal Counsel regarding pending litigation pursuant to Government Code Section 54956.9(d)(1). Sonoma County Superior Court case Eisenberg v. City of Healdsburg and City Council of the City of Healdsburg, Case No. 25CV02819.

C. Conference with Labor Negotiators: Pursuant to Government Code Section 54957.6
Agency Negotiator: City Manager Jeff Kay, Assistant City Manager April Mitts, Human Resources Manager Nicole Lopez and
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Consultant Patrick Clark
Employee Organizations: International Brotherhood of Electrical Workers (IBEW) and International Association of Firefighters (IAFF)
No reportable action was taken.

ADJOURNMENT
There being no other business to discuss, the special meeting was adjourned at 5:55 P.M.

APPROVED: ATTEST:
__________________________________ ___________________________________ Evelyn L. Mitchell, Mayor Raina Allan, City Clerk
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CITY OF HEALDSBURG

CITY COUNCIL/REDEVELOPMENT SUCCESSOR AGENCY

REGULAR MEETING MINUTES
June 16, 2025

CITY HALL COUNCIL CHAMBER
401 Grove Street, Healdsburg
.

CALL TO ORDER/ROLL CALL
Mayor/Chairperson Mitchell called to order the concurrent meeting of the City Council and Redevelopment Successor Agency of the City of Healdsburg at 6:00 p.m. with the following Council Members present:

Present: Council Members/: Edwards, Hagele, Herrod, Kelley and Mayor Mitchell Board Members

Absent: Council Members/: None
Board Members

APPROVAL OF AGENDA
On a motion by Councilmember Kelley, seconded by Councilmember Hagele, approved the June 16, 2025, City Council and Redevelopment Successor Agency meeting agenda as submitted. The motion carried on a unanimous roll call vote. (Ayes 5, Noes 0, Absent – None)

REPORT ON CLOSED SESSION
Mayor Mitchell reported a Closed Session was held prior to the meeting and there is no reportable action.

ANNOUNCEMENTS/PRESENTATIONS – PROCLAMATION DECLARING JUNE 19, 2025 AS JUNETEENTH IN THE CITY OF HEALDSBURG
Mayor Mitchell with Council concurrence issued a proclamation declaring June 19, 2025, as Juneteenth in the City of Healdsburg.

Brett Andrews Healdsburg resident thanked the Council for the proclamation and recognition.

ANNOUNCEMENTS/PRESENTATIONS – PROCLAMATION DECLARING JULY 2025

AS DISABILITIES PRIDE MONTH IN THE CITY OF HEALDSBURG
Mayor Mitchell with Council concurrence issued a proclamation declaring July 2025 as Disabilities Pride Month in the City of Healdsburg.

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Colleen Webster, Healdsburg resident, thanked the Council for the proclamation and commented on her experience living in Healdsburg as someone who experiences a disability.

ANNOUNCEMENTS/PRESENTATIONS – PROCLAMATION DECLARING JULY 2025

AS PARKS MAKE LIFE BETTER MONTH IN THE CITY OF HEALDSBURG Mayor Mitchell, with Council concurrence issued a proclamation declaring July 2025 as Parks Make Life Better Month in the City of Healdsburg.

Anna Grant, Active Adult and Senior Services Supervisor, thanked the Council for the proclamation and commented on how the Parks and Recreation Department serves the City of Healdsburg.

ANNOUNCEMENTS/PRESENTATIONS – HEALDSBURG TOURISM

IMPROVEMENT DISTRICT ANNUAL UPDATE
Tallia Hart, Healdsburg Chamber of Commerce introduced Jessica Bohon, who would be providing the update. Ms. Bohon provided information on the Healdsburg Tourism Improvement District (HTID), the public relations and social media outreach during 2024, press highlights and award accolades during 2024 and the Season to Sparkle Campaign the Chamber of Commerce did during the holiday season. Ms. Bohon further reviewed how District Development funds were used to support projects in Healdsburg and noted the HTID Assessments collected during 2024.

In response to Council’s inquiries, Ms. Bohon provided information on statistics of visitors to Healdsburg, how the Chamber supports Healdsburg Wine and Food, the funding provided to District Development applicants and the timeline to apply for a District Development Grant. Ms.

Bohon further reviewed the application process for District Development Grants and the outlook on tourism for the remainder of 2025.

CITY MANAGER REPORTS
City Manager Kay provided information on the prescribed burns scheduled for the week on Fitch Mountain and near the Fitch Mountain Villas, announced the upcoming Groundbreaking event for the Saggio Hills affordable housing project, the Fourth of July festivities happening in Healdsburg and the Guelaguetza event happening at the end of June.

PUBLIC COMMENTS ON ITEMS ON THE CONSENT CALENDAR AND NON

AGENDA ITEMS
Jason Tarmino Local Government Affairs Representative from PG&E, commented on PG&E’s Greenhouse Gas Initiatives.

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Breene Kerr commented on the Wildland Urban Interface and the designation of a high fire severity zone in the Rivers Bend area and asked for the Fire Department to engage in fuel mitigation.

Mark Horne commented on the L&M Quarterly Update.

CONSENT CALENDAR
Councilmember Kelley recused from Consent Item 6C as she owns a property within 500 feet of the Laura Fish Somersal Park.

Councilmember Hagele recused from Consent Item 6C as he lives within 500 feet of the boundary of the Laura Fish Somersal Park.

On a motion by Councilmember Kelley, seconded by Councilmember Edwards, approved the Consent Calendar as follows:

A. SONOMA COUNTY FUNDING FOR ABEL DE LUNA COMMUNITY CENTER

MULTICULTURAL CENTER IMPROVEMENTS
Adopted Resolution No. 50-2025 titled, “A RESOLUTION OF THE CITY COUNCIL OF

THE CITY OF HEALDBURG APPROVING A GRANT AGREEMENT BETWEEN THE

CITY OF HEALDSBURG AND COUNTY OF SONOMA DEPARTMENT OF
EMERGENCY MANAGEMENT IN THE AMOUNT OF $500,000 FOR

IMPROVEMENTS TO THE ABEL DE LUNA COMMUNITY CENTER, AUTHORIZING

THE CITY MANAGER TO EXECUTE THE GRANT AGREEMENT AND

AMENDMENTS ON BEHALF OF THE CITY, AND AMENDING THE FISCAL YEAR 2024-25 ADOPTED BUDGET.” (Ayes 5, Noes 0, Absent – None) B. FISCAL YEAR 2025-2026 INVESTMENT POLICY
Adopted Resolution No. 51-2025 titled, “A RESOLUTION OF THE CITY COUNCIL OF

THE CITY OF HEALDSBURG ADOPTING AN INVESTMENT POLICY FOR FISCAL YEAR 2025-2026.” (Ayes 5, Noes 0, Absent – None)
C. LAURA FISH SOMERSAL PARK PHASE 1 - FLETCHER STUDIO CONTRACT

FOR DESIGN DEVELOPMENT, CONSTRUCTION DOCUMENTATION, AND

BIDDING SUPPORT SERVICES
This item was removed from the Consent Calendar to be voted on separately.

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D. L&M VILLAGE LEASE EXTENSION AND AMENDMENT TO THE LEASE,

FUNDING, AND SERVICE AGREEMENT WITH REACH FOR HOME
Adopted Resolution No. 52-2025 titled, “A RESOLUTION OF THE CITY COUNCIL OF

THE CITY OF HEALDSBURG APPROVING AN EXTENSION TO THE LEASE,

FUNDING AND SERVICE AGREEMENT WITH REACH FOR HOME FOR THE L&M VILLAGE, APPROVING THE FY 25-26 TERMS OF SERVICE, AUTHORIZING THE

CITY MANAGER TO EXECUTE ANY DOCUMENTS NECESSARY TO EFFECTUATE THE TRANSACTION AND AMENDING THE ADOPTED FISCAL YEAR 2025-26 BUDGET.” (Ayes 5, Noes 0, Absent – None)
E. SPEED LIMIT REDUCTION ORDINANCE
Passed Ordinance No. 1248, titled “AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF HEALDSBURG AMENDING SECTION 10.50.050 OF THE HEALDSBURG

MUNICIPAL CODE, PRIMA FACIE STREETS ESTABLISHED BY ENGINEERING

AND TRAFFIC SURVEY (REGARDING SPEED LIMITS IN THE CITY OF HEALDSBURG).” (Ayes 5, Noes 0, Absent – None)
F. ANNUAL STRIPING AND SIGNAGE CONTRACT
Adopted Resolution No. 53-2025 titled, “A RESOLUTION OF THE CITY COUNCIL OF

THE CITY OF HEALDSBURG AWARDING THE STRIPING AND SIGNAGE

MAINTENANCE CONTRACT TO BAYSIDE STRIPE AND SEAL, AND
AUTHORIZING THE CITY MANAGER TO EXECUTE THE CONTRACT FOR A NOTTO-EXCEED AMOUNT OF $75,000 FOR FISCAL YEAR 2025-2026 AND FOUR

ANNUAL EXTENSIONS FOR AN ANNUAL NOT-TO-EXCEED AMOUNT OF $55,000.” (Ayes 5, Noes 0, Absent – None)
G. REORGANIZATION OF THE WATER AND WASTEWATER UTILITY DIVISIONS

AND ADJUSTMENTS TO THE UTILITIES DIRECTOR POSITION
Adopted Resolution No. 54-2025 titled, “A RESOLUTION OF THE CITY COUNCIL OF

THE CITY OF HEALDSBURG APPROVING A RESTRUCTURE OF THE WATER AND

WASTEWATER UTILITIES DIVISION TO THE PUBLIC WORKS DEPARTMENT AND

RECLASSIFICATION OF THE UTILITIES DIRECTOR TO THE ELECTRIC UTILITIES DIRECTOR.” (Ayes 5, Noes 0, Absent – None)
H. L&M VILLAGE QUARTERLY UPDATE
By motion, received the L&M Village Quarterly Update. (Ayes 5, Noes 0, Absent – None) Item 6.h
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I. APPROVAL OF MINUTES
By motion, approved the November 4, 2024 Regular Meeting Minutes, the November 18, 2024 Regular Meeting Minutes and the December 2, 2024 Special Meeting Minutes. (Ayes 5, Noes 0, Absent – None)
The motion to approve the Consent Calendar as above carried on a unanimous roll call vote. (Ayes 5, Noes 0, Absent – None)
LAURA FISH SOMERSAL PARK PHASE 1 - FLETCHER STUDIO CONTRACT FOR

DESIGN DEVELOPMENT, CONSTRUCTION DOCUMENTATION, AND BIDDING

SUPPORT SERVICES
On a motion by Councilmember Edwards, seconded by Vice Mayor Herrod, adopted Resolution No. 55-2025 titled, “A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

HEALDSBURG APPROVING A PROFESSIONAL SERVICES AGREEMENT WITH FLETCHER STUDIO IN THE AMOUNT OF $824,675 FOR THE PREPARATION OF

DESIGN DEVELOPMENT DRAWINGS AND CONSTRUCTION DOCUMENTATION AND BIDDING SUPPORT SERVICES FOR LAURA FISH SOMERSAL PARK PHASE 1, AND

AUTHORIZING THE CITY MANAGER TO EXECUTE THE AGREEMENT AND CHANGE ORDERS UP TO 10% OF THE ORIGINAL AGREEMENT AMOUNT.” The motion carried on a roll call vote with Councilmember Hagele and Councilmember Kelley abstaining. (Ayes 3, Noes 0, Abstaining – Hagele and Kelley, Absent – None)
PUBLIC HEARINGS – LANDSCAPING AND LIGHTING ASSESSMENT DISTRICT Councilmember Hagele recused from this item as he lives within 500 feet of Zones 1 and 3 of the Landscaping and Lighting Assessment District.

Parks and Recreation Superintendent Licea presented the staff report providing background information on the formation and purpose of the Landscaping and Lighting Assessment District, and the areas covered. It is proposed that for FY 2025-26 the assessments for all 7 Zones will increase from FY2024-25.

Mayor Mitchell opened the public hearing.

There being no public speakers, on a motion by Councilmember Kelley, seconded by Councilmember Edwards, adopted Resolution No. 56-2024 entitled, “A RESOLUTION OF THE

CITY COUNCIL OF THE CITY OF HEALDSBURG APPROVING THE ANNUAL ENGINEER’S REPORT, CONFIRMING THE ASSESSMENT DIAGRAM AND THE

ANNUAL ASSESSMENT AMOUNTS AND AUTHORIZING THE LEVYING AND COLLECTION OF ASSESSMENTS FOR FISCAL YEAR 2025-26 FOR THE CITY OF Item 6.h
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HEALDSBURG LANDSCAPING AND LIGHTING ASSESSMENT DISTRICT AND AMENDING THE ADOPTED BUDGET.” The motion carried on a roll call vote with Councilmember Hagele abstaining. (Ayes 4, Noes 0, Abstaining – Hagele, Absent - None) PUBLIC HEARINGS – RESOLUTION ORDERING THE ABATEMENT OF WEEDS Fire Marshal Macdonald provided background information noting that staff conducted citywide inspections, on June 2, 2025, Council declared a nuisance to exist on certain private properties within the City of Healdsburg, and property owners on the weed abatement list were notified of the weed abatement requirements and of the public hearing scheduled to protest the abatement orders.

Fire Marshal Macdonald discussed the proposed prescribed burns happening on June 17th and 18th near the Fitch Mountain Villa Commons and on Fitch Mountain, noting the Fitch Mountain burn will begin with a tribal blessing and the Open Space will be closed during the burn.

In response to Council’s inquiries, Fire Marshal Macdonald provided information on why the vegetation may not burn as well, how many days the Open Space will be closed, noted that Fitch Mountain COPE has sent notification to neighbors and how the animals handle prescribed burns.

Mayor Mitchell opened the public hearing.

There being no public speakers, on a motion by Councilmember Edwards, seconded by Councilmember Kelley, adopted Resolution No. 57-2024 entitled, “A RESOLUTION OF THE

CITY COUNCIL OF THE CITY OF HEALDSBURG ORDERING THE ABATEMENT OF WEEDS.” The motion carried on a unanimous roll call vote. (Ayes 5, Noes 0, Absent - None) PUBLIC HEARINGS – CITY OF HEALDSBURG VACANCIES, RECRUITMENT AND RETENTION EFFORTS PURSUANT TO ASSEMBLY BILL 2561
Human Resources Manager Lopez presented the staff report and provided an overview on what AB2561 is, the requirements of AB2561, the 2024 vacancy rates by bargaining group, the current recruitment process and recruitment and retention policies.

In response to Councilmember Kelley’s inquiry, Manager Lopez provided additional information on the vacancies in the Police Department and Chief Jenkins commented on recruiting individuals to the Police Department.

Mayor Mitchell opened the public hearing.

There were no public comments on this item.

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OLD BUSINESS – MARCH AVENUE RECONSTRUCTION AND PEDESTRIAN UPGRADES PROJECT – UPDATE
Public Works Director Zimmer introduced Clay Thistle, Principal Engineer and Ben Bryant with Brelje and Race Consulting Engineers who would be giving the presentation, provided the recommended action, reviewed the agenda for the evening and the purpose of the March Avenue project.

Principal Engineer Thistle reviewed existing conditions along March Avenue and the type of bike lanes that are feasible along March Avenue. Additionally, Director Zimmer provided information on the community meeting held to gather feedback about March Avenue.

Ben Bryant Brelje and Race Consulting reviewed the current design of March Avenue and Principal Engineer Thistle provided an overview of the budget and proposed schedule for March Avenue.

In response to Council’s inquiries, Mr. Bryant provided information on the width of drive lanes, buffered bike lanes and the addition of a crosswalk at Prentice Drive. Director Zimmer provided information on the features of March Avenue and noted staff could review the potential for a 10ft roadway and the reduction in speed along March Avenue.

Public Comment
March McMullen commented on the March Avenue design and encouraged the inclusion of Art in the project.

Eris Weaver Sonoma County Bicycle Coalition expressed support to reduce the width of the travel lanes along March Avenue.

Council Comments
Councilmember Kelley expressed a desire to see the travel lanes reduced to 10 feet and including additional protections along March Avenue for cyclists.

Councilmember Hagele was supportive of Alternative B and staff’s recommendation to move forward with the project.

Vice Mayor Herrod was supportive of reducing speed limits and reducing the lane width to 10 feet and inquired when artistic embellishments could be included in the project.

Councilmember Edwards inquired about the speed limit along March Avenue and what the desired speed limit is.

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Council discussion ensued on narrowing the lanes along March Avenue to 10 feet.

Mayor Mitchell was supportive of the March Avenue project moving forward as proposed and not reducing the width to 10 feet.

Following a discussion by Council, there was Council majority to move forward with an 11-foot roadway.

NEW BUSINESS – AGREEMENTS WITH DEVELOPMENT GROUP INC. FOR 7-

YEAR RUBI NETWORK AND DATA CENTER REFRESH AND CAMERA SYSTEM

MIGRATION
Chief Information and Security Officer McKenna presented the staff report and provided information on what a data center and network is, the current IT infrastructure that supports the City, why the proposed network refresh is critical and reviewed the components of the proposed network refresh. IT Manager McKenna further reviewed the financial impact of the proposed refresh
In response to Council’s inquiries, IT Manager McKenna provided information on what will have with the e-waste generated with the proposed refresh.

There were no public comments on this item.

On a motion by Councilmember Hagele, seconded by Councilmember Kelley, adopted Resolution No. 58-2025, titled “A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

HEALDSBURG AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE A SERVICE AGREEMENT WITH DEVELOPMENT GROUP, INC. FOR THE RUBI NETWORK AND DATA CENTER REFRESH IN THE AMOUNT OF $4,862,676, APPROVING A 3% CONTRACT CONTINGENCY IN THE AMOUNT OF $145,880 AND A

PURCHASE ORDER FOR THE VERKADA PHYSICAL SECURITY PLATFORM MIGRATION IN THE AMOUNT OF $117,755.45, AND AMENDING THE FISCAL YEAR 2025-26 ADOPTED BUDGET.” The motion carried on a unanimous roll call vote. (Ayes 5, Noes 0, Absent – None)

COUNCIL REPORTS ON MATTERS OF INTEREST OCCURRING SINCE PREVIOUS

REGULAR MEETING/EXPENSE REIMBURSEMENT REPORTS
Councilmember Edwards reported he attended the opening of Williams Selyem winery, the ribbon cutting of the Windsor SMART Station and the Juneteenth celebration in Santa Rosa.

Councilmember Kelley reported she attended the opening night of the Healdsburg Prune Packers, the Healdsburg Pride event in Healdsburg and participated in the SCTCA meeting.

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