Agenda — St. Helena City Council, February 13, 2024 (part 4 of 4)

City of St. Helena
Water Advisory Board Policy
Finance
Policy
Water Leak Adjustment Policy - Penalties

Page 2 of 2 ends

P-FI-0022

8. Penalty Leak Adjustments will be considered by the Water Advisory Board. If a penalty leak adjustment is denied or outside the scope of the current Penalty Leak Adjustment Policy, an appeal may be made to the City Council.

IV. Procedures

1. Customers must formally request a Penalty Leak Adjustment by completing the Penalty Leak Adjustment Request Form available online at:
https://www.cityofsthelena.org/water-emergency/page/leak-adjustments-duringwater-emergency or through the Administrative Services Department Finance Division by emailing [email protected].

2. Penalty leak adjustment requests must be submitted via email to the City of St. Helena Administrative Services Department Finance Division at: [email protected] within 60 days of: (1) issuance of the initial bill covering the period in which leak occurred; or (2) from the date of the penalty letter issued.

3. Finance staff verifies a complete request was submitted and verifies the request meets the terms outlined in the policy.

4. Penalty leak adjustment requests will be heard by the Water Advisory Board as soon as it is practical. The Water Advisory Board meets at a minimum once per month.

5. Customer is notified via email of decision within 10 business days of the decision.

6. If penalty leak adjustment is granted, staff will enter adjustment as a bill credit within 30 days of decision.

V. Attachments

1. Penalty Leak Adjustment Form
Agenda Item #13.2.

Page 402 of 437 ends

Updated 08/07/2021
Water Penalty Leak Adjustment
Application

PROPERTY & BILLING INFORMATION
Date Applying Customer or Company Name
Account Number Phone Number Email Address
Mailing Address City State Zip Code
WATER LEAK INFORMATION (in addition to Water Leak Application) Month Penalties Occurred: Amount of Penalties Assessed:

Please list any additional information for the Water Advisory Board consideration:

PLEASE READ AND SIGN THE FOLLOWING STATEMENTS

AS ACKNOWLEDGED AND REQUIRED BY THIS AGREEMENT
• I have read and will adhere to all specific requirements of P-FI-0022 Leak Adjustment Policy – Phase II and Phase III Water Penalties and to any other specified conditions as determined by the City of St. Helena or Water Advisory Board. • I am aware of and agree to comply with the Water and Wastewater System Rules and Regulations identified in the St. Helena Municipal Code: http://www.codepublishing.com/CA/StHelena.
• I certify that the leak was not the result of neglect, willful or neglectful behavior. • By signing below, applicant acknowledges and consents to the Water Advisory Board’s review and use of applicant’s customer records for the purpose of making a decision related to this application, and understands that such information, including historical water use, leak information, and other water use related information may be discussed and disclosed at a public meeting. • I am requesting relief under P-FI-0022 Leak Adjustment Policy – Phase II and Phase III Water Penalties. • By signing this form, I certify the information provided is accurate and true, and agree to comply with all requirements set forth in the policy. Failure to comply with Water and Wastewater System Rules and Regulations or falsifying information subjects water/waste water service to termination and possible criminal prosecution.

Name: Signature Date
PLEASE SUBMIT APPLICATIONS TO: QUESTIONS?
City of St. Helena:

Administrative Services
Department – Finance Division
1572 Railroad Avenue
St. Helena, CA 94574
Email: [email protected]
Phone: 707-968-2745
DATE SUBMITTED:

RECEIVED BY:

Agenda Item #13.2.

Page 403 of 437 ends

Updated 08/07/2021

STAFF USE ONLY
Leak Application attached
Has Customer Received a Leak Notification: Yes No
If yes, list all leak notifications sent and date of leak notification:

Date item to be heard by Water Advisory Board:

Date customer notified via email the item will be heard by the Water Advisory Board:

Water use exception is hereby:  Approved  Denied
Percentage of Penalty to be Adjusted (up to 100% for first leak and up to 50% for subsequent leaks):
____% of Penalty to be Adjusted ______ Amount of Penalty to be Adjusted If denied, reason for denial:

Date Approved by Water Advisory Board:

Date notification of Approval/Denial emailed to customer:

Date adjustment made to customer account:

Agenda Item #13.2.

Page 404 of 437 ends

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Page 406 of 437 ends

Agenda Item #13.2.

Page 407 of 437 ends

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Pipe Size/Material: cop pvc or
per Marked: Spra Paint.
y Deck/Floor Finish: Concrete
Estimate or Re air s
Type of Repair: Line Repair.

Estimate:
-replace the riser shutoff valve.

Patchback: ceme
nt Estimate Acceptance: esti for isrepair attached.
mat e
4 -I.4, . Agenda Item #13.2.

Page 408 of 437 ends

AMERICAN
LE1-[K ‘ DETECTION
PLUMBING AND R orm Inform
Form Name: Plumbing
Submitter Name: Greg R (a|d1769)
Submission Date: Dec 15, 2021 10:00:07 AMPST
Reference Number: 38987e 20211215-18221101676
Customer nformation
Customer Name: Diane Wilsey
Address: 1252 Allyn Ave, St Helena, CA 94574, USA
Dec 15, 2021 9:36:47 AMPST [View Mag]
Job Type: Domestic~
Leak Detection Type: Main Line >100‘
Job Estimate:

Plumbin Tests
Concern‘ High water bill.

Meter Movement: Yes
Line(s) that held Hot Line
pressure:

Leak Detected On: Main/cold line
Leak Location: 18" from the center pilar from the back cottage.

Leak LocationPhoto:
ation
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Agenda Item #13.2.

Page 409 of 437 ends

Payment Informat
io Results: Discus wth (tenant not pricing) LVwith customer (not the results )sed AdditionalApplicable Charges:

Total Charge:

Payment: "Payme isdue upon receipt. Z03” [2]l\] lDLLPMInt THANKYOU FOR CA LLI
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AME LEAK DETECTION.

RICA
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The shutoff at the rise
r
fthe main house appears toshutoff the main house and the two back cottages. H
o
w
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itdoesn’t shutdown. The Valve needs tobereplaced. Therefore the main to cott and the cold lines were tested aswhole. age
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Note
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Agenda Item #13.2.

Page 410 of 437 ends

Agenda Item #13.2.

Page 411 of 437 ends

Cathy Buck <cathybuck25@
gmail.com>
Wed, Dec 2021 15, at0:19 AM
To: Diane Wllsey <wilseyres@
gmail.com>
Hi Didi,
I called the city to shut offthe w
at
er
tohe house starting tomorrow until completed. repair the isamleaving Itown until the 29th starting tomorrow so t
h
is
help shwith geting the repair done. sent Iyou asovideo could see. W were not ou
ld
able to use the shut off handle tfront of the house because when the handle iscompletely turned off toitsnot h
e
shutting offthe water that's whyctheity shut off tomain. at al
le
d
Thank you
Cathy
On Wed, Dec 15, 20
[Quoted text hidden]
Cathy Buck <
cathybuck25
@gmail.com
>
15, Wed, Dec 2021 5:27 at PM
To: Diane Wilsey <
wilseyre
s@gmail
.com>
Hi Michelle,
there is surface water b
u
b
b
li
n
g
concrete....| uponground the spots in2under the sent avideo earlier today. Also called the city to shut off the w
at
e
r
tohe until house this repaired. isThey are doing that ine morning. Can you advise when you are authorizing Am
eric
an
Leak tocome and dothe repairs? toIneed let the city know.

Please let me know ify
o
u
di not receive the video and Ican resend.
d Thank you
Cathy
Diane Wilsey <wi|seyres@gmai|.com> Wed, Dec 15, 2021 5:23 at PM To: Cathy Buck <[email protected]>
HICathy,
As requested, here is the report from ALD.

They pressure tested the underground plu
mbi
ng
which isthey where detcted leak ainpipe. cracked
The shutoff valve also needs to be replaced
. There was no surface water that was visibl
e. Thanks,
Michelle Gellner
Office of Diane B. Wilsey
(415) 922-2875
[Quoted text hidden]
38987e 20211215-18221101676.pdf
628K
Cathy Buck <
cat
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25 @
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co
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To: Diane Wllsey
American leak trcall! to
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Cathy
[Quoted text hidde
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Dec 15, 2021 at 9:55 AM
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Page 412 of 437 ends

1252 ALLYNAVE LEA
K 8 messages
Cathy Buck <cathybuck25@
gmail.com>
Wed, Dec 30, 220 at 5:40 AM
To: [email protected], Diane <W|
LSEYR
ES@
gmai|.
com>
Good morning Paul,
The homeowner has authorizedgotoaheadnd schedule the repair. The estimate isper $1490.00 attachment.

Please schedule asap and cont
act
bot myself Wilsey and Mrs. (copied inemail above) when repairs are complete and h with the ?nal invoice.

Thank you
Cathy
look twill ?nd atime repair togethis However, taken car of. we doneed the repair estimate signed and sent back ousowef?ce can this get scheduled. Keep mind inthate attachment you had onthis email the was r report, an
d
need the repair estimate. have lthe resent estimate for your cnvenience. Once we have it, will make every effo
rt
tyou get onthe schedule quickly aspossible.
o
Americ
an
Lea Detection <info@a| Wed, Dec 30, 220 at 8:25 AM
dbayarea.net> k To: Cat
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k25@
gmai|.
com>,
<W|
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com>

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800-900-LEAK(5325)
415-883-1690 (PHONE)
415-485-1250 (FAX)
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Page 413 of 437 ends

CONFIDE

NTIALIT
Y
NOTICE: This communication with may its contents contain con?dential and/or legally privileged information. It is solely fo
r
tuse of the intended recipient(s). Unauthorized interception, review, use or disclosure isprohibited and may violate applicable inclu the Electronic Privacy Communications Act. you nt are Ifth recipient, intended please contact ding sender an
d
all copiesmmunication. of the
Cathy Buck <
cathybuck25
@gmail.
com>
Wed, Dec 30, 220 at 8:44 AM
To: American Leak Detec
tion
<
info
@
aldb
ayar
ea.
net>
Cc: Diane WILSEY <W|
LSE
YRE
S@
gmai
l.
com
>
Hi Paul,
Either is ?ne...l like the the betteru Ben found original leak sove upI'll you. toThe good news isthat I'm not at the house so yo
u
cfeelree toshut off water min. Thak you.
a
n
Cathy
[Quoted text hidden]
Cathy Buck <cathybuck25
@gmai|.com>
Wed, Dec 30, 220 at 8:38 AM
To: American Leak Detectio
n
<
i
n
f
o
Cc: Diane WILSEY<W|
LSEYR
ES@
gmai|.
com>
Hi Paul,
Ijust sent you back an au
to
sicopy for your records still asI'mofut town. Please let me know when you will beabe gn to do the job.

Thank you
Cathy
[Quoted text hidden]
Americ
an
Le Detectio <info@a| Wed, Dec 30, 220 8:41 at AM
akdbayarea.net> n To: Cat
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ckathybuc
k25@
gmail.
com>,
Cc: Di
ane
WI <W|

LSEYRES
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Y>
As of right now, we can hve Ben back out Monday onfor repair, the however, we bemay able toget someone out a
s
eastomorrow. Let me know that ifcan work you for splan we can accordingly. a
rl
y
Diane Wllsey
To: Cathy Buck
Great
Sent from m
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Page 414 of 437 ends

M Gmail
Leak Repair
2 messages
Diane Wilsey <wilseyres@gmail.
com>
Fri, Dec 17, 2021 at 3:46 PM
To: Cathy Buck <cathybuck25@gmail.
com>
HiCathy,
The leak has been repaired at 125
2 The technician said it is ?ne for the tournhe on, please mter backuteadvised the new valve isturned "off." You willneed to turn it on when yo
u
rtown.
e
t
With many thanks,
Michelle Gellner
O?ice of Diane B. Wilsey
(415) 922-2875
Cathy Buc
k To: Cathy B
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<
cat
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Agenda Item #13.2.

Page 427 of 437 ends

City of St. Helena
“We will conduct city affairs on behalf of our citizens using an open and creative process.”
1572 Railroad Avenue
St. Helena, CA 94574
Phone: (707) 967-2792
www.cityofsthelena.org
October 28, 2021
Catherine Buck
1340 Main St
St. Helena, CA 94574
Service Address: 1252 Allyn Ave
Meter MXU:82206543 | Serial Number: 9359312
Previous Read (9/28): 1646 Current Read: 1790 Usage: 144 Units Re: Potential Leak in Water System
Dear Sir or Madam,
When your meter was read on October 27, 2021, our system indicated that there has been continuous water usage in a 24-hour period. Typically, this indicates a leak either inside or outside the home or place of business, such as a leaking toilet or irrigation valve.

While this can be a normal event for some properties, we encourage you to evaluate your property for leaks and follow up with the City of St. Helena Water Department. To verify if you have a leak, watch for movement of the sweep hand or triangle on your water meter. Watch for at least one minute. Without using any water, see if water is moving through the meter. If the meter shows water usage, you could have a leak in your water system. To help isolate the leak location, turn off the main water valve to the house or building and recheck the meter to see if the leak is in the outside line between the meter and the house. Check inside and out for any faucets that drip or have leaks around the handles.

If you are unable to identify the problem, you may enlist the help of a professional leak detection company, plumber, or irrigation specialist to help. We appreciate your water conservation efforts. If you have any questions or need further assistance, please contact me at 707-967-2794 or at [email protected].

Thank you,
Ian Dale
Environmental Services Technician
City of St. Helena
Agenda Item #13.2.

Page 428 of 437 ends

City of St. Helena
“We will conduct city affairs on behalf of our citizens using an open and creative process.”
1572 Railroad Avenue
St. Helena, CA 94574
Phone: (707) 967-2792
www.cityofsthelena.org
December 2, 2021
Catherine Buck
1340 Main St
St. Helena, CA 94574
Service Address: 1252 Allyn Ave
Meter MXU: 82206543 | Serial Number: 9359312
Previous Read (10/27): 1790 Current Read:1980 Usage: 190 Units Re: Potential Leak in Water System
Dear Sir or Madam,
When your meter was read on November 29, 2021, our system indicated that there has been continuous water usage in a 24-hour period. Typically, this indicates a leak either inside or outside the home or place of business, such as a leaking toilet or irrigation valve.

Thank you,
Ian Dale
Environmental Services Technician
City of St. Helena
Agenda Item #13.2.

Page 429 of 437 ends

City of St. Helena
“We will conduct city affairs on behalf of our citizens using an open and creative process.”
1572 Railroad Avenue
St. Helena, CA 94574
Phone: (707) 967-2792
www.cityofsthelena.org
December 29, 2021
Catherine Buck
1340 Main St
St. Helena, CA 94574
Service Address: 1252 Allyn Ave
Meter MXU: 82206543 | Serial Number: 9359312
Previous Read (11/29): 1980 Current Read:2085 Usage: 105 Units Re: Potential Leak in Water System
Dear Sir or Madam,
When your meter was read on December 28, 2021, our system indicated that there has been continuous water usage in a 24-hour period. Typically, this indicates a leak either inside or outside the home or place of business, such as a leaking toilet or irrigation valve.

Thank you,
Ian Dale
Environmental Services Technician
City of St. Helena
Agenda Item #13.2.

Page 430 of 437 ends

Address: 1252 Allyn Ave
Customer Name: Catherine Buck
005298-000
Gallons HCF
3 5,850
2,500
0 8,350 11.16
Current Allocation: HCF Gallons
Residential:

Current Allocation - based on a 30-day month, peak period Number in Household:

Phase II Outdoor Summer Allocation:

Additional Exception
-
-
-
-
Administrative approval of penalty waivers is up to $50,000. 135,280
October $ 31,434.40
November
$ 74,893.30 314.797
-
$ 43,458.90
133.954
180.843
100,204
235,484
Non-Residential:

Leak Letters Sent:

Month Imposed Amount Imposed
-
-
-
-
Over Allocation
(HCF)
Over Allocation
(Gallons)
June
July
August
September Penalties Imposed:
$ 31,434.40
$ 43,458.90
Total Penalty
Requested for Waiver
October 2021
November 2021
December 2021
TOTAL $ 74,893.30
October
November
June
July
August
September
Yes No
1 x
2 x
3 x
3a
4 x
5 x
6 x
7 8 x
9 10
Is there proof the leak repairs were completed?
If yes to #6, what proof has been provided (including, but not limited to receipts, total irrigation shut off, etc…) resulting in a decrease of usage within the prescribed allocation: Photos of where leak occurred, email confirmation from Leak Detection Services that the leak has been repaired, continued low water use well below allocation.

If yes to #8 , was the penalty leak adjustment approved? If yes to #9, what was the amount of the penalty leak adjustment? Leak Letters Sent
Has the customer received a leak letter for 2 or more consecutive months? If yes to #2, has the customer demonstrated a good faith effort to actively locate and fix leaks?
Was the leak beyond the control of the owner, agents, tenants, contractors, or anyone occupying the property or using the property that could have reasonably foreseen such a possible leak?
Was the leak a result of negligent, willful, or neglectful behavior? Has the customer previously filed a penalty leak adjustment? Additional considerations for administrative approval if there were 2 or more consecutive months in which leak letters were received:

Customer was out of town for several weeks (October - January) due to parents health and the customer did not see the letters until she got home. See attached email dated 1/31/24.

Agenda Item #13.2.

Page 431 of 437 ends

11 12 x
21-Oct 21-Nov 21-Dec 22-Jan 22-Feb 22-Mar 22-Apr
144 190 104 5 4 5 7
14 x
15 16 X
17 18
19 20
Jan Feb March April May June July August Sept Oct Nov Dec 2023 5 4 4 4 5 7 2 4 4 4 7 5
2022 5 4 5 7 4 8 5 5 5 4 7 4
2021 5 4 3 5 6 9 5 4 5 144 190 105
2020 15 21 17 17 30 43 43 46 67 66 46 80
2019 10 10 11 11 11 13 13 10 13 13 20 10
Date Customer Notified:

Date Adjustment Made to Acct.

Signature:

Administrative Approval:

By:

Signature:

Item to be heard by the WAB for determination:

Administrative Denial:

If denied, reason(s):

Date to Water Advisory Board:

If yes to #8, months the penalties were waived/reduced:

Action:

If yes to #12, what is the verification:

Months the Penalties are being reduced:

Total Penalty reduction:

If yes to #14, what is the verification: Decrease in use.

Is there verification of dates the leak was fixed as comparied to consumption? Is there verification that overage was as a result of a leak? Is there demonistration the customer has made an ongoing commitment to water reduction (e.g. Flume device, more active monitoring, etc..)? By: Mandy Kellogg, Administrative Services Director
13 Consumption
Agenda Item #13.2.

Page 432 of 437 ends

From: Cathy Buck
To: April Mitts
Subject: Re: [External] Water Penalty Appeal
Date: Tuesday, January 30, 2024 5:17:34 PM
Hi April,
During that winter from Oct-Jan I was in Michigan with family and didn’t see the letters until I got home at which time I took action to get American Leak out to find and fix.

The same thing had happened the year before at the same time which I found odd…leaks were in 2 different places…year before in the front and 2nd time in the back under the patio.

I did send in more than one request letter to have penalties removed and had no response..also called water department but you were remote and again not any help.

I am a renter, repairs have been completed…all water bills are paid in a timely manner.

I cannot afford these penalty and interest.

Thank you for your help.

Cathy
Cathy Buck
[email protected]
(707) 287-4172
On Jan 30, 2024, at 4:04 PM, April Mitts <[email protected]> wrote:

Hi Cathy,
I am in the process of writing the staff report to City Council for your appeal. We have a form that we complete internally and I wanted to see if you could please provide some information regarding one of the questions.

The leak penalty waiver policy states that if a customer has received leak letters in 2 or more consecutive months, then they are not eligible; however, Council will make considerations.

I do show that we mailed leak letters in October, November, and December 2021 – can you please let me know what actions you took after receiving each leak letter.

Thanks so much for your help.

APRIL MITTS

Page 433 of 437 ends

From: Cathy Buck <[email protected]>
Sent: Thursday, January 25, 2024 3:19 PM
To: April Mitts <[email protected]>
Subject: Re: [External] Water Penalty Appeal
Hi April,
That date works for me.

Thank you
Cathy
Cathy Buck
[email protected]
(707) 287-4172
On Jan 23, 2024, at 7:07 PM, April Mitts <[email protected]> wrote:

Hi Cathy,
I hope you are doing well. I wanted to check in with you on your water penalty appeal. Because the amount of the request exceeds the authority of the Administrative Services Director and City Manager, we will schedule the appeal to go in front of the City Council. I was planning on bringing this to the meeting on February 13th. Please let me know if this date works for you.

If that date does not work, please give me a few dates that work for you. Here is a list of the upcoming Council meetings:

1. February 13th

2. February 27th

3. March 12th

4. March 26th
Thank you and please let me know what date works best for you.

APRIL MITTS

Page 434 of 437 ends

http://cityofsthelena.org/administration
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Agenda Item #13.2.

Page 435 of 437 ends

CITY OF ST. HELENA
RESOLUTION NO. 2024-
Resolution of the City Council of the City of St. Helena Making Findings and Determinations Regarding the
Water Penalty Appeal of Catherine Buck.

WHEREAS, On October 27, 2020, the City Council established Phase II Water Regulations and, in accordance with the St. Helena Municipal Code (SHMC), established the Water Advisory Board; and
WHEREAS, In June 2021, the City began charging penalties for water use which exceeded allocations as determined by the SHMC; and
WHEREAS, the City recognized that during a Phase II or Phase III water emergency, penalties may have been incurred as a result of a leak. On July 27, 2021, the City Council adopted a resolution designating that the Water Advisory Board can hear/make a determination for reduction of penalties for those customers who receive a penalty as a result of a water leak; and
WHEREAS, The Phase II water emergency was terminated in November 2021, effective in December 2021 and the last meeting of the Water Advisory Board was held on May 6, 2022; and
WHEREAS, On August 21, 2023, Catherine Buck has filed a request for fee waiver for penalties incurred on her water account in October and November 2021 totaling $74,893.30. The penalties imposed the result of a leak which has been fixed; and
WHEREAS, Because the appeal was made after the termination of the Water Advisory Board and is above the authority of the Administrative Services Director, the appeal was brought before the City Council for consideration; and WHEREAS, the City Council has reviewed the penalty appeal for Catherine Buck and has made the determination as noted below.

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

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

SECTION 2. The City Council has considered the circumstances of the appeal.

Agenda Item #13.2.

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SECTION 3. The City Council has determined to approve the appeal in its entirety for an amount of $74,893.30.

Approved at a Regular Meeting of the St. Helena City Council on February 13, 2024, by the following vote:

Mayor Paul Dohring: _____
Vice Mayor Eric Hall: _____
Council Member Anna Chouteau: _____
Council Member Billy Summers: _____
APPROVED: ATTEST:
______________________ ________________________
Paul Dohring, Mayor Cindy Tzafopoulos, City Clerk
Agenda Item #13.2.

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St. Helena City CouncilFebruary 13, 2024

St. Helena City Council
February 13, 2024