Section 5. Zoning Map Amendment. The City Council hereby recommends adoption of the amended zoning map in the form attached hereto as Exhibit A, which is collectively incorporated herein by this reference in order to be consistent with the General Plan Land Use Map.
Section 6. 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 7. Effective Date. This Ordinance shall take effect and be enforced within thirty (30) days from and after the date of its adoption by the City Council at a second reading and shall be posted and published in accordance with the California Government Code.
THE FOREGOING ORDINANCE was introduced at a regular meeting of the St.
Helena City Council on the 10th day of June 2025 and was adopted at a regular meeting of the St. Helena City Council on the __ day of ____, 2025, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
APPROVED:_____________________
Paul Dohring, Mayor
ATTEST:__________________________
Erika Opp, Administrative Analyst
Attachments
1. Exhibit $, Amended Zoning Map
Agenda Item #9.13.
Exhibit A. Amended Zoning Map, 6/24/2025
Agenda Item #9.13.
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CITY OF ST. HELENA
RESOLUTION NO. 2025-059
RESOLUTION OF THE CITY OF ST. HELENA CITY COUNCIL GRANTING APPROVAL OF GENERAL PLANAMENDMENT(GPA2025-001) TO CHANGE THE LAND USE
DESIGNATION FROM SERVICE COMMERCIAL TO AGRICULTURE FOR THE PROPERTY LOCATED AT 1030 FULTON LANE (APN 009-194-005)
PROPERTY OWNER: FULTON JUNCTION PARTNERS, LLC APN:009-194-005 Recitals
. On September 10, 2024, the City Council authorized a General Plan Amendment application (PL24-043) to change the land use designation from Service Commercial to Agriculture to be processed and referred to the Planning Commission forthe subject parcel located at 1030 Fulton Lane; and
. On August 5, 2024, The Brodie Group on behalf of the property owners, Fulton Junction Partners LLC, ?led an application to request a General Plan Amendment (GPA2025- 001 )to the property's land use designation from Service Commercial to Agriculture. . On August 5.2024, The Brodie Group on behalf of the property owners, Fulton Junction Partners LLC, ?led an application to request a Zoning Map Amendment (ZMA2025-001) to rezone the property from Service Commercial (SC) to Twenty-Acre Agriculture (A-20) to be consistent with the amended General Plan Land Use designation. . The proposed change in the General Plan allow for the site to accommodate residential uses and incrementally help the City achieve its Regional Housing Needs; and
. The proposed project is exempt from the California Environmental Quality Act pursuant to Section 15303, Class 3, of the CEQA Guidelines; and
. The Planning Commission of the City of St. Helena, State of California, considered the project, staff report, and all testimony at a duly noticed public hearing on May 20, 2025 and made a recommendation to approve the requests 4-0; and . The City Council considered the General Plan Amendment request in its entirety at a duly noticed public hearing on June 10, 2025. After reviewing materials provided from the Planning Commission public hearing, as well as considering the staff report and record of the proceedings before the City Council, the written evidence submitted for the Council public hearing, and the testimony and other evidence submitted at the Council public hearing, voted to approve the request as described in the title of the resolution.
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A. Now, therefore, the City of St. Helena City Council resolves as follows, based on substantial evidence in the record:
1. The foregoing recitals are true and correct and are incorporated by reference into this action.
2. The City Council hereby ?nds that the project is exempt from the requirements of CEQA pursuant to Section 15303.Class 3, of the CEQA Guidelines.
3. The City Council has considered the following guidelines as identi?ed in St. Helena Municipal Code Section 17.06.050 to support the motion to recommend approval of the General Plan Amendment:
a.
f.
To allow for consideration of elements not initiallyconsidered at the time of approval of the general plan;
To re?ect changes in goals, policy, physical. social, or economic conditions; To acknowledge when, due to naturally occurring physical constraints or changes, the anticipated land usage per the General Plan is no longer feasible;
. To take into consideration the consistency ofthe proposed amendment with the goals, policies and programs of the General Plan, adopted Planning Commission (where applicable) and other existing city policies; . Whenconsidering the reductionof residentialdensity, ensure compliancewith California Government Code Section 65863 by either ?nding that the remaining sites identi?ed in the housing element are adequate to accommodate the city’sshare of the regional housing need or by identifying suf?cient additional, adequate, and available sites with an equal or greater density so that there is no net lossin residentialdensity; and To ensure that there is no net loss of potential housing units.
4. The CityCouncil approves an amendment ofthe General Plan (GPA2025-001 )to change the land use designation ofthe subject property located at 1030 Fulton 1030 Fulton Lana
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Agenda Item #9.13.
Agenda Report to the City Council
Agenda Section: CONSENT ITEMS
Department: Public Works
DATE: June 24, 2025
FROM: Mario Traverso, Project Manager, Stephanie Killingsworth, Public Works Financial Analyst
SUBJECT: Consideration and adoption of a Resolution: (1) Awarding the R25-79 Pavement Restoration Project to JD General
Engineering Corp in the amount of $1,420,640; (2)
Authorizing the City Manager to execute the Construction Contract with JD General Engineering Corp; (3)
Authorizing the Director of Public Works to approve
Change Orders not-to-exceed 15% of the contract amount; (4) Allocating a Portion of the Contract Work and Funding to Project R19-05 (Crane Portion) to Achieve Cost
Savings; (5) Determining the Project to be Exempt from
the Requirements of the California Environmental Quality Act (CEQA); (6) Requesting a budget increase for project R19-05 of $324,539; and (7) Requesting budget
amendments to properly account for purchases in the
Operating Budget.
RECOMMENDED
ACTION:
Staff recommends approval of the attached Resolution.
PREVIOUS COUNCIL
ACTION:
Resolution 2025-035, approval of plans and authorization to solicit bids was adopted by City Council on April 22, 2025.
STATEMENT OF THE
PURPOSE:
To deliver the City's annual Pavement Restoration Project in accordance with the City's 5 Year Pavement
Management Plan and approved Capital Improvement
Plan (CIP).
FINANCIAL IMPACT: The financial impact of this award and construction contract is $1,420,640, in addition to possible change
orders in the amount of $213,096.
$842,536 for project R25-79 Pavement Restoration.
Sufficient funding is available in the FY 2025-26 CIP
Budget.
$537,050 for project R19-05 Grayson and South
Crane Rehab - (Crane Portion) A budget increase is
needed in the amount of $324,539 utilizing Measure
T/U Funds. $212,511 is currently available in the FY
2025-26 CIP Budget.
Agenda Item #9.14.
$116,150 for Wastewater Treatment Plant Paving.
Sufficient funds are available in the Public Works
Administration Operating Budget. A budget transfer
in the amount of $116,150 from 571-5000-2130
(Professional Contracts) to 571-5029-2145 (Other
Contract Services) is included to properly account
for this purchase. No additional appropriation is
required.
$138,000 for Corp Yard Lot Repaving. Sufficient
funds are available in the Public Works
Administration Operating Budget. A budget transfer
in the amount of $138,000 from 101-5000-2130
(Professional Contracts) to 101-5006-2145 (Other
Contract Services) is included to properly account
for this purchase. No additional appropriation is
required.
BACKGROUND:
The R25-79 Pavement Restoration Project is a continuation of the City's efforts to improve and maintain 26 centerline miles of roadway within the City of St. Helena.
On May 27, 2025, the City Council adopted the FY2025-26 to FY2029-30 Capital Improvement Plan (CIP) which includes the R25-79 Pavement Restoration Project; and on June 10, 2025 the City Council adopted the FY2025-26 to FY2026-27 budget which included funding for said project.
On December 12, 2023, the City Council adopted an updated 5-Year Pavement Management Plan (PMP). The R25-79 Pavement Restoration Project represents Year 2 of the updated PMP. This updated PMP project scope includes a focus on roadway maintenance when compared to the FY24 pavement restoration project. The project funding will be supported by the existing Measure T/U funding adopted in the FY2025- 26 to FY2029-30 CIP.
The project plans were developed by Project Manager Mario Traverso. The project plans specifications and contract documents were compiled by City Staff and approved for bid solicitation by City Council on April 22, 2025.
The project includes maintenance treatment of many local roadway segments, rehabilitation of South Crane Avenue, drainage improvements, and significant roadway repairs. Additional elements of this project include restriping traffic lines and crosswalks, various repairs to sidewalk, curb and gutter, and the installation of ADAcompliant curb ramps.
DISCUSSION:
Agenda Item #9.14.
On May 23, 2025, a notice inviting bids, project plans and specifications was posted. On June 12, 2025, two (2) bids were received and opened publicly at City Hall 1088 College Ave. St. Helena, CA 94574. All bids are provided by reputable, licensed firms and are complete and competitive.
The bid results are as follows:
Company Base Bid
Bid
Alternate
2 Bid
Alternate
3 JD General Engineering Corp, Ukiah $1,199,640.00 $101,000 $120,000 Argonaut Constructors, Santa Rosa $1,258,489.70 $109,275 $108,198 Engineer's Estimate: $1,100,000
City Staff reviewed all bids and find that JD General Engineering's proposal is the lowest responsible and responsive bid. JD General Engineering holds a valid Class A License No. 1040595 in the State of California, with no enforcement actions listed. Their license expires on 10/31/2025. JD General Engineering's bid is consistent with the engineer's estimate. JD General Engineering has successfully executed a multitude of similar projects in Northern California.
A portion of the contract scope and cost is attributable to work that supports Project R19-05, the Grayson and South Crane Rehabilitation Project (Crane Portion). By including this work under the R25-79 contract, the City will realize cost efficiencies through shared mobilization and economies of scale. As such, an allocation of $537,050 will be charged to project R19-05; $116,150 will be for Wastewater Treatment Plant Paving; $138,000 will be for Corporation Yard Repaving.
Estimated Project Costs
R25-79 - Pavement Restoration
Construction Contract $732,640
Construction Contingency (15%) $109,896
R19-05 - Grayson and South Crane Rehab
Construction Contract $467,000
Construction Contingency (15%) $70,050
Bid Alternate 2 - Wastewater Treatment Plant Repaving
Construction Contract $101,000
Construction Contingency (15%) $15,150
Bid Alternate 3 - Corp Yard Lot Paving
Construction $120,000
Construction Contingency (15%) $18,000
ENVIRONMENTAL REVIEW:
Agenda Item #9.14.
Staff will be filing a Notice of Exemption for this project, citing a Class 1 Categorical Exemption for existing facilities. The contractor is required to perform standard stormwater pollution prevention measures.
GOAL:
Goal 2: Improve Infrastructure & Further Environmental Sustainability Goal 5: Enhance Quality of Life
Goal 8: Implement Capital Improvement Plans (CIP) Projects Miscellaneous/Other DOCUMENTS ATTACHMENTS:
Resolution Awarding JD General Engineering Contract v2
CIP Page R25-79
CIP Page R19-05
Agenda Item #9.14.
CITY OF ST. HELENA
RESOLUTION NO. 2025-__
RESOLUTION AWARDING THE CONSTRUCTION CONTRACT FOR
THE R25-79 PAVEMENT RESTORATION PROJECT TO JD
ENGINEERING CORP., AUTHORIZING RELATED ACTIONS, AND
APPROVING BUDGET ADJUSTMENTS
RECITALS
A. On April 22, 2025, the City Council adopted Resolution 2025-035, approving the plans and specifications and authorizing the solicitation of bids for the R25-79 Pavement Restoration Project; and
B. On May 23, 2025, a Notice Inviting Bids for the R25-79 Pavement Restoration Project was posted and, on June 12, 2025, two (2) bids were received and publicly opened; and
C. JD General Engineering Corp. submitted the lowest responsive and responsible bid in the amount of $1,420,640, including Bid Alternate 2 for the Wastewater Treatment Plant and Bid Alternate 3 for the Corporation Yard Lot repaving; and D. A portion of the work included in the R25-79 Pavement Restoration Project also serves the Grayson and South Crane Rehabilitation (R19-05), and combining this scope under one contract results in cost efficiencies; and E. A budget reallocation and increase are necessary to properly allocate funding for the projects identified in the Capital Improvement Plan (CIP) and in the Public Works Operating Budget; and
F. The project is categorically exempt from the California Environmental Quality Act (CEQA) pursuant to Class 1 Existing Facilities.
RESOLUTION
NOW, THEREFORE, the City Council of the City of St. Helena resolves as follows:
1. Awards the construction contract for the R25-79 Pavement Restoration Projects to JD General Engineering Corp in an amount not-to-exceed $1,420,640; and
Agenda Item #9.14.
2. Authorizes the City Manager to execute the construction contract with JD General Engineering Corp; and
3. Authorizes the Director of Public Works to approve construction change orders not to exceed 15% of the total contract amount; and
4. Authorizes the allocation of expenditures to be split between R25-79, R19- 05, Corporation Yard, and Wastewater Treatment Plant repaving projects; and
5. Determines that the R25-79 Pavement Restoration Project is exempt from CEQA under Class 1 Existing Facilities.
6. Budget Amendments are as follows:
Description Fund GL Account Amount
Transfer to Other Funds –
Budget Increase to
Expense
240 – Measure
T/U 240-40-00-29-99 $324,539
Operating Transfers In –
Budget Increase to
Revenue
741 – Streets
Capital 741-39-98-00-00 $324,539
Budget Increase to CIP
R19-05 Construction
Contract
741 – Streets
Capital 741-50-14-31-60 $267,000
Budget Increase to CIP
R19-05 Contingency
741 – Streets
Capital 741-50-14-31-70 $57,539
Budget Adjustment –
Budget Decrease to Other
Contract Services
571 – Wastewater
Enterprise 571-50-00-21-30 ($116,150)
Budget Adjustment –
Budget Increase to Other
Contract Services
571 – Wastewater
Enterprise 571-50-29-21-45 $116,150
Budget Adjustment –
Budget Decrease to
Professional Contracts
101 – General 101-50-00-21-30 ($138,000)
Budget Adjustment –
Budget Increase to Other
Contract Services
101 – General 101-50-06-21-45 $138,000
7. Funding is as follows:
Description Fund GL Account Amount
Agenda Item #9.14.
R25-79
Construction Contract
Measure T/U
741 –Streets Capital 741-50-14-31-60 $732,640
R25-79
Contingency
Measure T/U
741 –Streets Capital 741-50-14-31-70 $109,896
R19-05
Construction Contract
Measure T/U
741 –Streets Capital 741-50-14-31-60 $267,000
R19-05
Contingency
Measure T/U
741 –Streets Capital 741-50-14-31-70 $57,539
WWTP Paving
Construction
571 – Wastewater
Enterprise 571-50-29-21-30 $101,000
WWTP Paving
Contingency
571 – Wastewater
Enterprise 571-50-29-21-30 $15,150
Corporation Yard
Construction 101 – General 101-50-06-21-45 $120,000
Corporation Yard
Construction 101 – General 101-50-06-21-45 $18,000
Approved at a Regular Meeting of the St. Helena City Council on June, 24, 2025, by the following vote:
Mayor Dohring:
Vice Mayor Deasy:
Council Member Barak:
Council Member Spadarotto:
Council Member Summers:
APPROVED: ATTEST:
________________________ ________________________
Paul Jamison Dohring, Mayor Erika Opp, Acting City Clerk Agenda Item #9.14.
Pavement Restoration FY 25 Design/FY 26 Construction
Category
Project Select Streets
Streets
Project No: R25-79
Public Works
Location:
Responsible
Department:
2025-26 2026-27 2027-28 2029-30
PROJECT
TOTAL
EXPENDITURES
(Thousands of Dollars)
2028-29
Continued
Approp.
Exp/Enc as
of
2/28/2025
3110 - Design 130,000 130,000
3150 - Construction Management 130,000 130,000
3160 - Construction Contract 947,000 947,000
3170 - Contingency 90,000 90,000
EXPENDITURE TOTALS 130,000 1,167,000 1,297,000
FUNDING SOURCES
240-Measure T/U 130,000 1,167,000 1,297,000
FUNDING TOTALS 130,000 1,167,000 1,297,000
EXPENDITURE ACCOUNTS: 741-5014-
STATUS: In Design
PRIORITY: High
PROJECT PURPOSE & DESCRIPTION:
Rehabilitate streets citywide by implementing various surface treatments, including slurry seal, micro-surfacing, and asphalt overlays. These treatments will extend pavement life, improve roadway conditions, and enhance safety for motorists, cyclists, and pedestrians.
Key project components include:
•Street rehabilitation across select locations based on priority needs identified in the updated Pavement Management Plan.
•Curb ramp upgrades where necessary to ensure ADA (Americans with Disabilities Act) compliance. •Utilization of Measure T funding for project implementation.
The project will follow a two-phase approach:
--Design Phase: FY25
--Construction Phase: FY26
PROJECT NOTES: •FY25 - The City Council adopted the updated street rehabilitation list per Resolution 2023 -163 (December 12, 2023). -Budget based upon Measure T projection. -Design Anticipated in FY25 Q2, bid process expected in Q3. -Contract award presented to City Council 6/24/2025.
•FY26 - Construction scheduled to begin in FY26 Q1.
27 Agenda Item #9.14.
Grayson and South Crane Rehab
Category
Project Grayson and South Crane
Streets
Project No: R19-05
Public Works
Location:
Responsible
Department:
2025-26 2026-27 2027-28 2029-30
PROJECT
TOTAL
EXPENDITURES
(Thousands of Dollars)
2028-29
Continued
Approp.
Exp/Enc as
of
2/28/2025
3110 - Design 233,095 233,095
3160 - Construction Contract 467,000 467,000
3170 - Contingency 70,050 70,050
EXPENDITURE TOTALS 233,095 537,050 770,145
FUNDING SOURCES
240-Measure T/U 233,095 537,050 770,145
FUNDING TOTALS 233,095 537,050 770,145
EXPENDITURE ACCOUNTS: 741-5014-
STATUS: Partial completion
PRIORITY: High
PROJECT PURPOSE & DESCRIPTION:
The Grayson and South Crane Rehabilitation Project aims to reconstruct Grayson Avenue and South Crane Avenue to improve roadway conditions, enhance accessibility, and ensure long-term durability. The project includes pavement rehabilitation, sidewalk repairs, and upgrades to curb ramps to comply with ADA standards where applicable.
PROJECT NOTES:
Resolution 2020-36: Professional Services Agreement (PSA) with BKF for design services totaling $175,139. •FY23 - Project was deferred to FY24 per Public Works (PW) recommendation. •FY24: Grayson Avenue:
-Transferred to project R23-79 with a revised design budget of $30,000 and a construction budget of $400,000. -Reso 2023-166 (12/12/23): Expanded design scope and approved additional fees. -Reso 2024-112 (07/23/24): Accepted completed Grayson Avenue improvements. •FY25: Contract Award presented to Council 6/24/2025 including a budget increase of $324,539. •FY26: South Crane Avenue construction scheduled for FY26Q1. 20 Agenda Item #9.14.
Agenda Report to the City Council
Agenda Section: CONSENT ITEMS
Department: Public Works
DATE: June 24, 2025
FROM: Stephanie Killingsworth, Public Works Financial Analyst SUBJECT: Consideration and proposed adoption of a Resolution authorizing the City Manager to execute Amendment No. 4 to Professional Services Agreement STH Contract: FY
2019-017 in the amount of $486,900 with HydroScience
Engineers for services to fulfill CIP Project No. S-52
Wastewater Treatment and Reclamation Plant Project for
a total not-to-exceed amount of $2,507,296 and approve
updated budget for CIP Project S-52 reallocating funds
from FY2025-26 GO Bond Funds to FY2024-25.
RECOMMENDED
ACTION:
Approval of Amendment No. 4 and updated CIP Budget.
PREVIOUS COUNCIL
ACTION:
On April 9, 2019, City Council authorized the City Manager to execute a Professional Services Agreement STH
Contract: FY 2019-017 in the amount of $440,000 with
HydroScience Engineers to perform select engineering
services, facilitate the procurement of a design-build team, and ensure that the design of the WWTRP Project
improvements are constructed in a manner and cost that
meets the City of St. Helena's needs and budget in
response to San Francisco Bay Regional Water Quality
Control Board Order R2-2016-004.
The following amendments have been authorized for this
project:
Amendment #1 - March 23, 2020 in the amount of
$255,380 for a total not-to-exceed amount of
$695,380
Amendment #2 - March 23, 2021 in the amount of
$792,550 for a not-to-exceed amount of $1,487,930
Amendment #3 - November 28, 2023 in the amount
of $532,466 for a not-to-exceed amount of
$2,020,396
STATEMENT OF THE
PURPOSE:
Approval of Amendment No. 4 to the HydroScience
Engineers contract so they can continue work on the CIP Project S-52 Wastewater Treatment Plant Upgrades
through project acceptance and closeout.
Agenda Item #9.15.
FINANCIAL IMPACT: As noted in the presentation of the Capital Improvement Program at the May 27, 2025 City Council meeting, the
CIP includes additional funding for project overruns with the funding source as Measure H, General Obligation
Bonds, Fund 421. A portion of the funding for this CIP
project will be reallocated from FY2025/26 to FY2024/25 to align with expenditures.
BACKGROUND:
The City of St. Helena (City) owns and operates a Wastewater Treatment and Reclamation Plant (WWTRP) located at 1 Chaix Lane. The WWTRP and its discharge are permitted through the San Francisco Bay Regional Water Quality Control Board (SFBRWQCB)
The City has a Water Reclamation Requirements (WRR) Order No. 87-090 to regulate effluent Discharge Pollutant updated recently National and land to discharge a Elimination System (NPDES) Permit Order No. R2-2016-0003 to regulate discharge to the Napa River. The 2016 NPDES permit contains more stringent effluent limits for biological oxygen demand (BOD) and total suspended solids (TSS), which the WWTRP anticipates it will have difficulty meeting based on historical testing.
As a result, the SFBRWQCB issued a Cease and Desist Order (CDO) No. R2- 20160004 to the City, which mandated the WWTRP to comply with the specified interim BOD and TSS effluent limits, and to perform a Feasibility Study to evaluate and/or identify modifications to the WWTRP that would meet the new effluent limits. The SFBRWQCB issued 2018, Schedule A outlining 11 items for on Schedule Compliance with a January compliance with the CDO.
The City entered into a Contract to have GHD prepare the Feasibility Study on May 9, 2016. The Feasibility Study was prepared by GHD and a Final Draft Feasibility Study was delivered to the SFBRWQCB on June 1, 2018, as required by the Compliance Schedule. The SFBRWQCB accepted the Feasibility Study in a letter dated July 31, 2018, and agrees with the City’s approach to the Phase I WWTRP Improvements Project. (CIP S-52)
On April 9, 2019, City Council authorized the City Manager to execute a Professional Services Agreement STH Contract: FY 2019-017 in the amount of $440,000 with HydroScience Engineers to perform select engineering services, facilitate the procurement of a design-build team, and ensure that the design of the WWTRP Project improvements are constructed in a manner and cost that meets the City of St. Helena's needs and budget in response to San Francisco Bay Regional Water Quality Control Board Order R2-2016-004.
On March 23, 2020, City Council authorized Amendment No. 1 in the amount of $255,380 for a total not-to-exceed amount of $695,380. The amended scope of work Agenda Item #9.15.
covered the additional work associated with the detailed design of the WWTRP improvements recommended in the Conceptual Design Report as well as reductions to the original scope that were no longer necessary with the revised approach.
On March 23, 2021, City Council authorized Amendment No. 2 in the amount of $792,550 for a total not-to-exceed amount of $1,487,930 adding both engineering services during the bidding and construction phases and providing construction management and inspection services for CIP S-52.
On November 28, 2023, City Council authorized Amendment No. 3 in the amount of $532,466 for a total not-to-exceed amount of $2,020,396.
DISCUSSION:
The WWTP Upgrade project is a critical infrastructure improvement for the City of St.
Helena. It ensures compliance with updated water quality regulations and enhances the treatment plant's capacity and efficiency. The project has encountered delays, primarily due to unforeseen conditions and extended performance testing requirements. This has necessitated additional services from HydroScience Engineers beyond the scope of the contract.
Amendment No. 4
This amendment addresses the need for extended construction management, inspection, and engineering services beyond the project completion date, through September 2025. This extension covers:
Ongoing construction activities, including site visits, meetings and reviews. Extended seeding and performance testing periods, which require engineering oversight.
Preparation of final documents, such as record drawings and technical reports that verify compliance with regulatory requirements.
Given the complexity of the project and the critical nature of meeting water quality standards, it is essential to ensure that oversight is in place for the remainder of the project. HydroScience's continued involvement will ensure that the project is completed in compliance with the updated NPDES permit.
HydroScience has demonstrated they have the necessary skills, knowledge, and experience and have been working with the City to plan, design, and support the permitting and funding of the project. In order to keep the WWTRP project moving forward to construction completion and permit compliance, this amendment is necessary due to the lack of internal staff capacity to provide these services to the level required for such a large scale and critically important community project.
Proposed Amendment No. 4:
Agenda Item #9.15.
Contract Number Approval Date Amendment
Value*
Total Not-ToExceed $
ST 2019-77 A4 06/24/2024 $486,900 $2,507,296
The above includes the following breakdown:
Task 1: Engineering services During Construction $142,000 Task 2: Construction Management/Inspection $487,000
Contingency (10%) $62,900
Subtotal Amendment No. 4 $691,900
Credit (pending)* ($205,000)
Total Amendment No. 4 $486,900
*This amendment includes both expenditures incurred from August 2024 to May 2025 exceeding the Amendment No. 3 not-to-exceed contract amount and a proposed credit to address a negotiated settlement. Staff authorized the continuation of work to keep the project on schedule until an amendment could be approved.
ENVIRONMENTAL REVIEW: Not a CEQA project.
GOAL:
Goal 2: Improve Infrastructure & Further Environmental Sustainability Goal 5: Enhance Quality of Life
Goal 8: Implement Capital Improvement Plans (CIP) Projects Miscellaneous/Other DOCUMENTS ATTACHMENTS:
Resolution Hydroscience
Attachment 1 Amendment 4 Hydroscience Contract_061025
Amendment No. 4 - Exhibit A-1 - 060225 FINAL_061025
CIP S-52
Agenda Item #9.15.
CITY OF ST. HELENA
RESOLUTION NO. 2025-__
RESOLUTION AUTHORIZING 1) THE CITY MANAGER TO
EXECUTE AMENDMENT NO. 4 TO PROFESSIONAL SERVICES
AGREEMENT STH CONTRACT: FY 2019-017 IN THE AMOUNT OF
$486,900 WITH HYDROSCIENCE ENGINEERS FOR SERVICES TO
FULFILL CIP PROJECT NO. S-52 WASTEWATER TREATMENT
AND RECLAMATION PLANT PROJECT FOR A TOTAL NOT-TOEXCEED AMOUNT OF $2,507,296; AND 2) APPROVE UPDATED BUDGET FOR CIP PROJECT S-52.
RECITALS
A. On April 9, 2019 the City and Consultant entered into the Agreement for Consultant to provide professional design services in connection with the project described as CIP Project No. S-52 Phase I Wastewater Treatment and Reclamation Plant Upgrades; and
B. The Agreement’s Scope of Services did not include the funds or the additional work needed to allow HydroScience Engineers to complete final design plans and bid documents in order to advertise and bid the project; and C. On March 23, 2020, City Council authorized Amendment No. 1 to Professional Services Agreement STH Contract: FY 2019-017 in the amount of $255,380 for a total not-to-exceed amount of $695,380; and
D. On February 23, 2021, City Council adopted the IS/MND and the MMRP, and approved the plans and specifications authorizing the Public Works Director/City Engineer to advertise the Wastewater Treatment and Reclamation Plant Phase I Upgrades, CIP Project No. S-52; and the current Scope of Services does not include the funds or the additional work for HydroScience to provide engineering services during the bidding and construction phases as well as construction management and inspection services; and
E. On March 23, 2021 City Council authorized Amendment No. 2 in the amount of $792,550 for a not-to-exceed amount of $1,487,930 adding both engineering services during the bidding and construction phases and providing construction management and inspection services for CIP S-52; and
Agenda Item #9.15.
F. On November 28, 2023 City Council authorized Amendment No. 3 in the amount of $532,466 for a total not-to-exceed amount of $2,020,396; and G. To carry out the project through the current anticipated demonstration, testing, and completion date, engineering and construction management/inspection services will need to be provided through September 2025; and H. The additional funding is necessary to allow HydroScience Engineers to provide continued consulting services to the City.
RESOLUTION
NOW, THEREFORE, the City Council of the City of St. Helena resolves as follows:
1. Authorize Amendment No. 4 to Contract STH 2019-17 for $486,900 and a total not to exceed amount of $2,507,296; and
2. Approve updated CIP Project Budget S-52 WWTP Phase I Upgrades to include amendments; and
3. Funding is as follows:
Description Fund GL Account Amount
Transfer to Other Funds -
Budget Increase to
Expense
Go Bonds – 421 421-40-45-29-99 $486,900
Operating Transfers In –
Budget Increase to
Revenue
Wastewater CIP -
773 773-39-98-00-00 $486,900
S-52 FY24-25
Budget Increase to
Construction Contract
Wastewater CIP -
773 773-50-29-3160 $486,900
S-52 FY25-26
Budget Decrease to
Construction Contract
Wastewater CIP -
773 773-50-59-3160 ($486,900)
Approved at a Regular Meeting of the St. Helena City Council on June 24, 2025, by the following vote:
Mayor Dohring:
Vice Mayor Deasy:
Council Member Barak:
Council Member Spadarotto:
Council Member Summers:
Agenda Item #9.15.
APPROVED: ATTEST:
________________________ ________________________
Paul Jamison Dohring, Mayor Erika Opp, Acting City Clerk Agenda Item #9.15.
AMENDMENT NO. 4
TO PROFESSIONAL SERVICES AGREEMENT WITH HYDROSCIENCE ENGINEERS STH CONTRACT NO: 2019-077 FOR DESIGN SERVICES ON CAPITAL IMPROVEMENT PROJECT:
S-52 PHASE I WASTEWATER TREATMENT AND RECLAMATION PLANT UPGRADES FOR AN ADDITIONAL $486,900 FOR A TOTAL CONTRACT AMOUNT NOT-TO-EXCEED $2,507,296 This Fourth Amendment to Professional Services Agreement STH Contract: 2019-077 dated April 9, 2019 ("Agreement") is made as of this 24th day of June, 2025 by and between the City of St. Helena, a municipal corporaƟon ("City"), and HydroScience Engineers ("Consultant").
RECITALS
A. On April 9, 2019 the City and Consultant entered into the Agreement for Consultant to provide professional design services in connecƟon with the project described as CIP Project No. S-52 Phase I Wastewater Treatment and ReclamaƟon Plant Upgrades; and B. The Agreement's Scope of Services did not include the funds or the addiƟonal work needed to allow HydroScience Engineers to complete final design plans and bid documents in order to adverƟse and bid the project; and
C. On March 23, 2020, City Council authorized Amendment No. 1 to Professional Services Agreement STH Contract: FY 2019-017 in the amount of $255,380 for a total not-to-exceed amount of $695,380; and
D. On February 23, 2021, City Council adopted the IS/MND and the MMRP, and approved the plans and specificaƟons authorizing the Public Works Director/City Engineer to adverƟse the Wastewater Treatment and ReclamaƟon Plant Phase I Upgrades, CIP Project No. S-52; and The current Scope of Services does not include the funds or the addiƟonal work for HydroScience to provide engineering services during the bidding and construcƟon phases as well as construcƟon management and inspecƟon services; and
E. On March 23, 2021, City Council authorized Amendment No. 2 in the amount of $792,550 for a total not-to-exceed amount of $1,487,930 adding both engineering services during the bidding and construcƟon phases and providing construcƟon management and inspecƟon services for CIP S-52; and
F. On November 28, 2023, City Council authorized Amendment No. 3 in the amount of $532,466 for a total not-to-exceed amount of $2,020,396 adding both engineering services during the bidding and construcƟon phases and providing construcƟon management and inspecƟon services for CIP S-52; and
G. To carry out the project through the current anƟcipated demonstraƟon, tesƟng, and compleƟon date, engineering and construcƟon management/inspecƟon services will need to be provided through September 2025.
H. The addiƟonal funding is necessary to allow HydroScience Engineers to provide conƟnued consulƟng services to the City.
AGREEMENT
NOW, THEREFORE, in consideraƟon of the promises and of the mutual covenants and agreements herein contained, for good and valuable consideraƟon, the adequacy of which is hereby acknowledged, the parƟes agree to amend the Agreement as follows:
1. SecƟon 1. Basic Services
Agenda Item #9.15.
2. ParƟes agree to amend SecƟon 1 “Basic Services” to the agreement to provide addiƟonal services as outlined in Exhibit A, “Scope of Work” AƩached hereto.
3. SecƟon 4.A CompensaƟon and Method of Payment, is amended to read as follows:
“Total CompensaƟon shall not exceed $2,507,296...”
All other terms of the Agreement shall remain in full force and effect.
Entered as of the say and year first above stated.
Consultant: City of St. Helena
By: ________________________________ By: ________________________ Name: ______________________________ Name: Anil Comelo
Title:________________________________ Title: City Manager
Approved as to Form:
By: _________________________________
Name: Ethan Walsh
Title: City AƩorney
AƩachments:
Exhibit A-1 Scope of Services
Exhibit A-2: CompensaƟon
Exhibit A-3: Project AccounƟng Update
Exhibit A-4: Contract DisposiƟon
Agenda Item #9.15.
EXHIBIT A-1
SCOPE OF SERVICES
HydroScience has been working with the City of St. Helena to plan, design, permit, and manage the construction of the WWTP Upgrade Project. Notice to Proceed was issued to the Contractor during February 2022, and the Contractor has been working to construct the Project. Based on the current schedule, it is expected that services from HydroScience will be required past the June 2024 completion date identified in Amendment No. 3.
With the expected restart of the 30-day performance period to begin during June 2025, and the 60-day demonstration period and project closeout activities to follow, we expect that services from HydroScience will be required through approximately September 2025.
The proposed tasks associated with scope of services are as follows:
Task 1: Engineering Services During Construction (ESDC) HydroScience will continue to provide Engineering Services During Construction for the through March 2025. It is assumed that this effort will require an average of approximately 12 hours per week for the period between July 2024 and March 2025. Over this nine-month period, this equates to an expected level of effort of 468 hours.
Between April 2025 and September 2025, we have estimated 6 hours per week for this sixmonth (26 week) period, which represents a total effort of 156 hours.
HydroScience will provide ESDC to the City as needed and requested up to the level of effort identified in this scope. The types of services HydroScience expects to provide as part of this task are summarized below.
Attending construction meetings. HydroScience will lead weekly construction meetings with the project team for the duration of the project.
Site visits: ESDC staff shall conduct site visits during construction. These construction site visits are in addition to the construction meetings. Site visits may occur in conjunction with a construction meeting.
Submittal reviews: HydroScience will review submittals and resubmittals and provide comments back to the Contractor. Submittal reviews will be transmitted in the cloud-based software format preferred by the Contractor.
RFI reviews: HydroScience expects that the City may require assistance from HydroScience for RFI reviews. RFIs may address changed conditions, corrective actions, or items requested by the City or Contractor. Completed RFI reviews will be returned to the CM and/or the City in the same format as submittals.
Change Order Reviews: Any change orders will be reviewed against field conditions and the contract documents to determine the validity of the change order request. HydroScience will review change orders and provide a response/recommendation to the City. HydroScience is estimating potential change orders.
Agenda Item #9.15.
Deliverables
• Meeting agenda/minutes for HydroScience led meetings. • Submittal responses
• RFI responses
• Responses to Change Order requests.
Task 2: Construction Management and Inspection
HydroScience will provide one combined Construction Manager (CM)/Inspector to be present at the site regularly when the Contractor is on-site. For the full-time period through March 2025, and an average of 10 hours per week for the period April 2025 and June 2025, we have assumed an overall level of effort of 1,670 hours by our CM/Inspector.
Between July 2025 and September 2025, we have estimated 20 hours per week for this fourmonth (18 week) period, which represents a total effort of 360 hours.
HydroScience will use the electronic, cloud-based construction document and communication system for tracking of all Project construction documents and transmittals. All documents and transmittals will be tracked, filed, and routed using this system, including RFIs, submittals, change order requests, design clarifications, and inspection reports.
HydroScience will address potential change orders (PCOs) received during the project. PCOs will be reviewed against field conditions and the contract documents to determine validity.
HydroScience will independently evaluate PCO costs and make a recommendation to the City.
HydroScience will lead the negotiation process and will, as appropriate, prepare a contract change order (CCO) for issuance to the Contractor.
HydroScience will receive, log, and track contractor progress payment requests; perform a job walk to review construction progress and verify requests are consistent with work performed; and will make a recommendation to the City for payment.
HydroScience will serve in a central coordination role with all parties. Communication will consist of verbal communications, progress meetings, monthly progress reports, and written correspondence. HydroScience will log and track all correspondence and communication as described above.
HydroScience will prepare a punch list and facilitate a final job walk with the City and Contractor.
A recommendation will be made to the City regarding acceptance of the facilities and posting the notice of completion.
Following substantial completion, HydroScience will work collaboratively with the City to refine operations and verify that the Project is operating as expected. Crucial to this will be documenting that the new Project can meet the water quality requirements in the new NPDES permit. HydroScience will analyze the data and prepare a technical report summarizing process performance of the Project once it is put into operation.
Once construction is complete, HydroScience will prepare record drawings to reflect the as-built condition. Red-line drawings from the Contractor will be used as the basis for HydroScience to prepare the record drawings.
Agenda Item #9.15.
Contingency: To account for unforeseen work and tasks, we have budgeted an additional 10% of the overall budget for Tasks 1 and 2 to account for additional work that is not specifically detailed in the scope of work but is desired to keep the project moving forward.
EXHIBIT A-2
COMPENSATION
A summary of the estimated time and materials, not-to-exceed budget by task for this Amendment (spanning the timeframe from July 2024 through September 2025) is as follows:
Task 1: Engineering Services During Construction $142,000 Task 2: Construction Management/Inspection $487,000
Subtotal $629,000
Contingency (10%) $62,900
Amendment No. 4 Total: $691,900
All work will be performed in accordance with the professional services agreement between the City and HydroScience. Services will be invoiced on a time-and-materials basis in accordance with HydroScience’s Standard Billing Rate Schedule in effect when the services are performed.
EXHIBIT A-3
PROJECT ACCOUNTING UPDATE
Acknowledging that HydroScience has continued to provide project services in Good Faith while the City, Thompson Builders and HydroScience negotiated various agreements, below reflects the project accounting disposition as of 6/3/25:
Date Inv No. Orig Amt Credit Amt Mod Invoice
06/05/24 $ (37,417.49) $ (37,417.49) $ -
07/02/24 $ (37,880.75) $ (37,880.75) $ -
09/02/24 455004039 (55,081.24) $ $ (55,081.24) $ -
10/01/24 455004040 (56,457.21) $ $ (56,457.21) $ -
11/01/24 455004041 (39,754.96) $ $ (18,163.31) $ (21,591.65) 12/02/24 455004042 (47,351.43) $ $ - $ (47,351.43)
01/01/25 455004043 (36,880.99) $ $ - $ (36,880.99)
02/03/25 455004044 (45,856.70) $ $ - $ (45,856.70)
03/03/25 455004045 (16,525.00) $ $ - $ (16,525.00)
04/01/25 455004046 (19,456.40) $ $ - $ (19,456.40)
05/05/25 455004047 (33,133.20) $ $ - $ (33,133.20)
$ (425,795.37) $ (205,000.00) $ (220,795.37)
Agenda Item #9.15.
EXHIBIT A-4
CONTRACT DISPOSITION
Pending Council authorization to execute Amendment No. 4, below reflects the proposed contract disposition as of 6/3/25:
Orig Contract + Amend 1-3 $ 2,020,396.00
Proposed Amend 4 $ 691,900.00
Credit Amount $ (205,000.00)
Modified Amend 4 $ 486,900.00
Total Contract incl Mod Amend 4 $ 2,507,296.00
Total Services Rendered $ (2,289,768.84)
Remaining on Contract as of 06/03/25 $ 217,527.16
Agenda Item #9.15.
WWTP Phase 1 Upgrades
Category
Project 1 Chaix Ln
Wastewater
Project No: S-52
Public Works
Location:
Responsible
Department:
75 Agenda Item #9.15.
2025-26 2026-27 2027-28 2029-30
PROJECT
TOTAL
EXPENDITURES
(Thousands of Dollars)
2028-29
Continued
Approp.
Exp/Enc as
of
2/28/2025
3110 - Design 1,990,196 1,990,196
3120 - Environmental/Planning 125,962 125,962
3140 - Legal Services 86,151 86,151
3150 - Construction Management 1,113,642 1,113,642
3160 - Construction Contract 1,213,100
1,266,398 17,423,905
14,944,40
7 3170 - Contingency 68,259 68,259
EXPENDITURE TOTALS 18,260,35 1,334,657 1,213,100 20,808,115 8 FUNDING SOURCES
421-Go Bonds 1,266,398 1,213,100 2,479,498
571-Wastewater Rate Revenues 2,640,096 68,259 2,708,355 773-Wastewater Capital Improvement 2,169,860 2,169,860
773-Wastewater Capital Improvement -
Debt
12,739,496
12,739,49
6 774-Wastewater Impact Fees 710,906 710,906
FUNDING TOTALS 18,260,35 1,334,657 1,213,100 20,808,115 8 EXPENDITURE ACCOUNTS: 773-5059-
STATUS: Construction; delays
PRIORITY: High
PROJECT PURPOSE & DESCRIPTION:
The Wastewater Treatment Plant (WWTP) Phase I Upgrades Project was initiated in response to a State Cease and Desist Order requiring the City to bring the plant into regulatory compliance. This major infrastructure initiative includes significant upgrades to the City's wastewater treatment capabilities, as well as site improvements and environmental restoration measures. Key components of the project include: -Progress upgrades to achieve compliance with discharge requirements, levee stabilization and repair to protect facility infrastructure, sludge removal and site restoration to improve long-term operational efficiency, and consolidation of multiple CIP projects into a single delivery scope: S-53, S-62, S-66, and S18-79.
This project is critical for ensuring the City's regulatory compliance, environmental protection, and long-term reliability of wastewater infrastructure.
PROJECT NOTES:
Resolution 2019-40: Approved PSA with HydroScience ($440,000) to serve as Owner's Representative.
Resolution 2020-28: Approved Amendment #1 with Hydroscience for an additional $255,380 (revised total:
$695,380)
Legal services costs include private placement debt issuance. •FY24 - Project was anticipated to be completed by late 2023 / early 2024. •FY25 - Delays occurred, shifting anticipated project acceptance to FY25 Q3. -RESO 2025-047 approved GO Bonds to fund Change Orders in total of $779,498. •FY26 - Additional delays have pushed final acceptance to FY26 Q1. -Additional funding required to cover cost overruns associated with extended project duration and construction escalation.
76 Agenda Item #9.15.
Agenda Report to the City Council
Agenda Section: CONSENT ITEMS
Department: Public Works
DATE: June 24, 2025
FROM: Stephanie Killingsworth, Public Works Financial Analyst SUBJECT: Consideration and proposed adoption of a Resolution authorizing the City Manager to execute Amendment No. 2 to Professional Services Agreement STH Contract:
FY20204-091 in the amount of $18,700 with Oscar Larson
& Associates for services to fulfill CIP Project No. W-101 Tank 2 Rehabilitation Project for a total not-to-exceed amount of $63,000.
RECOMMENDED
ACTION:
Staff recommends that the City Council authorize the City Manager to execute Amendment No. 2 to the existing
contract with Oscar Larson & Associates for an additional $18,700 for the Water Tank #2 Rehabilitation (W-101) for a total not-to-exceed $63,000.
PREVIOUS COUNCIL
ACTION:
On October 22, 2024, the City Council adopted Resolution No. 2024-147, approving Amendment No. 1.
STATEMENT OF THE
PURPOSE:
Approval of Amendment No. 2 to continue work on the CIP Project W-101 Tank 2 Rehabilitation.
FINANCIAL IMPACT: The fiscal impact of this contract amendment is $18,700, increasing the total not-to-exceed amount of $44,300.
Sufficient funding is available in the FY 2024-25 Capital Improvement Plan (CIP) budget under Design to cover this amendment.
BACKGROUND:
The City of St. Helena entered into an initial agreement with Oscar Larson & Associates preliminary investigation and condition validation services for the Tank 2 Rehabilitation Project. On October 22, 2024, the City Council approved Amendment No. 1 to include engineering, planning, and construction management services, including the preparation of Plans, Specifications, and Construction Cost Estimates (PS&E) for the rehabilitation of Tank 2.
Amendment No. 2 includes additional scope necessary to incorporate plans, specifications, and cost estimates for contractor disposal of debris generated by abrasive blasting. The Amendment also accounts for an extended timeline to complete the work, as well as additional project management and coordination with City staff and the Consultant's technical specialists. These changes resulted in additional costs reflected in the updated not-to-exceed contract amount.
Agenda Item #9.16.
DISCUSSION:
The purpose of this agenda item is to seek City Council approval for an amendment to the existing contract FY2024-091 with Oscar Larson & Associates for additional design and engineering services required for the rehabilitation and recoating of Water Tank No. 2 (Project W-101). After the initial "existing conditions" validation and assessment, tasks were identified that are necessary for the completion of the project and to ensure the longevity and safety of the tank.
Amendment No. 1, approved by the City Council on October 22, 2024, expanded the scope of work to include engineering, planning, and construction management services, including preparation of PS&E.
The proposed Amendment No. 2 increases the contract amount by $18,700 to further support the development of the PS&E package. The amendment covers additional scope items such as incorporating plans, specifications, and cost estimates related to the contractor's disposal of debris resulting from abrasive blasting. It also includes extended project duration, increased coordination with City staff and consultants, and enhanced project management services to ensure proper execution of the work. These tasks are essential to maintaining the overall integrity, safety, and long-term performance of Water Tank No. 2.
Approval of this amendment will allow the project to continue moving forward with the expanded scope necessary to address these additional technical and operational requirements.
ENVIRONMENTAL REVIEW: None.
GOAL:
Goal 2: Improve Infrastructure & Further Environmental Sustainability Goal 3: Pursue Water Security & Sustainable Management of Water Resources Goal 5: Enhance Quality of Life
Goal 8: Implement Capital Improvement Plans (CIP) Projects Miscellaneous/Other DOCUMENTS ATTACHMENTS:
Resolution - FY2024-091 Amendment No 2 v1
STH Contract FY2024-091B - Oscar Larson & Associates Amendment No. 2 Agenda Item #9.16.
CITY OF ST. HELENA
RESOLUTION NO. 2025-__
RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE
AMENDMENT NO. 2 TO STH CONTRACT 2024-091 WITH OSCAR
LARSON & ASSOCIATES IN THE AMOUNT OF $18,700 TO
FULFILL CIP PROJECT NO. W-101 TANK 2 REHABILITATION
PROJECT FOR A TOTAL NOT-TO-EXCEED AMOUNT OF $63,000.
RECITALS
A. On June 18, 2024 the City and Consultant entered into the Agreement for Consultant to provide professional services in connection with the project described as Tank #2 Rehabilitation; and
B. The City of St. Helena is committed to ensuring the integrity and longevity of its water infrastructure to support safe and reliable water services; and C. On October 22, 2024, the City Council approved Amendment No. 1 to the agreement, increasing the contract amount by $35,000 to a total not-to-exceed amount of $44,300, to cover expanded design and engineering services identified during initial condition assessments; and
D. As design work progressed, staff identified additional scope changes necessary to complete the PS&E package, including contractor debris disposal planning, extended project timelines, additional management, and enhanced coordination with City and consultant teams; and
E. The City and Oscar Larson & Associates now desire to execute Amendment No. 2 to increase the contract by $18,700, resulting in a new total not-to-exceed amount of $63,000.
RESOLUTION
NOW, THEREFORE, the City Council of the City of St. Helena resolves as follows:
1. Authorize the City Manager to execute Amendment No. 1 to STH Contract 2024-091 with Oscar Larson & Associates in the amount of $18,700 to fulfill CIP Project No. W-101 Tank 2 Rehabilitation Project for a total not-toexceed amount of $63,000.
Agenda Item #9.16.
2. Funding is as follows:
Description Fund GL Account Amount
Previously approved
funding in Capital
Improvement Plan (Fund
763) Utilizing Water
Revenue Bonds
763 - Water
Capital
Improvement –
Bond
763-50-30-31-10 $18,700
Approved at a Regular Meeting of the St. Helena City Council on June 24, 2025, by the following vote:
Mayor Dohring:
Vice Mayor Deasy:
Council Member Barak:
Council Member Spadarotto:
Council Member Summers:
APPROVED: ATTEST:
________________________ ________________________
Paul Jamison Dohring, Mayor Erika Opp, Acting City Clerk Agenda Item #9.16.
AMENDMENT NO. 2
TO PROFESSIONAL SERVICES AGREEMENT WITH OSCAR LARSON & ASSOCIATES; STH CONTRACT NO: FY2024-091 FOR TANK #2 REHABILITATION FOR AN ADDITIONAL $18,700 FOR A TOTAL CONTRACT AMOUNT NOT-TO-EXCEED $63,000.
This Second Amendment to Professional Services Agreement STH Contract: 2024-091 dated June 18, 2024 ("Agreement") is made as of this 24th. day of June, 2025 by and between the City of St.
Helena, a municipal corporation ("City"), and Oscar Larson & Associates ("Consultant").
RECITALS
A. On June 18, 2024, the City and Consultant entered into the Agreement for Consultant to provide professional services in connection with the project described as Tank #2 Rehabilitation; and B. The City of St. Helena is committed to ensuring the integrity and longevity of its water infrastructure to support safe and reliable water services.; and C. As part of Public Work’s ongoing efforts to rehab Tank #2, staff have identified additional scope changes that require further design and engineering services beyond the original project scope; and
D. On October 22, 2024 City Council authorized Amendment No. 1 to Professional Services Agreement for FY2024-091 for an additional $35,000 for a total not-to-exceed $44,300; and E. Staff have identified additional scope items such as incorporating plans, specifications, and cost estimates related to the contractor’s disposal of debris resulting from abrasive blasting. As well as extended project duration, increased coordination with City staff and consultants, and enhanced project management services to ensure proper execution of the work. These tasks are essential to maintaining the overall integrity, safety, and long-term performance of Tank #2; and
F. The City of St. Helena and Oscar Larson & Associates now desire to amend the Agreement for FY2024-091 for an additional $18,700 for a total not-to-exceed $63,000.
AGREEMENT
NOW, THEREFORE, in consideration of the promises and of the mutual covenants and agreements herein contained, for good and valuable consideration, the adequacy of which is hereby acknowledged, the parties agree to amend the Agreement as follows:
1. The Scope of Work as attached to the Agreement is hereby amended to include the Additional Scope of Work, attached hereto and incorporated herein as Exhibit A.
2. Section 4. A Compensation and Method of Payment, is amended to read as follows:
"Total compensation shall not exceed $63,000... "
All other terms of the Agreement shall remain in full force and effect.
Entered as of the day and year first above stated.
Agenda Item #9.16.
Agenda Item #9.16.
Exhibit A – Additional Scope of Work
Agenda Item #9.16.
Agenda Item #9.16.
Agenda Report to the City Council
Agenda Section: CONSENT ITEMS
Department: Public Works
DATE: June 24, 2025
FROM: Stephanie Killingsworth, Public Works Financial Analyst SUBJECT: Consideration and Proposed Adoption of a Resolution Authorizing the City Manager to Execute a Professional
Services Agreement with Oscar Larson & Associates, in
an amount not-to-exceed $123,800 for Capital
Improvement Project W24-02 Napa Intertie Pump Station
(Rutherford) Replacement.
RECOMMENDED
ACTION:
Staff recommends that the City Council authorize the City Manager to execute the Professional Services Agreement
with Oscar Larson & Associates for a not-to-exceed
amount of $123,800 for CIP Project W24-02 Napa Intertie Pump Station (Rutherford) Replacement.
PREVIOUS COUNCIL
ACTION:
On September 25, 2018, the City Council adopted
Resolution 2018-128, approving a Professional Services
Agreement with Oscar Larson & Associates, Inc. in
connection with the project described as W-110 Rutherford Pump Station Upgrades, and W-106 Pump Station
Upgrades.
On January 26, 2021, the City Council adopted Resolution 2021-9, approving Amendment No. 1.
STATEMENT OF THE
PURPOSE:
The purpose of this report is to authorize the City Manager to execute a Professional Services Agreement with Oscar Larson & Associates for design services related to the
replacement of the Rutherford Pump Station (CIP Project W24-02).
FINANCIAL IMPACT: The estimated fiscal impact of this Professional Services Agreement is for a not-to-exceed amount of $123,800.
Sufficient funds are available in the adopted FY2024-25 Capital Improvement Plan budget under the project's
design phase, and no additional appropriation is required.
BACKGROUND:
The Rutherford Pump Station, an essential component of the City's water distribution system and connection to the City of Napa intertie, is currently operating within a temporary shipping container. This setup lacks the long-term structural integrity, reliability, and integration capabilities necessary for continued operation. A permanent replacement facility has been identified as a critical infrastructure need.
Agenda Item #9.17.
Design efforts for the replacement pump station began previously; however, the project was delayed before final design completion. The City now intends to resume and complete the design effort. Oscar Larson & Associates, who initiated the earlier design work, has submitted a proposal to perform the remaining civil, structural, and electrical design tasks, prepare construction documents and cost estimates, and assist with bidding phase services. The new facility will consist of permanent concrete masonry unit ("CMU") structure, site improvements, and upgraded mechanical and electrical systems to support long-term operational needs.
DISCUSSION:
The Rutherford Pump Station (RPS), a key component of the City's water infrastructure, is currently housed within a temporary shipping container and is in need of a permanent facility to ensure long-term reliability and integration with the City of Napa Intertie. The proposed project will replace the existing set up with a permanent CMU pump station equipped with updated civil, structural, and electrical systems, including a backup generator.
The scope of work includes field investigations and site assessments, hydraulic and electrical system design, structural design of a CMU pump house, parking and site layout for operations access, preparation of plans, specifications and cost estimates, and assistance with bidding phase services.
ENVIRONMENTAL REVIEW: The proposed project is exempt from the requirements of the CEQA pursuant to Section 15301 (Existing Facilities) of the CEQA Guidelines.
GOAL:
Goal 2: Improve Infrastructure & Further Environmental Sustainability Goal 3: Pursue Water Security & Sustainable Management of Water Resources Goal 8: Implement Capital Improvement Plans (CIP) Projects Miscellaneous/Other DOCUMENTS ATTACHMENTS:
Resolution Oscar Larson W24-02 v1
PSA Oscar Larson W24-02
CIP Page W24-02
Agenda Item #9.17.
CITY OF ST. HELENA
RESOLUTION NO. 2025-__
RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE
A PROFESSIONAL SERVICES AGREEMENT WITH OSCAR
LARSON & ASSOCIATES FOR DESIGN SERVICES FOR AN
AMOUNT NOT-TO-EXCEED $123,800 FOR CAPITAL
IMPROVEMENT (CIP) PROJECT W24-02 NAPA INTERTIE PUMP
STATION (RUTHERFORD) REPLACEMENT.
RECITALS
A. The City of St. Helena recognizes the Rutherford Pump Station as a critical component of its water distribution system and connection to the Napa Intertie; and
B. The existing pump station is currently housed within a temporary shipping container and lacks the long-term functionality, reliability, and structural integrity necessary for ongoing operation; and
C. The city has determined that sufficient funding for the proposed design services is available in the adopted FY2024-25 Capital Improvement Plan budget under CIP Project W24-02; and
D. The project is exempt from the requirements of the California Environmental Quality Act (CEQA) pursuant to Section 15301, Existing Facilities.
RESOLUTION
NOW, THEREFORE, the City Council of the City of St. Helena resolves as follows:
1. The City Manager is authorized to execute a Professional Services Agreement with Oscar Larson & Associates for design services related to the Napa Intertie Pump Station (Rutherford) Replacement in an amount notto-exceed $123,800; and
2. This project is determined to be exempt from CEQA under Section 15301 (Existing Facilities) of the CEQA Guidelines.
3. The funding for this Agreement shall be provided from the FY2024-25 CIP Budget under Project W24-02 as follows:
Agenda Item #9.17.
Description Fund GL Account Amount
CIP Project W24-02
763 – Water
Capital
Improvement -
Bond
763-50-30-31-10 $123,800
Approved at a Regular Meeting of the St. Helena City Council on June 24, 2025, by the following vote:
Mayor Dohring:
Vice Mayor Deasy:
Council Member Barak:
Council Member Spadarotto:
Council Member Summers:
APPROVED: ATTEST:
________________________ ________________________
Paul Jamison Dohring, Mayor Erika Opp, Acting City Clerk Agenda Item #9.17.
1 CITY OF ST. HELENA
PROFESSIONAL SERVICES AGREEMENT
Design of Rutherford Pump Station
This Agreement is made and entered into as of June 24, 2025 by and between the City of St. Helena, a public agency organized and operating under the laws of the State of California (“City”), and Oscar Larson & Associates Consulting Engineers, a Inc. with its principal place of business at 317 Third Street Suite 5 Eureka, CA 95501 (hereinafter referred to as “Consultant”).
City and Consultant are sometimes individually referred to as “Party” and collectively as “Parties” in this Agreement.
RECITALS
A. City is a public agency of the State of California and is in need of professional services for the following project:
Design of the City of St. Helena Rutherford Pump Station (hereinafter referred to as “the Project”).
B. Consultant is duly licensed and has the necessary qualifications to provide such services.
C. The Parties desire by this Agreement to establish the terms for City to retain Consultant to provide the services described herein.
AGREEMENT
NOW, THEREFORE, IT IS AGREED AS FOLLOWS:
1. Services.
Consultant shall provide the City with the services described in the Scope of Services attached hereto as Exhibit “A.”
2. Compensation.
a. Subject to paragraph 2(b) below, the City shall pay for such services in accordance with the Schedule of Charges set forth in Exhibit “A.” b. In no event shall the total amount paid for services rendered by Consultant under this Agreement exceed the sum of $123,800. This amount is to cover all printing and related costs, and the City will not pay any additional fees for printing expenses. Periodic payments shall be made within 30 days of receipt of an invoice which includes a detailed description of the work performed. Payments to Consultant for work performed will be made on a monthly billing basis.
3. Additional Work.
If changes in the work seem merited by Consultant or the City, and informal consultations with the other party indicate that a change is warranted, it shall be processed in the following manner: a letter outlining the changes shall be forwarded to the City by Consultant with a statement of estimated changes in fee or time schedule. An amendment to this Agreement shall Agenda Item #9.17.
2 be prepared by the City and executed by both Parties before performance of such services, or the City will not be required to pay for the changes in the scope of work. Such amendment shall not render ineffective or invalidate unaffected portions of this Agreement.
4. Maintenance of Records.
Books, documents, papers, accounting records, and other evidence pertaining to costs incurred shall be maintained by Consultant and made available at all reasonable times during the contract period and for four (4) years from the date of final payment under the contract for inspection by City.
5. Term of Contract
The term of this Agreement shall be from June 24, 2025 to June 24, 2026, unless earlier terminated as provided herein. The Parties may, by mutual, written consent, extend the term of this Agreement if necessary to complete the Project. Consultant shall perform its services in a prompt and timely manner within the term of this Agreement and shall commence performance upon receipt of written notice from the City to proceed (“Notice to Proceed”). The Notice to Proceed shall set forth the date of commencement of work.
6. Delays in Performance.
a. Neither City nor Consultant shall be considered in default of this Agreement for delays in performance caused by circumstances beyond the reasonable control of the nonperforming party. For purposes of this Agreement, such circumstances include but are not limited to, abnormal weather conditions; floods; earthquakes; fire; epidemics; pandemics; war; riots and other civil disturbances; strikes, lockouts, work slowdowns, and other labor disturbances; sabotage or judicial restraint.
b. Should such circumstances occur, the non-performing party shall, within a reasonable time of being prevented from performing, give written notice to the other party describing the circumstances preventing continued performance and the efforts being made to resume performance of this Agreement.
7. Compliance with Law.
a. Consultant shall comply with all applicable laws, ordinances, codes and regulations of the federal, state and local government, including Cal/OSHA requirements. b. If required, Consultant shall assist the City, as requested, in obtaining and maintaining all permits required of Consultant by federal, state and local regulatory agencies. c. If applicable, Consultant is responsible for all costs of clean up and/ or removal of hazardous and toxic substances spilled as a result of his or her services or operations performed under this Agreement.
Agenda Item #9.17.
3 8. Standard of Care; Performance of Employees
a. Consultant’s services will be performed in accordance with generally accepted professional practices and principles and in a manner consistent with the level of care and skill ordinarily exercised by members of the profession currently practicing under similar conditions. b. Consultant’s employees and subcontractors shall have sufficient skill and experience to perform the Services assigned to them. Consultant represents that it, its employees and subcontractors have all licenses, permits, qualifications and approvals of whatever nature that are legally required to perform the Services, including a City Business License, and that such licenses and approvals shall be maintained throughout the term of this Contract. As provided for in the indemnification provisions of this Contract, Consultant shall perform, at its own cost and expense and without reimbursement from the City, any services necessary to correct errors or omissions which are caused by the Consultant’s failure to comply with the standard of care provided for herein. Any employee of the Consultant or its sub-consultants who is determined by the City to be uncooperative, incompetent, a threat to the adequate or timely completion of the Project, a threat to the safety of persons or property, or any employee who fails or refuses to perform the Services in a manner acceptable to the City, shall be promptly removed from the Project by the Consultant and shall not be re-employed to perform any of the Services or to work on the Project.
9. Assignment and Subcontracting
Consultant shall not assign, sublet, or transfer this Agreement or any rights under or interest in this Agreement without the written consent of the City, which may be withheld for any reason. Any attempt to so assign or so transfer without such consent shall be void and without legal effect and shall constitute grounds for termination. Subcontracts, if any, shall contain a provision making them subject to all provisions stipulated in this Agreement. Nothing contained herein shall prevent Consultant from employing independent associates and subcontractors as Consultant may deem appropriate to assist in the performance of services hereunder.
10. Independent Contractor
Consultant is retained as an independent contractor and is not an employee of City. No employee or agent of Consultant shall become an employee of City. The work to be performed shall be in accordance with the work described in this Agreement, subject to such directions and amendments from City as herein provided.
11. Insurance. Consultant shall not commence work for the City until it has provided evidence satisfactory to the City it has secured all insurance required under this section. In addition, Consultant shall not allow any subcontractor to commence work on any subcontract until it has secured all insurance required under this section. a. Commercial General Liability
(i) The Consultant shall take out and maintain, during the performance of all work under this Agreement, in amounts not less than specified herein, Commercial General Liability Insurance, in a form and with insurance companies acceptable to the City. (ii) Coverage for Commercial General Liability insurance shall be at least as broad as the following:
Agenda Item #9.17.
4 (1) Insurance Services Office Commercial General Liability coverage (Occurrence Form CG 00 01) or exact equivalent. (iii) Commercial General Liability Insurance must include coverage for the following:
(1) Bodily Injury and Property Damage
(2) Personal Injury/Advertising Injury
(3) Premises/Operations Liability
(4) Products/Completed Operations Liability
(5) Aggregate Limits that Apply per Project
(6) Explosion, Collapse and Underground (UCX) exclusion deleted
(7) Contractual Liability with respect to this Agreement (8) Property Damage
(9) Independent Contractors Coverage
(iv) The policy shall contain no endorsements or provisions limiting coverage for (1) contractual liability; (2) cross liability exclusion for claims or suits by one insured against another; (3) products/completed operations liability; or (4) contain any other exclusion contrary to the Agreement.
(v) The policy shall give City, its officials, officers, employees, agents and City designated volunteers additional insured status using ISO endorsement forms CG 20 10 10 01 and 20 37 10 01, or endorsements providing the exact same coverage. (vi) The general liability program may utilize either deductibles or provide coverage excess of a self-insured retention, subject to written approval by the City, and provided that such deductibles shall not apply to the City as an additional insured. b. Automobile Liability
(i) At all times during the performance of the work under this Agreement, the Consultant shall maintain Automobile Liability Insurance for bodily injury and property damage including coverage for owned, non-owned and hired vehicles, in a form and with insurance companies acceptable to the City.
(ii) Coverage for automobile liability insurance shall be at least as broad as Insurance Services Office Form Number CA 00 01 covering automobile liability (Coverage Symbol 1, any auto).
(iii) The policy shall give City, its officials, officers, employees, agents and City designated volunteers additional insured status. (iv) Subject to written approval by the City, the automobile liability program may utilize deductibles, provided that such deductibles shall not apply to the City as an additional insured, but not a self-insured retention.
Agenda Item #9.17.
5 c. Workers’ Compensation/Employer’s Liability
(i) Consultant certifies that he/she is aware of the provisions of Section 3700 of the California Labor Code which requires every employer to be insured against liability for workers’ compensation or to undertake self-insurance in accordance with the provisions of that code, and he/she will comply with such provisions before commencing work under this Agreement.
(ii) To the extent Consultant has employees at any time during the term of this Agreement, at all times during the performance of the work under this Agreement, the Consultant shall maintain full compensation insurance for all persons employed directly by him/her to carry out the work contemplated under this Agreement, all in accordance with the “Workers’ Compensation and Insurance Act,” Division IV of the Labor Code of the State of California and any acts amendatory thereof, and Employer’s Liability Coverage in amounts indicated herein. Consultant shall require all subconsultants to obtain and maintain, for the period required by this Agreement, workers’ compensation coverage of the same type and limits as specified in this section.
d. Professional Liability (Errors and Omissions)
At all times during the performance of the work under this Agreement the Consultant shall maintain professional liability or Errors and Omissions insurance appropriate to its profession, in a form and with insurance companies acceptable to the City and in an amount indicated herein.
This insurance shall be endorsed to include contractual liability applicable to this Agreement and shall be written on a policy form specifically designed to protect against acts, errors or omissions of the Consultant. “Covered Professional Services” as designated in the policy must specifically include work performed under this Agreement. The policy must “pay on behalf of” the insured and must include a provision establishing the insurer's duty to defend. e. Minimum Policy Limits Required
(i) The following insurance limits are required for the Agreement:
Combined Single Limit
Commercial General Liability $1,000,000 per occurrence/ $2,000,000 aggregate for bodily injury, personal injury, and property
damage
Automobile Liability $1,000,000 combined single limit
Employer’s Liability $1,000,000 per accident or disease Professional Liability $1,000,000 per claim and aggregate (errors and omissions)
(ii) Defense costs shall be payable in addition to the limits. (iii) Requirements of specific coverage or limits contained in this section are not intended as a limitation on coverage, limits, or other requirement, or a waiver of Agenda Item #9.17.
6 any coverage normally provided by any insurance. Any available coverage shall be provided to the parties required to be named as Additional Insured pursuant to this Agreement. f. Evidence Required
Prior to execution of the Agreement, the Consultant shall file with the City evidence of insurance from an insurer or insurers certifying to the coverage of all insurance required herein. Such evidence shall include original copies of the ISO CG 00 01 (or insurer’s equivalent) signed by the insurer’s representative and Certificate of Insurance (Acord Form 25-S or equivalent), together with required endorsements. All evidence of insurance shall be signed by a properly authorized officer, agent, or qualified representative of the insurer and shall certify the names of the insured, any additional insureds, where appropriate, the type and amount of the insurance, the location and operations to which the insurance applies, and the expiration date of such insurance.
g. Policy Provisions Required
(i) Consultant shall provide the City at least thirty (30) days prior written notice of cancellation of any policy required by this Agreement, except that the Consultant shall provide at least ten (10) days prior written notice of cancellation of any such policy due to non-payment of premium. If any of the required coverage is cancelled or expires during the term of this Agreement, the Consultant shall deliver renewal certificate(s) including the General Liability Additional Insured Endorsement to the City at least ten (10) days prior to the effective date of cancellation or expiration.
(ii) The Commercial General Liability Policy and Automobile Policy shall each contain a provision stating that Consultant’s policy is primary insurance and that any insurance, self-insurance or other coverage maintained by the City or any named insureds shall not be called upon to contribute to any loss.
(iii) The retroactive date (if any) of each policy is to be no later than the effective date of this Agreement. Consultant shall maintain such coverage continuously for a period of at least three years after the completion of the work under this Agreement. Consultant shall purchase a one (1) year extended reporting period A) if the retroactive date is advanced past the effective date of this Agreement; B) if the policy is cancelled or not renewed; or C) if the policy is replaced by another claims-made policy with a retroactive date subsequent to the effective date of this Agreement.
(iv) All required insurance coverages, except for the professional liability coverage, shall contain or be endorsed to provide a waiver of subrogation in favor of the City, its officials, officers, employees, agents, and volunteers or shall specifically allow Consultant or others providing insurance evidence in compliance with these specifications to waive their right of recovery prior to a loss. Consultant hereby waives its own right of recovery against City, and shall require similar written express waivers and insurance clauses from each of its subconsultants.
(v) The limits set forth herein shall apply separately to each insured against whom claims are made or suits are brought, except with respect to the limits of liability.
Further the limits set forth herein shall not be construed to relieve the Consultant from liability in excess of such coverage, nor shall it limit the Consultant’s indemnification obligations to the City Agenda Item #9.17.
7 and shall not preclude the City from taking such other actions available to the City under other provisions of the Agreement or law.
h. Qualifying Insurers
(i) All policies required shall be issued by acceptable insurance companies, as determined by the City, which satisfy the following minimum requirements:
(1) Each such policy shall be from a company or companies with a current A.M. Best's rating of no less than A:VII and admitted to transact in the business of insurance in the State of California, or otherwise allowed to place insurance through surplus line brokers under applicable provisions of the California Insurance Code or any federal law.
i. Additional Insurance Provisions
(i) The foregoing requirements as to the types and limits of insurance coverage to be maintained by Consultant, and any approval of said insurance by the City, is not intended to and shall not in any manner limit or qualify the liabilities and obligations otherwise assumed by the Consultant pursuant to this Agreement, including but not limited to, the provisions concerning indemnification.
(ii) If at any time during the life of the Agreement, any policy of insurance required under this Agreement does not comply with these specifications or is canceled and not replaced, City has the right but not the duty to obtain the insurance it deems necessary and any premium paid by City will be promptly reimbursed by Consultant or City will withhold amounts sufficient to pay premium from Consultant payments. In the alternative, City may cancel this Agreement.
(iii) The City may require the Consultant to provide complete copies of all insurance policies in effect for the duration of the Project. (iv) Neither the City nor any of its officials, officers, employees, agents or volunteers shall be personally responsible for any liability arising under or by virtue of this Agreement.
j. Subconsultant Insurance Requirements. Consultant shall not allow any subcontractors or subconsultants to commence work on any subcontract until they have provided evidence satisfactory to the City that they have secured all insurance required under this section.
Policies of commercial general liability insurance provided by such subcontractors or subconsultants shall be endorsed to name the City as an additional insured using ISO form CG 20 38 04 13 or an endorsement providing the exact same coverage. If requested by Consultant, City may approve different scopes or minimum limits of insurance for particular subcontractors or subconsultants.
12. Indemnification.
a. To the fullest extent permitted by law, Consultant shall defend (with counsel of City’s choosing), indemnify and hold the City, its officials, officers, employees, volunteers, and agents free and harmless from any and all claims, demands, causes of action, costs, expenses, liability, loss, damage or injury of any kind, in law or equity, to property or persons, including Agenda Item #9.17.
8 wrongful death, in any manner arising out of, pertaining to, or incident to any acts, errors or omissions, or willful misconduct of Consultant, its officials, officers, employees, subcontractors, consultants or agents in connection with the performance of the Consultant’s services, the Project or this Agreement, including without limitation the payment of all damages, expert witness fees and attorney’s fees and other related costs and expenses. Consultant's obligation to indemnify shall not be restricted to insurance proceeds, if any, received by Consultant, the City, its officials, officers, employees, agents, or volunteers.
b. If Consultant’s obligation to defend, indemnify, and/or hold harmless arises out of Consultant’s performance of “design professional” services (as that term is defined under Civil Code section 2782.8), then, and only to the extent required by Civil Code section 2782.8, which is fully incorporated herein, Consultant’s indemnification obligation shall be limited to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant, and, upon Consultant obtaining a final adjudication by a court of competent jurisdiction, Consultant’s liability for such claim, including the cost to defend, shall not exceed the Consultant’s proportionate percentage of fault.
13. California Labor Code Requirements.
a. Consultant is aware of the requirements of California Labor Code Sections 1720 et seq. and 1770 et seq., which require the payment of prevailing wage rates and the performance of other requirements on certain “public works” and “maintenance” projects (“Prevailing Wage Laws”). If the services are being performed as part of an applicable “public works” or “maintenance” project, as defined 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 officials, officers, employees and agents free and harmless 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 subconsultants to comply with all California Labor Code provisions, which include but are not limited to prevailing wages (Labor Code Sections 1771, 1774 and 1775), employment of apprentices (Labor Code Section 1777.5), certified payroll records (Labor Code Sections 1771.4 and 1776), hours of labor (Labor Code Sections 1813 and 1815) and debarment of contractors and subcontractors (Labor Code Section 1777.1). The requirement to submit certified payroll records directly to the Labor Commissioner under Labor Code section 1771.4 shall not apply to work performed on a public works project that is exempt pursuant to the small project exemption specified in Labor Code Section 1771.4. b. If the services are being performed 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 specified 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 Industrial Relations. 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 Relations against Consultant or any subcontractor that affect Consultant’s performance of services, including any delay, shall be Consultant’s sole Agenda Item #9.17.
9 responsibility. Any delay arising out of or resulting from such stop orders shall be considered Consultant caused delay and shall not be compensable by the City. Consultant shall defend, indemnify and hold the City, its officials, officers, employees and agents free and harmless from any claim or liability arising out of stop orders issued by the Department of Industrial Relations against Consultant or any subcontractor.
14. Safety.
Consultant shall execute and maintain its work so as to avoid injury or damage to any person or property. In carrying out its Services, the Consultant shall at all times be in compliance with all applicable local, state and federal laws, rules and regulations, and shall exercise all necessary precautions for the safety of employees appropriate to the nature of the work and the conditions under which the work is to be performed. Safety precautions as applicable shall include, but shall not be limited to: (A) adequate life protection and life-saving equipment and procedures; (B) instructions in accident prevention for all employees and subcontractors, such as safe walkways, scaffolds, fall protection ladders, bridges, gang planks, confined space procedures, trenching and shoring, equipment and other safety devices, equipment and wearing apparel as are necessary or lawfully required to prevent accidents or injuries; and (C) adequate facilities for the proper inspection and maintenance of all safety measures.
15. Verification of Employment Eligibility.
By executing this Agreement, Consultant verifies that it fully complies with all requirements and restrictions of state and federal law respecting the employment of undocumented aliens, including, but not limited to, the Immigration Reform and Control Act of 1986, as may be amended from time to time, and shall require all subconsultants and sub-subconsultants to comply with the same.
16. INTENTIONALLY DELETED
17. Laws and Venue.
This Agreement shall be interpreted in accordance with the laws of the State of California.
If any action is brought to interpret or enforce any term of this Agreement, the action shall be brought in a the Superior Court of California for the County of Napa.
18. Termination or Abandonment
a. City has the right to terminate or abandon any portion or all of the work under this Agreement by giving ten (10) calendar days written notice to Consultant. In such event, City shall be immediately given title and possession to all original field notes, drawings and specifications, written reports and other documents produced or developed for that portion of the work completed and/or being abandoned. City shall pay Consultant the reasonable value of services rendered for any portion of the work completed prior to termination. If said termination occurs prior to completion of any task for the Project for which a payment request has not been received, the charge for services performed during such task shall be the reasonable value of such services, based on an amount mutually agreed to by City and Consultant of the portion of such task completed but not paid prior to said termination. City shall not be liable for any costs other than the charges or portions thereof which are specified herein. Consultant shall not be entitled to payment for unperformed services, and shall not be entitled to damages or compensation for termination of work.
Agenda Item #9.17.
10 b. Consultant may terminate its obligation to provide further services under this Agreement upon thirty (30) calendar days’ written notice to City only in the event of substantial failure by City to perform in accordance with the terms of this Agreement through no fault of Consultant.
19. Ownership of Documents and Confidential Information. a. All deliverables and other documents generated by Consultant in the performance of the Services, including all work papers, work-in-progress, designs, drawings, documents, data, computations, specifications, studies and reports prepared by Consultant as a part of the Services or authorized Additional Services (“Consultant Work Product”) shall belong to and be subject to the sole ownership and use of City. b. Except as otherwise provided in “Termination or Abandonment,” above, all original field notes, written reports, drawings and specifications and other documents, produced or developed for the Project shall, upon payment in full for the services described in this Agreement, be furnished to and become the property of the City. c. During the course of the performance of this Agreement, Consultant may receive written or verbal information from City, its representatives or agents, not in the public domain. Such information may include City’s know how, trade secrets, and other proprietary and confidential information and Consultant agrees to treat such information as confidential information belonging to City. Consultant agrees that neither it, nor its officers, employees, representatives, agents, successors, or assigns, will disclose such information to any third party or use the same in any manner without the prior written consent of City. Moreover, Consultant agrees to safeguard such proprietary and confidential information from unauthorized disclosure and/or use using the same degree of care it uses to protect its own proprietary and confidential information, but not less than a reasonable standard of care. In the event that disclosure of such information is sought pursuant to any law or regulation, Consultant shall promptly notify City of such fact to allow City to assert whatever exclusions or exemptions may be available to it under applicable law or regulation.
20. Organization
Consultant shall assign Kenneth G. Davlin, P.E. as Project Manager. The Project Manager shall not be removed from the Project or reassigned without the prior written consent of the City.
21. Limitation of Agreement.
This Agreement is limited to and includes only the work included in the Project described above.
22. Notice
Any notice or instrument required to be given or delivered by this Agreement may be given or delivered by depositing the same in any United States Post Office, certified mail, return receipt requested, postage prepaid, addressed to:
Agenda Item #9.17.
11 CITY:
City of St. Helena
1088 College Avenue
St. Helena, CA 94574
Attn: Joseph Leach, Assistant City Manager
CONSULTANT:
Oscar Larson & Associates Consulting
Engineers, Inc.
317 Third St. Suite 5
Eureka, CA 95501
and shall be effective upon receipt thereof.
23. Third Party Rights
Nothing in this Agreement shall be construed to give any rights or benefits to anyone other than the City and the Consultant.
24. Equal Opportunity Employment.
Consultant represents that it is an equal opportunity employer and that it shall not discriminate against any employee or applicant for employment because of race, religion, color, national origin, ancestry, sex, age or other interests protected by the State or Federal Constitutions. Such non-discrimination shall include, but not be limited to, all activities related to initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or termination.
25. Entire Agreement
This Agreement, with its exhibits, represents the entire understanding of City and Consultant as to those matters contained herein, and supersedes and cancels any prior or contemporaneous oral or written understanding, promises or representations with respect to those matters covered hereunder. Each Party acknowledges that no representations, inducements, promises or agreements have been made by any person which are not incorporated herein, and that any other agreements shall be void. This Agreement may not be modified or altered except in writing signed by both Parties hereto. This is an integrated Agreement.
26. Severability
The unenforceability, invalidity or illegality of any provision(s) of this Agreement shall not render the remaining provisions unenforceable, invalid or illegal.
27. Successors and Assigns
This Agreement shall be binding upon and shall inure to the benefit of the successors in interest, executors, administrators and assigns of each Party to this Agreement. However, Consultant shall not assign or transfer by operation of law or otherwise any or all of its rights, burdens, duties or obligations without the prior written consent of City. Any attempted assignment without such consent shall be invalid and void.
28. Non-Waiver
Agenda Item #9.17.
12 None of the provisions of this Agreement shall be considered waived by either Party, unless such waiver is specifically specified in writing.
29. Time of Essence
Time is of the essence for each and every provision of this Agreement.
30. City’s Right to Employ Other Consultants
City reserves its right to employ other consultants, including engineers, in connection with this Project or other projects.
31. Prohibited Interests
Consultant maintains and warrants that it has not employed nor retained any company or person, other than a bona fide employee working solely for Consultant, to solicit or secure this Agreement. Further, Consultant warrants that it has not paid nor has it agreed to pay any company or person, other than a bona fide employee working solely for Consultant, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty, City shall have the right to rescind this Agreement without liability. For the term of this Agreement, no director, official, officer or employee of City, during the term of his or her service with City, shall have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom.
[SIGNATURES ON FOLLOWING PAGE]
Agenda Item #9.17.
13 SIGNATURE PAGE FOR PROFESSIONAL SERVICES AGREEMENT
BETWEEN CITY OF ST. HELENA
AND OSCAR LARSON & ASSOCIATES CONSULTING ENGINEERS, INC.
IN WITNESS WHEREOF, the Parties have executed this Agreement as of the date first written above.
CITY OF ST. HELENA Oscar Larson & Associates Consulting Engineers, Inc.
By: By:
Anil Comelo
City Manager Its:
Printed Name:
Approved as to Form:
By:
Ethan Walsh
City Attorney
Agenda Item #9.17.
14 EXHIBIT A
Scope of Services
Agenda Item #9.17.
Agenda Item #9.17.
Agenda Item #9.17.
Agenda Item #9.17.
Agenda Item #9.17.
Napa Intertie Pump Station (Rutherford) Replacement
Category
Project Rutherford Pump Station, 1851 St
Helena Hwy.
Water
Project No: W24-02
Public Works
Location:
Responsible
Department:
2025-26 2026-27 2027-28 2029-30
PROJECT
TOTAL
EXPENDITURES
(Thousands of Dollars)
2028-29
Continued
Approp.
Exp/Enc as
of
2/28/2025
3110 - Design 2,522,780 2,522,780
3150 - Construction Management 637,220 637,220
3160 - Construction Contract 9,000,000 9,000,000
3170 - Contingency 960,000 960,000
10,597,22
0 EXPENDITURE TOTALS 2,522,780 13,120,000
FUNDING SOURCES
763-Water Capital Improvement - Bond 1,022,780 1,287,571 2,310,351 763-Water Capital Improvement -
Grant/Interagency Fund
1,500,000 1,500,000
999-Unidentified 9,309,649 9,309,649
10,597,22
0 FUNDING TOTALS 2,522,780 13,120,000
EXPENDITURE ACCOUNTS: 763-5030-
STATUS: Coordinating with Design Engineer for updated proposal PRIORITY: High
PROJECT PURPOSE & DESCRIPTION:
The Napa Intertie Pump Station (Rutherford) Replacement Project involves the construction of a permanent pump station to replace the existing temporary structure located at 1851 St. Helena Hwy. This facility is a critical water supply asset that supports regional water conveyance between the City of Napa and St. Helena.
PROJECT NOTES: •FY24 - Project includes design and construction of a permanent pump station to support long-term operations. Total estimated project cost: $13.1M. -Awarded 1.5M in DWR grant funding through advocacy by Senator Bill Dodd. •FY25 - Budget updated to reflect escalated construction values and projected Water Bond Funding. -Reinstituted 50% PG&E cost share for design elements.
-Plan to execute updated PSA in FY25 Q2.
-PSA with Oscar Larson presented to City Council on June 24,2024. •FY26 - Authorization of full design anticipated in FY25 Q4. 55 Agenda Item #9.17.
CITY OF ST. HELENA
RESOLUTION NO. 2025-__
RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE
A PROFESSIONAL SERVICES AGREEMENT WITH OSCAR
LARSON & ASSOCIATES FOR DESIGN SERVICES FOR AN
AMOUNT NOT-TO-EXCEED $123,800 FOR CAPITAL
IMPROVEMENT (CIP) PROJECT W24-02 NAPA INTERTIE PUMP
STATION (RUTHERFORD) REPLACEMENT.
RECITALS
A. The City of St. Helena recognizes the Rutherford Pump Station as a critical component of its water distribution system and connection to the Napa Intertie; and
B. The existing pump station is currently housed within a temporary shipping container and lacks the long-term functionality, reliability, and structural integrity necessary for ongoing operation; and
C. The city has determined that sufficient funding for the proposed design services is available in the adopted FY2024-25 Capital Improvement Plan budget under CIP Project W24-02; and
D. The project is exempt from the requirements of the California Environmental Quality Act (CEQA) pursuant to Section 15301, Existing Facilities.
RESOLUTION
NOW, THEREFORE, the City Council of the City of St. Helena resolves as follows:
1. The City Manager is authorized to execute a Professional Services Agreement with Oscar Larson & Associates for design services related to the Napa Intertie Pump Station (Rutherford) Replacement in an amount notto-exceed $123,800; and
2. This project is determined to be exempt from CEQA under Section 15301 (Existing Facilities) of the CEQA Guidelines.
3. The funding for this Agreement shall be provided from the FY2024-25 CIP Budget under Project W24-02 as follows:
Agenda Item #9.17.
Description Fund GL Account Amount
CIP Project W24-02
763 – Water
Capital
Improvement -
Bond
763-50-30-31-10 $123,800
Approved at a Regular Meeting of the St. Helena City Council on June 24, 2025, by the following vote:
Mayor Dohring:
Vice Mayor Deasy:
Council Member Barak:
Council Member Spadarotto:
Council Member Summers:
APPROVED: ATTEST:
________________________ ________________________
Paul Jamison Dohring, Mayor Erika Opp, Acting City Clerk Agenda Item #9.17.
1 CITY OF ST. HELENA
PROFESSIONAL SERVICES AGREEMENT
Design of Rutherford Pump Station
This Agreement is made and entered into as of June 24, 2025 by and between the City of St. Helena, a public agency organized and operating under the laws of the State of California (“City”), and Oscar Larson & Associates Consulting Engineers, a Inc. with its principal place of business at 317 Third Street Suite 5 Eureka, CA 95501 (hereinafter referred to as “Consultant”).
City and Consultant are sometimes individually referred to as “Party” and collectively as “Parties” in this Agreement.
RECITALS
A. City is a public agency of the State of California and is in need of professional services for the following project:
Design of the City of St. Helena Rutherford Pump Station (hereinafter referred to as “the Project”).
B. Consultant is duly licensed and has the necessary qualifications to provide such services.
C. The Parties desire by this Agreement to establish the terms for City to retain Consultant to provide the services described herein.
AGREEMENT
NOW, THEREFORE, IT IS AGREED AS FOLLOWS:
1. Services.
Consultant shall provide the City with the services described in the Scope of Services attached hereto as Exhibit “A.”
2. Compensation.
a. Subject to paragraph 2(b) below, the City shall pay for such services in accordance with the Schedule of Charges set forth in Exhibit “A.” b. In no event shall the total amount paid for services rendered by Consultant under this Agreement exceed the sum of $123,800. This amount is to cover all printing and related costs, and the City will not pay any additional fees for printing expenses. Periodic payments shall be made within 30 days of receipt of an invoice which includes a detailed description of the work performed. Payments to Consultant for work performed will be made on a monthly billing basis.
3. Additional Work.
If changes in the work seem merited by Consultant or the City, and informal consultations with the other party indicate that a change is warranted, it shall be processed in the following manner: a letter outlining the changes shall be forwarded to the City by Consultant with a statement of estimated changes in fee or time schedule. An amendment to this Agreement shall Agenda Item #9.17.
2 be prepared by the City and executed by both Parties before performance of such services, or the City will not be required to pay for the changes in the scope of work. Such amendment shall not render ineffective or invalidate unaffected portions of this Agreement.
4. Maintenance of Records.
Books, documents, papers, accounting records, and other evidence pertaining to costs incurred shall be maintained by Consultant and made available at all reasonable times during the contract period and for four (4) years from the date of final payment under the contract for inspection by City.
5. Term of Contract
The term of this Agreement shall be from June 24, 2025 to June 24, 2026, unless earlier terminated as provided herein. The Parties may, by mutual, written consent, extend the term of this Agreement if necessary to complete the Project. Consultant shall perform its services in a prompt and timely manner within the term of this Agreement and shall commence performance upon receipt of written notice from the City to proceed (“Notice to Proceed”). The Notice to Proceed shall set forth the date of commencement of work.
6. Delays in Performance.
a. Neither City nor Consultant shall be considered in default of this Agreement for delays in performance caused by circumstances beyond the reasonable control of the nonperforming party. For purposes of this Agreement, such circumstances include but are not limited to, abnormal weather conditions; floods; earthquakes; fire; epidemics; pandemics; war; riots and other civil disturbances; strikes, lockouts, work slowdowns, and other labor disturbances; sabotage or judicial restraint.
b. Should such circumstances occur, the non-performing party shall, within a reasonable time of being prevented from performing, give written notice to the other party describing the circumstances preventing continued performance and the efforts being made to resume performance of this Agreement.
7. Compliance with Law.
a. Consultant shall comply with all applicable laws, ordinances, codes and regulations of the federal, state and local government, including Cal/OSHA requirements. b. If required, Consultant shall assist the City, as requested, in obtaining and maintaining all permits required of Consultant by federal, state and local regulatory agencies. c. If applicable, Consultant is responsible for all costs of clean up and/ or removal of hazardous and toxic substances spilled as a result of his or her services or operations performed under this Agreement.
Agenda Item #9.17.
3 8. Standard of Care; Performance of Employees
a. Consultant’s services will be performed in accordance with generally accepted professional practices and principles and in a manner consistent with the level of care and skill ordinarily exercised by members of the profession currently practicing under similar conditions. b. Consultant’s employees and subcontractors shall have sufficient skill and experience to perform the Services assigned to them. Consultant represents that it, its employees and subcontractors have all licenses, permits, qualifications and approvals of whatever nature that are legally required to perform the Services, including a City Business License, and that such licenses and approvals shall be maintained throughout the term of this Contract. As provided for in the indemnification provisions of this Contract, Consultant shall perform, at its own cost and expense and without reimbursement from the City, any services necessary to correct errors or omissions which are caused by the Consultant’s failure to comply with the standard of care provided for herein. Any employee of the Consultant or its sub-consultants who is determined by the City to be uncooperative, incompetent, a threat to the adequate or timely completion of the Project, a threat to the safety of persons or property, or any employee who fails or refuses to perform the Services in a manner acceptable to the City, shall be promptly removed from the Project by the Consultant and shall not be re-employed to perform any of the Services or to work on the Project.
9. Assignment and Subcontracting
Consultant shall not assign, sublet, or transfer this Agreement or any rights under or interest in this Agreement without the written consent of the City, which may be withheld for any reason. Any attempt to so assign or so transfer without such consent shall be void and without legal effect and shall constitute grounds for termination. Subcontracts, if any, shall contain a provision making them subject to all provisions stipulated in this Agreement. Nothing contained herein shall prevent Consultant from employing independent associates and subcontractors as Consultant may deem appropriate to assist in the performance of services hereunder.
10. Independent Contractor
Consultant is retained as an independent contractor and is not an employee of City. No employee or agent of Consultant shall become an employee of City. The work to be performed shall be in accordance with the work described in this Agreement, subject to such directions and amendments from City as herein provided.
11. Insurance. Consultant shall not commence work for the City until it has provided evidence satisfactory to the City it has secured all insurance required under this section. In addition, Consultant shall not allow any subcontractor to commence work on any subcontract until it has secured all insurance required under this section. a. Commercial General Liability
(i) The Consultant shall take out and maintain, during the performance of all work under this Agreement, in amounts not less than specified herein, Commercial General Liability Insurance, in a form and with insurance companies acceptable to the City. (ii) Coverage for Commercial General Liability insurance shall be at least as broad as the following:
Agenda Item #9.17.
4 (1) Insurance Services Office Commercial General Liability coverage (Occurrence Form CG 00 01) or exact equivalent. (iii) Commercial General Liability Insurance must include coverage for the following:
(1) Bodily Injury and Property Damage
(2) Personal Injury/Advertising Injury
(3) Premises/Operations Liability
(4) Products/Completed Operations Liability
(5) Aggregate Limits that Apply per Project
(6) Explosion, Collapse and Underground (UCX) exclusion deleted
(7) Contractual Liability with respect to this Agreement (8) Property Damage
(9) Independent Contractors Coverage
(iv) The policy shall contain no endorsements or provisions limiting coverage for (1) contractual liability; (2) cross liability exclusion for claims or suits by one insured against another; (3) products/completed operations liability; or (4) contain any other exclusion contrary to the Agreement.
(v) The policy shall give City, its officials, officers, employees, agents and City designated volunteers additional insured status using ISO endorsement forms CG 20 10 10 01 and 20 37 10 01, or endorsements providing the exact same coverage. (vi) The general liability program may utilize either deductibles or provide coverage excess of a self-insured retention, subject to written approval by the City, and provided that such deductibles shall not apply to the City as an additional insured. b. Automobile Liability
(i) At all times during the performance of the work under this Agreement, the Consultant shall maintain Automobile Liability Insurance for bodily injury and property damage including coverage for owned, non-owned and hired vehicles, in a form and with insurance companies acceptable to the City.
(ii) Coverage for automobile liability insurance shall be at least as broad as Insurance Services Office Form Number CA 00 01 covering automobile liability (Coverage Symbol 1, any auto).
(iii) The policy shall give City, its officials, officers, employees, agents and City designated volunteers additional insured status. (iv) Subject to written approval by the City, the automobile liability program may utilize deductibles, provided that such deductibles shall not apply to the City as an additional insured, but not a self-insured retention.
Agenda Item #9.17.
5 c. Workers’ Compensation/Employer’s Liability
(i) Consultant certifies that he/she is aware of the provisions of Section 3700 of the California Labor Code which requires every employer to be insured against liability for workers’ compensation or to undertake self-insurance in accordance with the provisions of that code, and he/she will comply with such provisions before commencing work under this Agreement.
(ii) To the extent Consultant has employees at any time during the term of this Agreement, at all times during the performance of the work under this Agreement, the Consultant shall maintain full compensation insurance for all persons employed directly by him/her to carry out the work contemplated under this Agreement, all in accordance with the “Workers’ Compensation and Insurance Act,” Division IV of the Labor Code of the State of California and any acts amendatory thereof, and Employer’s Liability Coverage in amounts indicated herein. Consultant shall require all subconsultants to obtain and maintain, for the period required by this Agreement, workers’ compensation coverage of the same type and limits as specified in this section.
d. Professional Liability (Errors and Omissions)
At all times during the performance of the work under this Agreement the Consultant shall maintain professional liability or Errors and Omissions insurance appropriate to its profession, in a form and with insurance companies acceptable to the City and in an amount indicated herein.
This insurance shall be endorsed to include contractual liability applicable to this Agreement and shall be written on a policy form specifically designed to protect against acts, errors or omissions of the Consultant. “Covered Professional Services” as designated in the policy must specifically include work performed under this Agreement. The policy must “pay on behalf of” the insured and must include a provision establishing the insurer's duty to defend. e. Minimum Policy Limits Required
(i) The following insurance limits are required for the Agreement:
Combined Single Limit
Commercial General Liability $1,000,000 per occurrence/ $2,000,000 aggregate for bodily injury, personal injury, and property
damage
Automobile Liability $1,000,000 combined single limit
Employer’s Liability $1,000,000 per accident or disease Professional Liability $1,000,000 per claim and aggregate (errors and omissions)
(ii) Defense costs shall be payable in addition to the limits. (iii) Requirements of specific coverage or limits contained in this section are not intended as a limitation on coverage, limits, or other requirement, or a waiver of Agenda Item #9.17.
6 any coverage normally provided by any insurance. Any available coverage shall be provided to the parties required to be named as Additional Insured pursuant to this Agreement. f. Evidence Required
Prior to execution of the Agreement, the Consultant shall file with the City evidence of insurance from an insurer or insurers certifying to the coverage of all insurance required herein. Such evidence shall include original copies of the ISO CG 00 01 (or insurer’s equivalent) signed by the insurer’s representative and Certificate of Insurance (Acord Form 25-S or equivalent), together with required endorsements. All evidence of insurance shall be signed by a properly authorized officer, agent, or qualified representative of the insurer and shall certify the names of the insured, any additional insureds, where appropriate, the type and amount of the insurance, the location and operations to which the insurance applies, and the expiration date of such insurance.
g. Policy Provisions Required
(i) Consultant shall provide the City at least thirty (30) days prior written notice of cancellation of any policy required by this Agreement, except that the Consultant shall provide at least ten (10) days prior written notice of cancellation of any such policy due to non-payment of premium. If any of the required coverage is cancelled or expires during the term of this Agreement, the Consultant shall deliver renewal certificate(s) including the General Liability Additional Insured Endorsement to the City at least ten (10) days prior to the effective date of cancellation or expiration.
(ii) The Commercial General Liability Policy and Automobile Policy shall each contain a provision stating that Consultant’s policy is primary insurance and that any insurance, self-insurance or other coverage maintained by the City or any named insureds shall not be called upon to contribute to any loss.
(iii) The retroactive date (if any) of each policy is to be no later than the effective date of this Agreement. Consultant shall maintain such coverage continuously for a period of at least three years after the completion of the work under this Agreement. Consultant shall purchase a one (1) year extended reporting period A) if the retroactive date is advanced past the effective date of this Agreement; B) if the policy is cancelled or not renewed; or C) if the policy is replaced by another claims-made policy with a retroactive date subsequent to the effective date of this Agreement.
(iv) All required insurance coverages, except for the professional liability coverage, shall contain or be endorsed to provide a waiver of subrogation in favor of the City, its officials, officers, employees, agents, and volunteers or shall specifically allow Consultant or others providing insurance evidence in compliance with these specifications to waive their right of recovery prior to a loss. Consultant hereby waives its own right of recovery against City, and shall require similar written express waivers and insurance clauses from each of its subconsultants.
(v) The limits set forth herein shall apply separately to each insured against whom claims are made or suits are brought, except with respect to the limits of liability.
Further the limits set forth herein shall not be construed to relieve the Consultant from liability in excess of such coverage, nor shall it limit the Consultant’s indemnification obligations to the City Agenda Item #9.17.
7 and shall not preclude the City from taking such other actions available to the City under other provisions of the Agreement or law.
h. Qualifying Insurers
(i) All policies required shall be issued by acceptable insurance companies, as determined by the City, which satisfy the following minimum requirements:
(1) Each such policy shall be from a company or companies with a current A.M. Best's rating of no less than A:VII and admitted to transact in the business of insurance in the State of California, or otherwise allowed to place insurance through surplus line brokers under applicable provisions of the California Insurance Code or any federal law.
i. Additional Insurance Provisions
(i) The foregoing requirements as to the types and limits of insurance coverage to be maintained by Consultant, and any approval of said insurance by the City, is not intended to and shall not in any manner limit or qualify the liabilities and obligations otherwise assumed by the Consultant pursuant to this Agreement, including but not limited to, the provisions concerning indemnification.
(ii) If at any time during the life of the Agreement, any policy of insurance required under this Agreement does not comply with these specifications or is canceled and not replaced, City has the right but not the duty to obtain the insurance it deems necessary and any premium paid by City will be promptly reimbursed by Consultant or City will withhold amounts sufficient to pay premium from Consultant payments. In the alternative, City may cancel this Agreement.
(iii) The City may require the Consultant to provide complete copies of all insurance policies in effect for the duration of the Project. (iv) Neither the City nor any of its officials, officers, employees, agents or volunteers shall be personally responsible for any liability arising under or by virtue of this Agreement.
j. Subconsultant Insurance Requirements. Consultant shall not allow any subcontractors or subconsultants to commence work on any subcontract until they have provided evidence satisfactory to the City that they have secured all insurance required under this section.
Policies of commercial general liability insurance provided by such subcontractors or subconsultants shall be endorsed to name the City as an additional insured using ISO form CG 20 38 04 13 or an endorsement providing the exact same coverage. If requested by Consultant, City may approve different scopes or minimum limits of insurance for particular subcontractors or subconsultants.
12. Indemnification.
a. To the fullest extent permitted by law, Consultant shall defend (with counsel of City’s choosing), indemnify and hold the City, its officials, officers, employees, volunteers, and agents free and harmless from any and all claims, demands, causes of action, costs, expenses, liability, loss, damage or injury of any kind, in law or equity, to property or persons, including Agenda Item #9.17.
8 wrongful death, in any manner arising out of, pertaining to, or incident to any acts, errors or omissions, or willful misconduct of Consultant, its officials, officers, employees, subcontractors, consultants or agents in connection with the performance of the Consultant’s services, the Project or this Agreement, including without limitation the payment of all damages, expert witness fees and attorney’s fees and other related costs and expenses. Consultant's obligation to indemnify shall not be restricted to insurance proceeds, if any, received by Consultant, the City, its officials, officers, employees, agents, or volunteers.
b. If Consultant’s obligation to defend, indemnify, and/or hold harmless arises out of Consultant’s performance of “design professional” services (as that term is defined under Civil Code section 2782.8), then, and only to the extent required by Civil Code section 2782.8, which is fully incorporated herein, Consultant’s indemnification obligation shall be limited to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant, and, upon Consultant obtaining a final adjudication by a court of competent jurisdiction, Consultant’s liability for such claim, including the cost to defend, shall not exceed the Consultant’s proportionate percentage of fault.
13. California Labor Code Requirements.
a. Consultant is aware of the requirements of California Labor Code Sections 1720 et seq. and 1770 et seq., which require the payment of prevailing wage rates and the performance of other requirements on certain “public works” and “maintenance” projects (“Prevailing Wage Laws”). If the services are being performed as part of an applicable “public works” or “maintenance” project, as defined 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 officials, officers, employees and agents free and harmless 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 subconsultants to comply with all California Labor Code provisions, which include but are not limited to prevailing wages (Labor Code Sections 1771, 1774 and 1775), employment of apprentices (Labor Code Section 1777.5), certified payroll records (Labor Code Sections 1771.4 and 1776), hours of labor (Labor Code Sections 1813 and 1815) and debarment of contractors and subcontractors (Labor Code Section 1777.1). The requirement to submit certified payroll records directly to the Labor Commissioner under Labor Code section 1771.4 shall not apply to work performed on a public works project that is exempt pursuant to the small project exemption specified in Labor Code Section 1771.4. b. If the services are being performed 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 specified 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 Industrial Relations. 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 Relations against Consultant or any subcontractor that affect Consultant’s performance of services, including any delay, shall be Consultant’s sole Agenda Item #9.17.
9 responsibility. Any delay arising out of or resulting from such stop orders shall be considered Consultant caused delay and shall not be compensable by the City. Consultant shall defend, indemnify and hold the City, its officials, officers, employees and agents free and harmless from any claim or liability arising out of stop orders issued by the Department of Industrial Relations against Consultant or any subcontractor.
14. Safety.
Consultant shall execute and maintain its work so as to avoid injury or damage to any person or property. In carrying out its Services, the Consultant shall at all times be in compliance with all applicable local, state and federal laws, rules and regulations, and shall exercise all necessary precautions for the safety of employees appropriate to the nature of the work and the conditions under which the work is to be performed. Safety precautions as applicable shall include, but shall not be limited to: (A) adequate life protection and life-saving equipment and procedures; (B) instructions in accident prevention for all employees and subcontractors, such as safe walkways, scaffolds, fall protection ladders, bridges, gang planks, confined space procedures, trenching and shoring, equipment and other safety devices, equipment and wearing apparel as are necessary or lawfully required to prevent accidents or injuries; and (C) adequate facilities for the proper inspection and maintenance of all safety measures.
15. Verification of Employment Eligibility.
By executing this Agreement, Consultant verifies that it fully complies with all requirements and restrictions of state and federal law respecting the employment of undocumented aliens, including, but not limited to, the Immigration Reform and Control Act of 1986, as may be amended from time to time, and shall require all subconsultants and sub-subconsultants to comply with the same.
16. INTENTIONALLY DELETED
17. Laws and Venue.
This Agreement shall be interpreted in accordance with the laws of the State of California.
If any action is brought to interpret or enforce any term of this Agreement, the action shall be brought in a the Superior Court of California for the County of Napa.
18. Termination or Abandonment
a. City has the right to terminate or abandon any portion or all of the work under this Agreement by giving ten (10) calendar days written notice to Consultant. In such event, City shall be immediately given title and possession to all original field notes, drawings and specifications, written reports and other documents produced or developed for that portion of the work completed and/or being abandoned. City shall pay Consultant the reasonable value of services rendered for any portion of the work completed prior to termination. If said termination occurs prior to completion of any task for the Project for which a payment request has not been received, the charge for services performed during such task shall be the reasonable value of such services, based on an amount mutually agreed to by City and Consultant of the portion of such task completed but not paid prior to said termination. City shall not be liable for any costs other than the charges or portions thereof which are specified herein. Consultant shall not be entitled to payment for unperformed services, and shall not be entitled to damages or compensation for termination of work.
Agenda Item #9.17.
10 b. Consultant may terminate its obligation to provide further services under this Agreement upon thirty (30) calendar days’ written notice to City only in the event of substantial failure by City to perform in accordance with the terms of this Agreement through no fault of Consultant.
19. Ownership of Documents and Confidential Information. a. All deliverables and other documents generated by Consultant in the performance of the Services, including all work papers, work-in-progress, designs, drawings, documents, data, computations, specifications, studies and reports prepared by Consultant as a part of the Services or authorized Additional Services (“Consultant Work Product”) shall belong to and be subject to the sole ownership and use of City. b. Except as otherwise provided in “Termination or Abandonment,” above, all original field notes, written reports, drawings and specifications and other documents, produced or developed for the Project shall, upon payment in full for the services described in this Agreement, be furnished to and become the property of the City. c. During the course of the performance of this Agreement, Consultant may receive written or verbal information from City, its representatives or agents, not in the public domain. Such information may include City’s know how, trade secrets, and other proprietary and confidential information and Consultant agrees to treat such information as confidential information belonging to City. Consultant agrees that neither it, nor its officers, employees, representatives, agents, successors, or assigns, will disclose such information to any third party or use the same in any manner without the prior written consent of City. Moreover, Consultant agrees to safeguard such proprietary and confidential information from unauthorized disclosure and/or use using the same degree of care it uses to protect its own proprietary and confidential information, but not less than a reasonable standard of care. In the event that disclosure of such information is sought pursuant to any law or regulation, Consultant shall promptly notify City of such fact to allow City to assert whatever exclusions or exemptions may be available to it under applicable law or regulation.
20. Organization
Consultant shall assign Kenneth G. Davlin, P.E. as Project Manager. The Project Manager shall not be removed from the Project or reassigned without the prior written consent of the City.
21. Limitation of Agreement.
This Agreement is limited to and includes only the work included in the Project described above.
22. Notice
Any notice or instrument required to be given or delivered by this Agreement may be given or delivered by depositing the same in any United States Post Office, certified mail, return receipt requested, postage prepaid, addressed to:
Agenda Item #9.17.
11 CITY:
City of St. Helena
1088 College Avenue
St. Helena, CA 94574
Attn: Joseph Leach, Assistant City Manager
CONSULTANT:
Oscar Larson & Associates Consulting
Engineers, Inc.
317 Third St. Suite 5
Eureka, CA 95501
and shall be effective upon receipt thereof.
23. Third Party Rights
Nothing in this Agreement shall be construed to give any rights or benefits to anyone other than the City and the Consultant.
24. Equal Opportunity Employment.
Consultant represents that it is an equal opportunity employer and that it shall not discriminate against any employee or applicant for employment because of race, religion, color, national origin, ancestry, sex, age or other interests protected by the State or Federal Constitutions. Such non-discrimination shall include, but not be limited to, all activities related to initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or termination.
25. Entire Agreement
This Agreement, with its exhibits, represents the entire understanding of City and Consultant as to those matters contained herein, and supersedes and cancels any prior or contemporaneous oral or written understanding, promises or representations with respect to those matters covered hereunder. Each Party acknowledges that no representations, inducements, promises or agreements have been made by any person which are not incorporated herein, and that any other agreements shall be void. This Agreement may not be modified or altered except in writing signed by both Parties hereto. This is an integrated Agreement.
26. Severability
The unenforceability, invalidity or illegality of any provision(s) of this Agreement shall not render the remaining provisions unenforceable, invalid or illegal.
27. Successors and Assigns
This Agreement shall be binding upon and shall inure to the benefit of the successors in interest, executors, administrators and assigns of each Party to this Agreement. However, Consultant shall not assign or transfer by operation of law or otherwise any or all of its rights, burdens, duties or obligations without the prior written consent of City. Any attempted assignment without such consent shall be invalid and void.
28. Non-Waiver
Agenda Item #9.17.
12 None of the provisions of this Agreement shall be considered waived by either Party, unless such waiver is specifically specified in writing.
29. Time of Essence
Time is of the essence for each and every provision of this Agreement.
30. City’s Right to Employ Other Consultants
City reserves its right to employ other consultants, including engineers, in connection with this Project or other projects.
31. Prohibited Interests
Consultant maintains and warrants that it has not employed nor retained any company or person, other than a bona fide employee working solely for Consultant, to solicit or secure this Agreement. Further, Consultant warrants that it has not paid nor has it agreed to pay any company or person, other than a bona fide employee working solely for Consultant, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty, City shall have the right to rescind this Agreement without liability. For the term of this Agreement, no director, official, officer or employee of City, during the term of his or her service with City, shall have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom.
[SIGNATURES ON FOLLOWING PAGE]
Agenda Item #9.17.
13 SIGNATURE PAGE FOR PROFESSIONAL SERVICES AGREEMENT
BETWEEN CITY OF ST. HELENA
AND OSCAR LARSON & ASSOCIATES CONSULTING ENGINEERS, INC.
IN WITNESS WHEREOF, the Parties have executed this Agreement as of the date first written above.
CITY OF ST. HELENA Oscar Larson & Associates Consulting Engineers, Inc.
By: By:
Anil Comelo
City Manager Its:
Printed Name:
Approved as to Form:
By:
Ethan Walsh
City Attorney
Agenda Item #9.17.
14 EXHIBIT A
Scope of Services
Agenda Item #9.17.
Agenda Item #9.17.
Agenda Item #9.17.
Agenda Item #9.17.
Agenda Item #9.17.
Napa Intertie Pump Station (Rutherford) Replacement
Category
Project Rutherford Pump Station, 1851 St
Helena Hwy.
Water
Project No: W24-02
Public Works
Location:
Responsible
Department:
2025-26 2026-27 2027-28 2029-30
PROJECT
TOTAL
EXPENDITURES
(Thousands of Dollars)
2028-29
Continued
Approp.
Exp/Enc as
of
2/28/2025
3110 - Design 2,522,780 2,522,780
3150 - Construction Management 637,220 637,220
3160 - Construction Contract 9,000,000 9,000,000
3170 - Contingency 960,000 960,000
10,597,22
0 EXPENDITURE TOTALS 2,522,780 13,120,000
FUNDING SOURCES
763-Water Capital Improvement - Bond 1,022,780 1,287,571 2,310,351 763-Water Capital Improvement -
Grant/Interagency Fund
1,500,000 1,500,000
999-Unidentified 9,309,649 9,309,649
10,597,22
0 FUNDING TOTALS 2,522,780 13,120,000
EXPENDITURE ACCOUNTS: 763-5030-
STATUS: Coordinating with Design Engineer for updated proposal PRIORITY: High
PROJECT PURPOSE & DESCRIPTION:
The Napa Intertie Pump Station (Rutherford) Replacement Project involves the construction of a permanent pump station to replace the existing temporary structure located at 1851 St. Helena Hwy. This facility is a critical water supply asset that supports regional water conveyance between the City of Napa and St. Helena.
PROJECT NOTES: •FY24 - Project includes design and construction of a permanent pump station to support long-term operations. Total estimated project cost: $13.1M. -Awarded 1.5M in DWR grant funding through advocacy by Senator Bill Dodd. •FY25 - Budget updated to reflect escalated construction values and projected Water Bond Funding. -Reinstituted 50% PG&E cost share for design elements.
-Plan to execute updated PSA in FY25 Q2.
-PSA with Oscar Larson presented to City Council on June 24,2024. •FY26 - Authorization of full design anticipated in FY25 Q4. 55 Agenda Item #9.17.
Agenda Report to the City Council
Agenda Section: PUBLIC HEARINGS
Department: Planning
DATE: June 24, 2025
FROM: Martin Beltran, Finance Manager, Maya DeRosa,
Community Development Director
SUBJECT: Approval of a Resolution adopting new Planning Fees in response to new planning application types.
RECOMMENDED
ACTION:
Staff recommends approval of the attached resolution
adopting the new planning application fees, which will take effect on September 1, 2025.
PREVIOUS COUNCIL
ACTION:
None.
STATEMENT OF THE
PURPOSE:
To adopt new Planning Fees to be added to Master Fee
Schedule.
FINANCIAL IMPACT: Adopting the Planning User Fee Study report does not have a direct financial impact. Implementing the new
planning fees will have minimal fiscal impact, as the
proposed change primarily affects the methodology used
to assess and collect these fees.
BACKGROUND:
In October 2023, the City Council adopted a comprehensive update to the zoning code.
As part of that update, a number of new planning approval types were added in order to provide administrative permit approvals to streamline review processes, such as the Minor Use Permit application. Additionally, the Historic Preservation (HP) Overlay zone was expanded and a preservation ordinance adopted which included adding new properties to the HP Overlay as well as a process to remove properties from the HP Overlay (de-list).
Since the adoption of the zoning code, the City has only been able to charge a deposit for these applications that are currently not included on the Master Fee Schedule. Now that the City is near going "live" with the new paperless online permit software, it is important that each online application have a set fee so customers can easily select an application and pay online without the need to have a lump sum collected and time tracking by employees. The adoption of the proposed resolution addresses this need.
DISCUSSION:
The Resolution would adopt new planning application fees for certain planning applications and review processes incorporated into the Zoning Code for which specific application fees have not been established. The permits/approvals for which fees will be established include the following: Certificate of the Extent of Legal Non-Conforming Agenda Item #10.1.
Use; Density Bonus; Historic Demolition Permit; Historic Overlay—New; Historic Overlay—De-list; Preliminary Housing Development; Minor Use Permit; Minor Modifications; Sidewalk Dining Permit; Pre-Zoning for Annexation; Reestablishment of an Abandoned Non-Conforming Use; Urban Lot Split; and Zoning Compliance Request.
The fees established by this Resolution are reasonably related to the fee associated with city staff time to process planning applications in the City of St. Helena.
Government Code sections 66000 et seq. empower the City to impose fees and other exactions to provide necessary public facilities required to mitigate the negative effects of new development projects, and the proposed fees (see attached Planning User Fee Study, page 10) and is based upon the information contained in the fee estimate report prepared by a third-party consultant.
ENVIRONMENTAL REVIEW: None.
GOAL:
Goal 1: Strengthen Financial Sustainability
DOCUMENTS ATTACHMENTS:
Resolution - Planning User Fee Study
St Helena Planning Fee Report v2
Agenda Item #10.1.
CITY OF ST. HELENA
RESOLUTION NO. 2025-__
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ST.
HELENA ADOPTING NEW PLANNING APPLICATION FEES FOR
CERTAIN PLANNING APPLICATIONS AND REVIEW PROCESSES
INCORPORATED INTO THE ZONING CODE FOR WHICH SPECIFIC
APPLICATION FEES HAVE NOT BEEN ESTABLISHED.
RECITALS
A. On October 24 2023, the City Council adopted a comprehensive update to the zoning code. As part of that update, a number of new planning approval types were added in order to provide administrative permit approvals to streamline review processes; and
B. The City seeks to adopt new planning application fees for certain planning applications and review processes incorporated into the Zoning Code for which specific application fees have not been established; and
C. The permits/approvals for which fees will be established include the following:
Certificate of the Extent of Legal Non-Conforming Use; Density Bonus; Historic Demolition Permit; Historic Overlay—New; Historic Overlay—De-list; Preliminary Housing Development; Minor Use Permit; Minor Modifications; Sidewalk Dining Permit; Pre-Zoning for Annexation; Reestablishment of an Abandoned Non-Conforming Use; Urban Lot Split; Zoning Compliance Request; and
D. The fees established by this Resolution is reasonably related to the fee associated with city staff time to process planning applications in the City of St. Helena; and
E. Government Code sections 66000 et seq. empower the City to impose fees and other exactions to provide necessary public facilities required to mitigate the negative effects of new development projects, and the proposed fees and is based upon the information contained in the fee estimate report prepared by a third party consultant; and
F. A public notice was published on June 12, 2025, in the Napa Valley Register.
The proposed fee schedule, data indicating the amount of cost, or estimated cost, Agenda Item #10.1.
required to provide the service for which the fee or service charges are levied was made available for public review; and
G. Pursuant to California Government Code Section 6062, a general explanation of the hereinafter contained schedule of fees and charges has been published as required; and
H. All requirements of California Government Code Section 66016 are hereby found to have been complied with.
RESOLUTION
NOW, THEREFORE, the City Council of the City of St. Helena resolves as follows:
1. The City Council hereby approves “Planning User Fee Study Report” by Willdan Financial Services, attached hereto as Exhibit A.
2. Approves the establishment of new planning application fees for Certificate of the Extent of Legal Non-Conforming Use; Density Bonus; Historic Demolition Permit; Historic Overlay—New; Historic Overlay—De-list; Preliminary Housing Development; Minor Use Permit; Minor Modifications; Sidewalk Dining Permit; Pre-Zoning for Annexation; Reestablishment of an Abandoned Non-Conforming Use; Urban Lot Split; Zoning Compliance Request.
3. All fees listed in Planning User Fee Study will take effect on September 1, 2025.
Approved at a Regular Meeting of the St. Helena City Council on June 24, 2025, by the following vote:
Mayor Dohring:
Vice Mayor Deasy:
Council Member Barak:
Council Member Spadarotto:
Council Member Summers:
APPROVED: ATTEST:
Agenda Item #10.1.
_____________________________ _____________________________ Paul Jamison Dohring, Mayor Erika Opp, Acting City Clerk Agenda Item #10.1.
CITY OF ST HELENA
User Fee Study Report
April 2019
Planning User Fee Study
June 17, 2025
Agenda Item #10.1.
i Planning User Fee Study
TABLE OF CONTENTS
TABLE OF CONTENTS ............................................................................................................................. i Study Objective ................................................................................................................................... 1 Scope of the Study ....................................................................................................................................... 1 Project Approach and Methodology ..................................................................................................... 2 Conceptual Approach................................................................................................................................... 2 Fully Burdened Hourly Rates........................................................................................................................ 2 Methodology ................................................................................................................................................ 3 Reasons for cost increases/decreases over current fees............................................................................. 3 City Staff Contributions ................................................................................................................................ 4 St Helena User Fees.............................................................................................................................. 5 Cost Recovery............................................................................................................................................... 5 Impact on Demand (Elasticity) ..................................................................................................................... 5 Summary ...................................................................................................................................................... 5 Appendix A – Total Allowable Cost to be Recovered ............................................................................. 7 Appendix B – Fully Burdened Hourly Rates ........................................................................................... 8 Appendix C – Cost Recovery Analysis .................................................................................................... 9 Agenda Item #10.1.
1 Planning User Fee Study
Study Objective
As the City of St Helena seeks to efficiently manage limited resources and adequately respond to increased service demands, it needs a variety of tools. These tools provide assurance that the City has the best information and the best resources available to make sound decisions, fairly and legitimately set fees, maintain compliance with state law and local policies, and meet the needs of the City administration and its constituency. Given the limitations on raising revenue in local government, the City recognizes that a User Fee Study is a very cost-effective way to understand the total cost of services and identify potential fee deficiencies. Essentially, a User Fee is a payment for a requested service provided by a local government that primarily benefits an individual or group.
The total cost of each service included in this analysis is based on the full cost of providing City services, including direct salaries and benefits of City staff, direct departmental costs, and indirect costs from central service support. This study determines the full cost recovery fee for the City to provide each service; however, each fee is set at the City’s discretion, up to 100% of the total cost, as specified in this report.
The principle goal of the study was to help the City determine the full cost of the services that the City provides. In addition, Willdan established a series of additional objectives including:
Developing a rational basis for setting fees
Identifying subsidy amount, if applicable, of each fee in the model Ensuring compliance with State law
Developing an updatable and comprehensive list of fees Maintaining accordance with City policies and goals
The study results will help the City better understand its true costs of providing services and may serve as a basis for making informed policy decisions regarding the most appropriate fees, if any, to collect from individuals and organizations that require individualized services from the City.
Scope of the Study
The scope of this study encompasses a review and calculation of user fees charged by the Planning Department. The study involved the identification of existing and potential new fees, fee schedule restructuring, data collection and analysis, orientation and consultation, quality control, communication and presentations, and calculation of individual service costs (fees) or program cost recovery levels.
Agenda Item #10.1.
2 Planning User Fee Study
Project Approach and Methodology
Conceptual Approach
The basic concept of a User Fee Study is to determine the “reasonable cost” of each service provided by the City for which it charges a user fee. The full cost of providing a service may not necessarily become the City’s fee, but it serves as the objective basis as to the maximum amount that may be collected.
The standard fee limitation established in California law for property-related (non-discretionary) fees is the “estimated, reasonable cost” principle. In order to maintain compliance with the letter and spirit of this standard, every component of the fee study process included a related review. The use of budget figures, time estimates, and improvement valuation clearly indicates reliance upon estimates for some data.
Fully Burdened Hourly Rates
The total cost of each service included in this analysis is primarily based on the Fully Burdened Hourly Rates (FBHRs) that were determined for City personnel directly involved in providing services. The FBHRs include not only personnel salary and benefits, but also any costs that are reasonably ascribable to personnel. The cost elements that are included in the calculation of fully burdened rates are:
Salaries & benefits of personnel involved
Operating costs applicable to fee operations
Departmental support, supervision, and administration overhead Internal Service Costs charged to each department
Indirect City-wide overhead costs calculated through the Cost Allocation Plan These combined amounts reflect the actual cost associated with an hour of each worker’s time. The factors determined in the course of this study are shown in Appendix A.
The FBHRs calculated in this study are listed in Appendix B.
An important factor in determining the fully burdened rate is in the calculation of productive hours for personnel. This calculation takes the available workable hours in a year of 2,080 and adjusts this figure to account for calculated or anticipated hours’ employees are involved in non-billable activities such as paid vacation, sick leave, emergency leave, holidays, and other considerations as necessary. Dividing the full cost by the number of productive hours provides the FBHR.
The FBHRs are then used in conjunction with time estimates, when appropriate, to calculate a fees' cost based on the personnel and the amount of their time that is involved in providing each service.
Agenda Item #10.1.
3 Planning User Fee Study
Methodology
The method of analysis for calculating fees used in this report is the case study method (standard unit cost build-up approach). This approach estimates the actual labor and material costs associated with providing a unit of service to a single user. This analysis is suitable when City staff time requirements do not vary dramatically for a service, or for special projects where the time and cost requirements are easy to identify at the project’s outset. Further, the method is effective in instances when a staff member from one department assists on an application, service or permit for another department on an as-needed basis.
Costs are estimated based upon interviews with City staff regarding the time typically spent on tasks, a review of available records, and a time and materials analysis.
Reasons for cost increases/decreases over current fees
Within the fee tables in Appendix C, the differences are identified between the full costs calculated through the study and the fee levels currently in effect. The reasons for differences between the two can arise from a number of possible factors including:
Previous fee levels may have been set at levels less than full cost intentionally, based on policy decisions
Position staffing levels and the positions that complete fee and service activity may vary from when the previous costs were calculated
Personnel and materials costs could have increased at levels that differed from any inflationary factors used to increase fees since the last study
Changes in processes and procedures within a department, or the City as a whole Changes in the demand for services in a City may have also changed the staffing or cost structure of departments over time
Data Analysis
Department Interviews
Time Estimates
Labor Costs
Cost Allocation Plan
Building Cost Layers
Direct Services
Indirect Services
Department Overhead
City-Wide Overhead
Set Fees
Define the Full Cost of
Services
Set Cost Recovery Policy
Agenda Item #10.1.
4 Planning User Fee Study
City Staff Contributions
As part of the study process, Willdan received tremendous support and cooperation from City staff, which contributed and reviewed a variety of components to the study, including:
Budget and other cost data
Staffing structures
Fee and service structures, organization, and descriptions Direct and indirect work hours (billable/non-billable) Time estimates to complete work tasks
Review of draft results and other documentation
A User Fee Study requires significant involvement of the managers and line staff from the departments— on top of their existing workloads and competing priorities. The contributions from City staff were critical to this study. We would like to express our appreciation to the City and its staff for their assistance, professionalism, positive attitudes, helpful suggestions, responsiveness, and overall cooperation.
Agenda Item #10.1.
5 Planning User Fee Study
St Helena User Fees
Cost Recovery
The cost recovery models, by department/division fee type, are presented in detail in Appendix C. Full cost recovery is determined by summing the estimated amount of time each position (in increments of minutes or hours) spends to render a service. Time estimates for each service rendered were predominately determined by Willdan and City Staff through a time and materials survey conducted for each department/division fee included in the study. The resulting cost recovery amount represents the total cost of providing each service. The City’s current fee being charged for each service, if applicable, is provided in this section, as well, for reference.
It is important to note that the time and materials survey used to determine the amount of time each employee spends assisting in the provision of the services listed on the fee schedule is essential in identifying the total cost of providing each service. Specifically, in providing services, a number of employees are often involved in various aspects of the process, spending anywhere from a few minutes to several hours on the service.
The principle goal of this study was to identify the cost of City services, to provide information to help the City make informed decisions regarding the actual fee levels and charges. The responsibility to determine the final fee levels is a complicated task. City staff must consider many issues in formulating recommendations, and the City Council must consider those same issues and more in making the final decisions.
City staff assumes the responsibility to develop specific fee level recommendations to present to the City Council. Unfortunately, there are no hard and fast rules to guide the City, since many of the considerations are based on the unique characteristics of the City of St Helena, and administrative and political discretion.
However, in setting the level of full cost recovery for each fee, one should consider whether the service solely benefits one end user or the general community.
Impact on Demand (Elasticity)
Economic principles of elasticity suggest that increased costs for services (higher fees) will eventually curtail the demand for the services; whereas lower fees may spark an incentive to utilize the services and encourage certain actions. Either of these conditions may be a desirable effect to the City. However, the level of the fees that would cause demand changes is largely unknown. The Cost of Service Study did not attempt to evaluate the economic or behavioral impacts of higher or lower fees; nevertheless, the City should consider the potential impacts of these issues when deciding on fee levels.
Summary
If the City’s principal goal of this study were to maximize revenues from user fees, Willdan would recommend setting user fees at 100% of the full cost identified in this study. However, we understand that revenue enhancement is not the only goal of a cost of service study, and sometimes full-cost recovery is not needed, desired, or appropriate. Other City and departmental goals, City Council priorities, policy Agenda Item #10.1.
6 Planning User Fee Study
initiatives, past experience, implementation issues, and other internal and external factors may influence staff recommendations and City Council decisions. In this case, the proper identification of additional fees related to new planning applications was the primary objective of this study. City staff has reviewed the full costs and identified the “recommended fee levels” for consideration by City Council. The attached Appendix C detail these unit fees individually.
The analysis of Planning Services relied primarily upon a standard unit cost build-up approach, whereby we determined the reasonable cost of each fee occurrence using staff time to recover the direct cost of staff and the pro-rata share of departmental costs, including indirect costs for City Central Services. Willdan then compared the calculated full cost against the current fee amount to determine, if charged, whether the current fee is recovering the costs associated with the requested service. Many fees also contain a deposit aspect to allow for more precise accounting of costs on a project by project basis. This fee format allows for the establishment of flat fee deposit amounts to be collected and invoiced against to recover the actual cost involved with providing services. Deposits are set at reasonable levels based on staff experience and estimation. Staff has provided suggested fee levels to achieve close to full cost recovery as detailed in Appendix C. As a result, there would be:
12 new fees will be added, and;
2 fees would remain as currently set.
Agenda Item #10.1.
7 Planning User Fee Study
Appendix A – Total Allowable Cost to be Recovered
Below are the total allowable costs that may be recovered through User Fees; however, only a percentage of the total cost is realized as staff doesn’t just work on services related to User Fees, but also works on an array of other City functions during the operational hours of the City. The amounts listed below will not reconcile to City budgets as costs that should not be included in overhead for personnel in the application of determining fully burdened hourly rates were excluded. Examples of these costs are capital, debt, monetary transfers, passthrough contract costs, and any other costs that is charged directly to the service requestor.
City of St Helena- User Fee
Overhead Rate Calculations
Department
Salaries &
Benefits
Maintenance &
Operations
Direct
Overhead
%
Indirect
Allocation
%
42: City Manager 1,398,142 351,854 25% 0%
43: Finance 751,003 378,329 50% 0%
45: Planning/Building 997,118 501,558 50% 38%
46: Library 773,363 229,500 30% 42%
47: Parks & Recreation 630,463 478,636 76% 62%
48: Fire 2,182,784 338,554 16% 37%
49: Police 3,905,343 190,529 5% 31%
50: Public Works 1,653,718 1,374,081 83% 40%
Agenda Item #10.1.
8 Planning User Fee Study
Appendix B – Fully Burdened Hourly Rates
Below are fully burdened hourly rates of staff positions that provide for the services detailed in Appendix C. The FBHRs were used to determine the full cost of each service. They include the salary and benefit costs for each position as well as all applicable overhead amounts for each position. For any user fee service request that is outside the scope of the fees detailed in Appendix C, or for services for which there is no fee currently set, the City can charge up to the full cost of the FBHR for personnel involved.
City of St Helena- User Fee
Fully Burdened Hourly Rate Calculation
Department Position
Fully Burdened
Hourly Rate
Planning Rate $266.52
43: Finance Finance - Accounting Technician I $108.45
48: Fire Fire - Fire Inspector $160.02
45: Planning/Building Plng/Bldg - Associate Planner $211.63 45: Planning/Building Plng/Bldg - Chief Building Official $324.77 45: Planning/Building Plng/Bldg - Community Development Director $439.69 45: Planning/Building Plng/Bldg - Permit Technician I $149.52 45: Planning/Building Plng/Bldg - Permit Technician III $180.91 45: Planning/Building Plng/Bldg - Senior Planner $292.59 49: Police Police - Police Chief $304.66
50: Public Works PW - Engineering Technician $208.10
Agenda Item #10.1.
9 Planning User Fee Study
Appendix C – Cost Recovery Analysis
The following tables provide the results of the analysis, resulting full cost recovery amount, and recommended fees. For fees in which the full cost, existing fee and suggested fee is listed as “NA”, the amount or percentage was not calculable based on cost data or variable fee structure. This is most common when either the current or the suggested fee includes a variable component that is not comparable on a one to one basis, a full cost was not calculated (for penalties and fines), or when there is not a current fee amount to compare against.
Agenda Item #10.1.
PLANNING
# Description Current Fee/Charge Notes Full Cost Subsidy % Suggested Fee Fee Δ 1 Art Mural Permit No fee required NA NA No fee required $02 Certificate of the Extent of Legal Non-Conforming Use New Deposit $12,101.04 0% $12,101.00 NA3 Density Bonus New Deposit $14,222.70 0% $14,222.00 NA4 Historic Demolition Permit New Deposit $12,903.89 0% $12,903.00 NA6 Historic Overlay- De-list New Deposit $15,915.75 37% $10,000.00 NA7 Preliminary Housing Development No fee required NA NA No fee required $08 Minor Use Permit New $3,795.29 0% $3,795.00 NA9 Minor Modifications New Deposit $5,064.40 0% $5,064.00 NA10 Sidewalk Dining Permit New $946.99 0% $946.00 NA11 Pre-Zoning for Annexation New Deposit $19,308.31 0% $19,308.00 NA12 Reestablishment of an Abandoned Non-Conforming Use New Deposit $6,425.16 0% $6,425.00 NA13 Urban Lot Split New $12,020.50 0% $12,020.00 NA14 Zoning Compliance Request New $1,308.80 0% $1,308.00 NA 10 5 Historic Overlay- New New Deposit $15,915.75 37% $10,000.00 NA Agenda Item #10.1.
27368 Via Industria, Suite 200
Temecula, California 92590-4856
800.755.6864 | Fax: 888.326.6864
951.587.3500 | Fax: 951.587.3510
www.willdan.com
Agenda Item #10.1.
New Planning Fees for
Adoption
June 24, 2025
Agenda Item #10.1.
Background
• New zoning code created new
processes (many for permit
streamlining) requiring creation
of new applications and fees
• City contracted with Willdan to
help the City determine the
suggested fees based on staff
time and hourly rates
• City is looking to automate the
payment process with online
submittals going live this
summer and desires to have the
planning fees formally adopted
Agenda Item #10.1.
Planning User Fee Worksheet with
Suggested Fees and Amendments
Agenda Item #10.1.
Recommended Action
Approval of resolution adopting the new planning
application fees with the amended fees noted in the staff presentation which will take effect on September 1, 2025.
Agenda Item #10.1.
Questions?
Agenda Item #10.1.
Agenda Report to the City Council
Agenda Section: PUBLIC HEARINGS
Department: Finance
DATE: June 24, 2025
FROM: Martin Beltran, Finance Manager
SUBJECT: Introduction and Waive of First Reading of Ordinance Reimplementing Penalties for Delinquent Water and
Sewer Bills
RECOMMENDED
ACTION:
Adoption by title only and waive the first reading of the proposed Ordinance amending Sections 13.04.100 and
13.04.130 of Article 1, Chapter 13.04, Title 13 of the St.
Helena Municipal Code and Section 13.20.020 of Chapter
13.20, Title 13 of the St. Helena Municipal Code regarding procedures for delinquent water bills and provisions for the disconnection of water service, and procedures for
handling delinquent sewer accounts.
PREVIOUS COUNCIL
ACTION:
5/13/2025 - City Council conducted and approved the first reading of the proposed Ordinance regarding changes to
utility billing cycle for water service and sewer service from bi-monthly to monthly billing, revise the bill due date provisions, and eliminate references to delinquency
penalties.
5/27/2025 - City Council adopted an Ordinance regarding changes to utility billing cycle for water service and sewer service from bi-monthly to monthly billing, revise the bill due date provisions, and eliminate references to
delinquency penalties.
STATEMENT OF THE
PURPOSE:
To update delinquency penalties.
FINANCIAL IMPACT: The estimated annual impact is an approximately $45,000 increase in water revenues and $21,000 in wastewater
revenues as a result of implementing penalties assessed on delinquent bills.
BACKGROUND:
On May 27, 2025, the City Council adopted an ordinance that proposed changes to the utility billing cycle for water service and sewer service from bi-monthly to monthly billing, revised the bill due date provisions from 30 days to 21 days, and eliminated references to delinquency penalties from the City’s Municipal Code. During deliberation, however, the Council determined that rather than removing the penalties entirely, the preferred Agenda Item #10.2.
approach would be to extend the timeline for assessing such penalties—from 30 days to 60 days following the statement date.
At that meeting, the Council proceeded with adopting the ordinance as originally presented and directed staff to return with a separate item to reinstate the delinquency penalties with the revised 60-day timeframe. In accordance with that direction, staff is now bringing forward the recommended Ordinance amendment to Title 13 of the City’s Municipal Code for Council consideration, which re-establishes the delinquency penalty provisions.
DISCUSSION:
The former version of the City’s municipal code stated that utility bills for water and wastewater services were considered delinquent thirty (30) days after the bill date.
Enforcement measures for delinquent accounts included:
A delinquency penalty of ten percent (10%) of the outstanding amount at the time of delinquency.
An interest charge of one percent (1%) per month, or fraction thereof, on the delinquent balance, calculated from the original delinquency date until paid in full.
The proposed ordinance extends the delinquency threshold from 30 to 60 days following the bill date before these penalties are assessed. Upon failure of any consumer billed or the owner of any premises to pay any water service charge prior to the delinquency, the following action or actions shall be taken by the city to enforce such payment after such bill becomes delinquent:
1. If a payment by a customer has been delinquent for at least sixty (60) days:
a. Impose a penalty for delinquency of ten percent (10%) of the amount then delinquent;
b. Assess interest in the amount of one percent per month or fraction thereof on the amount delinquent from the date on which the bill remittance first became delinquent until paid;
This change offers additional time for customers to bring their accounts current while still encouraging timely payments.
The proposed changes aim to:
Promote timely payment of utility bills;
Establish consistent and fair consequences for late payment; Reduce the financial burden of delinquent accounts on the City’s utility funds and ratepayers;
Allocate interest and penalty revenue to support customer assistance programs, such as the CARES subsidy.
Agenda Item #10.2.
The City will continue to encourage timely payments and offer structured payment plans to help customers stay current on their account.
Senate Bill No. 998 - Discontinuation of residential water service Senate Bill No. 998 requires all public water systems to have a written policy on water service discontinuation for nonpayment. The City will continue to follow State policies, such as SB 998 (Water Shutoff Protection Act), which emphasizes customer protection.
For consistency, staff is proposing to update P‐FI‐0019 Policy Disconnection of Water Service for Nonpayment (Attachment B) to align with the proposed ordinance amendments.
ENVIRONMENTAL REVIEW: N/A
GOAL:
Goal 1: Strengthen Financial Sustainability
Goal 7: Enhance Organizational Effectiveness
DOCUMENTS ATTACHMENTS:
Attachment A - Ordinance Amending UB Past Due Fees
Attachment B - P-FI-0019 Discontinuation of Water Service for Non-Payment - Redline Agenda Item #10.2.
ORDINANCE NO. _______
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF ST.
HELENA, CALIFORNIA, AMENDING SECTION 13.04.130 OF ARTICLE 1, CHAPTER 13.04, TITLE 13 OF THE ST. HELENA MUNICIPAL CODE AND SECTION 13.20.020 OF CHAPTER 13.20, TITLE 13 OF THE ST.
HELENA MUNICIPAL CODE REGARDING PROCEDURES FOR
DELINQUENT WATER BILLS AND PROVISIONS FOR THE
DISCONNECTION OF WATER SERVICE, AND PROCEDURES FOR
HANDLING DELINQUENT SEWER ACCOUNTS.
WHEREAS, Chapter 13.04.130.D (Enforcement—Discontinuance of service upon delinquency) of the SHMC establishes the billing due date, procedures for delinquent water bills, and provisions for the disconnection of water service; and WHEREAS, SHMC section 13.20.020.C outlines the procedures for handling delinquent sewer accounts; and
WHEREAS, the City desires to amend SHMC section 13.04.130, and 13.20.020 to reinstate a penalty for delinquency of ten percent (10%) of the amount then delinquent if a customer’s payment has been delinquent for sixty (60) days or more; and WHEREAS, the City Council desires to approve the requested amendments to Section 13.04.130 of Article 1, Chapter 13.04, Title 13 of the St. Helena Municipal Code and Section 13.20.020, of Chapter 13.20, Title 13 of the St. Helena Municipal Code through approval of this Ordinance.
NOW THEREFORE, the City Council of the City of St. Helena does hereby ordain as follows:
SECTION 1. Recitals. The above recitals are incorporated as though set forth in this section.
SECTION 2. Amendment of Section 13.04.130 of Article 1, Chapter
13.04, Title 13 of the St. Helena Municipal Code.
Section 13.04.130, subparagraph D of Article 1, Chapter 13.04, Title 13 of the St.
Helena Municipal Code are hereby amended to read as follows (new language is underlined, deletions are in strikeout):
13.04.130.D Failure to Pay Bill. Bills are due and payable upon presentation and delinquent after twenty-one days. Upon failure of any consumer billed or the owner of any premises to pay any water service charge prior to the delinquency, Agenda Item #10.2.
the following action or actions shall be taken by the city to enforce such payment after such bill becomes delinquent:
1. If a payment by a customer has been delinquent for at least sixty (60) days:
a. Impose a penalty for delinquency of ten percent (10%) of the amount then delinquent;
b. Assess interest in the amount of one percent per month or fraction thereof on the amount delinquent from the date on which the bill remittance first became delinquent until paid;
c. The city may disconnect the premises from the water system for nonpayment of water bills following proper notice. Water shutoff shall occur consistent with the disconnection of water service for nonpayment policy adopted by a resolution of the city council;
2. Cause an action at law to be brought on behalf of the city against the person responsible for payment of such bill to recover the amount of such bill and the cost of such action including reasonable attorney fees incurred in an amount fixed by the court;
3. Any person wishing to appeal penalties and interest imposed in this section shall adhere to provisions in accordance with Section 13.04.180, Appeals.
SECTION 3. Amendment of Section 13.20.020 of Chapter 13.20, Title 13 of the St. Helena Municipal Code.
Section 13.20.020, subparagraph C of Chapter 13.20, Title 13 of the St. Helena Municipal Code is hereby amended to read as follows (new language is underlined, deletions are in strikeout):
C. Failure to Pay Bill. Bills are due and payable upon presentation and delinquent after twenty-one (21) days. Upon failure of any consumer billed or the owner of any premises to pay a sewer charge prior to the delinquency, the following action or actions shall be taken by the city to enforce such payment after such bill becomes delinquent for at least sixty (60) days:
1. Impose a penalty for delinquency of ten percent (10%) of the amount then delinquent;
2. Assess interest in the amount of one percent per month or fraction thereof on the amount delinquent from the date on which the bill first became delinquent until paid;
3. At the city’s election, cause an action at law to be brought on behalf of the city against the person responsible for payment of such bill to recover the amount of Agenda Item #10.2.
such bill and the cost of such action, including reasonable attorney fees incurred in an amount fixed by the court.
4. Any person wishing to appeal penalties and interest imposed in this section shall adhere to provisions in accordance with Section 13.04.180, Appeals.
SECTION 4. 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 5. 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 6. Effective Date. This ordinance shall take effect and be enforced on September 1, 2025, and a summary of this ordinance shall be published once with the names of the members of the Council voting for and against the ordinance in the St.
Helena Star, a newspaper of general circulation published in the City of St. Helena.
THE FOREGOING ORDINANCE was introduced at a regular meeting of the St. Helena City Council on the 24th day of June 2025, and was adopted at a regular meeting of the St. Helena City Council on the ____th day of _____, 2025, by the following vote:
Mayor Dohring: _____
Vice Mayor Deasy: _____
Councilmember Barak: _____
Councilmember Spadarotto: _____
Councilmember Summers: _____
Agenda Item #10.2.
APPROVED:
_______________________________
Paul Jamison Dohring, Mayor
ATTEST:
CITY OF ST. HELENA
___________________________________
Erika Opp, Acting City Clerk
I, ERIKA OPP, ACTING 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 , 2025. That thereafter said Ordinance was duly adopted and passed at a regular meeting of the City Council on the day of , 2025, by the following vote:
Mayor Dohring: _____
Vice Mayor Deasy: _____
Councilmember Barak: _____
Councilmember Spadarotto: _____
Councilmember Summers: _____
Agenda Item #10.2.
Policy
Disconnection of Water Service for
Nonpayment
City of St. Helena
Policy
Finance Page 1 of 6
Policy # P-FI-0019
Revision # Release
Implementation Date Immediate
Title:
Disconnection of Water
Service for Nonpayment Last Update Date 2020-04-28
Approval by City Council Resolution 2020-39 Date Approved 2020-05-12 I. Purpose, Overview, and Scope of this Policy
The City of St. Helena is committed to ensure sound financial practices, proper controls over revenues and general oversight. The Finance Department is committed to providing best practices in developing efficient revenue management programs. This policy establishes a minimum standard to be upheld and enforced by all City of St. Helena’s employees.
The purpose of the Disconnection of Water Service for Nonpayment Policy sets forth guidelines that govern the Senate Bill No. 998 (Water Shutoff Protection Act) for interruption of water service for non-payment of unpaid bills for residential water service. Furthermore, this policy is intended to supersede any other prior policies.
II. Authority
Updates to this policy require City Council approval.
III. Policy
On September 28, 2018, Senate Bill No. 998 (Water Shutoff Protection Act) was passed which imposes new requirements for shutting off residential water service for unpaid bills effective April 2020. This will outline the procedure of enforcement once water/wastewater bills are delinquent after sixty (60) days.
1. Definitions
a. “Residential” means all living or dwelling units (as defined by the Uniform Building Code) of a permanent, rather than transient, nature, including but not limited to single-family residences, apartments, mobile homes, manufactured homes, duplexes, townhouses, apartment buildings and condominiums. A “dwelling unit” shall be defined as any structure containing sleeping, eating, cooking and sanitation facilities. b. “Customer” means the person responsible for paying each water and/or wastewater service account on the water distribution system, both inside and outside city limits, of the water enterprise owned by the city of St. Helena.
c. “Owner” means the legal property owner of a parcel.
d. “Tenant” means the leaseholder of a house, apartment, condominium or similar residential dwelling OR the owner of an individual mobile/manufactured home.
Agenda Item #10.2.
2. Rules and Regulations Generally
a. Bills for water and/or water waste charges will be invoiced by the City on a bi-monthly basis. Invoices will be prepared after the 10th of each month, but no later than the 15th of each month.
b. All bills are due within thirty twenty-one (3021) days from the date of billing.
3. Responsibility for payment of charges
a. All water charges shall be billed to the person making application for water service, unless requested by the owner to be billed differently. Where allowed by law, all shall be the responsibility of the owner of the premises upon which the charges fixed are levied and assessed or their successor in interest.
4. Enforcement – Penalty & Interest upon delinquency (after 30 days) a. Bills delinquent after thirty (30) days. Upon failure of any customer billed or the owner of any premises to pay any water and/or wastewater service charge prior to delinquency, the following action or actions shall be taken by the City. i. Impose a penalty for delinquency of ten percent (10%) on the amount delinquent.
ii. Assess interest in the amount of one percent (1%) per month or fraction thereof on the amount delinquent from the date on with the bill remittance first became delinquent until paid.
4. Enforcement – Reminder notice of delinquency (after 45 days) a. Bills delinquent after forty-five (45) days upon failure of any customer billed or the owner of any premises to pay any water and/or wastewater service charge prior to delinquency, the following action shall be taken by the City. i. Customers will receive a reminder notice by mail for the amount delinquent, which will include a Hardship Agreement form to set up a payment plan if needed.
5. Enforcement – Penalty & Interest upon delinquency (after 60 days) a. Bills delinquent after sixty (60) days. Upon failure of any customer billed or the owner of any premises to pay any water and/or wastewater service charge prior to delinquency, the following action or actions shall be taken by the City. i. Impose a penalty for delinquency of ten percent (10%) on the amount delinquent.
ii. Assess interest in the amount of one percent (1%) per month or fraction thereof on the amount delinquent from the date on with the bill remittance first became delinquent until paid.
6. Enforcement – Final Notice of delinquency (after 60 days) a. Bills delinquent after sixty (60) days upon failure of any customer billed or the owner of any premises to pay any water and/or wastewater service charge prior to delinquency, the following action or actions shall be taken by the City to enforce such payment after such bill became delinquent.
Agenda Item #10.2.
i. Customers will receive a reminder notice by mail for the amount delinquent. In addition, a copy of the letter will be left at the service address in a prominent and conspicuous location. This will include:
1. The customer’s name and address.
2. The amount of the delinquency.
3. The date by which payment or arrangement for payment is required to avoid discontinuation of residential service.
4. The procedure and form to file for a Hardship Extension Request (Payment Plan).
a. 12 months is the maximum breakdown of payments allowed. b. These payments must be made in addition to any future water bills due.
c. No penalties or interest will accrue if the payment terms defined are met.
d. Failure to meet the terms of the agreement could result in disconnection of the premises from the water system for nonpayment and/or could cause action at law to be brought on behalf of the City against the person responsible for payment of such bill to recover the amount of such bill and the cost of such action including reasonable attorney fees incurred in an amount fixed by the court.
5. The procedure and form to file for an Appeal with City Council. a. All forms are to be given to the City Clerk or designee for review and tracking.
b. The City Manager has the authority to resolve specified appeals up to $2,000.00. The City Council has the authority to resolve appeals over $2,000.00.
c. Service will not be interrupted while the appeal is pending d. No penalties or interest will accrue while the appeal is pending.
6. The telephone number of the City of St. Helena Water Department representative who can provide additional information or institute arrangements for payments.
b. Notice to Tenants. If there is a landlord-tenant relationship between residential occupants and the owner, manager, or operator of the property, the City shall also make reasonable, good faith effort to inform the occupants, by means of written notice, when the water service account is in arrears and subject to disconnection. i. If tenants reside in a multi-unit complex served through a master meter, written notice shall be hung on the door of each residence. The written notice will advise the tenants/occupants that they have the right to become customers of the City of St. Helena without being required to pay the amount due on the delinquent account, as long as they are willing to assume financial responsibility for Agenda Item #10.2.
subsequent changes for water service at the address(es) served by the mater meter. If one of more of the occupants are willing and able to assume responsibility for the subsequent charges for water service to the satisfaction of the City of St. Helena, or if there is a physical means legally available to the City, of selectively terminating service to those occupants who have not met the requirements for service, the City will make service available to the occupants who have met those requirements. Such notice shall be given at least 15 days before water service is shut off, in accordance with the following provisions. ii. If tenants reside in an individually metered residence, the written notice shall advise the tenants/occupants that they have the right to become customers of the City without being required to pay the amount due on the delinquent account, as long as they are willing to assume financial responsibility for subsequent charges for water service at that address. For the amount due on delinquent account to be waived, the tenant/occupant must provide verification of tenancy in the form of a rental agreement or proof of rent payments. Such notice shall be given at least 15 days before water service is shut off, in accordance with the following provisions.
c. Specified Properties not Subject to Disconnection. Properties that meet all the following requirements are not subject to disconnection:
i. The customer, or tenant of the customer, submits to the City a primary care provider certification, as defined in Welfare and Institutions Code section 14088(A)(1)(b), such as that discontinuation of service would be life threatening to, or pose a serious threat to the health and safety of, a resident of the premises where the service is provided.
ii. The customer demonstrates that they are financially unable to pay for the service within the City’s normal billing cycle. A customer may be deemed financially unable to pay if:
1. Any member of the customer’s household is a current recipient of CalWORKs, Cal Fresh, general assistance, Medi-Cal, Supplemental Security Income/State Supplementary Payment Program, or California Special Supplemental Nutrition Program for Women, Infants and Children; or
2. The customer declares that the household’s annual income is less than 200 percent of the federal poverty level.
3. The customer is willing to enter into a Hardship Agreement consistent with the City’s written policies, with respect to all delinquent charges. d. Options for Specified Properties. Prior to discontinuation of water services for delinquent payment, properties that meet the requirements of subdivision 3 of this Agenda Item #10.2.
section shall be offered the option to apply for a Hardship Agreement for the unpaid balance consistent with the City’s Disconnection of Water Service for Nonpayment Policy.
e. Disconnection for Specified Properties. Properties on a Hardship Agreement may have water service discontinued if, after the City posted a notice that meets the requirements of Subdivision 1 of this section on the property at least 5 business days before discontinuation, the customer:
i. Fails to comply with a Hardship Agreement for delinquent charges for 60 days or more: or
ii. Does not pay current service charges for 60 days while on a Hardship Agreement for delinquent charges.
7. Enforcement – Discontinuance of Service upon delinquency a. Bills delinquent after seventy (70) days upon failure of any customer billed or the owner of any premises to pay any water and/or wastewater service charge prior to delinquency, the following action or actions shall be taken by the City. i. City Staff will make courtesy calls to the customer informing them if payment is not received their water service will be shut-off for non-payment. ii. The Finance Department will inform the Water Distribution department of each account to be shut-off for non-payment.
iii. If the Water Distribution department has been dispatched to shut-off water service, a shut-off fee shall be accessed to the fees that are due and payable. iv. Service will not be restored until full payment has been made or a Hardship Agreement has been approved by the Finance Director, or designee. v. Failure to pay can cause an action at law to be brought on behalf of the City against the person responsible for payment of such bill to recover the amount of such bill and the cost of such action including reasonable attorney fees incurred in an amount fixed by the court.
b. Disconnection While Awaiting Appeal. The City shall not discontinue water services while an appeal of a water bill from that residence is pending. c. Post-Termination Procedures. The City shall provide any disconnected customer with information on how to restore service.
8. Enforcement – Reconnection Fee
a. Reconnection of Service: In order to resume or continue service that has been disconnected for non-payment, the customer must pay a reconnection fee. The City will endeavor to reconnect service as soon as practicable but, at a minimum, will restore service before the end of the next working day following payment of any past due amount, delinquent fees attributable to the termination of service, and a deposit for reconnection of the account. Water service that is turned on by any person other than City personnel without City authorization may be subject to fines or additional charges Agenda Item #10.2.
or fees. Any damages that occur as a result of unauthorized restoration of service are the responsibility of the customer.
b. Reconnection of Service After Business Hours: Service restored after 4:00pm Monday through Friday, or on weekends or holidays will be charged an after-hours reconnection fee. Service will not be restored after regular business hours unless the customer has been informed of the after-hours reconnection fee and following payment of any past due amount, delinquent fees attributable to the termination of service, and a deposit for reconnection of the account. The after-hours reconnection fee is in addition to the regular reconnection fee and the late charge for a past due account. Customers requesting reconnection of service after business hours will contact the St. Helena Police Dispatch non-emergency number to arrange for payment of any past due amount, delinquent fees attributable to the termination of service, and a deposit for reconnection of the account.
Sometimes water service is discontinued because the service is a new account the City has not received a request to establish service. If service is being restored after regular business hours because the customer has yet to establish service, the customer must agree to contact the Water Department to establish service the next business day.
If service is discontinued for any reason not identified above, the customer is advised to contact the Water Department to resolve the issue as quickly as possible. No after-hours reconnection fee will be charged in this instance.
c. For customers who demonstrate they are financially unable to pay in accordance with this code section 13.04.30(E)(1), the reconnection fee shall be set at the actual cost of reconnection. Such reconnection fee shall not exceed $50 during normal operating hours or $150 during nonoperational hours.
Agenda Item #10.2.
From: Christopher J Warner
To: Public Comment; Erika Opp
Cc: Paul Dohring; Aaron Barak; Mandy Kellogg; Ethan Walsh; Anil Comelo; Martin Beltran; Mark Smithers; Garry Rose
Subject: Re: [External] Comments of Christopher Warner - Agenda Item 10.2, City Council Meeting, June 24, 2025 Date: Tuesday, June 24, 2025 9:11:17 AM
I appreciate City staff's quick work to restore routine interest and penalty provisions applicable to water and wastewater utility customers who do not pay their bills on time. I support the first reading of the proposed ordinance. However, I recommend that the restored penalties and interest requirements apply to any customer who is more than 30 days late in paying their bills, not the 60 days recommended by staff -- 30 days is a normal and routine time period for all similar late penalties and interest in the public and private sectors. Given the City's fiscal condition and the assumptions in our water utility cost of service studies that customers will pay interest and penalties if they fail to pay their bills on time -- and also given that it is not fiscally prudent for the City to give water utility customers a full 60 days of "interest and penalty free" loans to pay their otherwise due bills, the proposed ordinance should be amended to apply the interest and penalties to bills delinquent more than 30 days, not for the longer 60 day period.
This is not an issue of needy customers, who otherwise may be eligible for CARE subsidies.
Nor is it an issue of administrative burden or efficiency; the City's focus on fiscal efficiency should provide sufficient staff time and support to collect interest and penalties from utility customers on a timely basis who have no justified reason for failing to pay their bills to the City on time.
Again, thx for your consideration of timely restoring these fiscally prudent elements of our water and wastewater utility cost of service rates.
Chris Warner
1434 Grayson Avenue
415-309-9572
On Fri, May 23, 2025 at 4:01 PM Christopher J Warner <[email protected]> wrote:
Comments of Christopher Warner - Agenda Item 10.7, City Council Meeting, May 27, 2025 - Second Reading of Water and Wastewater Billing and Elimination of Interest and Penalties for Non-Payment Ordinance –
I respectfully oppose and ask the Council to reconsider the part of the proposed Water Billing ordinance that would repeal and eliminate any interest or penalties assessed against residential water and wastewater customers for non-payment of bills. Although stated by staff as needed to “improve equity,” the elimination is nothing of the sort, because it effectively incents and grants non-needy water customers interest free loans from other water customers, including needy customers, to avoid payment of their water bills for numerous months, with the City’s only remedy to file a legal action in court to recover the unpaid amounts after ruling on customer appeals of the threatened disconnection of their water service, at likely significant costs to the City. The permanent elimination of interest and penalties also would remove thousands of dollars available to the City to fund the City’s CARE program without needing to use General Funds which increase budget deficits. This use of such water customer penalty assessments, as well as customer interest payment assessments above those assumed in rates, would be Agenda Item #10.2.
consistent with Proposition 218, according to advice from the City attorney.
I understand the City staff may respond that it trusts our water customers will pay their bills on time, and not take advantage of the City’s interest-free and penalty-free loans available to customers who fail to pay on-time when interest and penalty assessments are eliminated.
However, the staff report confirms that the lost revenues to the City from eliminating non-payment interest and penalties would be at least $66,000 a year. And it may be more, once monthly billing is fully implemented – and how many of those penalized customers are non-low income customers who have no excuse for not paying their bills on time? Full disclosure: I myself have missed the due date on my water bill occasionally and paid penalties and interest, and not because I’m experiencing “temporary hardship” (other than forgetting to pay on time); and not because I am a “needy” customer needing to delay paying my bill for “equity” reasons.
I support moving to monthly water and wastewater billing; it makes sense, both financially and from the perspective of customers who are used to paying monthly bills for all utility services. I also support a reasonable funding level for the CARES program for needy, qualified customers—but paid for not out of General Fund budget deficits, but paid for from other water customers’ interest and penalty assessments who don’t pay their water bills on time.
Please delete the repeal and elimination of interest and penalty assessments applied to non-paying water customers from the proposed ordinance. In this time of budget deficits and financial risks, please don’t invite and encourage well-off water customers to delay or stop paying their water bills with interest-free loans from the City and other water customers.
Chris Warner
1434 Grayson Avenue
415-309-9572
The opinions expressed here are solely personal and my own, and not in my capacity as a volunteer or representative of the City in any capacity.
Agenda Item #10.2.
Agenda Report to the City Council
Agenda Section: NEW BUSINESS
Department: Public Works
DATE: June 24, 2025
FROM: Lesley Milton, Deputy City Manager
SUBJECT: Discussion and Direction Regarding the Use of Modular Housing Units at the Water and Wastewater Treatment
Plants for Staff Housing.
RECOMMENDED
ACTION:
Staff recommends that the City Council discuss and
provide direction regarding the installation of modular, premanufactured housing units at the Water Treatment
Plant (WTP) and Wastewater Treatment Plant (WWTP) to
support the recruitment and retention of staff and use
Water/Wastewater Enterprise Funds for this purpose.
PREVIOUS COUNCIL
ACTION:
None.
STATEMENT OF THE
PURPOSE:
To create workforce housing and reduce operations cost in the Water and Wastewater enterprises.
FINANCIAL IMPACT: The total cost of implementation is estimated at $486,000 ($324,000 utilizing Water Funds and $162,000 utilizing
General Fund).
BACKGROUND:
The City has had a mobile/manufactured home with living quarters at the Water Treatment Plant (WTP) which was manufactured in 1980. City Records indicate it had been rented at various times between 1989 and 2020 to various water treatment plant operators as employee housing. The City has historically faced challenges in recruiting and retaining certified water and wastewater operators due to:
1. Limited Availability of Certified Operators – Certified personnel are in short supply both regionally and statewide.
2. High Cost of Living in Napa Valley – Housing affordability significantly affects recruitment, particularly for critical operations staff.
These challenges continue to persist in today impacting our workforce climate. To address these challenges, staff has been exploring the feasibility of providing on-site modular housing to replace the dated mobile home and serve as a recruitment and retention incentive. A recent quote indicated that repairs to make this structure habitable would cost approximately $100,000. The City’s risk management firm has deemed the structure safe, if specific repairs are completed. Making the existing home not only safe, but an attractive incentive, will cost even more.
Agenda Item #11.1.
DISCUSSION:
Staff is recommending the council consider two different options:
1. Rehabilitate the Existing Modular Home at the WTP for approximately $100,000, providing housing for one staff member, ideally the Chief Plant Operator. Use of the home could be limited to enterprise-funded staff or made available to all City staff, depending on the funding source.
2. Remove and replace the existing trailer home at the WTP with two premanufactured units, offering housing for two staff members. Additionally, staff proposes exploring the installation of one modular unit at the Wastewater Treatment Plant (WWTP), where recruitment for the Chief Plant Operator has been especially difficult. Providing housing may help attract and retain full-time employees, reducing reliance on costly contract operators.
Proposed Housing Details:
Water Treatment Plant (Crystal Springs Road):
o Demolish and replace the dilapidated 2-bedroom trailer with two new premanufactured homes.
o Each unit:
<1,000 sq ft
1 bedroom, 1 bathroom, full kitchen
Fully electrified, compliant with California electrification mandates o Utility connections:
Electrical: Existing meter with sub-metering possible Existing leach field viability verification required (may require permitting though Napa County)
Foundation: Concrete pad or gravel block (gravel block minimizes permit and surface needs)
Wastewater Treatment Plant (1 Chaix Lane):
o Install one modular unit of similar specifications.
o No need for leach field, can connect directly to city sewer system o Electrical infrastructure improvements needed for connection, may be able to connect to existing panel but likely need new connection.
ESTIMATED COSTS AND NECESSARY STEPS:
There are several steps that would be required to prepare each site, acquire the units, place and connect them prior to staff being able to inhabit them. Below we have outlined the general list of major steps that will be required as well as a low and a high estimate of costs. Depending on a variety of factors, including the units selected and site placement, then other costs such as foundations and grading as well as connections, inspections and permitting can be finalized. Overall, below here is a general breakdown of steps and estimated costs.
Agenda Item #11.1.
Site Preparation Costs (Per Unit):
Item Low Estimate High Estimate
Site Survey & Permitting $3,000 $6,000
Foundation (Gravel vs
Concrete) $4,000 $15,000
Utility Connections $14,000 $31,000
Transportation & Installation $5,000 $10,000
Final Touches & Inspections $2,000 $5,000
Total Per Unit $28,000 $67,000
Prefabricated Home Cost Options:
Basic Model: $45,000 – $65,000
Mid-Range Model: $65,000 – $85,000
High-End Model: $85,000 – $120,000
Staff recommends that Council consider the long-term durability, sustainability, and overall aesthetic of the modular housing units when selecting the level of investment.
Opting for a higher-end model is likely to enhance the appeal of the units to employees and neighbors by ensuring the homes are visually compatible and of lasting quality.
Other Costs:
Shipping/Delivery: $5,000 – $15,000
Installation/Permitting: $10,000 – $20,000 (if not included in purchase) Examples of Sustainable, Pre-fabricated homes:
https://www.greenpoddevelopment.com/waterhaus/
https://s2amarketplace.com/products/haven-tiny-home
Summary of Estimated Costs:
Item Estimate (Per Unit)
Site Preparation & Permitting $28,000 - $67,000
Premanufactured Unit Cost $45,000 - $65,000
Delivery & Installation $15,000 - $30,000
Total Estimated Cost $88,000 - $162,000
FUNDING OPTIONS:
The funding source selected for this project will determine both the scope of eligible occupants for the proposed housing and compliance with regulatory requirements.
Agenda Item #11.1.
If the City chooses to utilize Water and Wastewater Enterprise Funds, the housing units may be restricted exclusively to staff whose salaries are charged to these enterprise accounts. This approach is legally permissible, as the housing would directly support the operational needs of the water and wastewater systems, providing essential personnel with on-site accommodations to ensure 24/7 readiness and service continuity.
Alternatively, if the project is funded through the General Fund, the housing may be made available to a broader pool of City employees, not limited to enterprise staff. In this case, the City would need to develop clear policies and procedures for determining eligibility, prioritization, and administration of the housing units to ensure transparency and fairness.
Staff also explored potential state, county, and federal funding sources, such as HOME, CDBG, or LIHTC. However, these programs require compliance with the Fair Housing Act and would not permit the City to limit occupancy to City employees. Housing funded by these sources would need to be open to all income-qualified members of the public and thus may not align with the City's goal of providing workforce housing specifically for City staff.
Given these considerations, staff seeks Council direction on whether to proceed with Enterprise Fund allocations for staff-restricted housing, or to allocate the use of General Funds for this opportunity.
BENEFITS:
Providing modular, premanufactured housing units for staff offers several strategic advantages for the City of St. Helena. Most notably, it directly supports the recruitment and retention of critical certified operators for both the Water and Wastewater Treatment Plants, as well as other positions that are increasingly difficult to fill due to regional labor shortages and the high cost of living in Napa Valley. By offering affordable, on-site housing, the City can make these roles more attractive to prospective employees, particularly those who might otherwise be unable to afford to live locally.
This initiative also addresses broader workforce housing shortages by creating purposebuilt accommodations tailored specifically to meet operational needs throughout the City. The presence of staff living on-site ensures that critical facilities can maintain 24/7 operational readiness, improving response times during emergencies, and providing added assurance of continuous service delivery to the community. Additionally, the rental structure creates a revolving fund model, where rental income helps replenish the initial investment, enabling sustainable future projects.
OTHER OPTIONS:
Agenda Item #11.1.
1. Rehabilitate the existing modular home at the Water Treatment Plant for $100,000.
Council could opt to repair the existing on-site modular unit, which has been vacant for several years. This would provide housing for one staff member, potentially at a lower initial cost compared to purchasing new units. However, it would limit the housing capacity to a single employee and may not provide the same long-term value or flexibility as installing new, sustainable units.
2. Direct staff to explore public-private partnerships for workforce housing.
Another alternative would be to initiate discussions with private developers or housing organizations to create workforce housing solutions through partnerships. This could potentially leverage private investment or grant opportunities, but would require additional time for negotiation and planning, and may limit the City’s control over occupancy criteria.
NEXT STEPS:
If Council choses to proceed with the housing strategy, staff would initiate a structured implementation plan to move forward with the proposed modular housing project. This will include several critical phases to ensure that the project is executed efficiently, costeffectively, and in compliance with all applicable regulations:
1. Proceed with Site Preparations, Permitting, and Vendor Selection Staff will begin detailed site assessments, including surveys and soil analysis, to determine the most suitable foundation type and exact placement of the modular units at both the Water and Wastewater Treatment Plant sites. Staff will also initiate the permitting process and concurrently, staff will engage in a formal procurement process to identify and select qualified modular housing vendors, with an emphasis on cost-effectiveness, sustainability, and compatibility with City needs.
2. Finalize Utility and Foundation Plans
Detailed plans for utility connections—including water, sewer, electrical, and potentially telecommunications—will be developed. These plans will take into account the specific infrastructure conditions at each site. Staff will also finalize foundation design, whether gravel block or concrete pad, based on Council direction and site conditions. Coordination with utility providers will be necessary to ensure timely installation and avoid service disruptions.
3. Develop Lease Agreements and Housing Policies
In parallel with site and construction preparations, staff will draft lease agreements outlining the rental terms, eligibility criteria, and responsibilities of both the City and the tenants. Policies governing the administration of the housing units—including prioritization for occupancy, duration of tenancy, and procedures for rent collection—will be developed to ensure transparency and fairness.
4. Return to Council with a Formal Budget and Purchasing Authorization Once the vendor has been selected and all costs have been finalized—including unit purchase, delivery, installation, and site preparation—staff will return to the Agenda Item #11.1.
City Council with a comprehensive budget for approval. This will include a request for formal purchasing authorization, along with a detailed timeline for project implementation and occupancy readiness.
5. Project Implementation and Monitoring
Following Council approval, staff will oversee the installation and connection of the modular units, including all necessary inspections and certifications for habitability. Once operational, staff will monitor occupancy, rental income, and maintenance needs, ensuring the housing units remain an effective recruitment and retention tool over time.
ENVIRONMENTAL REVIEW: This is not a project at this time.
GOAL:
Goal 1: Strengthen Financial Sustainability
Goal 3: Pursue Water Security & Sustainable Management of Water Resources Goal 6: Improve Employee Recruitment, Retention, & Morale Goal 7: Enhance Organizational Effectiveness
Agenda Item #11.1.
HOUSING OPTIONS FOR
WATER AND WASTEWATER
EMPLOYEES
City Council Meeting
June 24, 2025
Agenda Item #11.1.
WHY MODULAR
HOUSING?
• Recruitment & Retention:
Shortage of certified
operators statewide
• Housing Costs: Napa Valley
housing unaffordability limits
local workforce
• Emergency Readiness: On- site housing enables 24/7
support
Agenda Item #11.1.
EXISTING CONDITIONS
• Existing Mobile
home used for
staff housing
since the 1980s
• Vacant since
2020, requires
$100K in repairs
to be habitable
• Limited long- term value
compared to new
modular units
Agenda Item #11.1.
PROPOSED HOUSING
LOCATIONS
Water Treatment Plant
-Remove old trailer
-Install 2 modular units
- 1 bed/1 bath
- <1,000 sq ft
- Electrified
Wastewater Treatment Plant
-Install new 1 modular unit
-Direct sewer
connection/Subpanel to pump
house
Agenda Item #11.1.
HOUSING UNIT OPTIONS
Basic: $45K–$65K – 15 yrs – Industrial look
Mid-Range: $65K–$85K – 20+ yrs – Residential-compatible Higher-End: $85K–$120K – 30+ yrs – Premium finishes
Agenda Item #11.1.
ESTIMATED
TOTAL COSTS
(PER UNIT)
Site Prep & Permits: $28K–$67K
Unit Purchase:
$45K–$120K
Delivery & Install:
$15K–$30K
Total Estimated Cost:
$88K–$210K per unit
Agenda Item #11.1.
IMPLEMENTATION PHASES
1. Site Survey &
Permits
2. Manufacturer
Selection
3. Utility/Foundation
Design
4. Lease & Policy
Development
5. Council Budget
Authorization
6. Installation &
Monitoring
Agenda Item #11.1.
FUNDING
OPTIONS
Enterprise Funds:
Staff-restricted
housing, supports
operations
General Fund:
Broader eligibility,
requires policies
Grant Funds: Must
be open to public – not aligned with
goals
Agenda Item #11.1.
ADDITIONAL BENEFITS
• Supports 24/7 response at critical sites
• Reduces contract staffing costs
• Rental income can offset investment
• Shows City’s commitment to workforce
Agenda Item #11.1.
STAFF
RECOMMENDATION
• Install 3 units
(2 at WTP, 1 at WWTP)
• Fund $486,000:
$324,000/Water Funds
$162,000 General Fund
• Select High-Range
modular units
Agenda Item #11.1.
DECISION POINT #1: NUMBER OF UNITS
Rehabilitate
existing trailer
A
Install 2 units at
WTP
B
Install 2 units at
WTP + 1 at
WWTP
(Recommended)
C
Agenda Item #11.1.
DECISION POINT #3 – UNIT QUALITY
Basic Model
A
Mid-Range
Model
B
Higher-End
Model
(Recommended)
C
Agenda Item #11.1.
DECISION POINT #2 – FUNDING SOURCE
Enterprise
Funds
(staff- restricted)
A
General Fund
(broader use)
B
Mixed
Approach
(Recommended)
C
Agenda Item #11.1.
Agenda Report to the City Council
Agenda Section: NEW BUSINESS
Department: Finance
DATE: June 24, 2025
FROM: Martin Beltran, Finance Manager
SUBJECT: Appeal of utility bill by Dene Properties LLC
RECOMMENDED
ACTION:
Staff is seeking direction from City Council regarding the appeal. A single resolution with 3 options has been
provided for Council consideration/direction: (1) Deny the appeal; OR (2) Grant appeal for full refund; OR (3) Grant appeal for partial refund.
PREVIOUS COUNCIL
ACTION:
None
STATEMENT OF THE
PURPOSE:
Make a determination on the utility bill appeal made by Carl Dene.
FINANCIAL IMPACT: The financial impact is dependent on City Council action.
The total amount of the appeal is $4,673.86.
BACKGROUND:
Dene Properties LLC established a utility billing account for water and wastewater services on September 27, 2024. After receiving the first utility bill, Mr. Dene contacted the city to inquire about the charges on the billing statement. Through discussions with city staff, Mr. Dene learned that the charges on the bill were a result of the size of the water meter installed at the property. He was informed that he had the option to replace the meter with a different size.
On January 17, 2025, Mr. Dene submitted a water meter application to install a 5/8" water meter, downsizing from the existing 2" meter at the property.
On January 23, 2025, City staff completed the meter downsizing from a 2” to a 5/8” water meter.
Carl Dene filled an appeal to the City Council to waive $4,673.86 in charges incurred between September 27, 2024 and January 23, 2025 (Attachment 1).
DISCUSSION:
The City’s water rate structure consists of fixed water service charges (based on meter size) and tiered water volume rates (per hundred cubic feet [HCF] of water delivered).
For wastewater, commercial customers are charged a fixed service charge based on the size of the meter serving the connection and use charges based on billed water use.
Agenda Item #11.2.
The utility bills for Mr. Dene's account was calculated based on the 2” water meter that was connected at the property between September 27, 2024 and January 23, 2025.
During that period, the base service charges were applied in accordance with the City's adopted rate schedule for a 2” meter. The bi-monthly base charge for a 2” water meter is significantly higher than that of a 5/8” meter. The table below highlights the difference in cost:
Service 2" Meter Bi-Monthly Base
Fees 5/8" Meter Bi-Monthly Base Fees
Water $918.50 $146.34
Sewer $1,799.33 $260.54
As of January 23, 2025, the account has been updated to reflect a 5/8” water meter for both water and sewer base fees. The bi-monthly base charge for the 5/8” water meter is $146.34, and the sewer base fee is $260.54.
It is important to note that in similar situations the City has consistently only adjusted the rate as of the date the water meter/pipe resizing. Also, staff does not have the authority to retroactively adjust billings outside of the adopted rate structure. Charges assessed during a given billing period are based on the meter size installed and active during that time. Because a 2” meter was in place during the periods in question, the billed amounts accurately reflect the applicable rates in accordance with City policy and procedures.
Mr. Dene is asking for an appeal to the City Council for $4,673.86, which represents the difference in cost between the 2” and 5/8” meter base charges over the billing periods in question.
ENVIRONMENTAL REVIEW: N/A
GOAL:
Goal 1: Strengthen Financial Sustainability
Goal 4: Provide Effective Community Information & Opportunities for Engagement Miscellaneous/Other
DOCUMENTS ATTACHMENTS:
Attachment 1: Administrative Appeal Form
Attachment 2: Appeal Calculations
Attachment 3_ Resolution - C. Dene Administrative Appeal v1 Agenda Item #11.2.
Please complete all sections:
SECTION 1. APPELLANT INFORMATION:
Name: _______________________________________________ Phone #______________________ Appellant Representative: ________________________________ Phone #______________________ Mailing Address: ___________________________________________________________________ Email: ____________________________________________________________________________ SECTION 2. SUBJECT OF APPEAL
1. In accordance with the procedures set forth in the St. Helena Municipal Code, I hereby appeal the following matter:
__________________________________________________________________________ __________________________________________________________________________ __________________________________________________________________________
2. I discussed the matter with the following City staff member:
_________________________________________________ on ______________________ (Staff Member’s Name and Department) (Date)
City of St. Helena
Notice of Appeal Form
For City Use
Date Received _____________
By_______________________
Hearing Date______________
• Any person dissatisfied with any matter may appeal such final decision to the City Council. Only final decisions may be appealed to the City Council.
DO NOT use this Appeal Form for the following:
o Final decisions of the City Planner or a City Commission related to the enforcement or application of the St. Helena Municipal Code (SHMC) is governed by the appeal provisions of SHMC chapter 16.24.060. The Planning Appeal Form should be used for these types of appeals.
o Final decisions of the Building Official related to the enforcement or application of the construction codes adopted in SHMC Chapter 14.10 is governed by the appeal provisions contained in SHMC Chapter 14.10. The Application for Appeal before the Board of Appeals form should be used for these types of appeals. • Pursuant to the St. Helena Municipal Code appeals must be filed with the City Clerk. • The application for appeal shall state the matter being appealed, the identity of the appellant and their interest in the matter and shall set forth the reasons which, in the opinion of the appellant render the matter unjustified or inappropriate. • Following receipt of an application for appeal in proper form, a hearing date will be set. The appellant will be notified of the scheduled hearing date not less than 10 days prior to the hearing. • Following receipt of a timely application for appeal in proper form and the payment of the required fee, a hearing date will be set. The appellant will be notified of the scheduled hearing date not less than 10 days prior to the hearing.
Agenda Item #11.2.
2 SECTION 3. REASON FOR APPEAL (Supporting Evidence or Documents Attached) ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ Relief or action sought:
____________________________________________________________________________________ ____________________________________________________________________________________ I certify that the above statements are correct and that all accompanying documents are accurate.
Signed:
Signature (Appellant) Date
Signature (Appellant) Date
Agenda Item #11.2.
To Whom it may Concern,
I was asked very quickly and abruptly asked to turn the water service on at 1400 Oak Ave. because the past tenant had a due balance that was going to have the service terminated or turned off. My assumption at the time was they were working on some kind of payment arrangement but could not do that with the past due balance and keep the water on in their name. I was just told I needed to transfer the service right at that moment and because I had accounts with the water department already it was easy to use one of them to just transfer and turn it on.
The issue is when I was called, I was never given any information on the rates for the water and sewer.
When I received the first bill for almost $3000 without using water (I was under construction) I immediately called the office spoke to Elizabeth and asked what that bill was for and if that was a mistake and was if I was paying for the old tenant. She was very surprised as well and even confirmed with me on the phone this was only for one month, She said she was going to look into for me and get back to me. It took the office over a month to get back to me to tell me that it was not the past balance but because of the size water meter that was going to be the monthly bill. So in the time it took her to get back to me to let me know what was going on, more billings were racking up to the sum of $5700. at that time I was told I could opted for a new water meter and had it changed quickly, but nobody went over the rates before hand, and they didn’t even know what the rates were for when I called. I was working with Elizabeth on a credit for the difference for what it would have been based on the new meter size, she told me I needed to wait for a later bill to get all the correct rates and taxes to get this settled. While in the process waiting for this, Elizabeth left the city and so did my agreement with her. At this point Anil the city manager got involved and rejected the agreement that was made, He told me that he was not able to approve any discount for this and that it would need to go in front of city council.
Thanks
Carl Dene
Agenda Item #11.2.
From: Martin Beltran [email protected]
Subject: Utility Billing Account - 1400 Oak Avenue
Date: April 24, 2025 at 5:54 PM
To: carl dene [email protected]
Hi Carl,
Attached is an account history report for your utility billing account since September 2024 through the March 2025 billing. The report highlights all adjustments, billings, and payments. Also attached is the calculations or breakdown for the difference between 2” water meter compared to the 5/8” meter. The meter size affects the water base fee as well as the sewer/wastewater base fee. I highlighted the fees on the utility rates attachment. The difference in billing is $4,673.86.
As follow up to our conversation from earlier today, please let me know what City Council meeting date would work best. To get the appeal on the agenda I would need to draft a staff report, usually this is due a week prior to the agenda being published. The agendas are generally published the Thursday before the City Council meeting.
Thank you,
MARTIN BELTRAN
FINANCE MANAGER
City of St. Helena | Administrative Services Department 1088 College Avenue | St. Helena, CA 94574
Direct: (707) 968-2746 | [email protected] | https://www.cityofsthelena.gov/hr Please note: The City of St. Helena has recently transitioned our website and email addresses from .org to .gov.
Account History
- 1400…ue.pdf
129 KB
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Name: Dene Properties, LLC
Service Address: 1400 Oak Avenue $ (4,673.86) Account #: 015783‐000
ACTUAL BILLING PROPOSED BILLING (Tier Rates)
STATEMENT PERIOD STATEMENT PERIOD
Beg Date 9/27/2024 End Date 10/31/2024 Beg Date 9/27/2024 End Date 10/31/2024 Total Number of Days 34 Total Number of Days 34
Total Consumption: 10.00 Total Consumption: 10.00
Deposit 60.00 Deposit 60.00
Water Consumption: Tier 64.70 Water Consumption: Tier 64.70 Water Base Rate: 535.76 535.76 Water Base Rate: 81.57 81.57 Sewer Consumption 8.76 87.60 Sewer Consumption 8.76 87.60 Sewer Base Rate 1049.55 1049.55 Sewer Base Rate 145.22 145.22 Total Charges Billed: 1797.61 Total Charges Billed: 439.09 Billing Difference $ (1,358.52)
ACTUAL BILLING PROPOSED BILLING (Tier Rates)
STATEMENT PERIOD STATEMENT PERIOD
Beg Date 11/1/2024 End Date 12/31/2024 Beg Date 11/1/2024 End Date 12/31/2024 Total Number of Days 60 Total Number of Days 60
Total Consumption: 7.00 Total Consumption: 7.00
Water Consumption: Tier 45.29 Water Consumption: Tier 45.29 Water Base Rate: 918.50 918.50 Water Base Rate: 146.34 146.34 Sewer Consumption 8.76 61.32 Sewer Consumption 8.76 61.32 Sewer Base Rate 1799.33 1799.33 Sewer Base Rate 260.54 260.54 Total Charges Billed: 2824.44 Total Charges Billed: 513.49 Billing Difference $ (2,310.95)
ACTUAL BILLING PROPOSED BILLING (Tier Rates)
STATEMENT PERIOD STATEMENT PERIOD
Beg Date 1/1/2025 End Date 2/28/2025 Beg Date 1/1/2025 End Date 2/28/2025 Total Number of Days 58 Total Number of Days 58
Total Consumption: 23.00 Total Consumption: 23.00
Water Consumption: Tier 234.89 Water Consumption: Tier 71.17 Water Base Rate: 427.06 427.06 Water Base Rate: 146.34 146.34 Sewer Consumption 8.76 201.48 Sewer Consumption 8.76 201.48 Sewer Base Rate 820.49 820.49 Sewer Base Rate 260.54 260.54 Total Charges Billed: 1683.92 Total Charges Billed: 679.53 Billing Difference $ (1,004.39)
Difference
Agenda Item #11.2.
1 of 1
Name: Dene Properties, LLC
Service Address: 1400 Oak Avenue $ (4,673.86) Account #: 015783‐000
ACTUAL BILLING PROPOSED BILLING (Tier Rates)
STATEMENT PERIOD STATEMENT PERIOD
Beg Date 9/27/2024 End Date 10/31/2024 Beg Date 9/27/2024 End Date 10/31/2024 Total Number of Days 34 Total Number of Days 34
Total Consumption: 10.00 Total Consumption: 10.00
Deposit 60.00 Deposit 60.00
Water Consumption: Tier 64.70 Water Consumption: Tier 64.70 Water Base Rate: 535.76 535.76 Water Base Rate: 81.57 81.57 Sewer Consumption 8.76 87.60 Sewer Consumption 8.76 87.60 Sewer Base Rate 1049.55 1049.55 Sewer Base Rate 145.22 145.22 Total Charges Billed: 1797.61 Total Charges Billed: 439.09 Billing Difference $ (1,358.52)
ACTUAL BILLING PROPOSED BILLING (Tier Rates)
STATEMENT PERIOD STATEMENT PERIOD
Beg Date 11/1/2024 End Date 12/31/2024 Beg Date 11/1/2024 End Date 12/31/2024 Total Number of Days 60 Total Number of Days 60
Total Consumption: 7.00 Total Consumption: 7.00
Water Consumption: Tier 45.29 Water Consumption: Tier 45.29 Water Base Rate: 918.50 918.50 Water Base Rate: 146.34 146.34 Sewer Consumption 8.76 61.32 Sewer Consumption 8.76 61.32 Sewer Base Rate 1799.33 1799.33 Sewer Base Rate 260.54 260.54 Total Charges Billed: 2824.44 Total Charges Billed: 513.49 Billing Difference $ (2,310.95)
ACTUAL BILLING PROPOSED BILLING (Tier Rates)
STATEMENT PERIOD STATEMENT PERIOD
Beg Date 1/1/2025 End Date 2/28/2025 Beg Date 1/1/2025 End Date 2/28/2025 Total Number of Days 58 Total Number of Days 58
Total Consumption: 23.00 Total Consumption: 23.00
Water Consumption: Tier 234.89 Water Consumption: Tier 71.17 Water Base Rate: 427.06 427.06 Water Base Rate: 146.34 146.34 Sewer Consumption 8.76 201.48 Sewer Consumption 8.76 201.48 Sewer Base Rate 820.49 820.49 Sewer Base Rate 260.54 260.54 Total Charges Billed: 1683.92 Total Charges Billed: 679.53 Billing Difference $ (1,004.39)
Total Billing Difference $ (4,673.86)
Difference
Agenda Item #11.2.
CITY OF ST. HELENA
RESOLUTION NO. 2025-__
Resolution of the City Council of the City of St. Helena Making Findings and Determinations Regarding the Administrative Appeal by Carl Dene of Dene Properties LLC
RECITALS
The City Council makes the following findings with respect to the administrative appeal by Carl Dene (the “Appellant”)
A. City Council reviews appeals for billing relating to the water and sewer service systems - St. Helena Municipal code Title 13, Chapter 13, Section 13.04.180; B. The property located at 1400 Oak Avenue (the “Property”) receives City water and sewer services;
C. Carl Dene of Dene Properties LLC established a utility billing account for water and wastewater services on September 27, 2024;
D. On January 17, 2025, Mr. Dene submitted a water meter application to install a 5/8" water meter, downsizing from the existing 2" meter at the property; E. On January 23, 2025, City staff completed the meter downsizing from a 2” to a 5/8” water meter;
F. The utility bills for Mr. Dene's account was calculated based on the 2” water meter that was connected at the property between September 27, 2024 and January 23, 2025;
G. Mr. Dene filled an appeal to the City Council to waive $4,673.86 in charges, which represents the difference in cost between the 2” and 5/8” meter base charges over the billing periods in question.
RESOLUTION
NOW, THEREFORE, the City Council of the City of St. Helena resolves as follows:
1. The above recitals are true and correct and are incorporated herein by this reference; and
Agenda Item #11.2.
2. The City Council has considered the circumstances of the appeal; and
3. The City Council has determined the following:
_____ Deny the appeal in its entirety
_____ Approve the appeal in its entirety for an amount of $4,673.86 _____ Grant a portion of the appeal for an amount of $__________ Approved at a Regular Meeting of the St. Helena City Council on June 24, 2025, by the following vote:
Mayor Dohring:
Vice Mayor Deasy:
Council Member Barak:
Council Member Spadarotto:
Council Member Summers:
APPROVED: ATTEST:
________________________ ________________________
Paul Jamison Dohring, Mayor Erika Opp, Acting City Clerk Agenda Item #11.2.
Appeal of Utility Bill by
Dene Properties LLC
June 24, 2025
Agenda Item #11.2.
Background
Dene of Dene Properties LLC established a utility billing account for 1400 Oak Avenue for water and wastewater services on September 27, 2024. The City’s water rate structure consists of fixed water service charges (based on meter size) and tiered water volume rates (per hundred cubic feet [HCF] of water delivered).
Mr. Dene filled an appeal to the City Council to waive $4,673.86 in charges incurred between 9/27/24 – 1/23/2025. The amount represents the difference in cost between the 2” and 5/8” meter base charges over the billing periods in question.
Agenda Item #11.2.
Timeline of Events
September 27, 2024: Dene Properties LLC established a utility billing account for water and wastewater services.
November 21, 2024: First bill issued for billing period of 9/27 – 10/31/2024. January 17, 2025: Mr. Dene submitted a water meter application to install a 5/8” water meter.
January 23, 2025: City staff completed the meter downsizing from a 2” to a 5/8” water meter.
January 28, 2025: Bill issued for billing period of 11/1 – 12/31/2024. March 26, 2025: Bill issued for billing period of 1/1 – 2/28/2025.
Agenda Item #11.2.
Summary of Appeal
Billings Appeal Amount
November 2024 (9/27 – 10/31/24) $1,358.52
January 2025 (11/1 – 12/31/24) $2,310.95
March 2025 (1/1 – 2/28/25) $1,004.39
Total $4,673.86
Agenda Item #11.2.
Council Direction
Staff is seeking direction from City Council regarding the appeal. A single resolution with 3 options has been provided for Council consideration/direction:
Deny the appeal in its entirety
Approve the appeal in its entirety for an amount of $4,673.86 Grant a portion of the appeal for an amount of $__________ Agenda Item #11.2.
Questions?
Agenda Item #11.2.
If credit is approved based on the following dates:
Date Amount of Credit
December 1, 2024 $2,159.87
January 1, 2025 $1,004.39
Agenda Item #11.2.
Agenda Report to the City Council
Agenda Section: NEW BUSINESS
Department: Public Works
DATE: June 24, 2025
FROM: Dave Jahns, Director of Community Services, Rebecca White, Administrative Assistant
SUBJECT: Review and discussion of the proposed temporary street closures and operation of mobile food vendors for the
2025 St. Helena Porchfest on Sunday, September 28,
2025.
RECOMMENDED
ACTION:
Review the event proposal and provide feedback and
direction to staff. Based on feedback and direction
received, Staff anticipates bringing forward a formal
request for approval or denial of the road closure requests at the July 22, 2025, City Council meeting.
PREVIOUS COUNCIL
ACTION:
None.
STATEMENT OF THE
PURPOSE:
To provide the City Council with an overview of the
proposed temporary street closures and mobile food
vendor operations planned in connection with the 2025 St.
Helena Porchfest event scheduled for Sunday, September
28, 2025, and receive input/direction.
FINANCIAL IMPACT: Due to the event being community-focused and free to attend, the event organizers have requested a fee waiver of the permit fees. All other associated expenses, including direct staffing time needed to support the event, will be paid for by the organizing committee. Waiving of permit fees is at the discretion of the City Manager.
BACKGROUND:
The Napa Valley Music Alliance is a community-based organization, with nonprofit status currently pending, dedicated to the advocacy, planning, and organizing of music and arts events throughout the Napa Valley while strengthening cultural and community bonds.
The Napa Valley Music Alliance is proposing to organize the 2025 St. Helena Porchfest, scheduled for Sunday, September 28, 2025. Porchfest is a free, family-friendly, alcoholfree event where local musicians perform from the front porches of residential homes, creating a walkable, community-centric music experience throughout participating streets. Attendees are encouraged to embrace the walkability of the area, visit multiple performances, and enjoy the historic architecture of the highlighted residences. Similar Agenda Item #11.3.
events have taken place in various communities throughout the country, with the most immediate being hosted in Napa from 2011-2023.
The organizing committee presented their initial concept at the May 5, 2025 Parks and Recreation Commission meeting. After receiving feedback at the meeting and discussing with City Staff in the Fire, Parks and Recreation, Police, and Public Works Departments, the organizers have made several modifications and resubmitted a request for encroachment, amplified sound, and road closure permits.
The organizing committee presented their updated event proposal at the June 16, 2025 Parks and Recreation Commission meeting. Notification of the proposed event and the discussion at the Parks and Recreation Commission meetings of May 5 and June 16 were distributed to the neighborhoods within the vicinity of the proposed event by the event organizer on May 2 and June 6 respectively.
The proposed event will require both hard street closures and limited-access closures to local traffic only, in order to ensure the safety of attendees and performers. Additionally, the event plans to include mobile food vendors located on public streets within the closure areas.
Per the municipal code, both the street closures and the operation of mobile food vendors on public rights-of-way are subject to City Council approval. This informational item is intended to provide an overview of the proposed event logistics in advance of a formal resolution request.
DISCUSSION:
Staff has been in communication with representatives of Napa Valley Music Alliance regarding the planning of the 2025 St. Helena Porchfest. The proposed event will feature live music performances hosted on residential porches throughout designated streets in St. Helena, creating a walkable, community-oriented celebration of local music and culture. The event is planned for Sunday, September 28, 2025, from 12:30p.m. to 5:00p.m.
To support the event and ensure public safety, the organizers are proposing a combination of hard street closures and closures limited to local traffic only. The proposed road closures will begin at 11a.m. and end at 6:00p.m. Additionally, they are requesting authorization for mobile food vendors to operate on the closed portions of the public streets during the event. These components require formal approval by the City Council.
Following their presentation and community discussion at the May 5, 2025 Parks and Recreation Commission meeting, the organizing committee made modifications to their proposal. Below is a high-level summary and list of changes since the May Commission meeting:
Agenda Item #11.3.
Event Details:
Date: Sunday, September 28, 2025
Location: 12-15 porches within Adams/Kearney/Stockton/Tainter neighborhood Time: Event 12:30p.m.- 5:00p.m.
Road Closures: 11:00a.m. - 6:00p.m.
Various genres of music, staggered set times
Food vendors in various locations within the event footprint No alcohol sold or open containers permitted
Proposed Road Closures:
Adams St., from Oak to Allyn
Kearney St., from Pine to Adams
Tainter St., from Oak to Stockton
Stockton St., from Pine to Spring
Additional streets will be designated local traffic only. Closure map attached.
Notable Changes Since Initial Parks and Recreation Commission Meeting:
Organizing committee is no longer working in partnership with St. Helena Historical Society; Proposal resubmitted by local organizers. Napa Valley Music Alliance non-profit application submitted, accepted, and currently pending with IRS.
Event maps modified and additional details provided. Allyn and portions of Tainter no longer included in the hard closure section. Local traffic areas proposed to minimize event parking on select neighboring streets
Addition of emergency access points to the event layout Utilization of Green Mary for trash/recycling/compost services, pre and postevent cleaning support, and a commitment to an eco-friendly event St. Helena police officers (2-4) assigned to the event. Final number determined by Police Department and will be based upon expected attendance as event date approaches.
Addition of neighborhood ambassador program. Volunteers who will support the flow of the event, provide information to attendees, and provide additional observation of event space and residential properties
The Parks and Recreation Commission reviewed the proposal on June 16, along with community feedback, and approved a motion (4-0, 1 absent) to recommend approval of the event with the following conditions:
Recommendation not to waive permit fees until non-profit status is finalized and confirmed
Confirm appropriate insurance levels are in place in accordance with CIRA and City Attorney's office for an event that may exceed 1,000 attendees Explore a more thorough plan to address/limit parking in the immediate neighborhood
Confirm Public Safety is comfortable with the event, even if attendance were to reach unexpected numbers (ex: 5,000 attendees)
Agenda Item #11.3.
The event organizers have submitted initial permit applications to the City, including proposed plans and supporting materials. Attached to this report are draft maps provided by the organizers showing the proposed locations of road closures, food vendors, portable restrooms, and other logistical elements of the event, as well as their proposed traffic control plan.
Staff is currently reviewing the submittals and coordinating with relevant departments, including Public Works, Police, Fire, and others, to evaluate traffic control needs, public safety measures, and overall compliance with applicable municipal codes and permitting processes.
Staff is also coordinating with the City’s Risk Management to ensure that the applicant provides appropriate insurance coverage and meets all liability requirements for an event of this nature. Staff will continue to work closely with the applicant to finalize traffic control plans, public safety coordination, and compliance with all applicable municipal codes.
Residents on or within 300 feet of the proposed street closures received notification of this item being heard by City Council on June 18, 2025, either by email or by flyer left at their residence in instances where an email address was not available.
This item is being presented for informational purposes only at this time. Staff intends to return to Council at a future meeting with a resolution seeking formal approval of the street closures and authorization of food vendors. In the interim, Council discussion and direction are welcome to guide continued coordination and event planning.
ENVIRONMENTAL REVIEW: None.
GOAL:
Goal 5: Enhance Quality of Life
DOCUMENTS ATTACHMENTS:
Porchfest Proposed Maps
Porchfest Proposed Traffic Control Plan
Public Notification - City Council Discussion on Porchfest Street Closures Draft Porchfest Conditions 5.27.25
Porchfest Host Agreement
Agenda Item #11.3.
Napa Valley Music Alliance
Napa Valley Music Alliance is a nonprofit organization
dedicated to the advocacy, planning, and organizing of
music and arts events in the Napa Valley while
strengthening cultural and community bonds.
Rachael Clark
Alex Weeks
May 14, 2025
Agenda Item #11.3.
Proposed Road Closures
Red X’s = Hard closure
Orange X’s = Movable Hard
Closure (Fire Chief John
Sorensen recommendation)
Green X’s = Soft Closure
Red lines = No cars
Green lines = Local traffic
only
Napa Valley Music Alliance - Tax ID: 33-5023973 (501c3 Status Pending) Agenda Item #11.3.
Food Truck / Popup Locations
Orange Icons = Food Trucks
parked on Carpy Field side
of Adams and Tainter
OIive Icons = PopUp Food
Vendors
*# of icons does not
indicate # of food vendors.
*Locations still TBD
Napa Valley Music Alliance - Tax ID: 33-5023973 (501c3 Status Pending) Agenda Item #11.3.
Waste Recycling Management
Trash & Recycling Sorting
Stations located
throughout the event for
convenience.
Napa Valley Music Alliance - Tax ID: 33-5023973 (501c3 Status Pending) Agenda Item #11.3.
Restrooms
Local facilities & Portable
bathrooms & handwashing
stations will be provided.
*Number of icons does not
indicate the number of
porta potties, just proposed
locations.
Napa Valley Music Alliance - Tax ID: 33-5023973 (501c3 Status Pending) Agenda Item #11.3.
Current Porches
13 Porches, up to 3 may be
added.
Artist & Porch selection still
in process
Set time will be staggered
Estimate maximum of 6-9
artists playing at 1 time.
Napa Valley Music Alliance - Tax ID: 33-5023973 (501c3 Status Pending) Agenda Item #11.3.
Thank you!
Agenda Item #11.3.
2025 St. Helena Traffic or Pedestrian
Control Plans
The first annual Saint Helena Porchfest will be held on Sunday, September 28, 2025, from 12:30 PM to 5:00 PM. The event features live music performances on residential porches within a walkable, closed-street footprint.
Please see attached quote from Bay Area Traffic Solutions (BATS).
Road Closures:
● Closure Times:
Road closures will begin at 11:00 AM and end at 6:00 PM on the day of the event. ● Hard Closure Locations (proposed):
Hard closure points prevent cars from
entering the Porchfest Zone. Emergency
vehicle access provided at 2 points noted
below as “movable”, at the recommendation
of Fire Chief John Sorensen.
○ Oak & Adams (Movable)
○ Pine & Kearney
○ Pine & Stockton
○ Adams & Allyn
○ Tainter & Stockton
○ Stockton & Spring (Movable)
● Soft Closure Locations (proposed):
The following intersections contain soft
closure points. This will limit traffic to local
residents and prevent visitors from parking
on these streets.
○ Madrona & Stockton
○ Pine & Allyn
○ Adams & Hudson
○ Tainter & Allyn
Agenda Item #11.3.
Resident and Vehicle Access:
● Restricted Access:
For the safety of attendees streets within the Porchfest zone will be restricted to emergency vehicle access only between 11:00 AM and 6:00 PM. ● Parking:
No non-residential vehicle parking will be permitted within the closed event area.
Attendees shall park outside the closed zone and walk in.
Pedestrian and Event Flow:
● Event:
The event area is designed to be fully walkable and accessible for wheelchair users and ADA compliant.
● Food Truck Zones:
We have established designated areas for food trucks within the enclosed event footprint.
Positioning the food trucks at different locations will effectively reduce congestion and promote a more enjoyable environment for attendees.
Staffing and Safety:
● Volunteer Staffing:
○ Two volunteers will be stationed at each road closure point from 10:00 AM to 6:00 PM.
○ Volunteers will monitor access, provide directions, and assist with pedestrian safety.
● Law Enforcement: Local Saint Helena Police Department officers will be on regular duty and available for any emergency response if required. Opportunity for community policing. Officers on bikes, handing out stickers, and other forms of community engagement.
● Indecent Response: The St Helena Porchfest Committee is organizing a “Neighborhood Ambassador” team. Contact information will be provided to residents within the event zone. This team will respond to any incident or concerns that may occur during the event.
Agenda Item #11.3.
● Emergency Response: St Helena Fire Department and American Medical Response will be on regular duty and available for any emergency to respond if required ● Signage:
○ No additional detour signage will be provided.
○ No special internal signage is required within the pedestrian zone.
Public Communication:
● Resident Notification:
All affected residents within the closure area will receive a printed mailer prior to the event, outlining road closure times, safety information, event details, and contact information for the Neighborhood Ambassadors..
● Public Maps:
○ Digital event maps showing closures, porch locations, and food trucks will be available on the Saint Helena Porchfest website.
○ Maps will also be available at the Information Booths during the event.
Agenda Item #11.3.
City of St. Helena
Public Works Department
1088 College Ave. | St. Helena, CA 94574
(707) 967-2792 | cityofsthelena.gov
June 18, 2025
Subject: Public Notification – City Council Discussion on Porchfest Street Closures Dear Resident or Property Owner,
You are receiving this notice because your property is located on, or within 300 feet of, a proposed street closure related to the 2025 St. Helena Porchfest, a community music event.
The City Council will be discussing the proposed event and associated street closures at their upcoming meeting:
Meeting Date: June 24, 2025
Time: 6:00 p.m.
Location: Vintage Hall Board Room – 2nd Floor, 465 Main Street, St. Helena Event Date: Sunday, September 28, 2025
Porchfest is a neighborhood-based event that features local musicians performing on porches throughout the community. To accommodate this event, temporary street closures are being considered to ensure public safety and enhance the experience for residents and visitors. A map of the proposed street closures will be included in the agenda packet provided to City Council and will be available for public viewing once published online later this week at cityofsthelena.gov.
Please note this item is informational only, and the purpose of the discussion is to seek direction and input from the Council, as well as to gather feedback from the community.
As a nearby resident, your input is valuable, and you are welcome to attend the meeting or submit comments in writing before the meeting date. Written comments may be submitted to [email protected]. All written public comments must be received three hours prior to the meeting. Any public comment received after the deadline will be attached to the item the next business day or soon thereafter. Written public comments will not be read out loud but will be publicly available and attached to the online agenda.
Thank you for your attention and engagement in this community event planning process.
Sincerely,
Rebecca White
Administrative Assistant
Department of Public Works
Agenda Item #11.3.
City of St. Helena
Public Works Department
1088 College Ave. | St. Helena, CA 94574
(707) 967-2792 | cityofsthelena.gov
Porchfest
Conditions of Permit Approval
Applicant shall submit a revised encroachment permit application a. Update name of event/organization information
b. Update event date
c. Update COI
d. Update event map indicating location of participating houses, food truck locations, restrooms/wash stations, and all other amenities that will be placed throughout the footprint of the event
e. Update traffic control plan with locations of closures, advanced warning signs, etc.
Applicant shall submit all other applicable permits related to the event a. i.e. road closure form, noise permit, raw water permit Applicant shall be responsible for supplying and installing all necessary traffic control devices required for street closures including, but not limited to, barricades, advance warning signage, and related equipment.
a. City of St. Helena will not be providing staff, advanced warning signage, or any traffic control devices for street closures.
b. Applicant is required to retain a traffic control contractor to facilitate all street closures and implement the traffic control plan.
c. Applicant must submit a plan detailing how access for property owner vehicles and local traffic will be managed within the road closure area. Applicant must notify all properties located within the event footprint, as well as those within 200 feet of its boundary, of the Parks and Recreation Commission meeting scheduled for June 16, 2025, which is to consider the Porchfest event. Notifications must be distributed at least 10 calendar days prior to the meeting date. Applicant shall provide written agreements between all participating property owners and the event organization to the City.
DRAFT
Agenda Item #11.3.
Page | 2
Applicant shall provide schedule of events including band performances timing and locations.
It is recommended the applicant shall gather and provide letters of support from property owners in and within 200 feet of the event footprint. Applicant shall provide private security for the event. Applicant shall indemnify and hold harmless the City of St. Helena from any claims or damages that may arise from the event on public and private property. Alcohol is not permitted for sale or distribution within the event footprint. The City shall street sweep pre and post event and the applicant shall provide cost recovery for sweeping activities.
This list of conditions is not exhaustive. Additional conditions may be added or existing ones modified upon final permit approval.
DRAFT
Agenda Item #11.3.
Napa Valley Music Alliance presents:
Saint Helena Porchfest 2025 – Porchfest
Host Agreement
Event Date: Sunday, September 28, 2025
Event Time: 12:30 PM – 5:00 PM
Resident: __________________________________________________ Address: __________________________________________________ Phone: __________________________________________________ Email: __________________________________________________ This Agreement is entered into between Napa Valley Music Alliance (hereinafter referred to as "Organizer") and the undersigned property owner or resident (hereinafter referred to as "Host") for participation in the Saint Helena Porchfest 2025. Pending City of Saint Helena Council approval Host agrees to the following:
1. Host Responsibilities
● Performance Space: Host agrees to provide a safe and accessible space (e.g., porch, driveway, front yard) for musical performances during the event. ● Utilities: Host will provide access to electrical power (standard outdoor outlet) for performers. Hosts are encouraged to provide drinking water for performers. ● Presence: Host or a designated representative must be present at the property during the assigned performance times to assist with any needs and ensure the smooth operation of the event.
● Artist Accommodation: Due to road closures, performers are asked to complete the dropping off of any equipment requiring a vehicle before 11AM. Please provide a location where equipment can be stored during this time. Vehicles will not be allowed on Agenda Item #11.3.
the roads again until after Porchfest finishes. Artists may need to keep equipment at your porch until roads open and they can get a vehicle to your residence. Artists will be responsible for their equipment.
● Audience Accommodation: Host may or may not allow attendees to congregate on their lawn or property to view performances at their discretion. ● Communication: Host will coordinate with assigned performers prior to the event to discuss setup, equipment needs, and any specific considerations. ● Signage: Host is encouraged to create and display a Porchfest sign to identify their participation in the event.
2. Safety and Compliance
● Permits and Regulations: Hosts acknowledge that the Organizer has obtained necessary permits for the event. Hosts agree to comply with all local laws and regulations, including noise ordinances. Any activities held by the homeowner outside of the St. Helena Porchfest hours are not covered by our permits and insurance. ● Set Times: Hosts will enforce strict adherence to assigned performance times.
Performers must conclude their sets promptly to prevent overlap and sound bleed into adjacent performances. Each porch will have a break between performers. This is by design. Performers must stay within their set times. Violation of this may result in the Organizer shutting the performance down and may result in the artist not being allowed to participate in future events.
● Neighbor Notification: Hosts are encouraged to inform immediate neighbors of their participation in Porchfest at least two weeks prior to the event. ● Food / Drinks: It is recommended that porch hosts not serve/sell food or drinks to the public.
● Drug / Alcohol: This is a family friendly event. Host agrees not to serve the general public alcohol, cannabis, or other mind altering substances.
3. Liability
● Participation Acknowledgment: Porchfest is a community-driven event, and by volunteering to host, you acknowledge that you’re doing so at your own discretion. While we do everything we can to make the day safe and enjoyable, the organizers aren’t Agenda Item #11.3.
responsible for any personal injury, property damage, or loss that may occur during the event.
● Insurance Reminder: We encourage all porch hosts to check with their homeowners or renters insurance provider to ensure they’re comfortable with their coverage when welcoming guests and musicians.
● Shared Responsibility: By participating, you agree to help keep the event safe and respectful, and to hold the organizers harmless from any unexpected issues that might arise related to your property or activities during Porchfest.
4. Cancellation
● Event Cancellation: The Organizer reserves the right to cancel the event due to unforeseen circumstances, including but not limited to inclement weather or public safety concerns.
● Host Cancellation: If a Host needs to withdraw from participation, they must notify the Organizer as soon as possible to allow for adjustments in scheduling.
5. Agreement and Signature
By participating, the Host agrees to the terms and conditions outlined in this Agreement.
Please review this Agreement carefully. If you have any questions or require further clarification, feel free to reach out to the Organizer at [email protected].
We appreciate your generosity in opening your space to the community and contributing to the success of the first annual Saint Helena Porchfest!
Agenda Item #11.3.
Item 11.3 – Porchfest Discussion
Review and discussion of the proposed temporary
street closures and operation of mobile food
vendors for the 2025 St. Helena Porchfest on
Sunday, September 28, 2025
Agenda Item #11.3.
Background
Free community event; Live music on residential
porches
Rotating performances within a walkable footprint
Various communities; Napa from 2011 - 2023
Organized by local organizing committee
P&R Commission discussion on May 5 and June 16
Organizers have submitted a request for
encroachment, amplified sound, and road closure
permits
Final review and authority to implement road closures and mobile food vendors at the discretion of City
Council
Agenda Item #11.3.
Overview
Proposed Framework
Date: Sunday, September 28
Location: 12-15 porches in the
Adams/Kearney/Stockton/Tainter neighborhood
Event Time: 12:30pm – 5:00pm
Road Closures: 11:00am – 6:00pm
Various genres of music; Staggered start times
No alcohol sold at the event
Agenda Item #11.3.
Overview
Proposed Road Closures
Adams Street, from Oak to Allyn
Kearney St., from Pine to Adams*
Tainter St., from Oak to Stockton
Stockton St., from Pine to Spring
Additional streets designated as
local traffic only
11am – 6pm
Hard closures - water filled
barriers. Strategic locations for
emergency access
Agenda Item #11.3.
Proposed
Event Map Red X’s = Hard closure
Orange X’s = Movable
Hard Closure
Green X’s = Soft Closure
Red lines = No cars
Green lines = Local traffic
only
Agenda Item #11.3.
Summary of
Changes Since
May 5
No longer in partnership with St. Helena Historical Society; Resubmitted by local organizing committee
Event maps modified - Carpy Field removed. Allyn and portions of Tainter no longer included in closures. Shortening of Kearney under consideration
Local traffic areas proposed to minimize event parking on select neighboring streets
Utilization of a professional traffic control company
Utilization of Green Mary for trash/recycling/compost services and an eco-friendly event
St. Helena Police Officers (2-4) assigned to the event
Addition of neighborhood ambassador program
Agenda Item #11.3.
Parks and
Recreation
Commission
June 16 - Commission recommended approval of the event, with conditions:
Recommended to not waive permit fees until
non-profit status finalized and confirmed
Confirm insurance levels in place in accordance
with City’s insurance provider and attorney’s
office
Explore a plan to address immediate parking
within the vicinity
Confirm Public Safety are comfortable moving
forward with the event, even if event reaches
unexpected turnout
Agenda Item #11.3.
Napa Valley Music Alliance
Napa Valley Music Alliance is a nonprofit organization
dedicated to the advocacy, planning, and organizing of
music and arts events in the Napa Valley while
strengthening cultural and community bonds.
Rachael Clark
Alex Weeks
June 24, 2025
Agenda Item #11.3.
NVMA Overview
Napa Valley Music Alliance - Tax ID: 33-5023973 (501c3 Status Pending) • Napa Valley Music Alliance (NVMA)
– State of CA registered Non-Profit Corporation
– Incorporated 5/9/2025
– CA Entity ID B20250110815
– Federal Tax ID: 33-5023973
• 501c3 Tax Status pending
Agenda Item #11.3.
What is Porchfest?
Napa Valley Music Alliance - Tax ID: 33-5023973 (501c3 Status Pending) Porchfest began in 2007, inspired by some
outdoor ukulele playing and a conversation
between neighbors Gretchen Hildreth and
Lesley Greene. They came up with the idea
for it that day and gathered 20 bands to
make it happen in September of that year.
Agenda Item #11.3.
Napa Porchfest
Napa Valley Music Alliance - Tax ID: 33-5023973 (501c3 Status Pending) • Napa Porchfest started in 2011
– First Porchfest west of the Mississippi – Last held in 2023 • 12 years without legal incident!
• Napa County Landmarks Partnership
– Porchfest is a lot to organize – “The primary reason for the cancellation was to allow Napa County Landmarks to shift its focus and resources back to its core mission:
historic preservation advocacy, policy, and education. The organization felt that running the festival required a significant investment and those resources could be better used for their other preservation projects.” – https://napavalleyregister.com/arts-and-entertainment/music/napa-porchfest-cancelled-for- 2024/article_c6514a0c-cc57-11ee-932c- 776306535edc.html#:~:text=Napa%20County%20Landmarks%20Executive%20Director,getting%20the%20new%2 0organization%20together.
Agenda Item #11.3.
St. Helena Porchfest
Napa Valley Music Alliance - Tax ID: 33-5023973 (501c3 Status Pending) • 15 Porches
• 21 Bands (maximum)
– Jazz, String Quartet, Rock, Funk, Mexicana, Folk, Delta Blues, Americana, R&B, World Percussion, and more! – Staggered set times: 12:30-2, 2-3:30, 3:30-5 • Local Food Trucks
• Feedback and participation with:
– St. Helena Parks & Recreation – St. Helena Fire Department – St. Helena Police Department – The local community • Grass roots movement
• Locally organized by St Helena
& Napa County Residents
Comparison Napa St.
Helena
# of Bands Roughly
150
21 # of Porches 73 15
Agenda Item #11.3.
Proposed Road Closures
Red X’s = Hard closure
Orange X’s = Movable Hard
Closure (Fire Chief John
Sorensen recommendation)
Green X’s = Soft Closure
Red lines = No cars
Green lines = Local traffic
only
Napa Valley Music Alliance - Tax ID: 33-5023973 (501c3 Status Pending) Agenda Item #11.3.
Food Truck / Popup Locations
Orange Icons = Food Trucks
parked on Carpy Field side
of Adams and Tainter
OIive Icons = PopUp Food
Vendors
*# of icons does not
indicate # of food vendors.
*Locations still TBD
Napa Valley Music Alliance - Tax ID: 33-5023973 (501c3 Status Pending) Agenda Item #11.3.
Waste Recycling Management
Trash & Recycling Sorting
Stations located
throughout the event for
convenience.
Napa Valley Music Alliance - Tax ID: 33-5023973 (501c3 Status Pending) Agenda Item #11.3.
Restrooms
Local facilities & Portable
bathrooms & handwashing
stations will be provided.
*Number of icons does not
indicate the number of
porta potties, just
proposed locations.
Napa Valley Music Alliance - Tax ID: 33-5023973 (501c3 Status Pending) Agenda Item #11.3.
Current Porches
12 Porches, up to 3 may be
added.
Artist & Porch selection still
in process
Set time will be staggered
Estimate maximum of 6-9
artists playing at 1 time.
Napa Valley Music Alliance - Tax ID: 33-5023973 (501c3 Status Pending) Agenda Item #11.3.
Neighborhood Ambassador
Napa Valley Music Alliance - Tax ID: 33-5023973 (501c3 Status Pending) What Ambassadors Do:
To foster goodwill, ensure smooth communication, and provide visible support throughout event, via trained neighborhood volunteers.
Role Duties Locations
Greeters & Guides ● Offer warm informed hospitality to neighbors and guests
● Give directions, answer FAQs
● Entry points, food vendors,
near map kiosks
Resident Liaison ● Address concerns in real time
● Engage directly with homeowners on route;
resolve concerns
● Every block with participating
porches
Safety & Flow
Monitors
● Watch for crowd build-up, report issues
● Monitor key intersections, restrooms and flow
areas; politely redirect if needed
● Intersections, closures, and
restroom areas
● Residential front yards,
corner homes
Community Feedback ● Encourage neighbors and attendees to share positive stories, feedback, and
suggestions
● All zones
Agenda Item #11.3.
Neighborhood Ambassador
Napa Valley Music Alliance - Tax ID: 33-5023973 (501c3 Status Pending) Agenda Item #11.3.
Thank you!
Agenda Item #11.3.
Item 11.3 – Porchfest Discussion
Staff is seeking feedback and direction from City
Council. Anticipate item returning for formal
action on July 22
Agenda Item #11.3.
Letter to City Council
St. Helena City Council
City of St. Helena
Dear Honorable Mayor and Members of the City Council,
I am writing to express my enthusiastic support for St. Helena’s first annual PorchFest, a free, communitycentered event scheduled for Sunday, September 28th. This thoughtfully planned celebration of music, community, and local talent will highlight St. Helena’s charm and strengthen our shared sense of place.
St. Helena PorchFest will feature local musicians performing from historic front porches, offering residents and visitors alike an opportunity to experience live music, neighborhood hospitality, and the spirit of togetherness that makes our town so special. The event will run for approximately four and a half hours and is designed to be walkable, family-friendly, and deeply respectful of our community’s needs and concerns.
The organizers have worked diligently for over six months to address all logistics with professionalism and care. They have coordinated with City Staff, Public Works, the Fire Chief, and the Police Department to ensure that traffic control, safety, sanitation, and noise are responsibly managed. Additionally, they have reached out to residents and incorporated community input into their planning process, making this truly a collaborative local effort.
Please consider this letter as my strong endorsement of St. Helena PorchFest. I look forward to attending and celebrating with my fellow community members.
With sincere appreciation,
Sign this Letter of Support for the Inaugural St.
Helena Porchfest
Events like PorchFest bring vitality to our neighborhoods, support local artists, and foster unity at a time when many are longing for connection. We're asking you to sign this letter, urging City Council to approve and vote in favor of supporting this special event, which reflects the values and vision of our town. 6/19/25, 9:22 PM Sign this Letter of Support for the Inaugural St. Helena Porchfest https://docs.google.com/forms/d/1ZbFn5JvRCsEjSSElU1Y0J1YXoVqltBDVAw0KAogzTeU/edit#response=ACYDBNgywBBxzCnLuBvqF2xRqmwZEzN0H2jO-E… 1/2 Agenda Item #11.3.
Rachel Williams
Excited to support community fun!! Thank you!!
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6/19/25, 9:22 PM Sign this Letter of Support for the Inaugural St. Helena Porchfest https://docs.google.com/forms/d/1ZbFn5JvRCsEjSSElU1Y0J1YXoVqltBDVAw0KAogzTeU/edit#response=ACYDBNgywBBxzCnLuBvqF2xRqmwZEzN0H2jO-E… 2/2 Agenda Item #11.3.
Letter to City Council
St. Helena City Council
City of St. Helena
Dear Honorable Mayor and Members of the City Council,
I am writing to express my enthusiastic support for St. Helena’s first annual PorchFest, a free, communitycentered event scheduled for Sunday, September 28th. This thoughtfully planned celebration of music, community, and local talent will highlight St. Helena’s charm and strengthen our shared sense of place.
St. Helena PorchFest will feature local musicians performing from historic front porches, offering residents and visitors alike an opportunity to experience live music, neighborhood hospitality, and the spirit of togetherness that makes our town so special. The event will run for approximately four and a half hours and is designed to be walkable, family-friendly, and deeply respectful of our community’s needs and concerns.
The organizers have worked diligently for over six months to address all logistics with professionalism and care. They have coordinated with City Staff, Public Works, the Fire Chief, and the Police Department to ensure that traffic control, safety, sanitation, and noise are responsibly managed. Additionally, they have reached out to residents and incorporated community input into their planning process, making this truly a collaborative local effort.
Please consider this letter as my strong endorsement of St. Helena PorchFest. I look forward to attending and celebrating with my fellow community members.
With sincere appreciation,
Sign this Letter of Support for the Inaugural St.
Helena Porchfest
Events like PorchFest bring vitality to our neighborhoods, support local artists, and foster unity at a time when many are longing for connection. We're asking you to sign this letter, urging City Council to approve and vote in favor of supporting this special event, which reflects the values and vision of our town. 6/20/25, 7:25 AM Sign this Letter of Support for the Inaugural St. Helena Porchfest https://docs.google.com/forms/d/1ZbFn5JvRCsEjSSElU1Y0J1YXoVqltBDVAw0KAogzTeU/edit#response=ACYDBNjjnCPkEfiAoEgnDmucBEhvOiEWgCv1jfH6X… 1/2 Agenda Item #11.3.
Ralf Lindner
This form was created inside of sainthelenaporchfest.com.
First and Last Name: *
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6/20/25, 7:25 AM Sign this Letter of Support for the Inaugural St. Helena Porchfest https://docs.google.com/forms/d/1ZbFn5JvRCsEjSSElU1Y0J1YXoVqltBDVAw0KAogzTeU/edit#response=ACYDBNjjnCPkEfiAoEgnDmucBEhvOiEWgCv1jfH6X… 2/2 Agenda Item #11.3.
Letter to City Council
St. Helena City Council
City of St. Helena
Dear Honorable Mayor and Members of the City Council,
I am writing to express my enthusiastic support for St. Helena’s first annual PorchFest, a free, communitycentered event scheduled for Sunday, September 28th. This thoughtfully planned celebration of music, community, and local talent will highlight St. Helena’s charm and strengthen our shared sense of place.
St. Helena PorchFest will feature local musicians performing from historic front porches, offering residents and visitors alike an opportunity to experience live music, neighborhood hospitality, and the spirit of togetherness that makes our town so special. The event will run for approximately four and a half hours and is designed to be walkable, family-friendly, and deeply respectful of our community’s needs and concerns.
The organizers have worked diligently for over six months to address all logistics with professionalism and care. They have coordinated with City Staff, Public Works, the Fire Chief, and the Police Department to ensure that traffic control, safety, sanitation, and noise are responsibly managed. Additionally, they have reached out to residents and incorporated community input into their planning process, making this truly a collaborative local effort.
Please consider this letter as my strong endorsement of St. Helena PorchFest. I look forward to attending and celebrating with my fellow community members.
With sincere appreciation,
Sign this Letter of Support for the Inaugural St.
Helena Porchfest
Events like PorchFest bring vitality to our neighborhoods, support local artists, and foster unity at a time when many are longing for connection. We're asking you to sign this letter, urging City Council to approve and vote in favor of supporting this special event, which reflects the values and vision of our town. 6/19/25, 9:25 PM Sign this Letter of Support for the Inaugural St. Helena Porchfest https://docs.google.com/forms/d/1ZbFn5JvRCsEjSSElU1Y0J1YXoVqltBDVAw0KAogzTeU/edit#response=ACYDBNj-D6cTNNfTdctNmT9mkGjeMDMA-aBzXyf… 1/2 Agenda Item #11.3.
Renee Rolke
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First and Last Name: *
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6/19/25, 9:25 PM Sign this Letter of Support for the Inaugural St. Helena Porchfest https://docs.google.com/forms/d/1ZbFn5JvRCsEjSSElU1Y0J1YXoVqltBDVAw0KAogzTeU/edit#response=ACYDBNj-D6cTNNfTdctNmT9mkGjeMDMA-aBzXyf… 2/2 Agenda Item #11.3.
Letter to City Council
St. Helena City Council
City of St. Helena
Dear Honorable Mayor and Members of the City Council,
I am writing to express my enthusiastic support for St. Helena’s first annual PorchFest, a free, communitycentered event scheduled for Sunday, September 28th. This thoughtfully planned celebration of music, community, and local talent will highlight St. Helena’s charm and strengthen our shared sense of place.
St. Helena PorchFest will feature local musicians performing from historic front porches, offering residents and visitors alike an opportunity to experience live music, neighborhood hospitality, and the spirit of togetherness that makes our town so special. The event will run for approximately four and a half hours and is designed to be walkable, family-friendly, and deeply respectful of our community’s needs and concerns.
The organizers have worked diligently for over six months to address all logistics with professionalism and care. They have coordinated with City Staff, Public Works, the Fire Chief, and the Police Department to ensure that traffic control, safety, sanitation, and noise are responsibly managed. Additionally, they have reached out to residents and incorporated community input into their planning process, making this truly a collaborative local effort.
Please consider this letter as my strong endorsement of St. Helena PorchFest. I look forward to attending and celebrating with my fellow community members.
With sincere appreciation,
Sign this Letter of Support for the Inaugural St.
Helena Porchfest
Events like PorchFest bring vitality to our neighborhoods, support local artists, and foster unity at a time when many are longing for connection. We're asking you to sign this letter, urging City Council to approve and vote in favor of supporting this special event, which reflects the values and vision of our town. 6/19/25, 9:24 PM Sign this Letter of Support for the Inaugural St. Helena Porchfest https://docs.google.com/forms/d/1ZbFn5JvRCsEjSSElU1Y0J1YXoVqltBDVAw0KAogzTeU/edit#response=ACYDBNg6-8oVXV-pIM4viTwFwpf_0yeMkhkVLfH-… 1/2 Agenda Item #11.3.
Rico Luna
Let’s do it
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6/19/25, 9:24 PM Sign this Letter of Support for the Inaugural St. Helena Porchfest https://docs.google.com/forms/d/1ZbFn5JvRCsEjSSElU1Y0J1YXoVqltBDVAw0KAogzTeU/edit#response=ACYDBNg6-8oVXV-pIM4viTwFwpf_0yeMkhkVLfH-… 2/2 Agenda Item #11.3.
Letter to City Council
St. Helena City Council
City of St. Helena
Dear Honorable Mayor and Members of the City Council,
I am writing to express my enthusiastic support for St. Helena’s first annual PorchFest, a free, communitycentered event scheduled for Sunday, September 28th. This thoughtfully planned celebration of music, community, and local talent will highlight St. Helena’s charm and strengthen our shared sense of place.
St. Helena PorchFest will feature local musicians performing from historic front porches, offering residents and visitors alike an opportunity to experience live music, neighborhood hospitality, and the spirit of togetherness that makes our town so special. The event will run for approximately four and a half hours and is designed to be walkable, family-friendly, and deeply respectful of our community’s needs and concerns.
The organizers have worked diligently for over six months to address all logistics with professionalism and care. They have coordinated with City Staff, Public Works, the Fire Chief, and the Police Department to ensure that traffic control, safety, sanitation, and noise are responsibly managed. Additionally, they have reached out to residents and incorporated community input into their planning process, making this truly a collaborative local effort.
Please consider this letter as my strong endorsement of St. Helena PorchFest. I look forward to attending and celebrating with my fellow community members.
With sincere appreciation,
Sign this Letter of Support for the Inaugural St.
Helena Porchfest
Events like PorchFest bring vitality to our neighborhoods, support local artists, and foster unity at a time when many are longing for connection. We're asking you to sign this letter, urging City Council to approve and vote in favor of supporting this special event, which reflects the values and vision of our town. 6/19/25, 9:25 PM Sign this Letter of Support for the Inaugural St. Helena Porchfest https://docs.google.com/forms/d/1ZbFn5JvRCsEjSSElU1Y0J1YXoVqltBDVAw0KAogzTeU/edit#response=ACYDBNihiQRwiWarte-sWLifB5KMtY8C_pLSpHOi6… 1/2 Agenda Item #11.3.
Robert Monaghan
We love porchfest!
This form was created inside of sainthelenaporchfest.com.
First and Last Name: *
Share additional comments below:
Forms
6/19/25, 9:25 PM Sign this Letter of Support for the Inaugural St. Helena Porchfest https://docs.google.com/forms/d/1ZbFn5JvRCsEjSSElU1Y0J1YXoVqltBDVAw0KAogzTeU/edit#response=ACYDBNihiQRwiWarte-sWLifB5KMtY8C_pLSpHOi6… 2/2 Agenda Item #11.3.
Letter to City Council
St. Helena City Council
City of St. Helena
Dear Honorable Mayor and Members of the City Council,
I am writing to express my enthusiastic support for St. Helena’s first annual PorchFest, a free, communitycentered event scheduled for Sunday, September 28th. This thoughtfully planned celebration of music, community, and local talent will highlight St. Helena’s charm and strengthen our shared sense of place.
St. Helena PorchFest will feature local musicians performing from historic front porches, offering residents and visitors alike an opportunity to experience live music, neighborhood hospitality, and the spirit of togetherness that makes our town so special. The event will run for approximately four and a half hours and is designed to be walkable, family-friendly, and deeply respectful of our community’s needs and concerns.
The organizers have worked diligently for over six months to address all logistics with professionalism and care. They have coordinated with City Staff, Public Works, the Fire Chief, and the Police Department to ensure that traffic control, safety, sanitation, and noise are responsibly managed. Additionally, they have reached out to residents and incorporated community input into their planning process, making this truly a collaborative local effort.
Please consider this letter as my strong endorsement of St. Helena PorchFest. I look forward to attending and celebrating with my fellow community members.
With sincere appreciation,
Sign this Letter of Support for the Inaugural St.
Helena Porchfest
Events like PorchFest bring vitality to our neighborhoods, support local artists, and foster unity at a time when many are longing for connection. We're asking you to sign this letter, urging City Council to approve and vote in favor of supporting this special event, which reflects the values and vision of our town. 6/19/25, 9:22 PM Sign this Letter of Support for the Inaugural St. Helena Porchfest https://docs.google.com/forms/d/1ZbFn5JvRCsEjSSElU1Y0J1YXoVqltBDVAw0KAogzTeU/edit#response=ACYDBNgjAyUc7EWqHukK2ttznfBIhxxZc4uA-mDqR… 1/2 Agenda Item #11.3.