Agenda, regular meeting — St. Helena City Council, September 26, 2023 (part 2 of 3)

www.cacities.org 5
If the motion to reconsider passes, then
the original matter is back before the
body, and a new original motion is in
order. The matter may be discussed and
debated as if it were on the floor for the
first time.

Courtesy and Decorum
The rules of order are meant to create
an atmosphere where the members of
the body and the members of the public
can attend to business efficiently, fairly
and with full participation. And at the
same time, it is up to the chair and the
members of the body to maintain common courtesy and decorum. Unless the setting is very informal, it is always best
for only one person at a time to have
the floor, and it is always best for every
lege relate to anything that would interfere with the normal comfort of the meeting. For example, the room may
be too hot or too cold, or a blowing
fan might interfere with a person’s
ability to hear.

Order. The proper interruption would
be: “Point of order.” Again, the chair
would ask the interrupter to “state your
point.” Appropriate points of order
Withdraw a motion. During debate
and discussion of a motion, the maker
of the motion on the floor, at any time,
may interrupt a speaker to withdraw
his or her motion from the floor. The
motion is immediately deemed withdrawn, although the chair may ask the person who seconded the motion if
he or she wishes to make the motion,
and any other member may make the
motion if properly recognized.

Special Notes About Public Input
The rules outlined here help make meetings very public-friendly. But in addition, and particularly for the chair, it is wise to remember three special rules that
apply to each agenda item:

Rule One: Tell the public what the body
will be doing.

Rule Two: Keep the public informed
while the body is doing it.

Rule Three: When the body has acted,
tell the public what the body did.

Public input is essential to a healthy
democracy, and community participation in public meetings is an important element of that input. The challenge for
anyone chairing a public meeting is to
accommodate public input in a timely
and time-sensitive way, while maintaining steady progress through the agenda items. The rules presented here for conducting a meeting are offered as tools for effective leadership and as a means of
developing sound public policy. ■
Rosenberg’s Rules of Order: Simple Parliamentary Procedure for the 21st Century It is usually best to have a motion before the governing body prior to discussing an agenda item, to help everyone focus.

Motions to amend and substitute motions are
often confused. But they are quite different, and
so is their effect, if passed.
speaker to be first recognized by the
chair before proceeding to speak.

The chair should always ensure that
debate and discussion of an agenda item
focus on the item and the policy in question, not on the personalities of the members of the body. Debate on policy
is healthy; debate on personalities is not.

The chair has the right to cut off discussion that is too personal, too loud or too crude.

Debate and discussion should be focused, but free and open. In the interest of time, the chair may, however, limit
the time allotted to speakers, including
members of the body. Can a member of
the body interrupt the speaker? The
general rule is no. There are, however,
exceptions. A speaker may be interrupted for the following reasons:

Privilege. The proper interruption
would be: “Point of privilege.” The chair
would then ask the interrupter to “state
your point.” Appropriate points of privirelate to anything that would not be considered appropriate conduct of the
meeting; for example, if the chair moved
on to a vote on a motion that permits
debate without allowing that discussion
or debate.

Appeal. If the chair makes a ruling that
a member of the body disagrees with,
that member may appeal the ruling of
the chair. If the motion is seconded and
after debate, if it passes by a simple
majority vote, then the ruling of the
chair is deemed reversed.

Call for orders of the day. This is simply another way of saying, “Let’s return to the agenda.” If a member believes that
the body has drifted from the agreedupon agenda, such a call may be made.

It does not require a vote, and when the
chair discovers that the agenda has not
been followed, the chair simply reminds
the body to return to the agenda item
properly before them. If the chair fails
to do so, the chair’s determination may
be appealed.

Agenda Item #9.4.

Page 138 of 282 ends

8 League of California Cities
1400 K Street
Sacramento, CA 95814
(916) 658-8200
Fax (916) 658-8240
www.cacities.org
SKU 1533
$5.00
To order additional copies of this
publication, call (916) 658-8257 or
visit www.cacities.org/store.
© 2003 League of California Cities.

This publication is printed
on recycled paper
Agenda Item #9.4.

Page 139 of 282 ends

RESOLUTION NO. 2023-
A Resolution of the City Council of the City of St. Helena 1) Rescinding Resolution 2014-45 Protocol for Committees, Commissions and Boards; and 2) Rescinding Resolution 2022-72 Amending Council Rules of Procedure and 3) Approving Combining and Reestablishing Protocols for the City Council, Committees, Commissions and Boards Rules of Procedure for the Conduct of Meetings & Standards of Conduct

RECITALS
A. N July 8, 2014, the City Council adopted Resolution No. 2014-45, establishing the protocols for Committees, Commissions and Boards; and B. On August 9, 2022, the City Council adopted Resolution No. 2022-72, adopting the most recent amended version of the City Council Rules of Procedure for the Conduct of Council Meetings & Standards of Conduct (the “Rules of Procedure”); and
C. The City Council desires to amend the protocols for the City Council, Committees, Commissions and Boards to combine protocols for all elected and appointed bodies.

RESOLUTION
NOW, THEREFORE, BE IT RESOLVED The City Council of the City of St. Helena, California, does resolve as follows:

1. The City Council of the City of St. Helena hereby finds and determines that the foregoing recitals are true and correct; and

2. The City Council rescinds Resolution 2014-45 Protocol for Committees, Commissions and Boards; and

3.The City Council rescinds Resolution 2022-72 Amending Council Rules of Procedure; and

4. This Resolution combines and reestablishes protocols for the City Council, Committees, Commissions and Boards Rules of Procedure for the Conduct of Meetings & Standards of Conduct shall take effect immediately upon its adoption.

PASSED, APPROVED AND ADOPTED by the City Council of the City of St.

Helena, California, at a regular meeting held on September 26, 2023, by the following vote:

Mayor Dohring: _____
Vice Mayor Hall: _____
Agenda Item #9.4.

Page 140 of 282 ends

Council Member Chouteau: _____
Council Member Hardy: _____
Councilmember Summers: _____
APPROVED: ATTEST:
________________________ ________________________
Paul Jamison Dohring, Mayor Cindy Tzafopoulos, City Clerk Agenda Item #9.4.

Page 141 of 282 ends

Page 142 of 282 ends

Agenda Report to the City Council
Agenda Section: CONSENT ITEMS
Department: Administration
DATE: September 26, 2023
FROM: Cindy Tzafopoulos, City Clerk
SUBJECT: Consideration and proposed approval of a resolution adopting the City of St. Helena Records Retention and
Disposition of Information Policy (Policy) and delegate authority to approve future revisions to the Policy to the City Manager with approval by the City Clerk and City Attorney

RECOMMENDED
ACTION:

Approve the attached resolution.

PREVIOUS COUNCIL
ACTION:

On February 14, 2023 the City Council adopted an updated retention schedule.

STATEMENT OF THE
PURPOSE:

To adopt the City of St. Helena Records Retention and
Disposition of Information Policy so that staff can proceed to identify and records for destruction.

FINANCIAL IMPACT: There is no fiscal impact.

BACKGROUND:

The City of St. Helena initially contracted with Kaizen in 2016 to develop a comprehensive retention schedule. Since statutes have changed over time it was necessary to contract with Kaizen again to review and recommend updates to the City's retention schedule. On February 14, 2023 the City Council adopted an updated retention schedule.

DISCUSSION:

Records Retention Schedules are comprehensive lists of records series, indicating for each series the length of time it is to be maintained and when, and if, it may be destroyed.

The City Clerk maintains retention schedules for each department of the City and updates these schedules on a periodic basis (with the assistance from Kaizen). These schedules establish mandatory minimum retention periods for all City records. If a federal or state law, court ruling, or regulation establishes the retention period for a record, a citation to the relevant provision is given; if no citation is present, authority for the retention period is based on departmental, legal and management recommendations. No department, division, or commission may dispose of an official City record prior to the expiration of its approved retention period, nor may they do so without City Clerk and City Attorney approval.

By controlling the life cycle of records from creation to final disposition, the City better manages its information assets, provides documentation of compliance to State and Federal laws, and preserves a valuable history of the organization. The City Clerk’s office Agenda Item #9.5.

Page 143 of 282 ends

coordinates the Records Management Program in cooperation with assigned department personnel.

The City's Retention Schedule is reviewed Kaizen to ensure it is up to date with current legislation and laws. All suggested revisions are forwarded to the City Clerk, who then reviews and distributes to the departments for their comments. The City Attorney also reviews for accuracy and completeness.

The proposed policy delegates the authority to destroy records in compliance with the adopted Retention Schedule upon the consent of the City Clerk and City Attorney, without further action by the City Council. Considering the level of expertise held by the individuals reviewing the schedule on an annual basis, and to remain consistent it is being requested that the City Council delegate the authority to the City Manager to approve any future revisions to the retention schedules based on Consultant review and with the approval by the City Clerk and the City Attorney.

DOCUMENTS ATTACHMENTS:

Attachment 1 - St. Helena Disposition Procedure Policy
Attachment 2 - Exhibit A STHL_Retention Schedule
Attachment 3 - Disposition Form
Attachment 4 - Resolution
Agenda Item #9.5.

Page 144 of 282 ends

Policy Type:

Council
City of St. Helena Reso. No. 2023-
Council Policy Page 1 of XX
Policy Title: Approved by City Council
Records Retention and Disposition of
Information
Effective Date: Supersedes: Policy Section: Policy Number:

N/A Administration and
Government
AG-1
OAK #4836-6615-6583 v1

PURPOSE
To establish policies and procedures under a Records Management Program to control the orderly creation, utilization, maintenance, retention, preservation, and disposition of City records based on State and Federal Statutes governing public records.

To ensure that a responsible program of records management is practiced and documented from creation to disposition in accordance with the law and in the best interest of the City and the general public.

SCOPE
This procedure applies to City employees and contractors regardless of format or where the information may be housed, retained, or stored. It also applies to The City subcontractors that create and/or maintain information on the City’s behalf.

This procedure does not apply to electronic information saved for disaster recovery purposes on backup media that are regularly reused and/or overwritten on a rotating basis.

Definition
Term Definition
Retention Schedule The Retention Schedule provides
direction on how long to retain
information.

Legal Hold Notice Notification issued by the City Attorney to suspend destruction of information that
may be relevant to an ongoing or
anticipated legal proceeding,
investigation, or audit.

POLICY
A. General Requirements

1. This procedure should be implemented on a regular and/or routine basis, but no less than once each year by each department. It is the responsibility of the department that owns the information to ensure compliance with this procedure.

Agenda Item #9.5.

Page 145 of 282 ends

Policy Title
Records Retention and Disposition of Information
Effective Date Supersedes Policy Section Policy Number
N/A Administration and
Government

Page 2 of 4 ends

OAK #4836-6615-6583 v1

2. The City Clerk and City Attorney have been vested with the authority to approve of records in compliance with the retention schedule.

3. Information that has passed its retention requirements and is released from all Legal Holds is to be prepared for disposal. For assistance in determining if a Legal Hold is in effect, contact the City Clerk.

NOTE: Any information subject to an open Legal Hold Notice is to be retained until the Legal Hold Notice is released.

4. Information should be destroyed in accordance with the requirements specified in the Information Destruction Standard, which means to discard paper records and clearing electronic data to be unreadable or irretrievable..

5. Contracts between the City and subcontractors that create, store or maintain information on the City’s behalf will incorporate the requirements of this procedure, as well as the Information Destruction Standard, by reference.

B. Information Located in Off-site Storage

1. Staff from the City Clerk’s office will generate an annual Destruction Eligibility Report. Reports will be distributed to the departments that own the information.

Departments will have 21 days in which to notify the City Clerk’s office if any of the information included in the report should not be destroyed due to:
a) A Legal Hold;
b) An error in the report.

2. Legal Holds enacted by the City Attorney will be tracked by the City Clerk and revalidated no less frequently than every 6 months.

3. Information released by the City Attorney/City Clerk will be processed for destruction.

4. The City Clerk maintains the destruction confirmation paperwork.

C. Information Maintained On-Site

1. Annually, departments will conduct a review of their department information against the Retention Schedule. This review will include:
a) Physical documents and files;
b) Electronic documents/files in shared drives or other shared access repositories;
c) Workstation hard drives;
d) The City issued laptops;
Agenda Item #9.5.

Page 146 of 282 ends

Policy Title
Records Retention and Disposition of Information
Effective Date Supersedes Policy Section Policy Number
N/A Administration and
Government

Page 3 of 4 ends

OAK #4836-6615-6583 v1
e) The City issued mobile device(s) (e.g., cell phones, iPhone, iPad, tablets); f) Email folders.

2. The Director of each Department will contact the City Clerk to determine if there is a Legal Hold in effect, or other business requirement, that would exempt specific categories or types of information from disposal. The Department Director will:
a) Inform department staff of those categories or types of information that are to be exempted from disposal, and
b) Instruct department staff to delete electronic information that has passed its retention period.

3. Information will be prepared and processed for deletion in accordance with the requirements specified in the Information Destruction Standard in the retention schedule.

4. Department staff will comply with instructions received from the Department Director to delete obsolete electronic information, or exempt specific types of electronic information from disposition.

5. The Director of each Department will communicate to the City Administrative Records Assistant or City Clerk, as well as the City Attorney, that information has been properly managed.

II. DOCUMENT INFORMATION
A. Governing Documents

1. Adopted retention schedule (Exhibit A).

POLICY REVIEW
This Policy may be amended or modified from time to time, as necessary, to account for changes in legal, regulatory, or operational requirements for information management.

Agenda Item #9.5.

Page 147 of 282 ends

Policy Title
Records & Information Management
Effective Date Supersedes: Policy Section Policy Number

Page 4 of 4 ends

OAK #4836-6615-6583 v1

REFERENCES
• Retention Schedule, Records Management Procedures, Glossary and Standards Agenda Item #9.5.

Page 148 of 282 ends

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 #9.5.

Page 149 of 282 ends

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 #9.5.

Page 150 of 282 ends

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 #9.5.

Page 151 of 282 ends

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 #9.5.

Page 152 of 282 ends

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
Agenda Item #9.5.

Page 153 of 282 ends

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
Agenda Item #9.5.

Page 154 of 282 ends

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
Agenda Item #9.5.

Page 155 of 282 ends

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
Agenda Item #9.5.

Page 156 of 282 ends

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
Agenda Item #9.5.

Page 157 of 282 ends

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 #9.5.

Page 158 of 282 ends

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
Agenda Item #9.5.

Page 159 of 282 ends

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
Agenda Item #9.5.

Page 160 of 282 ends

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
Agenda Item #9.5.

Page 161 of 282 ends

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
Agenda Item #9.5.

Page 162 of 282 ends

CITY OF ST. HELENA

DISPOSITION OF OBSOLETE RECORDS
Refer to Policy No. AG1.01, Records Retention and Disposition of Information

DEPARTMENT USE ONLY CITY ATTORNEY
Recommended for Destruction by:
_______________________________________________ ______________ Records Representative Date
_
_
_
_
_
_
_
_
_
_
_
_
_
_
_
D
e
p
a
rt
m
e
n
t
H
e
a
d
D
a
t
e
D
Consent is hereby given to destroy records: Date

DEPARTMENT USE ONLY CITY CLERK
Approved for Destruction:
_______________________________________________ ______________ Department Head Date
Date
Consent is hereby given to destroy records: Date

FORM SIGNATURES AND DISTRIBUTION DESTRUCTION BY
Method(s) used:

Wastebasket Destruction Services
Shred Electronic Records Deleted
SIGNATURES: “OFFICE OF RECORD” records require Records Representative, Department Head, and City Attorney signatures. Department records, when the department is not designated as the Office of Record, require Records Representative and Department Head signatures only.

DISTRIBUTION: The office destroying the records retains a copy and forwards this signed original to the Records Management Section, MS/03.

Records Representative/Department Date
Date
The _____________________ has prepared records for destruction in accordance with the

DEPARTMENT
February 14, 2023 City Council Adopted Retention Schedule.

ITEM
NO.

OFFICE OF
RECORD

DESCRIPTION OF RECORD TO BE DESTROYED YEARS COVERED BY
RECORD
REC. CTR.

BOX NO.
[Record Category] (Retention Period)

1. 2.

3. 4.

5. 6.

7. 8.

9. 10.

11. 12.

13. 14.

15. 16.

17. 18.

19. 20.

21. 22.

23. 24.

25. Agenda Item #9.5.

Page 163 of 282 ends

CITY OF ST. HELENA
RESOLUTION NO. 2023-
Resolution of the City Council of the City of St. Helena Adopting a Records Retention and Disposition of Information Policy and Delegating Authority to Approve Future Revisions to the City Manager with Approval by the City Clerk and City Attorney

RECITALS
A. On February 14, 2023, the City Council adopted an updated records retention schedule; and
B. A Records Retention Schedule (Schedule) is a comprehensive list of records series, indicating for each series the length of time it is to be maintained and when, and if, it may be destroyed along with any legal citations that govern that length of time; and
C. A records retention and disposition of information policy provides guidance and direction regarding how a record is to be kept and destroyed; and D. The City Clerk and City Attorney have been vested with the authority approve destruction of records in compliance with the Schedule; and E. Based on the level of expertise held by reviewers, approval of future revisions could be made by the City Manager, with the concurrence of the City Clerk and City Attorney without need for further action by the City Council.

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

1. The City Council approves the records retention and disposition of information policy and delegating authority to approve future revisions to the City Manager with approval by the City Clerk and City Attorney.

Approved at a Regular Meeting of the St. Helena City Council on September 26, 2023, by the following vote:

Mayor Paul Dohring:

Vice Mayor Eric Hall:

Agenda Item #9.5.

Page 164 of 282 ends

Council Member Anna Chouteau:

Council Member Lester Hardy:

Council Member Billy Summers:

APPROVED: ATTEST:
______________________ ________________________
Paul Jamison Dohring, Mayor Cindy Tzafopoulos, City Clerk Agenda Item #9.5.

Page 165 of 282 ends

Page 166 of 282 ends

Agenda Report to the City Council
Agenda Section: NEW BUSINESS
Department: Recreation
DATE: September 26, 2023
FROM: Dave Jahns, Parks & Recreation Director
SUBJECT: Informational report recognizing the formation of the St.

Helena Parks & Recreation Foundation

RECOMMENDED
ACTION:

Receive the report and provide feedback as desired.

PREVIOUS COUNCIL
ACTION:

N/A

STATEMENT OF THE
PURPOSE:

Provide City Council with information about an existing nonprofit's desire to amend their vision, mission statement, active board members, and share opportunities for the
community to be involved with a new Parks and Recreation Foundation.

FINANCIAL IMPACT: N/A
BACKGROUND:

In 1987, community members established a non-profit organization titled the Upper Valley Community Center, Inc. Their specific charter was to raise funds to "create a community center facility to meet the various needs of upper valley residents and civic organizations." While unable to raise enough funds to create a community center as originally envisioned, the organization has been successful in creating positive community impact through numerous fundraising initiatives and special events, most notably the creation and implementation of the St. Helena Hometown Harvest Festival for many years.

In recent years, the existing Board of Directors (Board) have come to the decision to amend their mission to focus the utilization of utilizing current and future funds for broader community benefit. The organization has raised approximately $275,000 and it is the Board's wish to work in partnership with City staff to modify their current bylaws and reestablish themselves as the St. Helena Parks and Recreation Foundation (Foundation).

DISCUSSION:

City staff have been in conversation with the Board over the last year about their vision for an amended Foundation with a broader mission. Staff is currently working with the City's Attorney's office to draft a revised set of bylaws that will encompass the following mission and purpose:
• Name: St. Helena Parks & Recreation Foundation
Agenda Item #12.1.

Page 167 of 282 ends

• Mission: The mission of the St. Helena Parks & Recreation Foundation is to support, enhance, and provide equitable access to programs and public spaces for the community. Through education, advocacy, and fundraising we strive to positively impact and improve quality of life for all St. Helena community members by facilitating the creation and improvement of recreational facilities, preserving parks and open space, and providing contributions to support individuals and families participating in community programs.

Once the amended bylaws are finalized, the existing Board will be appointing new board members, as it is the current members' wish to eventually step down from their respective roles. The Board President, and potentially other members, have agreed to remain active on the Board during the first year to ensure a smooth transition. The amended mission and newly appointment Board members are intended to reinvigorate the fundraising process and provide an opportunity to have a broader community impact by supporting infrastructure improvements, enhanced programs and events, and financial assistance for individuals or families. Any potential proposed funding donations will be subject to the City's Charitable Gifts and Donation policy, and will be vetted by staff, Parks and Recreation Commission, and/or City Council, depending on the nature and monetary value of the proposed donation.

While the Foundation will be a separate entity from the City organization, it is the desire of the Board to work collaboratively with City staff and the Parks and Recreation Commission, and therefore the City Manager's designee will be appointed to sit on the board as an ex officio member. The Board President attended the March 2023 Parks and Recreation Commission meeting to share the proposed transition and the Commission provided their support and gratitude for future partnership.

What happens next?
• The City Attorney's office, in partnership with the Board, will finalize the amended bylaws and file all appropriate documentation with the State Attorney General's office.
• Recruitment of new Board members will begin immediately. • Fundraising and a new chapter in supporting community recreation facilities and programs begins.

As part of this announcement, City staff and the Board are putting a call to action out to the community as we wish to see those interested in being part of the new Foundation come forward. The intent is to take the existing funds and launch a matching fundraising campaign in the near future. Interested community members can contact Dave Jahns (Parks and Direction Director) or Katherine Carrick (Board President) for additional information.

ENVIRONMENTAL REVIEW:

There is no direct environmental impact with this item.

Agenda Item #12.1.

Page 168 of 282 ends

Agenda Report to the City Council
Agenda Section: NEW BUSINESS
Department: Finance
DATE: September 26, 2023
FROM: Mandy Kellogg, Administrative Services Director
SUBJECT: Introduction and First Reading of an Ordinance Amending Section Chapter 2.04.050 City Council Salary, Considering Proposed Increases to City Council Compensation Based
on Changes from Senate Bill 329 that Increases the
Maximum City Council Salary that can be Approved by City Ordinance Effective January 1, 2025.

RECOMMENDED
ACTION:

Introduction and first reading of an ordinance amending section Chapter 2.04.050 City Council Salary, approve first reading by title only and waive further reading for proposed changes to the salary of the members of the City Council.

PREVIOUS COUNCIL
ACTION:

None.

STATEMENT OF THE
PURPOSE:

Recommend proposed changes to the salary of the
members of the City Council effective January 1, 2025.

FINANCIAL IMPACT: None.

BACKGROUND:

Government Code section 36516(a), as adopted in 1984, set certain defined salary limits for city council members in general law cities depending on the size of a city’s residential population.

The California Senate unanimously approved legislation from Senator Bill Dodd, D-Napa that would boost participation and diversity on California city councils by allowing the first council pay cap increases in nearly four decades, bringing salaries more in line with the cost of living. SB 329 was supported by the California branch of the NAACP and the League of California Cities, among other groups. “Diversity and inclusion make for better policy-making at all levels of government,” said Carolyn Coleman, executive director and CEO of League of California Cities during it passage. “Cal Cities is proud to sponsor this important legislation that lessens barriers for those interested in governing at the local level. This overdue reform is another tool communities can choose to use that can helps ensure our city councils are reflective of the residents who live, work and play in their communities.”
Senator Dodd’s Senate Bill 329 intends to address the inequity by allowing councils to adjust their maximum pay to reflect inflation as measured by the California Consumer Price Index. Any increases would require a majority vote of the city councils. During passage of the bill, Senator Dodd was quoted saying “City council members serve long Agenda Item #12.2.

Page 169 of 282 ends

hours and make critical decisions for our communities. It’s a major commitment that’s especially hard on working people and those from diverse or disadvantaged backgrounds who must balance jobs and family obligations. My proposal will improve diverse representation and increase access to elected office for all Californians by making it less of a financial challenge to serve.”
The salary of St. Helena City Councilmembers is authorized by Government Code 36516(a), which allows a City Council to establish a salary, by ordinance, up to a ceiling based by the population. For cities up to and including 35,000 in population (like City of St. Helena), the salary approved by ordinance may be up to 300 dollars per month. That salary may be increased by ordinance or amendment, but the increase may not exceed an amount equal to 5 percent for each calendar year from the operative date of the last adjustment of the salary in effect when the ordinance or last amendment was enacted.

On December 10, 1984, the City Council adopted Ordinance 84-19, which set the City Council's monthly compensation at $300 per month pursuant to the provisions of Government Code Section 36516 based on a population of approximately 5,000. No additional increases have been authorized to-date during the last almost 40 years. With inflation, that number would have normally have increased from $300 to $883.

DISCUSSION:

On June 29, 2023, Governor Newsom signed Senate Bill 329 (SB 329) (Attachment A).

SB 329 increases the maximum amount of salary that can be approved by city ordinance based on different population thresholds. The last preceding federal census or a subsequent census shall determine the applicable population. The maximum rates are as follows (the tier for the City of St. Helena population is highlighted in bold text):

Population Maximum Monthly Salary
Up to 35,000 $950
35,001 to 50,000 $1,275
50,001 to 75,000 $1,600
75,001 to 150,000 $1,900
150,001 to 250,000 $2,550
Over 250,000 $3,200
The new bill would increase the maximum amount of salary, based upon the population of the city, that may be approved by an ordinance passed by the city council, as specified.

The bill would authorize the salary of council members to be increased beyond the specified maximums to an amount not exceeding the greater of either 5% for each calendar year from the operative date of the last adjustment of the salary in effect when the ordinance or amendment is enacted, or an amount equal to inflation since January 1, 2024, based upon the California Consumer Price Index, which shall not exceed 10% for each calendar year. The bill would require the city council to consider the adoption of an ordinance to increase council member compensation in open session during at least two regular meetings of the city council.

Agenda Item #12.2.

Page 170 of 282 ends

Below is a summary of the City Council compensation for the cities in Napa County:

Agency Mayor Salary
Council
Member
Salary
Frequency
American
Canyon 315 315 monthly
Calistoga 200 200 monthly
Napa 2,870 1,435 monthly
St. Helena 300 300 monthly
Yountville 777 777 monthly
Staff recommendation is to increase the monthly salary to the maximum allowable amount of $950 per month ($11,400 per year) to address inflation and as a token toward the large number of volunteer hours spent by local elected officials in the performance of their duties.

In addition, staff a recommending an additional compensation for the mayor, increasing the overall salary to $1,200 per month ($14,400 per year), for the additional duties associated with the role of the mayor. Government Code Section 35616.1 authorizes the mayor's salary to exceed the salary caps imposed upon council members in Section 36516. Furthermore, Section 36516.1 stipulates mayors elected in accordance with Sections 34900 to 34904 “may be provided with compensation in addition to that which they receive as a council member.” This additional compensation can be authorized either through a city council-adopted ordinance or by a majority vote of electors during a municipal election.

Government Code Section 36516.5 prohibits any change in compensation during the council member's term in office, therefore staff is recommending the increase to be effective January 1, 2025.

DOCUMENTS ATTACHMENTS:

ST HELENA_ Ordinance Increasing Council and Mayor Compensation Attachment A: Senate Bill 329
Agenda Item #12.2.

Page 171 of 282 ends

ORDINANCE NO.

ORDINANCE OF THE CITY COUNCIL OF THE CITY OF
ST. HELENA SETTING THE COMPENSATION OF CITY COUNCILMEMBERS AND MAYOR
WHEREAS, Government Code Section 36516(a)(2) permits the city council to establish by ordinance compensation to be paid to each councilmember up to a ceiling based on the city’s population; and
WHEREAS, pursuant to Government Code Section 36516.1, the city council may adopt an ordinance providing compensation to an elected mayor in addition to the compensation received as a councilmember; and
WHEREAS, On December 10, 1984, the City Council for the City of St. Helena (“City Council”) adopted Ordinance 84-19 which set the City Council's monthly compensation at $300 per month pursuant to the provisions of Government Code Section 36516(a)(2) based on a population of approximately 5,000; and WHEREAS, On June 29, 2023, Governor Newsom signed Senate Bill 329 (“SB 329”) which amends Government Code section 36516 to increase the maximum amount of compensation that can be approved by a city ordinance based on different population thresholds; and
WHEREAS, SB 329 authorizes the salary of councilmembers to be increased beyond the specified maximums to an amount not exceeding the greater of either 5% for each calendar year from the operative date of the last adjustment of the salary in effect when the ordinance or amendment is enacted, or an amount equal to inflation since January 1, 2024, based upon the California Consumer Price Index, which shall not exceed 10% for each calendar year; and
WHEREAS, SB 362 mandates a two-meeting process for considering the adoption of an ordinance increasing councilmember compensation with the first meeting involving the presentation of the proposed ordinance and findings demonstrating the need for the increased compensation; and
WHEREAS, neither SB 362 nor Government Code Section 36516 require the city council to make similar findings solely when increasing the mayor’s compensation; and WHEREAS, the salaries for the City Council have not been increased or adjusted for thirty-eight years to keep pace with the rising cost of living and inflationary trends; and
WHEREAS, to encourage qualified persons to become members of the City Council and to ensure that members of the City Council are compensated comparably Agenda Item #12.2.

Page 172 of 282 ends

to councilmembers of other cities, the City Council finds that it is necessary and in the best interests of the City to increase the salaries of the City Council and Mayor; and WHEREAS, the City Council desires to amend St. Helena Municipal Code Section 2.04.050 to increase the maximum amount of compensation allowed for under Government Code Section 36516(a)(2) which is $950 per month ($11,400 per year); and
WHEREAS, pursuant to Government Code Section 36516.1, the City Council further desires to add St. Helena Municipal Code Section 2.08.020 to increase the Mayor’s compensation to $1,500 per month ($18,000 per year) in addition to what the Mayor receives as a member of the City Council; and
WHEREAS, Government Code Section 36516.5 provides that a change in salary for each city councilmember does not take effect until one or more members of the city council begins a new term of office; and
NOW, THEREFORE, The City Council of the City of St. Helena does hereby ordain as follows:

Section 1: Recitals
The Recitals set forth above are true and correct and are incorporated into this Ordinance.

Section 2. Repeal
Ordinance No. 84-19 is hereby repealed upon the effective date of this Ordinance.

Section 3: Amendment Regarding City Council Compensation.

Section 2.04.050 of the St. Helena Municipal Code is hereby amended in its entirety to read as follows (new language is underlined, deletions are in strikeout):

2.04.050 City council salary.

Each member of the city council shall receive three hundred nine hundred and fifty dollars ($300950.00) each month as salary.

Section 4: Amendment Regarding Mayor Compensation.

Section 2.08.020 of the St. Helena Municipal Code is hereby added to read as follows:

Agenda Item #12.2.

Page 173 of 282 ends

2.08.020 Mayor salary.

In addition to the compensation provided to the mayor under Section 2.04.050 of the St. Helena Municipal Code, the mayor shall receive one thousand and five hundred dollars ($1,500.00) each month as salary.

Section 5: Severability.

If any section, subsection, phrase, or clause of this Ordinance is for any reason held to be unconstitutional, such decision shall not affect the validity of the remaining portions of this Ordinance. The City Council would have passed this Ordinance and each and every section, subsection, sentence, clause, or phrase not declared invalid or unconstitutional without regard to whether any portion of the Ordinance would be subsequently declared invalid or unconstitutional.

Section 6: CEQA.

This Ordinance was assessed in accordance with the authority and criteria contained in the California Environmental Quality Act (“CEQA”), the State CEQA Guidelines (the “Guidelines”), and the environmental regulations of the City. The City Council hereby finds that this ordinance is exempt from review under CEQA under Section 15061(b)(3) of the State CEQA Guidelines because it can be seen with certainty that the provisions contained herein would not have the potential for causing a significant effect on the environment.

Section 7: Findings.

In accordance with the provisions of SB 362, the City Council finds it necessary to increase the salary of City Councilmembers for the reasons stated herein. City Council salaries have remained unchanged for an extended period of thirty-eight years, a duration that has not aligned with the escalating cost of living and inflationary pressures, and the heightened demands inherent in their roles. Furthermore, the City Council finds that the proposed salary increase is necessary, as it will act as a catalyst in attracting in well-qualified individuals to take on the responsibilities of City Councilmembers and ensure the sustained excellence of our local government.

Section 8: Effective Date.

SB 362 requires the City Council to consider adoption of this Ordinance to increase the compensation during at least two regular meetings. After presenting the Agenda Item #12.2.

Page 174 of 282 ends

Ordinance and supporting findings demonstrating the necessity for increased compensation at tonight's meeting, the City Council will schedule a second meeting to decide on the adoption of this Ordinance, with a minimum seven-day gap following tonight’s meeting.

Pursuant to California Government Code Section 36516.5, this Ordinance shall become operative only on and after the date upon which one or more members of the City Council of the City of St. Helena become eligible for the salary prescribed herein by virtue of beginning a new term of office following the general municipal election next succeeding the effective date of this Ordinance. Until said operative date, the current provisions of St. Helena Municipal Code Section 2.04.050 shall be and remain in effect.

On the operative date of this Ordinance, Section 2.04.050 shall be, and is hereby, replaced by this Ordinance and Section 2.08.020 shall be added by this Ordinance.

Section 9. Publication.

The Mayor shall sign this Ordinance and the City Clerk shall cause the same to be published within fifteen (15) days after its passage at least once, in a newspaper of general circulation, published and circulated in the City of St. Helena, California. This Ordinance of the City of St. Helena shall become effective on January 1, 2025.

THE FOREGOING ORDINANCE was introduced at a regular meeting of the St. Helena City Council on the day of , 2023, and was adopted at a regular meeting of the St. Helena City Council on the day of , 2023, by the following vote:

Mayor Dohring: _____
Vice Mayor Hall: _____
Councilmember Chouteau: _____
Councilmember Hardy: _____
Councilmember Summers: _____
APPROVED:
___________________________________
Paul Jamison Dohring, Mayor
ATTEST:

CITY OF ST. HELENA
Agenda Item #12.2.

Page 175 of 282 ends

___________________________________
Cindy Tzafopoulos, City Clerk
I, CINDY TZAFOPOULOS, CITY CLERK of the City of St. Helena, California, do hereby certify that the foregoing Ordinance was regularly introduced and placed upon its first reading at a regular meeting of the City Council on the day of , 2023. That thereafter said Ordinance was duly adopted and passed at a regular meeting of the City Council on the day of , 2023, by the following vote:

Mayor Dohring: _____
Vice Mayor Hall: _____
Councilmember Chouteau: _____
Councilmember Hardy: _____
Councilmember Summers: _____
Agenda Item #12.2.

Page 176 of 282 ends

Senate Bill No. 329
CHAPTER 27
An act to amend Section 36516 of the Government Code, relating to local government. [ Approved by Governor June 29, 2023. Filed with Secretary of State June 29, 2023. ]

LEGISLATIVE COUNSEL'S DIGEST
SB 329, Dodd. Cities: city council members: compensation.

Existing law authorizes a city council to enact an ordinance to provide each member of the city council a salary based upon the population of the city, as specified. Existing law authorizes that amount to be increased by the city council by an amount that does not exceed 5% for each calendar year from the operative date of the last adjustment of the salary that is in effect when the increase is enacted.

Existing law provides for the procedures by which a city may enact ordinances.

This bill would increase the maximum amount of salary, based upon the population of the city, that may be approved by an ordinance passed by the city council, as specified. The bill would authorize the salary of council members to be increased beyond the specified maximums to an amount not exceeding the greater of either 5% for each calendar year from the operative date of the last adjustment of the salary in effect when the ordinance or amendment is enacted, or an amount equal to inflation since January 1, 2024, based upon the California Consumer Price Index, which shall not exceed 10% for each calendar year. The bill would require the city council to consider the adoption of an ordinance to increase council member compensation in open session during at least 2 regular meetings of the city council.

Digest Key
Vote: majority Appropriation: no Fiscal Committee: no Local Program: no Bill Text

THE PEOPLE OF THE STATE OF CALIFORNIA DO ENACT AS
FOLLOWS:

SECTION 1. The Legislature finds and declares all of the following:
(a) The compensation schedule for general law cities has not been adjusted since 1984, meaning that city council compensation has not kept pace with inflation. (b) Allowing cities to adjust their compensation for inflation since 1984 may help city councils become more diverse because increased compensation can help individuals from across different income levels receive sufficient income from their service to help ensure that they can continue to serve the public and support their families.

SEC. 2. Section 36516 of the Government Code is amended to read:

Attachment A
Agenda Item #12.2.

Page 177 of 282 ends

36516. (a) (1) A city council may enact an ordinance providing that each member of the city council shall receive a salary based on the population of the city as set forth in paragraph (2). (2) The salaries approved by ordinance under paragraph (1) shall be as follows:
(A) In cities up to and including 35,000 in population, up to and including nine hundred fifty dollars ($950) per month.
(B) In cities over 35,000 up to and including 50,000 in population, up to and including one thousand two hundred seventy-five dollars ($1,275) per month. (C) In cities over 50,000 up to and including 75,000 in population, up to and including one thousand six hundred dollars ($1,600) per month.
(D) In cities over 75,000 up to and including 150,000 in population, up to and including one thousand nine hundred dollars ($1,900) per month.
(E) In cities over 150,000 up to and including 250,000 in population, up to and including two thousand five hundred fifty dollars ($2,550) per month. (F) In cities over 250,000 population, up to and including three thousand two hundred dollars ($3,200) per month.
(3) For the purposes of this subdivision, the population of a city shall be determined by the last preceding federal census, or a subsequent census, or estimate validated by the Department of Finance.
(4) The salary of council members may be increased beyond the amount provided in this subdivision by an ordinance or by an amendment to an ordinance, but the amount of the increase shall not exceed the greater of either of the following:
(A) An amount equal to 5 percent for each calendar year from the operative date of the last adjustment of the salary in effect when the ordinance or amendment is enacted. (B) An amount equal to inflation since January 1, 2024, based upon the California Consumer Price Index, which shall not exceed 10 percent for each calendar year. (5) No ordinance shall be enacted or amended to provide automatic future increases in salary. (b) Notwithstanding subdivision (a), at any municipal election, the question of whether city council members shall receive a salary for services, and the amount of that salary, may be submitted to the electors. If a majority of the electors voting at the election favor it, all of the council members shall receive the salary specified in the election call. The salary of council members may be increased beyond the amount provided in this section or decreased below the amount in the same manner. (c) Unless specifically authorized by another statute, a city council may not enact an ordinance providing for compensation to city council members in excess of that authorized by the procedures described in subdivisions (a) and (b). For the purposes of this section, compensation includes payment for service by a city council member on a commission, committee, board, authority, or similar body on which the city council member serves. If the other statute that authorizes the compensation does not specify the amount of compensation, the maximum amount shall be one hundred fifty dollars ($150) per month for each commission, committee, board, authority, or similar body.
(d) Any amounts paid by a city for retirement, health and welfare, and federal social security benefits shall not be included for purposes of determining salary under this section, provided that the same benefits are available and paid by the city for its employees. (e) Any amounts paid by a city to reimburse a council member for actual and necessary expenses pursuant to Section 36514.5 shall not be included for purposes of determining salary pursuant to this Agenda Item #12.2.

Page 178 of 282 ends

section.
(f) A city council member may waive any or all of the compensation permitted by this section. (g) (1) For the purposes of this section, a city council shall consider the adoption of an ordinance to increase compensation in open session during at least two regular meetings of the city council. (2) At the first meeting, the city council shall present the proposed ordinance, which shall include findings demonstrating the need for the increased compensation. The ordinance shall not be adopted at the first meeting.
(3) At least seven days after the first meeting, the city council shall hold a second meeting to consider whether to adopt the ordinance.

Agenda Item #12.2.

Page 179 of 282 ends

Page 180 of 282 ends

Agenda Report to the City Council
Agenda Section: NEW BUSINESS
Department: Administration
DATE: September 26, 2023
FROM: April Mitts, Assistant City Manager
SUBJECT: Discussion and Direction Regarding the Establishment of an Ad Hoc Committee.

RECOMMENDED
ACTION:

Establish an exploratory Ad Hoc Committee (working
group).

PREVIOUS COUNCIL
ACTION:

None.

STATEMENT OF THE
PURPOSE:

The purpose is to receive feedback and direction to
establish an exploratory Ad Hoc Committee (working group) that can identify the issues for which qualified volunteers can best support the Water and Wastewater Enterprises
and then to make a recommendation to the City Council
regarding such a body.

FINANCIAL IMPACT: None.

BACKGROUND:

On November 22, 2022, Garry Rose presented a proposal for a permanent Water and Wastewater Commission to the City Council.

At the conclusion of the presentation Councilmembers Chouteau and Hardy supported bringing this back as a scheduled item for further discussion.

Since the initial presentation, others in the community have also expressed interest in this proposal.

DISCUSSION:

Over the last few months staff has been working with the City Council Water Ad Hoc Committee ("Ad Hoc Committee"), comprised of Mayor Dohring and Councilmember Hardy to review the needs of the City as it relates to its Water and Wastewater Enterprises as well as continue the discussion on the concepts presented by Mr. Rose and others.

After receiving feedback from staff and members of the public, it is the recommendation of Mayor Dohring, Councilmember Hardy, and staff that the City Council establish a Water and Wastewater Enterprises ad hoc committee (the WWE Committee or working group) comprised of the Mayor, Council Member Hardy and residents nominated by the Mayor and approved by the Council, with support and participation from staff as needed. The purpose of this working group is to identify the issues for which qualified volunteers can Agenda Item #12.3.

Page 181 of 282 ends

best support the Water and Wastewater enterprises, and to make recommendations to the Council as how best to organize an advisory body for this purpose.

Agenda Item #12.3.

Page 182 of 282 ends

Agenda Report to the City Council
Agenda Section: NEW BUSINESS
Department: Public Works
DATE: September 26, 2023
FROM: Joseph Leach, Public Works Director and City Engineer, Lesley Milton, Asst. to the City Manager
SUBJECT: Approval of a Resolution ratifying known expenditures in an amount of $1,225,458 related to Resolution 2023-106
Public Emergency for Remediation of Discolored Water and authorizing use of Water Operations Fund balance for the repairs.

RECOMMENDED
ACTION:

Approve the Attached Resolution

PREVIOUS COUNCIL
ACTION:

On August 22, 2023, the City Council adopted Resolution 2023-106 ratifying a public emergency due to the presence of brown, discolored water from areas fed by the City’s Bell Canyon Water Treatment Plant. The intent of the
declaration was to provide a mechanism under the Public Contract Code Section 1102 to expedite repair or
replacement of necessary infrastructure to remediate the situation. This action allows the city to proceed with
awarding Public Works contracts to perform emergency
work outside of typical procurement regulations.

STATEMENT OF THE
PURPOSE:

Ratify the know expenditures and accept the update.

FINANCIAL IMPACT: The Fiscal Impact is $1,225,458 utilizing fund balance from the Water Operations Fund 561 and transferring the funds to the Water Capital Improvement Fund 764.

This action updates CIP Project W24-09 with a project
budget of $1,225,458.

BACKGROUND:

The City acknowledges the impact this emergency is having on residents and businesses and their quality of life and the need to expeditiously repair the necessary infrastructure.

Consistent with governing regulations, the Public Works Department has been soliciting proposals to perform investigation and remediation, identify the cause of the discoloration, determine whether the discoloration poses a safety issue to City water customers, and to take any necessary action to remediate the issue causing the water emergency.

Agenda Item #12.4.

Page 183 of 282 ends

Pursuant to Public Contract Code section 22050(b)3, the City Manager or their designee is required to report to the City Council regarding the status of the water emergency, efforts taken to remediate the emergency, and the need to continue the emergency action at every regularly scheduled meeting until the emergency action is terminated.

Additionally, under Municipal Code Section 3.04.290(b) the City Manager is authorized to enter into contracts to remediate the emergency but also must bring such contracts back to the City Council for ratification.

Current actions taken to remediate the water emergency:
• Systematic Hydrant Flushing: Since early August, the Water Division has performed hydrant flushing. This has allowed them to focus on specific areas of the City, isolate issues, and work to mitigate problems. The team flushes hydrants regularly and is testing specific sections of the City at least three days a week to determine which areas may need additional flushing. • The City continues to comply with both state and federal regulations when it comes to testing the water coming from the treatment plant and throughout the distribution system.
• The City is contracting with four primary firms to help improve water quality in the short and long-term. Tasks include:
o Inspection of the filters at the treatment plant.
o Cleaning, surface preparation, and recoating the Clearwell and Tank 1A. o Replacing and/or cleaning and recoating the intake piping and pumps for the Clearwell.

Staff continue to engage specialty contractors to provide cleaning/inspection services for the pipeline between the Clearwell and Tank 1A. It is anticipated that the proposal for those services, as well as any other related expenditures, will be brought before the City Council for subsequent ratification.

DISCUSSION:

As of this report, the City has engaged in the following contracted services to help improve the water quality and service delivery. Staff are requesting the City Council ratify these contractual services consistent with Municipal Code Section 3.04.290(b) and authorize any associated contracts.

Contractor Description Amount
West Yost
Professional Services
Agreement
Engineering Services
Clearwell and Tank 1A Rehab $56,731.00
ERS Industrial Services
Purchase Order - General
Services Filter Inspection Services $21,070.00
Marine Industrial Tank, Inc. Tank 1A and Clearwell
Inspection Services $15,200.00
Agenda Item #12.4.

Page 184 of 282 ends

Purchase Order - General
Services
Pumpman
Purchase Order - Equipment
Municipal Pump and Motor
Replacement $185,596.41
Marine Industrial Tank, Inc.

Construction Contract
Tank1A and Clearwell
Cleaning, Resurfacing, and
Relining
$946,860.40
TOTAL $1,225,457.81
Additionally, in an effort to accurately monitor all expenditures related to this action, staff has created the Capital Improvement Program project number W24-09, titled, "Emergency Repairs to Water Infrastructure to address Discolored Water".

Contract & Expenditure Details
West Yost - Engineering Services to Perform Clearwell and Tank 1A Rehabilitation West Yost will provide engineering and project management services during the preconstruction bid-phase period before refurbishing two concrete water tanks. Services include project management, review of contractor submittals to ensure bids are complete, competitive and stay on schedule.

Total Cost of Services: $56,731
Estimated Time to Complete Task: Spans the duration of the project.

ERS Industrial Services - Filter Inspection Services
The City has engaged the services of ERS Industrial Services to inspect and service the water treatment plant's eight (8) pressure vessel filters and two (2) one cell gravity filters.

Total Cost of Service: $21,070.00
Estimated Time to Complete Task: To be determined but coordinated in advance of rehabilitation work.

Marine Industrial Tank Inc. - Tank Inspection Services
The City engaged the services of Marine Industrial Tank Inc. to conduct an inspection and a condition assessment of the Water Treatment Plant 1.4 MG Concreate Reservoir and Clearwell.

Total Cost of Services $15,200.00
Estimated Time to Complete Task: Complete.

Marine Industrial Tank Inc. - Tank Cleaning, Resurfacing, and Relining.

The City engaged the services of Marine Industrial Tank Inc. to conduct a cleaning, resurfacing and relining of the Water Treatment Plant 1.4 MG Concreate Reservoir and Clearwell.

Agenda Item #12.4.

Page 185 of 282 ends

Total Cost of Services $946,860.40 consisting of:
• $787,967.90 - On-Grade Concrete Water Tank
• $158,892.50 - Clearwell Tank Relining
Estimated Time to Complete Task: Substantial Completion Date: Within 30 calendar days of Commencement Date. Final Completion Date: Within 60 calendar days of Substantial Completion.

Pumpman – Municipal Pump Replacement
The City has engaged the services of Pumpman for replacement pumps and motors for:
• One (1) short set line shaft turbine backwash pump and • Two (2) short set line shaft turbine high service pumps.

Total Cost for Services $185,596.41
Estimated Time to Complete Task: Delivery and installation can take place within 8 weeks.

ENVIRONMENTAL REVIEW: This is not a CEQA project.

DOCUMENTS ATTACHMENTS:

Attachment A Resolution Emergency Water Repairs
Attachment B Resolution 2023-106 Ratifying Emergency Public Project without Public Bidding relating to Discolored water
Attachment C W24-09 CIP Project
Attachment D West Yost Scope - Clearwell and Tank Rehab Attachment E STH CONTRACT-FY2023-040 On Call Public Works and Engineering Services
Attachment F ERS Scope Filter Inspection
Attachment G MIT Scope Cleaning & Inspection
Attachment H MIT signed Construction Contract Tank Rehab Attachment I Pump Man Scope Close coupled Turbine Pumps with new motors Agenda Item #12.4.

Page 186 of 282 ends

CITY OF ST. HELENA
RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ST.

HELENA: (1) ESTABLISHING CIP W24-09 – EMERGENCY

REPAIRS TO WATER INFRASTRUCTURE TO ADDRESS

DISCOLORED WATER AND ESTABLISHING A BUDGET OF
$1,225,458, (2) RATIFYING KNOWN EXPENDITURES OF
$1,225,458, (3) AUTHORIZING THE CITY MANAGER TO

EXECUTE AGREEMENTS AND CONTRACTS PERTAINING TO
RESOLUTION 2023-106 PUBLIC EMERGENCY FOR
DISCOLORED WATER; AND (4) AUTHORIZING UTILIZATION

OF FUND BALANCE FROM THE WATER OPERATIONS FUND
561 AND TRANSFERRING THE FUNDS TO THE WATER
CAPITAL IMPROVEMENT FUND 764.

RECITALS
A. On August 22, 2023, the City Council adopted Resolution 2023-106 ratifying a public emergency due to the presence of brown, discolored water from areas fed by the City’s Bell Canyon Water Treatment Plant; and
B. The declaration was necessary to provide a mechanism under the Public Contract Code Section 1102 to expedite repair or replacement of necessary infrastructure to remediate the situation; and C. This action allows the City to proceed with awarding Public Works contracts, obtain services, and obtain supplies in order to perform emergency work outside of typical procurement regulations; and D. The Public Works Department has been soliciting proposals to perform investigation and remediation, identify the cause of the discoloration, determine whether the discoloration poses a safety issue to City water customers, and to take any necessary action to remediate the issue causing the water emergency; and
E. It is necessary to establish a Capital Improvement Program (CIP) for the associated remediation; and
F. The City has engaged in the contracted services located in Table 1 to help improve the water quality and service delivery; and
Agenda Item #12.4.

Page 187 of 282 ends

Table 1 – Contracted Services through 9/21/23
Contractor Description Amount
West Yost
Professional Services
Agreement
Engineering Services
Clearwell and Tank 1A
Rehab
$56,731.00
ERS Industrial Services
Purchase Order - General
Services Filter Inspection Services $21,070.00
Marine Industrial Tank, Inc.

Purchase Order - General
Services
Tank 1A and Clearwell
Inspection Services $15,200.00
Pumpman
Purchase Order - Equipment
Municipal Pump and
Motor Replacement $185,596.41
Marine Industrial Tank, Inc.

Construction Contract
Tank1A and Clearwell
Cleaning, Resurfacing,
and Relining
$946,860.40
TOTAL $1,225,457.81
G. The City Council must ratify these contractual services consistent with Municipal Code Section 3.04.290(b) and authorize any associated contracts.

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

1. Establishes CIP W24-09 – Emergency Repairs to Water Infrastructure to Address Discolored Water and establishing a budget of $1,225,458.

2. Ratifies known expenditures of $1,225,458.

3. Authorizes the City Manager to execute all necessary agreements, contracts, and documents related to the expenditures outlined in Table 1 in the Recitals as it relates to CIP W24-09.

4. Authorizes utilization of $1,225,758 of fund balance from the Water Operations Fund 561 and transferring the funds to the Water Capital Improvement Fund 764.

Agenda Item #12.4.

Page 188 of 282 ends

Approved at a Regular Meeting of the St. Helena City Council on September 26, 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 #12.4.

Page 189 of 282 ends

"3'-'-"*;-*-.-.-:.;.--
.|_ r.
- I.I'|
'
I--t;.-IIII-'.|n5.'-_I.,.|.-é-'.I.|..|.'l _' 'l'l"
'- ——

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ST. HELENA RATIFYINGEMERGENCY PUBLIC PROJECT

WITHOUT PUBLIC BIDDING RELATING TO THE

PRESENCE OF DISCOLORED WATER IN THE PUBLIC

WATER SYSTEM
WHEREAS, Public Contract Code section 1102 defines an emergency as “a sudden unexpected occurrence that poses a clear and imminent danger, requiring immediate action to prevent or mitigate the loss or impairment of life, health, property, or essential public services”; and
WHEREAS, Public Contract Code section 22035 authorizes the CityCouncil of the City of St. Helena (“City”), in cases of emergency when repair or replacements are necessary, to proceed at once to replace or repair any public facility without adopting plans, specifications, strain sheets, or working details, or giving notice for bids to let contracts, and ifnotice for bids to let contracts willnot be given, the City shall comply with Public Contract Code section 22050; and
WHEREAS, Public Contract Code section 22050(a) authorizes the Cityto proceed with awarding a public works contract to perform emergency work without giving notice for bids to let contracts upon adoption by the City Council by a four-fifths vote of a resolution finding that the emergency will not permit a delay resulting from a competitive solicitation for bids and that the action is necessary to respond to the emergency; and WHEREAS, Public Contract Code section 22050(b) permits the governing body of a local agency to delegate authority to its city manager to make an emergency determination and take immediate action related to that emergency, which the City Council did in Municipal Code section 3.04.290(b); and
WHEREAS, the City has received a precipitous increase in complaints from City residents regarding, brown, discolored water from areas fed by the City’s Bell Canyon Water Treatment Plant (“Plant”), and based on the following facts, the City Manager determined on August 16, 2023, that an emergency exists (“Water Emergency”) that will not permit a delay resulting from a competitive solicitation for bids and that the action is A. Upon inspection of the P|ant’s water tanks, City staff noted with respect to Tank 1A a build-up of certain minerals that may contributed to the water discoloration, and noted adherence of adherence debris to the tank; and R
E
S
NO. 2023-106
C
I
T
OF ST. HELENA
Agenda Item #12.4.

Page 190 of 282 ends

B. While the City has not yet obtained information that suggests that the water is unsafe by state or federal standards, the City must immediately continue its investigation to determine whether the water is safe; and C. Given the sharp increase in complaints associated with discolored water, the immediate need to further investigate the safety of the water source, and to ensure that the residents have access to safe and clear water, the City must take immediate investigatory and remedial actions without delay.

WHEREAS, the City Manager determined the Water Emergency did not permit undergoing the formal competitive bidding process, or any other required procurement process, to obtain the services required to address the Water Emergency because there is an imminent need to take immediate action to identify the cause of the discoloration, determine whether the discoloration poses a safety issue to City residents, and to take any necessary and related action to remediate the issues causing the Water Emergency; and
WHEREAS, the City Manager is currently soliciting proposals to enter into a contract(s) to perform such investigation and remediation, or has already entered into such contracts, to immediately address the issues giving rise to the Water Emergency; and
WHEREAS, pursuant to Public Contract Code section 22050(b)(3), the City Manager must report to the CityCouncil the reasons justifying why the Water Emergency will not permit a delay resulting from a competitive solicitation for bids and why the action(s) ittook, to the extent applicable, is necessary to respond to the emergency; and WHEREAS, pursuant to Public Contract Code section 22050(c)(2), the City Council must review the emergency action by the City Manager and determine by a fourfifths vote, not later than seven (7) days or at its next regularly scheduled meeting ifthat meeting will not occur later than 14 days after the action, and at least at every regularly scheduled meeting thereafter until the action is terminated, that there is a need the continue the action.

NOW, THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY SECTION 1. The above recitals are true and correct and are incorporated herein by this reference. SECTION 2. That the public interest and necessity demand the immediate expenditure of public funds for emergency work related to the Water Emergency in order to prevent or mitigate the loss or impairment of life, health, property, or essential public services.

Agenda Item #12.4.

Page 191 of 282 ends

SECTION 3. That the emergency would not permit a delay that would resulted from a competitive solicitation for bids and that action was necessary to res po
nd
to the Water Emergency.

SECTION 4. That the City Manager’s emergency determination and awar d
of
emergency contracts to the extent applicable, are hereby ratified, and ifno contracts been awarded by the City Manager, the City Manager may enter into such cont racts consistent with its delegated authority under Municipal Code section 3.04.290(b), a bring such contracts back to the City Council for ratification.

SECTION 5. That the City Manager, or his or her designee, is hereby autho rized to continue taking any directly related and immediate action required by the Emergency and directed to report back to the City Council regarding the status t h
e
Water Emergency and need to continue the emergency action at every reg ula
rly
scheduled meeting untilthe emergency action is terminated.

SECTION 6. That the approvals herein authorized are necessary to protec t
th
e public health, safety and welfare.

SECTION 7. This Resolution shall become effective immediately.

Approved at a Regular Meeting of the St. Helena City Council on August 22, 2023, th e following vote:

Mayor Paul Dohring: YES
Vice Mayor Eric Hall: YES
Council Member Anna Chouteau: YES
Council Member Lester Hardy: YES
Council Member Billy Summers: YES
APPROVED:
3,:/mm;
Paul Jamison Dohring, Mayor
Agenda Item #12.4.

Page 192 of 282 ends

Emergency Repairs to Water Infrastructure to address discolored water Category:

Project Louis Stralla Water Treatment Plant
(APN 021-420-019)
Water
Project No: W24-09
Location:

Responsible
Department:
2023-24 2024-25 2025-26 2027-28

PROJECT
TOTAL

EXPENDITURES
(Thousands of Dollars)
2026-27
Total YTD
05/16/23
3110 - Design 10,000 10,000
3140 - Legal Services 5,000 5,000
3160 - Construction Contract 1,200,000 1,200,000
EXPENDITURE TOTALS 1,215,000 1,215,000
FUNDING SOURCES
763-Water Capital Improvement 1,215,000 1,215,000
FUNDING TOTALS 1,215,000 1,215,000
PROJECT PURPOSE & DESCRIPTION: Project added per Council action on 8/22/23 to declare emergency to address repairs at LSWTP
NOTES: FY24 - costs are preliminary based upon quotes received prior to 8/22/23; some quotes are incomplete based upon needing to assess equipment once removed from operation; scope includes rehab of Clear Well & Tank 1A, filter bed surveillance/rehab, Clear Well/Tank supply line investigation/cleaning, Clear Well pump/motor rehab
EXPENDITURE ACCOUNTS:
53 Agenda Item #12.4.

Page 193 of 282 ends

2235 Mercury Way
Suite 105
Santa Rosa CA 95407
707.543.8506 phone
530.756.7991 fax
westyost.com
August 28, 2023 SENT VIA: EMAIL
Joe Leach, PE
Director of Public Works & City Engineer
City of St. Helena/Public Works
1088 College Avenue
St. Helena, CA 94574
SUBJECT: Proposal for Engineering Services for the City of St. Helena to Perform Clearwell and Tank 1A Rehabilitation
Dear Joe:

The purpose of this letter proposal is to provide the City of St. Helena (City) with a proposed scope of services, budget, and schedule for Engineering Services during the pre-construction bid-phase period before refurbishing two concrete water tanks.

West Yost’s understanding of the work is that a 1.4 Mgal concrete potable water tank (Tank 1A) and a 200,000-gallon concrete clearwell have been recently inspected and evaluated for condition. At a minimum, both are believed to be in need of interior re-coating. In addition, the transfer pipeline between the units appears to be corroded or otherwise compromised, also repairs and/or recoating are necessary.

The impetus for the inspections are color and cloudiness issues with the water, potentially caused by dissolved constituents in the water, mineral deposits or sediment on the tank floor(s), or other yet-to-be-identified problems with the piping system and/or concrete tanks themselves. We also understand that the bidirectional transfer piping and valve system may be experiencing localized water hammer, which may contribute to creation or shock stirring of sediment.

The City anticipates engaging a coatings contractor for rehabilitation work. West Yost would contribute to the success of the project by providing engineering review of contractor submittals and issuing formal responses and feedback to City staff.

SCOPE OF SERVICES
The following is a list of the key tasks necessary to perform this proposed scope of services, each further described below:
• Task 1. Project Management
• Task 2. Submittal Quality Control Review
• Task 3. Meetings and Teleconferences
• Task 4. Optional – Water Quality and Hammer Investigation / Mitigation Design • Task 5. Optional – Engineering Service During Construction Agenda Item #12.4.

Page 194 of 282 ends

Joe Leach, PE
August 28, 2023

Page 2 ends

N-M—ST HELENA-LP-2023 CLEARWELL TANKCTask 1. Project Management West Yost will provide customary Project Management for coordination of personnel and tasks, as well as tracking of scope, schedule and budget. Included is ample time to coordinate communications, submittal tracking, project meetings, and review teleconferences.

Task 1 Assumptions
• City will provide historical information such as as-built records of the tanks, condition assessments including dive reports, Contractor submittals, and other internal or external communications that pertain to the Tasks.
• West Yost assumes that a remote kick-off meeting and a close-out meeting will be held, and up to six (6) half-hour biweekly status teleconferences. This overall schedule is assumed to require two (2) hours per week for PM tasks.

Task 1 Deliverables
• West Yost will provide the agenda and minutes for each meeting.

Task 2. Submittal Quality Control Review
Our engineering staff will review and develop individual formal responses to City staff for submittals made by the Contractor. This includes technical submittals for products to be used during tank and/or pipe refurbishment, as well as means-and-methods statements and schedules describing how the contractor (or their subs) are to progress the Work. Since there is no design for the contractor to work from, the budget is intentionally conservative.

Task 2 Assumptions
• To aid our understanding of the Work, City will provide information sent to their Contractor(s) including but not limited to Request(s) For Proposals, and schedules and amendments to the contract Scope of Work
• City will forward for review all Contractor Work Plans, shop submittals, schedules, and other internal or external communications that directly bear on the Tasks. Up to 10 submittal packages are included for review under this Task.
• An average of 8 hours is budgeted per submittal.

Task 2 Deliverables
• West Yost will provide a review and written DRAFT response to each submittal. We assume that up to five (5) working days will be required. If multiple submittals have been received, then each submittal review will be in sequence, not in parallel. Following receipt of the DRAFT response to each submittal, the City will confirm acceptance of the document within three (3) business days or provide feedback requiring additional review and discussion. If no comments are received within three (3) days, the response will be issued as FINAL.
• If comments are made or further review of the DRAFT response is required, West Yost may schedule a teleconference with City staff to discuss the comments and additional findings. See Task 3 for further information. If a teleconference is held, a FINAL response will be agreed upon and issued.

Agenda Item #12.4.

Page 195 of 282 ends

Joe Leach, PE
August 28, 2023

Page 3 ends

N-M—ST HELENA-LP-2023 CLEARWELL TANKCTask 3. Meetings and Teleconferences Each submittal response will be transmitted to the City for review and acceptance as noted above. If any of the responses generate questions prior to forwarding to the Contractor, WY will schedule and attend a remote teleconference to discuss concerns and modify the response as needed.

Task 2 Assumptions
• City will be available to participate in teleconferences within three (3) days of returning comments on DRAFT responses to West Yost.
• It is assumed that up to five (5) one-hour teleconferences will be required.

Task 2 Deliverables
• No deliverable will be provided for this task. Findings will be incorporated into Task 2 FINAL documents.

Task 4. Optional – Water Quality and Hammer Evaluation /Mitigation Design We understand that component corrosion has been a consistent issue with the City’s water. Tank No.2 uses sacrificial anodes and a rectifier system. However, we do not know whether there is any protection incorporated into the clearwell, Tank No. 1A, or their related piping system(s). If the City has comprehensive water quality test results available, we can run indices to evaluate potential causes. If current testing is needed, or insufficient parameters were run, the City could obtain fresh samples and send to their lab. A plan to address the corrosion potential can be developed as a deliverable.

West Yost also offers expert hydraulic modeling services for investigation and remediation of mechanical conditions that cause water hammer. We have included an optional task value to this Proposal if it becomes apparent that hydraulic conditions are a primary factor preventing correction of the water quality problems.

No work on this Task will occur without prior direct authorization by the City. If it is used as contingency due to an increase in Task 2 submittals or Task 3 meetings, then no further scope definition is needed. If water quality evaluation or hydraulic modeling is desired, then a list of specific deliverables and an extension of schedule will need to be developed first, as well as verifying the available budgetary fee is sufficient to cover the task. Designs to correct issues would likely need to be addressed with a contract adjustment.

Task 5. Engineering Services During Construction (ESDC) West Yost offers ESDC services, also known as Construction Administration and Inspection. Our team can oversee the activities of the construction contractor directly, acting as the City’s on-site representative.

We have included a budgetary allowance for this task based on the assumptions below. Other than inscope activities covered under Tasks 1 – 3, any on-site services during construction would require direct authorization by the City.

Task 2 Assumptions
• The budget assumes two (2) site visits per week and an overall construction duration of four (4) weeks.
• Two hours on site, two (2) hours office time, and two (2) hours travel time to/from West Yost’s Santa Rosa office is included per visit.

Agenda Item #12.4.

Page 196 of 282 ends

Joe Leach, PE
August 28, 2023

Page 4 ends

N-M—ST HELENA-LP-2023 CLEARWELL TANKCTask 2 Deliverables • West Yost will provide one (1) daily report per site visit will be generated and submitted to track contractor details and progress. Pay applications will be reviewed for conformance and recommendations issued to the City.

GENERAL EXCLUSIONS
The following general exclusions apply to this Work:
• No subconsultants are required. If a determination is made during progress of the contract to hire specialty subconsultants, either the City will hire them directly or a contract adjustment will be required for West Yost.
• City will lead all formal communications with their Contractor(s) for Tasks 1 – 4. For that work, West Yost will undertake direct communications only with the City. • West Yost will not provide assessments of purported Contractor capabilities or advise on contract Terms and Conditions between the City and Others.

PROJECT BUDGET
West Yost’s proposed level of effort and budget for each of the tasks described above is shown in Table 1.

West Yost will perform the scope of services described above on a time-and-expenses basis, at the billing rates set forth in West Yost’s attached 2023 Billing Rate Schedule, with a not-to-exceed budget of $56,731.

Any additional services not included in this scope of services will be performed only after receiving written authorization and a corresponding budget and schedule augmentation.

Table 1. Estimated Project Hours and Budget
Task
Level of Effort,
hours
Estimated Budget,
dollars
Task 1. Project Management 28 7,616
Task 2. Submittal Quality Control Review 80 23,860
Task 3. Review Teleconferences 15 4,255
Task 4. Optional – Water Quality or Hammer Evaluation 34 10,000 Task 5. Optional – Engineering Services During Construction 49 11,000 Total Project Hours and Budget $56,731
Agenda Item #12.4.

Page 197 of 282 ends

Joe Leach, PE
August 28, 2023

Page 5 ends

N-M—ST HELENA-LP-2023 CLEARWELL TANKCSCHEDULE
West Yost anticipates providing Task 2 deliverables as detailed in that Section after receiving notice to proceed and all required data. The overall project duration, not including construction, is estimated to be 16 weeks based on kick-off, 2-week intervals for each of six (6) biweekly progress meetings, and then two additional weeks before close-out. Potential construction duration is assumed and described in Task 5.

Thank you for providing West Yost the opportunity to be of continued service to the City of St. Helena.

We look forward to working with you on this important project. Please call if you have any questions or require additional information.

Sincerely,

WEST YOST
Jeff Wanlass Corie Moolenkamp
Project Manager Principal In Charge
RCE #60930
Attachment A: West Yost 2023 Billing Rate Schedule
Agenda Item #12.4.

Page 198 of 282 ends

2023 West Yost Billing Rate Schedule
Attachment A
Agenda Item #12.4.

Page 199 of 282 ends

(Effective January 1, 2023 through December 31, 2023)*

POSITIONS

ENGINEERING
Principal/Vice President $338
Engineer/Scientist/Geologist Manager I / II $319 / $334 Principal Engineer/Scientist/Geologist I / II $288 / $307 Senior Engineer/Scientist/Geologist I / II $259 / $272
Associate Engineer/Scientist/Geologist I / II $215 / $231 Engineer/Scientist/Geologist I / II $173 / $201
Engineering Aide $101
Field Monitoring Services $125
Administrative I / II / III / IV $92 / $115 / $138 / $152

ENGINEERING TECHNOLOGY
Engineering Tech Manager I / II $332 / $334
Principal Tech Specialist I / II $305 / $315
Senior Tech Specialist I / II $279 / $291
Senior GIS Analyst $252
GIS Analyst $239
Technical Specialist I / II / III / IV $178 / $203 / $228 / $254 Technical Analyst I / II $128 / $152
Technical Analyst Intern $103
Cross-Connection Control Specialist I / II / III / IV $133 / $144 / $162 / $180 CAD Manager $201
CAD Designer I / II $156 / $176

CONSTRUCTION MANAGEMENT
Senior Construction Manager $322
Construction Manager I / II / III / IV $197 / $211 / $224 / $283 Resident Inspector (Prevailing Wage Groups 4 / 3 / 2 / 1) $172 / $191 / $213 / $221 Apprentice Inspector $156
CM Administrative I / II $83 / $112
Field Services $221
2023 Billing Rate Schedule

LABOR CHARGES
(DOLLARS PER HOUR)
■ Hourly rates include Technology and Communication charges such as general and CAD computer, software, telephone, routine in-house copies/prints, postage, miscellaneous supplies, and other incidental project expenses. ■ Outside Services such as vendor reproductions, prints, shipping, and major West Yost reproduction efforts, as well as Engineering Supplies, etc. will be billed at actual cost plus 15%. ■ The Federal Mileage Rate will be used for mileage charges and will be based on the Federal Mileage Rate applicable to when the mileage costs were incurred. Travel other than mileage will be billed at cost. ■ Subconsultants will be billed at actual cost plus 10%. ■ Expert witness, research, technical review, analysis, preparation and meetings billed at 150% of standard hourly rates. Expert witness testimony and depositions billed at 200% of standard hourly rates. ■ A Finance Charge of 1.5% per month (an Annual Rate of 18%) on the unpaid balance will be added to invoice amounts if not paid within 45 days from the date of the invoice. * This schedule is updated annually Page 1 of 2
Agenda Item #12.4.

Page 200 of 282 ends

(Effective January 1, 2023 through December 31, 2023)*
Equipment Charges

EQUIPMENT
2" Purge Pump & Control Box $300 / day
Aquacalc / Pygmy or AA Flow Meter $28 / day
Emergency SCADA System $35 / day
Field Vehicles (Groundwater) $1 / mile
Gas Detector $80 / day
Generator $60 / day
Hydrant Pressure Gauge $10 / day
Hydrant Pressure Recorder, Impulse (Transient) $55 / day Hydrant Pressure Recorder, Standard $40 / day
Low Flow Pump Back Pack $135 / day
Low Flow Pump Controller $200 / day
Powers Water Level Meter $32 / day
Precision Water Level Meter 300ft $30 / day
Precision Water Level Meter 500ft $40 / day
Precision Water Level Meter 700ft $45 / day
QED Sample Pro Bladder Pump $65 / day
Stainless Steel Wire per foot $0.03 / day
Storage Tank $20 / day
Sump Pump $24 / day
Transducer Components (per installation) $23 / day
Trimble GPS – Geo 7x $220 / day
Tube Length Counter $22 / day
Turbidity Meter $30 / day
Vehicle (Construction Management) $10 / hour
Water Flow Probe Meter $20 / day
Water Quality Meter $50 / day
Water Quality Multimeter $185 / day
Well Sounder $30 / day

BILLING RATES
2023 Billing Rate Schedule
* This schedule is updated annually Page 2 of 2
Agenda Item #12.4.

Page 201 of 282 ends

MII CONT?/tCl'* |"f’l0’1-'5
‘ "W

AGREEMENT FOR PROFESSIONAL SERVICES

ON-CALL PUBLIC WORKS AND ENGINEERING SERVICES
THIS AGREEMENT, made and entered into on June 13, 2023 by and between the City of St. Helena, located in the County of Napa, State of California (City), and West Yost (Consultant).

RECITALS:

A. City desiresto employ Consultant to furnish professionalservices in connection with the project describedas On-Call Municipal Public Works and EngineeringServices.

B. Consultant has represented that Consultant has the necessary expertise, experience, and quali?cations to perfom1the 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 performthe services set forth in Exhibit A, “Scope of Services” and made part ofthis Agreement.

SECTION 2 — ADDITIONAL SERVICES
Consultant shall not be compensated for any services rendered in connection with its performanceof this Agreement that are in addition to or outsideof 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 ofthe City.
— The time for completion of Services shall be as identi?ed 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 speci?ed in Exhibit A, “Project Budget” attached hereto and made a part hereof. Total compensation shall not exceed $|00,000.00 unless additional compensation is approved in accordancewith Section 2. B. Consultant shall furnish to City an original invoice for all work performed and expenses incurred during the preceding month. The invoice shall detail charges by the following categories if applicable: labor (by sub-category), travel, materials, equipment, supplies, subconsultantcontracts, and miscellaneousexpenses. Eachoriginal invoice furnished shall include the expenses incurred during the preceding month, the cumulative Agreement amount, and the Page I ofl2 West Yost On<Cn|I Engineering Agenda Item #12.4.

Page 202 of 282 ends

amount remaining on the Agreement. City shall independentlyreview each invoice submitted to determine whether the work performed and expenses incurred are in compliance with the provisions ofthis Agreement. lfno charges or expenses are disputed,the invoice shall be approved, and City will use its best efforts to cause Consultant to be paid within 30 days ofreceipt ofinvoice.

If the City disputes any charges or expenses, the City will return the original invoice to Consultant for correction and resubmission. If the City reasonably determines, in its sole judgment, that the invoiced charges and expenses exceed the value of the Services performed to date and that it is probable that the Agreement will not be completed satisfactorily within the contract price, City may retain all or a portion of the invoiced charges and expenses. Within thirty (30) days of satisfactory completionof the project, City shall pay the retained amount, if any, to Consultant.

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.

SECTION5 — STANDARD OF PERFORMANCE
A. Consultant represents and con?rms that it has the quali?cations, experience and facilities necessary to properly perfonn the Services required under this Agreement in a thorough, competent and professional manner. Consultant shall at all times faithfully, competently and to the best of its ability, experience and talent, perform all Services described herein. ln meeting its obligations under this Agreement, Consultant shall employ, at a minimum, generally accepted standards and practices utilized by persons in the same or similar geographical area engaged in providing Services similar to those required of Consultant under this Agreement (“Standard of Care”).

B. In orderto induceCity to enter intothis Agreement, Consultant represents that it is duly organized, existing and in good standing under applicable state law; Consultant is licensedto perfonn all aspects ofthe Services; Consultant will employ only persons and Subconsultants with all required licenses and certi?cations; that Consultant is duly quali?ed to conduct businessin 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.

SECTION 6 — INSPECTION AND FINAL ACCEPTANCE
accept either during performance or when completed. City shallreject or ?nally accept Consultant’s work within sixty (60) days after submitted to City, unless the parties mutually agree to extend such deadline.City shall reject work by a timely written explanation, otherwiseConsultant’s work shall be deemed to have been accepted. City’s acceptance shall be conclusive as to such work except with respect to latent defects and fraud. Acceptance of any of Consultant’s work by City shall not constitute a waiver of any of the provisions of this Agreement including, but not limited to, the sections pertainingto indemni?cation and insurance.

S
E
C
T
I
O
N
—7INSURANCE REQUIRED
of I22
Wcsl Yosl [
ngmccn
ng
Agenda Item #12.4.

Page 203 of 282 ends

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 hereunderby the Consultant, its agents, representatives,or employees, as indicated:

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

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

2. Insurance Services Office fonn numberCA 0001 (Ed. 1/87) covering Automobile Liability, code 1 (any auto).

3. Workers’ Compensation insuranceas required by the State of California and Employer’sLiability Insurance.

B. MinimumLimits oflnsurance. 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. lfCommercial General Liability Insurance or other fonn 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. Professional Liability Insurance. When Consultant underthis Agreement is duly licensed under California Business and Professions Code as an architect, landscape architect, environmental engineer or other professional engineer, or land surveyor (“design professional”), Consultant shall maintain at least$2,000,000 ofprofessional liability insurance. When Consultant is not a design professional, Consultant shall maintain at least $1,000,000 of professionalliability insurance combined single limit for each occurrence, insuring against professional errors and omissions in the Services perfonned by Consultant under this Agreement, including, without limitation, claims for negligence, misrepresentation,violation of good faith and fair dealing, and inaccurate advise arising out of, resulting from, or in connection with Services performed by Consultant under this Agreement.
above, City requires and shall be entitled to coverage for the higher limits maintained by Consultant. Any available insurance proceeds in excess of the speci?ed minimum limits of insurance and coverage shall be available to the City. E. Primary Coverage. For any claims related to this contract the Consultants 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 Consultants insurance and shall not contribute with it. F. Deductiblesand Self-Insured Retentions.Any deductibles or self-insured retentionsof $25,000 or greater must be declared to and approved by the City. Page 3 of 12 West Ynst On-Call Enginccnng Agenda Item #12.4.

Page 204 of 282 ends

G. Other Insurance Provisions.The commercial general liability and automobile liability policies are to contain, or be endorsed to contain, the following provisions:
l. The City, its agent, of?cers, of?cials, employees, and volunteers are to be covered as additional insured as respects: liability arising out of work or operations perfonned by the Consultant or Consultant's subconsultants; or automobile owned, leased, hired or borrowed by the Consultant.

2. For any claims related to Consultant’s conduct while perfonning the work ofthis project, the Consultant’s insurance coverage shall be primary insuranceas respects the City, its agents, of?cers, of?cials, employees and volunteers.Any insuranceor self-insurance maintained by the City, its agents, of?cers, of?cials, 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 writtennotice by certi?ed mail, return receiptrequested, has been given to the City.

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 insuredwould be invalid under Subsection (b) of Section 2782 ofthe Civil Code.

H. Waiver of Subrogation. Consultant’s commercialgeneral 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 volunteersfor losses paid under the terms ofthis policy which arises from the work performed by the named insured for the City.

I. The Acceptability oflnsurers. Insurance is to be placed with insurerswith a current A.M. Best’s rating of no less than A: Vll, unless otherwise acceptable to the City.

J. Veri?cation ofCoverage. 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 confonn to City requirements. All certificates and endorsementsare to be received and approved by the City before work commences.

The City reserves the right to require complete, certi?ed copies of all required insurancepolicies, including endorsements affecting the coverage required by these speci?cations at any time. — A. To the fullest extent allowed by law (includingwithout limitation California Civil Code Sections 2782 and 2782.8), as may be applicable, Consultant shall indemnify, defend, and hold hannless City, its agents, of?cers, of?cials, 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 connectiontherewith, including legal fees and expert witness costs) (collectively, “Liabilities”), incurred by reason of any negligent or otherwise wrongful act or omission of Consultant, its of?cers, 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, of?cers, of?cials, employees and volunteers, or any of them, arising out of, Page 4 of 12 West Yosl On-Call Engineering Agenda Item #12.4.

Page 205 of 282 ends

pertaining to, or relating to such negligent or otherwise wrongful act or omission, and to pay and satisfy any resultingjudgments.

B. When Consultant under this Agreement is duly licensed underCalifornia 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 regardingConsultant's duty to defend and indemnify apply only to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconductof Consultant.

C. If any action or proceeding is brought against lndemnitees by reason of any of the matters against which Consultant has agreed to indemnify lndemnitees as provided above, Consultant, upon notice from City, shall defend lndemnitees at Consu|tant’s expense by counsel acceptable to City, such acceptance not to be unreasonably withheld. lndemnitees need not have first paid for any of the matters to which lndemnitees are entitled to Indemni?cation in order to be so indemni?ed. The insurance required to be maintained by Consultant shall ensure Consu|tant’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 temiination of this Agreement.

D. The provisions ofthis section do not apply to claimsto the extent occurring as a result ofthe City’s sole negligence, active negligence, or willful acts or misconduct.

E. Duty to Cooperate. Each party shall notify the other party immediately in writing of any claimor damage related to activities or Services perfonned 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. In the event that Consultant executes any subconsultingagreements in connectionwith the Services performed under this Agreement, Consultant shall place in all such subconsulting agreements, and cause its subconsultants to agree to, the indemnity and insurance obligations in favor of City and other lndemnitees, as provided herein, in the exact form and substance of those contained in this Agreement.

SECTION 9 — INDEPENDENT CONTRACTOR STATUS
at contractor not officer, employee or agent ofCity. 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 personnel 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 electedor appointed boards, of?cers, of?cials, employees or agents of City, shall have controlover the conduct of Consultant or any of Consultant’s officers, 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 of?cials, of?cers, employees or agents of City. Page 5 of I2 West Yosl On-Call Enginuenn Agenda Item #12.4.

Page 206 of 282 ends

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

SECTION 10 — CONFLICTS OF INTEREST AND ANTI-FRAUD AND ANTICORRUPTION POLICIES A. Consultant covenants that neitherit, nor any of?cer or principalof its ?nn, has or shall acquire any interest, directly or indirectly, which would con?ict 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 interestshall 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 acknowledgesthat 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 con?ict 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 ?nancial risks, operational breaches, and unethical, fraudulent and corrupt activities. Consultant represents and warrants that Consultant, itssubcontractor(s) / subconsultant(s) and their respective employees providing Services pursuant to the Agreement are (l) 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 acknowledgesand 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. - A. All original maps, models, designs, drawings, photographs,studies, surveys, reports, data, notes, computer ?les, ?les 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 ?les, ?les and other documents. 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 developedor created by Consultant duringthe course of providing Services (collectively the “Work Product”) shall belong exclusively to City. The Work Product Page 6 of 12 West Yost On-Call Engineering Agenda Item #12.4.

Page 207 of 282 ends

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 requirementof funher consideration,exclusively and perpetually, any and all right, title, and interest Consultant may have in the Work Product throughout the world, including without limitationany copyrights, patents, trade secrets, or other intellectualproperty rights, all rights of reproduction, all rights to create derivative works, and the right to secure registrations, renewals, reissues, and extensions thereof.

SECTION 12 — CONFIDENTIAL INFORMATION‘ RELEASE OF :T.

INFORMATION
A. All information gained or work product produced by Consultant in performance of this Agreement shall be considered con?dential, unless such infonnation is in the public domain or already knownto Consultant. Consultantshall 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 subcontractorof Consultant, provides any information or work product in violation ofthis Agreement, then City shall have the right to reimbursement and indemnity from Consultant for any damages, costs and fees, including reasonable attorneys’ fees, caused by or incurred as a result of Consultant’s conduct.

D. Consultant shall promptly notify City shouldConsultant, 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, However, this right
to review any such response does not imply or mean the right by City to control, direct, or rewrite such response. SECTION 13 - 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 14 — COMPLIANCE WITH LAW Page 7 of l2 West Ynsl On-Call Engmecnn Agenda Item #12.4.

Page 208 of 282 ends

Consultant shall keep itself infonned 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 perfonn the Services set forth in this Agreement. Neither City, nor any elected or appointed boards, of?cers, of?cials, 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 15 — COMPLIANCE WITH CIVIL RIGHTS
During the performance of this contract, Consultant agrees as follows:

A. Egual Employment Opportunity. In connection with the execution of this Agreement, Consultant shall not discriminateagainst any employee or applicant for employment because of race, religion, color, ancestry, age, sexual orientation, gender, gender identity and gender expression as protected categories speci?cally and expressively in that category, physical handicap,medical condition, maritalstatus, sex, or nationalorigin. 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 includingapprenticeship.

B. NondiscriminationCivil Rights Act of 1964. Consultant will comply with all federal regulations relative to nondiscriminationto federally-assistedprograms.

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

In all solicitations, either by competitive bidding or negotiations, made by Consultant for work to be perfonned under a subcontract, includingprocurement of materialsor leases of equipment, each potential subcontractor, supplier, or lessor shall be noti?ed by Consultant of Consu|tant’s obligations underthis Agreement and the regulations relative to nondiscrimination.

SECTION 16 — COMPLIANCE WITH CALIFORNIA LABOR CODE

REQUIREMENTS
A. Consultant is aware ofthe requirements ofCa|ifomia LaborCode Sections 1720 et seq. and 1770 et seq., which require the payment of prevailing wage rates and the performance of other as de?ned by the Prevailing Wage Laws, and if the total compensation is $1,000 or more, Consultant agrees to fully comply with such Prevailing Wage Laws. Consultant shall defend, indemnify and hold the City, its of?cials, officers, employees free and hannless from any claims, liabilities, costs, penalties or interest arising out of any failure or alleged failure to comply with the Prevailing Wage Laws. It shall be mandatory upon the Consultant and all subconsultantsto comply with all California Labor Code provisions, which includebut are not limitedto prevailing wages (Labor Code Sections 1771, 1774 and 1775), employment of apprentices (Labor Code Section 1777.5), certi?ed payroll records (Labor Code Sections 1771.4 and 1776), hours oflabor (Labor Code Sections 1813 and 1815) and debannent of contractors and subcontractors(Labor Code Section 1777.1). The requirement to submit certi?ed payroll records directly to the Labor Commissioner under Labor Code section 1771.4 shall not apply to work performed on a public Page 8 of 12 West Yust On-Call Engineering Agenda Item #12.4.

Page 209 of 282 ends

works project that is exempt pursuant to the small project exemption speci?ed in Labor Code Section 1771.4.

B. If the services are being perfonned as part of an applicable “public works” or “maintenance” project, then pursuant to Labor Code Sections 1725.5 and 1771.1, the Consultant and all subconsultants performing such services must be registered with the Department of Industrial Relations. Consultant shall maintain registration for the duration of the Project and require the same of any subconsultants, as applicable. Notwithstanding the foregoing, the contractor registration requirements mandated by Labor Code Sections 1725.5 and 1771.1 shall not apply to work performed on a public works project that is exempt pursuant to the small project exemption speci?ed in Labor Code Sections 1725.5 and 1771.1.

C. This Agreement may also be subject to compliance monitoring and enforcement by the Department of IndustrialRelations. It shall be Consultant’s sole responsibility to comply with all applicable registration and labor compliance requirements. Any stop orders issued by the Department of Industrial Relationsagainst Consultant or any subcontractor that affect Consultant’s perfomtance ofservices, includingany delay, shall be Consu|tant’s sole responsibility. Any delay arising out of or resulting from such stop orders shall be consideredConsultant caused delay and shall not be compensable by the City. Consultant shall defend, indemnify and hold the City, its of?cials, of?cers, and employees free and hannless from any claim or liability arising out of stop orders issuedby the Department of IndustrialRelations against Consultant or any subcontractor.

SECTION 17 - 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 ifand when requiredfor a period ofup to 3 years from the date of Consultant‘s ?nal invoice.

B. Consultant shall maintain all documents and records prepared by or furnished to Consultant during the course of perfonning the Services for at least three (3) years following completion of the Services. Such records include, but are not limitedto, correspondence, internal memoranda, technical reports and investigations, calculations, books and accounts, accounting recordsdocumentingits work under its Agreement, and invoices, payrolls, records and all other 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 a?er City makes the ?nal 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 18 — LIMITATION OF LIABILITY A. Consultant agrees that any liability ofCity arising in connection with this Agreement shall be limited exclusively to the City-entity identi?ed as the “City” under this Contract. Under no circumstance shall any other City-entitybe liable to Consultant under any theory, whether in Page 9 of 12 West Yosl On-CullEnglnccnn Agenda Item #12.4.

Page 210 of 282 ends

contract, tort, or otherwise, and Consultant waives unconditionally any such claims. Consultant hereby waives and release other City-entites from any liability underthis Agreement.

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

SECTION 19 — COOPERATION BY CITY
All public information, data, reports, records, and maps as are existing and available to City as publicrecords, and which are necessary for carryingout 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 underthis Agreement.

SECTION 20 - NOTICES
All notices requiredor permitted to be given under this Agreement shall be in writing and shall be personally delivered, or sent by facsimile or first class mail, addressed as follows:

To City: City Manager
1088 College Avenue
St. Helena, California 94574
To Consultant: Vanessa Apodaca, PE
Contract Manager
West Yost
2235 Mercury Way, Suite 105
Santa Rosa, CA 95407
Notice shall be deemed effective on the date personally delivered or transmitted by facsimile, or, if mailed, three (3) days after deposit in the custody ofthe U.S. Postal Service. — A. City may temiinate this Agreement, with or without cause, at any time by giving ten (l0) 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 perfomi any material obligation under this Agreement, then, in addition to any other remedies, either Consultant, or City may terminate this Agreement immediately upon 7 days 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 perfonned and expenses incurred by Consultant, prepared as set forth in this Agreement. Page 10 of 12 West Yost On~Ca|l Engineering Agenda Item #12.4.

Page 211 of 282 ends

SECTION 22 — ATTORNEYS’ FEES
lf litigation or other proceeding is required to enforce or interpret any provision of this Agreement, the prevailing party in such litigation or other proceedingshall be entitledto an award of reasonable attorneys’ fees, costs and expenses, in additionto any other relief to which it may be entitled. ln addition, any legal fees, costs and expenses incurred to enforce the provisions of this Agreement shall be reimbursedto the prevailing party.

SECTION 23 — ENTIRE AGREEMENT
This Agreement, including the attached Exhibits, is the entire, complete, ?nal and exclusive expressionof the partieswith respect to the matters addressedtherein 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 writingduly executed by the parties or their authorizedrepresentatives.

SECTION 24 — 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.

SECTION 25 — CONTINUITY OF PERSONNEL
Consultant shall make every reasonable effort to maintain the stability and continuity of Consultant’s staff assigned to perfom1the 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 perfonnance.

SECTION 26 — DEFAULT
In the event that Consultant is in default underthe terms ofthis Agreement, the City shall not have any obligation or duty to continuecompensatingConsultant for any work perfonned after SECTION 27
— WAIVER Waiver by any party to this Agreement of any tenn, condition, or covenant of this Agreement shall not constitute a waiver ofany 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 ofthis Agreement. Acceptance by City of any work or Services by Consultant shall not constitute a waiver of any of the provisionsof this Agreement. SECTION 28— LAW TO GOVERN; VENUE Page II of|2 West Yost On-Call Engineering Agenda Item #12.4.

Page 212 of 282 ends

This Agreement shall be interpreted, construed and governed accordingto 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 29 — SEVERABILITY
lfany term, condition or covenant ofthis Agreement is declaredor detennined 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 30 — THIRD PARTY BENEFICIARIES
Consultant’s subconsultantsshall agree to be bound to the tenns of the Agreement to the extent of their scope of Services, including but not limited to, temts regarding indemnity and dispute resolution, and shall agree that City is deemed an express third party bene?ciary of their subconsultant agreements. Nothing contained in this Agreement, however, shall operate to confer such or similar rights or bene?ts on persons or entities not party to this Agreement.

SECTION 31 — STATUTES OF LIMITATION
As between the parties to this Agreement, any applicable statute of limitationsfor action arising out of, pertainingto, or relating to any act or failure to act in connection with this Agreement shall commence to run on the date of City’s issuanceofthe ?nal Certi?cate for Payment, or terminationof this Agreement, whichever is earlier, except for latent defects and/or de?ciencies, for which the applicablestatute of limitationshall begin to run upon discovery of the defect and or de?ciency and its cause.

SECTION 32 — SPECIAL PROVISIONS
This Agreement is subject to the following special provisions: none.

IN WITNESS WHEREOF, the parties hereto have accepted, made, and executed this Consultant: West Yost Assoc t s ity By: 55‘ By‘ Name: E|IzabethT Dra e Name Anil Comelo Title: Vice President Title. ity Manager Approved as to F0 By: Name: Ethan Walsh Title: City Attorney Page l2 of 12 West Ynst On Call Engmccrm Agenda Item #12.4.

Page 213 of 282 ends

I"d E: -:.ne- r.ng r.

CITY OF ST. HELEN
A
- ca
l
‘fen'ng
'n-. ng
i
vices enSe
APRIL 17, 2023
WE
ST
YOS
T Wate
r.

En
gi
ne
er
ed
. Agenda Item #12.4.

Page 214 of 282 ends

Thank you for considering West Yost for (
Cit
y). We are eager to continue the relationship we have built with the City over the past 19 years.

Since 2004, West Yost has had the opportunity to provide a variety of services for the City, including supporting C ap
it
al
Improvement Projects, alternatives analyses, construction engineering, and demand and supply projections. We enjoyed this close collaboration with the City and can provide valuable historical perspective based on our involv ement
in
many important City projects over the years.

West Yost has assembled an experienced team with a depth of technical expertise in resource and program mana geme nt system planning, permitting and regulatory compliance, infrastructure design, and operational support across var io
us practice areas including potable water, recycled water, stormwater, groundwater, treatment facilities, collection sy s
te
asset management, cyber security and operations technology, and construction management and inspection. O ur
te
am
is dedicated and responsive with strong management skills,commitment to our clients, and a proven track recor d successful project implementation.

In reviewing the attached Statement of Qualifications (SOQ), please consider the following:

West Yost helps clients build
comprehensive, technically rigorous water, recycled, wastewater, stormwater, and SCADAsystem plans to meet i and long-term system needs. The staff members presented in this SOQare recognized experts in distribution, col lec
tio
n,
recycled, and stormwater system hydraulic modeling; distribution, collection, recycled and stormwater system de si
gn
;
feasibility studies and master planning; condition assessments; and grant management services. EachCity project bene?t from our robust team of experts and their experience.

The City is operationally complex and sophisticated in how it plans and provi des
ser vi ce
to water, wastewater, recycled water and stormwater customers. Through our work with the City, West Yost has an understanding of those systems, the planning criteria the City uses, the area-specific and facilities-specific ope rati ons
for
each system, and relationships with the City's regional partners. Our team members willserve effectively as an ex ten
s
io
n
of
City staff.

West Yost has experts readily available toCity t
h
e
from our Santa Rosa, Concord, Pleasanton, Davisand Sacramento offices. Our staff have a long history of workin g
to
g
e
t
h
e
r
for regional municipal clients, including the City of Napa, Napa Sanitation District, and others. Our goal is to mini mize
the
burden on City staff by completing projects quickly and efficiently.

West Yost appreciates this opportunity to serve the City, and we look fonuard to continuing our successful worki ng relationship with the City. We willwork closely with you to meet the needs of your projects, and we are con?de nt
thour at staff and work products will exceed your expectations.

April 17, Z 3
City of St. Helen
a Mr.Joe Leach, of Publlc Works
1480 Main Stree
t St. Helena, CA9
4 5
7 4
WE
ST
Y
O
ST
Water
. E
n
g
i
n
e
W
es
t
includes and planning design water services: Yofocusailities st’
sfi
rm
-wi
de
O
n- C
al
l
water Planning Engineering City and the Hlena Services for of St.

R
esp
o
ns
iv
e
experienc your region-specific and who know needs: staff e 2235 Me
rcu
ry
Way phane 707.543.8506
Suite 105530.756.5991 fax
Santa Ro
sa,
C95407 westvosuom
A
D
ep
th
experie City: with the of nce
D
ea
r
Leach: Mr.

Agenda Item #12.4.

Page 215 of 282 ends

andning Engineering Services
Elizabeth Drayer has the authority to sign co
nt
ra
ct
s
for West have need you any questions or Yost. Ifadditional information, please contact Vanessa at 707.508.3671 or
Sincerely,

WEST YOST
Vanessa Apodac , PE Elizabeth PEDraver,
Contract Manager Principal-in-Charge
[email protected] edrayer@westyost. corn 707.508.3671 650.740.3762 Mr.Joe
April 17,
RE: Res
pons e
Request for toQuaiifications Water On-Call PI Agenda Item #12.4.

Page 216 of 282 ends

Table of Contents
Cover Letter
01 Firm Profile and Contact Information
02 Qualifications
03 General Scope
04 Project Team
05 Project Experience
Appendix A Resumes
C
x
tv
of St. On-Call Water Plnning Engineering Services Apnl 17, 2023 Helen I al
2321I
YOS
T
Agenda Item #12.4.

Page 217 of 282 ends

I FIRM PROFILE AND CONTACT INFORMATION
YOST
Engine
ered.

Firm Inf
or
ma
tio
n
OREGON
LakeOswego

CALIFORNIA
Concord
Davis (CorporuleHQ)
LakeForest
Santaucramenlc Pleasanlcn Rosa ARIZONA Phoenix
Firm Esta
blish
ed
Type of O
r
g
a
n
iz
2235 Mercury Wa
y,
S205
te Santa Rosa, CA95
40 7 Ph: 707.543.8506
Fax' 530 756-5991
west
yost
com
2020 Rese
arch
Par Drive, Sute 100
k Davis, CA9
5 6
1 8
Ph: 530756
-5905 Fax:530-
756
59 91
C
al
if
o
rni
a
(No. C1956281), private, employee-owned Corpora
tion
(Legal Yos Inc.) Name: West Yost &Asociates,
t
C
it
y
of St. He|ena| On-Call Water Plnning Engineering 17, April Sevices 2023 I S
a
nt
a
Rosa Lcal Office —
D
av
is
—Head
quart
ers
YOS
T
Oco
C
w.-“Q."
Agenda Item #12.4.

Page 218 of 282 ends

Contact Information Own
ershi
p
Inform
ation
Elizabeth Drayer, PE
Vice President/Principai-in-Charge
T /161.6793
,@\,,e5m,5m,m Fina
ncial
Stab
ility
Vanessa Apodaca, PE Reso
urces Central‘: Manager
T: 707.508.3671
[email protected]
‘Vanessa will be the primary contnct
forthe an-call services
Description of the Firmand
Statement of Qualifications
West Yost is a consulting engineer'ng ?rm that was founded in 1990. Our focus is exclusively water, wastewater, recycled water, groundwater, and stormwater. We have broad
experience in providing planning, design, construction
management, and program management services in these
areas. West Yost is headquartered in Davis, California.Our staff includes certified or registered professionals in chemical, civil, control systems, electrical, environmental, and
mechanical engineering; wastewater treatment and
regulatory compliance; geology, engineering geology,
and hydrogeology; architecture; GIS;control systems,
cybersecurity, and risk management; asset management
and condition assessment; project management; and
construction management and inspection services.

West Yo t has over 220 me offices. 8We in
mb
ers
present 29 employees todirectl onCity projects and
y wi inc ude subconsulta
nt
as-needed. Our technical su
pp
or
t
professionals rely on ad
mi
nis
tra
tiv
e
and corporate support
included in the 226 staffoffice. belowy
The City's contract will mfrom Yst’s West Santa
an
ag
ed
Rosa office. Work will b
e
primarily from West
Yost‘sBay Area offices ( Pleasanton), and Davis,
Sacramento offices. Our and design team support
is located in Phoenix, Ar
izon
a,
successfully and has served
other local clients and onprojects recent
from that location.
2 2
11 xi mo-Luv-MN
Santa Rosa
Concord, CA
Davis, CA
LakeForest, CA
LakeOswego, OR
Phoenix, AZ
Pleasanton, CA
Remote
— US 226

NUMBER EOFFICE BY
M

TOTAL EXPECTED TOCNTRIBUTE PL
OY
EE
S
LOCAT
ION

STAFF TOCITY PROJECTS
West isfinancial institution that has asecure never
ly filed its baor insolvency history. in
nkr
upt
cy
West anemployee- iscompany incorporated in
owned
the S
ta
te
of Califor
nia.

Ci
ty
oOn-Call Water |St. Planning Engineering Services April 17, 2023 Helen fal
W
E
S
T
YOS
T
Agenda Item #12.4.

Page 219 of 282 ends

These have been projects acollaboration of West
Yost and City staff, and through the pro
ces
s,
Planni projects clearly prioritixe improvements must order the optimize toin ng City's budgets and to limit demands onstaff for repair, rehabilitation, replacement, and projects. maintenance The City requires design projects that and efficiently address critical needs the utility systems addition in to timely and responsive bidding and c
o
n
s
t
ru
c
t
i
o
n
phase services tominimize the burden City's onegineering support department during construction. The custo reliable service through Capital expectfficient Improvement Project mers delivery.

In addition to understanding the City an
d
itsrequir West understands of the Yost water. All services we provideement s,
from planning through design, and co
nst
ruc
tio
n
for manageme recycled water,stewater, storrnwater,
nt—are and groundwater projects. West Yost br expertise this and experience on-call tofor of contracts avariety ou gh
t
municipalities.

West Vost's staff includes o
n
e
of the and largest water planning sewer modeling staff Clifornia help intomeet the City's project needs as arise Our resources are exclusively focused potable onwater—r, wastewater, . groundwater, stormwater, with the work majority ofur for water, vast municipal clients and public agencies.

West Yost uses managementtoandccurately efficiently gauge systems tostaff allocation and resource workload ol
s coordination. These tools iDeltek aVision, centralized real-time resource for projecting workload down theo person, hour, and task lev
el.

Ccoordinat con?rms firm-wide staff availability atimely and consistent inmanner. We aion
re
fu
l
will commit to being avail
able
require for sevices the for City's ”As-Needed" projects. d
E Q
U

AAYUPART CAN TUST L
diththe aorf City St. years. Helena for 19IFNER
has West Yost understand the come City's utility toand needs ofsystems I para ehem. C
A
T
I
O
N
S
Water and Recycled Water System
Sewer System Modeling
Stormwater and Flood Resilience
Water and Wastewater Treatment
Feasibility Studies/MasterPlanning/
Condition
Assessmen
ts
Pipeline Design
Pump Station and Tank Design
Grant Management Services
Specialized Engineering Support
Our on-call contrac
t
based suislargely ability onur respond towork quickly toneeds, project extension seamlessly asn cc
es
s
of the client's sta
ff,
asolutions bringoth innovative and small. tolarge on-call projects Our also benefit from contracts our n d depth of ex
pe
rti
se
ourf lageocal and inour water, resources staff, and commitment toproducts quality services.

The sections below highlight our qualification
s
the followin areas: in
g

WEST YOST
Our tea m
of kesexper hw
ts
the peo
ple
manag wh and oto
C
it
y
of St. On-Call Water Plnning Engineering 17, Services 2023 April Helen I al
~—..%
__‘
Agenda Item #12.4.

Page 220 of 282 ends

West Yost is a leader in water resources and water system and recycled water system planning and hydraulic modeling.

We have unmatched expertise in modeling for water
distribution systems, including:

Building models from GIS
Calibrating hydraulic models
Setting up ?eld data collection programs for hydrant
testing and pressure monitoring
Validating hydraulic models comparing results with
SCADA,and
Performing hydraulic and water quality evaluations in
support of new development, operational needs, and
design projects.

As part of both model development and water master
planning projects, we routinely provide training as part of the project, and as-needed support to our clients in different aspects of model development and analysis. West Yost has 14 staff members who perform water distribution system and recycled water system hydraulic modeling and are available to supplement the proposal team, as needed.

Our expertise in planning and hydraulic modeling informs and brings value to infrastructure design.

Sewer collection and treatment systems/facilities planning are part of West Vost's core services. West Yost has helped many clients build comprehensive, technically-rigorous wastewater system master plans to meet immediate and long-term system needs. We provide specialized technical resources in wastewater planning and regulatory compliance evaluations. Our expertise in planning adds value to infrastructure design, which helps clients design and build the right infrastructure at the right time. Our sewer collection system planning services include: Collectionsystem master planning and hydraulic modeling Sewer system management plans
Collectionsystem regulatory compliance
In?ltration and inflow reduction program development
Condition assessments and rating
Maintenance planning support and CMMSoptimization
CC|'V program development and support
Prioritized capital improvement program development
Studies and predesign for sewer replacement and
capacity enhancement projects.

West Yost is familiar with the challenges facing cities throughout the San Francisco Bay Area: aging infrastructure, increasing rainfallintensities, increasing San Francisco Bay tidal levels, and real estate re-development. West Yost has completed numerous planning, design, and construction
projects to meet these challenges. Our depth of
stormwater and flood resilience experience includes on»call development review support services, floodplain mapping, hydraulic modeling, design of stormwater facilities, water quality compliance, stormwater fee assessment, climate
assessments, and participation in regional collaborations.

For on-call projects, responsiveness and communication
are the keys to success. West Yost provides the following services to similar cities to manage and improve stormwater infrastructure within the available budget:

Review parcel re-development - hydromodification,
source control, green Infrastructure/lowimpact
development, trash capture
Evaluate sea level rise impacts — traditional and natural flood control projects, ordinances, and regional
collaborations
Analyze storm drainage hydraulics — review City/ County Implement capital improvement plan projects
- planning, design, and construction West Yost's approach to water treatment will be to listen to you, understand your project objectives, and assign the right team members to perform the work. West Yost is currently using on-call contracts for water treatment work for the Eastern MunicipalWater District, City of Redding, City of WA
TE
R

ANRECYCL
DED WA
TE
R

SYMODELING
STE
M
WA
TER

WASTEW AN

ATER D TRE
AT
ME
NT
STO
RM
WA
TER
AND
FL
OO
D
RES
ILI
EN
CE
S
E

SYST MODELING
EM
Cn
ty
17, oHeIena 2023 St. On-Call Water Pinnlng Engineering Servnces Apnl I |f
WES
T
Agenda Item #12.4.

Page 221 of 282 ends

Fair?eld, and the City of Tracy. Some specific expertise that West Yost team members will bring to the City from the
recent project includes:

Completion of chlorine conversion or upgrade projects,
primarily to bulk hypochlorite
A model for sludge production that accounts for varying chemicals and chemical doses as well as varying raw
water quality
Design and construction phase support for chemical
feed systems, including caustic, soda ash, chlorine,
ozone, and coagulation
System optimization evaluations to improve
performance, evaluate treatment options for
contaminants of concern, and reduce waste streams
West Yost's expertise covers every type of wastewater
facility and process, from collection and treatment systems to disposal and reclamation facilities. We provide a full service approach across the entire spectrum of disciplines, including technical studies, modeling, regulatory and
permitting assistance, advanced treatment plant design, funding assistance, and construction management. Our
firm‘s unique ability and experience working with clients from permitting through construction bring intrinsic value to our projects and our clients. We bring knowledge
gained from the permitting and regulatory process into
the planning and design of facilitiesthat meet our clients performance goals, and apply our construction knowledge to the design process to reduce cost and risk during
construction.

Incorporating client knowledge and operations staff insights into our designs allows us to deliver successful, awardwinning projects for our clients.

West Water Planning team is a cohesive and collaborative team whose combined expertise brings value to our clients during the utility planning process. We provide planning, modeling, and regulatory services for recycled water, drinking water, wastewater, and stormwater utilities. Our team is adept at master planning, including water supply planning. We are often completing multiple plans concurrently. Recent examples include the City of Stockton's Water System and CollectionSystem Master Plans; and the City of Garden Grove Water and SCADAMaster Plans, where West Yost was able to complete America's Water Infrastructure Act (AWIA)compliance while preparing
recommendations to implement their SCADAMaster P an.

Our team is also experienced in condition assessments fo both horizontal and vertical assets, establishing life cycle cost metrics and infrastructure replacement cycle curves, integrating system data with computerized maintenance
and management systems, and using criticality based
methodologies to plan for repair and rehabilitation. With clientsfaced with aging infrastructure and constraints on capital funding, we routinely integrate condition assessments and risk-basedfacilitiesplanning into our master plans, to provide clients with prioritized capital improvement programs for renewal and replacement of facilities.

West Yost brings an understanding of the City's planning process, criteria and needs, having completed the City's 2003 UrbanWater Management Plan and 2010 Water Supply Plan.

Our Feasibility Studies] Master Planningl Condition
Assessment Services include:

Water, Recycled Water, Sewer and Storm System Master
Planning
Water Supply Planning and Design
Water Rights and Water Transfers
Permitting and Regulatory Compliance
Integrated Water Resources Planning
Infrastructure Rehabilitation
GIS/Mapping and Surveying
both horizontal and vertical assets including water and wastewater treatment plants Asset RiskAssessments and Renewal/Replacement Prioritization West Yost's Pipeline Infrastructure team has managed and designed numerous pipeline projects for public agencies throughout the Bay Area. Projects have included various construction methods, including open cut construction, trenchless rehabilitation, and trenchless construction using FEASI
BILITY

MASTER ST
UDI
ES/
PLANN
ING
/
CO
ND
ITI
ON
ASSES
SMENT
S
Ci
ty
YOS
T
0n~Ca|| St, oWater Plnning Engineering 17, April 2023 Services Helen I fal
Agenda Item #12.4.

Page 222 of 282 ends

West Yost’sInfrastructure team works in unison with our planning; treatment; operations technology, cybersecurity, and resilience (OTCR);and construction management staff to deliver designs that meet client objectives and consider safety, risk, and long-term, system wide viability. We listen and collaborate with system owners and their staff to inform our designs by a comprehensive project understanding,
conform to client standards, and are readily constructible.

West Yost’sIntegrated Infrastructure Management
approach includes the entire life-cycle for municipal water, wastewater, and stormwater assets. This consists of the evaluation and design of pump stations to reduce risksof failure, manage capital costs, and avoid community impacts.

West Yost has a wealth of relevant and recent pump station and tank project experience throughout Northern California.

West Yost’sfunding team afullpproach services to
funding. We assist client
s
stra and identifying, i
tegi
zin
g
applying for, capturing, ma funds obtained
nagin
g
through state, federal an
d
loan and programs. grant
c
al
We have assisted over 3
0 cinsecuring approximately
l
i
e
$900 millionin funding. suc based isonmaintaining
ces
s
excellent working relatio
nships
with funding agency staff,
solid technical and writin
g
closeoordination skwith our
ill
s,
clients, and attention to
West Yost has worked w
it
h
boCalifor Office of
thnia Emergency Services (Ca|
0ES
)
and Department Californi
a of Water Resources (
DW
R),
suc completing grant ces
sfu
lly
funding applications andCa|OES rfunding fromor
FEMA‘sHazard Mitigatio
n
and GProgram from DWR
ra,nt
for Integrated Regional Mana programs,
gemen
t Proposition 50 funding, Sust Groundwater
aina
ble Management Act grants.

West Yost’s grant admin
istrati
on
consultin services
g
team will provide the hi
g
he
st
-q
ua
lit
y
technical skills and
responsive client service fCity's the needs. project grant Our team can be supple
mente
d
through the life o the
out contract with additionalstaff asYost needed tomeet
project needs.
brings aWest Vost ready the w'th Ciy teamosupport
specialized engineering necessary project support to
delivery. specialty These area highlighted below
Toassist our and ients cwaterstewater safeguarding in
their and systems infrastructure, West provides Yost
operations technology, cybersecurity (OTCR) and resilience working as a trusted advise,‘ west Vast services utility clients across tohe United Stateservices woith city rk staff to fully understand the City'sinfrast
ructur e
pmvided cm’ mdude‘ G'°"‘p WcVbe'5°C”'":V and needs
for thoughtful and cost-efficient projects desi
gns, from project conceptualization through We
offer a strong local team in our of?ces in
cybersecurity/ Assessments
Vulnerability
0pe"a?°”5 °p?"‘izati°” T°°h"°'°3V Bay and Area
auger boring, pilot tu
be
gu(PTGB), horizontal boring
id
ed directional drilling (
H
D
D)
,
and microtun Many
neling. projects require caref
ul
cowith other agencies,
or
di
na
ti
o
n
including CalTrans an
d
cross freeways, torailroads,
waterways, and majo
r
uinvolve projects detailed All
ti
li
ti
e
s
utility coordination an
d
incostly tominimize ve
sti
ga
tio
n
construction changes
with the Sacramento ability Area, leverage additional to and required resources expertise asfrom of?ces. otherur when needed has who pulled or can team beexperts onfor projects vainand ueegineering, constructability,
operations reviews that improve will project estimating cost and reduceisk.
dela
ys.

SPE
CIA
LIZ
ED

ENGINEE

RING SUP
POR
T
PU
MP
STAND
A
TI
O
N
TAN
K
D
E
SI
G
N
GR
ANT
MA
NA
GE
ME
NT
SER
VIC
ES
O
pe
ra
tio
ns
Technolog and Cybersecurity Resilience
y,
C
it
y
YOS
T
of On-Call Helena| St. Water Plnnung 2023 Engmeenng Servnces Apnl 17 Agenda Item #12.4.

Page 223 of 282 ends

West Yost provides hydraulic modeling in support of design and operations for water, sewer and recycled water systems.

Services include hydraulic transient analysis, water quality and energy evaluations, operational evaluations, and design support, such as developing pump system curves. West Yost’senergy analysis examines the cost of existing pump operations to assess whether replacement of pumps
or alternative pumping strategies, such as time-of-use
electric rate schedules, can be cost-effective. West Yost’s water quality modeling includes water age, source tracing, supply blending, and constituent modeling to identify areas potentially at-risk for water quality problems under different operational scenarios. West Vost conducts hydraulic
transient analyses to predict the potential for damaging hydraulic transients and mitigation to reduce the risk of damaging transients. West Yost also provides pump stat on design support, developing system curves for accurate
pump selection.

West Yost’shydrology/groundwater team offers a full services approach across the entir spectrum of disciplnes required for GSP implementation, including: program and project management; hydrogeo ogic studies and planning; regulatory support for SGMA and water rights reporting; managed aquifer recharge planning; database management; development and implementation of mon'tonng programs; and development of data ana ysi tools.

Cybersecurity Resiliency Planning
SCADAMaster Planning
Operations Technology Detailed and
Implementation
Our methodology employs innovat
ive
prsuch asact
ice
s,
consequence-driven cyber-informedeand
n
g
in
e
e
rin
g
constructability reviews early in theprocess to
deliver the highest value project fo
r
clien
ts.

C
it
y
of St. On-Call Water Plnning Engineering |17, Servnces 2023 April Helen al
H
yd
raul
ic
Deslgn and Operations Support H
y
dr
ol o
g
y/
G
ro
u
YOS
T
Agenda Item #12.4.

Page 224 of 282 ends

isw Inns
West Yost ha successfully helped the City nav g te complex planning task and modeling tasks through a variety of
projects. Since 2004, West Yost has worked with the Clty on regulatory compliance, wastewater collection systems, and potable water utility systems. Th ork inc d
sultant)
Th
rou
gh
these projects, West Yost has developed a
th
or ou
gh
underst of City standards, planning criteria,
anding wo
rk
andll guidelines. ofur projects, Inwe oc
es
se
s
ha
ve wcollaborati with stakeholders. City
vely or
k
e
d We
st
approach uses aYocollaborative document to
st ma
ste
r
plan operational understand criteria, constraints
ning
an
d
cprepare demnd and water collection
h
a
llen
g
e
s
,
sys
tem
?ow projection evaluate distribution and water
s, co
lle
cti on
identify systems tode?ciencies and develop
im
pr ov
em
en
ts,
and capital improvement prepare ma
ste
r
plan work Through our planning City, with the
s. W
est
developed has Yoathorough understanding of the
st Ci
ty'
s
sta practices foracilities and planning master
nd
ard
st
ud
ies
.

West Yost will continue this approach use same to
fo
r
fstudies, including updating planning data, such as wa
ter
deflow based orsewer projctions onrecent
ma
nd
useplanning, facilities development trimpact studies, en d
s
,
an
d
siting. f
a
ci
li
ti
e
s
Vanessa Apodaca willserve as the all for Project Work from resulting the call Orders onservices agreement, and will provide overal
l
He|ena’s of Vanessa will the line serve asCity St. (City) first ofsupport. communication when Project Wor
k
issued. workith are Vanessa City the will understand needs and project to select or recommend the appropria
te
project WVost each manager carry foward. identify toShe will project est managers based on the City's proje
ct
sctheechnical expertise ofstaff, and the our availability ofstaff tomeet op
e,
the City's schedule objectives. The manager project then collaborate willth buid and City staff atoeam further de?ne each project's scope sche basd the and ospecific goals objectives of the individual project. dule
West Yost uses management tools accurately syst toand staff efficiently allocation and gauge resource workload ems coordination. These tools include centralized real-time Visio afor workload down the resource projecting to n, person, hour, and task level. Caref
ul
con?rms cfirm-wide staff availability atimely consistent and inmanner. We o
o
rd
in
a
ti
o
n
will commit to being available for rfor sevices the City's "On-Call" projects.

West Yest anticip
ates
thateask order City issue awillnd thatask order West Yost awill request prepare scope and budg
et
for task each order beWest Yost will responsible theechnical for executing request. work, coordinat
ing
with the apprise work City, of City and todhe progress assisting City status, in preparing present
ations/
staff
for council materials internal brie?ngs. We or anticipate thate City reports City will be availa
ble
provid data for torequired participat coordination evaluations, proiect meetings intoeprovide input and review onwork, proiect delivorables.

I St. Helena 2003 Urban Water Management Plan
I St. Helena 2010 Water Supply Plan
I Stonebridge Wells Water Treatment Plant Filter
Restoration
I Potable Water Storage Tank 1A Design 8. CM
I General Plan Update EIR
I Tank 1A Engineering Services During Constructio
n
I Water Conservation Assistance
I Water Enterprise Services
I Waste Water Interim Project
I Engineering Support for Water Rights
I Waste Water Treatment Facility Upgrade and W
at er Recycling

SERVICE UNDERSTANDING SCOPE AND
S

PLAN APPROACH
NING
M
ast er
Plan Depth, toProvide Detail and Flexibility
ning
YOS
T
On—Ca|| of St. 17, Water P|annIng Engineer Servnces Apnl ng2023 Helena I l
(
su
b
co
(
su
Agenda Item #12.4.

Page 225 of 282 ends

KEY STAFF
Master Planning and System Modeling Pump Stations an
d
Ta
nk
s
Lead: Polly Boissevain, PE, D.WRE Lead:Jeff Wanl
ass,
PE
Amy Kwong, PE
PatrickJohnston PE Water and Wastewate
r
Tr
eat me nt
Lead: Andy S
mi
th,
PE
Stormwuter (1 clFlood Resilience Tim Banyal,
Lead: oug Moore, PE

ADDITIONAL WEST YOST RESOURCES
PRINCIPAL-INCHARGE

TECHNICAL ADVISOR
CONTRACT MANAGER :

RecycledWater Treatment Compliance Cybersecurity FEMA
and Dischar
ge
G's 8*M°PPi“9 W°'9' Infrastructure S‘-'PPlY Green
AManage
ment s
set Pip°""°5 Gran! Management
Resilienc Ri
esk/
West Vost
's
ochart ideni?es Apodaca, and personnel our manager, key Vanessa contract available for rg
an
iz
a
tio
n
a
l
assignmen
t
City's projects. the Vanessa lead communications with the and work City project assign towith leads will to the appro
priate
perso The following the projects. highlights qualifications experience key section toand ofur team nnel members.

Kathryn Gies, PE
MikeZacharia, PE
Anne Girtz, PE
Ohrt, PE
Rhodora Biagtan
Joseph Bryant
Scott Greenwood, Ci
ty
oOn-Call He|ena| St. Water Plnning April 17, Services 2023 Engineering I f
Michele M
ill
er,

PE, QSD
Sheri PE
Melissa D
uf
fy
,
PE
CraigThom
pson,
PE
D
anGPE, CISSP
ro
v
es
,
V
an
es
sa
Apoda PE
ca,
E
liz
a
b
et
h
Drayer, PE
V
V
E
L
JimCPE
o
n
n
el
l,
Agenda Item #12.4.

Page 226 of 282 ends

heq Iif "o 5 d xp
Vanessa
pecla rn nicipal program planning
rid rn rne t and Infrastructure
g, design stru and aintenance Vanessa has
in engine man men nd supervisor rolesfor two
nd one d in n ern C liforna and has managed
g, design r itti und , and construction of
impr vem t roie form ny more municipalities
As ,Elizabethwillprovide
internalreviews of projects to makesure
they are being completed on time and
on budget. Elizabethspecializesin water
resources engineering and coordinating multiprojects She has experience leading water resources dies and design projects. Elizabethis a West Vost
ident and serves on West Vost'sBoard of Directors.
im Co IIwill act as Jim
5 a c ngineer with a focus in water and
ewer ster planning and design, including
condi assessments ?ow monitoring,
comp modeling rehabilitation planning
stimating, and cap tal improvement program development
5 extensive experience in planning and design of municipal ructure systems and has completed successful designs for a y of facilities, including major expansion, rehabilitation, and onstruction at a number of water and wastewater treatment in California,New England, and St Helena
Amy has 13 years of experience focused on water master planning, water supply and facilitiesplanning, hydraulicmodeling and
water system infrastructure design. She has
worked on more than 20 water master plans.

She is currently serving as Project Manager for water system the City of Andy Smith has performed a wide variety of planning and design work for numerous water and wastewater treatment facilities for agencies InCaliforniaand Oregon. His treatment facility experience includes master ign, detailed design and cost estimating, and ic s during construction Histreatment expertise ri treatment, clari?cation, ?ltration, disinfection, e n metering, pumping stations, solids handling, y embers.

P trick is a civilengineer with 24 years of
tensive experience In planning and modeling
of water distribution and wastewater collection
sy tems. He has developed master planning and
apitai improvement program documents. He
ha experience building and calibrating hydraulic
ode in a var ety of software packages. He uses models to analyze t ydra I c c ty of systems, identify deficiencies and size pr po d impr ement projects.

Doug Moore is an engineer withexperience
in storm drainage facilitymaster planning,
stormwater computer modeling, facilities
planning, preliminary design, design and
speci?cations, construction and capital cost
estimating, project permitting, and project management. He is skilledat preparing potable water, wastewater, and stormwater evaluationsfor development specific plans, city and countywide general plans, and environmentalimpact reports.

Jeff Waniass has more than 20 years of
e perience in project management, planning,
d sign, and services during construction for
water supply facilities.He has prepared
pl ns and specifications conforming to the
ntract ng requ rements for state agencies, municipalities, water agencies, and private clients. His civilengineer experience includes designs for water and recycled storage tanks, pump stations, transmission mains, groundwater supply wells, and grading and drainage plans for site development project. Jeff has been involved in more than 25 tank and pump station projects, including inspection, rehabilitation, replacement, and new facilities.

Tim is a registered civilengineer and project
management professional with experience
managing and designing water and wastewater ‘ treatment plants and pumping stations. Tim has sewed as project manager, lead project
engineer, technical advisor and quality control reviewer. His direct and speci?cations, assisting clients in bidding-phase services, and performing construction-phase duties Tim has a strong record of developing cost effective and innovative designs for water treatment plant projects, and is known for managing multi-disciplinary teams for water improvement projects PollyBoissevain is an engineer with professional experience In water resources planning, with extensive experience in distribution system master planning and hydraulic modeling of water systems, both steady-state and transient analysis for closed conduit ?ow. She has managerial experience for a variety of water resources projects In planning, design, and operations.

Vanessa PE
Vanessa wil
l
sasContract Manager
and win be for the allocating
necessary re
so
u
rc
e
s
projects. to
4 planning and predes
englneerlng serv e
Includes prellml ary
chemlcal storag a d
0 s
a
,cun
ering
istrict
, pe rn
en p
llzesIn u
anage
ction,
age
onh
ng, f
' cts
1|
Cx
ty
o|St. Helena On-Call Water Plnmng Enguneering April 1023 SENICES 17 ]f
Eliza
beth
Dray PE
er, Pri
nci
pal
Charge In
Po
lly
Bo PE, D. WRE
lss eva
ln,
Jim PE
Technical Advisor
uaanIcerienceofourke enteamm
at n
dlsclpll neplannin
gVloe Pre
s
T
h
e
fohighlights tsection
||ow
in
g
plannln
served
capltal
C051E He ha
new c plants
m Is I
heh uic apa I P
at
rl
c
k
John PE
ston,
Ti m
ot
h
y
Banyal, PE
J
e
ff
WPE
an
la
ss
,
D
o
u
g
Mo PE
ore,
Am
y
KPEwa ng,
A
n
d
y
SmPE
ith, nne
ivnla
uter
Agenda Item #12.4.

Page 227 of 282 ends

n
‘I. Water and Recycled Water System

2. Sewer System Modeling

3. Stormwater and Flood Resilience

4. Water and Wastewater Treatment

5. Feasibility Studies/MasterPlanning/
Conditio
n
Assessments

6. Pipeline Design

7. Pump Station and Tank Design

8. Grant Management Services

9. Specialized Engineering Support
Tothe requested byvarious services City, the Wst Yost provides and history experience following the inaras:

C
it
y
YOS
T
of St. Helena| On-Call Water 17, Planning 2023 Engmeenng Servnces Apnl I Agenda Item #12.4.

Page 228 of 282 ends

CITYOF REDWOOD CITY,CA
PollyBolssevain (Project Manager, Water Master Plan/
PrincipalIn Charge, Hydraulic Modeling Support) PatrickJohnston (Project Manager, Hydraulic Modeling Support); $350,000 (Master Plan), $2.000 - $101,000 (Hydraulic Modeling Support); 2010 — 2012 (Master Plan), 2012 — Current (Hydraulic
Modeling Support).

Phong Du, Supervisory CivilEngineer, City of
Redwood City, Community Development Department, 1017
Middlefield Road, Redwood City, 94063-2505, 650.780.7385, [email protected]
As part of a water system master planning for RedwoodCity, West Yost developed a new distribution system hydraulic model to evaluate the distribution system's hydraulic
capacity, water quality, emergency reliability, and seismic vulneiability. The key aspect of the project was developing a calibrated extended period simulation hydraulic model, for hydraulic, energy, and water quality analysis. West Yost's team built an all-pipe water distribution system model in lnfowater, using the City's existing GIS.The
model was calibrated using hydrant flow tests. Because
Redwood City rises over 900 feet from sea level, the City's system is complex and includes 17 pressure zones. A
challenge was the lackof hourly data from water supply
turnouts to develop diurnal curves for the model. West Vost incorporated a special field monitoring program to collect flow data at the City's various turnouts. This information was instrumental in both the model calibration effort and developing accurate diurnal curvesfor the system.

Since completion of the Master Plan, West Vost has
performed eight water system modeling evaluations to
assess developer impacts, performed hydraulic analysis
supporting a tank siting study, prepared two evaluations to analyze and recommend ways to improve pressure
zone operations, and prepared water, recycled water
and sewer modeling evaluations to identify water system improvements for various speci?c plan efforts. West Yost also assisted the City in converting the model to a public for system evaluations.

EASTERNMUNICIPAL WATER DISTRICT(EMWD),

PERRIS,CA
Polly Boissevaln (Project Manager, WFMP / Prlnclpa|~inCharge, On-CallModeling Support), PatrickJohnston, Roger Chu and Amy Kwong (Project Engineers, Hydraulic Modeling);
WFMP: 1,753,000; 520,000
- $350,000; 2015 — 2016, WFMP | 2016 - current, On-Call Modeling Support.

Laura Barraza.PrincipalCivilEngineer, Capital
Planning, Eastern MunicipalWater District, 2270 Trumble Road, Perris, 92572-8300, 951.928.3777 #4225, barraza|@emwd.org West Yost prepared a Water Facilities Master Plan Update for the District, which serves customers in a 550-squaremile area in western Riverside County. The potable water system has ?ve major service areas with a total of 70
pressure zones. The District anticipated signi?cant future growth, with demand projected to increase approximately threefold through buildout of the District'sservice area. The Water FacilitiesMaster Planwas completed in 2016.

Since completion of the Water FacilitiesMaster Plan, West Vost has provided On-Call hydraulic modeling support for multiple planning, design and operations projects:

Prepared an operational assessment to identify
improvements to enhance performance of a new storage
tank
Prepared a planning study to evaluate infrastructure for a conjunctive use project
Conducted a planning study to identify new infrastructure improvements to increase emergency reliability in the
Moreno Valley and Temecula Valley service area
Performed hydraulic peer reviews for two design projects Evaluated infrastructure needs for a new development
Prepared three updates of the District'sdistribution
system hydraulic model
Supported six project design efforts with hydraulic
modeling analysis
District staff
In its hydraulic
s
the implementation preview for of
e
e
r
a new pressure anzlternative West Yast identi?ed
con?guration $1.3 redu project costs from
ced million to $
400,
000
with the reliability same as
proposed proj
ect.

1.AND RECYCLED WATER SYSTEM MODELING
WaterFPlan and Master Update
a
ci
lit
ie
s
OnCall
Hy Modeling Support
dra
uli
c
WaterDand System Master
is
tr
i
b
u
ti
o
n
OnCallMo Support
del
ing
COST:

ONMODELING SUPPORT:
-CA
LL
DA
TE
S:

REFERENCE:

Ci
ty
of HeIena| 17, On-Call Water Plnning 2023 St. Engineering Services April I DATES:

REFEREN
CE:

YOS
T
Agenda Item #12.4.

Page 229 of 282 ends

PatrickJohnston (Project Manager, Hydraulic Modeler),
Jeff Pelz (Principal In Charge and QA/QCReviewer), ChrisMalone (Project Engineer), Elizabeth Drayer (Technical Advisor),Tyler Newman (Project Engineer)
Gemma Biscocho Senior Engineer, 209.937 8734,
[email protected],
The City of Stockton serves a population of approximately 320,000 residents and has a wastewater collection system that includes ten different subareas with just over 1,000 miles of gravity mains, 35 pump stations and 37 miles of force main piping West Yost prepared an update to the
City's Wastewater Master Plan to provide a comprehensive evaluation the collection system infrastructure needs. For the plan, the West Yost team conducted a flow monitoring program that included 25 temporary flow meters to assess dry weather and wet weather flow conditions, and also
performed ?eld surveys to characterize the configuration of multiple flow splits throughout the system. West Yost developed a lnfoSWMMhydraulic model of the co||ect'on
system based on a combination of ?eld survey data and
existing City GISdata, and then calibrated the model using the data collected from the flow monitoring program. West Yost developed future flow projections based on planned development in the City's Envision Stockton 2040 General Plan, and performed a hydraulic analysis of existing, 2040, and buildout flow conditions. The model results were
used to develop a prioritized 15-year capital improveme t program to address existing and anticipated capacity
de?ciencies, existing system rehabilitation and repair needs identified by previous City studies, and the need fo new facilitiesto serve future growth areas.

The projected wastewater flow development was
coordinated carefully with water demand projection
developed by West Yost as part of the City of Stockto
Water Master Plan update to ensure consistency betwe
the two master plans. West Yost is currently providing
ongoing multi-year technical support involving hydrau ic analysis of proposed development projects.
-
Jeff Pelz (Principal in-Charge), PatrlckJohnston (modeling Lead), Elizabeth Drayer (Project Engineer), ChrisMalone (QA/QC Reviewer)
Patrlck Flllpelli,Bus ness System Analyst.
415.259.2949.p?l|pe||[email protected]
West Yost worked with the Ros Valley Sanitary District to update and calibrate the hydraulic model of the collection system for use in evaluating the District's progress with its program to reduce inflowand infiltration.The District's program has included pipeline replacement, spot repairs of defects, lining of small diameter gravity mains and
replacement of sewer laterals. West Yost developed a
flow monitoring program to obtain data for recalibrating the current hydraulic model with the intent of evaluating the effectiveness of collection system improvements
implemented from 2018 onward. The model was updated
with data from the recent improvement projects and with liftstation data for both pump curves and controls. The model was recalibrated with the flow monitoring data
for both dry weather and wet weather flow conditions.

Recalibration involved adjustments to sanitary flow,
groundwater infi tration and rainfall-dependent inflow and infiltration. The model was used to evaluate changes to the inflow and infiltration within the District's system and to reevaluate the District's planned capital improvements program The reca ibrated model was used to prioritize the improvement projects that have not yet been implemented and to propose changes to the projects where needed. The model was also used to evaluate the improvement projects that may be requ red to support the potential annexation o f
the col|ect'on sy tem serving San Geronimo Valley.
2 .

SYSTEM MODELING
C
ap
ac
it
y
and Flow Analysi Monitoring
s
W
as
te
w
at
er
Plan Mster Update
Cit
y
On-Ca|l oHe|ena| Water Plnmng 2023 St. Engineering Serwces Apnl 17 f
R
O
S
S

SANITARY DISTRICT, CAV
LL
EY
C
I
T
Y

OFCASTOC
KTON,
R
E
F
E
R
E
R
E
F
E
R
E
T
E
A
T
E
A
Agenda Item #12.4.

Page 230 of 282 ends

ECA
...-......
noon:

Po y oissevain [Principal-in-Charge), Michele Miller
(Project Man ger); 2019
Jane Kao, former Senior Engineer, City of Millbrae
(Senior Engineer, SiliconValley Clean Water), 650.832.6265, [email protected]
The Sea LevelRiseAdaptation Assessment was prepared
by West Yostfor the City of Millbrae and its partners. This Assessment seeks to expand the understanding of sealevel rise risksto the City, communicate these risksto the community, and plan for sea level rise by identifying potential mitigations, adaptation and hazard mitigation strategies. West Yost managed the project team and
provided stakeholder outreach, a review of available data from the County and other sources, a ?eld assessment,
planning and coordination, and development of a draft and ?nal assessment report.

The Assessment provided a better knowledge of local assets at risk that will help the City prepare for the future. Our assessment identified key assets (such as communication towers, gas stations, and electric substations) and up to

9.5 mi es of key linear assets (such as gas lines) than the C unty's more previous Assessment.
e Assessment also identified numerous opportunities for e City to prepare for future sea-level rise. Recommended tions include localimprovements to the City's drainage
frastructure, implementing a seawall or levee along the llaboration to position for funding opportunities. The City s been awarded $60,000 in grants since the report was itten

VALLEJO FLOOD AND WASTEWATER DISTRICT

VALLEJO CA
Doug Moore (Various), Mlchele Miller(Various);
2018 2023, TaskBudgets Range from $10,000 to $20,000
Mark Tornko, Director of Engineering, 707.652.7801
mtomko@va|lejowastewatenorg
West Yost has provided engineering services to VFWDfor
about 20 years through several planning, modeling, and
design focused on-call contracts.

Recent tasks have included:

Mare Island Force Main — We evaluated the changes in
water surface elevations in the Mare Island Way trunk
sewer for different connection points of the new Mare
Islandsewer force main.

Stormwater Engineering Standards - We assisted with the preparation of VFWD‘scurrent stormwater engineering
standards.

Trash Capture Devices(hydraulic modeling) — We used
VFWD'sstorm drain modelsto evaluate the hydraulic
impacts of the installation of several trash capture devices White Slough Flood Model
— We used the Austin Creek
and White Slough storm drain model to understand the
impacts for vandalism of the White Slough tide gates on the WSEsin and around White Slough. We also helped
develop a low-cost approach to addressing the vandalism by converting two tide gates to simple flap gates and
using parts from the converted gates to restore the other two gates to fullfunctionality.

Peer Reviewof VFWDDraftSanitary Sewer Collection System Master Plan and associatedsewer model. Through this
review we provided a six page comment letter that identify many signi?cant issues with the master plan, likeerrors in the buildout land uses (including Mare Islandhaving a land use of "Other", cost of improvement allocationsbetween the existing customer and new development were not prepared, why wasn't the I&lmonitoring results use in the selection in a differentvertical datum that the rest of the model. Peer review of the DraftMare Island Storm Drain Study, Golf,India, Oscar, Juliet, and LimaOutfallsReport. This review identified several signi?cant issues, including inconsistency with VFWD’snew engineering standards, no evaluation of sea levelrise, and recommended continued use ofseveral undersizedoutfallsto Mare IslandStraight.

3.FLOOD AND RESILIENCE C|
imate
Ch Level Rise Sea
an
ge:

Ada
ptati
on
and Assess Report
ment
Val
lei
o
Flo Control and Wostewater
od Dist
rict
On Contracts
-Cal
l
Ci
ty
of Helena] On-Call Water St. Planning Engineering 17, 2023 Services April I 1 xn: nu: me anua nuwin
-— -.u.s..v.
.u.=.-...
..-«..~.‘
.....-...-.
..»_:.... u-.n..... au:
nan
xv-uuirvvrl
.._......»._..
.u—-.¢:..-..u.:m
-quTEAM:

C
O
ST
: REFERENCE:

TEAM:

REFERE
NCE:
n
m
t,-
\*~
wr acincothhash
CI
T
Y
,OF MILL
BRA W
E
S
T
YO
ST
s.--.4...

D
A
T
B
Agenda Item #12.4.

Page 231 of 282 ends

15 CITY OF FAIRFIE CA
Andrew Smi roject Manager). Greg Chu
in-Charge), Wlliiam ‘lilng(QA/QC),Steven Barbe
hornpson, Cynthia des, Whitbey Sandelin, Cynt
(Project Engineers), 2013 - ongoing
Erandan itman, Water Treatment Ma
Fair?eld,707.437.5381 bhiitman@falr?e|d.ca.gov
West Yost has provided a variety of design service
s
fthe
NBRWTPsince 2013, including the replacement o
f generation and pre—ozonatlonequipment, the up
gra
des
to
the chemicalspillcontainment basin, the replace
ment
of
the decant structures for the plant's three origina
l
lagoons. and the remodel of the water quality lab
ora
tor
y.

Current design activitiesincludethe replacement bain
ffl
es
the plant's ?occulation and sedimentation basins
.
s( l s i, ).p5
Craig Thompson (DA/QC).Elizabeth Drayer, 1'
Im
ot
hy
Ba Steven yai,
Barber, Cynthia Paredes.Alexander Retzlaff.C
hr
is
to
p
O'Connor e
(Project Engineers), Maxine Colorado.Patricia anBolger v (Admin)
Stuart Hamilton, Water Treatme
nt
pisor,
707.428.7448, shami|ton@fair?e|d.ca.gov;
-ongoing
Our work at the Waterman W'i'PIncludestof de
sig
n
replacement liquidoxygen and ozone syst em
eqasui
pme nt,
well as assistance with SCADAand networ
k
and cy
b
e
r
se
cu
r
i
t
y
the virtualizationof SCADAsystem hardw
are.

WaTP
ter ma n
also serves as the operational hub for the reser
voirs and pump stations.
atctivi have Watrman
ties
increased our und
erst
andi
ng
of the critical links between
the City's treatment
,
and tra facilities, storage nsmi
ssi on
and the importanc
e
operatio flexibility necessary the of
nal
to continue provid
ing
hig City's service thate
hqual
ity
residents and cust ome
rs
have come toexpect.
design Our
experience at has clear fostered aunderstanding
of the unique challenges associated with the
plant's dual raw
operational aswell th wsources,
at er priorities and this ofstaff facility. at

4.AND WASTEWATER TREATMENT N
or
th
Water Plnt Regional Bay Treatment CITY OF FAIR
FIEL
D,
CA
William Pro Mana Chung(Princi al erGrect
Plant Wter Treatment
Cit
y
oSt. Planning 17, On-Call April Water 2023 Engineering Services Helen I fal
ng (Prlnlcal
r, Craig
hla Houghton
Pare
R
E
F
E
R
E
NCE:

Su e
rv
20 Agenda Item #12.4.

Page 232 of 282 ends

cnsv:

CITY OF TRACY,CA
ElizabethDrayer (Principal-in-Charge),Amy
Kwong (Project Manager), PollyBolssevaln (DA/QCReviewer), Roger Chu (Project Engineer); $481,000 (Master Plan);
2/2018-12/2021
Veronica Chlld,Management Analyst, 209.831.6487,
veronica.chi|[email protected]
West Yost has assisted the City of Tracy with its water system planning for more than 30 years. Work included the development of the City's first Water System Master Plan and integrated planning services for an aquifer storage and recovery (ASR)program and subsequent ASRwell permitting and development. West Yost updated the Citywide Water
System Master Plan, which addressed changes in the City's development plans and water use trends, incorporated
the system improvements that have been constructed,
and refined previous recommendations to provide an
implementable plan for the City's future water system.

West Yost developed a hydraulic model for the City's water system that has been used to plan infrastructure improvements to serve new developments, and West Yost has performed
dozens of subsequent hydraulic analyses. Our team has helped City operations stafftroubleshoot operational issues, such as solving low-pressure issuesfrom customers and moving water fromone pressure zone to another using the City'smodel.

The hydraulic model has also been used to simulate ?re
with understanding the actual flow conditions to better design fire sprinkler systems for new buildings. By using the hydraulic model, the City has been able to simulate maximum day conditions for the ?re flows and gather valuable data without wasting water.

CITYOF MILPITAS,CA
Elizabeth Drayer (Project Manager), Amy
Kwong [Deputy Project Manager). PollyBoissevain (QA/QC), MikeZacharia (Asset Management Lead), Anne Girtz (Asset Management); $600,000; 10/2019— 3/2021
Harris Slddiqul, PrincipalEngineer, City of Milpitas,
455 East Calaveras B|vd., Milpitas, CA95035, 408.586.3358, [email protected]
West Vost prepared a Water Master Plan Update and Water Utility Asset Condition Assessment for the City of Milpitas.

The City has experienced tremendous growth, and water
use trends have changed since the recent drought. The
City is updating its General Plan and re?ning plans for its Midtown and Transit Area Speci?c Plans.West Yost updated and calibrated the City's water system hydraulic model, evaluated recent water use trends and developed future
water use projections based on planned development,
conducted a hydraulic analysis of the City's water system to identify needed water system improvements, and
developed a prioritized capital improvement program for implementation of recommended improvements.

West Yost performed a desktop analysis of the condition and an associated risk-based analysis of the City's water system assets to prioritize actions for the City's facilities.

The water utility asset condition assessment used the
City's water system master inventory and GISdatabase to create an asset registry for the City's water system assets, including both horizontal and vertical assets. West Yost estimated replacement costs and prepared a current water system valuation. West Yost assessed the criticality of the City's water system components by assigning likelihood
of failure (LOF)and consequence of failure (COF)scores
using a consistent risk assessment approach. Both the LOF and COFcriteria were developed specifically for the City, with the COFcriteria aligning with the City Council Mission Statement, Values, and Goalsto accurately reflect the
true consequence of failure to the City. The utility asset condition assessment results were used to identify action more detailed conditions assessments, or immediate rehabilitation or replacement. As part of the Water Master Plan Capital Improvement Program, West Yost developed a prioritized program of $53 million in renewal/replacement of facilitiesover the next 30 years.

5. F
E
A
SI
B
I
L
I
T
Y

STUDIE PLANNING/
S/
MASTE
R
CON
DITI
ON
ASSESS
MENTS
City
wide
Wate Mster Plan System
r Upd
ate/
OnCall
Modeling Support
Wate
r
Plan and MWater Utility
as
ter
Asse
t
Assessment
Ci
ty
of On-Call He|ena| St. Water Plnning Engineering April 17, Services 2023 I ATE
S:

REFE
RENC
E:

COST:

REFE
REN
CE:

YOS
T
T
E
A
M
ME
MBE
RS:

T
E
MEM
BER
S:

L
D
A
T
Agenda Item #12.4.

Page 233 of 282 ends

cosl:
cw
vcosv:

ALAMEDACOUNTY WATER DISTRICT
Adam Brown (Project Manager), Scott Greenwood,
Christina Ramirez (Project Engineers), $425,751,
2020 — Z021
Dorota Budzynska, Project Engineer, 43885 South
Grimmer Boulevard, Fremont, CA94538, 510 668 4420
dorota.budzynsl<[email protected]
West Vost provided the design for the replacement of
7,400 feet of 12-inch diameter asbestos cement (AC) pipe with 12-inch and 16-inch diameter steel pipe. The water main design stretches across two pressure zones, requiring detailed phasing and connection details for all connections to the existing water system, consisting of various AC
and steel pipe sizes. Cathodic protection design has been included to expand the lifetime of the new water main. The project challenges included: limiting outages and reducing disruption to customers, and maintaining pressures in
different pressure zones, reducing traffic impacts, removing the existing AC pipe along select stretches of the project, and constructing tie-ins to the existing system.

West Yost analyzed (and later rejected) an option to remove and replace the pipe in place while providing a temporary bypass system. Our team developed a detailed suggested
phasing concept to maintain the required pressures. We
located the pipeline close to the edge of the roadway to allow one lane of traffic to be open at all times. Our staff provided agency-specific AChandling/snapping/support
details for working around AC pipe. We also provided
instructions to the contractor related to proper demolition, handling, and transportation of removed ACpipe. In
addition, we developed phased connection details showing an interim condition and a final closure detail for each connection to the existing system.

Y OF SAN BR NO, CA
JeffWanlass (Project Manager), Julla McBrideand Adam
Brown (Project Engineers), PollyBolssevain (Principal In Charge), ATE.E.M (Electrical), Gannett Fleming (Geotechnica|), Klelnfed r (Tank Structural), $842,150, 2019 Present
Da Ia Manaols, Associate CivilEngineer, 567 El
Camino Real, San Bruno, CA94066, 650 616 7047,
[email protected] gov
The Sweeney Ridge project includesreplacing the existing dilapidated 0.4 mg welded steel tank and an existing 14 inch welded steel pipeline.The pipeline willbe replaced with a pipeline of the same sizein approximately the same ocation as the existing pipeline by traditional open cut trench excavation.The project willalso include grading and associated site improvements. The City has made several repairs to the pipeline that are extremely challenging to perform considering the terrain and limited rural access. The existing water main isimmediately adjacent to an existing Paci?cGas & Electric (PG&E)8-inchdiameter gas main and near existing PG&E
electricaltransmission and distributionfacilities.Project challenges include environmental permitting, maintaining supply to various pressure zones, seismic evaluation,
construction on steep slopes, easements and coordination with public agencies (San FranciscoPublicUtilitiesCommission [SFPUC]and the GoldenGate NationalRecreation Area).

West Vost hastaken an active role in coordinating with
permitting agencies. Under this role, we are acting on behalf of the City to ensuring timely attention and decision are made to reduce potential project delays. Our modeling group had developed potential bypass pumping options to ensure water supplies are maintained during construction. West Yost for an adjacent pump station to ensure the two projects do not adversely impact water supplies to residents. TheWest Vost team has worked with the Cityon this and previous projects to develop multiple seismic mitigation measures to ensure facilitiesare operational after a seismic event. We evaluated several pipeline construction methods to identify the most cost-effectiveand constructible solution that addresses the steep slopes.

Swee
ney
Tank and Pipeline Ridg 7
e Repl
ace
ment
6 . DESIGN D
ri
sc
ol
l
Main Replaceme
nt
Cn
ty
On-Ca|| oHelena St. Water Plnning April Enguneenng 2023 Servuces 17I f]
V
V
, CA
R
E
F
E
R
E
D
A
T
T
E
A
Agenda Item #12.4.

Page 234 of 282 ends

13 CITYOF SANTA CRUZ, CA
Jeff Wanlass (Project Manager), Tyler Newman (Project
Engineer),Gannett Fleming (Geotechnical), A‘|'.E.E.M. (Electrical).

Kleinfelder(Structural); Design, $3,391,000, Construction, $28,352,350; 2016 - 2023 (estimated)
Matthew Zeman, PE, Engineering Associate, Water
Department, 212 Locust Street, Suite C, Santa Cruz, CA95060. 831.420.5211, [email protected]
West Yost designed three prestressed tanks (1.0, 0.7, and

0.7-mg) to replace three existing post-tension concrete tanks at the Graham HillWater Treatment Plant.The
treatment plant, located in the Santa Cruz hills, is on a challenging site with limited space for the construction. The site design included a new pad for one of the new tanks and several retaining walls, including a 40-foot-high soil nail retaining wall. West Yost also designed four replacement pump stations, large diameter pipelines, and an electrical building.

Key challenges on the project included developing detailed construction sequencing plans to allowthe water treatment plant to stay in operation during construction. The site has limited space for construction activities, so a secondary site location was identi?ed to allow contractor material storage and staging. The site included several endangered species and heritage trees, coordination with many stakeholders and local residents, and the addition of the large inlet structure at the 90% design needed for connection to a
planned future plant upgrade.

SAN JOSE WATER SAN JOSE, CA
Amy Kwong (Project Manager), Jeff Wanlass (Design Le
ad)
,
Julia McBrideand Adam Brown (Project Engineers), Tyler Newm an (Project Engineer), Scott Greenwood (Project Engineer), Finn Design Group (Structural), Kleinfelder(Tank Structural); Design. $630,000, Construction, $12,177,000; 2017 - 2
0 2
2 (estimated)
Frank Du, Engineering Unit Manager, 1265 South
Bascom Avenue, San Jose, CA95128.408.279.7800,
frank.du@s)water.com
The Miguelito Pump Station and Reservoirs is an interzon e treated water storage and pumping facility located along with the City of San Jose's eastern foothills.West Yost designed two 0.8-million-gallon prestressed concrete
tanks to replace two concrete-lined earthen embankmen
t reservoirs constructed in 1927 and 1962. West Yost‘sdes ign also includes a new chemicalfeed and mixing system, flexiblepipe connections to new tanks, on-site stormwater treatment, and intertie to the adjacent pump station. Th e project also included the design of the new pump station t replace the existing pump station, which included two 1, 4 0
0 gpm 150-hp submersible vertical turbine pumps and two 300 gpm pumps, surge tank, new electrical and mechani
cal systems.

Key challenges for this project included maintaining
continuous operation of the booster pumps and at least
reservoir during construction, limited access for equipme nt needed to demolish and remove existing facilities, limite d usable space to construct new facilities, and hazardous materials mitigation (mercury, lead, arsenic, and others).

West Yost also developed a construction sequencing
plan in coordination with the San Jose Water staff West Yost worked with San Jose Water's planning, engineer,
construction, and operation/maintenance staff to devel
op the project plans.

Grah
am
Water Plnt Hill Tankreatment Reservoir Replacement Miguelito and Repl
ace
ment
Booster Station Pump
7 .

STATIO DESIGN TANK AND
N
C
xt
y
oOn-Call Water |St. Planning Engmeering SEFVICES April 17, 2023 Helen fal
TEAM:

COST:

D
A
T
E
S:

REFERENCE:

CO
ST: DAT
ES:

T
E
Agenda Item #12.4.

Page 235 of 282 ends

um’
19 Monique Day (Program Management and Funding Task
Manager), Sheri Laslck(Funding Strategy, Grant Writer), Hawkeve Sheene (Grant Manager)
Bob Granberg, Genera Manager, 209 401.0439,
granbergassociates@gmal com
$41.05 million grants secured (one IRWM grant, and one
Proposition 68 Parks and Water Bondgrant, a SSmillion/Prop 50 grant, and $184.92 million in SRFloan funding secured ) West Yost is providing program management services for
Stanislaus Regional Water Authority's regional surface
water supply project, which consists of funding pursuits, infrastructure planning, design-build (DB)contractor
procurement, owner's advisory services, and design. West Vost's funding work includes evaluating grant and loan
opportunities, meeting with funding agencies, and drafting applications including a DrinkingWater SRFapplication, two WaterSMART Drought Resiliency grant applications, Riverine Stewardship grant application, IRWMimplementation grant application, and Proposition 50 Chapter 6: app ication.

West Yost is also supporting SRWAwith grant management
services such as disbursement requests and progres
reporting for the SRFloan and IRWMgrant.

Monique Day [
P
ro
je
ct
Mana Engineer/Grant
ger/
Projec
t
Strategist), Sher Lasic
k
and Strateg Grant Writer)
ist
Ethan B
ur ch
,
,Adnalyst 510.668.4252,
min
istr
ativ
e
ethan [email protected]
$20 3 mill
ion
gra secured (one Urban Rlvers nts Grant (53 million), one WEEG ($2 million), grant one WaterSMART Drou
ght
Pre grant ($75,000), Project
par
edn
ess
one Coasta Conservanc
y
Stream?ow gr ($825, one
an000),
t Enhancement Grant ($

5. 4
mi one Ecosystem Watershed
lli on
),
Restoration Grant (55 and one ($3 Grant 3IRWM mlI|lon)), three Hazard Mitigation pendlng
CNatural Resources Agency
al
if
or
ni
a
Urban Rivers Grant P
ro
g
ra
USBR WaterSMART WEEG
program, USBRWate
rSM
ART
Drought Preparedness Project
grant program, State Conserv Proposition 1
ancy Coastal Conservancy progra Wild ife Conservation
m, Board Stream?ow E
n
h
an
cem
e
nt
Grant, California
Department of Fish Ecosyste Watershed m Restorat on Grant pr og
ram,
and DWR IRWM Grant program.

Since 2016, West Yo
st
hprovi the Distr thct w
aded
s
strategic grant and fu
n
d
in
g
optim service tohe zeDistrict's
s ability to proactively and receive funding grant for
capital improvement and increase its understanding
of funding opportunit
ies.

West Vost prepared afunding
strategy plan and id
en
ti?
ed
,
monitor and pursued grant
ed, funding opport itie
s
fDistr projects. oict
r
SURFA
CE

SUPPLY WPROJECT
A
T
E
R
PROGR
AM
MA AND
NA
GE
ME
NT
FUNDI
NG
SE
RV
IC
ES
TEAM:

TEAM: REFERENCE:
nrps AMOUNT or ruuomc AND (sum RECEIVED
REFERENCE: °RL°‘""
AMOUNT mo ms: or run
om
c
nscsn on(GRANT
vsn LOAN):

ALAMEDA COUNTY WATER DISTRICT, FREMONT, CA

STANISLAU
S

WATER AUTHORITY, CATURLOCK,

8.MANAG SERVICES
EMENT
Cx
ty
oHelen:- St. On-Call Water Plnning 17, Engineering Services April 2023 I 1| f
Gr an
}
Services Strat
egy
YOS
T
Agenda Item #12.4.

Page 236 of 282 ends

+
Water Master Plan PollyBoissevain (Project Manager),
Jeff Wanlass (Pump Station and Well Condition Assessment Lead), Amy Kwong (Demand Analysis), Michael Zacharia and Anne Glrtz (RiskAssessment),| SCADAMaster Plan Dan Groves (Project Manager) | SCADAImplementation Plan Dan Groves (Technical Lead); SCADAMaster Plan, $235,000, SCADAMaster Plan
Implementation, $3,636,000, SCADAMaster Plan.2019
2020, SCADAMaster Plan Implementation, 2020- Present
Rebecca l.i,Senior CivilEngineer, 13802 Newhope
Street, Garden Grove, CA92843. 714 741.5562, rebeccal@ggcity org West Yost prepared a Water System Master Plan for the
City of Garden Grove that included a visual condition
assessment of the City's pump stations and wells, and a risk assessment to develop prioritized recommendations.

The plan also included the preparation of a SCADAMaster Plan. For the SCADAMaster Plan, West Yost conducted site detailed recommendations, including detailed project cut sheets, to provide a roadmap for implementing SCADA system improvements. Fullyimplementing the Master Plan will provide the City with a modernized SCADAsystem that is flexible, user-friendly, and physically and cyber-resilient using industry-leading design practices. West Yost is currently serving as the Program Manager for the SCADAMaster Plan implementation. The program consists of over 20 projects to upgrade the City's aging water and sewer SCADAsystems, [including foundational projects to design the City's new core SCADAsystem, standards and global screens, and operational strategy, followed by implementation of speci?c projects including panel replacements, instrumentation upgrades, PC programming, HMIcon?guration, bidding support and construction management support for each site.) 9 .

SUPPORT ENGINEERING SCA
DA
Plan and Master SCADA
ste
r
Plan
CI
D
]
of Helena| Call Water On Planning 17, 2023 Engmeenng Services April I S
t.

C|TY GAROVE, CA
RD
EN
T
E
A
Agenda Item #12.4.

Page 237 of 282 ends

Principal/Vice President
Engineer/Scientist/Geologist Manager /
Principal Engineer/Scientist/Geologist II II
Senior Engineer/Scient st/Geologist / I
Associate Engineer/Scientist/Geologist I/ ii
Engineer/Scientist/Geoiog st / I
Engineering Aide
FieldMonitor ng Services
Administrative I/ Ii / lll / IV
Engineering Tech Manager I/ II
PrincipalTech Spec allst I/
Senior Tech Specialist I/ II
Senior 6 5 Analyst
TechnicalSpecialist / /III/
IV TechnicalAnalyst I/ll Intern Cross-Connection Control Specialist I/ll /Ill /IV CADManager Designer I/II Senlor Construction Manager Construction Manager / I/III/IV Resident Inspector (Prevailing Wage Groups 4/ 3 / 2 / 1) Apprentice Inspe to CM AdminlstratIveI/I FieldServices $318
$303/$315
$273/$288
$244/$255
5204/5217
5163/8190
$35/$103/$131/$144 5312/5315 5262/5276 5286/5297 $225 5233 $158/$192/$216/$241 $121/$144$97 $125/$135/$152/$1703190 5147/5155 $3oa $185/$199/$212/$253 $163/$181/$201/$209$147 $79/$106 $210 E COM
PEN
Billing Schedule 2023 Yost Rate SATI
ON
‘Thus schedule updated :5annually
CIIVof St. On-Call Water Plnnnng Engineering |17,2023 Services April 21 (
Ef
fe
ct
iv
e
2023 December January 1, through 31, 2023)‘
L
ab
or
(Dollars Hour) Cha per
rges

CONSTRUCTION

ENGINEE
RING
TECH
NOLO
GY
Posit
ions
ENGIN
EERIN
G
Agenda Item #12.4.

Page 238 of 282 ends

1. n
(Effective January 1, 2023 through Dece
mber
31, 2023)‘
Technology and Communlcatlon cha
rge
s
telephone, incl general and house cplesl software, CAD routine computer, in udin
g
prints, postage, mlscellaneoussuppl
ies,
and other incidental of beilled labor. Yost project 6%atwill expenses West Outside Services such as vendor rep
rod
uctl ons
,
reproductlon shipping, and well efforts, asprints, West Yost asmajor Engineering Supplies, etc. willbe bll
le
d
plus actua 15%. at cost
l The Federal Mlleage Rate willbe use d
foapplicable mllea charges and Mileage beased the Federal whenlll onRate theo ger mlleage costs were Incurred. Travel mileage than beilled will at cost.

Subconsultants will be billedat actu
al
plus 10%. cos
t Expert witness, research, technical ranalysi hourly and billed standard of meetings 150% preparation atrates. Expert s, witness testimony and depositions hourly standard of 200% atrates.

A Finance Charge of 1.5% per month(of unpaid Ann 18%) the balance beadded onwill paid Rate invoice toamounts not ifaual within 45 days from the date of the ' Purge Pump &Control Box
quacalc / Pygmy or AAFlow Meter
Emergency SCADASystem
FleldVehicles(Gr undwate )
Gas Detector
Generator
Hydrant Pressure Gauge
Hydrant Pressure Recorder, Impulse (Transient)
Hydrant Pressure Recorder, Standard
Low Flow Pump Back Pack
Low FlowPump Controller
Powers Water LevelMeter
Preclslon Water LevelMeter 500ft Precision Water Meter 700ft QEDSample Pro Bladder Pump Stalnless Steel Wire per foot Storage Tank Sump Pump Transducer Components (per Installation) Trimble GPS — Geo 7x Tube Length Counter Turbldlty Meter Vehicle(Construction Management) Water FlowProbe Meter Water Quality Meter Water Multimeter Well Sounder $300 / day
528/ day
$35 / day
530/ day 560/1 day 555/ day 540/ 5135/ $200 $32 / 530 $40 545/ day 565/ day 50/ 520/ $24 523/ 5220/ 522/30 day 510/ hour 520/ day 550/ $155 / $30 / West (continued) 202 Rate Billing Schedule
3 ' This sche
du
le
updated annually I5
City 17, of Helena] On-Call Water St. Planning Engineering April Services 2023 I E
q
ui
p
m
en
t
Charges
BIL
LIN
G
RATE
S
EQUI
PME
NT
Agenda Item #12.4.

Page 239 of 282 ends

Amy Kwong, PE
Andy Smith, PE
PatrickJohnston, PE
Doug Moore, PE
Jeff Wanlass, PE
Timothy Banyal, PE
PollyBoissevan, PE,D.W
I Contract Manager
I
I Principal-in-Charge
I TechnicalAdvisor
I I Key Staff C
it
y
of 17, Helena] On-Call Waker 2023 St. Planning Engineering Services April I T
a
b
l
e
of Content
s V
an
e
s
sa
Apoda PE
ca,
E
liz
a
b
et
h
Drayer, PE
YOS
T JiCPE
o
n
n
el
l,
Agenda Item #12.4.

Page 240 of 282 ends

Municipal engineering and department management, including regular coordination with partner and regulatory agencies, City staff, consultants, contractors, and the public; fiscal budget recommendations, funding applications and grant administration; construction management oversight; administer contracts for various subconsultants and contractors pertaining to regulatory reports, plann'ng studies, and capital projects; incidental transportation engineering, regional and City drought response; encroachment permit applications, conditions of approval, and inspections; MS4 stormwater permit compliance, annual reporting, and construction site inspections; City council agenda reports, recommendations, and resolutions; various City Council, subcommittee, and City staff meetings; development plans, maps, and other supporting technical documentation for subdivisions, in?ll development, tenant improvements, building permits, lot line adjustments, and annexations Experience includes drainage infrastructure, Low Impact Development facilities, collection system, wastewater treatment, distribution system, water treatment, and roadway improvements. Received a commendation from Cloverdale Police Chief for teamwork Projects include:
2021 Urban and Multibene?t Drought Relief Grant Program. Successfully obtained $3M in funding for City-wide drought relief projects including rehabilitation of two water supply wells, Supervisory Control and Data Acquisition (SCADA)expansion, and water meter upgrades. Grant administration is ongoing Municipal engineering and
project management, including preparing capital improvement and pub c works improvement plans, specifications, cost estimates, technical reports, treatment plant and distribution system operations and management plans, water balances, regulatory compliance documents, funding applications and grant administration, presentations, construction management, site inspections, development review, and City Council water and wastewater treatment, collection and distribution systems, and effluent disposal. Projects include: Waste Discharge Requirement for NPDESpermit renewal for the City of Angels WastewaterTreatment Facility tertiary effluent storage and clscharge facilities: The work included preparation of Form 200 and associated documentation, including identification of effluent constituents, coordinat ng sampling and Vanessa Apodaca spe
cial
izes
municipal pand inrogram anning management
infrastructure plannin
g,
and demaintenance. has served constructi Vanessa
sion,
gn
,
in engineering manag
ement
and roles and superv'sor for two district cities one in northern Californiaan
d
hmanag plning, design, permitting, funding, and
edas construction of capita
l
iprojects for municipalities. manyore Vanssa
couples her experienc
e
awith experti communications skills and problem strong
sen
d
solving abilities.

EXP
ERI Consul
ting EN
CE
Inter and Public Works City Engineer of Cloverdule: Director, City im
V
a
n
es
sa
Apoda PE
ca,
WE
ST
Y
O
ST
Wate
r.

E
n
gi
n
e
er
85, Civi
l
California
Polytec
hnic
Stat University, San
e LuisOb
usp
o

STAFF TITLE
: YEARS OF E
X
P
E
R
I
E
N
C
E.

PROFESSION
AL
REG
IST
RAT
ION
S
C
on
su
lli
ng
ofCity Engineer, Angels, CA:

Prof
essi
onal
Civil Engneer,
Calif
orni a
No. 74824
Co
ntr
act
Manag
er
Senlor II
18 Agenda Item #12.4.

Page 241 of 282 ends

cl
laboratory analysis, characterization of flows including water balances, descriptions and schematic drawings
of all treatment process and facilities.The permit
renewal application also included a new tertiary treated effluent discharge facility in Angels Creek to supplem n the existing effluent disposal by irrigation. Thiswork
involved close coordination with the Central Valley
Regional Water Quality ControlBoard to construct,test,
and subsequent y successfully operate the new creek
discharge facility. Creek discharge testing inc uded
dye-studies and laboratory analyses for fish and plant
survival.

Assistance with regulatory enforcement against the
City of Angels for various Notices of Violation related to effluent disposal spray fields.The City had accumulated several Notices of Violationsover a span of several years for treated effluent spills related to deteriorating spray field infrastructure. The work included close coordination with the City Administrator, City ChiefOperator, and
for non-monetary enforcement response, and prepare the Compliance Report Compliance was achieved with a subsequent Spray Feld Infrastructure Improvement Project. This work ncluded preparation of plans, specifications and estimate as the engineer of record. Project Management of the annual RRWAWork Plan on behalf of 10 member agencies including several incorporated cities, two counties, and one special district. The work involves ongoing coordination with elected officials, agency staff and the public through regularly scheduled public meetings and outreach programs. Vanessa manages the various Work Plan programs including meeting presentations, agendas, handouts, and minutes; development of subsequent annual work plans; promotion and sponsorship of local clean-up events; outreach strategies including a regional integrated pest management (Our Water Our World) contract, restaurant placemats, publication of monthly environmental articles, website maintenance, interactive watershed atlas, social media accounts and campaigns, the Russian River Friendly Landscaping program, and regional safe medicine disposal program; regulatory advocacy, inc|ud'ng regular coordination with North Coast Regional Water Quality Control Board Executive Officer and staff, reviewing proposed regulatory initiatives, technical assistance with member agencies’ M54 permit compliance and renewal; and participation in CaliforniaStormwater Quality Association (CASQA)Phase IIand Public Information/Public Participation Subcommittees.

Clients included: City of Jackson, City of Sutter Creek, City of lone, City of Plymouth, City of Angles, Calaveras Public Utilities District, CalaverasCounty Water District, Amador Regional Sanitation Authority, Murphys Sanitation District, Union Public Utilities District, Wallace Community Services District, City of Santa Rosa, and various private water utilities.

Projects included
Various Capital lmprovement/ PublicWorks Project
Plans and Specifications: Engineer of Record for South
Main Street Waterline Replacement Project for CPUD;
Jeff DavisWater Treatment Plant Project for access
road, culvert, and ditch improvements for CPUD;Gold
CliffSewer Repair Project for City of Angels; Altaville Sewer Repair & Replacement for City of Angels; Effluent Spray FieldReplacement Project for City of Angels;
Donahue St., Boyce St., and DeckerSt. Sewer and Water
Replacement Project for City of Santa Rosa; Central
Eureka Mine Park Project, a Brownfield site cleanup
and access road improvement for City of Sutter Creek;
for City of Angels. Typical tasks included: engineering design and preparation of project plans, specifications, and engineer's estimates, including oversight of design support staff. Project management and coordination with surveyors, agency staff, outside consultants, property owners, and contractors. Held pre-bid meetings and established construction budgets and schedules. Performed bid openings, presentations to City Council, and various construction management tasks, including approving contractor submittals, site inspections, addressing field changes, contract change orders, and grant administration, where appropriate. Prepared various regulatory compliance documents, including: Sanitary Sewer Management Plans for City of Angels, Murphys Sanitary District, and Hidden Valley LakeCommunity Services District; Water Treatment Plant Operations Plans for City of Angels, Wallace Community Services District, Union Public Utilities District; Operations and Maintenance Manual and Spill Response Plan for Amador Regional Sanitation Authority; NPDES Permit Application Renewal for City of Angels; Effluent Spray Field Notice of Violation and Compliance Report for City of Angels; Hazardous Materials Management Plan for HiddenValley LakeCSDWater And Wastewater Treatment Facilities.Prepared Alternatives Evaluation and Preliminary Design Report for West Point and Wilseyville Treatment FacilitiesConsolidation Project for CCWDfor CleanWater State Revolving Fund grant.

Cons
ultant
Assistant or and Proje Engineer City Engineer
ct Cons
ulting
Distri Hdden for Lake Engineer Valley CSD:
ct
Tech
nical
Russian River Watershed Services, Sup
port Asso
ciatio
n
(RRWA CA:
),
V
an
es
sa
Page Apod PE2I
aca,
YOS
T
Agenda Item #12.4.

Page 242 of 282 ends

QAIQC reviewer for Water
Master Plan Update for the City of Garden Grove, a community of 160,000 In northcentral Orange County. The focus of the master plan was to address system capacity needs, evaluate facilitiescondition, assist the City with its asset management progra m, and update the City's SCADAmaster plan. For the project, West Yost updated the distribution system hydraulic model, conducted a ?eld program to collect hydrant ?ow test data, calibrated the model pipeline roughness values using the ?eld data and veri?ed the model comparing model operations to SCADAdata The hydraulic model was used to evaluate normal and emergency operations for existing and futu re demand conditions. As part of the project, West Yost also prepared a SCADAMaster Plan update, performed a facilities condition assessment of the City's wel s and pum p
stations, and prepared an Asset Management Plan.

Project Manager for an update to
ater Master Plan for the City of Milpitas,which also includes a Water UtilityAss et ition Assessment and a Riskand ResiliencyAssessment and Emergency Response ‘n compliance with the America's Water Infrastructure Act of 2018. The Water er Plan included an update and calibrationof the City'swater system hydrau IC I, evaluation of recent water use trends and development of future water use ctions based on planned development, hydraulic analysis of the City's water syst em ntify needed water system improvements, and development of a prior tized capit al vement program for implementation of recommended improvements Project Manager for th
aration of the City's 2019 Water Master Plan Tasksinc ucleevaluation of existi ng
uture demands, including the impacts of the passages of SB606 and AB1668, h will establish urban water use efficiency standards for residential indoor wate r
Elizabeth specializes in water resources and multi-discipline coordinating projects. She has experience leading wat er
studies and res planning design
our ces projects. She specializes in water supply infr and has planning master astr
uctu
re
prepared more than 24 water and utilityplans, th supply more 20water assessments, and more than 30 urban plans. mna She has also geme
nt prepared many other studies and plans cli including groundwater studies, ent
s drought response and water shortage co
nt
in
g
en
cy
facility plans, operations plans, and
emergency operations plans involving t
h
e
evofxisting evaluation facilities,
al u
at
io
n
of existing and future water demands, i
d
en
t
i
?
c
a
t
io
n
of de?ciencies and needs, system
evaluation of water supply alternatives, dev of for recommendations elop men
t
capital improvements. She has preparedand detailed designs for water supply facilitiessuch as pipelines, pump and canals Elizabeth isreservoirs a , West Vost Vice President and serves on Yost' Bard of Directors s
Underground Stor
age
Tan
k Installation
UC DavisExtensio
n,
hour 3
2 Course, Groundwa
ter
Hy
drol
ogy UC Davis Extensio
n,
3 2-
h
o
ur
Course, Principles
El
iz
a
b
et
h
Drayer, PE
American Society of C
iv
il Engineers
American Water Work
s Association
Association of Califor
nia Agencies Wate?euse Associatio
n
WE
ST
Y
O
ST
Water
. E
n
gi
n
e
er
EX
PER Water
IEN
CE
Plan of Gardenrov, CA: Update, City
MS, Structu
ral
En
gi ne
eri
ng.

University o
f
Berkeley
BS,CivilEn
gin
eeri
ng,
University
of California
, Be
rk
e
ley

STAFF TIYLE
‘

YEARS OF E
X
P
E
R
I
E
N
C
E.

PROFESSION
AL
REG
ISY
RAT
ION
S
the W
Cond
toMast proje mde ide Prep impro and f
20 20
of Plan, City Wat Mster Sacramento, CA: er W
al er
Plan of Update, Milpilos, City Mast CA: er Pr
in
ci
pa
lin
-
Prof
essi
onal
Civil Engineer,
Cali
forn
ia
No 46872
P
R

AFFILIAYIONS C
E
R
TI
FI
C
A
TI
Vice Pr
esi
de
nt
34 Agenda Item #12.4.

Page 243 of 282 ends

Project Manager for the development of an
infrastructure master plan for the University's central campus infrastructure systems including potable water, sanitary sewer, storm drain, steam/condensate, natural gas and electrical systems. Phase 1 tasks included review of previously prepared reports, interview of operations and maintenance staff, site visits, and closed-circuit television (CCl'V)inspections of key sanitary sewer and storm drain lines to evaluate and document the condition of the existing facilitiesand develop recommendations for additional testing, operations and
maintenance activities and capital improvements. Phase 2 tasks included an evaluation of the University's future needs and the ability of existing infrastructure to meet those needs. A prioritized capital improvement plan was developed to provide the University with an implementable plan to meet future needs on the campus. Responsibilities as Project Manager included coordination with the University's project manager as well as other University staff, coordination with the project team (including subconsultants), conducting project status meetings with the University and project team, maintaining an monitoring project review of project team work products and compilation of ?ndings and recommendations. Project Engineer for the evaluation of existing and potential future water supplies for the City of Modesto in conjunction with the development of the Water Master Plan.Tasksincluded evaluation of the availability and reliability of the City's treated surface water supplies purchased fromthe Modesto Irrigation Districtand treated at the Modesto Regional Water Treatment Plant, and local groundwater supplies pumped from 110 wells located throughout the City. Evaluationof future water supplies included an evaluation of groundwater quality issues, the feasibility of implementing an aquifer storage and recovery program, and the potential for acquisition of additional surface water supplies. Conjunctive use of the City's availableand projected surface water and groundwater supplies was also evaluated with respect to seasonal demand patterns and operational Project issues. Engineer for the evaluation of availablegroundwater supplies for the HawaiiWater Service's Ka‘anapaliDistrict.Tasksincluded evaluation of the groundwater basin characteristics(including geology, groundwater?ow and recharge, groundwater levels), existing and proposed groundwater pumpage from the basin, groundwater yield estimates, and groundwater quality concerns. Evaluationfindings were used to recommend future water supply options to serve the District'sfuture water supply needs. use, residentia outdoo w ter u e commerci l, industrial and institutional outdoor irr gation use and water losses.

The City's ex sting water supplie w I be reviewed, and future potential supp y a ternative wil be eva uat d. A pr or tized capital improvement program will be d ve oped to meet the City’ needs through buildout of the City General Plan.

Project Manager for the deve opment of a Citywide
Water System Master Planfor the City of Tracy to provide an evaluation of the required backbone potable and recycled water system facilitiesrequired to serve buildout of the City's General Plan. Tasksincluded developing proposed policies for future water use and water conservation programs;
preparing a water supply plan to meet the City's projected water demands through buildout of the General Plan
utilizing the City's existing water supplies (including surface water supplies purchased from the Bureau of Reclamation, treated surface water purchased from the South San Joaquin Irrigation District's South County Surface Water Supply supplies; evaluating water supply costs and developing a recommended development impact fees for water supply and water treatment, and working with the City's EIRconsultant to document the potentia environmental impacts of the recommended Master Plan facilities.

Project Manager for the preparation of a Water System
Master Plan and Capacity Reserve Fee Study for the District.

Tasksincluded a review and update of the District's system performance criteria; development of potable and recycled water demand projections; update of hydraulic water system models for the potable and recycled water systems; hydraulic analysis of existing and future conditions including 2020, buildout (based an adopted general plans), and ultimate planning horizons, development of a prioritized capital improvement plan; and performance of a water system
capacity reserve fee study.

Project Eng‘neer for
the evaluation of connection fees for the recommended
capital improvement program for the District's recommended potable water and recycled water facilities.The evaluation included a facility cost allocation to District service areas, based on the areas deriving bene?t from each of the
recommended facilitieswhich included new transmission
area specific connection fees.

UC Berk
eley
Infrastructure Plan and Master Cam
pus Renewa
l
Iof California University Strategy, n
v
e
s
t
at Berk
eley:

Water Plan and Capacity SMaster Reserve Fee
y
ste
Stud
y,
DSan Ramon Dublin, Services District, CA: u
b
lin
Waterand Facilities Plan for Sthe Hawaii Master u
p
p
l
y
Wate
r
SDistrict, Ka’anupa| Maui, HI: eri
vi c
e
WaterPlan Dublin Connaztion Fee San Analysis,
Ramo
n Dublin, SeDistrict, CA:
rvi ce
s
City
wide
Plan of Wte System Master Update, City Tracy,
r CA:

W
at er
of Plan, City Modesto, Mast CA: er
El
iz
ab
et
h
Drayer, PageE2I
W
E
S
T
YO
ST
Agenda Item #12.4.

Page 244 of 282 ends

The City of St Helena ha
s
re
c
en
tl
y
completed updating its General Plan and is preparing the General Plan Envi ron men
tal
Impact Report. West Yost prepared the Water and Wastewater Utility sectio ns
of the
EIR.

Pro
vid
ed
engineering support for water rights issues including developing a water ba lanc
e
around the surface water reservoir to calculate the maximum amount of w at er
put
to bene?cial use and to assist in evaluating the effectiveness of reservoir op erati on
s
in regards to reservoir bypass quantities and direct diversion versus storage requirements.

Evaluated the poten
tial
impacts and necessary water consenlation efforts to comply with a propose d w
at er supply policy. Part of this project work was to develop a water supply sprea dshee
t
model that would act as both a predictive tool and an operations tool to as si
st
the
City in determining which water supplies should be operated at a particularto i recommend which water shortage emergency phase the City should initiate ,
aton
d
predict the available water supplies for several years in the future.

Re-structured the Cit
y's wa
ter use ordinances to more effectively tr‘gger water shortage emergency phas es bon
as
e
d
better predictions of available water supplies, reduce the amount of time t Cit isn y
the lower water shortage emergency phases, and encourage more respons ible
use of
the water resources.

Jim Connell is a civilengineer with a focus in wa
ter
and planning sewer master
design, including condition assessments, ?ow modeling, computer rehabilitation planning, cost estimating, and capit
al
impr program
ove men
t
development. He has extensive experience in p
lan
n
in
g
and design of municipal
infrastructure systems and has completed succ
essf
ul
design variety for ofacilities, a
s
including major expansion, rehabilitation, and aof cons at number water truct
ion
and wastewater treatment plants in California England. Ne His assignments w have included project management and engine ering
for and waterstewater
system master planning, in?ow and in?ltration and remedial design. Other design experience includes water, sanitary wast
ewat
er,
and industrial wastewater
treatment systems; gravity sewers; storm water potab d'sribution cewater o lle
c
tio
n
,
and storage; and, water, wastewater and indus
trial
pump stations. wast
ewat er Other experience includes developing sanitary and storm water, distribution system models; and developing wa
ter
unidirectio ?ushing syst emnal programs.

Professional CivilEngineer,
CaliforniaNo. 63052
MS, CivilEngineering, Uni vers
ity of Wyoming, Laramie, W
Y
BS, CivilEngineering, Wor
ceste
r Polytechnic Institute.Wor
cest
er,
MA
WE
ST
Y
O
ST
Water
. E
n
gi
n
e
er
EXP
ERI Genera
lEN
CE
Pl of Updale SI. Helena, City Elk, CA: an
Ji
m
CPE
on
ne
ll,
En
gi ne
eri
ng
for Rights of Helena, Water Issus, SI. CA:ity Support

STAFF TITLE

YEARS OF E
X
P
E
RI
E
N
C
E

PROFESSION
AL
RE
GIS
TR
ATI
ON
W
ate
r
of Sup Policy Helena, Ci9y St. CA: Proiects,
ply
Ordi Revsions, of Helena, City SI. CA: nanc
e
T
e
c
h
n
i
c
Advisor
Principa
l
EIIn
g30
in
e
e
r
E
Agenda Item #12.4.

Page 245 of 282 ends

St. Helena City CouncilSeptember 26, 2023

St. Helena City Council
September 26, 2023