Agenda, regular meeting — St. Helena City Council, February 14, 2023

City of St. Helena
Regular City Council Meeting
Tuesday, February 14, 2023 @ 6:00 PM
Vintage Hall Board Room - Second Floor
465 Main Street, St. Helena

PLEASE NOTE: Any person who wishes to speak regarding an item on the agenda or make a comment under the "Oral Communication" portion of the agenda may do so, but please observe the time limit of four minutes.

The City Council meeting will be live-streamed on Comcast Channel 28 and on the City’s website. Public comment for City Council meetings will be accepted via email to [email protected]. All public comments must be emailed by 4:00 PM prior to the meeting. Emailed public comments will not be read out loud but will be publicly available and attached to the on-line City Council agenda.

The schedule of upcoming meetings and published meeting agendas can be found on the City of St. Helena website at https://sthelena.civicweb.net/portal/.

Simultaneous Spanish interpretation services during meetings can be scheduled upon request.

To ensure interpreters are available, requests must be made at least 72 hours in advance by calling the Office of the City Clerk at (707) 968-2640 or emailing [email protected].

The schedule of upcoming meetings and published meeting agendas can be found on the City of St. Helena website at https://sthelena.civicweb.net/portal/.

Servicios de interpretación en español durante la reunión pueden ser solicitados por el público.

Para asegurar que los intérpretes estén disponibles, los servicios tienen que ser solicitados al menos 72 horas antes de la reunión llamando a la oficina de la Secretaria de la Ciudad al (707) 968-2640 o por correo electrónico a [email protected] .

El horario de las reuniones publicadas y próximas puede ser localizado en el sitio de web de la Ciudad en https://sthelena.civicweb.net/portal/ .

Page

1. CALL TO ORDER

2. ROLL CALL
Mayor: Paul Dohring, Vice Mayor Eric Hall:, City Council Members: Anna Chouteau, Lester Hardy, Billy Summers

3. PLEDGE OF ALLEGIANCE

4. ADOPTION OF THE AGENDA

5. PUBLIC FORUM:

Members of the public are entitled to speak on matters of municipal concern not on the agenda during Public Forum. Each person’s comments shall be limited to 4 minutes. Each person is entitled to speak on any non-agendized item only once at any meeting. Brief questions by Council Members for clarifications may be posed and answered, and Council Members may make requests that items be placed on future agendas, but in accordance with state law, no substantive

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discussion or action may take place unless and until the matter properly appears on the agenda.

6. REPORTS BY STAFF AND CITY COUNCIL, FUTURE AGENDA ITEMS, AND AB 1234 REPORTS:

Reports by staff and/or Council Members on items of general interest. Brief questions for clarification may be posed and answered, and Council Members may request that items be placed on a future agenda. Except under certain circumstances, the Brown Act prohibits any other discussion or action by the City Council.

7. PRESENTATIONS AND PUBLIC RECOGNITIONS
None

8. STAFF BRIEFING
None

9. CONSENT ITEMS
Members of the Council or the public may ask that any items be considered individually for purposes of considering alternative action, for extended discussion, or for public comment. Unless that is done, one motion may be used to adopt all recommended actions. (Roll Call Vote)

9.1. Consideration and proposed approval of a resolution updating the February 23, 2016 adopted Records & Information Management Policy and Retention Schedule.

CEQA Determination: Not a CEQA project
Prepared By: Cindy Tzafopoulos, City Clerk
Recommendation:

Staff recommends the Council adopt the proposed resolution updating the Records Retention Schedule.

Staff Report - Pdf
5 - 21

9.2. Consideration and Proposed Adoption of a Resolution Authorizing: (1) the City Manager to Execute an Agreement with Urban Land Institute (ULI) in an amount not-to-exceed $36,000 to provide a Downtown Placemaking Study and Technical Advisory Panel; and (2) a Budget increase of $36,000 to 101-4500-2130 and use of General Fund Balance of the Same.

CEQA Determination: Exempt
Prepared By: Maya DeRosa, Community Development Director Recommendation:

Staff recommends City Council adopt the attached resolution.

Staff Report - Pdf
23 - 44

9.3. Consideration and Proposed Approval of a Resolution (1) Memorializing the Termination of the Phase II Water Emergency in November 2021, effective December 2021; and (2) Confirmation of Staff's Proposal to Provide a Recommendation for the 45 - 62

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Termination of the Phase I Water Emergency at a Council Meeting in July 2023.

CEQA Determination: Not a CEQA project
Prepared By: Joseph Leach, Public Works Director and City Engineer Recommendation:

Adopt the attached resolution.

Phase I Water Emergency Disposition - Pdf

10. PUBLIC HEARINGS
None

11. OLD BUSINESS
None

12. NEW BUSINESS

12.1. Receive presentation on results of the 2022 Community Survey.

CEQA Determination: Not a CEQA project
Prepared By: Martin Beltran, Senior Management Analyst
Recommendation:

Receive presentation from Godbe Research (GRA)
Staff Report - Pdf
63 - 92

12.2. Review and Discussion of Permit Fee Reduction to incentivize the installation of electric appliances, solar, and electric vehicle charging thereby reduce Green House Gases (GHG).

CEQA Determination: Not a CEQA project
Prepared By: Philip Henry, Chief Building Official
Recommendation:

Staff recommends the City Council approval of Permit Fee Reduction Schedule (Attachment B) for the limited and specified time period of April 1, 2023 to September 30, 2023.

Staff Report - Pdf
Public Comment.Alice Diane Ryerson
93 - 103

13. ADJOURNMENT
The next Regular City Council meeting is scheduled for February 28, 2023, at 6:00 p.m.

This agenda was posted at City Hall, 1572 Railroad Avenue, and at Vintage Hall, 465 Main Street, St. Helena, California on February 10, 2023.

Cindy Tzafopoulos, City Clerk

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In Compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please call the City Clerk’s Office (707) 967-2792. Notification 72 hours prior to the meeting as required by Section 202 of the Americans with Disabilities Act will enable the City to make reasonable arrangements to ensure accessibility to this meeting.

CHALLENGING DECISIONS OF CITY ENTITIES
The time limit within which to commence any lawsuit or legal challenge to any quasi-adjudicative decision made by the City of St. Helena is governed by Section 1094.6 of the Code of Civil Procedure, unless a shorter limitation period is specified by any other provision, including without limitation Government Code section 65009 applicable to many land use and zoning decisions, Government Code section 66499.37 applicable to the Subdivision Map Act, and Public Resources Code section 21167 applicable to the California Environmental Quality Act (CEQA). Under Section 1094.6, any lawsuit or legal challenge to any quasi-adjudicative decision made by the City must be filed no later than the 90th day following the date on which such decision becomes final. Any lawsuit or legal challenge, which is not filed within that 90-day period, will be barred.

Government Code section 65009 and 66499.37, and Public Resources Code section 21167, impose shorter limitations periods and requirements, including timely service in addition to filing.

If a person wishes to challenge the above actions in court, they may be limited to raising only those issues they or someone else raised at the meeting described in this notice, or in written correspondence delivered to the City of St.

Helena, at or prior to the meeting. In addition, judicial challenge may be limited or barred where the interested party has not sought and exhausted all available administrative remedies.

SUPPLEMENTAL MATERIAL RECEIVED AFTER THE POSTING OF THE AGENDA
Any supplemental writings or documents distributed to a majority of the City Council regarding any item on this Agenda, after the posting of the Agenda, will be available for public review in the City Clerk’s Office located at 1572 Railroad Avenue, St. Helena, California, during normal business hours and by appointment. In addition, such writings or documents will be made available on the City’s web site at https://sthelena.civicweb.net and will be available for public review at the respective meeting.

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Report to the City Council
Regular City Council - 14 Feb 2023
Agenda Section: CONSENT ITEMS
Subject: Consideration and proposed approval of a resolution updating the February 23, 2016 adopted Records &
Information Management Policy and Retention Schedule.

CEQA
Determination:

Not a CEQA project
Prepared By: Cindy Tzafopoulos, City Clerk
Reviewed By: April Mitts, Assistant City Manager
Approved By: Anil Comelo, City Manager

BACKGROUND
In 2015 the City contracted with Kaizen InfoSource LLC to assess St. Helena’s records practices and needs and to establish a policy for the management, preservation, and protection of the City’s permanent, vital and archival records and a retention schedule for all City records.

On September 8, 2015, the City Council adopted resolution 2015-99 approving a new Records & Information Management Policy and Retention Schedule.

On February 23, 2016, the City Council adopted resolution 2016-23 updating the previous Records & Information Management Policy and Retention Schedule.

The adopted Policy and Retention Schedule provides clear, specific records descriptions and retention periods, and apply current law and technology to the management of St.

Helena’s records. The Policy and Retention Schedule also provide clear direction and legal authority for the destruction of nonpermanent City records when they are no longer needed as well as the permanent retention of City records that have enduring value and/or serve vital functions.

DISCUSSION
Agenda Item #9.1.

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Since the adoption of resolution 2016-23 and implementation of the Policy and Retention Schedule government citations, department functions, terminology, record examples, and retention periods have changed.

The City Clerk consulted with Kaizen InfoSource LLC for a thorough review of the current records and retention policy. The City Clerk also worked with each department with all aspects of updating the Retention Schedule. The departments are in agreement with the updates.

Once the Retention Schedule updates are approved the schedule will better reflect the current practice and preservation of the City of St. Helena’s records.

FISCAL IMPACT
There is no ficsal impact to the adoption of the attached resolution.

RECOMMENDED ACTION
Staff recommends the Council adopt the proposed resolution updating the Records Retention Schedule.

ATTACHMENTS
Attachment 1 - Resolution
Attachment 2 - Exhibit A
Agenda Item #9.1.

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CITY OF ST. HELENA
RESOLUTION NO. 2023-
RESOLUTION UPDATING THE FEBRUARY 23, 2016,

ADOPTED RECORDS RETENTION SCHEDULE

RECITALS
A. The City contracted with Kaizen InfoSource LLC to assess St. Helena’s records practices and needs and to establish a policy for the management, preservation, and protection of the City’s permanent, vital and archival records and a schedule for their retention; and
B. On September 8, 2015, the City Council adopted resolution 2015-99 approving a new Records & Information Management Policy and Retention Schedule; and C. On February 23, 2016, the City Council adopted resolution 2016-23 approving updates to the Records & Information Management Policy and Retention Schedule; and
D. Since the adoption of resolution 2016-23 government citations, terminology department functions and the retention of records have changed. The entire schedule was reviewed and updated to be in compliance.

RESOLUTION
The City Council of the City of St. Helena hereby resolves as follows:

1. Adopts Exhibit A to this resolution as the City’s updated official Records Retention Schedule.

Approved at a Regular Meeting of the St. Helena City Council on February 14, 2023, by the following vote:

Mayor Dohring: __________
Vice Mayor Hall: __________
Council Member Chouteau: __________
Council Member Hardy: __________
Council Member Summers: __________
APPROVED: ATTEST:
________________________ ________________________
Paul Jamison Dohring, Mayor Cindy Tzafopoulos, City Clerk Agenda Item #9.1.

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City of St. Helena, CA
Retention Schedule
Instructions
Explanations and DefinitionsThis template serves as the starting point for establishing the guidelines that define the length of time for which the City should retain their records and information (Retention Schedule). Records refer to information — regardless of its format or media — that documents the actions and transactions of the City, as well as information that is needed to operate the City to comply fully with legal, financial, reporting, and regulatory requirements, and to maximize business efficiencies.

Column Heading ExplanationsRecord No. - a unique identifying number for the category of information (to be added after all categories have been determinedDepartment - the department within the City responsible for the particular type of business process or function represented on the scheduleBusiness Process - the high-level grouping of business processes within the CityRecord Category Name - the actual category or grouping of "like" information upon which retention will be appliedRecord Category Description - a description of the category or grouping of "like" information for clarification purposesExample Records - records and information names that fall within the category or grouping; many actual departmental retention schedule record series are mapped to one of these high-level categoriesRetention - how long information in this category must be retained, including any triggering events (described at the top of the schedule, with additional codes below)Legal Citations - the legal or regulatory requirements or statutes that lead to the calculation of retention (not all information has a legal requirement to be kept; other considerations are mentioned above)Comments - any special handling or other requirements for information of this categoryVital - the information is critical to the resumption of business immediately after an emergency or natural/man-made disaster; the City's ability to continue functioning would be in jeopardy if this information was no longer available
Records Retention Event Codes from Legal CitationsLA - the statutes of limitation of civil actionsMAINT - maintain records Prepared by Kaizen InfoSource 2/2/2023
Agenda Item #9.1.

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City of St. Helena
2016 Retention Schedule
Rec. No. Applicable Department(s) Business Process Record Category Name Record Category Description Approved Retention Sample Records from the Category Comments Citations Vital? 001 Category Eliminated002 Category Eliminated003 All Departments Finance Grants and Funding Sources Documents the application, evaluation, awarding, administration, monitoring, and status of grants and other funding sources in which a local government entity is the recipient, grantor, allocator, or administrator.

CL*+5Y Applications (including project proposals)
AuditsAwardsAward NotificationBudget Tracking ReportsContinuum of Care (CoC) RecordsEnterprise Funds (water, waste, housing )FEMA / OES ReimbursementsFederal, State, Local GrantsGas TaxGrant AdministrationGrant FundingGrant EvaluationsProgram Rules, Regulations, ProceduresProperty Taxes FundingReports to Funding AgenciesSpecial Revenue FundsTransportation Funding * CL = Close of Grant, Plus All Final Audit Report Completed; if grant is in perpetuity, it never closes; or, retain per contract stipulation, whichever is longer.Unsuccessful applications are retained for 2 years. NOTE: If a grant requires longer retention, its specific requirements will take precedence. See exception for citation 24 CFR 578.103(c)(2).

CA - GOV 8546.7 - (CL+3Y)CA - GOV 34090 - (2)US - 2 CFR 200.334 - (CL+3Y)US - 24 CFR 570.502(a)(7)(i)(A) - (AC+4Y)US - 24 CFR 578.103(a)(4)(b) - (CL+5Y)US - 24 CFR 578.103(c)(2) - (Where Continuum of Care funds are used for the acquisition, new construction, or rehabilitation of a project site, records must be retained until 15 years after the date that the project site is first occupied, or used, by program participants.) 004 All Departments Finance Payroll Records and information related to the accounting of City payroll, including garnishment records and information to satisfy debts. This also includes records and information reflecting all remuneration paid to each employee, including: - Name, address, SSN - Total amount and date of payments - Period of service covered for each - Withholding - Tax collected 5Y 1099
1099RAttendance Records, CorrectionsBenefit PaymentsCalPERS ReportingDeduction Registers, ReportsDeferred CompensationEmployee BenefitsEmployee Deduction Authorizations, Check Information, Extra Help ReportsEmployee Master Lists, AddressesFederal TaxGarnishmentsGarnishment Orders, ReceiptsLongevity PayPayroll Checks, Copies, Stub ReportsPayroll Certifications, ControlsPayroll Deduction Authorizations, History, Liens, ClaimsPayroll Earnings RegistersPayroll Tax ReturnsPersonnel Action FormsProcessing Reports, Reports to Government AgenciesSocial Security TaxState TaxTime Sheets - ReportsTimekeeping Records (Timecards, Time Sheets, Basic Time and Earnings Cards)Tuition ReimbursementsUnemployment TaxW-2W-4Wage Rate TablesWork Schedules CA - 2 CCR 570.5 - (5Y)CA - 2 CCR 571(b)(1)(E) - (5Y)CA - CCR 1085-2 (c) - (4Y)CA - GOV 12946 - (AC+4Y)CA - GOV 34090 - (2Y)CA - LAB 226a (3)CA - LAB 1174 - (3Y)CA - LAB 1197.5 - (LA2Y, LA3Y)CA - UIC 1132 - (LA3Y)US - 26 USC 3301-3311 - (4Y)US - 26 CFR 31.6001-1 (4Y)US - 29 CFR 516.5 - (3Y)US - 29 CFR 516.6 - (2Y)US - 29 CFR 1620.32 - (2Y)US - 29 CFR 1627.3 - (3Y)US - 29 USC 436 - (5Y)US - 48 CFR 4.705-2 - (4Y; 2Y) x
005 All Departments Finance Procurement, Purchasing and Requisitioning
Records and information created or retained in the purchasing or acquisition of goods and services. Documentation that includes the terms and conditions under which vendors will provide goods or services.

CL+4Y Bids, Awards (Accepted, Unaccepted, Rejected)
Change OrdersDelivery RecordsExhibitsPrice ListsProof of Insurance CertificatesPurchase OrdersPurchasing Cards/CalCardsPurchasing PackageQuotationsReceiving ReportsRequisitionsRequests for Information (RFI)Requests for Proposal (RFP)Requests for Quote (RFQ)ScorecardsShipping and Receiving (bills of lading, freight bills, manifests, waybills )Specifications Exception: Procurement documents for acquisitions that are canceled or do not get awarded are retained for 2 years.

CA - CCP 337 - (4Y)CA - GOV 945.6(a)(2) - (LA6M; LA2Y)CA - GOV 8546.7 - (CL+3Y)CA - GOV 34090 - (2Y)US - 29 CFR 516.5 - (3Y) 006 Category Eliminated007 Category Eliminated008 All Departments General Department Administration General internal administrative records of City departments. CL+2Y Chronological, Reader Files Department Committees Department Goals, ObjectivesDepartment PlansDepartmental Budget PlanningDepartmental ProjectsEmployee Desk FilesGeneral FilesIn-House Committees / Employee CommitteesLists, Logs and General Reporting (calendars, routine studies & reports, contact lists, indexes, etc. )NotesOffice Files, Office Manager FilesOrganization ChartsPermissions, Releases (for copyrighted material )Staff MeetingsTraffic Accident Reports (No Claim)Volunteer Recognition Events CA - GOV 34090 - (2Y)
AC = While Active AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year LA = Limitation on Actions LI = Life (of contract, program, asset) PR = Permanent S = Superseded/Overwritten TE = Termination 2/2/2023 Page 1 of 13
Agenda Item #9.1.

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PR Annual Budgets
Biographies of Public Officials, Agency HeadsCity Generated Historical Studies / ReportsCity Manager Performance Indicators / Performance MeasurementsCity PublicationsExecutive, City Official Communications, Speeches, VideosHistory of the OrganizationHistorical Events, Artifacts, Architecture, Designations, ProjectsHistorical Parks, FacilitiesList of Historic PropertiesMemorial ProgramsPicture CollectionsSignificant News Clippings, Releases CA - GOV 34090 - (2Y)
010 Category Eliminated011 All Departments General Policies and Procedures All documentation of City, agency, council, commission, special district or department policy and procedures.

CL+4Y Directives
GuidelinesHandbooksPoliciesProcedure ManualsProceduresProgram / Initiative PlansRecords Retention ScheduleRules / RegulationsStandards CA - GOV 34090 - (2Y)US - 26 CFR 301.6501(a)-1 - (4Y)US - 29 CFR 1602.14 - (AC+1Y)US - 29 CFR 1627.3 - (AC+1Y)US - 29 USC 1059 - (AC+1Y) x
012 Category Eliminated013 All Departments General Service Issues, Complaints Documentation regarding department complaints and related requests for service. CL+2Y Help Desk Data, Tickets Issues Log Trouble Reports
CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y) 014 Category Eliminated015 All Departments Human Resources Compliance Reporting Official governmental reports issued by City to comply with regulatory requirements. 5Y EEOC Reports Labor Reports P.E.R.S. Report
CA - 2 CCR 11013(c)(1) - (2Y)CA - 8 CCR 14300.33(a) - (5Y)CA - GOV 945.6(a)(2) - (LA6M; LA2Y)CA - GOV 34090 - (2Y)US - 29 CFR 405.9 - (5Y)US - 29 CFR 1602.14 - (AC+1Y)US - 29 CFR 1602.30 - (3Y)US - 29 CFR 1602.32 - (3Y) 016 All Departments Human Resources Personnel Files - Employees All documents related to paid employees, including but not limited to:
- hiring - promotion - demotion - transfer - layoff / recall / out-placement - termination / discharge / resignation - pay rates / other terms of compensation TE+5Y Applications, Applicant Reference Verifications
Attendance RecordsAwards, Rewards, Commendations, CertificatesBackground Check (candidate hired )Change in Status (CIS)Civil Service Examination Results and RankingsComplaintsData Protection Forms (Executed, Signed)Disciplinary Actions, TransfersDMV Pull Program (random testing )Employee Acknowledgements, Executed Policy ReceiptsEmployee Relations RecordsEmployee Training/Certification Records (FEMA/NIMS, Base Station Forms, Fire Extinguisher, First Aid/CPR )GoalsI-9 DocumentsIndividual Employee Agreements, Contracts (copies)Individual Education, Development, Training RecordsInvestigationsJob Offer LettersJob Title and Wage Rate HistoryLeave of Absence / LOAOaths of OfficeOut-Placement DataPerformance Evaluations, ReviewsPerformance Improvement Plans (PIPs), Counseling DocumentsPromotions, RecognitionResignations, Exit Interview NotesRoles, Responsibilities CA - 2 CCR 11013 - (AC+2)CA - GOV 3105(f) - (TE+5Y)CA - GOV 12946 - (TE+4Y)CA - GOV 12960 - (LA3Y)CA - GOV 12965 - (LA2Y)CA - LAB 432.3 - (TE+3Y)CA - LAB 1198.5 - (TE+3Y)CA - LAB 2810.8 - (3Y)US - 8 CFR 274a.2 - (3Y, or TE+1Y)US - 20 CFR 655 Subpart H - (TE+1Y)US - 29 CFR 1602.14 - (AC+1Y)US - 29 CFR 1602.31 - (TE+2Y)US - 29 CFR 1627.3 - (TE+1Y)US - 29 USC 1059 - (AC+1Y)US - 29 USC 1113 - (LA6Y)US - 29 USC 1451 - (LA6Y)US - 41 CFR 60-1.12 (a) - (AC+2Y)US - 41 CFR 60-741.80 - (AC+2Y) 017 All Departments Human Resources Personnel Files - Volunteers and Unpaid Interns
All documents related to unpaid volunteers and interns.

CL+3Y Applications, Applicant Reference Verifications
Attendance RecordsAwards, Rewards, Commendations, CertificatesChange in Status (CIS)ComplaintsData Protection Forms (Signed)Volunteer Acknowledgements, Executed Policy ReceiptsGoalsIndividual Education, Development, Training RecordsInvestigationsLiability Waiver (copies)RecognitionResignations, Exit Interview NotesRoles, Responsibilities CA - GOV 945.6(a)(2) - (LA6M; LA2Y)CA - GOV 34090 - (2Y) 2/2/2023 Page 2 of 13
Agenda Item #9.1.

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CL+4Y Addendums
Agreements/Contracts - ALLAmendmentsAttachments / ExhibitsContractsDisclosuresEasements/Easement InterestJoint Power Agreement (JPA)LeasesLetters of IntentLiability WaiversLicense Agreements, LicensesLicensing, Licenses (general)Memoranda of Agreement (MOAs)Memoranda of Understanding (MOUs)Memorandum of Agreement / UnderstandingPayment BondsPerformance Bonds for ContractsSchedulesStatements of Work (SOW)Surety BondsWarranties CA - CCP 337 - (4Y)CA - GOV 8546.7 - (CL+3Y)CA - GOV 34090 - (2Y)US - 2 CFR 200.334 - (CL+3Y) US - 29 CFR 516.5 - (3Y)US - 48 CFR 4.705-1 - (4Y)US - OMB Circular A-133 - (3Y) x
114 All Departments Legal Agreements, Contracts and Leases - Construction, Improvements to Real Property and Facilities Executed agreements between the City and other parties for construction of City facilities, or for acquisition or improvements to City real property, facilities, and infrastructure.

PR Addendums
Agreements/Contracts - ALLAmendmentsAttachments / ExhibitsContractsDisclosuresEasements/Easement InterestJoint Power Agreement (JPA)Letters of IntentLiability WaiversLicense Agreements, LicensesLicensing, Licenses (general)Memorandum of Agreement / UnderstandingPayment BondsPerformance Bonds for ContractsProperty Improvement ContractsReal Estate LeasesSchedulesStatements of Work (SOW)Surety BondsWarranties CA - CCP 315 - (LA10Y)CA - CCP 337 - (4Y)CA - CCP 337.1 - (LA4Y)CA - CCP 337.15 - (LA10Y)CA - CCP 343 - (4Y)CA - GOV 945.6(a)(2) - (LA6M; LA2Y)CA - GOV 8546.7 - (CL+3Y)CA - GOV 34090(a) - (PR)US - 2 CFR 200.334 - (CL+3Y)US - 24 CFR 91.105(h) - (5Y)US - 24 CFR 92.508 - (CL+5Y)US - 24 CFR 982.158 - (AC+3Y)US - 29 CFR 97.42 - (3Y) US - 29 CFR 516.5 - (3Y)US - 48 CFR 4.705-1 - (4Y)US - OMB Circular A-133 - (3Y) x
019 All Departments Public Records Act Public Records Requests Records requested by the public and related inquiries. CL+2Y Collection Lists Formal Public Records Requests Subpoenas for Records (subpoenas duces tecum )
CA - GOV 34090 - (2Y)
020 City Clerk Attorney Advice and Opinions Records documenting legal counsel and advice on various matters. S+10Y Internal Client Communications Opinions CA - GOV 34090 - (2Y)021 Category Eliminated022 City Clerk Elections Election Records - Unsuccessful Candidates
Records and information related to the filing of campaign and election documentation by candidates not elected.

CL+5Y Campaign Disclosures, Nomination Papers CA - GOV 34090 - (2Y) CA - GOV 81009(b) - (5Y)CA - GOV 84616(b) - (4Y)
023 City Clerk Elections Election Records - Vital Records and information related to the filing and performance of City elections, as well as to elected candidates.

PR Ballot Measures
Campaign Disclosures, Nomination PapersCampaign InformationCertificates of Election, Sample BallotsCertification of Election ResultsFair Political Practices Commission FilesSuccessful Candidates CA - ELEC 17300 - (5Y)CA - ELEC 17302 - (6M)CA - ELEC 17304 - (6M)CA - ELEC 17306 - (6M)CA - GOV 81009(b) (PR)CA - GOV 81009(d) (PR) x
115 City Clerk Elections Election Records - Petitions Records and information related to the filing and performance of City elections for municipal initiative, referendum, and City charter amendment petition.
8M City Charter Amendment Petitions
Initiative PetitionsReferendum Petitions
CA - ELEC 17200 - (8M) x
024 Category Eliminated025 City Clerk Elections Proposition 218 Assessment Elections and Protest Procedure
Records related to Proposition 218 assessment elections, administration of notifications and protests associated with taxes, assessments and fees subject to Prop. 218.

AC+2Y Assessment Ballot Proceeding
Protest BallotsProperty Related FeesProtest LettersPublic Hearing Materials Property owner elections only. CA - ELEC 17302 - (6M)
CA - GOV 34090 - (2Y)CA - GOV 53753 - (2Y)CA - GOV 53755 - (AC+2Y) 026 City Clerk General Franchise Administration Records and information pertaining to the administration of utility and service franchises within the City.
5Y Pacific Gas & Electric
Pacific Telephone & TelegraphCable TV SystemSolid WasteRecycling CA - CCP 337 - (4Y)CA - GOV 34090 - (2Y)
027 City Clerk General FPPC Filings Forms mandated by state law related to Fair Political Practices Commission (FPPC) filings, including those for economic interests of certain employees, elected or appointed officials, or candidates for office. 7Y Form 460 (Campaign Statements )
Form 700 (Economic Interest Statements, SEI)Form 801Form 802Form 806 CA - GOV 34090 - (2Y)CA - GOV 81009 (4Y, 7Y)
2/2/2023 Page 3 of 13
Agenda Item #9.1.

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CL*+10Y ADA Case Files
Case CorrespondenceCease & Desist LettersClaimsClaims Against City, Special DistrictComplaintsContract DisputesCourt OrdersConstituent ClaimsDemand LettersEEOC Charges, CasesInjury ReportsMeet and ConferPleadings (Affidavits, Depositions, Exhibits, Court Filings)Settlement CopiesSubpoenasUnemployment Compensation ClaimsUnemployment Compensation Data, Weekly Earnings DataWorker Compensation Benefits (Awards, Claims, Orders, Reports ) * CL = Final resolution of all claims, appeals CA - 2 CCR 11013 - (CL+2Y) CA - 22 CCR 1085-2(c) - (4)CA - CCP 315 - (LA10Y)CA - CCP 337 - (LA4Y)CA - CCP 337.15 - (LA10Y)CA - CCP 338.1 - (LA5Y)CA - GOV 911.2 - (LA6M; LA1Y)CA - GOV 945.6(a)(2) - (LA6M; LA2Y)CA - GOV 8546.7 - (CL+3Y)CA - GOV 34090 - (2Y)CA - LAB 5410 - (LA5Y)CA - RTC 7154 - (LA5Y)CA - RTC 19704 - (LA6Y)CA - UIC 1132 - (LA3Y)US - 26 CFR 31.6001-1 (4Y)US - 26 CFR 301.6501(a)-1 - (4Y)US - 26 CFR 301.6532-1 - (LA2Y)US - 26 CFR 301.6532-2 - (LA5Y)US - 26 CFR 301.6532-3 (a) - (LA9M)US - 26 USC 6531 - (LA6Y)US - 26 USC 6532 - (LA2Y)US - 29 USC 255 - (LA2Y)US - 29 USC 626(d) - (LA300D)US - 42 USC 2000e-5 (e ) - (LA180D)US - 42 USC 2000e-5 (f) - (LA180D) 029 City Clerk Recording, Filing Recorded Documents - Vital Records and information pertaining to those original key documents recorded on behalf of the City. PR Abandonments Annexations City IncorporationConveyances from the City (Deeds, Easements, Abandonments )Conveyances to the City (Deeds, Easements, Dedications )DeedsDetachmentsEasementsGrant DeedsLiensRights-of-WayStreet / Alley Abandonments, ImprovementsVacations CA - GOV 34090(a) - (PR) x
030 City Clerk Records Management Records, Information Management Documentation of the compliance with Records and Information Management policy and procedures. CL+10Y Document Hold Notices, Updates CA - CCP 315 - (LA10Y) CA - CCP 337 - (4Y) CA - CCP 337.15 - (LA10Y)CA - GOV 34090 - (2Y)US - 26 CFR 31.6001-1 - (4Y)US - 26 CFR 301.6501(a)-1 - (CY+3Y) 031 City Council General Appointments Appointments made by authorized elected officials to councils, committees, boards, commissions, task forces, other advisory groups, or public offices, including those to fill vacancies for otherwise elected positions.

TE*+2Y Applications (Appointed, Unsuccessful)
Interview NotesLetters of AppointmentLetters of RecommendationOaths of OfficeResumesSubmitted Documents * End of term CA - GOV 34090 - (2Y)
032 City Council Meetings, Minutes Official Meetings, Legislative Actions Legislative and non-legislative actions that document policy development, including Council and Committee meeting minutes and Ordinances.

PR Agenda Packets and Facesheets
Meeting Minutes, Notices, Recordings, TranscriptsMinute Books & IndexMunicipal CodeOrdinancesProclamationsResolutionsSummary of Actions, Statement of Actions (SOAs)City CodesCity-wide Plans/Programs AdoptedTranscriptions of audio or video recordings of meetings * Many of these have historical value.** Ordinances, once repealed or overridden, may be destroyed 5 years after being superseded.

CA - CCP 315 - (LA10Y)CA - CCP 321 - (LA5Y)CA - CCP 336 - (LA5Y)CA - CCP 336a - (LA6Y)CA - CCP 337 - (LA4Y)CA - CCP 337.5 - (LA10Y)CA - GOV 945.6(a)(2) - (LA6M; LA2Y)CA - GOV 34090 - (2Y) x
033 City Council Meetings, Minutes Public Notices Records documenting compliance with laws requiring public notice of government activities. Subjects include assessments, elections, land use changes, public meetings and hearings, sale of property, and others. 2Y Affidavits of Posting
Affidavits of Publication/Legal NoticesPublic Hearing Notices Brown Act challenges must be filed within 30 or 90 days of action; Statute of Limitations on Municipal Government actions is 3 - 6 months CA - GOV 945.6(a)(2) - (LA6M; LA2Y)CA - GOV 34090 - (2Y) 034 All Departments Communications, Outreach Community Outreach, Media and Public Relations
External-facing communications, advertising and press relations materials, including documentation of outreach activities/events held in cooperation or for the benefit of the local community. 2Y Brochures
Community TrainingFAQsMailersMedia Packets, Releases, KitsNewspaper ClippingsNews, Press ReleasesPress KitsPD Public, Health Services and Community Education, Outreach (CERT, Drug & Alcohol Education, Emergency Action Plans, Street Smart Program, Youth Violence Prevention Education )Public / Media InquiriesPublic Information / Outreach / EducationPublications Produced by the CityPublicity FilesPublicity PhotographsSocial Media DocumentationSpecial Events CERT (Community Emergency Response Training)Drug / Alcohol Education / Community TrainingEmergency Action PlansEmergency FormsStreet Smart ProgramYouth Violence Prevention Education / Community Training CA - GOV 34090 - (2Y)US - 24 CFR 91 Subpart C - (MAINT) 035 City Manager Economic Development Economic Development Programs and Services
Records and information documenting the City's economic development programs.

AC+5Y Appraisals
Business Promotion ProgramsBusiness Recruitment ProgramsCommunity ActivitiesCourt OrdersDemographicsEconomic Development ProgramsEconomic Development StrategyEminent DomainRedevelopment Agency FilesRetail Incentive Programs CA - CCP 337 - (LA4)CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 8546.7 - (CL+3Y)CA - GOV 34090 - (2Y)US - 2 CFR 200.334 - (CL+3Y)US - 24 CFR 91.105(h) - (5Y)US - 24 CFR 570.502 - (CL+4Y) 2/2/2023 Page 4 of 13
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AC+5Y Business Continuity Plans
Disaster PreparednessDisaster Recovery PlanDrill RecordsEmergency Contact Lists, Employee Lists, Roster of WorkersEmergency Evacuation ProceduresEmergency Operations CenterEmergency PreparednessEmergency ResponseEmergency ServicesHazardous Materials Response PlanningSchool ViolenceSearch and RescueTelephone TreesTerrorism CA - GOV 945.6(a)(2) - (LA6M; LA2Y)CA - GOV 34090 - (2Y)US - 2 CFR 200.334 - (CL+3Y)US - 24 CFR 91.105(h) - (5Y)US - 29 CFR 97.42(b) - (3Y) x
037 City Manager Human Resources Collective Bargaining Documentation related to the negotiations between labor unions for collective bargaining purposes. CL+5Y Contract Negotiations Labor Relations Union CommunicationsUnion Petitions
CA - CCP 337 - (LA4Y)CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 12946 - (AC+4Y)CA - GOV 34090 - (2Y)US - 29 CFR 516.5 - (3Y) 038 Finance Accounting Accounts Payable/Receivable Records and information related to the accounting of monies paid or received by the City including payment for financial obligation, documenting bad debt, paying of unemployment expenses, employee expense reimbursement, money paid for fines or fees, services rendered, vendor credit cards, cash payments received, etc.

CU+4Y Cash Disbursement
Cash ReceiptsCredit Card Slips, StatementsCredit MemosEmployee Expense Reports, ReimbursementsFacilities FeesFee Maintenance and Collection (for licenses, permits, etc. )Fixed / Capital Asset AccountingFlex SpendingForm 1099 RecordsForm W-9 RecordsInvoices and VouchersJournal VouchersMonth-End Cost RecordsOperating Invoices, Paid (General, Contract Vendors)Payables Package, ReceiptsPaymentsPetty Cash DataReceivables Package, ReceiptsTaxes (general fund, property, real property, sales/use, transient occupancy tax (TOT )Tax RatesUtility BillingVendor Invoices CA - CCP 337 - (LA4Y) CA - CCP 338 - (LA3Y)CA - GOV 945.6(a)(2) - (LA6M; LA2Y)CA - GOV 8546.7 - (CL+3Y)CA - GOV 34090 - (2Y)CA - LAB 1174(d) - (3Y)US - 2 CFR 200.334 - (CL+3Y)US - 18 CFR 125.3(29) - (AC+4Y) US - 24 CFR 570.502(a)(7)(i)(A) - (AC+4Y) US - 24 CFR 982.158 - (AC+3Y)US - 26 CFR 31.6001-1 - (CY+3Y)US - 29 CFR 97.42 - (3Y) US - 29 CFR 516.5 - (3Y)US - 48 CFR 4.705-1 - (4Y; 2Y) x
039 Category Eliminated040 Finance Accounting Credit, Collections Records and information generated or collected in the tracking of debtor transactions and balances. CU+4Y Accruals Bad Check Logs Bad Debt ReservesCredit, Collections and AgingCredit ReportsCredit ReviewsCustomer PaymentsRefund ClaimsUncollectable AccountsWrite-offs, Adjustments CA - CCP 337 - (LA4Y)CA - GOV 945.6(a)(2) - (LA6M; LA2Y)CA - GOV 34090 - (2Y) x
041 Finance Accounting General Ledger, Journal Entries Records and information related to the transfer of charges between accounts and summaries of account information, including year end summaries of general ledger transactions.

CU+10Y Account Ledgers
Billing Rates, JournalAppropriations TransfersBalance SheetsBooks of AccountCash JournalsChart of AccountsDemand RegisterExpenditure ReportsGeneral LedgerJournal EntriesManual Accounting Ledger, Control LedgerPayroll JournalPurchases JournalRevenueSub-LedgersTrial BalanceYear -End / Account Detail History Report CA - GOV 34090 - (2Y)US - 26 CFR 31.6001-1 (CY+3Y)US - 26 USC 6531 - (LA6Y) x
042 Finance Accounting Real Property, Fixed Assets Records and information related to the ownership, purchase, sale, lease or improvement of real property and facilities owned by or used by the City.

PR Acquisitions
AmortizationAsset Retirement RecordsAttachmentsBuildingsCapital Asset RecordsCapital ImprovementsDeedsDeeds of TrustDepreciation SchedulesExcess Right of WayFixed Asset LedgerLandMortgagesParklandPossessory InterestSalesValuation Information CA - CCP 337.15 - (LA10Y)CA - GOV 34090 - (2Y)US - 26 USC 6531 - (LA6Y) x
043 Category Eliminated
2/2/2023 Page 5 of 13
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CL*+6Y Annual Audit Reports
Audit Files, PlansAudit, Auditors ReportsAudit SchedulesAudit WorkpapersComprehensive Annual Financial Report (CAFR)General Purpose Financial Audits, Single AuditsImprovement PlansInvestigations, WorkpapersManagement ResponsesObservationsRecommendationsRemediation Plans / Results Responses * Audits are considered active until the final report is issued and all corrective actions have been completed.

CA - GOV 945.6(a)(2) - (LA6M; LA2Y)CA - GOV 8546.7 - (CL+3Y)CA - GOV 34090 - (2Y)US - 26 CFR 1.1461-2 - (CU+1Y)US - 26 CFR 31.6001-1(e)(2) - (CU+4Y)US - 26 USC 6531 - (LA6Y) 045 Finance Banking Bank Account Information Records and information related to banking activities, transactions and correspondence. This category includes deposits and reconciliations.

CU+4Y Bank Account Administration
Bank Statements (All Agencies)Checks, CanceledCheck CopiesCheck Registers, JournalsCorrections / ReturnsDeposit PermitsDepositsElectronic BankingReconciliationsSignature CardsTransactionsTransfersVoided ChecksWire Transfers CA - GOV 945.6(a)(2) - (LA6M; LA2Y)CA - GOV 34090 - (2Y)US - 26 CFR 31.6001-1 - (CU+3Y) 046 Finance Budgets, Planning Budget Management Records and information relating to creating and implementing the final approved budget. CU+4Y Final Budget Document Gann Limit Annual Review Revenue/Expenditure ReportsTrial Balance/Balance Sheets (Finals) CA - GOV 34090 - (2Y)
047 Finance Budgets, Planning Financial, Strategic Planning Records and information relating to financial and strategic planning. 2Y Business Plans Financial Plans ForecastsInterim ResultsRevenue ForecastsStrategic Plans CA - GOV 34090 - (2Y)
048 Category Eliminated049 Category Eliminated050 Finance Financial Reporting Financial Reporting Official and general City financial reports, whether required by regulations or generated to track internal transactions and achievements.

CU+4Y Annual Report of Financial Transactions To State
Annual State Controller FilingsAudited Financial StatementsEEOC ReportsExpenditures ReportsMonthly Treasurer's ReportPayroll Reports (HRA, RMT, ICMA 457 accounts, Nationwide, deferred compensation )Possessory Interest Report / Lease ReportsQuarterly Investment ReportWeekly Reports CA - GOV 945.6(a)(2) - (LA6M; LA2Y)CA - GOV 34090 - (2Y)US - 26 CFR 1.1461-2 - (CY+1Y)US - 26 CFR 31.6001-1(e)(2) - (CU+4Y) 051 Category Eliminated052 Finance Treasurer Abandoned Property, Escheat Records and information pertaining to unclaimed funds and warrants held in trust by the City. 10Y Cancelled Warrants (escheat) Uncashed Checks CA - CCP 1513 - (3Y) CA - GOV 34090 - (2Y) US - Uniform Unclaimed Property Act(2016), Section 404 - (10Y) 053 Finance Treasurer Debt and Investments Records and information relating to analysis of City financing and investment activities.

CL*+10Y Bonds
Bonded IndebtednessCash BondsCertificates of Deposit (CDs)Certificates of ParticipationDirect InvestmentsDue DiligenceExempted SecuritiesFinancial Investment PlanningInvestment Performance ReportingInvestment ReportingLoansLocal Agency Investment Fund (LAIF)Long Term DebtMoney Manager StatementsPerformance Bonds, Letters of CreditPortfolio Management, Quarterly ReviewsRevenue BondsReturns ManagementSecurity InstrumentsStock / Equity / Debt Issuance, Repurchase RecordsTrust Accounts * CL = Maturity of Investment CA - CCP 336 - (5Y)
CA - CCP 337 - (4Y)CA - CCP 337.5 (10Y)CA - CCP 338 - (LA3Y)CA - GOV 945.6(a)(2) - (LA6M; LA2Y)CA - GOV 8546.7 - (CL+3Y)CA - GOV 34090 - (2Y)US - 26 CFR 301.6501(a)(1) - (4Y) 054 Fire Department Fire Protection, Prevention Arson Investigations Records and information associated with arson investigations. PR Evidence Files Investigations CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y) CA - PEN 799 - (PR)CA - PEN 800 - (LA6Y)CA - PEN 801 - (LA3Y) 055 Fire Department Fire Protection, Prevention Emergency Response Services Records and information associated with providing emergency response services. CL+6Y Ambulance Services Authorization Forms (HIPAA) Emergency Medical Services Forms Emergency ServicesFalse Alarm ReportsFEMA ReportsIncident Reports/Log BooksMandated Reporting: Child Abuse, Elder Abuse, etc.Paramedic CertificatesParamedic Release FormsPatient Care Reports (PCRs) NOTE: PCRs for minors must be retained for 7Y or until the minor reaches the Age of Majority Status (18Y), whichever is longer.

CA - California Fire Code, 104.6 - (5Y)CA - 13 CCR 1100.7 - (3Y)CA - 22 CCR 70751(c) - (7Y)CA - 22 CCR 100170 - (MAINT)CA - 22 CCR 100171 - (MAINT)CA - CCP 340.5 - (3Y)CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y)CA - HSC 11191 - (3Y) 2/2/2023 Page 6 of 13
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City of St. Helena
2016 Retention Schedule
Rec. No. Applicable Department(s) Business Process Record Category Name Record Category Description Approved Retention Sample Records from the Category Comments Citations Vital? AC = While Active AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year LA = Limitation on Actions LI = Life (of contract, program, asset) PR = Permanent S = Superseded/Overwritten TE = Termination 056 Fire Department Fire Protection, Prevention Fire Equipment Records and information associated with fire protection and emergency response equipment. LI*+3Y Apparatus and Maintenance Records Certification Binder Equipment ChecksExtinguishersFire BreaksHydrantsSprinklers * LI = Life of Equipment CA - 8 CCR 3203(b)(1) - (1Y)
CA - GOV 34090 - (2Y)US - 29 CFR 1910.157 (Life of extinguisher)NFPA 1911.4.7.3 - (Life of Vehicle) 057 Fire Department Fire Protection, Prevention Fire Inspections Records and information associated with inspections of commercial and residential facilities. 5Y or Life of Structure, whichever is
longer
Commercial Facility Property FilesResidential Property Files CA - California Fire Code, 104.6 - (5Y or Life of Structure or Activity, whichever is longer)CA - GOV 945.6(a)(2) - (LA6M; LA2Y)CA - GOV 34090 - (2Y) 058 Fire Department Fire Protection, Prevention Fire Prevention Programs Records and information associated with department programs to protect the City from fires and emergency incidents.
2Y Fire Education
Weed Abatement
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)CA - GOV 34090 - (2Y) 059 Human Resources Benefits Benefit Plans Plans and systems established to provide employee benefits and associated administrative documents.

LI*+6Y Carrier Reporting, Performance
COBRA Rates, Records, HistoriesEmployee Benefit PlansGroup Insurance Cost DataPERS Actuarial ReportsRetirement SystemSummary Plan DescriptionsSupplemental Forms * LI = Life of Plan CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y)US - 29 USC 1027 - (6Y)US - 29 USC 1059 - (AC+1Y)US - 29 USC 1113 - (LA6Y)US - 29 USC 1451 - (LA6Y) x
060 Human Resources Benefits Employee Benefits Employee election (selection), enrollment or termination forms and related correspondence, including transmissions to carriers of additions, changes, claims and deletions (includes employee medical records subject to HIPAA requirements).

CL+6Y Actuarial Analysis for Benefit Reserves and Accounting Appeals Benefits Files, Contract Copies, Enrollments, AppealsBeneficiary DesignationsDeath Claims, Life Event DocumentsEmployee Cost-Sharing AmountsEmployment Authorizations, Terminations, Confirmations, Status Changes, Coverage ChangesFamily & Medical Leave Tracking (Compensation, Complaints/Disputes, FMLA Requests, Parental Leave Forms, Paid/Unpaid Leave )Flexible Spending EnrollmentIndividual Retirement Accounts (IRAs), 401k HistoriesLife Insurance Notification Letters/EOILeave of Absence DocumentationMedical Billing StatementsPension Plan Applications, ClaimsP.E.R.S. InformationPremium InformationRequired Benefits ReportingRetirement Loans / Retirement CA - 22 CCR 1085-2 - (CU+4Y)CA - GOV 12946 - (AC+4Y)CA - GOV 34090 - (2Y)US - 26 CFR 301.6501(a)(1) - (CU+3Y)US - 29 CFR 516.6 - (2Y)US - 29 CFR 825.500 - (3Y)US - 29 USC 1027 - (6Y)US - 29 USC 1059 - (AC+1Y)US - 29 CFR 4007.10 - (6Y) 061 Human Resources Insurance Claims Management Records detailing claims against insurance coverage by the City, including appraisals and reports. CL+10Y Incident Reports Annual Audit of Open Claims AppraisalsClaims By/Against the CityDamage Estimate ReportsSupporting DocumentationInsurance Claims, Appraisals, ReportsInvestigationsLiability Waivers Exception: Accident, incident, and injury reports not resulting in a claim can be disposed of after 2 years.

CA - 2 CCR 11013 - (AC+2Y)CA - CCP 337 - (5Y)CA - CCP 338.1 - (LA5Y)CA - GOV 911.2 - (LA1Y)CA - GOV 945.6(a)(2) - (LA6M; LA2Y)CA - GOV 12946 - (4Y)CA - GOV 12960 - (LA3Y)CA - GOV 34090 - (2Y)CA - VEH 2547 - (LA3Y) 062 Human Resources Insurance Insurance Coverage Records detailing the City's general coverage against property damage and liability, including renewal submission information, insurance quotes, & broker correspondence.

CL+6Y Binding Information
BindersBroker CorrespondenceCertificates of InsuranceCompleted ApplicationsDisability InsuranceFlood InsuranceInsurance PoliciesInsurance Procured by Others (Vendors)Insurance QuotesInsurance SubmissionsLiability InsuranceRenewal StrategyUnemployment Insurance CA - 22 CCR 3267-2 - (MAINT)CA - CCP 337 - (4Y)CA - GOV 8546.7 - (CL+3Y)CA - GOV 34090 - (2Y) x
063 Human Resources Labor Management Collective Bargaining Grievances Documentation related to labor grievances filed under current collective bargaining agreements. CL+4Y Grievance Files/Commission Hearing Grievance/Hearing Logs Union Grievances
CA - CCP 337 - (4Y)CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 12946 - (AC+4Y)CA - GOV 12960 - (LA3Y)CA - GOV 12965 - (LA2Y)CA - GOV 34090 - (2Y)US - 29 CFR 1602.31 - (CL+2Y)US - 29 CFR 1627.3 - (3Y)US - 29 USC 255 - (LA2Y) 064 Human Resources Occupational Health Employee Hazardous Exposure Medical Records
Documents pertaining to medical records of City employees who have been exposed to hazardous substances (includes employee records subject to HIPAA requirements).

TE+30Y Employee Hazardous Chemical Exposure
Hazardous ExposureRadiation Exposure RecordsToxic Substance Exposure Records CA - 8 CCR 3204(d) - (TE+30Y)CA - CCP 338 - (LA3Y)CA - CCP 338.1 - (LA5Y)CA - GOV 12946 - (AC+4Y)CA - GOV 34090 - (2Y)CA - LAB 5410 - (LA5Y)CA - 29 CFR 1904.33 - (CU+5Y)US - 29 CFR 1910.95 - (TE+2Y)US - 29 CFR 1910.1020 - (TE+30Y) 2/2/2023 Page 7 of 13
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CL+6Y Drug Screening
Exposure MonitoringFirearms and Field ExposureWorker Compensation CA - 2 CCR 11013 - (2Y)CA - 8 CCR 3203(b) - (1Y)CA - 8 CCR 5157 - (1Y)CA - 8 CCR 14300.33 - (6Y)CA - CCP 338.1 - (LA5Y)CA - GOV 945.6(a)(2) - (LA6M; LA2Y)CA - GOV 12960 - (LA3Y)CA - GOV 12965 - (LA2Y)CA - GOV 34090 - (2Y)CA - LAB 6401.7 - (MAINT)CA - LAB 6409.6 - (3Y)US - 29 CFR 1602.14 - (AC+1Y)US - 29 CFR 1602.31 - (AC+2Y)CA - 29 CFR 1904.33 - (6Y)US - 42 USC 2000e-5(e)(1) - (LA300D)US - 49 CFR 382.401(b)(1) - (5Y) 065 Category Eliminated066 Human Resources Staffing Training Records All documents related to education and training, including technical training, taken by paid employees, unpaid volunteers, elected officials, and candidates for elected office, including: - Canine Deployment - Ethics - FEMA/NIMS - Firearm and Field Training - Base Station Forms - Fire Extinguisher - First Aid/CPR - Harassment - Safety 5Y Attendance
Certification RecordsCompliance TrainingCourses/Seminars (Taken by Employees - includes Safety Training)Ethics TrainingIndividual Education, Development CA - 8 CCR 3203 - (1Y)CA - GOV 34090 - (2Y)CA - GOV 53235.2b - (5Y)CA - GOV 53237.2b - (5Y)US - 29 CFR 1602.14 - (AC+1Y)US - 29 CFR 1602.31 - (2Y)US - 29 CFR 1627.3(b) - (TE+1Y)US - 41 CFR 60-741.80 - (AC+2Y) 067 Human Resources Staffing Recruitment Records and information related to applications and related records of candidates interviewed but not hired or accepted, including applications received but not acted upon. 4Y Applications, CVs, Resumes (Rejected, Unsolicited)
Applicant Tracking Records (Hired, Rejected)Background Checks, Investigations, candidate not hired (LiveScan, Criminal Offender Record Information (CORI), Investigations)Drug Testing, Pre-Hire ScreeningInterview NotesJob DescriptionsJob Postings, AnnouncementsJob Requisition RequestsJob SpecificationsMiscellaneous Hiring Process NotesPosition InformationRecruitmentTemporary Intern StaffingTest Results (Non-hires)Unpaid Interns (Rejected)Volunteers (Rejected ) CA - 2 CCR 11013(c)(2) - (2Y)CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 12946 - (4Y)CA - GOV 12960 - (LA3Y)CA - GOV 34090 - (2Y)US - 29 CFR 1602.14 - (AC+1Y)US - 29 CFR 1602.31 - (2Y)US - 29 CFR 1627.3(b)(1) - (1Y)US - 41 CFR 60-741.44(f)(4) - (3Y)US - 41 CFR 60-741.44(k) - (3Y)US - 49 CFR 382.401(b) - (5Y for positive results; 1Y for negative results) 068 Human Resources Staffing Salary, Compensation Documentation of position and employee compensation. S+4Y Classification Studies Compensation Plans, Planning, Analysis Cost of LivingJob DescriptionsJob Evaluation DocumentationSalary Range HistorySalary Surveys CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 12946 - (4Y)CA - GOV 12960 - (LA3Y)CA - GOV 34090 - (2Y)US - 29 CFR 516.6 - (2Y)US - 29 CFR 1602.14 - (AC+1Y)US - 29 CFR 1602.31 - (AC+2Y)US - 29 CFR 1627.3 - (TE+1Y) 069 Human Resources Staffing Training Materials, Courses, Scheduling Documentation regarding the courses and schedules for training offered to employees for training and development.

S+5Y Attendance Lists
Educational AssistanceEmployee DevelopmentPresentation MaterialsPowerPoint Slide DecksTesting CA - 8 CCR 3203 - (AC+1)CA - GOV 945.6(a)(2) - (LA6M; LA2Y)CA - GOV 12946 - (AC+4Y)CA - GOV 34090 - (2Y)CA - GOV 53235.2(b) - (5Y)CA - GOV 53237.2(b) - (5Y)CA - LAB 3076.3 - (5Y)US - 29 CFR 1602.14 - (CY+1Y) 070 Category Eliminated071 Library General Library Records Records and information related to the City's library programs and services. CU+2Y Borrow/Loan Records Classes Catalog of HoldingsGifts / DonationsMaterial Challenge Records * CL = life of holding CA - GC 34090 - (2Y)
072 Parks and Recreation General Parks and Recreation Programs and Services
Records and information documenting the City's parks and recreational programs and services.

CU+2Y Adult Services Programs / Classes
ApplicationsAquaticsCultural Activities Programs / ClassesFacility Rentals (use applications, permits, insurance )Liability WaiversPrograms, Classes, LeaguesRegistrations FormsSpecial EventsTeen Services Programs / ClassesYouth Services Programs / ClassesWithdrawal Forms NOTE: Repeat users of facilities remain active CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y)
073 Planning Building Plans Building Plans - Commercial Records of building plans submitted to the City's building and services activities for commerical buildings.

LI*+10Y Building Plans - Commercial * LI = Life of Building/Structure CA - CCP 337.1 - (LA4Y) CA - CCP 337.15 - (LA10Y)CA - GOV 945.6(a)(2) - (LA6M; LA2Y)CA - GOV 34090 - (2)CA - HSC 19850 - (LI) 074 Planning Building Plans Building Plans - Residential Records of building plans submitted to the City's building and services activities for single and multiple family residential buildings, garages and appurtenant structures of 2 stories or less.

CL*+2Y Building Plans - Residential * Closure = Substantial completion of the development or improvement
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)CA - GOV 34090 - (2) 2/2/2023 Page 8 of 13
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PR Building Codes
Building InspectionsBuilding Permits (issued, active, expired, history )Certificates of Occupancy CA - CBC 107.5 - (180D)CA - CCP 337.1 - (LA4Y)CA - CCP 337.15 - (LA10Y)CA - GOV 945.6(a)(2) - (LA6M; LA2Y)CA - GOV 34090 - (2)CA - HSC 19850 - (LI) 077 Planning Planning and Zoning Housing Authority Administration Records and information of housing agency operations and programs, including CDBG, CalHOME and HOME grants.

CL+5Y Applications
Community Development Block Grants (CDBG)Compliance MonitoringForeclosure Prevention, CounselingHousing PlansHUD Reports (50058)INS Appeal, Informal HearingInclusionary Monitoring, ProjectsPredevelopment LoansRental Assistance, Vouchers (Section 8)Set-Aside FundsSupportive Services for VeteransTenant Files CA - 25 CCR 7721 - (MAINT)CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 8546.7 - (CL+3Y)CA - GOV 34090 - (2Y)US - 24 CFR 5.514 - (5Y)US - 24 CFR 91.105(h) - (5Y)US - 24 CFR 92.508(c) - (CL+5Y)US - 24 CFR 570.502 - (AC+3Y;AC+4Y) 078 Planning Planning and Zoning Housing Authority Financials Records and information of housing agency operations and programs financial management. LI*+5Y Affordable Housing Records Development / Affordability Agreements Restricted Units
* LI = Life of Contract CA - 25 CCR 7721 - (MAINT)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 8546.7 - (CL+3Y)CA - GOV 34090 - (2Y)US - 24 CFR 5.514 - (5Y)US - 24 CFR 91.105(h) - (5Y)US - 24 CFR 92.508(c) - (CL+5Y)US - 24 CFR 570.502 - (AC+3Y;AC+4Y) 079 Planning Planning and Zoning Planning and Zoning Services Records and information pertaining to the activities of the planning division, including zoning. PR Agricultural Preserve Certificate of Compliance Design ReviewDevelopment RegulationsDiscretionary Applications, Approvals and Supporting MaterialsDowntown Parking RequirementsE.I.R., Notice of Determination, Categorical Exemptions, etc.Environmental Reviews, Negative Declarations, etc.General Plan (housing element, amendments, growth management element, noise element, specific plans )Land Use PermitsLandscapeMaster PlansParking CalculationsPlanned Unit Development (PUD)Plans (Specific)Public Participation PlansPublic UseResolutionsRezoningSummary of ActionsUse PermitVariancesZoning Map AmendmentsZoning Text Amendments CA - 14 CCR 15095 - (Reasonable)CA - CCP 337.1 - (LA4Y)CA - CCP 337.15 - (LA10Y)CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 12981 - (FR+1Y)CA - GOV 34090 - (2Y)CA - HSC 19850 - (LI)CA - WAT 10631 - (5Y)US - 24 CFR 91.105(h) - (5Y) 080 Police Department Case Files Dead Bodies Records, crime reports and evidence associated with investigations of dead bodies, whether by natural causes or found.

CL*+2Y Reports
Statements
* CL = Case remains active until body has been identified and cause of death determined. If determination is made that the death was a homicide, records are recategorized as "Felony Murder/Homicide" case files (see #83, below).

CA - GOV 945.6(a)(2) - (LA6M; LA2Y)CA - GOV 34090 - (2Y) 081 Police Department Case Files Felonies, Excluding Murder Records, crime reports and evidence associated with felony violations of laws, excluding homicide and capital violations.

CL*+10Y AB 109
Case Status ReportsChemical Analysis RecordsComplaint ReportsCourt DispositionsCourt OrdersCrime Analysis RecordsDiagramsExtradition RecordsFactually InnocentFingerprint Records, Latent FingerprintsInterview RecordsInvestigationsInvestigative ReportsLaboratory TestsOfficer’s NotesOriginal Arrest ReportsPermission to Search RequestsPhotographsPRCS CasesSpecial Expenditure ReportsStatements of Seized and Returned PropertyWarrants * CL = Final resolution is defined as case has been adjudicated, all appeals exhausted or all time served.Provided there are not outstanding warrants, deaths, and it is not classified under PC §800 and 290 and HSC §11850; Statute of limitations is 2 years; Destroy juvenile marijuana after age 18; HSC §11361.5; GC §34090, PC §802, PC §187, 800 et seq CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y)CA - PEN 799 - (MAINT)CA - PEN 800 - (LA6Y)CA - PEN 801 - (LA3Y)CA - PEN 851.8 - (SEAL&DESTROY)CA - PEN 851.90 - (MAINT)CA - Law Enforcement Evidence and Property Management Guide 2/2/2023 Page 9 of 13
Agenda Item #9.1.

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PR Case Status Reports
Chemical Analysis RecordsComplaint ReportsCourt DispositionsCourt OrdersCrime Analysis RecordsDiagramsExtradition RecordsFingerprint Records, Latent FingerprintsInterview RecordsInvestigative ReportsLaboratory TestsOfficer’s NotesOriginal Arrest ReportsPermission to Search RequestsPhotographsStatements of Seized and Returned PropertyWarrants No limitation on commencement of action; PC §261, 286, 288, 288a, 288.5, 289, 289.5, and 799.

CA - GOV 945.6(a)(2) - (LA6M; LA2Y)CA - GOV 34090 - (2Y)CA - PEN 799 - (PR)CA - Law Enforcement Evidence and Property Management Guide 083 Category Eliminated084 Police Department Case Files Misdemeanors, Infractions Records, crime reports and evidence of misdemeanors and infractions, including citations. 2Y Citations Marijuana Moving ViolationsParking EnforcementStandardized Field Sobriety TestsTraffic TicketsWarrants CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y)CA - PEN 802 - (LA1Y; LA2Y; LA3Y)CA - Law Enforcement Evidence and Property Management Guide 085 Police Department Case Files Missing Persons and Runaways Records, crime reports and evidence associated with missing persons and runaways. CL*+2Y National Missing and Unidentified Persons System (NaMUS) * Case is only closed once solved CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y) CA - Law Enforcement Evidence and Property Management Guide 086 Police Department Case Files Officer Involved Shootings Records, crime reports and evidence associated with criminal cases dealing with officer involved shootings. PR Case Files CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y) CA - PEN 799 - (PR)CA - PEN 832.18 - (2Y)CA - PEN 832.5 - (5Y, where there is not a sustained finding of misconduct; 15Y where was a sustained finding of misconduct)CA - Law Enforcement Evidence and Property Management Guide 087 Police Department Case Files Sealing of Records Records of court orders to seal criminal records. SEAL*+3Y Court Order Petition Letter *SEAL = Date Records Sealed CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y) CA - PEN 851.8 - (SEAL+3Y)CA - PEN 851.90 - (MAINT)CA - WIC 781.5(a) - (SEAL+3Y) 088 Police Department Case Files Stolen Property Records, crime reports and evidence associated with stolen property. CL*+3Y Case Files * Case is only closed once solved CA - CCP 338 - (3Y) CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y)CA - Law Enforcement Evidence and Property Management Guide 089 Police Department Case Files Traffic Collisions - Fatal Records, crime reports and evidence associated with traffic collisions involving fatalities. PR Case Files CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y) CA - PEN 799 - (PR)CA - Law Enforcement Evidence and Property Management Guide 090 Police Department Criminal Registrations Gangs Records for those required to register as gang violence offenders. 5Y Case Files CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y) CA - PEN 186.32 - (5Y)
117 Police Department Criminal Registrations Juvenile Arsonists Records for those required to register as juvenile arsonists. Age 25 or SEAL+5Y Case Files CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y) CA - PEN 290(b) - (Life of Offender) CA - PEN 290.008(d) - (5Y; 10Y)CA - PEN 457.1(d) - (Upon reaching age of 25 or when records are sealed)CA - WIC 781 - (SEAL+5Y) 091 Police Department Criminal Registrations Sex Offenders, Adult Arsonists Records for those required to register as sex offenders or adult arsonists. LI* Case Files * LI = Life of the offender, arsonist NOTE: Juvenile sex offenders can petition Court for removal of registration 10 or 20 years after offense, provided there are no subsequent offenses.

CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y)CA - PEN 290(b) - (Life of Offender)CA - PEN 290.008(d) - (5Y; 10Y)CA - PEN 457.1(b)(2) - (Life of Arsonist)CA - WIC 781 - (SEAL+5Y) 092 Police Department Dispatch and Communications Dispatch and Communications Records Records of police emergency calls and responses, to include time and date of call, contents of call, location of call, name of unit sent to scene, and other related information. 100D 911 Emergency Call Logs
Computer Aided Dispatch (CAD)Dispatch Activity LogRadio Dispatcher LogsTape Recordings * Exception: Recordings used as evidence in a criminal prosecution or claim filed or litigation or potential claims and litigation shall be preserved for 100 days after conclusion of the court action.

CA - GOV 34090.6 - (100D)
093 Police Department General Administrative Reporting Reports received and/or generated in the routine course of law enforcement activities. CL+3Y Activity Reports Arrest Processing Firearms NotificationsForcible Entry ReportsInmate Reimbursement RequestsPeace Officer Traffic Stops ReportRide-Along Program RecordsSerious Incident ReportsShift AssignmentsSeized Vehicle Impound, Towing RecordsTrespass Law Enforcement RecordsTruancy ReportsVehicle Inspection, Inventory ReportsWrecker Service Reports CA - 11 CCR 999.228(j) - (3Y)CA - 11 CCR 999.229(a) - (3Y)CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 12525.5 - (CU+1Y)CA - GOV 34090 - (2Y) 094 Category Eliminated
2/2/2023 Page 10 of 13
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CA - GOV 34090 - (2Y)CA - PEN 832.18 - (60D)
119 Police Department General Police - Logs of Access or Deletion of Data for Body-Worn Cameras
Documentation of when and by whom access to or deletion of data from body-worn cameras takes place.

PR Logs of Access or Deletion CA - GOV 34090 - (2Y)
CA - PEN 832.18(b)(5)(E) - (PR)
095 Category Eliminated096 Police Department Internal Investigations Complaints, Investigations - No Sustained Finding of Misconduct
Documentation of complaints received and investigations, including those by Internal Affairs, involving Police department employees (excludes officer involved shootings) where the investigation shows no sustained finding of misconduct.

CL+5Y Citizen Complaints
Crime ReportsDepartmental Actions
CA - EVID 1045 - (AC+5Y)CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 12946 - (AC+4Y)CA - PEN 801.5 - (4Y)CA - PEN 832.5(b) - (5Y, where there is not a sustained finding of misconduct; 15Y where was a sustained finding of misconduct)CA - VEH 2547 - (3Y) 120 Police Department Internal Investigations Complaints, Investigations - Sustained Finding of Misconduct
Documentation of complaints received and investigations, including those by Internal Affairs, involving Police department employees (excludes officer involved shootings) where there is a sustained finding of misconduct..

CL+15Y Citizen Complaints
Crime ReportsDepartmental Actions
CA - EVID 1045 - (AC+5Y)CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 12946 - (AC+4Y)CA - PEN 801.5 - (4Y)CA - PEN 832.5(b) - (5Y, where there is not a sustained finding of misconduct; 15Y where was a sustained finding of misconduct)CA - VEH 2547 - (LA3Y) 097 Police Department Security Security Investigations Documentation regarding internal, non-police investigations related to the security of City facilities, assets, and information.

CL+2Y Internal Investigations
Investigation Logs, WorkpapersInvestigator Reports, Findings, NotesSecurity Incidents (response files, reports )Security Investigations CA - GOV 34090 - (2Y) x
098 Police Department Security Security, Access Operations Records and information regarding physical security for City buildings and facilities. 2Y Access Controls Access Reports Badge ListsDaily Activity LogsPrivileged Area Access RequestsSecurity Camera (CCTV) FootageSecurity PlansTransaction LogsVisitor Security / Access Logs CA - GOV 34090 - (2Y)
099 Police Department Seized Property Seized Property Records Records documenting tracking and management of physical property seized by the Police department, but not considered as evidence in a criminal investigation, including:- Bicycles- Electronics- Guns- Hazardous Materials (e.g., fireworks)- Narcotics- Vehicles CL+2Y Confiscated Property Lists
Disposition RecordsEvidence TrackingPhysical Evidence Examination RequestsProperty Auction ManifestsStolen/Recovered Property DocumentationUnclaimed Property Reports CA - GOV 945.6(a)(2) - (LA6M; LA2Y)CA - GOV 34090 - (2Y)CA - Law Enforcement Evidence andProperty Management Guide 100 Public Works Facilities Building, Property Management Records and information regarding the structure of City physical buildings and facilities. LI*+10Y As-Built Blueprints Construction Records Electrical Wiring SchematicsFloor PlansProperty Inventory * LI = Life of Building, Asset CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y)CA - HSC 19850 - (LI) x
101 Category Eliminated102 Police Department
Public Works
Facilities Maintenance, Repairs and Inspection
Reports
Records and information regarding the ongoing maintenance and upkeep of City equipment, facilities and infrastructure and inspections of that maintenance. 5Y Equipment Certifications (radar guns, lidar guns, personal alcohol screening devices, in-car video surveillance devices, mobile video devices )HorticultureInspectionsInspection LogsInspection ReportsIrrigationLandscapingMaintenance and Repair Work OrdersMaintenance Reports (buildings, parks, streets, sidewalks)Street SweepingTrees CA - AQMD Rule 1470 - (3Y)CA - 3 CCR 6623 - (2Y)CA - CCP 337 - (5Y)CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 4216.2(f) - (3Y)CA - GOV 34090 - (2Y) 103 Public Works Fleet Management Fleet Management, Maintenance Records related to the purchase, management and maintenance of City vehicles. LI*+3Y Auction Vehicles California Bureau of Automotive Repair (BAR) Smog Records California Highway Patrol Biennial Inspection Terminal (BIT) RecordsMotor Vehicle Records and ReportsPool Tickets, Vehicle Logs, Usage LogsRegistrations, Operating PermitsRental Work OrdersService CallsTax Exemption CertificatesVehicle Certificates of InsuranceVehicle InspectionsVehicle License Plate RecordsVehicle Maintenance Records, Repair Orders * LI = Life of Vehicle CA - 22 CCR 66266.130(c)(5) - (3Y) CA - CCP 337 - (LA4Y)CA - GOV 945.6(a)(2) - (LA6M; LA2Y)CA - GOV 34090 - (2Y)CA - HSC 25250.18(b) - (3Y) CA - VEH 34505.5(c) - (2Y) 104 Public Works Fleet Management Fuel Management Records related to the purchase, tracking and management of fuel for City vehicles and travel by City employees.
5Y Bay Area Air Quality Management District (BAAQMD) Permits (aboveground storage tank - AST)California Air Resources Board CertificateFuel Card AuthorizationsFuel Pump, Fuel Tank MaintenanceFuel Reports, Billing Reports, Journals, Fuel TicketsMileage Reports CA - CCP 338.1 - (LA5Y)CA - GOV 945.6(a)(2) - (LA6M; LA2Y)CA - GOV 34090 - (2Y) 2/2/2023 Page 11 of 13
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CL+10Y Certified Payrolls
Construction Manager's LogsDaily InspectionsFacilities ProjectsField InspectionsProject SchedulesProgress MeetingsReal Estate AppraisalsRFIs & Responses CA - CCP 337.1 - (LA4Y)CA - CCP 337.15 - (LA10Y)CA - GOV 945.6(a)(2) - (LA6M; LA2Y)CA - GOV 8546.7 - (CL+3Y)CA - GOV 34090 - (2Y)US - 24 CFR 92.508(c) - (AC+5Y)US - 24 CFR 570.502(a)(7)(i)(A) - (AC+4Y)US - 29 CFR 97.42(b) - (AC+3Y) 107 Public Works General Public Works Project Files (CIP) Records and information related to the analysis, design, development, planning, construction and maintenance of public works, capital improvement and engineering projects for City facilities and infrastructure.

LI*+10Y As-Built Plans
AssessmentsBicycle / Pedestrian Trails / PathsBridges and CreeksCalculationsCapacity (water, wastewater) FeesCapital Improvement Project (CIP) FilesCertificates of Compliance/Notice of Non-ComplianceChange OrdersClosuresDevelopment Fee BookDrainage PermitsE.I.R., Notice of Determination, Categorical ExemptionsEncroachment Permits, CertificatesEnvironmental Impact StatementsFinal Improvement PlansGeologic StudiesGrading PermitsInsurance CertificatesMaterials Testing ReportsMediansNotice of CompletionParkingParking (residential, non-residential)Pavement Markings / Traffic LegendsPhotos/PicturesSigns, SignalsSoils ReportsSound WallsStandard PlansStudiesSubmittalsSurveysUnderground UtilitiesStreetlights * LI=Life of Asset/Facility CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)CA - 14 CCR 15095c - (Reasonable)CA - GOV 945.6(a)(2) - (LA6M; LA2Y)CA - GOV 8546.7 - (CL+3Y)CA - GOV 34090 - (2Y)CA - HSC 19850 - (Life of Building or Facility)US - 24 CFR 92.508(c) - (AC+5Y)US - 24 CFR 570.502(a)(7)(i)(A) - (AC+4Y)US - 29 CFR 97.42(b) - (AC+3Y) x
108 All Departments Permitting Permits and Licenses Issued Permits and licenses - other than building permits - administered, issued and maintained by the City, including:- Alarms- Banner Permits- Business Licenses- Encroachment Permits- Flood Zone Determinations - Grading Permits- Home Business Licenses- Home Occupation Permits (HOP) - Massage Establishments- Massage Technicians- Mobile Vendors, Peddlers- Raw Water Permits- Sign Permits- Taxis (cabs, drivers)- Transportation Permits (oversize, overweight)- Tree Removal Permits CL+2Y Annual Licenses Issued
ApplicationsPermits Issued
CA - CCP 337 (4Y)CA - CCP 337.1 - (LA4Y)CA - CCP 337.15 - (LA10Y)CA - GOV 945.6(a)(2) - (LA6M; LA2Y)CA - GOV 34090 - (2Y) 109 Public Works Traffic, Transportation Traffic and Transportation Planning Records and information of traffic engineering and transportation planning activities, including studies and surveys.
5Y School-related Studies/Surveys
Speed SurveysStreet/Highway Studies/SurveysTraffic Calming RequestsTraffic CountsTransportation Planning CA - GOV 945.6(a)(2) - (LA6M; LA2Y)CA - GOV 34090 - (2Y) 110 Public Works Traffic, Transportation Traffic Control and Improvement Records and information related to the City's efforts to manage and improve traffic and circulation. 2Y Bicycles Enforcement Highway CorridorsImpact StudiesSignalsSignsTemporary Street Closures CA - GOV 945.6(a)(2) - (LA6M; LA2Y)CA - GOV 34090 - (2Y) 111 Public Works Traffic, Transportation Transportation Program Services Records and information related to the City's efforts to provide effective methods by which people and materials move through the City.

AC+3Y Alternative Transportation Demand / Transportation Demand ManagementTransportation Systems Management (TDM) / Alternative Modes / Bicycle CA - GOV 945.6(a)(2) - (LA6M; LA2Y)CA - GOV 34090 - (2Y)US - 2 CFR 200.334 - (CL+3Y) 2/2/2023 Page 12 of 13
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City of St. Helena
2016 Retention Schedule
Rec. No. Applicable Department(s) Business Process Record Category Name Record Category Description Approved Retention Sample Records from the Category Comments Citations Vital? AC = While Active AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year LA = Limitation on Actions LI = Life (of contract, program, asset) PR = Permanent S = Superseded/Overwritten TE = Termination 112 Public Works Waste Management Air, Sewer, Water and Solid Waste Records and information associated with planning and maintenance of sewers, waste, water, and land use. CL+12Y Backflow Prevention Diversion Goals Environmental ConservationEnvironmental ProgramsFlood ControlLandfillsMeter InventoryNPDES (Engineering)Pipe InventoryPollution Control PermitsRecycling (campaigns, events, reports )Sanitary District Storm Water MonitoringStorm Water Pollution PermitsTreatment PlanTrash ServicesUnderground Service Alerts (USA)Waste Water ReclamationWater Agency InformationWater Runoff TestingWeight Tickets CA - 14 CCR 18809.4(a)(4) - (3Y)CA - 22 CCR 64470 - (10Y)CA - CCP 337 - (LA4Y)CA - CCP 338 - (LA3Y)CA - CCP 338.1 - (LA5Y)CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y)CA - WAT 13263.2(b) - (3Y)US - 40 CFR 70.6 - (CL+5Y)US - 40 CFR 122.21(p) - (5Y)US - 40 CFR 122.41(j) - (5Y)US - 40 CFR 141.33(1) - (5Y; 10Y)US - 40 CFR 141.91 - (12Y)US - 40 CFR 141.155 - (3Y)US - 40 CFR 261.32 - (3Y) 113 Public Works Waste Management Hazardous Waste, Monitoring and Remediation
Planning, monitoring and contingency/emergency action plans for hazardous waste, emergency and spill response, natural and exposure emergencies, notifications and response; environmental action plans and supporting documentation; hazardous communications plans, including labeling, MSDS controls, training programs and procedures.

CL+30Y Electronic Waste (E-Waste)
Emergency Response ProgramsEmployee Hazardous Chemical ExposureHazardous Material Incident ReportsHazardous Substances Shipping ManifestsHazardous WasteMaterial Safety Data Sheets (MSDS)Proposition 65 MonitoringRadiation Exposure RecordsRadioactive MaterialsSite MitigationToxic Substance Inventory CA - 8 CCR 3204d - (CL+30Y)CA - 8 CCR 14300.33 - (CU+5Y)CA - CCP 338.1 - (LA5Y)CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y)CA - HSC 25160.8(c)(3)(D) - (AC+3Y)US - 29 CFR 1910.1020 - (CL+30Y)US - 40 CFR 141.33 - (10Y)US - 40 CFR 141.91 - (12Y) CA - 8 CCR 3204(d) - (CL+30Y)CA - 22 CCR 66262.40 - (3Y)CA - 22 CCR 66263.22 - (3Y)CA - CCP 338.1 - (LA5Y)CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y)CA - HSC 25244.19 - (4Y)CA - HSC 25244.20 - (4Y)CA - HSC 25160.8(c)(3)(D) - (AC+3Y)US - 29 CFR 1910.1020 - (CL+30Y)US - 40 CFR 141.33(1) - (5Y; 10Y)US - 40 CFR 141.91 - (12Y)US - 40 CFR 268.7 - (3Y) 2/2/2023 Page 13 of 13
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Report to the City Council
Regular City Council - 14 Feb 2023
Agenda Section: CONSENT ITEMS
Subject: Consideration and Proposed Adoption of a Resolution Authorizing: (1) the City Manager to Execute an Agreement with Urban Land Institute (ULI) in an amount not-to-exceed $36,000 to provide a Downtown Placemaking Study and
Technical Advisory Panel; and (2) a Budget increase of
$36,000 to 101-4500-2130 and use of General Fund Balance of the Same.

CEQA
Determination:

Exempt
Prepared By: Maya DeRosa, Community Development Director Reviewed By: April Mitts, Assistant City Manager
Approved By: Anil Comelo, City Manager

BACKGROUND
Urban Land Institute (ULI) is the oldest and largest network of cross-disciplinary real estate and land use experts in the world. Since 1947, ULI has harnessed the technical expertise of its members to help communities solve difficult land use, development, and redevelopment challenges. ULI has conducted over 650 Advisory Services Panels in 47 U.S. states, 12 countries, and 4 continents. Since 2006, ULI San Francisco (ULI SF) has adapted this model to provide Technical Assistance Panels (TAPs) for use at the local level, assisting over 30 cities throughout the San Francisco Bay Area.

ULI San Francisco TAPs provide expert, multidisciplinary advice to public agencies and nonprofit organizations facing complex land use and real estate issues in the Bay Area.

Drawing from their extensive membership base, ULI SF panels offer objective and responsible advice on a wide variety of land use and real estate issues ranging from sitespecific projects to public policy questions.

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ULI SF assembles a multidisciplinary panel of experts that explore the project, interview stakeholders, and make recommendations. TAP Panelists consists of unpaid volunteers from the 2,300+ ULI members in the San Francisco District Council chosen specifically for each assignment. Depending on the issues being tackled, panel member expertise may be comprised of developers and owners, investors, designers, planners, engineers, market, and financial analysts, as well as members of the public sector. The strength of ULI SF’s Technical Assistance Panels lies in the cross-section of experts, who do not have a vested interest in the project, examining the issues from multiple angles and producing recommendations and/or an implementation strategy that is based on sound information, community realities, and best practices.

This contract and scope of work included in this report recommends engaging the services of ULI to assist the City moving forward important economic development goals through a TAP panel.

DISCUSSION
St. Helena is in a pivotal time in charting forward its economic development potential. The City desires to strategically assesses its unique assets to refresh its appeal and engage the expertise of ULI in a 2 day TAP. The Community Development Department has considered some of the recommendations from the book, “Place Branding for Small Cities, Regions and Downtowns” by Bill Baker. The City sees place branding as a first essential step as it will help direct what type of land uses are needed to build on that brand, clarify to future investors a bold vision for vitality, inform our strategy with surplus properties, set the stage for the elements of future wayfinding signage, and direct all media imaging including the City website. The draft scope of work is attached to the professional service agreement and the key focus of the panel will include the following questions (also see Scope of Work attached to the Agreement):

1. Based on the Panel’s expertise, interviews with stakeholders and other research, what are downtown St. Helena’s strengths, weaknesses, opportunities, and threats (SWOT analysis) that should be incorporated into placemaking? Strengths and weaknesses describe existing conditions and opportunities and threats identify potential future conditions.

2. Based on the SWOT analysis, what should St. Helena’s distinctive brand be? How should St. Helena differentiate itself as a distinctive destination city in the wine country region?

3. How should the placemaking effort interact with the City’s current plan and land use regulations?
Once these key questions are answered, the scope also includes recommendations from ULI to provide a decision-making framework to guide city officials in implementing the placemaking, place-branding and urban design perspectives. This would include City tools and measures that could be used.

Day 1 of the TAP will include a tour of the downtown by City staff followed by stakeholder interviews until early afternoon. The remaining focus of the time in St.

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Helena will be collaboration by the ULI panel on recommendations addressing the key questions above. On the afternoon of Day 2, the ULI panel will present their findings in a presentation to the City. Approximately 3-4 months following the panel, the City will receive a detailed and illustrated Final Report with an implementation plan to realize the vision set forth. The ULI panel will be provided with a detailed briefing book prepared by the City with baseline information about prior studies and adopted plans in advance of the TAP in St. Helena. City staff will identify the key stakeholders to be interviewed and be responsible for setting up the interviews on Day 1. The St. Helena TAP is planned for March 13-14th, 2023. The Carnegie building will be the primary workspace for the ULI panel during this time.

FISCAL IMPACT
The estimated fiscal impact of this contract is $36,000, which is not currently budgeted and will require a budget increase of $36,000 to 101-4500-2130 and use of General Fund fund balance.

General Fund balance will be utilized to cover the increased cost to the General Fund.

Below is a summary of the impact on the estimated Net position:

General Fund Estimated Unassigned Net Position
Revised Estimated Unassigned Net Position (6/30/23) $10,245,235 Percent of Expenses Based on Total Net Position 53%
WWTP Contingency (Interfund Loan, if needed) ($2,000,000) Revised Estimated Unassigned Net Position (6/30/23) $8,245,235 Percent of Expenses Based on Total Net Position 43%

RECOMMENDED ACTION
Staff recommends City Council adopt the attached resolution.

ATTACHMENTS
Resolution ULI Agreement
St. Helena_ULI SF 2023 TAP Agmt_2-9-2023
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Resolution: ULI Agreement
CITY OF ST. HELENA
RESOLUTION NO 2023-
CONSIDERATION AND PROPOSED ADOPTION OF A RESOLUTION AUTHORIZING : (1) THE

CITY MANAGER TO EXECUTE AN AGREEMENT WITH URBAN LAND INSTITUTE (ULI) IN AN AMOUNT NOT-TO-EXCEED $36,000 TO PROVIDE DOWNTOWN PLACEMAKING STUDY AND TECHNICAL ADVISORY PANEL; AND (2) A BUDGET INCREASE OF $36,000 TO 101-4500-2130

AND USE GENERAL FUND BALANCE OF THE SAME

RECITALS
A. The City of St. Helena (“City”) has identified the need to strategically expand its economic development potential to have thriving businesses and a sound fiscal future; and B. The City of St. Helena desires to obtain a decision-making framework to guide City officials in implementing the placemaking, place-branding and urban design perspectives that will help realize economic development goals; and
C. Urban Land Institute (“ULI”), through the services provided through a Two-Day Technical Assistance Panel on March 13-14, 2023 and the subsequent preparation of a Technical Assistance Panel Report (“Services”) can help the City achieve these economic development goals;
D. The City of St. Helena desires to utilize General Fund balance to pay for these services and requests the City Council authorize a budget increase of $36,000; and E. The City and ULI desire to enter into an agreement (Exihibit A) for a total amount not-toexceed $36,000 to provide said Services.

RESOLUTION
NOW, THEREFORE, the City Council of the City of St. Helena resolves as follows:

1. Authorizes the City Manager to execute STH Contract: FY2022-23 in a total contract amount not-to-exceed $36,000 with Urban Land Institute.

2. Authorizes a budget increase of $36,000 to 101-4500-2130 and use of General Fund fund balance of the same.

Approved at a Regular Meeting of the St. Helena City Council on February 14, 2023, by the following vote:

Mayor Dohring: __________
Vice Mayor Hall: __________
Councilmember Chouteau: __________
Councilmember Hardy: __________
Councilmember Summers: __________
Agenda Item #9.2.

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Resolution: ULI Agreement
APPROVED: ATTEST:
__________________________ __________________________
Paul Jamison Dohring, Mayor Cindy Tzafopoulos, City Clerk Agenda Item #9.2.

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AGREEMENT FOR TECHNICAL ASSISTANCE
THIS AGREEMENT (“Agreement”), made and entered into on February 14, 2023 (“Effective Date”) by and between the City of St. Helena, located in the County of Napa, State of California (City), and ULI – The Urban Land Institute on behalf of its ULI San Francisco District Council, (Consultant).

RECITALS:

A. City desires to retain Consultant to furnish technical assistance in connection with the project described as a Downtown Placemaking Study and 2-Day Technical Assistance Panel (TAP).

B. Consultant has represented that Consultant (acting through its staff and volunteer members) has the necessary expertise, experience, and qualifications to perform the required duties.

NOW, THEREFORE, in consideration of the mutual premises, covenants, and conditions herein contained, the parties agree as follows:

SECTION 1 – BASIC SERVICES
Consultant agrees to perform the services set forth in Exhibit A, “Scope of Services” attached hereto and incorporated herein by this reference.

SECTION 2 – ADDITIONAL SERVICES
Consultant shall not be compensated for any services rendered in connection with its performance of this Agreement that are in addition to or outside of those set forth in this Agreement or Exhibit A, “Scope of Services” (the “Services”), unless such additional Services and compensation are authorized in advance and in writing by the City Council or City Manager of the City.

SECTION 3 – TIME FOR COMPLETION
The term of this Agreement shall be from the Effective Date to August 31, 2023, unless earlier terminated as provided herein. The Parties may, by mutual written consent, extend the term of this Agreement if necessary to complete the Project. The time for completion of Services shall be as identified in Exhibit A, “Scope of Services”. The parties expressly agree that time is of the essence in the performance of this Agreement.

SECTION 4 – COMPENSATION AND METHOD OF PAYMENT
A. Subject to any limitations set forth in this Agreement, City agrees to pay Consultant the amount specified in Exhibit A, “Scope of Services”. Total compensation shall not exceed Thirty-Six Thousand Dollars ($36,000) unless additional compensation is approved in accordance with Section 2. Total compensation shall include all expenses, including travel, lodging, materials, food (which shall include two (2) breakfasts, two (2) lunches, one (1) dinner DocuSign Envelope ID: 35D08ECA-8880-483E-9176-D0AF714BC8AC Agenda Item #9.2.

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and coffee, water, and snacks for the 2-Day TAP, but exclude alcohol), printing, and miscellaneous expenses. City shall be responsible for arranging and paying for lodging and food, a venue for the TAP workshop, and providing a City tour to Consultant in City-owned vehicles.

Consultant shall be responsible for travel and/from the 2-Day TAP, any and all incidentals associated with lodging and travel, and for food City has not arranged for.

B. City shall pay to Consultant an advance payment of Twenty-Five Dollars ($25,000) within ten (10) days after the execution of this Agreement by both parties. Consultant shall furnish to City an invoice for the remaining Five Thousand Dollars ($5,000) after all work has been performed following submission of the final report in Exhibit A, for a total amount not to exceed Thirty Thousand Dollars ($30,000). If no charges or expenses are disputed, and all Services has been satisfactorily performed by the Consultant, the final invoice shall be approved, and City will use its best efforts to cause Consultant to be paid within 30 days of receipt of invoice. If the City disputes any charges or expenses, the City will return the original invoice to Consultant for correction and resubmission and communicate any issues with Consultant’s Services that need to be resolved.

C. Payment to the Consultant for work performed pursuant to this Agreement shall not be deemed to waive any defects in work performed by Consultant.

SECTION 5 – STANDARD OF PERFORMANCE
A. Consultant represents and warrants that its staff and volunteers engaged to perform the Services have the qualifications, experience and facilities necessary to properly perform the Services required under this Agreement in a thorough, competent and professional manner consistent with its tax-exempt educational mission. Consultant shall at all times faithfully, competently and to the best of its ability, experience and talent, perform all Services described herein.

B. In order to induce City to enter into this Agreement, Consultant represents that it is duly organized, existing and in good standing under applicable state law; that Consultant is duly qualified to conduct business in the State; that Consultant has duly authorized the execution, delivery and performance of this Agreement and the Services to be performed herein; and that the Agreement does not violate or create a default under any instrument, agreement, order or decree binding on Consultant.

C. Except as stated above, Consultant makes no express or implied warranties regarding the Work Product or Services to be provided hereunder, and all Work Product and Services are provided “AS IS.”
SECTION 6 – INSURANCE REQUIRED
Consultant shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Consultant, its agents, volunteers, representatives, or employees, as indicated:

A. Minimum Scope of Insurance. Coverage shall be at least as broad as:

DocuSign Envelope ID: 35D08ECA-8880-483E-9176-D0AF714BC8AC Agenda Item #9.2.

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1. Insurance Services Office Commercial General Liability coverage (occurrence form CG 0001).

2. Insurance Services Office form number CA 0001 (Ed. 1/87) covering Hired and Non-Owned Automobile Liability.

3. Workers’ Compensation insurance as required by the State of California and Employer’s Liability Insurance.

B. Minimum Limits of Insurance. Consultant shall maintain limits no less than:

1. General Liability: $1,000,000 per occurrence for bodily injury, personal injury and property damage including operations, products and completed operations, as applicable. If Commercial General Liability Insurance or other form with a General Liability Insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit.

2. Automobile Liability: $1,000,000 per accident for bodily injury and property damage.

3. Employer’s Liability: $1,000,000 per accident for bodily injury or disease.

C. Excess Limits. If Consultant maintains higher limits than the minimums shown above, City requires and shall be entitled to coverage for the higher limits maintained by Consultant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City.

D. Primary Coverage. For any claims related to this Agreement, Consultant’s insurance coverage shall be primary insurance as respects to City, its officers, officials, employees and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, employees, or volunteers shall be excess of Consultant’s insurance and shall not contribute with it.

E. Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions of $25,000 or greater must be declared to and approved by City.

F. Other Insurance Provisions. The commercial general liability is to contain, or be endorsed to contain, the following provisions:

1. The City, its agent, officers, officials, employees, and volunteers are to be covered as additional insured as respects: liability arising out of work or operations performed by Consultant or Consultant’s subconsultants; or automobile leased, hired, or used by Consultant.

2. For any claims related to Consultant’s conduct while performing the work of this project, the Consultant’s insurance coverage shall be primary insurance as respects the City, its agents, officers, officials, employees and volunteers. Any insurance or self-insurance maintained by the City, its agents, officers, officials, employees or volunteers shall be excess of the Consultant’s insurance and shall not contribute with it.

3. Each insurance policy required by this clause shall be endorsed to state that coverage shall not be cancelled by either party, except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the City.

DocuSign Envelope ID: 35D08ECA-8880-483E-9176-D0AF714BC8AC Agenda Item #9.2.

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4. Coverage shall not extend to any indemnity coverage for the active negligence of the additional insured in any case where an agreement to indemnify the additional insured would be invalid under Subsection (b) of Section 2782 of the Civil Code.

G. Waiver of Subrogation. Consultant’s commercial general liability, automobile liability, workers’ compensation, and employer’s liability policies shall be endorsed with a waiver of subrogation. The insurance company, in its endorsement, agrees to waive all rights of subrogation against the City, its agents, officers, officials, employees and volunteers for losses paid under the terms of this policy which arises from the work performed by the named insured for the City.

H. The Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best’s rating of no less than A: VII, unless otherwise acceptable to the City.

I. Verification of Coverage. Consultant shall furnish the City with original certificates and amendatory endorsements effecting coverage required by this clause. The endorsements should be on forms provided by the City or on forms that conform to City requirements. All certificates and endorsements are to be received and approved by the City before work commences. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements affecting the coverage required by these specifications at any time.

SECTION 7 – INDEMNIFICATION
A. To the fullest extent allowed by law (including without limitation California Civil Code Sections 2782 and 2782.8, as may be applicable), Consultant shall indemnify, defend, and hold harmless City, its agents, officers, officials, employees, representatives, and volunteers from any and all claims, demands, suits, loss, damages, injury, and/or liability (including any and all costs and expenses in connection therewith, including legal fees and expert witness costs) (collectively, “Liabilities”), incurred by reason of any negligent or otherwise wrongful act or omission of Consultant, its officers, agents, employees, subconsultants, and subcontractors, or any of them, under or in connection with this Agreement; and Consultant agrees at its own cost, expense and risk to defend any and all claims, actions, suits, or other legal proceedings brought or instituted against City, its agents, officers, officials, employees and volunteers, or any of them, arising out of, pertaining to, or relating to such negligent or otherwise wrongful act or omission, and to pay and satisfy any resulting judgments. Consultant also agrees to hold City harmless for, and agrees not to sue the City for, any issues that arise from lodging, travel, or food that the City arranges for the Consultant pursuant to this Agreement.

B. When Consultant under this Agreement is duly licensed under California Business and Professions Code as an architect, landscape architect, professional engineer, or land surveyor (i.e., a “design professional,” pursuant to Civil Code § 2782.8(c)), the provisions of this section regarding Consultant’s duty to defend and indemnify apply only to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of Consultant.

C. If any action or proceeding is brought against Indemnitees by reason of any of the matters against which Consultant has agreed to indemnify Indemnitees as provided above, Consultant, upon notice from City, shall defend Indemnitees at Consultant’s expense by counsel DocuSign Envelope ID: 35D08ECA-8880-483E-9176-D0AF714BC8AC Agenda Item #9.2.

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acceptable to City, such acceptance not to be unreasonably withheld. Indemnitees need not have first paid for any of the matters to which Indemnitees are entitled to Indemnification in order to be so indemnified. The insurance required to be maintained by Consultant shall ensure Consultant’s obligations under this section, but the limits of such insurance shall not limit the liability of Consultant hereunder. The provisions of this section shall survive the expiration or earlier termination of this Agreement.

D. The provisions of this section do not apply to claims to the extent occurring as a result of the City’s negligence, active negligence, or willful acts or misconduct.

E. Duty to Cooperate. Each party shall notify the other party immediately in writing of any claim or damage related to activities or Services performed under this Agreement. The parties shall cooperate with each other in the investigation and disposition of all Liabilities arising out of the activities or Services under this Agreement.

F. Notwithstanding the foregoing or any other provision of this Agreement, because the Consultant desires to utilize the City’s vehicles for the purposes of traveling through the City’s jurisdiction, and because the City is only willing to permit the same under the express requirement that it be held harmless to the maximum extent permitted by law, the Parties agree as follows:

To the fullest extent allowed by law (including without limitation California Civil Code Sections 2782 and 2782.8, as may be applicable), Consultant shall indemnify, defend, and hold harmless City, its agents, officers, officials, employees, representatives, and volunteers from any and all claims, demands, suits, loss, damages, injury, and/or liability (including any and all costs and expenses in connection therewith, including legal fees and expert witness costs) (collectively, “Liabilities”) that, in whole or in part, arise out of, relate to, or are incident to the transportation of persons in City owned vehicles in connection with the Services except to the extent that such Liabilities are caused by the sole active gross negligence or willful misconduct of the City (“Vehicle Claims”); and Consultant agrees at its own cost, expense and risk to defend any and all claims, actions, suits, or other legal proceedings brought or instituted against City, its agents, officers, officials, employees and volunteers, or any of them, in whole or in part arising out of, pertaining to, or relating to such Vehicle Claims, and to pay and satisfy any resulting judgments. Subsections C. and E. above are incorporated into this provision by reference, and Subsections A, B, and D above is not incorporated into this provision by reference.

SECTION 8 – INDEPENDENT CONTRACTOR STATUS
A. Consultant is and shall at all times remain a wholly independent contractor and not an officer, employee or agent of City. Consultant shall have no authority to bind City in any manner or to incur an obligation, debt or liability of any kind on behalf of or against City, whether by contract or otherwise, unless such authority is expressly conferred under this Agreement or is otherwise expressly conferred in writing by City.

B. The employed personnel (if any) performing the Services under this Agreement on behalf of Consultant shall at all times be under Consultant’s exclusive direction and control.

Neither City, nor any elected or appointed boards, officers, officials, employees or agents of City, shall have control over the conduct of Consultant or any of Consultant’s officers, DocuSign Envelope ID: 35D08ECA-8880-483E-9176-D0AF714BC8AC Agenda Item #9.2.

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employees or agents, except as set forth in this Agreement. Consultant shall not at any time or in any manner represent that Consultant or any of Consultant’s officers, employees or agents are in any manner officials, officers, employees or agents of City.

C. Neither Consultant, nor any of Consultant’s officers, employees or agents, shall obtain any rights to retirement, health care or any other benefits which may otherwise accrue to City’s employees. Consultant expressly waives any claim Consultant may have to any such rights.

SECTION 9 – CONFLICTS OF INTEREST AND ANTI-FRAUD AND ANTICORRUPTION POLICIES A. Consultant covenants that neither it, nor any officer or principal of its firm, has or shall acquire any interest, directly or indirectly, which would conflict in any manner with the interests of City or which would in any way hinder Consultant’s performance of Services under this Agreement. Consultant further covenants that in the performance of this Agreement, no person having any such interest shall be employed by it as an officer, employee, agent, or subcontractor without the express written consent of the City Manager. Consultant agrees to at all times avoid conflicts with the interests of City in the performance of this Agreement.

B. City understands and acknowledges that Consultant is, as of the date of execution of this Agreement, independently involved in the performance of non-related Services for other governmental agencies and private parties. Consultant is aware of any stated position of City relative to such projects. Any future position of City on such projects shall not be considered a conflict of interest for purposes of this section.

C. Consultant understands and acknowledges City maintains an anti-fraud and anticorruption policy to protect the City, its operations, and its employees from and against financial risks, operational breaches, and unethical, fraudulent and corrupt activities. Consultant represents and warrants that Consultant, its subcontractor(s) / subconsultant(s) and their respective employees providing Services pursuant to the Agreement are (1) in good standing; (2) have not been previously investigated, convicted, or debarred for fraudulent or corrupt activities; (3) will not participate in fraudulent or corrupt activities, and (4) will take steps to ensure that its employees and subcontractor(s) / subconsultant(s) employees do not participate in any fraudulent or corrupt activities. Consultant acknowledges and agrees further that it has a duty to and will report to City any information or incident(s) about possible fraudulent or corrupt activities Consultant may discover, and will cooperate in any fraud or corruption investigation conducted, with respect to Consultant’s service provided pursuant to this Agreement.

SECTION 10 – OWNERSHIP OF DOCUMENTS
A. All original maps, models, designs, drawings, photographs, studies, surveys, reports, data, notes, computer files, files and other documents prepared, developed or discovered by Consultant in the course of providing any Services pursuant to this Agreement shall become the sole property of City and may be used, reused or otherwise disposed of by City without the permission of the Consultant. When requested by City, but no later than three years after project completion, Consultant shall deliver to City all such original maps, models, designs, drawings, photographs, studies, surveys, reports, data, notes, computer files, files and other documents.

DocuSign Envelope ID: 35D08ECA-8880-483E-9176-D0AF714BC8AC Agenda Item #9.2.

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B. All copyrights, patents, trade secrets, or other intellectual property rights associated with any ideas, concepts, techniques, inventions, processes, improvements, developments, works of authorship, or other products developed or created by Consultant during the course of providing Services (collectively the “Work Product”) shall belong exclusively to City. The Work Product shall be considered a “work made for hire” within the meaning of Title 17 of the United States Code. Without reservation, limitation, or condition, Consultant hereby assigns, at the time of creation of the Work Products, without any requirement of further consideration, exclusively and perpetually, any and all right, title, and interest Consultant may have in the Work Product throughout the world, including without limitation any copyrights, patents, trade secrets, or other intellectual property rights, all rights of reproduction, all rights to create derivative works, and the right to secure registrations, renewals, reissues, and extensions thereof.

C. Notwithstanding the foregoing, it is further understood that Consultant shall have a non-transferable royalty-free perpetual license to make such non-commercial use of its Work Product hereunder as it may deem desirable in furtherance of its charitable mission, and the City hereby specifically agrees Consultant may publish and disseminate any final report or any part created thereof created hereunder in conjunction with its programs.

SECTION 11 – CONFIDENTIAL INFORMATION; RELEASE OF

INFORMATION
A. All information gained or work product produced by Consultant in performance of this Agreement shall be considered confidential, unless such information is in the public domain or already known to Consultant. Except as allowed by Section 10.C. above, Consultant shall not release or disclose any such information or work product to persons or entities other than City without prior written authorization from the City Manager, except as may be required by law.

B. Consultant, its officers, employees, agents or subcontractors, shall not, without prior written authorization from the City Manager or unless requested by the City Attorney of City, voluntarily provide declarations, letters of support, testimony at depositions, response to interrogatories or other information concerning the work performed under this Agreement.

Response to a subpoena or court order shall not be considered “voluntary” provided consultant gives City notice of such court order or subpoena.

C. If Consultant, or any officer, employee, agent or subcontractor of Consultant, provides any information or work product in violation of this Agreement, then City shall have the right to reimbursement and indemnity from Consultant for any damages, costs and fees, including attorneys’ fees, caused by or incurred as a result of Consultant’s conduct.

D. Consultant shall promptly notify City should Consultant, its officers, employees, agents or subcontractors be served with any summons, complaint, subpoena, notice of deposition, request for documents, interrogatories, request for admissions or other discovery request, court order or subpoena from any party regarding this Agreement and the work performed thereunder. City retains the right, but has no obligation, to represent Consultant or be present at any deposition, hearing or similar proceeding. Consultant agrees to cooperate fully with City and to provide City with the opportunity to review any response to discovery requests provided by Consultant. However, this right to review any such response does not imply or mean the right by City to control, direct, or rewrite such response.

DocuSign Envelope ID: 35D08ECA-8880-483E-9176-D0AF714BC8AC Agenda Item #9.2.

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SECTION 12 – SUSPENSION OF WORK
City may, at any time, by ten (10) days’ written notice suspend further performance by Consultant. All suspensions shall extend the time schedule for performance in a mutually satisfactory manner and Consultant shall be paid for Services performed and reimbursable expenses incurred prior to the suspension date.

SECTION 13 – COMPLIANCE WITH LAW
Consultant shall keep itself informed of and comply with all applicable federal, state and local laws, statutes, codes, ordinances, regulations and rules in effect during the term of this Agreement. Consultant shall obtain any and all licenses, permits and authorizations necessary to perform the Services set forth in this Agreement. Neither City, nor any elected or appointed boards, officers, officials, employees or agents of City, shall be liable, at law or in equity, as a result of any failure of Consultant to comply with this section.

SECTION 14 – COMPLIANCE WITH CIVIL RIGHTS
During the performance of this contract, Consultant agrees as follows:

A. Equal Employment Opportunity. In connection with the execution of this Agreement, Consultant shall not discriminate against any employee or applicant for employment because of race, religion, color, ancestry, age, sexual orientation, gender, gender identity and gender expression as protected categories specifically and expressively in that category, physical handicap, medical condition, marital status, sex, or national origin. Such actions shall include, but not be limited to, the following: employment, promotion, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rate of pay or other forms of compensation; and selection for training including apprenticeship.

B. Nondiscrimination Civil Rights Act of l964. Consultant will comply with all applicable federal regulations relative to nondiscrimination to federally-assisted programs.

C. Solicitations for Subcontractors including Procurement of Materials and Equipment.

In all solicitations, either by competitive bidding or negotiations, made by Consultant for work to be performed under a subcontract, including procurement of materials or leases of equipment, each potential subcontractor, supplier, or lessor shall be notified by Consultant of Consultant’s obligations under this Agreement and the regulations relative to nondiscrimination.

SECTION 15 – AUDIT AND INSPECTION OF RECORDS
A. Records of Consultant’s direct labor costs, payroll costs, and reimbursable expenses pertaining to this project covered by this Agreement will be kept on a generally recognized accounting basis and made available to City if and when required for a period of up to 3 years from the date of Consultant’s final invoice.

DocuSign Envelope ID: 35D08ECA-8880-483E-9176-D0AF714BC8AC Agenda Item #9.2.

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B. Consultant shall maintain all documents and records prepared by or furnished to Consultant during the course of performing the Services for at least three (3) years following completion of the Services. Such records include, but are not limited to, correspondence, internal memoranda, technical reports and investigations, calculations, books and accounts, accounting records documenting its work under its Agreement, and invoices, payrolls, records and all other data related to matters covered by this Agreement.

C. Consultant shall permit City to audit, examine and make copies, excerpts and transcripts from such records, and the Consultant shall in no event dispose of, destroy, alter, or mutilate said books, records, accounts, and data in any matter whatsoever for three (3) years after City makes the final or last payment or within three (3) years after any pending issues between City and Consultant with respect to this Agreement are closed, whichever is later.

SECTION 16 – LIMITATION OF LIABILITY
A. Consultant agrees that any liability of City arising in connection with this Agreement shall be limited exclusively to the City-entity identified as the “City” under this Contract. Under no circumstance shall any other City-entity be liable to Consultant under any theory, whether in contract, tort, or otherwise, and Consultant waives unconditionally any such claims. Consultant hereby waives and release other City-entities from any liability under this Agreement.

B. Notwithstanding any other provision of this Agreement, in no event shall either party be liable, regardless of whether any claim is based on contract or tort, for any special, consequential, indirect or incidental damages, including, but not limited to, lost profits or revenue, arising out of or in connection with this Agreement or the Services performed hereunder.

SECTION 17 – COOPERATION BY CITY
All public information, data, reports, records, and maps as are existing and available to City as public records, and which are necessary for carrying out the work as outlined in the Exhibit A, “Scope of Services”, shall be furnished to Consultant in every reasonable way to facilitate, without undue delay, the work to be performed under this Agreement.

SECTION 18 – NOTICES
All notices required or permitted to be given under this Agreement shall be in writing and shall be personally delivered, or sent by email or first class mail, addressed as follows:

To City: City Manager
1572 Railroad Avenue
St. Helena, California 94574
Email: [email protected]
To Consultant: Urban Land Institute, San Francisco
2 Bryant Street, Suite 300
San Francisco, CA 94105
DocuSign Envelope ID: 35D08ECA-8880-483E-9176-D0AF714BC8AC Agenda Item #9.2.

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Email: [email protected]
Notice shall be deemed effective on the date personally delivered or transmitted by email upon confirmation of receipt, or, if mailed, three (3) days after deposit in the custody of the U.S.

Postal Service.

SECTION 19 – TERMINATION
A. City may terminate this Agreement, with cause, at any time by giving ten (10) days’ written notice of termination to Consultant. If such notice is given, Consultant shall cease immediately all work in progress.

B. If either Consultant or City fail to perform any material obligation under this Agreement and such failure is not cured within ten days after receiving written notice describing the failure, then, in addition to any other remedies, either Consultant, or City may terminate this Agreement immediately upon written notice.

C. Upon termination of this Agreement by either Consultant or City, all property belonging to City which is in Consultant’s possession shall be delivered to City. Consultant shall furnish to City a final invoice for work performed and expenses incurred by Consultant, prepared as set forth in this Agreement.

SECTION 20 – ATTORNEYS’ FEES
If litigation or other proceeding is required to enforce or interpret any provision of this Agreement, the prevailing party in such litigation or other proceeding shall be entitled to an award of reasonable attorneys’ fees, costs and expenses, in addition to any other relief to which it may be entitled. In addition, any legal fees, costs and expenses incurred to enforce the provisions of this Agreement shall be reimbursed to the prevailing party.

SECTION 21 – ENTIRE AGREEMENT
This Agreement, including the attached Exhibit, is the entire, complete, final and exclusive expression of the parties with respect to the matters addressed therein and supersedes all other agreements or understandings, whether oral or written, or entered into between Consultant and City prior to the execution of this Agreement. No statements, representations or other agreements, whether oral or written, made by any party which are not embodied herein shall be valid and binding unless in writing duly executed by the parties or their authorized representatives.

SECTION 22 – SUCCESSORS AND ASSIGNS
This Agreement shall be binding on the heirs, executors, administrators, successors and assigns of the parties. However, this Agreement shall not be assigned by Consultant without written consent of the City.

DocuSign Envelope ID: 35D08ECA-8880-483E-9176-D0AF714BC8AC Agenda Item #9.2.

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SECTION 23 – CONTINUITY OF PERSONNEL
Consultant shall make every reasonable effort to maintain the stability and continuity of Consultant’s staff assigned to perform the Services required under this Agreement. Consultant shall notify City of any changes in Consultant’s staff assigned to perform the Services required under this Agreement, prior to any such performance.

SECTION 24 – DEFAULT
In the event that Consultant is in default under the terms of this Agreement, the City shall not have any obligation or duty to continue compensating Consultant for any work performed after the date of default and may terminate this Agreement immediately by written notice to Consultant.

SECTION 25 – WAIVER
Waiver by any party to this Agreement of any term, condition, or covenant of this Agreement shall not constitute a waiver of any other term, condition, or covenant. Waiver by any party of any breach of the provisions of this Agreement shall not constitute a waiver of any other provision, or a waiver of any subsequent breach or violation of any provision of this Agreement. Acceptance by City of any work or Services by Consultant shall not constitute a waiver of any of the provisions of this Agreement.

SECTION 26 – LAW TO GOVERN; VENUE
This Agreement shall be interpreted, construed and governed according to the laws of the State of California. In the event of litigation between the parties, venue in state trial courts shall lie exclusively in the County of Napa. In the event of litigation in a U.S. District Court, venue shall lie exclusively in the Northern District of California, in San Francisco.

SECTION 27 – SEVERABILITY
If any term, condition or covenant of this Agreement is declared or determined by any court of competent jurisdiction to be invalid, void or unenforceable, the remaining provisions of this Agreement shall not be affected thereby and the Agreement shall be read and construed without the invalid, void or unenforceable provision(s).

SECTION 28 – THIRD PARTY BENEFICIARIES
Consultant’s subconsultants shall agree to be bound to the terms of the Agreement to the extent of their scope of Services, including but not limited to, terms regarding indemnity and dispute resolution, and shall agree that City is deemed an express third party beneficiary of their subconsultant agreements. Nothing contained in this Agreement, however, shall operate to confer such or similar rights or benefits on persons or entities not party to this Agreement.

DocuSign Envelope ID: 35D08ECA-8880-483E-9176-D0AF714BC8AC Agenda Item #9.2.

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SECTION 29 – STATUTES OF LIMITATION
As between the parties to this Agreement, any applicable statute of limitations for action arising out of, pertaining to, or relating to any act or failure to act in connection with this Agreement shall commence to run on the date of City’s issuance of the final Certificate for Payment, or termination of this Agreement, whichever is earlier, except for latent defects and/or deficiencies, for which the applicable statute of limitation shall begin to run upon discovery of the defect and/or deficiency and its cause.

SECTION 30 – FORCE MAJEURE
Failure by either party to perform its duties and obligations due to unforeseeable circumstances beyond its reasonable control and not due to its negligence shall not be considered a default of this Agreement. For purposes of this Agreement, such circumstances include, but are not limited to, acts of terrorism, riots, labor disputes, abnormal weather conditions, fires, floods, earthquakes, pandemics, epidemics, war, riots and over civil disturbances, and governmental prohibition. Should such circumstances occur, the non-performing party shall, within a reasonable time of being prevented from performing, give written notice to the other party describing the circumstances preventing continued performance and the efforts being made to resume performance of this Agreement. The other Party may cancel the Agreement without penalty if performance does not resume within thirty (30) days of the non-performing party’s notice.

IN WITNESS WHEREOF, the parties hereto have accepted, made, and executed this Agreement upon the terms, conditions, and provisions above stated, the day and year first above written.

CITY: CONSULTANT:

By: ________________________________ By: _________________________ Anil Comelo Natalie Sandoval
City Manager Executive Director
San Francisco District Council
Approved as to Form:

By: _________________________________ By: _________________________ Ethan Walsh Jill Lucken
City Attorney Executive Vice President
District Councils
DocuSign Envelope ID: 35D08ECA-8880-483E-9176-D0AF714BC8AC Agenda Item #9.2.

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[URBAN LAND INSTITUTE FEBRUARY 14, 2023]
Exhibit A
Scope of Services

INTRODUCTION
The City of St. Helena would like the ULI SF TAP to help revitalize its downtown through a placemaking study to develop a place brand and steps to implement that vision. Some opportunity areas for this include Lyman Park, Hunt Avenue terminus at Main Street and various downtown alleys. This Scope includes a 2-day placemaking TAP. St. Helena is located in the wine-growing Napa Valley region, 65 miles north of San Francisco. (See map in Exhibit 1.) For this TAP, the downtown is considered bounded by Pine Street to the North, Library Lane to the East, Pope Street to the South and Oak Street to the West. (See map Exhibit 2).

Background
The City was founded in 1834, incorporated as a city in 1876 and reincorporated in 1889. The City encompasses five square miles. The City has a population of 6,000 as of 2022, 445 hotel rooms as of 2018, 200,000 square feet of retail real estate as of August 20211, and 170 wineries within a 10-mile radius. An estimated 3.8 million visitors came to Napa Valley in 2022. The City’s economy has historically been agriculture-based, and its current economy is based on wine and tourism.

Three blocks of the downtown district on Main Street were placed on the National Register of Historic Places and designated a Historic Commercial District. (See map in Exhibit 2.) There are other notable landmark historic properties in the City that are individually listed on the National Register including the Greystone building at the Culinary Institute of America, the Beringer Estate (National Register District) and Spottswoode Winery (See map in Exhibit 2.)
The City needs new revenue sources in the coming years to maintain its fiscal health. Invigorating the downtown would a) attract more hotel visitors and provide higher transient occupancy taxes (TOT), and b) create higher value for commercial/retail properties and therefore higher property taxes2. However, there are some current constraints:
• The sidewalks on Main Street are in disrepair. Assuming the City receives repair funds from Caltrans, the improvements are estimated to be completed in 2023. • The City is preparing a Comprehensive Zoning Code Update following the General Plan adoption in 2019. The Code Update contains input from stakeholders and the public, the Planning Commission and the City Council. The Code Update should be considered in the placemaking vision.
• Downtown St. Helena does not have a unified plan for revitalization. The City intends to hire a consultant to prepare this plan but has not committed to a time frame. • The downtown has a parking problem. The City intends to hire a consultant to prepare a Parking Study concurrent with the Downtown Master Plan.
• The City is still recuperating from COVID, recent fires and a water emergency and has limited financial resources to address problems.
1 In August 2021, the City Manager presented the “Business Recovery Strategy” report to the City Council that said the downtown core retail had 200,000 square feet.
2 In the above report, the City Manager reported 20% retail vacancy.

DocuSign Envelope ID: 35D08ECA-8880-483E-9176-D0AF714BC8AC Agenda Item #9.2.

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[URBAN LAND INSTITUTE FEBRUARY 14, 2023]

TAP SCOPE
The Services associated with the Downtown placemaking study will include check in meetings between Consultant and the City in advance of the 2-Day TAP that will be held on March 13-14, 2023 in Napa County, a presentation at the 2-Day TAP, and a draft TAP report and final TAP report.

The questions to be addressed at the 2-Day TAP and in the TAP report are as follows:

1. Based on the Panel’s expertise, interviews with stakeholders and other research, what are downtown St. Helena’s strengths, weaknesses, opportunities and threats (SWOT analysis) that should be incorporated into placemaking? Strengths and weaknesses describe existing conditions and opportunities and threats identify potential future conditions.

2. Based on the SWOT analysis, what should St. Helena’s distinctive brand be? How should St. Helena differentiate itself as a distinctive destination city in the wine country region?

3. How should the placemaking effort interact with the City’s current plan and land use regulations?

4. Provide a decision-making framework to guide city officials in implementing the placemaking, place-branding and urban design perspectives. This would include City tools and measures that could be used.

Meetings with City
Consultant will arrange for check in meetings with the City leading up to the 2-day TAP to ensure project coordination and TAP panel needs are communicated.

Deliverables
1) Consultant shall present findings addressing the questions above to City officials and staff on Day 2 of the 2-Day TAP (with a PPT file to be shared with City). 2) Consultant shall submit a draft TAP Report for City Review within 4 months of the 2-Day TAP. 3) City shall provide feedback for the draft TAP Report to Consultant within 2 weeks of receiving the draft TAP Report.
4) Consultant shall submit a Final TAP Report (with pdf to City) and post the TAP report on the ULI SF website, and include in the ULI email newsletter by June 30, 2023.

FEE:

The fee to Consultant to complete the 2-day TAP, final report, and associated deliverables is Thirty Thousand Dollars ($30,000). The total estimate for hotel and food costs for eight (8) panelists and two (2) ULI staff is Six Thousand Dollars ($6,000), which brings the total contract amount not to exceed ThirtySix Thousand Dollars ($36,000).

Lodging and Venue: The City will be responsible for making and paying for lodging arrangements for a one-night stay on March 13, 2023 for up to eight (8) panelists and two (2) ULI staff in connection with the 2-Day TAP. Consultant is responsible for incidentals. The City will also provide a venue to hold the TAP workshop.

Food and refreshments: City is responsible for providing food and refreshments throughout the TAP workshop for TAP panelists and ULI staff. This would include coffee, water and snacks, light breakfast on both days (2 breakfasts), lunch on both days (2 lunches), and dinner at the end of the first day (1 dinner) for TAP panelists, ULI staff and invited City staff. City will not pay for alcohol.

DocuSign Envelope ID: 35D08ECA-8880-483E-9176-D0AF714BC8AC Agenda Item #9.2.

Page 41 of 103 ends

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[URBAN LAND INSTITUTE FEBRUARY 14, 2023]
Vehicle Tour: At Consultant’s request, City will provide Consultant a City tour by vehicle on March, 13, 2023. City employees will drive Consultant, including eight (8) panelists and two (2) ULI staff, in City-owned vehicles.

Mileage: No reimbursement will be provided to Consultant for travel to/from the 2-Day TAP.

DocuSign Envelope ID: 35D08ECA-8880-483E-9176-D0AF714BC8AC Agenda Item #9.2.

Page 42 of 103 ends

{D1041860.DOC / 2 } Page 16 of 17
[URBAN LAND INSTITUTE FEBRUARY 14, 2023]
Exhibit 1
Map of St. Helena
DocuSign Envelope ID: 35D08ECA-8880-483E-9176-D0AF714BC8AC Agenda Item #9.2.

Page 43 of 103 ends

{D1041860.DOC / 2 } Page 17 of 17
[URBAN LAND INSTITUTE FEBRUARY 14, 2023]
Exhibit 2
Map of St. Helena Downtown National Register District
DocuSign Envelope ID: 35D08ECA-8880-483E-9176-D0AF714BC8AC Agenda Item #9.2.

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Report to the City Council
Regular City Council - 14 Feb 2023
Agenda Section: CONSENT ITEMS
Subject: Consideration and Proposed Approval of a Resolution (1) Memorializing the Termination of the Phase II Water
Emergency in November 2021, effective December 2021; and (2) Confirmation of Staff's Proposal to Provide a
Recommendation for the Termination of the Phase I Water Emergency at a Council Meeting in July 2023.

CEQA
Determination:

Not a CEQA project
Prepared By: Joseph Leach, Public Works Director and City Engineer Reviewed By: April Mitts, Assistant City Manager
Approved By: Anil Comelo, City Manager

BACKGROUND
In response to the 2011 Safe Water Yield Committee recommendations and the 2015 State-mandated conservation requirements, the St. Helena Municipal Code Section

13.04 address various mandated conservation requirements and criteria for declaring water emergency phases. Section 13.04.220 establishes that at any time that the City Council finds and determines a water shortage emergency condition exists within the criteria of Sections 13.04.230 through 13.04.250, and that it is necessary to limit usage by the customers of the municipal water department, the City Council shall adopt a resolution setting forth the applicable phase.

The criteria for establishing Phase I Water Regulations, as determined by the Safe Yield Committee in its report dated March 17, 2011, shall be any or all the following:

1. The supply/usage balance, as calculated at the beginning of the fiscal year, is in deficit;

2. The volume of water to be delivered by the City of Napa in any fiscal year will not exceed four hundred (400) AF;
Agenda Item #9.3.

Page 45 of 103 ends

3. The volume of water anticipated to be available prior to the next November 1st, as determined by the Director of Public Works, is not sufficient to meet projected demand through November 1st without demand reduction measures being implemented; or

4. Conditions requiring the establishment of a Phase II water emergency, as determined by the Director of Public Works, appear to be imminent.

St. Helena Municipal Code Section 13.04.010 establishes that the City shall calculate the water supply/usage balance as soon as practicable after the end of each fiscal year.

The supply/usage balance is the difference between the safe annual yield of the City’s water supply and the total current usage with total current usage being the average usage over the last five fiscal years. The balance is positive, or in surplus, when the safe annual yield exceeds total current usage. The balance is negative, or in deficit, when the safe annual yield is less than total current usage.

As noted above, the 2011 Safe Yield Committee determined the Safe Yield was 1,950 acre-feet of water prior to the 200 acre-feet water increase from the City of Napa which was adopted in the December 2011 Water Agreement Amendment. This 2011 Amendment increased the City's allocation from 400 acre-feet to 600 acre-feet. The current Safe Yield of the City's Water Supply is 2,150 acre-feet.

The annual Water Shortage Emergency (WSE) is determined pursuant to the analytical methodology created by the Safe Yield Committee as identified in its report dated March 17, 2011. This calculation requires compilation and evaluation of multiple data sources including: annual and monthly production volumes for Louis Stralla Water Treatment Plant, Stonebridge Wells and Napa Water; monthly Bell Canyon water levels; operational water in the distribution system; water loss; and delivery to the water enterprise customers. The result of this analysis is the annual water supply/usage balance which then dictates if a water shortage emergency exists.

On June 23, 2020, the City Council adopted Resolution No. 2020-72 declaring a Phase I Water Emergency. Then on October 27, 2020, the City declared a Phase II Water Emergency with the adoption of Resolution No. 2020-107. The Public Works Director subsequently terminated the Phase II Water Emergency in November 2021, effective December 2021; however, it is necessary for the City Council to adopt a resolution declaring as such. The City has remained in a Phase I Water Emergency.

DISCUSSION
When the Phase I Water Emergency was adopted via Resolution 2020-72 on June 23, 2020, the Public Works Director presented criteria to the Council, conforming to the Safe Yield criteria and St. Helena Municipal Code, to support the declaration. Attachment 1 includes annual water demand trends for the past 12 fiscal years, combined water source production over the past 12 fiscal years, and a 17-year summary showing Bell Canyon capacity levels in May, November, and December.

Agenda Item #9.3.

Page 46 of 103 ends

The three tables below show the criteria utilized to determine the necessity to continue or rescind the Phase I Water Emergency.

Bell Canyon Reservoir Capacity
Month 2019 2020 2022 2023
November 57.0% 61.7%
December 71.7% 100.0%
May 62.9% TBD
Water Production Trend (Bell Canyon, Napa Intertie and Stonebridge Wells) Values in acre-feet; Fiscal Year 2022-23 is through January 2023 Source 2019-20 2020-21 2021-22 2022-23*
Bell Canyon 765 601 379 322
Napa Water 592 487 393 328
Stonebridge
Wells
300 576 466 162
Totals 1,657 1,664 1,238 812
Water Demand Trend (i.e. Water Billed)
Values in acre-feet; Fiscal Year 2022-23 is through January 2023 2019-20 2020-21 2021-22 2022-23*
Water Customers
Demand
1,488 1,372 1,032 645
Percent Loss (Audit) 85% 85% 85% 85%
Water Demand 1,751 1,614 1,214 759
It should also be noted that on January 26, 2023, the Department of Water Resources issued a letter to entities with State Water Contracts that their “Table A” water supply would be available to increase (Attachment 2).

Finally, the Monthly Water Report for January 2023 (to be included in the February 28, 2023 Council agenda) includes the graph of Projected Water Supply for Bell Canyon Reservoir (Attachment 1, page 6). Based upon the assumptions associated with the current supply (i.e. rainfall, customer demand, etc.), the City is projected to have sufficient supply beyond June 2024. While this projection is an estimate, the termination of the Phase I Water Emergency should conform to the recommendation of the Safe Yield Report and SHMC, which would dictate an evaluation after the end of the FY2022-23 in July 2023, with an evaluation of the Bell Canyon Reservoir capacity level at the end of May 2023.

Based on this information presented staff recommendations Council adopt a resolution:

Agenda Item #9.3.

Page 47 of 103 ends

1. Memoralizing the termination of the Phase II water emergency in November 2021, effective December 2021; and

2. Confirming staff's recommendation to bring a water update to the Council in July 2023 to allow for an evaluation of the Bell Canyon Reservoir capacity level at the end of the FY 2022-23 to determine if the corresponding analysis warrants adoption of a resolution terminating the Phase I Water Emergency.

FISCAL IMPACT
The current water rate structure includes a drought period surcharge that begins once the City implemented the Phase I Water Regulations. Drought rates are only applied to use charges (i.e. does not affect service/“base” charges). Drought rates are 6% higher than non‐drought rates. It is undetermined the order of magnitude, if any, the loss of revenue to be realized by the City since customer water use may change once the restrictions are rescinded.

RECOMMENDED ACTION
Adopt the attached resolution.

ATTACHMENTS
Attachment 1 - Presentation COSH Water Update_021423
Attachment 2 - DWR ltr SWP Table A Water_012623
Attachment 3 - Resolution_021423
Agenda Item #9.3.

Page 48 of 103 ends

City of St. Helena Water Update
Attachment 1
By: Joe Leach, PE
Director of Public Works
Public Works Department February 14, 2023 1
Agenda Item #9.3.

Page 49 of 103 ends

City of St. Helena Water Update
• Fiscal Year
water demand
incl. 15%
“system loss”
• FY2022-23 data
thru Jan 31
Last Phase 1 Emergency, 06/2020
2 Agenda Item #9.3.

Page 50 of 103 ends

City of St. Helena Water Update
• Fiscal Year
water
production
• FY2022-23 data
thru Jan 31
Last Phase 1 Emergency, 06/2020
3 Agenda Item #9.3.

Page 51 of 103 ends

City of St. Helena Water Update
• Combined
Water Source
Production since
FY 2011-12
• FY2022-23 data
thru Jan 31
Last Phase 1 Emergency, 06/2020
4 Agenda Item #9.3.

Page 52 of 103 ends

City of St. Helena Water Update
Last Phase 1 Emergency, 06/2020
• Bell Canyon
Capacity in
May, November
and December
since 2006
• FY2022-23 data
thru Jan 31
5 Agenda Item #9.3.

Page 53 of 103 ends

City of St. Helena Water Update
• Bell Canyon
Reservoir
Monthly
storage
• Projected
sufficient
supply (1814
AF) beyond
June 2024
6 Agenda Item #9.3.

Page 54 of 103 ends

City of St. Helena Water Update
• Prior to 2007 no City of Napa water was available
• Post 2011, the City has an annual allocation of 600 acre-feet from the City of Napa with the option to purchase an additional 200 acre-feet per year. • The 2011 Safe Yield Report assumes limiting the Stonebridge Wells long term average of 450 acre-feet per year. Well usage has been averaging approximately 382 acrefeet/year for the last 5 fiscal years. • In spite of significant staff turnover during the last several years, Water Operations staff continues to equitably balance the supplies.
• Bell Canyon has a projected available capacity of 1814 acre-feet in June 2024, well above the 1431 acre-foot level when the Phase I Water Emergency was declared in June 2020.
• It is important to note that the City relies on total water volume availability from all water sources and not just water levels at Bell Canyon to meet system demand. 7 Agenda Item #9.3.

Page 55 of 103 ends

City of St. Helena Water Update
Director of Public Works Recommendations:
• Adopt Resolution to terminate the Phase II Water Emergency retroactive to November 2021.
• Adopt Resolution directing staff to provide Water Supply Update to Council at a meeting in July 2023 to determine if there is need to continue Phase I Water Emergency or if termination is warranted.
• Continue to conserve Bell Canyon Reservoir water by minimizing water treatment operations at Louis Stralla and utilizing Stonebridge Wells and City of Napa water allocation, adhere to recommendations adopted in the 2011 Safe Yield Report and provide monthly updates to City Council. • Alert City Council of any changes to the City’s water supply and/or drought restrictions that may be set by the State that would impact the existing Phase I Water Emergency in advance of any regularly scheduled City Council meeting. 8
Agenda Item #9.3.

Page 56 of 103 ends

City of St. Helena Water Update
Questions?
9 Agenda Item #9.3.

Page 57 of 103 ends

State of California DEPARTMENT OF WATER RESOURCES California Natural Resources Agency

CALIFORNIA STATE WATER PROJECT
DWR 9625 (Rev. 3/12) Page 1 of 2

NOTICE TO STATE WATER PROJECT CONTRACTORS
Date: January 26, 2023
Number: 23-03
Subject: Increase of State Water Project 2023 Allocation to 30 Percent From: Original signed by
Ted Craddock
Deputy Director, State Water Project
Department of Water Resources
Due to extreme weather and a series of atmospheric rivers from late December 2022 through January 2023, the Department of Water Resources (DWR) is increasing the State Water Project (SWP) allocation from 5 percent to 30 percent of most1 SWP contractors Maximum Annual Table A amounts.

Based on currently available information, the 30 percent Table A allocation should be sufficient to eliminate all contractors’ provisional human health and safety (HH&S) allocations identified in the Notice to State Water Project Contractors 22-04, Initial 2023 Allocation.

In determining available SWP supplies, DWR has considered several factors including SWP contractors’ projected 2023 demands, existing storage in SWP conservation facilities, estimates of future runoff, SWP operational and regulatory requirements from the federal Endangered Species Act and California Endangered Species Act, and water rights obligations under the State Water Resources Control Board’s authority. DWR may revise the SWP allocation if warranted by the year’s developing hydrologic conditions and available SWP water supplies.

DWR will utilize the 30 percent schedules submitted by the Contractors in October 2022 (as part of initial requests), including any subsequent updates that may have been 1 Attachment A presents these allocations.

Agenda Item #9.3.

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State of California DEPARTMENT OF WATER RESOURCES California Natural Resources Agency

CALIFORNIA STATE WATER PROJECT
DWR 9625 (Rev. 3/12) Page 2 of 2
provided to DWR. If a contractor foresees any changes to their water delivery schedule, please communicate such changes with DWR in a timely manner.

If you have any questions or need additional information, please contact John Leahigh, Assistant Division Manager, Water Management, SWP Division of Operations and Maintenance, at (916) 902-9876.

Attachment A: Updated 2023 SWP Allocation Table
Agenda Item #9.3.

Page 59 of 103 ends

Attachment A
2023 STATE WATER PROJECT ALLOCATION
Updated
1/26/23

SWP CONTRACTORS
~

TABLE A
(Acre-Feet)
(1)

TABLE A

INITIAL REQUEST
(Acre-Feet)
(2)

TABLE A

APPROVED

ALLOCATION
(Acre-Feet)
(3)

TABLE A

PERCENT INITIAL

REQUEST

APPROVED
(4) = (3)/(2)
FEATHER RIVER ~ ~ ~ ~
County of Butte
Plumas County FC&WCD
City of Yuba City
Subtotal
27,500
2,700
9,600
27,500
2,700
9,600
16,500
810
3,840
60%
30%
40%
39,800 39,800 21,150
NORTH BAY ~ ~ ~ ~
Napa County FC&WCD
Solano County WA
Subtotal
29,025
47,756
29,025
47,756
11,610
19,103
40%
40%
76,781 76,781 30,713
SOUTH BAY ~ ~ ~ ~
Alameda County FC&WCD, Zone 7
Alameda County WD
Santa Clara Valley WD
Subtotal
80,619
42,000
100,000
80,619
42,000
100,000
24,186
12,600
30,000
30%
30%
30%
222,619 222,619 66,786

SAN JOAQUIN VALLEY
Oak Flat WD
County of Kings
Dudley Ridge WD
Empire West Side ID
Kern County WA
Tulare Lake Basin WSD
~
5,700
9,305
41,350
3,000
982,730
87,471
~
5,700
9,305
41,350
3,000
982,730
87,471
~
1,710
2,792
12,405
900
294,819
26,242
~
30%
30%
30%
30%
30%
30%
Subtotal 1,129,556 1,129,556 338,868

CENTRAL COASTAL
San Luis Obispo County FC&WCD
Santa Barbara County FC&WCD
Subtotal
~ ~ ~ ~
25,000
45,486
25,000
45,486
7,500
13,646
30%
30%
70,486 70,486 21,146 ~

SOUTHERN CALIFORNIA
Antelope Valley-East Kern WA
Santa Clarita Valley WA
Coachella Valley WD
Crestline-Lake Arrowhead WA
Desert WA
Littlerock Creek ID
Metropolitan WDSC
Mojave WA
Palmdale WD
San Bernardino Valley MWD
San Gabriel Valley MWD
San Gorgonio Pass WA
Ventura County WPD
Subtotal
~ ~ ~ ~
144,844
95,200
138,350
5,800
55,750
2,300
1,911,500
89,800
21,300
102,600
28,800
17,300
20,000
144,844
95,200
138,350
5,800
55,750
2,300
1,911,500
89,800
21,300
102,600
28,800
17,300
20,000
43,454
28,560
41,505
1,740
16,725
690
573,450
26,940
6,390
30,780
8,640
5,190
6,000
30%
30%
30%
30%
30%
30%
30%
30%
30%
30%
30%
30%
30%
2,633,544 2,633,544 790,064 ~
TOTAL 4,172,786 4,172,786 1,268,727 30%
Agenda Item #9.3.

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CITY OF ST. HELENA
RESOLUTION NO. 2023-
Resolution of the City Council of the City of St. Helena to: (1) Memorialize the Termination of the Phase II Water Emergency in November 2021, Effective December 2021
and (2) Direct Staff to Provide a Recommendation
Related to the Termination of the Phase I Water
Emergency at a Council Meeting in July 2023
WHEREAS, Resolution No. 2020-72 established a Phase I Water Emergency and Resolution 2020-107 established a Phase II Water Emergency; and WHEREAS, based upon criteria established by the City of St. Helena Safe Water Yield Committee and Municipal Code, the Public Works Director ended the Phase II Water Emergency in November 2021; and
WHEREAS, the available water supply appears to be sufficient for the foreseeable future but additional confirming analysis is recommended at the end of the 2022/23 Fiscal Year as delineated in the Safe Water Yield report and St. Helena Municipal Code.

NOW, THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ST. HELENA AS FOLLOWS:

SECTION 1. The above recitals are true and correct and are incorporated herein by this reference.

SECTION 2. The City Council terminates the Phase II Water Emergency retroactive to November 2021, effective December 2021.

SECTION 3. The City Council hereby requires staff to provide a presentation and recommendation related to the disposition of the Phase I Water Emergency at a Council meeting in July 2023 with the intent to either continue or terminate said conservation requirements.

Approved at a Regular Meeting of the St. Helena City Council on February 14, 2023, by the following vote:

Mayor Paul Dohring: _____
Vice Mayor Eric Hall: _____
Council Member Anna Chouteau: _____
Agenda Item #9.3.

Page 61 of 103 ends

Council Member Lester Hardy: _____
Council Member Billy Summers: _____
APPROVED: ATTEST:
______________________ ________________________
Paul Jamison Dohring, Mayor Cindy Tzafopoulos, City Clerk Agenda Item #9.3.

Page 62 of 103 ends

Report to the City Council
Regular City Council - 14 Feb 2023
Agenda Section: NEW BUSINESS
Subject: Receive presentation on results of the 2022 Community Survey.

CEQA
Determination:

Not a CEQA project
Prepared By: Martin Beltran, Senior Management Analyst
Reviewed By: April Mitts, Assistant City Manager
Approved By: Anil Comelo, City Manager

BACKGROUND
Community surveys are increasingly used by cities to solicit feedback from residents on a wide variety of topics. The community survey serves as a tool to assist the City Council and staff in setting goals, evaluating community needs, developing future budgets, planning capital projects, and identifying improvements to city programs.

On December 7, 2022, the City entered into a contract (STH Contract: FY2023-020) with Godbe Research for Godbe to conduct a Community Survey. Godbe has been employed by public and private sectors the United States and internationally, and is providing research in neighboring jurisdictions including Calistoga and has also completed work for the City of Napa.

Survey participants were selected randomly to participate in this survey. The survey incorporated questions regarding quality of life, budgeting, and high-level satisfaction questions, all of which will inform policy discussions and will allow the City to establish a baseline for future biennial surveys.

The survey was conducted via a hybrid internet and telephone survey methodology utilizing email and text for the online survey and calls to cell phones and landlines for the telephone survey. The survey was also conducted in Spanish as appropriate. Residents were only be able to complete the survey once.

Agenda Item #12.1.

Page 63 of 103 ends

DISCUSSION
Recognizing the importance of community feedback and the value that it has on identifying priorities. A statistically valid Community Survey was conducted with the following research objectives:
• Gauge overall perceptions of quality of life in Saint Helena and important issues facing the City;
• Gauge overall satisfaction with the City’s provision of services; • Assess importance of and satisfaction with City specific services, programs and facilities;
• Gauge perceptions of social equity in the City;
• Gauge satisfaction with Police Department response, park and recreation services, and other City departments’ customer service response; • Understand usage of the public library;
• Assess perceptions of City funding and preferences for generating revenue; and • Identify any differences in opinions based on demographic characteristics The survey by Godbe Research (GRA) and interviewing partner McGuire Research was conducted from December 7, 2022 through December 15, 2022. On average, interviews were approximately 22 minutes in length, and a total of 364 St. Helena residents participated in the survey, 348 surveys were conducted in English and 16 surveys conducted in Spanish. Resulting in a margin of error of plus or minus 4.96% for polling results.

Data Collection Methodology
• 35 via Landline
• 63 via Cell Phone
• 183 via Online from text invitation
• 83 via Online from email invitation
Below is a summary of key results from the community survey:
• 78.2% of respondents are very satisfied or somewhat satisfied with the overall quality of life in St. Helena.
• The top issues facing St. Helena were
o Water supply / Water Quality - 38.6%
o Road repairs / Potholes / Infrastructure - 32.7%
o Affordable housing / High rents - 25.1%
• The most important City services indicated by respondents were fire protection and street and road maintenance and respondents indicated they are most satisfied by the City’s performance in fire protection services and Library programs and services.
• Respondents who have contacted the City in the past year were generally satisfied with the response particularly with the customer service and courtesy received from staff.

Agenda Item #12.1.

Page 64 of 103 ends

• Top sources of information about local community, events, and City government were St. Helena Star, City newsletter, City website, and Nixle alerts.

The 2022 Resident Satisfaction Survey presentation (Attachment 1) includes an overview and discussion of the research objectives, methodology discussion, key findings section, overview of satisfaction/importance of City-provided departments and services, and a demographics section. The survey results will be presented by Godbe Research.

FISCAL IMPACT
There is no fiscal impact from this item.

RECOMMENDED ACTION
Receive presentation from Godbe Research (GRA)

ATTACHMENTS
Saint Helena City Satisfaction Survey Report 02-08-23
Agenda Item #12.1.

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December 2022
City of Saint Helena:
2022 Resident Satisfaction Survey
January 12, 2022
Agenda Item #12.1.

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December 2022
Overview and Research Objectives
The City of Saint Helena commissioned Godbe Research to conduct a survey of adult residents ages 18+ with the following research objectives:
➢ Gauge overall perceptions of quality of life in Saint Helena and important issues facing the City;
➢ Gauge overall satisfaction with the City’s provision of services; ➢ Assess importance of and satisfaction with City specific services, programs and facilities;
➢ Gauge perceptions of social equity in the City;
➢ Gauge satisfaction with Police Department response, park and recreation services, and other City departments’ customer service response; ➢ Understand usage of the public library;
➢ Assess perceptions of City funding and preferences for generating revenue; and
➢ Identify any differences in opinions based on demographic characteristics.

Agenda Item #12.1.

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December 2022
Methodology Overview
➢ Data Collection Landline (35), cell phone (63), text to online (183), and email to online (83) interviewing
➢ Universe 5,228 Adults age 18
➢ Fielding Dates December 7 through December 15, 2022
➢ Interview Length 22 minutes
➢ Sample Size 364
➢ Margin of Error ± 4.96%
➢ Language 348 English
16 Spanish
Note: The data have been weighted by respondent age and ethnicity to reflect the actual population characteristics of the adult residents in the City of Saint Helena (Based on 2020 ACS (American Community Survey).

Agenda Item #12.1.

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December 2022
Key Findings
Agenda Item #12.1.

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December 2022
Q1. Satisfaction With Living in St. Helena
Adults 18+
0% 20% 40% 60% 80% 100%
B. St. Helena as a place to raise a
family
A. The overall quality of life in St.

Helena

48.2%

38.4%

27.0%

39.8%

8.6%

18.9%

2.3%

2.9%

13.9%

0.1%
Very Satisfied Somewhat Satisfied Somewhat Dissatisfied Very Dissatisfied DK/NA

78.2%

75.2%
2020-2022
St Helena City Average
Quality of Life
Total Satisfied 78.2% 75.7%
Total Dissatisfied 21.8% 14.8%
Place to Raise a Family
Total Satisfied 75.2% 77.3%
Total Dissatisfied 10.9.% 11.8%
Agenda Item #12.1.

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December 2022
Q2. Issues Facing St. Helena
Adults 18+
0% 20% 40%
Other mentions
City financial stability
Climate change / Enviroment
Education / Schools/ Funding
Jobs / Wages
City Budget
Wildfires
Economy
Renovate downtown / main street
New Amenities / Restaurants / Businesses
Not sure
Sidewalk repair
Growth
Traffic
City management / Government/ Politics
Crime / Drugs
Cost of living / Inflation
Affordable housing / High rents
Road repairs / Potholes / Infrastructure
Water supply / Water quality

5.0%

1.6%

2.0%

2.2%

2.5%

3.0%

3.1%

3.4%

3.5%

3.6%

3.7%

5.5%

8.0%

9.0%

17.1%

25.1%

32.7%

38.6%
Note: Issues that were mentioned by less than 2 percent of the residents have been added to the “Other mentions” category for charting purposes.

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December 2022
Q3. Satisfaction With Provision of City Services
Adults 18+
Very satisfied

14.7%
Somewhat
satisfied

38.5%
Somewhat
dissatisfied

31.9%
Very dissatisfied

12.9%
DK/NA

2.1%
2020-2022
St Helena City Average
Total Satisfied 53.2% 66.4%
Total Dissatisfied 44.7% 23.0%
Ratio Sat to Dissat 1.19 2.89
Agenda Item #12.1.

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December 2022
Q4. Importance of City Services, Programs and
Facilities
Adults 18+
Note: The above rating questions have been abbreviated for charting purposes, and responses were recoded to calculate mean scores:
“Extremely Important” = +4, “Very Important” = +3, “Not Too Important” = +2, and “Not at All Important” = 0. 0 1 2 3
J. Street sweeping
M. Addressing diversity, equity and inclusion
E. Traffic on neighborhood streets
H. Maintaining sports fields and recreation facilities
C. Parks and recreation programs
F. Maintaining the City's character and history
D. Library programs and services
A. Police services
N. Resident serving businesses in town
I. Environmental and sustainability programs
G. Managing building and development
L. Communicating with residents
K. Street and road maintenance
B. Fire protection services

1.58 1.66

1.82 1.86

1.90 1.93

1.97 2.06

2.09 2.09

2.14 2.25

2.55 2.66
Very
Important
Extremely
Important
Tier 1

97.1%
Not Too
Important

51.0%
Not at All
Important

73.8%
Tier 3

80.0%
Tier 2

96.3%

69.7%

62.4%

59.5%
Tier 4Agenda Item #12.1.

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December 2022
Q5. Satisfaction With City Services, Programs
and Facilities
Adults 18+
Note: The above rating questions have been abbreviated for charting purposes, and responses were recoded to calculate mean scores:
“Very Satisfied” = +2, “Somewhat Satisfied” = +1, “Somewhat Dissatisfied” = -1, and “Very Dissatisfied” = -2. -2 -1 0 1 2
K. Street and road maintenance
G. Managing building and development
N. Resident serving businesses in town
L. Communicating with residents
E. Traffic on neighborhood streets
M. Addressing diversity, equity and inclusion
I. Environmental and sustainability programs
F. Maintaining the City's character and history
H. Maintaining sports fields and recreation facilities
C. Parks and recreation programs
J. Street sweeping
A. Police services
D. Library programs and services
B. Fire protection services
-0.71
-0.07
-0.04

0.35 0.48

0.49 0.61

0.88 0.95

0.99 1.08

1.19 1.34

1.45 Somewhat
Satisfied
Very
Satisfied
Tier 1

93.3%
Somewhat
Dissatisfied

32.0%
Very
Dissatisfied

77.3%
Tier 4

86.3%
Tier 2

84.8%

59.8%

46.1%

46.3%
Tier 6

78.4%
Tier 3
T-5
T-7

66.9%

63.9%

78.7% Agenda Item #12.1.

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December 2022
Q4/Q5. Importance/Satisfaction With City
Services, Programs and Facilities
Adults 18+
Importance Satisfaction
4B. Fire protection services 2.66 1.45
4K. Street and road maintenance 2.55 -0.71
4L. Communicating with residents 2.25 0.35
4G. Managing building and development 2.14 -0.07
4I. Environmental and sustainability programs 2.09 0.61 4N. Resident serving businesses in town 2.09 -0.04
4A. Police services 2.06 1.19
4D. Library programs and services 1.97 1.34
4F. Maintaining the City's character and history 1.93 0.88 4C. Parks and recreation programs 1.90 0.99
4H. Maintaining sports fields and recreation facilities 1.86 0.95 4E. Traffic on neighborhood streets 1.82 0.48
4M. Addressing diversity, equity and inclusion 1.66 0.49 4J. Street sweeping 1.58 1.08
Agenda Item #12.1.

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December 2022
Q6. Agreement That the City Values Residents’
Diverse Backgrounds
Adults 18+
Strongly agree

21.8%
Somewhat agree
Neither agree or 20.5%
disagree

30.4%
Somewhat
disagree

17.6%
Strongly
disagree

4.6%
DK/NA

5.1%
Total Agree 42.3%
Total Disagree 22.2%
Ratio Agree to Disagree 1.91
Agenda Item #12.1.

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December 2022
Q7. Agreement There are Opportunities for All
Residents to Participate in City Government
Adults 18+
Strongly agree

21.3%
Somewhat agree

28.7%
Neither agree or
disagree

18.0%
Somewhat
disagree

18.7%
Strongly
disagree

9.2%
DK/NA

4.1%
Total Agree 50.0%
Total Disagree 27.9%
Ratio Agree to Disagree 1.79
Agenda Item #12.1.

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December 2022
Q8. Frequency of Calling the Police
Department
Adults 18+
1 11.7% 2

8.1%
3 3.3%
4 2.0%
5 or more

2.6%
None

72.2%
DK/NA

0.1%
Called Police Department 27.7%
Have not called Police Department 72.3%
Agenda Item #12.1.

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December 2022
Q9. Did Police Department Respond Within
Appropriate Timeframe
Respondents that call PD
Yes

88.3%
No

5.5%
DK/NA

6.2%
Agenda Item #12.1.

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December 2022
Q10. Satisfaction With City Park and
Recreation Facilities
Adults 18+
Very satisfied

24.0%
Somewhat
satisfied

51.1%
Somewhat
dissatisfied

8.0%
Very dissatisfied

7.5%
DK/NA

9.4%
Total Satisfied 75.1%
Total Dissatisfied 15.4%
Ratio Sat to Dissat 4.87
Agenda Item #12.1.

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December 2022
Q11. Should the City Offer New Programs for
Seniors and Teens
Adults 18+
Seniors

33.5%
Teens

44.1%
Mixed opinions

18.4%
Not sure / DK/NA

27.2%
Agenda Item #12.1.

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December 2022
Q12. Should the City Create Youth/Teen
Drop-In Places
Adults 18+
Yes
No 60.8%

11.4%
Mixed opinions

14.9%
DK/NA

12.8%
Agenda Item #12.1.

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December 2022
Q13. Used the Public Library in the Previous
12 Months
Adults 18+
Yes

62.6%
No

29.8%
DK/NA

7.6%
Agenda Item #12.1.

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December 2022
Q14. Reasons for Using St. Helena Public
Library
Adults 18+
0% 20% 40% 60%
Not sure
Other
Internet access
Spanish language materials and programs
Computer access
DVDs
Newspapers and magazines
WiFi connection
Audio books
Work related
Research
Storytimes and children's programs
Lectures and other events
Quiet place to study or work
Personal reading

0.7%

4.1%

0.6%

1.6%

3.4%

3.8%

6.7%

7.8%

8.4%

14.7%

18.9%

19.9%

22.1%

54.7%
Agenda Item #12.1.

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December 2022
Q15. Support for Alternative Uses for Surplus
Properties
Adults 18+
Note: The above rating questions have been abbreviated for charting purposes, and responses were recoded to calculate mean scores:
“Very Satisfied” = +2, “Somewhat Satified” = +1, “Somewhat Dissatisfied” = -1, and “Very Dissatisfied” = -2. -2 -1 0 1 2
B. Developing new tourism oriented amenities,
including hotels that would generate revenue for the
City
A. Developing new retail, office and restaurants that
would generate revenue for the City
C. Developing new workforce and affordable housing

0.64 1.06

1.35 Somewhat
Support
Strongly
Support
Tier 1

78.7%
Somewhat
Oppose
Strongly
Oppose
Tier 2

54.7%

66.3%
Tier 3
Neither
Support or
Oppose
Agenda Item #12.1.

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December 2022
Q16. Sufficient City Funding to Maintain Roads, Sidewalks, Parks, Playgrounds, Library, Water Infrastructure & Buildings Adults 18+
Yes

31.1%
No

44.2%
No opinion

8.1%
DK/NA

16.7%
Agenda Item #12.1.

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December 2022
Q17. Belief the City Has Sufficient Funding to
Hire Staff/Provide Competitive Compensation
Adults 18+
Yes

37.6%
No

24.4%
No opinion

15.8%
DK/NA

22.2%
Agenda Item #12.1.

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December 2022
Q18. Preferences for Generating Additional
City Revenue
Adults 18+
0% 20% 40% 60%
Not sure / DK/NA
Increase the sales tax
Increase the business license tax
Establish a real estate transfer tax
Sell surplus properties
Develop new hotels
Increase the hotel tax
Develop new retail and restaurant business

10.6%

12.1%

17.7%

30.6%

34.9%

36.2%

39.7%

45.3%
Agenda Item #12.1.

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December 2022
Q19. Contacted City Department for
Non-Emergency in Previous 12 Months
Adults 18+
Yes

42.1%
No

56.7%
DK/NA

1.2%
Agenda Item #12.1.

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December 2022
Q20. Satisfaction With City Department Contact
Respondents that Contacted City
Note: The above rating questions have been abbreviated for charting purposes, and responses were recoded to calculate mean scores:
“Very Satisfied” = +2, “Somewhat Satified” = +1, “Somewhat Dissatisfied” = -1, and “Very Dissatisfied” = -2. -2 -1 0 1 2
D. Receiving adequate information
A. Getting your problem resolved or question
answered
C. Timeliness of the response
B. The customer service and courtesy you received

0.19 0.20

0.32 0.76
Somewhat
Satisfied
Very
Satisfied
Tier 1
Somewhat
Dissatisfied

59.3%
Very
Dissatisfied
Tier 2

69.3%

62.2% Agenda Item #12.1.

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December 2022
Q21. Preferred Information Sources for Local
Community, Events and City Government
Adults 18+
0% 20% 40% 60%
Not sure / DK/NA
Other
Facebook
Word of mouth - family / friends / colleagues / neighbors Community meetings
Local community blogs
City council or commission meetings
Town hall meetings on specific topics
Nextdoor
Updates from the mayor
Updates from the city manager
Nixle alerts
City website
City newsletter
St. Helena Star

1.5%

4.3%

18.1%

18.4%

18.6%

19.5%

20.1%

21.9%

25.3%

27.1%

33.2%

38.7%

44.8%

45.5%

55.4% Agenda Item #12.1.

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December 2022
www.godberesearch.com
California and Corporate Offices
1220 Howard Avenue, Suite 250
Burlingame, CA 94010
Nevada Office
59 Damonte Ranch Parkway, Suite B309
Reno, NV 89521
Agenda Item #12.1.

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Report to the City Council
Regular City Council - 14 Feb 2023
Agenda Section: NEW BUSINESS
Subject: Review and Discussion of Permit Fee Reduction to incentivize the installation of electric appliances, solar, and electric vehicle charging thereby reduce Green House Gases (GHG).

CEQA
Determination:

Not a CEQA project
Prepared By: Philip Henry, Chief Building Official
Reviewed By: Maya DeRosa, Community Development Director Approved By: Anil Comelo, City Manager

BACKGROUND
The California Building Codes Title-24 - Beginning in January 2023 Title-24 will require newly constructed buildings to install more energy efficient and climate friendly heat-pump space conditioning and water heating equipment. The California Building Codes will also require certain green-energy production, charging, and storage equipment such as PVsolar, Electric Vehicle (EV)-chargers, and Energy Storage System infrastructure for newly constructed buildings. These requirements coincide with the State of California’s effort to reduce Green House Gas emissions (GHG). While these requirements will predominantly apply to newly constructed structures, there is a substantial amount of existing building stock throughout the State and within the City of St. Helena that will be subject to these regulations. In en effort to reduce GHG emissions, it is the desire of the City of St. Helena to promote the replacement of existing and less efficient gas water and space heating systems for more efficient technology. In addition, The City would like to promote certain systems such as PV-solar, Battery storage - ESS systems, and EV-chargers to reduce carbon emissions within the City.

The City of St. Helena has also experienced recent extended drought periods which has affected the City’s already strained water system. To promote water conservation and recycled water use, the City desires to encourage Grey-Water Systems.

Agenda Item #12.2.

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DISCUSSION
The General Plan Climate Change Element includes the following implementation action:
“CC2.H Establish programs that encourage owners to retrofit existing structures to incorporate energy-efficient and “green” building standards.” While the Title-24 requirements relate only to new construction the City, consistent with the City’s General Plan and goal to reduce Greenhouse Gas Emissions and lessen the impacts of Climate Change, desires to create incentives for property owners to voluntarily make these energy efficient upgrades by reducing certain permit fees for a specified and limited 6-month time period beginning April 1, 2023 and ending September 30, 2023. The permit fee reduction equates to approximately seventy-five percent (75%) of the current fee schedule for the following permit types:
•Replace gas or electric water heater with heat-pump water heater. •Gray-water System.
•Solar PV system.
•Window/door replacement.
•Replace gas or electric space heating system with Heat-Pump HVAC system. •EV-charging station.

Should the Council approve this permit fee reduction proposal, the City will initiate a marketing campaign (See Attachment A) over the next few months and highlight each permit type to promote these new and more efficient technologies.

The following permits with current fee are listed below with the adjusted proposed 75% off reductions:

Water Heater/Heat Pump replacement permit fees
Commercial: $175.00 – proposed reduced fee: $43.00
Residential: $75.00 – proposed reduced fee: $18.00
HVAC replacement permit fees
Commercial: $225.00 – proposed reduced fee: $56.00
Residential: $125.00 – proposed reduced fee: $31.00
Window/door replacement permit fee
Residential: $444 – proposed reduced fee: $111.00
Gray water system permit fee
Residential: $965 – proposed reduced fee: $241.00
Agenda Item #12.2.

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EV Charging Station permit fee
Residential: $208.00 – proposed reduced fee: $52.00
Solar PV and Battery Storage Systems Roof Mounted permit fee Residential Under 15 KV : $436.00 – proposed reduced fee: $109.00 Residential Over 15 KV $500.00 – proposed reduced fee $125.00 Commercial Up to 50 KV: $1000.00 – proposed reduced fee: $250.00 The City will collect a lower amount of revenue and will not be recouping the full cost for providing inspection services. However, the loss is offset by the benefit of encouraging residents and business to reduce greenhouse gases. It should be noted that the City’s current rates already do not result in full cost recovery and are permits knowingly kept below cost to induce residents and business to pull permits. The goal being that property owners can be assured that contractors are performing the construction according to code which in turn maximizes health and safety.

FISCAL IMPACT
The average amount of revenue generated during each April-October period for these types of permits is $40,175. This program could result in a net loss of approximately $30,000 in revenue over the period of time during this permit sale.

RECOMMENDED ACTION
Staff recommends the City Council approval of Permit Fee Reduction Schedule (Attachment B) for the limited and specified time period of April 1, 2023 to September 30, 2023.

ATTACHMENTS
Attachment A - 131 City Permit
Attachment B - Permit Reduction Fee Schedule
Attachment C - Permit Fee Reduction Resolution
Agenda Item #12.2.

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WINDOW
& DOOR

REPLACEMENT
75%
OFF

N O W U N I T L
S E P T E M B E R 2 9 T H
B U I L D I N G @ C I T Y O F S T H E L E N A . O R G
7 0 7 - 9 6 7 - 2 7 7 9
W W W . C I T Y O F S T H E L E N A . O R G

B U I L D I N G

D E P A R T M E N T
Agenda Item #12.2.

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B U I L D I N G @ C I T Y O F S T H E L E N A . O R G
7 0 7 - 9 6 7 - 2 7 7 9
W W W . C I T Y O F S T H E L E N A . O R G

B U I L D I N G

D E P A R T M E N T

PERMIT SALE

EV CHARGING

RESIDENTIAL
75% OFF

N O W U N T I L
S E P T E M B E R 2 9 T H
Agenda Item #12.2.

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LimitedTime

U P T O
75% OFF
Agenda Item #12.2.

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ENERGYFRIENDLYPERMITSALE
GRAYWATER SYSTEM:Reg. $965.00 SALE$241.00
SOLAR/PVAND BATTERYSTORAGESYSTEMSROOF MOUNTED:

RESIDENTIAL:Under 15KW Reg. $436.00 SALE$109.00
Over 15KW Reg. $500.00 SALE$125.00
COMMERCIALUPTO 50 KW:$1000.00 SALE$250.00
SOLARWATER HEATINGSYSTEMS:

ROOF MOUNTED/EACH SYSTEM:Reg. $654.00 SALE$163.00
GROUND MOUNTED/EACH SYSTEM:Reg. $794.00 SALE$198.00
WINDOW & DOOR REPLACEMENT:Reg. $444.00 SALE$111.00
HEATPUMP HVACSYSTEMS:

RESIDENTIAL:$125.00 SALE$31.00
COMMERCIAL:$225.00 SALE$56.00

HEATPUMP WATER HEATER
RESIDENTIAL:$75.00 SALE$18.00
EVCHARGINGSTATIONS: Reg.$208.00 SALE$52.00
Agenda Item #12.2.

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CITY OF ST. HELENA
RESOLUTION NO. 2023-
Resolution of the City Council of the City of St. Helena Making Findings and Determinations of Permit
Reduction Fee Schedule for Certain Permits During a
Specified and Limited Time Period
WHEREAS, The City of St. Helena has established certain goals to reduce Greenhouse Gases (GHG) and lessen the impact of climate change; and WHEREAS, the City of St. Helena has adopted the 2022 Building Energy Efficiency Standards (Energy Code) for newly constructed and renovated buildings that will produce benefits to support the city’s public health, climate and clean energy goals; and
WHEREAS, the California Energy Commission estimates that homes and businesses use nearly 70 percent of California’s electricity and are responsible for a quarter of the state’s Greenhouse Gas (GHG) emissions; and WHEREAS, the City of St. Helena desires to increase the energy efficiency and lower the carbon footprint of buildings through water conservation and heat-pump technology as a means of achieving its GHG reduction goals and consistent with the city’s goal to lessen the impact of climate change; and WHEREAS, the City would like to encourage property owners of existing buildings who are not undergoing a renovation and would not otherwise be required to upgrade to more efficient and climate friendly technology; and WHEREAS, the City Council of the City of St. Helena desires to reduce certain permitting fees for a limited and specified time period to encourage energy efficient and water saving systems upgrades to the city’s existing building stock;

NOW, THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ST. HELENA AS FOLLOWS:

SECTION 1. The Permit Reduction Fee will be for newly installed heat-pump water heaters and heat-pump HVAC systems that replace existing natural gas, propane gas or electric resistance heating systems, installation of PV-solar and/or Energy Storage Systems, Electric Vehicle chargers, replacement of windows and/or doors, and installation of a Gray-Water System.

SECTION 2. The Permit reduction fee schedule will be effective April 1, 2023 and expire September 30, 2023
Agenda Item #12.2.

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SECTION 3. As stated in the recitals, this is an effort to promote energy efficiency and water conservation and encourage property owners to consider upgrading to more energy efficient technology.

SECTION 4. The City Council supports and approves the permit fee reduction schedule for the specified time period.

Approved at a Regular Meeting of the St. Helena City Council on February 14, 2023, by the following vote:

Mayor Paul Dohring: _____
Vice Mayor Eric Hall: _____
Council Member Anna Chouteau: _____
Council Member Lester Hardy: _____
Council Member Billy Summers: _____
APPROVED: ATTEST:
______________________ ________________________
Paul Jamison Dohring, Mayor Cindy Tzafopoulos, City Clerk Agenda Item #12.2.

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1 Cindy Tzafopoulos
From: Erika Opp
Sent: Tuesday, February 14, 2023 4:59 PM
To: Cindy Tzafopoulos
Subject: Fwd: [External] Permit Fee Reduction
Get Outlook for iOS
From: diane ryerson <[email protected]>
Sent: Monday, February 13, 2023 10:03:20 PM
To: Public Comment <[email protected]>
Cc: diane ryerson <[email protected]>
Subject: [External] Permit Fee Reduction

February 13, 2023
RE: New Business Item 12.2 Review and Discussion of Permit Fee Reduction Mayor Paul Dohring and City Council Members,
As the property owner of a residence located at 1775 Fir Hill Drive, St. Helena, I support approval of the proposed Permit Fee Reduction to incentivize the installation of electric appliances, solar and EV charging to help reduce GHG emissions.

For rooftop solar, the beginning of the specified time period for permit fee reduction, April 1, 2023, may be problematic. Recently the CPUC approved PG&E to shift rooftop solar from NEM2 to NEM3 in 2023. The deadline for solar contractors to submit a completed application to PG&E is the day before April 14, 2023 for a customer to benefit from NEM2; contractors have 3 years to install the solar system. Unfortunately, NEM3 significantly reduces customer benefits: 75% reduction in payback for feeding electricity into the grid compared to NEM2; duration reduced from 20 years for NEM2 to 9 years. Potential rooftop solar customers and their contractors will have a time crunch if the customer wants the benefits of NEM2 and the City of St. Helena permit fee reduction. Currently, I am working with a local solar contractor to install solar panels on my roof at 1775 Fir Hill Dr.

Thank you for considering my comments.

Alice Diane Ryerson
707-826-7750 [landline Arcata]; 707-963-7716 [landline St. Helena] no cell phone Agenda Item #12.2.

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St. Helena City CouncilFebruary 14, 2023

St. Helena City Council
February 14, 2023