St. Helena City Council
August 12, 2025

City of St. Helena
Regular City Council Meeting
Tuesday, August 12, 2025 @ 6:00 PM
Vintage Hall Board Room - Second Floor
465 Main Street, St. Helena

PLEASE NOTE: Any person who wishes to speak regarding an item on the agenda or make a comment under the "Oral Communication" portion of the agenda may do so, but please observe the time limit of four minutes. The Mayor may reduce the four minute time limit for all speakers in circumstances where a large number of citizens intend to make public comment.

The City Council meeting will be live-streamed on Comcast 28 and on the City's website Public comment for meetings will be accepted via email to [email protected]. All public comments must be received three hours prior to the meeting. All other public comments received after the deadline will be attached to the item the next business day or soon thereafter. Public comments will not be read out loud but will be publicly available and attached to the on-line agenda.

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

Page

1. CALL TO ORDER

2. ROLL CALL
Mayor: Paul Dohring, Vice Mayor: Michelle Deasy, City Council Members:

Aaron Barak, Kate Spadarotto, Billy Summers

3. PLEDGE OF ALLEGIANCE

4. ADOPTION OF THE AGENDA

5. APPROVAL OF THE MINUTES
Estimated start time: 6:05 p.m.

5.1. Consideration and proposed approval of Regular Meeting Minutes of July 22, 2025.

Regular City Council - 22 Jul 2025 - Minutes
9 - 19

6. PUBLIC FORUM:

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

Estimated start time: 6:10 p.m.

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

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

Estimated start time: 6:20 p.m.

8. PRESENTATIONS AND PUBLIC RECOGNITIONS
Estimated start time: 6:30 p.m.

8.1. Update from Measure H Committee Chair, Christopher Warner Presentation
21 - 24

9. STAFF BRIEFING

10. CONSENT ITEMS
Members of the Council or the public (present at the meeting) may ask that any items be considered individually for purposes of considering alternative action, for extended discussion, or for public comment. Unless that is done, one motion may be used to adopt all recommended actions. (Roll Call Vote) Estimated start time: 6:40 p.m.

10.1. Authorization for the City of St. Helena to Enter Into a Memorandum of Agreement (MOA) with the Napa County Resource Conservation District (NCRCD) as a partner in the Urban and Community Forestry Grant Program.

CEQA Determination: Not a CEQA project
Prepared By: Lesley Milton, Deputy City Manager
Recommendation:

Staff recommends that the City Council adopt a resolution authorizing the City of St. Helena to enter into a Memorandum of Agreement (MOA) with the Napa County Resource Conservation District (NCRCD) to participate in the Inflation Reduction Act (IRA) Urban and Community Forestry (UCF) Grant Program titled Our Napa Forests: Growing an Equitable Tree Canopy Through Cross-Jurisdictional Collaboration.

Staff Report - Urban Forest Grant Agreement - Pdf
25 - 102

10.2. Receive report for FY 2024/2025 City of St. Helena Water Supply Update and Projected Water Demand.

CEQA Determination: Exempt
Prepared By: Ian Dale, Environmental Services Tech
Recommendation:

Receive and File.

Staff Report - City of St. Helena Water Supply Update FY2024/2025 - 103 - 113

Pdf

10.3. Adoption of a resolution authorizing the City Manager to enter into an agreement with Upper Valley Disposal for Sludge Hauling Services from the Wastewater Treatment Plant.

CEQA Determination: Not a CEQA project
Prepared By: Lesley Milton, Deputy City Manager
Recommendation:

Staff recommends that the City Council authorize the City Manager to execute and agreement authorize payment of sludge hauling services provided by Upper Valley Disposal related to the operation of the newly commissioned Membrane Bioreactor (MBR) facility at the City’s Wastewater Treatment Plant, in an amount not to exceed $100,000 annually.

Staff Report - Sludge Hauling Fees - Pdf
115 - 131

10.4. Consideration and Approval of a Resolution (1) Authorizing Payment of Underbilled Amount of $66,224.08 to Operational Technical Services (OTS) and (2) Authorizing the City Manager to execute Professional Services Agreement with OTS in a not-to-exceed amount of $127,600 for six-months of temporary Wastewater Treatment Operator with SWRCB Wastewater Treatment Grade 4 Certification or higher.

CEQA Determination: Not a CEQA project
Prepared By: Stephanie Killingsworth, Public Works Financial Analyst Recommendation:

Staff recommends approval of the attached Resolution.

Staff Report - OTS Underbilled Services and FY26 PSA - Pdf 133 - 161

10.5. Consideration and Adoption of a Resolution: (1) Approving Additional Funding Allocation for Bid Alternate 1 (Crane Parking) under the R25- 79 Pavement Restoration Project Contract with JD General Engineering Corp. in the amount of $177,500 for a total contract not-to-exceed amount of $1,598,140; (2) Authorizing Necessary Budget Adjustments and Transfers.

CEQA Determination: Class I Categorical Exemption under Section 15301 of CEQA
Prepared By: Stephanie Killingsworth, Public Works Financial Analyst Recommendation:

Staff recommends approval of the attached Resolution.

Staff Report - R25-79 Pavement Restoration Amendment No. 1 - Pdf 163 - 188

10.6. Request for Authorization to Publish the Bid Announcement for the Main Street St. Helena Pedestrian Improvements Project.

CEQA Determination: Exempt from the requirements of CEQA pursuant to CEQA Guidelines Sections 15301, 15302, 15303 and 15061(b)(3).

Prepared By: Eric Janzen, Assistant Public Works Director Recommendation:

To adopt the Resolution Authorizing the Public Works Department to 189 - 195

Publish the Bid Announcement for the Main Street St. Helena Pedestrian Improvements Project (CIP R18-81).

Staff Report - Request for Authorization to Publish the Bid Announcement for the Main Street St. Helena Pedestrian
Improvements Project to Replace Sid - Pdf

10.7. Consideration and proposed approval of a resolution amending the City of St. Helena Conflict of Interest Code pursuant to the Political Reform Act of 1974.

CEQA Determination: Not a CEQA project
Prepared By: Andrew Bradley, Program Manager, Erika Opp, Administrative Analyst
Recommendation:

It is recommended that the City Council adopt a Resolution approving the amended Conflict of Interest Code pursuant to the Political Reform Act of 1974, and rescind the previous Conflict of Interest, resolution 2022-84.

Staff Report - Conflict of Interest Update 2025 - Pdf
197 - 216

10.8. Approval of a Resolution authorizing the City Manager to execute Amendment No. 1 to the Professional Services Agreement with Beauchaine Consulting Group, LLC to provide public management consulting services related to labor negotiations for an additional $50,000 for a total amount not-to-exceed $100,000, which is included in the FY 2025-26 Operating Budget.

CEQA Determination: Not a CEQA project
Prepared By: Mandy Kellogg, Administrative Services Director Recommendation:

Staff recommends approval of the attached resolution.

Staff Report - Beauchaine Consulting - Pdf
217 - 239

10.9. Approval of a Resolution Updating the City of St. Helena Authorized Signatories with the Local Agency Investment Fund (LAIF) of the California State Treasury.

CEQA Determination: Not a CEQA project
Prepared By: Mandy Kellogg, Administrative Services Director Recommendation:

Staff recommends approval of the attached resolution.

Staff Report - LAIF Authorized Signatories - Pdf
241 - 245

10.10. Authorizing a resolution approving a three-year Professional Services Agreement for Professional Auditing Services with Harshwal & Company, LLP in the amount not-to-exceed of $29,600 in the first year, $30,880 in the second year, and $32,230 in the third year for a total $92,710 over the three-year term.

CEQA Determination: Not a CEQA project
Prepared By: Mandy Kellogg, Administrative Services Director Recommendation:

Staff recommends approval of the attached resolution.
247 - 303

Staff Report - PSA for Professional Audit Services - Pdf

10.11. Second Reading of Ordinance Reimplementing Penalties for Delinquent Water and Sewer Bills.

CEQA Determination: Not a CEQA project
Prepared By: Martin Beltran, Finance Manager
Recommendation:

Adoption by title only and waive the second 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.

Staff Report - 2nd Reading - Update on Utility Billing Penalties - Pdf 305 - 336

11. PUBLIC HEARINGS
Estimated start time: 6:50 p.m.

11.1. Consideration and proposed approval of a resolution approving the annexation of the property known as 945 Main Street, St. Helena, CA (APN 009-263-007), into the St. Helena Municipal Sewer District No. 1, MSD Annexation No. 152.

CEQA Determination: Not a CEQA project
Prepared By: Rebecca White, Administrative Assistant
Recommendation:

It is recommended the City Council adopt a Resolution approving the annexation of the territories into the St Helena Municipal Sewer District No. 1 MSD.

Staff Report - Public Hearing to Approve Sewer Annexation 945 Main Street - Pdf
Presentation
337 - 346

12. OLD BUSINESS
Estimated start time: 7:00 p.m.

12.1. Summary of Actions Taken To Address Fiscal Adversity and Describe Upcoming Steps and Seek Direction on Potential Actions
CEQA Determination: Not a CEQA project
Prepared By: Anil Comelo, City Manager
Recommendation:

Provide Direction On Potential Future Actions
Staff Report - Financial Future Discussion - Pdf
Presentation
Public Comment.Alan Galbraith
347 - 371

13. NEW BUSINESS
Estimated start time: 7:30 p.m.

13.1. Consideration and Designation of Voting Delegates for vote(s) to be done at the 2025 League of California Cities Annual Conference business meeting.

CEQA Determination: Not a CEQA project
Prepared By: Andrew Bradley, Program Manager
Recommendation:

Consideration and Proposed Approval of:

1. Designating a Voting Delegate on Behalf of the City of St.

Helena City Council; and

2. Designating Alternate Voting Delegates; and

3. The City Council authorizes the Voting Delegate and/or Alternate Voting Delegates to vote on any proposed resolutions on behalf of the City at the League of California Cities Annual Conference Business Meeting.

Staff Report - Designation of voting delegates for vote(s) to be done at the 2025 League of California Cities Annual Conference business meeting - Pdf
373 - 378

14. CITY COUNCIL REPORTS:

14.1. A. Association of Bay Area Governments (ABAG) - Executive Board B. Association of Bay Area Governments (ABAG) - General Assembly C. Napa Valley Tourism Corporation (Umbrella for Napa County) D. League of California Cities – North Bay Division
E. Napa County City Selection Committee
F. Napa County Flood Control and Water Conservation District G. Napa County Local Agency Formation Commission (LAFCO) H. Napa Valley Transportation Authority (NVTA)
I. Napa County Watershed Information Center & Conservancy (WICC) J. Upper Valley Waste Management Agency
K. Napa County Groundwater Sustainability Plan Advisory Committee L. Napa County Regional Climate Action Committee
M. Council Ad Hoc and Standing Committee Reports

15. ADJOURNMENT
The next Regular City Council meeting is scheduled for August 26, 2025, at 6:00 p.m.

This agenda was posted at City Hall, 1088 College Avenue, and at Vintage

Hall, 465 Main Street, St. Helena, California on August 7, 2025.

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

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

If a person wishes to challenge the above actions in court, they may be limited to raising only those issues they or someone else raised at the meeting described in this notice, or in written correspondence delivered to the City of St. Helena, at or prior to the meeting. In addition, judicial challenge may be limited or barred where the interested party has not sought and exhausted all available administrative remedies.

SUPPLEMENTAL MATERIAL RECEIVED AFTER THE POSTING OF THE AGENDA
Any supplemental writings or documents distributed to a majority of the City Council regarding any item on this Agenda, after the posting of the Agenda, will be available for public review in the City Clerk’s Office located at 1088 College Avenue, St. Helena, California, during normal business hours and by appointment. In addition, such writings or documents will be made available on the City’s web site at https://sthelena.civicweb.net and will be available for public review at the respective meeting.

MINUTES
City of St. Helena
Regular City Council Meeting
Tuesday, July 22, 2025 @ 6:00 PM
Vintage Hall Board Room - Second Floor
465 Main Street, St. Helena
A complete video recording of this meeting, except for closed session, can be found at https://sthelena.civicweb.net/Portal/ or by calling the City Clerk at (707) 968-2742. The City Council video is the official record of the Council meeting.

Present: Mayor Paul Dohring, Vice Mayor Michelle Deasy, Council Member Aaron Barak, Council Member Kate Spadarotto, and Council Member Billy Summers

Absent:

1. CALL TO ORDER
Mayor Dohring called the meeting to order at 6:00 p.m.

2. ROLL CALL

3. PLEDGE OF ALLEGIANCE
Mayor Dohring led the Pledge of Allegiance.

4. ADOPTION OF THE AGENDA
City Manager Comelo said that Items 10.8 and 10.12 will not be heard and requested that Items 10.2 and 10.3 be pulled for discussion on the consent calendar.

4.1 Vice Mayor Michelle Deasy moved to approve the amended agenda. The motion was seconded by Council Member Aaron Barak and on roll call carried by the following vote:

AYES: Mayor Paul Dohring, Vice Mayor Michelle Deasy, Council Member Aaron Barak, Council Member Kate Spadarotto, and Council Member Billy Summers
NOES: None
ABSENT: None
ABSTAIN: None
RECUSE: None

5. APPROVAL OF MINUTES

5.1 Consideration and proposed approval of Regular Meeting Minutes of June 10, 2025 and June 24, 2025.

Council Member Aaron Barak moved to approve the Regular Meeting minutes of June 10, 2025 and June 24, 2025. The motion was seconded by Council Agenda Item #5.1.

Regular City Council
July 22, 2025
Member Kate Spadarotto and on roll call carried by the following vote:

AYES: Mayor Paul Dohring, Vice Mayor Michelle Deasy, Council Member Aaron Barak, Council Member Kate Spadarotto, and Council Member Billy Summers
NOES: None
ABSENT: None
ABSTAIN: None
RECUSE: None

6. PUBLIC FORUM:

No public comment was received.

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

7.1 City Attorney Ethan Walsh reported on the Special City Council Closed Session meeting of July 22, 2025 and noted that there was no reportable action.

City Manager Comelo announced a special joint session meeting of the City Council and the Planning Commission on Tuesday, August 19.

Director of Public Works Joe Leach provided update on paving project.

8. PRESENTATIONS AND PUBLIC RECOGNITIONS

8.1 Proclaiming July as Parks and Recreation Month
Mayor Dohring presented the proclamation to the Director of Community Services, Dave Jahns who accepted on behalf of the Parks and Recreation Department.

9. STAFF BRIEFING

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

10.1 Consideration and Approval of a new three-year contract with UpValley Centers Family for Coordination Management of a Juvenile Diversion Program and Drug/Alcohol Prevention Education Program, commencing July 1, 2025, through June 30, 2028, for a total contract amount not to exceed $90,000 (annual contract amount of $30,000).

Agenda Item #5.1.

Regular City Council
July 22, 2025
CEQA Determination: Exempt
Prepared By: Justin Tharp, Lieutenant
Recommendation:

Recommend approval of attached Resolution.

10.2 This item was pulled.

Approval of a Resolution Authorizing the City Manager to Execute a Professional Services Agreement with PublicPay for a full Classification and Compensation Study for an amount not-to-exceed $44,800.

10.3 This item was pulled.

Approval of Resolution Authorizing the City Manager to Execute Professional Services Agreement with Blackberg Group LLC. for an Efficiency and Business Transformation study in an amount Not-To-Exceed $100,000.

10.4 Authorization of a Resolution approving a Professional Services Agreement in the amount of $160,000 between the City of St. Helena and the St. Helena Chamber of Commerce for FY 2025-26.

CEQA Determination: Not a CEQA project
Prepared By: Mandy Kellogg, Administrative Services Director Recommendation:

Staff recommends approval of the attached resolution.

10.5 Adopt a resolution authorizing the City Manager to execute a Professional Services Agreement with Albion Surveys, Inc. for topographic surveying services at Bell Canyon Reservoir, as part of the Bell Canyon Intake Tower Replacement Project (CIP W-109), for an amount not to exceed $15,000.

CEQA Determination: Not a CEQA project
Prepared By: Lesley Milton, Deputy City Manager
Recommendation:

Adopt a resolution approving the contract.

10.6 Authorize the City Manager to execute payment of outstanding invoices for generator rental services and approve additional funding for continued emergency generator rental services at the Wastewater Treatment Plant (WWTP), for an additional $47,904.78 increasing the not-to-exceed total to $286,425.

CEQA Determination: Not a CEQA project
Prepared By: Lesley Milton, Deputy City Manager
Recommendation:

Staff recommends that the City Council authorize the City Manager to execute payment of outstanding invoices for generator rental services and approve additional funding for emergency generator rental services at the Wastewater Agenda Item #5.1.

Regular City Council
July 22, 2025
Treatment Plant (WWTP), increasing the not-to-exceed total to $286,425.

City Manager Comelo provided an update to the original figures, noting that the initial report assumed the City would end the generator rental on June 30.

However, an additional month was needed because the new generator was not yet operational therefore adding an additional charge.

10.7 Adopt a resolution authorizing the City Manager to execute a Professional Services Agreement with Dr. Water Well for video inspection, cleaning, and sanitizing of Stonebridge Well 2 for a not-to-exceed cost of $14,700.

CEQA Determination: Not a CEQA project
Prepared By: Lesley Milton, Deputy City Manager
Recommendation:

Execute a Professional Services Agreement with Dr. Water Well for video inspection, cleaning, and sanitizing of Stonebridge Well 2 for a not-to-exceed cost of $14,700.

10.8 This item was removed from the consent calendar.

Consideration and Proposed Approval of a Resolution Authorizing the City Manager to execute Professional Services Agreement with Operational Technical Services (OTS) in a not-to-exceed amount of $180,000 for sixmonths of temporary Wastewater Treatment Operator with SWRCB Wastewater Treatment Grade 4 Certification or higher and authorize the expenditure of $66,224.08 of underbilled expenses.

CEQA Determination: Not a CEQA project
Prepared By: Stephanie Killingsworth, Public Works Financial Analyst Recommendation:

Staff Recommends Approval of the Attached Resolution and authorization to execute the contract.

10.9 June 2025 Review and Forecasting of City Water Supply Availability.

CEQA Determination: Not a CEQA project
Prepared By: Ian Dale, Environmental Services Tech
Recommendation:

Receive and file.

10.10 Adopt a Resolution to authorize the City Manager to enter into a professional services agreement with Precision Wireless Service in an amount not to exceed $14,007 for the procurement and installation of a replacement radio repeater to restore critical emergency communications infrastructure lost in the Glass Fire.

CEQA Determination: Not a CEQA project
Agenda Item #5.1.

Regular City Council
July 22, 2025
Prepared By: Lesley Milton, Deputy City Manager
Recommendation:

Staff recommends that the City Council adopt a Resolution to authorize the City Manager to enter into a professional services agreement with Precision Wireless Service in an amount not to exceed $14,007 for the procurement and installation of a replacement radio repeater.

10.11 Consideration and Proposed Adoption of a Resolution Accepting the Work and Directing the Filing of the Notice of Completion for C22-03 Jacob Meily Park Drainage Site Survey and Installation of New Turf and Upgrade Irrigation.

CEQA Determination: Class I Categorical Exemption under Section 15301 of CEQA
Prepared By: Mario Traverso, Project Manager, Stephanie Killingsworth, Public Works Financial Analyst
Recommendation:

Staff Recommends Approval of the attached Resolution.

10.12 This item was removed from the consent calendar.

Consideration and Approval of a License Agreement with BodeEV for the Design, Construction, Operation, and Maintenance of Public Electric Vehicle Charging Stations at Four City-Owned Locations Project funded by grants and BodeEV Inc.

CEQA Determination: Class I Categorical Exemption under Section 15301 of CEQA
Prepared By: Andrew Bradley, Program Manager
Recommendation:

1. Approve a License Agreement with BodeEV Inc. for the design, construction, and ongoing maintenance and management of public EV charging stations at four City-owned sites.

2. Authorize the City Manager to take all other necessary actions to implement the project and meet grant deadlines.

10.2 Approval of a Resolution Authorizing the City Manager to Execute a Professional Services Agreement with PublicPay for a full Classification and Compensation Study for an amount not-to-exceed $44,800.

CEQA Determination: Not a CEQA project
Prepared By: Mandy Kellogg, Administrative Services Director Recommendation:

Staff recommends approval of the attached resolution.

City Manager Comelo provided more information on the item.

Agenda Item #5.1.

Regular City Council
July 22, 2025
Mayor Dohring opened the item up for public comment; no public comment was received.

Discussion brought back to Council.

10.3 Approval of Resolution Authorizing the City Manager to Execute Professional Services Agreement with Blackberg Group LLC. for an Efficiency and Business Transformation study in an amount Not-To-Exceed $100,000.

CEQA Determination: Exempt
Prepared By: Andrew Bradley, Program Manager
Recommendation:

Adopt a resolution authorizing the City Manager to execute a professional services agreement with Blackberg Group LLC. to conduct the City’s Efficiency and Business Transformation Study, in an amount not-to-exceed $100,000.

Vice Mayor Deasy requested further discussion on the item.

Mayor Dohring opened Public Comment; no public comment was received.

Council Member Aaron Barak moved to approve all items with the exception of

10.8 and 10.12. The motion was seconded by Council Member Kate Spadarotto and on roll call carried by the following vote:

AYES: Mayor Paul Dohring, Vice Mayor Michelle Deasy, Council Member Aaron Barak, and Council Member Kate Spadarotto
NOES: Council Member Billy Summers
ABSENT: None
ABSTAIN: None
RECUSE: None

11. PUBLIC HEARINGS

11.1 Introduction and Waiver of First Reading of Ordinance Reimplementing Penalties for Delinquent Water and Sewer Bills.

CEQA Determination: Not a CEQA project
Prepared By: Martin Beltran, Finance Manager
Recommendation:

That Council introduce 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.

Agenda Item #5.1.

Regular City Council
July 22, 2025
Finance Manager, Martin Beltran presented on the item.

Mayor Dohring opened the Public Hearing; no comments were received.

Discussion was turned over to the Council; no additional comments were made.

Council Member Aaron Barak moved to approve staff's recommendation. The motion was seconded by Vice Mayor Michelle Deasy and on roll call carried by the following vote:

AYES: Mayor Paul Dohring, Vice Mayor Michelle Deasy, Council Member Aaron Barak, Council Member Kate Spadarotto, and Council Member Billy Summers
NOES: None
ABSENT: None
ABSTAIN: None
RECUSE: None

12. OLD BUSINESS

12.1 Consideration of a resolution authorizing (1) temporary closures of portions of Adams Street, Allyn Avenue (local traffic only), Kearney Street, Stockton Street, and Tainter Street from 11:00 a.m. to 6:00 p.m. on Sunday, September 28, 2025, for the proposed Saint Helena Porchfest; and (2) authorizing mobile food vendors to operate on the closed portions of the event footprint.

CEQA Determination: Not a CEQA project
Prepared By: Dave Jahns, Director of Community Services, Rebecca White, Administrative Assistant
Recommendation:

Review the event proposal and consider approval of the attached resolution.

Director of Community Services, Dave Jahns reported on the item.

Mayor Dohring opened Public Comment where Alex Weeks, a Porchfest representative made a presentation. No other public comment was received.

Discussion was turned over to Council. Mayor Dohring re-opened public comment. Public Comment was received by Kim Phinney, Marisa Nokes and Rachael Clark. Discussion continued with Council.

Vice Mayor Michelle Deasy moved to approve the event, contingent upon verification of nonprofit status (IRS 501(c)(3)), proof of funding to cover event costs, and submission of insurance certificates by August 28. The motion was Agenda Item #5.1.

Regular City Council
July 22, 2025
seconded by Council Member Spadarotto. Following further discussion after the initial motion was made, Vice Mayor Deasy amended the motion to condition approval on a bank statement demonstrating financial viability and the submission of insurance certificates, grating staff discretion to determine whether the amount is sufficient. The motion was seconded by Council Member Billy Summers and on roll call failed by the following vote:

AYES: Vice Mayor Michelle Deasy and Council Member Billy Summers NOES: Mayor Paul Dohring, Council Member Aaron Barak, and Council Member Kate Spadarotto
ABSENT: None
ABSTAIN: None
RECUSE: None
Mayor Dohring called for a 10-minute recess at 7:20 p.m. The Council meeting was reconvened at 7:30 p.m.

12.2 Discussion and Direction from City Council regarding treatment of covered balconies, porches, decks and other structures for purposes of calculating gross floor area under the City’s Zoning Ordinance.

CEQA Determination: Not a CEQA project
Prepared By: Ethan Walsh, City Attorney
Recommendation:

Receive direction from City Council on how they would like to treat covered balconies, porches, decks and similar structures under the Zoning Ordinance.

City staff anticipates that after receiving direction, they will prepare an ordinance amending to the Zoning Code to carry out proposed direction of the Council, which will go to the Planning Commission for recommendation, and then return to Council for adoption.

City Attorney Ethan Walsh presented on the item.

Mayor Dohring opened Public Comment. Public Comment was received by Dan Hale, Charles Covell, Christine Hale, and Michelle Covell.

Discussion was turned over to council. The Council provided comments and asked questions. It was the consensus of the Council to support excluding covered balconies, porches, decks, and similar structures from the calculation of the total gross floor area.

12.3 Consideration and proposed adoption of a Resolution authorizing the execution of a license agreement with Tauzer Apiaries, Inc., for access to a portion of City property at 1 Chaix Lane for the placement and maintenance of honeybee hives.

Agenda Item #5.1.

Regular City Council
July 22, 2025
CEQA Determination: Not a CEQA project
Prepared By: Ian Dale, Environmental Services Tech
Recommendation:

Approve the attached resolution.

Assistant City Manager/Director of Public Works, Joe Leach reported on the item.

Mayor Dohring opened up Public Comment. Public Comment was received by Martin Podel, Elaine de Man, Kelly Wheaton and Christine Waskowiak.

The discussion was turned over to the Council for deliberation, during which individual comments and questions were raised. The Council reached a consensus not to approve the staff recommendation at this time, citing the need for additional information and further work on the issue.

Mayor Dohring asked for a motion to extend the City Council meeting until 9:30 p.m. Vice Mayor Deasy moved to extend the meeting until 9:30 p.m. The motion was seconded by Council Member Barak and on voice vote was approved unanimously.

13. NEW BUSINESS

13.1 Consideration of a resolution appointing applicants to the Planning Commission
CEQA Determination: Not a CEQA project
Prepared By: Erika Opp, Administrative Analyst
Recommendation:

Staff recommends adopting a resolution appointing applicants to the Planning Commission.

Mayor Dohring introduced the item and opened Public Comment. Public Comment was received by Michelle Covell.

The discussion was turned over to the Council for deliberation. Individual comments were made.

Mayor Paul Dohring moved to appoint Hector Lopez and Michelle Covell to the Planning Commission. The motion was seconded by Council Member Aaron Barak and on roll call carried by the following vote:

AYES: Mayor Paul Dohring, Vice Mayor Michelle Deasy, Council Member Aaron Barak, Council Member Kate Spadarotto, and Council Member Billy Summers
NOES: None
Agenda Item #5.1.

Regular City Council
July 22, 2025
ABSENT: None
ABSTAIN: None
RECUSE: None

14. CITY COUNCIL REPORTS:

14.1 A. Association of Bay Area Governments (ABAG) - Executive Board B. Association of Bay Area Governments (ABAG) - General Assembly C. Napa Valley Tourism Corporation (Umbrella for Napa County) D. League of California Cities – North Bay Division
E. Napa County City Selection Committee
F. Napa County Flood Control and Water Conservation District G. Napa County Local Agency Formation Commission (LAFCO) H. Napa Valley Transportation Authority (NVTA)
I. Napa County Watershed Information Center & Conservancy (WICC) J. Upper Valley Waste Management Agency
K. Napa County Groundwater Sustainability Plan Advisory Committee L. Napa County Regional Climate Action Committee
M. Council Ad Hoc and Standing Committee Reports
Vice Mayor Deasy reported on Napa County Regional Climate Action Committee and Mayor Dohring reported on Napa County Flood Control District.

15. ADJOURNMENT
Mayor Dohring adjourned the meeting at 9:14 p.m.

APPROVED:
______________________________
Paul Jamison Dohring, Mayor
ATTEST:
_________________________
Erika Opp, Acting City Clerk
Agenda Item #5.1.

Regular City Council
July 22, 2025
Agenda Item #5.1.

Measure H
Advisory
Commitee
August 12, 2025
Agenda Item #8.1.

Accomplishments

1. Members: Chris Warner (chair), Jeffrey Green (vice chair), Richard Corsetti, Jay Kouba, Mario Trinchero

2. Supported by City staff (Finance, Public Works)

3. 5 meetings (Aug. 9, 2023; Feb. 21, 2024; Sept. 25, 2024; Feb. 4, 2025; Apr. 1, 2025

4. Agendas have included: GO Bond conditions, tranches and issuances; updates on GO bond capital projects; GO bond CIP project schedule, status and compliance with Measure H Agenda Item #8.1.

Upcoming
Work Plan

1. Continued monitoring and briefing by City staff on
compliance with Measure H bond requirements and
schedule/status of bond projects.

2. Discuss with City staff any bond compliance issues that may arise, including scheduling issues, and advise City Council as appropriate
Agenda Item #8.1.

BACKGROUND:

On February 22, 2022, the City Council adopted Ordinance 2022-3 (Measure H), an ordinance ordering the submission of a proposition to incur bonded indebtedness to the voters. Measure H was successful in the June 2022 election.

The object and purpose of the Bonds is to finance the costs of municipal improvement projects of the City (the “Improvements”), consisting of drinking water system improvements, including but not limited to Bell Canyon Spillway repairs, water main rehabilitation and replacements, valve replacements, Bell Canyon Phreatic Surface Monitoring, lower reservoir rehabilitation, and replacing pipes to increase fire flow, sewer system improvements, including but not limited to replacing pipes and making Crinella Lift Station improvements, stormwater system improvements, including but not limited to replacing pipes, drains, culverts and other components of the system, and recycled water system improvements, including but not limited to providing pump station and pipes to distribute recycled water, all as acquired or constructed by the City to protect local water quality/supply, improve drought resilience, keep sewage, pollution, trash and chemicals from local rivers, creeks and streams, and protect safe, sustainable, local water sources.

The first bond issuance occurred on November 15, 2022. The primary governing document for the 2022 Obligation Bonds is the Resolution of Issuance. The authorization to issue bonds to fund the actions noted above required the formation of a Measure H Oversight Committee. On November 22, 2022, Council authorized the recruitment of a committee to consist of five St. Helena community residents appointed by the City Council. The Chair of the Measure H Oversight Committee was appointed by the Council. It is expected that the Measure H Oversight Committee will meet two times per year until the expenditure of the bond proceeds is complete, at which time a final report will be issued, and the committee disbanded.

The Committee serves in an advisory role and will not be responsible for managing or directing staff or project activities, it will leverage the experience, expertise, and insight of its members to ensure the bond proceeds are spent in accordance with the provisions of Ordinance 2022-3 (Measure H). In addition, the Committee is an advisory body to the City Council and is not an independent decision-making body. All of its recommendations are subject to approval of the City Council. Meetings of the Bond Oversight Committee will be open to the public and will serve to educate the community on how bond funds are being expended.

Agenda Item #8.1.

Agenda Report to the City Council
Agenda Section: CONSENT ITEMS
Department: Public Works
DATE: August 12, 2025
FROM: Lesley Milton, Deputy City Manager
SUBJECT: Authorization for the City of St. Helena to Enter Into a Memorandum of Agreement (MOA) with the Napa County
Resource Conservation District (NCRCD) as a partner in
the the Urban and Community Forestry Grant Program.

RECOMMENDED
ACTION:

Staff recommends that the City Council adopt a resolution authorizing the City of St. Helena to enter into a
Memorandum of Agreement (MOA) with the Napa County
Resource Conservation District (NCRCD) to participate in the Inflation Reduction Act (IRA) Urban and Community
Forestry (UCF) Grant Program titled Our Napa Forests:

Growing an Equitable Tree Canopy Through CrossJurisdictional Collaboration.

PREVIOUS COUNCIL
ACTION:

On May 9, 2023, the City Council approved Resolution
2023-43 authorizing the City to partner on the grant
application and committed $100,000 cash match to the
program.

STATEMENT OF THE
PURPOSE:

To enter into a Memorandum of Understanding (MOU)
with the Napa County Resource Conservation District
(NCRCD) for the Urban and Community Forestry Grant
Program.

FINANCIAL IMPACT: The total cost of the project is $3,121,523, with $1,560,761 provided by federal funding. The City of St. Helena’s
financial contribution towards the grant is $100,000, which has been allocated from the General Fund for Fiscal Year 2025. The City will also provide in-kind support through staff time for strategic oversight of St. Helena sites as well as coordinating project activities, such as event planning and community outreach. Additional in-kind contributions and contractual services will be provided by NCRCD and
other project partners.

BACKGROUND:

The US Department of Agriculture Forest Service Urban and Community Forestry Inflation Reduction Act Grant Program, administered by the Napa County Resources Conservation District, aims to address several key challenges in urban forestry management across Napa County, including limited planning resources, funding shortfalls, and workforce development. The grant is funded under the Inflation Agenda Item #10.1.

Reduction Act and seeks to increase the urban tree canopy, engage communities in stewardship, and develop a workforce in urban forestry.

The City of St. Helena, along with the cities of Napa and American Canyon, will benefit from this grant through tree planting and stewardship activities, community education and volunteer events, and workforce development opportunities. St. Helena's participation focuses on enhancing urban greenery, particularly in disadvantaged communities, and supporting long-term sustainability.

DISCUSSION:

Goals of the Program:
 Goal 1: Planting and Stewardship Plans
St. Helena will collaborate with NCRCD to develop planting and stewardship plans focused on increasing the urban tree canopy in identified project sites. This will involve updating municipal tree planting lists and ordinances and implementing tree planting efforts in areas benefiting disadvantaged communities.
 Goal 2: Community Engagement and Education
The program will engage local residents through education and volunteer events that promote the benefits of urban forests and practical stewardship actions. St.

Helena will host workshops, volunteer planting days, and the creation of demonstration gardens in disadvantaged neighborhoods.
 Goal 3: Workforce Development
The program will provide training for municipal staff and create pathways for urban forestry careers through internships. St. Helena will benefit from workforce training and increased capacity for urban forestry management.

Impact on the City of St. Helena: Participation in this project will enhance green spaces, increase shade and cooling in public areas, and contribute to overall climate resilience. The city will also benefit from shared resources and expertise from NCRCD and other project partners, thereby amplifying the impact of our urban forestry efforts Key Partners:The primary partners include the City of Napa, City of American Canyon, the American Canyon Community and Parks Foundation (ACCPF), and the Napa Valley Vine Trail Coalition. Each of these partners will play a role in implementing planting and education activities across the county.

The purpose of the Memorandum of Understanding is to outline the commitment of each party as well as ensure adequate insurance and indemnification requirements of each of the partner agencies as a required component of the grant agreement.

ENVIRONMENTAL REVIEW:

This is not a CEQA project. However, it should be noted that this program will have a positive environmental impact by enhancing the city’s urban tree canopy, improving air quality, increasing stormwater retention, and promoting biodiversity. The activities Agenda Item #10.1.

supported under this grant are consistent with the city’s commitment to sustainability and climate resilience.

GOAL:

Goal 2: Improve Infrastructure & Further Environmental Sustainability Goal 5: Enhance Quality of Life
DOCUMENTS ATTACHMENTS:

Resolution RCD MOA
UCF Grant MOA w Attachments_2025.07
UCF Grant Narrative and Budget_FOR PARTNERS
Exhibit A - 24-DG-230 NCRCD Award Letter Fully Signed
Agenda Item #10.1.

CITY OF ST. HELENA
RESOLUTION NO. 2025-__
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ST. HELENA

AUTHORIZING THE CITY MANAGER TO EXECUTE A MEMORANDUM OF

UNDERSTANDING WITH THE NAPA COUNTY RESOURCE CONSERVATION

DISTRICT FOR PARTICIPATION IN THE URBAN AND COMMUNITY FORESTRY

GRANT PROGRAM

RECITALS
A. WHEREAS, the U.S. Department of Agriculture Forest Service Urban and Community Forestry Inflation Reduction Act Grant Program (the “UCF Grant Program”) provides funding to support increased urban tree canopy, environmental stewardship, and workforce development; and B. WHEREAS, the Napa County Resource Conservation District (NCRCD) was awarded funding under the UCF Grant Program for a regional project titled “Our Napa Forests: Growing an Equitable Tree Canopy Through Cross-Jurisdictional Collaboration”; and
C. WHEREAS, on May 9, 2023, the City Council approved Resolution 2023-43 authorizing the City to partner on the UCF Grant Program and committed a $100,000 cash match from the General Fund toward the program; and D. WHEREAS, the City of St. Helena, along with the Cities of Napa and American Canyon, the Napa Valley Vine Trail Coalition, and the American Canyon Community and Parks Foundation, will participate as partners in this regional effort through a formal Memorandum of Understanding (MOU) with the NCRCD; and
E. WHEREAS, the MOU outlines the roles and responsibilities of the City in supporting tree planting and stewardship activities, community engagement, education, and workforce development within St. Helena, with particular emphasis on supporting disadvantaged communities; and
F. WHEREAS, the City’s participation in this program aligns with City goals to improve infrastructure, enhance environmental sustainability, and increase quality of life;

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

Agenda Item #10.1.

1. The City Council hereby authorizes the City Manager to execute the Memorandum of Understanding with the Napa County Resource Conservation District in substantially the form presented, subject to minor modifications approved by the City Attorney.

2. The City Council affirms its continued support for the Urban and Community Forestry Grant Program and the City's commitment of $100,000 in General Fund resources for Fiscal Year 2026, along with in-kind contributions of staff time for project oversight, community outreach, and event coordination.

3. The City Manager is authorized to take such additional actions as may be necessary to implement the terms of the MOU and ensure compliance with program requirements.

Approved at a Regular Meeting of the St. Helena City Council on August 12, 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 #10.1.

UCF Grant MOA
1 MEMORANDUM OF AGREEMENT
(Urban and Community Forest Grant Program)
This MEMORANDUM OF AGREEMENT (“MOA”) is made as of April 17, 2024, by and between the NAPA COUNTY RESOURCE CONSERVATION DISTRICT, a political subdivision of the State of California, hereinafter referred to as "NCRCD," and CITY OF AMERICAN CANYON, CITY OF NAPA, CITY OF SAINT HELENA, each being a city within the State of California, and AMERICAN CANYON COMMUNITY & PARKS FOUNDATION and NAPA VALLEY VINE TRAIL COALITION, each being a nonprofit, taxexempt charitable organization (tax identification number 47-3226686 and 26-3426758, respectively) under Internal Revenue Code section 501 (c)(3). All three named cities and two named nonprofit organizations are hereinafter collectively referred to as “Parties” and singularly as “Party.”

RECITALS
WHEREAS, all Parties are authorized to enter into agreements with state agencies, counties, cities, resource conservation districts, and other public districts to receive funds, and to enter into agreements to cooperatively expend funds; and

WHEREAS, NCRCD and the U.S. Department of Agriculture, Forest Service Region 5, hereinafter referred to as “USFS”, entered into an Inflation Reduction Act Urban and Community Forest Grant 24-DG-11052021-230, hereinafter referred to as “UCF Grant”, for the purpose increasing healthy urban tree canopy, empowering community-led urban forest stewardship, and supporting current and future workforce.

Agenda Item #10.1.

UCF Grant MOA
2 TERMS
NOW, THEREFORE, in consideration of the foregoing, the mutual agreements of the Parties, and other valuable consideration the sufficiency of which is hereby acknowledged, the Parties hereby agree as follows:

1. Term of the Agreement. This UCF Grant MOA takes effect upon the first date listed above and shall remain in effect until March 15, 2029.

2. Scope of Work. Parties shall support the successful execution of the UCF Grant goals and deliverables within the five-year grant period. The three main objectives of the grant include (1) Increase healthy urban tree canopy through planting and stewardship, with a focus on sites that benefit disadvantaged communities; (2) Empower community-led urban forest stewardship through community education, volunteer events, and demonstration forest “gardens’; (3) Support current and future workforce through municipal staff/crew trainings and paid internships. Specific goals, activities, roles of NCRCD and Parties, and anticipated allocation of resources are set forth in Exhibit “B”.

3. Match Contributions. NCRCD and Parties are responsible providing and reporting the required match contribution during the five-year grant. The UCF Grant requires 1:1 non-federal matching funds by the Parties. The amount and type of match commitment that each Party is responsible for are set forth in Exhibit “C”.

Matching contributions must not include funding from a federally assisted program and must not have been paid by the federal government under any other grant or agreement; and must be verifiable in the grantee’s records. Matching funds must be tracked the same as grant expenses and include the necessary supporting documentation (e.g., receipts, timesheets, invoices, etc.).

Matching funds must have been used in a way necessary to accomplish project activities (see Exhibit “B” for more detail), reasonable and allowable.

4. Semi-Annual Match Reporting. Each Party shall assist with UCF Grant SemiAnnual Progress Reports (“Semi-Annual Progress Reports”) and provide the required information and documents needed to complete the Semi-Annual Progress Reports by May 31 (period between November 1 and April 21) and November 30 (period between May 1 and October 31) of each year during this UCF Grant MOA. The Semi-Annual Progress Reports shall capture Parties reporting of match contributions, including all necessary supporting documentation, as well as both quantitative and qualitative project accomplishments. Parties shall track and report match following templates provided by NCRCD. The NCRCD will submit the Semi-Annual Progress Reports to the USFS on behalf of all partners.

5. Environmental Compliance. Each individual city is responsible for determining the appropriate California Environmental Quality Act (CEQA) method and will serve as CEQA lead agency for any stewardship activities supported by the UCF Grant funding on property they own/maintain. Crews that will be working under the NCRCD on city-owned property will follow the environmental compliance guidelines of that particular city. The NCRCD can serve as CEQA Lead Agency if this is deemed appropriate by both NCRCD and the Party, pending the appropriate permissions are provided by the city. All Parties will inform the NCRCD of their CEQA decisions and provide any CEQA documentation relevant to implementation of Agenda Item #10.1.

UCF Grant MOA
3 stewardship activities, including but not limited to Notice of Exemptions. Work completed on private property or other property not under the ownership of Parties will be the responsibility of the NCRCD to determine CEQA requirements and NCRCD shall serve as CEQA Lead Agency if needed.

6. Access. Each Party shall make available access to selected properties that they own to allow the successful execution of the UCF grant deliverables set forth in Exhibit “B”.

Parties shall provide access to sites for implementation of planting and stewardship activities (e.g., tree planting, maintenance and monitoring), community engagement activities (e.g., volunteer events, education events, demonstration plantings), and workforce development activities (e.g., trainings for interns, vegetation management crews, and/or city staff. Access permissions shall include NCRCD, NCRCD contractors and sub-contractors, community members, volunteers and non-profits (“NCRCD agents”) listed as a Party. Specific sites can include a park, open space, sidewalk, side of a building or other public land. Access will be provided for the duration of the UCF Grant. The specific project sites will be identified in collaboration between NCRCD and Parties. The Parties agree that NCRCD and its agents’ insurance, described in item 9 of this Agreement, provides satisfactory liability coverage to allow access to the selected properties in order to execute the UCF grant deliverables set forth in Exhibit “B.”

7. Use of Forest Service Insignia. Use of the Forest Service insignia on any published media, such as a Web page, printed publication, or audiovisual production, my first go through the NCRCD. The NCRCD will go through the necessary steps to get approval from the USFS.

8. Hold Harmless/Defense/Indemnification. To the full extent permitted by law, each Party shall defend, indemnify and hold harmless each other as well as their respective officers, agents, and employees from any claims, suits, proceedings, loss or liability, including reasonable attorney's fees, for personal injury (including death), or damage to property, arising out of or connected with any acts or omissions of that Party or its officers, agents, employees, volunteers, contractors, or subcontractors when performing any activities or obligations required of that Party under this UCF GRANT MOA. Each Party shall notify the other Parties immediately in writing of any claim or damage related to activities performed under this UCF GRANT MOA. The Parties shall cooperate with each other in the investigation and disposition of any claim arising out of the activities under this UCF GRANT MOA, providing that nothing shall require any other Party to disclose any documents, records, or communications that are protected under peer review privilege, attorney-client privilege, or attorney work product privilege.

9. Insurance. Each Party shall obtain and maintain in full force and effect throughout the term of this UCF GRANT MOA, and thereafter as to matters occurring during the term of this MOA, the following insurance coverage:
(a) Workers' Compensation insurance. To the extent required by law during the term of this UCF GRANT MOA, each Party shall provide workers' compensation insurance for the performance of any of its duties under this UCF GRANT MOA, including but not limited to, coverage for workers' compensation and employer's liability and a waiver of subrogation. Each Agenda Item #10.1.

UCF Grant MOA
4 Party shall provide NCRCD with certification of all such coverages upon request by NCRCD’s Executive Director.
(b) Liability Insurance.
(1) General Liability. Each Party shall obtain and maintain in full force and effect during the term of this UCF GRANT MOA commercial or comprehensive general liability insurance coverage (personal injury and property damage) of not less than ONE MILLION DOLLARS ($1,000,000) combined single limit per occurrence, either issued by a company having an A.M. Best Rating of no less than A:VIII or by self-insurance in accordance with the UCF GRANT Agreement, or by a combination thereof, covering liability for any personal injury, including death, to any person and/or damage to the property of any person arising from the acts or omissions of that Party under this UCF GRANT MOA except for acts or omissions performed in strict compliance with express direction the other Party’s governing board, officers or personnel. If the coverage includes an aggregate limit, the aggregate limit shall be no less than twice the per occurrence limit.
(2) Workers’ Compensation. Workers’ Compensation Insurance in an amount of not less than ONE MILLION DOLLARS ($1,000,000) in accordance with the statutory requirement of the State of California (California Labor Code § 3700 et seq.). (3) Comprehensive Automobile Liability Insurance. Each Party shall obtain and maintain in full force and effect during the term of this UCF GRANT MOA a comprehensive automobile liability insurance policy (Bodily Injury and Property Damage) on owned, hired, leased, and non-owned vehicles used in conjunction with that Party’s activities under this UCF GRANT MOA of not less than the following, combined single limit per occurrence: ONE MILLION DOLLARS ($1,000,000) (for 7 or fewer passengers), ONE MILLION FIVE HUNDRED THOUSAND DOLLARS ($1,500,000) (8-15 passengers), and FIVE MILLION DOLLARS ($5,000,000) (16+ passengers). A Party that does not typically carry specific Automobile Liability Insurance shall maintain General Liability Insurance that includes automobile liability insurance for owned, hired, and leased vehicles. (c) Certificates of Coverage. Each Party shall procure and maintain during the period of performance of this MOA, and for twelve (12) months thereafter, adequate third party policies of insurance from an insurance company or companies authorized to do business in the State of California that covers any activities performed by that Party under this Agreement. Proof of this insurance shall be provided to NCRCD within thirty (30) days of the effective date of this Agreement. Each Party will advise NCRCD in the event that the required third party insurance is about to or expected to lapse. NCRCD shall be responsible for carrying adequate insurance for any NCRCD employee or facility related to any activities performed under this Agreement. The coverages shall reference this MOA by its number or title; and shall provide that the inclusion of more than one insured shall not operate to impair the rights of one insured against another insured, the coverage afforded applying as though separate policies had been issued to each insured, but the inclusion of more than one insured shall not operate to increase the limits of any Party's liability. Upon request by any other Party, the Party shall provide or arrange for the insurer to provide the other Party with certified copies of the actual insurance policies or relevant portions thereof within thirty (30) days of the request. (d) Deductibles/Retentions. Any deductibles or self-insured retentions shall be declared to Department.

10. Good Faith. Each Party shall use its best efforts and work wholeheartedly and in Agenda Item #10.1.

UCF Grant MOA
5 good faith for the expeditious completion of the objectives of this UCF Grant MOA and the satisfactory performance of its terms.

11. No Waiver. The waiver by any Party of any breach or violation of any requirement of this MOA shall not be deemed to be a waiver of any such breach in the future, or of the breach of any other requirement of this UCF Grant MOA.

12. Notices. All notices required or authorized by this UCF Grant MOA shall be in writing and shall be delivered in person or by deposit in the United States mail, by certified mail, postage prepaid, return receipt requested. Any mailed notice, demand, request, consent, approval, or communication that a Party desires to give the other Parties shall be addressed to the other Parties at the address set forth below. Any Party may change its address by notifying the other Parties of the change of address. Any notice sent by mail in the manner prescribed by this paragraph shall be deemed to have been received on the date noted on the return receipt or five days following the date of deposit, whichever is earlier.

NAPA COUNTY RESOURCE CONSERVATION

DISTRICT
Lucas Patzek, Executive Director
1303 Jefferson St., #500B, Napa CA 94559
[email protected]
707-690-3119

CITY OF AMERICAN CANYON
Jason B. Holley, City Manager
4381 Broadway St., American Canyon, CA
94503
[email protected]
707-647-4351

CITY OF NAPA
Breyana Brandt, Parks and Recreation Director
1500 Jefferson Street, Napa, CA 94559
[email protected]
707-258-7897

CITY OF SAINT HELENA
Anil Comelo, City Manager
1088 College Avenue, Saint Helena, CA 94574
[email protected]
707-968-2744

AMERICAN CANYON PARKS & COMMUNITY

FOUNDATION
Janelle Sellick, Executive Director
101 West American Canyon Rd, Suite 508-102,
American, CA 94503
[email protected]
707-363-1915

NAPA VALLEY VINE TRAIL COALITION
Shawn Casey-White, CEO/Executive Director
3299 Claremont Way, Suite 5, Napa, CA
94558
[email protected]
707-252-3547

13. Interpretation; Venue.
(a) Interpretation. The headings used herein are for reference only. The terms of the MOA are set out in the text under the headings. This UCF Grant MOA shall be governed by the laws of the State of California without regard to the choice of law or conflicts. (b) Venue. This UCF Grant MOA is made in Napa County, California. The venue for any legal action in state court filed by any Party to this UCF Grant MOA for the purpose of interpreting or enforcing any provision of this MOA shall be in the Superior Court of California, County of Napa, a unified court. The venue for any legal action in federal court filed by any Party to this MOA for the purpose of interpreting or enforcing any provision of this UCF Grant Agenda Item #10.1.

UCF Grant MOA
6 MOA lying within the jurisdiction of the federal courts shall be the Northern District of California. The appropriate venue for arbitration, mediation, or similar legal proceedings under this UCF Grant MOA shall be Napa County, California; however, nothing in this sentence shall obligate any other Party to submit to mediation or arbitration any dispute arising under this UCF Grant MOA.

14. Taxes. The Parties agree to file federal and state tax returns or applicable withholding documents and to pay all applicable taxes or make all required withholdings on amounts paid pursuant to this UCF Grant MOA and shall be solely liable and responsible to make such withholdings and/or pay such taxes and other obligations including, without limitation, state and federal income and FICA taxes. The Parties agrees to indemnify and hold the other harmless from any liability it may incur to the United States or the State of California as a consequence of any other Party’s failure to pay or withhold, when due, all such taxes and obligations. In the event that any Party is audited for compliance regarding any withholding or other applicable taxes or amounts, the other Parties agree to furnish the party being audited with proof of payment of taxes or withholdings on those earnings.

15. Access to Records/Retention. The Parties, or their duly authorized representatives, shall have access to any books, documents, papers, and records of the other Parties, which are directly pertinent to the subject matter of this UCF Grant MOA for the purpose of making audit, examination, excerpts, and transcriptions. Except where longer retention is required by any federal or state law, the Parties shall maintain all required records for at least five (5) years after NCRCD makes final grant funding for any work authorized hereunder and all pending matters are closed, whichever is later.

16. Authority to Contract. Parties each warrant hereby that they are legally permitted and otherwise have the authority to enter into and perform this UCF Grant MOA.

17. Independent Contractor. The Parties intend that in performing the obligations specified herein, shall act as an independent contractor of each other, and shall have control of the work and the manner in which it is performed. The Parties and their employees, agents, and volunteers are not to be considered agents or employees of any other Party and are not entitled to participate in any pension plan, insurance, bonus, or similar benefits any Party provides to its employees.

18. Employment Practices. Parties shall not discriminate in performance under the MOA, either directly or indirectly, on the grounds of race, color, religion, sex, age, national origin, or other prohibited grounds in its employment practices, and shall take affirmative steps to ensure that applicants are employed and employees are treated during employment without regard to race, color, religion, sex, age, national origin, or other prohibited grounds.

19. Compliance with Laws. Each Party shall comply with all applicable federal, state, and local laws, rules, and regulations affecting it and the work hereunder. Each Party represents and warrants to the other Parties that it has all licenses, permits, qualifications, and approvals of whatsoever nature which are legally required to do the work hereunder or, if the work is subcontracted, that such subcontractor has all such licenses, permits, qualifications, and approvals.

Agenda Item #10.1.

UCF Grant MOA
7 Each Party represents and warrants to the other Parties that it shall, at its sole cost and expense, keep in effect at all times during the term of this UCF Grant MOA any licenses, permits, and approvals which are legally required for Each Party to do the work contemplated by this UCF Grant MOA or, if the work is subcontracted, each Party shall be responsible for ensuring that such subcontractor keeps in effect all such licenses, permits, and approvals.

20. Non-Solicitation of Employees. Each Party agrees not to solicit for employment the employees of any other Party who were directly involved in the performance of the services hereunder for the term of this UCF Grant MOA and a period of six (6) months after termination of this UCF Grant MOA except with the written permission of any other Party, except that nothing in this paragraph shall preclude any other Party from publishing or otherwise distributing applications and information regarding the Party’s job openings where such publication or distribution is directed to the general public.

21. Third Party Beneficiaries. Nothing contained in this UCF Grant MOA shall be construed to create any rights in third parties and the Parties do not intend to create such rights.

22. Attorney's Fees. In the event that any Party commences legal action of any kind or character either to enforce the provisions of this UCF Grant MOA or to obtain damages for breach thereof, the prevailing party in such litigation shall be entitled to all costs and reasonable attorney's fees incurred in connection with such action.

23. Severability. If any provision of this UCF Grant MOA, or any portion thereof, is found by any court of competent jurisdiction to be unenforceable or invalid for any reason, such provision shall be severable and shall not in any way impair the enforceability of any other provision of this UCF Grant MOA.

24. Amendment of Agreement. This UCF Grant MOA may be amended at any time by mutual agreement and in accordance with the terms of the UCF Grant Agreement. Any amendment shall be in writing and signed by all Parties.

25. Entirety of Contract. This UCF Grant MOA constitutes the entire agreement between the Parties relating to the subject of this UCF Grant MOA and supersedes all previous agreements, promises, representations, understandings, and negotiations, whether written or oral, among the Parties with respect to the subject matter hereof. [Remainder of page left intentionally blank.]
Agenda Item #10.1.

UCF Grant MOA
8 IN WITNESS WHEREOF, this Agreement was executed by the parties hereto as of the date first above written.

NAPA COUNTY RESOURCE CONSERVATION DISTRICT:

By: ____________________________ Date: __________________ Lucas Patzek, Executive Director
CITY OF AMERICAN CANYON:

By: ____________________________ Date: __________________ Jason B. Holley, City Manager
CITY OF NAPA:

By: ____________________________ Date: __________________ Breyana Brandt, Director

CITY OF SAINT HELENA:

By: _____________________________ Date: __________________ Anil Comelo, City Manager
AMERICAN CANYON COMMUNITY AND PARKS FOUNDATION:

By: ____________________________ Date: __________________ Janelle Sellick, Executive Director
Agenda Item #10.1.

UCF Grant MOA
9 NAPA VALLEY VINE TRAIL COALITION:

By: ____________________________ Date: __________________ Shawn Casey-White, CEO/Executive Director

APPROVED AS TO FORM
Office of County Counsel
By: Corey S. Utsurogi
Deputy County Counsel
Date: June 24, 2025
Agenda Item #10.1.

UCF Grant MOA

EXHIBIT A
(UCF GRANT AGREEMENT)
Agenda Item #10.1.

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Agenda Item #10.1.

UCF Grant MOA

EXHIBIT B
(GOALS AND SCOPE OF WORK)
UCF Grant Goals, Supported Activities, and Roles:

The table below sets forth the UCF Grant goals, supported activities, roles of NCRCD and Parties, and anticipated allocation of resources across each city’s jurisdictional and other mutually agreed upon boundaries. Allocation of resources for planting and stewardship activities are subject to change pending identification of planting and stewardship opportunities, development of site-specific planting and stewardship plans, and contractor availability. The anticipated number of educational and volunteer events in each jurisdictional area are subject to change depending on need, opportunity, or other factors. Some sections (e.g., updating tree planting lists and ordinances) are not relevant to the non-profit organization partners.

Task NCRCD Role Partner Role Anticipated Allocation
of Resources
Goal 1: Increasing Healthy Urban Tree Canopy

1. Develop
planting and
stewardship
plans (identify
project sites,
maintenance and
monitoring
protocol)
Lead plan
development, with
consultant arborist
support as needed.

Ensure environmental
review/permitting
needs met based on
property owners’
direction.

Inform and support plan
development (e.g., provide
priorities and constraints;
share data, long-term
maintenance plans,
environmental compliance
documents, etc.). Inform
environmental
review/permitting needs.

2. Implement
planting and
stewardship
plans
Hire and manage
crews (planting,
maintenance,
monitoring).

Coordinate with
partners.

Inform parameters for
crew selection (if needed).

Facilitate site access, and
long-term maintenance of
any tree plantings.

Anticipated allocation of
budget for trees,
planting supplies, and
NCRCD-hired crews to
support implementation
of planting and
stewardship plans across
each city’s jurisdictional
boundaries:
- City of American
Canyon: $140,768
- City of Napa: $552,864
- City of St. Helena:
$140,768
Agenda Item #10.1.

UCF Grant MOA

3. Update tree
planting lists and
ordinances
Hire and oversee
consultant(s) to
update City’s tree
planting lists and, if
relevant, ordinances.

Coordinate with City
partners on approval
and adoption.

Provide input to Napa
RCD and consultant.

Approve and adopt
updated planting lists and,
if relevant, ordinance(s).

Anticipated allocation of
consultant support for
updating tree planting
list and ordinance(s):
$30,000 total to be
divided amongst Parties
based on need.

Goal 2: Empowering Community-Led Stewardship

1. Educational
events (15 total)
and educational
resources
Lead planning and
delivery of educational
programming
(workshops, resource
development and
dissemination, etc.)
Inform educational needs
for workshops and
educational resources.

Support advertisement
and dissemination of
educational events and
educational resources.

Facilitate site access for
educational events, as
needed.

Anticipated allocation of
educational events and
resources:
- Up to 5 educational
events per city (i.e., 1
per year)
- The number of
educational resources
will be determined
based on educational
needs and complexity
of resource
development.
- $8,500 in consultant
budget to develop a
StoryMap for the City
of Napa

2. Volunteer
Events (15 total)
Lead planning and
execution of volunteer
events.

Support outreach and
dissemination of events.

Facilitate site access, as
needed, and long-term
maintenance of plantings.

Anticipated allocation of
volunteer events:
- 5 volunteer events per
city (i.e., 1 per year)

3. Interpretive
signs (3 total)
Lead development
and installation of
interpretive signs.

Inform sign content and
placement (as needed).

Facilitate site access, as
needed.

Anticipated allocation of
interpretive signs:
- 1 per city

4. Demonstration
forest ‘gardens’
(3 total)
Lead planning (e.g.,
identification of sites,
development of plans)
and oversee
implementation.

Inform and support plan
development, as needed.

Facilitate site access, as
needed.

Goal 3: Supporting Current and Future Workforce
Agenda Item #10.1.

UCF Grant MOA

1. Workforce
trainings
Lead development
and execution of
needs assessment.

Identify priority
trainings and finalize
based on partner
input. Oversee
consultant to develop
and execute
trainings/resources.

Inform and support needs
assessment process.

Weigh in on priority
trainings and training
approach. Facilitate
outreach and staff/crew
participation in trainings.

3. Internship
program
Explore opportunities
and develop
internship program.

Host interns or
facilitate placement of
interns.

Participate in interviews
with Napa RCD staff, if
relevant.

Support intern
experiences and/or host
interns, if relevant.

Agenda Item #10.1.

UCF Grant MOA

EXHIBIT C
(Party Match Contributions)
Party Match Amount Match Type
NCRCD $744,854 Multiple
City of American
Canyon
$30,000
$30,000
In-kind
Cash
City of Napa $510,908 State grant
City of Saint
Helena
$100,000 Cash
American Canyon
Community &
Parks Foundation
$40,000 In-kind
Napa Valley Vine
Trail Coalition
$105,000 Cash
Agenda Item #10.1.

Inflation Reduction Act (IRA) Urban and Community Forestry (UCF) Grant Narrative and Budget

1. S&PF PROGRAM or PROJECT – Inflation Reduction Act Urban and Community Forestry Program

2. PROJECT TITLE – Our Napa Forests: Growing an Equitable Tree Canopy Through Cross-Jurisdictional Collaboration

3. GRANTEE NAME – Napa County Resource Conservation District

4. PROJECT COORDINATOR(S) –
Alison Blodorn
Principal Program Manager, Forest Health
1303 Jefferson St. Suite 500B Napa CA 94559
707-690-3115
[email protected]

5. STATEMENT OF NEED/PROBLEM –
This project seeks to address numerous urban forestry issues present across Cities within Napa County, including a lack of existing planning resources and capacity, inadequate funding to implement and maintain urban forestry initiatives, and inadequate workforce development programming, coupled with increased stress placed on existing urban tree canopy due to drought, extreme heat, and pests. Currently, jurisdictions within Napa County have adopted Urban Forest Management Plans (UFMPs); the City of Napa is in the process of developing a UFMP and no others have plans to do so, given their size and the resources needed to develop a UFMP. As such, none of these jurisdictions have a comprehensive plan in place to drive urban forest management activities.

However, numerous area-specific plans (e.g., Clark Ranch Master Plan and Newell Open Space Management Plan), and existing community education and outreach programs (e.g., Acorns to Oaks, the Watershed Explorers Program, Outdoor Connection Learning Center, and Teen Environmental Play Team), will be incorporated in each plan.

Beyond this lack of comprehensive plans, Napa County communities consistently struggle to allocate sufficient funding to urban forestry activities. In recent years, significant resources have been invested to manage wildland spaces to prevent catastrophic wildfires in California, but investment in urban spaces has lagged behind. This disproportionate investment has resulted in inequitable distribution of forest health benefits in Napa County. Napa County displays stark socioeconomic disparities across communities, with lower-income or underserved populations mainly in incorporated Cities. The Napa County census tracts that qualify as disadvantaged per the Climate and Economic Justice Screening tool are all within the City of Napa, and the City of Napa also contains two Opportunity Zones (ID No. 0605520084 and 06055200202). Most of Napa is also considered highly vulnerable, per the Center for Disease Control Socio-vulnerability Index (SVI), with several census tracts exceeding the 85th percentile nationwide. Most census tracts comprising the City of American Canyon are also at or above the 55th percentile SVI, along with roughly half of the City of St. Helena. Per the American Forests Tree Equity Score, American Canyon’s score is 57, Agenda Item #10.1.

while Napa’s score is 82, with neighborhoods with low scores generally aligned with disadvantaged community census tracts.

This project aligns with strategies 1.26, 3.13 and 3.15 in California’s Forest Action Plan, strategies 1D, 2C, 3B, 3D, 3E, 4A, 4B, 5A, 5B, and 7C in the US Forest Service’s Ten-Year Urban and Community Forestry Action Plan, and the Justice40 Initiative.

6. GOALS –
This project will primarily focus on the three most populous cities in Napa County–Napa, American Canyon, and St. Helena–which have a combined 105,809 residents (78% of county population).

These cities have limited capacity and resources compared with much of the San Francisco Bay Area, thus this project emphasizes resource and knowledge sharing and the development of shared resources and strategies. This project has three interrelated goals:
• Goal 1: Increasing healthy urban tree canopy through the development and implementation of planting and stewardship plans, with a focus on project sites that primarily benefit disadvantaged communities. This aligns with strategies 3.13 (pg. 39) and 3.15 (pg. 40) in California’s Forest Action Plan, and strategies 1D, 2C, 4A, 4B, 5A, and 5B in the Ten-Year Urban and Community Forestry Action Plan.
• Goal 2: Educating and empowering community members to be active urban forest stewards, with a focus on engaging disadvantaged community members. This aligns with strategies 3.13 (pg. 39) and 3.15 (pg. 40) in California’s Forest Action Plan, and strategies 1D, 3B, and 7C in the Ten-Year Urban and Community Forestry Action Plan.
• Goal 3: Advancing workforce development by enhancing the skills of existing municipal staff and facilitating career pathways in urban forestry. This aligns with strategy 1.26 (pg. 20) in California’s Forest Action Plan, and strategies 1D, 3D, 3E, 5A, and 5B in the Ten-Year Urban and Community Forestry Action Plan.

7. OBJECTIVES/OUTPUTS –
To meet our project goals, the following objectives and outputs will be achieved:

Goal Objectives Outputs
Goal 1:

Planting &
Stewardship
1a. Planning: Collaboratively develop
city-specific planting and stewardship
plans, including identification of
project sites and development of
maintenance and monitoring plans
- Urban Forest Management Plan
developed for City of Napa
- Planting and stewardship plans
developed for City of American
Canyon and City of St. Helena
- Tree planting lists and ordinances
updated for each municipality
1b. Implementation: Successfully
implement planting and stewardship
plans to increase healthy urban tree
canopy in areas that benefit
disadvantaged community members
- Planting and stewardship activities
completed at project sites (number,
size, and species composition of trees
to be determined during planning)
- Annual monitoring and
maintenance activities conducted
Agenda Item #10.1.

Goal 2:

Community
Education &
Engagement
2a. Education Events & Materials:

Increase community members’
knowledge of urban forests and
practical stewardship actions
- 3 educational events held per year
- Educational resources developed
and disseminated (number and
specific content of educational
resources to be determined)
- 3 interpretive signs designed and
installed at project sites
2b. Volunteer Events: Engage
community members in local urban
forest stewardship (building personal
agency via “learning by doing”)
- 3 volunteer events held per year
2c. Demonstration Forest ‘Gardens’:

Create demonstration ‘gardens’ that
can serve as educational resources
and laboratories for best practices
- 3 demonstration ‘gardens’ planned
and implemented
- Annual maintenance and
monitoring activities conducted
Goal 3:

Workforce
Development
3a. Needs Assessment: Understand
countywide workforce development
needs and opportunities, including
both near-term workforce training
needs to be supported with this grant
and longer-term opportunities to
expand and support workforce
development programming
- Needs assessment developed and
conducted
- High-priority opportunities to
address workforce development
needs identified, including topics for
workforce development training(s)
and resources
3b. Trainings & Resources: Highpriority gaps in municipal workforce capacity and skillsets addressed via
the development and implementation
of a countywide training curriculum
- Training program and resources for
municipal staff and crews developed
- Trainings implemented and
resources disseminated (number of
trainings and to be determined)
3c. Internship Program: Support
career pathways in urban forestry
through the development and
implementation of a paid internship
program.
- Paid internship program developed,
including strategy for engaging and
supporting students from
disadvantaged communities.
- Interns hired and placed at Napa
RCD or project partners (number and
duration of internships to be
determined during program
development; we anticipate
supporting 12 part-time interns)

1. SPECIFIC ACTIVITIES –
Goal 1 - Planting & Stewardship:

The first step toward healthy tree canopy is to develop plans which utilize existing area-specific plans, or in the case of the City of Napa, its in-process UFMP. These plans will identify sites for planting and stewardship activities, prioritizing areas that increase equitable access to healthy green spaces and areas experiencing high levels of climatic and environmental stress (e.g., areas of Agenda Item #10.1.

drought die-off, presence of pests, etc.). NCRCD has already identified some potential target areas through its re-oaking strategy to be incorporated into plans. In addition, we will utilize a variety of tools to identify and prioritize project sites that primarily benefit disadvantaged communities (DACs), including the Climate and Economic Justice Screening Tool (CEJST), Urban Tree Canopy in California, Tree Equity Scores, CalEnviroScreen, as well as additional data sources that can aid in identifying low-income, vulnerable, and underserved communities. Further, we will also consider project sites that are uniquely poised to increase equitable access to healthy urban tree canopy, such as public parks and community spaces provide both recreation and educational spaces for disadvantaged community members. The number, size, and types of trees planted will be determined in the planning process, with site-specific planting and stewardship plans that take into account site specific constraints, suitability for future disturbances (e.g., drought, extreme heat, flooding, fire), and maintenance needs. Maintenance and monitoring protocols will also be incorporated into the planting and stewardship plans, ensuring establishment of newly planted trees. The plans will incorporate community engagement and input, including leveraging existing parks and recreation focused groups and commissions. We will build out the community engagement and input strategy in collaboration with our project partners at the start of the planning process. We will aim complete the development of plans by the end of 2024, although we may need to do phased planning process such that we identity and implement a subset of highpriority sites before all sites have been identified. Once plans are established, implementation will proceed and include activities such as removing invasive plants and site preparation, planting trees and shrubs, and enhanced maintenance of existing green spaces. While we will primarily focus on planting trees, we may also plant shrubs were appropriate to ensure the overall health, vigor, and survivability of the trees that they are co-planted with. Maintenance and monitoring will be conducted annually at project sites.

NCRCD will serve as project manager and technical resource, and will oversee coordination with project partners (i.e. City of American Canyon, City of Napa, City of St. Helena, American Canyon Community and Parks Foundation, Napa Valley Vine Trail Coalition), planning and community input processes, contracting outside resources, and crew supervision. A consulting arborist (to be identified) will advise the technical aspects of planning and implementation and review and update municipal tree planting lists and ordinances. Temporary crews, including those from workforce development programs such as Conservation Corps North Bay or Circuit Rider Community Services will be hired to support implementation, maintenance, and monitoring.

Goal 2 - Community Education & Engagement:

Our aim is to increase community members’ knowledge of urban forests and foster stewardship in yards and neighborhoods through educational events, resources, and demonstration gardens.

Events will be in one of two categories: passive or active. Passive events include workshops, field days, and walk-and-talks to educate community members about the principles of urban forestry and local ecology, and model practical actions to steward our forests and green spaces. Active events are about volunteers learning by doing and developing a sense of personal agency, ownership of, and connection to nature in their communal "backyard.” NCRCD has years of experience operating volunteer events in this context, and has established protocols, active volunteer lists, and tools to support this activity. NCRCD will develop and host a minimum of six events (three passive, three active) per year.

Agenda Item #10.1.

Educational resources will be developed to support community members, including guides about plant selection, planting, and maintenance (e.g., tree establishment, tree care). This will include illustrative site plans and recommended project plant lists. Educational resources will be distributed by NCRCD as well as municipalities and other local partners (e.g., American Canyon Community and Parks Foundation, UC Master Gardeners). NCRCD will acknowledge the Forest Service support in any publications, audiovisuals, and electronic media developed as deliverables of the awarded project. The USDA and Forest Service logo will be placed on all materials.

Additionally, three “demonstration forest ‘gardens’” will be implemented in disadvantaged communities featuring drought tolerant, low water-use, primarily native plants, and using holistic water-use efficiency and storm water best management practices. While we will focus primarily on tree planting, native shrubs and other understory vegetation may be planted where appropriate to demonstrate the components of healthy urban forested ecosystems and to ensure the overall health, vigor, and survivability of the trees being planted. Demonstration ‘gardens’ will serve as educational resources and laboratories for best practices. Although the project sites will be identified during the planning process, we anticipate that the demonstration ‘gardens’ will be established primarily on private properties (e.g., homes, apartment complexes) in disadvantaged neighborhoods with low tree equity scores. To ensure community benefit, in some cases the educational value will be derived from video stories or other digital media products. In other cases, the gardens will serve as the location for educational events, informational displays, and interpretive signs. The site-specific plans developed for the demonstration gardens will include maintenance and monitoring protocols. For any private properties that we conduct work on, we will establish right of entry agreements to support the implementation of planting, maintenance and monitoring, and educational activities, and we will establish agreements regarding landowner/land manager responsibility regarding long-term maintenance requirements to ensure long-term survival of plantings. The right of entry agreements will include a statement that releases the federal government from any liability associated with work completed on private property.

The reach and effectiveness of the educational events will be gauged by tracking demographics of event participants (wherever feasible) and with pre-post measures to demonstrate concepts learned and refine future outreach strategy and educational content development.

NCRCD will develop education and engagement strategies, conduct outreach, coordinate events, develop and disseminate resources, and oversee planning and implementation of demonstration gardens. A consulting arborist (yet to be identified) and other specialized consultants as needed will advise on the content and design of educational events, resources, and demonstration gardens.

Spanish language interpretation and translation will be provided. Temporary crews, including those from workforce development programs such as Conservation Corps North Bay or Circuit Rider Community Services will be hired for implementation, maintenance, and monitoring.

Goal 3 - Workforce Development & Capacity Building:

There is a need to improve the knowledge and skills of current municipal staff managing urban forests and to prepare jobseekers for opportunities doing related work. We will take a three-prong approach to achieve this aim: 1) a countywide needs assessment; 2) establishment of a training program for municipal staff and crews; and 3) a paid internship program.

Agenda Item #10.1.

A survey and interview-based needs assessment will be developed and conducted to understand countywide workforce development needs and opportunities. The process will explore gaps in municipal workforce capacity and skills, best methods for augmenting limited municipality capacity (e.g., seasonal crews), existing municipal training programs available and gaps in content areas, how colleges and local partners are supporting career pathways in urban forestry, and other related issues. A near-term outcome will be the identification of high-priority opportunities to address workforce development needs, including topics for workforce development training(s) and resources. A long-term outcome will be the identification of opportunities to expand workforce development programming, informing future fund and partnership development.

Informed by the needs assessment, a countywide training curriculum will be developed in both English and Spanish, including written guides and resources, to address gaps in municipal workforce capacity and skillsets. One or more specialized consultants will be utilized to support both the development of the training(s) and resources. The effectiveness of the training(s) will be gauged with pre-post measures to demonstrate concepts learned and refine the program.

Lastly, a paid internship program will be developed and implemented to support urban and community forestry projects. We will work with local high schools, colleges (e.g., Napa Valley College and Pacific Union College) and partners to refine the goals and process for engaging students. This will establish the ideal methods to facilitate career pathways, an equity-centered outreach strategy, considerations for placement and internship duration, and other related issues.

With this grounding, interns will be hired and placed with either NCRCD or project partners (i.e. City of American Canyon, City of Napa, City of St. Helena, American Canyon Community and Parks Foundation, Napa Valley Vine Trail Coalition) to support activities such as volunteer event planning and coordination, education resource development, and education event planning and facilitation, and effectiveness monitoring.

NCRCD will develop and implement the needs assessment, engage consultants (to be identified) and support the training curriculum design and delivery of trainings, and manage the development and delivery of the internship program. One or more consultants will be brought on to lead workforce trainings and resource development. Spanish language interpretation and translation will be provided.

Goal Activity Y1 Y2 Y3 Y4 Y5
Goal 1: Planting &
Stewardship
1a. Planning
1b. Implementation
Goal 2: Community
Education &
Engagement
2a. Education Events & Materials
2b. Volunteer Events
2c. Demonstration Gardens
Goal 3: Workforce
Development
3a. Needs Assessment
3b. Trainings & Resources
3c. Internship Program

2. KEY PERSONNEL –
The following are key personnel employed by NCRCD involved in accomplishing project objectives:

Agenda Item #10.1.

• Alison Blodorn (Program Manager, Forest Health): NCRCD Forest Health Program Manager since 2022; 15 years of experience managing collaborative projects and grants; expertise in social science research methods, program evaluation, and diversity, equity, and inclusion. • Lucas Patzek (Executive Director): NCRCD Executive Director since 2018; former Associate Executive Director at Ag Innovations and former Senior Program Manager of Energy Efficiency Programs at PG&E; Ph.D. in Crop Science.
• To Be Hired (Conservation Project Manager): NCRCD lead for conservation planning. • Danielle Ashton (Project Coordinator): NCRCD staff working across Community Engagement and Forest Health programs; former Naturalist and Seasonal Interpretive Ranger; B.A. in Anthropology.
• Ashley Kvitek (Project Manager): NCRCD lead for Community Engagement program; former youth and adult education Program Manager and Communications and Outreach Coordinator; Masters in Environmental Education.

The following are key partner organizations involved in accomplishing project objectives:
• City of American Canyon: City Manager and Parks and Recreation Director will be the lead contributors, drawing on other key personnel as needed to support the project activities.

Relevant existing collaborations between NCRCD and the City of American Canyon include planting events and community education.
• City of Napa: Director of Parks and Recreation and Parks and Urban Forestry Manager will be the lead contributors, drawing on key personnel as needed to support the project activities. Relevant existing collaborations between NCRCD and the City of Napa include volunteer planting and stewardship events and community education. • City of St. Helena: City Manager and Parks and Recreation Director will be the lead contributors, drawing on other key personnel as needed to support the project activities.

Relevant existing collaborations between NCRCD and the City of St. Helena include volunteer planting and stewardship events on City-owned property, the home of the future St. Helena Community Forest.
• American Canyon Community and Parks Foundation (ACCPF): Executive Director, Community Program Director and Education Program Director will be the lead contributors.

Relevant existing collaborations between NCRCD and the ACCPF include the development and implementation of youth and community engagement and education. • Napa Valley Vine Trail Coalition (NVVTC): Executive Director and Maintenance Chair will be the lead contributors. Relevant existing collaborations between NCRCD and the NVVTC include volunteer planting and stewardship events.

3. RESPONSIBILITIES –
There are no special responsibilities of the Forest Service or others.

4. MONITORING & EVALUATION –
As a part of the planning process, we will develop maintenance and monitoring protocols. We anticipate that we will conduct annual maintenance and monitoring to assess survival rates and the overall health and vigor of plantings. NCRCD staff will maintain maps of all project sites, and track number of trees planted/maintained as well as number of acres implemented. The reach and effectiveness of the community engagement and education activities will be gauged by tracking Agenda Item #10.1.

demographics of event participants (wherever feasible) and with pre-post measures (wherever feasible) to demonstrate concepts learned and refine future outreach strategy and educational content development. Similarly, the effectiveness of workforce development training(s) will be gauged with pre-post measures to demonstrate concepts learned and refine the program. The specific pre-post measures utilized will depend on the specifics of the training curriculum developed, with the goal of demonstrating learning of the concepts covered in the training(s).

As required for this program, we will complete financial and progress reporting semi-annually.

5. BUDGET –
Personnel & Fringe Benefits. The budget includes personnel expenses and fringe costs for NCRCD staff that will carry out the proposed project:
• Lucas Patzek, Executive Director (2% FTE). Lucas will support project administration, partner and public relations, direction, and staff oversight. • Ali Blodorn, Program Manager, Forest Health (4% FTE). Ali will manage the project, leading partner coordination, overseeing project budget and timeline, management of project staff and contractors, and project reporting and invoicing.
• To Be Hired, Conservation Project Manger (19% FTE) & Danielle Ashton, Project Coordinator (19% FTE). TBH and Danielle will provide technical support to urban and community forestry planning and implementation projects, lead development of educational materials, support delivery of education and workforce development events, support community partner coordination, and intern oversight. • Ashley Kvitek, Community Engagement Project Manager (10% FTE). Ashley will support outreach, development of outreach and educational materials, planning and coordination of community education and engagement events, and intern oversight. • Interns. The budget includes 2,880 intern hours over 4 years. While the exact number of interns and durations of their positions will be determined during the internship program development process, we anticipate that we will support 12 part-time interns (e.g., 10 hours/week for a 24-week position) over 4 years.
• Fringe Cost.
o Fringe NCRCD staff is based on an expected benefit rate of 33%. o Fringe for NCRCD interns only includes workers’ compensation insurance.

Travel. The budget includes $7,795 to support travel to planting and stewardship project sites, education events, workforce development events, and partner meetings. This will support approximately 11,900 miles over 5 years at the current GSA rate of 65.5 cents per mile.

Supplies. The budget includes a variety of expenses to support the execution of project activities:
• $108,000 for trees and planting supplies (e.g., cages, stakes). This assumes roughly 5,400 plants at $10 per one-gallon potted plant (roughly $54,000 total) and $10 in planting supplies per plant (roughly $54,000 total). We will also plant from seed where appropriate, as many native species such as oak are best sowed directly into the ground; in these cases, costs are lower. This budget will support planting activities, including the implementation of planting and stewardship plans (Goal 1), volunteer planting events (Goal 2), and demonstration gardens (Goal 2).

Agenda Item #10.1.

• $4,000 for signage at project sites (to recognize the project, partners, and funding source).

This assumes roughly 20 signs at $200 per sign. This will support signage at 17 project sites from Goal 1 (i.e., implementation of planting and stewardship plans) and 3 demonstration gardens from Goal 2 (i.e., demonstration gardens). The final number of project sites will be determined during the planning phase, and will depend on the scale and complexity of the planting and stewardship activities at each planting site. • $18,000 for interpretive signs at publicly accessible project sites. This assumes 3 signs will be designed, fabricated, and installed at $6,000 per sign, in support of Goal 2 (i.e., community education).

Contractual. The requested budget includes a variety of contractual expenses to support the execution of project activities, including:
• $726,400 for contracted vegetation management crews to support planting, maintenance, and monitoring activities, augmenting existing municipality capacity. This assumes approximately 81 weeks of a 6-person crew (e.g., Conservation Crops North Bay, Circuit Riders Community Services) over 4 years at $9,000 per week. This budget will support implementation of planting and stewardship plans (Goal 1), support for volunteer planting and stewardship events as needed (e.g., site prep, maintenance, monitoring; Goal 2), and implementation support for demonstration gardens (Goal 2). • $30,000 for consulting arborist(s) to advise on planting and stewardship plans and education resource content. This includes:
o Approximately 60 hours at $200 per hour to advise on planting and stewardship plan development (Goal 1), to be divided equitably across municipalities. o Approximately 90 hours at $200 per hour to support the development of educational resources and planting and stewardship plan development for the demonstration gardens (Goal 2).
• $22,500 for a consultant to review and update tree planting lists and ordinances for each municipality. This assumes a cost of $7,500 per municipality, based on a quote provided to the City of Napa by Davey Resource Group.
• $40,000 for consultant(s) to lead workforce development training(s) and the development training materials (Goal 3), assuming approximately 200 hours at $200 per hour. Will support the development of curriculum for training(s), execution of trainings, and development of training materials. The focus of the training(s) and identification of appropriate consultant(s) to lead the training(s) will be informed by the needs assessment process.
• $8,500 for a consultant to support Story Map development for City of Napa. This will supplement community education and engagement related to the City of Napa’s Urban Forest Management plan funded by Cal Fire. The cost is based on a quote provided to the City of Napa by Davey Resource Group.
• $16,925 for consultant(s) support translation. This budget will support translations of community outreach and educational materials, workforce development training resources, and interpretation at community events and workforce development trainings.

This assumes approximately 90 hours of translations at $55 per hour and interpretation for 12 events at $1,000 per event.

Agenda Item #10.1.

• $8,000 for consultant(s) to support graphic design and multi-media storytelling material development. This assumes approximately 40 hours at $200 per hour. This budget will support the development of community educational materials (e.g., tree planting and care guides; Goal 2), storytelling materials (e.g., videos stories and other digital media products; Goals 1 & 2), signs (Goals 1 & 2), and workforce development training materials (Goal 3).

Other.
• $4,000 in printing costs related to community outreach and educational materials (e.g., pamphlets, guidebooks, etc.; Goal 2) and workforce development training materials (Goal 3). • $8,000 in advertising supporting outreach (e.g., social media ads, radio ads, print ads, bill inserts) related to community engagement and education (Goal 2). • $768 to support a Survey Monkey subscription for conducting the work force development needs assessment (Goal 3) and soliciting community feedback as a part of community engagement and education activities (Goal 2). This assumes a cost of $384 per year for 2 years. • $1,560,762 in non-federal match has been committed to this project:
• $810,188 in State grant funding, including:
o $50,000 awarded to NCRCD from the Department of Conservation for the Regional Forest and Fire Capacity grant.
o $249,280 awarded to NCRCD from CAL FIRE for the “Napa City Community Wildfire Protection and Capacity Planning” project.
o $510,908 awarded to the City of Napa from CAL FIRE for the City of Napa Urban Forest Management Plan.
• $750,574 in Other Sources of funding, including:
o $100,000 in private grant funding awarded to Napa RCD from the Napa Valley Vintners Healthy Community Fund for the “Fire Road Fuel Breaks & Forest Health in Napa County” project.
o $50,000 in private donations to NCRCD’s Forest Health program. o $250,000 in funding from the County of Napa to support re-oaking through a Joint Powers Agreement in place between NCRCD and the County. o $30,000 in funding awarded to NCRCD from the County of Napa Agriculture Commissioner’s Office to support invasive plant management and education. o $15,574 of NCRCD in-kind contributions. This assumes 520 volunteer hours at the average California volunteer rate of $29.95 per hour.
o $60,000 from City of American Canyon, which includes $30,000 in General Fund cash $30,000 and in-kind contributions.
o $100,000 cash match from City of St. Helena.
o $40,000 in-kind contributions from American Canyon Community and Parks Foundation (ACCPF).
o $105,000 cash match from Napa Valley Vine Trail Coalition (NVVTC).

Indirect Costs. The requested budget includes a de minimis indirect rate of 10 percent of modified direct total costs ($141,887).

Federal $ Match $ Total
Agenda Item #10.1.

State* Other*
Personnel $330,595 $330,595
Fringe Benefits $85,391 $85,391
Travel $7,795 $7,795
Equipment $0 $0
Supplies $0
Trees & Planting Supplies $108,000 $108,000
Signs at Project Sites $4,000 $4,000
Interpretive signs $18,000 $18,000
Contractual $0
Crews $726,400 $726,400
Arborists $30,000 $30,000
Planting List Updates $22,500 $22,500
Workforce Development Trainings & Resources $40,000 $40,000 Story Map (City of Napa) $8,500 $8,500
Translations $16,925 $16,925
Graphic Design & Multi-Media Storytelling $8,000 $8,000 Other $0
Printing $4,000 $4,000
Advertising $8,000 $8,000
Survey Subscription $768 $768
Department of Conservation - Regional Forest and Fire
Capacity grant (NCRCD) $50,000
CAL FIRE - “Napa City Community Wildfire Protection
and Capacity Planning” project (NCRCD) $249,280
CAL FIRE - City of Napa Urban Forest Management Plan
(City of Napa) 510,908
Napa Valley Vintners Healthy Community Fund - “Fire
Road Fuel Breaks & Forest Health in Napa County”
project (NCRCD)
$100,000
Private donations (NCRCD) $50,000
Napa County - Joint Powers Agreement (NCRCD) $250,000
Napa County - Agriculture Commissioner’s Office
(NCRCD) $30,000
In-kind contributions (NCRCD) $15,574
In-kind contributions & Cash (City of American Canyon) $60,000 Cash (City of St. Helena) $100,000
In-kind contributions (ACCPF) $40,000
Cash (NVVTC) $105,000
Total Direct Costs: $1,418,874 $810,188 $750,574 $2,979,636 Indirect Cost: $141,887
Total Project Cost: $1,560,761 $1,560,762 $3,121,523
Agenda Item #10.1.

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Agenda Item #10.1.

Agenda Report to the City Council
Agenda Section: CONSENT ITEMS
Department: Public Works
DATE: August 12, 2025
FROM: Ian Dale, Environmental Services Tech
SUBJECT: Receive report for FY 2024/2025 City of St. Helena Water Supply Update and Projected Water Demand.

RECOMMENDED
ACTION:

Receive and File.

PREVIOUS COUNCIL
ACTION:

June 23, 2020, Council adoption of Resolution 2020-72
declaring Phase I Water Emergency.

October 27, 2020, Council adoption of Resolution 2020-
107 declaring Phase II Water Emergency.

February 14, 2023, Council adoption of Resolution 2023- 16 memorialized the end of the Phase II Water Emergency declared by staff and effective December 2021.

July 1, 2023, Council adoption of Resolution declaring the end of the Phase I Water Emergency retroactively.

STATEMENT OF THE
PURPOSE:

To provide data for current water supply and projected
water demand.

FINANCIAL IMPACT: None.

BACKGROUND:

At the February 14, 2023 City Council meeting, a report was presented and discussion ensued related to formally terminating the Phase II Water Emergency via resolution since it had been declared as such in November 2021 and implemented in December 2021. The report detailed the criteria required to both declare and terminate a Water Emergency, most notably that the analysis was to be performed "after the end of the fiscal year" based upon the St. Helena Municipal Code Section 13.04.010.

DISCUSSION:

It should be noted that the 2011 Safe Yield volume of 1,950 AFY includes a 200 AFY increase in the available water supply from the City of Napa (i.e. increase from 400 AFY to 600 AFY with an option to request an additional 200 AFY). The increase in City of Napa water was memorialized by Amendment No. 3 to the Water Supply Agreement between the City of Napa and the City of St. Helena via Resolution No. 2011-82 adopted on November 8, 2011.

As noted in the February 14, 2023 report, Tables 1, 2, and 3 below are the criteria utilized to determine whether the declaration of a Water Emergency is warranted.

Table 1 - Bell Canyon Reservoir Capacity
Agenda Item #10.2.

Month 2021 2022 2023 2024 2025
Nov 73.5% 61.7% 84.0% 100%
Dec 100% 100% 84.1% 100%
May 42.0% 82.3% 98.9% 98.2% 96.4%
Attachment 1, page 5 depicts the 17-year trend for Bell Canyon capacity. It is essential to note that was only one other time (Dec 2022 to May 2023) where the reservoir was 100% full in December and then over 90% full in May. This dynamic also occurred in December 2024 where the reservoir was 100% full and then in May 2025 where the reservoir was 96.4% full. Additionally, it should be noted that the reservoir has been above 95% capacity in May only 5 times (2006, 2016, 2023, 2024 and 2025).

Table 2 - Water Production Trend (Bell Canyon, Napa Intertie and Stonebridge Wells)
Values in Acre-Feet, including through June 2025 for FY2024-25, as reported in a separate report on this agenda.

Source 2021-22 2022-23 2023-24 2024-25
Bell Canyon 379 401 264 298
Napa Water 393 562 598 541
Stonebridge
Wells 466 283 554 321
Totals 1,238 1,246 1,416 1,159
Attachment 1, pages 3 and 4 depict the 14-year trend for system water production between the three sources.

Table 3 - Water Demand Trend (i.e. Water Billed)
Values in Acre-Feet, including through June 2025 for FY2024-25, as reported in a separate report on this agenda.
2021-22 2022-23 2023-24 2024-25
Water
Customers
Demand
1,032 976 1,032 988
Percent Loss
(Audit) 15% 15% 15% 15%
Water Demand 1,214 1,148 1,214 1,950
Attachment 1, page 2 depicts the 14-year trend for total water demand.

Attachment 1, page 6, the projected available supply in Bell Canyon Reservoir is approximately 1,752AF in June 2026, significantly above the 1,431AF threshold for declaration of a Phase I Water Emergency.

Agenda Item #10.2.

It should be noted that the Water/Wastewater Advisory Committee recently heard a DRAFT report/presentation on the updated Safe Yield Analysis (i.e. at the July 10, 2025 meeting, Water and Wastewater Advisory Committee - 10 Jul 2025 - Agenda - Html), which will be brought before the Council for review/adoption in late Summer 2025.

ENVIRONMENTAL REVIEW: Not a CEQA Project.

GOAL:

Goal 3: Pursue Water Security & Sustainable Management of Water Resources DOCUMENTS ATTACHMENTS:

Attachment 1 - Presentation COSH Water Update_FY24.25_
Agenda Item #10.2.

City of St. Helena Water Update
Attachment 1
By: Joe Leach, PE
Director of Public Works
Public Works Department August 12, 2025 1
Agenda Item #10.2.

Fiscal Year
Acre-feet
2011-122012-132013-142014-15
2015-16
2016-172017-18
2018-19
2019-202020-21
2021-222022-232023-24
2024-25
0 500
1000
1500
2000
2500
1826
1675 1898 1657
1429
1551
1665 1708 1751
1614
1214
1148
1214
1162
1950 1950 1950 1950 1950 1950 1950 1950 1950 1950 1950 1950 1950 1950 1552
1424
1613
1408
1215
1318
1416 1452 1488
1372
1032
976
1032 988
Fiscal Year Water Demand (incl. 15% water loss)
Water Demand Safe Yield Water Customers Demand
City of St. Helena Water Update
• Fiscal Year
water demand
incl. 15%
“system loss”
• FY2024-25 data
complete
through June
30, 2025
• Safe Yield (per
2011 study)
1,950AF
Last Phase 1 Emergency, 06/2020
2 Agenda Item #10.2.

Fiscal Year
Acre-feet
2011-12
2012-132013-142014-152015-162016-17
2017-18
2018-192019-202020-212021-222022-23
2023-242024-25
0 500
1000
1500
2000
2500
1779
1882 1847
1570
1465
1594
1790
1688 1657 1664
1238 1246
1416
1159
1950 1950 1950 1950 1950 1950 1950 1950 1950 1950 1950 1950 1950 1950 Fiscal Year Water Produced vs Safe Yield
Water Production Safe Yield
City of St. Helena Water Update
• Fiscal Year
water
production
• FY2024-25 data
complete
through June
30, 2025
Last Phase 1 Emergency, 06/2020
3 Agenda Item #10.2.

Fiscal Year
Acre Feet
2011-12
2012-132013-14
2014-152015-162016-17
2017-182018-192019-202020-21
2021-222022-232023-242024-25
1000
900
800
700
600
500
400
300
200
100
0 Fiscal Year Water Production
Bell Canyon Napa Water Stonebridge Wells
City of St. Helena Water Update
• Combined
Water Source
Production since
FY 2011-12
• FY2024-25 data
complete
through June
30, 2025
Last Phase 1 Emergency, 06/2020
4 Agenda Item #10.2.

CALENDAR year
Percent capacity
200620072008
2009
20102011
2012
2013
2014
2015
2016
20172018
2019202020212022
2023
2024
2025*
100.0

90.0 80.0

70.0 60.0

50.0 40.0

30.0 20.0

10.0 0.0
BELL CANYON LEVELS OVER 17 YEARS
May Capacity Status Nov Capacity Status Dec Capacity Status City of St. Helena Water Update Last Phase 1
Emergency,
06/2020
• Bell Canyon
Capacity in May,
November and
December since
2006
• FY2024-25 data
complete
through June
30, 2025
5 Agenda Item #10.2.

City of St. Helena Water Update
• Bell
Canyon
Reservoir
Monthly
storage
• Projected
sufficient
supply
(1,752AF)
beyond
June 2026
6 Bell Canyon Water Storage Forecast
Assumes:
(1) Highest usage during non-drought
year (FY2019/20)
(2) 10" of Rainfall (Lowest Recorded)
Agenda Item #10.2.

City of St. Helena Water Update
• Prior to 2007 no City of Napa water was available.
• Post 2011, the City has an annual allocation of 600 acre-feet from the City of Napa with the option to purchase an additional 200 acre-feet per year. • The 2011 Safe Yield Report assumes limiting the Stonebridge Wells long term average of 450 acre-feet per year. Well usage has been averaging approximately 439 acrefeet/year for the last 5 fiscal years. • Despite significant staff turnover during the last several years, Water Operations staff continues to equitably balance the supplies.
• Bell Canyon has a projected available capacity of 1,752 acre-feet in June 2026, well above the 1,431 acre-foot level when the Phase I Water Emergency was declared in June 2020.
• It is important to note that the City relies on total water volume availability from all water sources and not just water levels at Bell Canyon to meet system demand. 7 Agenda Item #10.2.

City of St. Helena Water Update
Director of Public Works Recommendations:
• Continue to conserve Bell Canyon Reservoir water by minimizing water treatment operations at Louis Stralla and utilizing Stonebridge Wells and City of Napa water allocation, adhere to recommendations adopted in the 2011 Safe Yield Report and continue to provide monthly updates to City Council. • Alert City Council of any changes to the City’s water supply and/or drought restrictions that may be set by the State that would impact the City of St.

Helena water customers.
• Anticipate presentation of the updated Safe Yield Analysis at a Council meeting before the end of calendar year 2025.
8 Agenda Item #10.2.

Agenda Report to the City Council
Agenda Section: CONSENT ITEMS
Department: Public Works
DATE: August 12, 2025
FROM: Lesley Milton, Deputy City Manager
SUBJECT: Adoption of a resolution authorizing the City Manager to enter into an agreement with Upper Valley Disposal for
Sludge Hauling Services from the Wastewater Treatment
Plant.

RECOMMENDED
ACTION:

Staff recommends that the City Council authorize the City Manager to execute and agreement authorize payment of
sludge hauling services provided by Upper Valley Disposal related to the operation of the newly commissioned
Membrane Bioreactor (MBR) facility at the City’s
Wastewater Treatment Plant, in an amount not to exceed
$100,000 annually.

PREVIOUS COUNCIL
ACTION:

The City entered into a Joint Powers Agreement with
Upper Valley Waste Management Authority in 1992, who
negotiated the current franchise waste agreement Upper
Valley Disposal Service in 2020.

STATEMENT OF THE
PURPOSE:

To authorize payment to Upper Valley Disposal, the City’s franchised waste hauler, for the hauling and disposal of sludge byproduct generated by the new Membrane
Bioreactor (MBR) facility at the Wastewater Treatment
Plant, in an amount not to exceed $100,000 annually.

FINANCIAL IMPACT: The estimated annual cost of up to $100,000 for sludge hauling services will be funded through the Wastewater
Enterprise Fund and is reflected in the FY 2025-26 &
FY2025-27 budget. Staff will monitor actual costs and
usage to refine future budget estimates.

BACKGROUND:

With the commissioning of the City’s new Membrane Bioreactor (MBR) facility at the Wastewater Treatment Plant, a new type of waste byproduct is being generated— condensed sludge. Unlike in the past, when sludge was stored on-site and dried for eventual reuse or disposal, the condensed nature and increased volume of the new sludge require regular hauling and disposal at a permitted landfill.

This hauling of biosolids represents a new and essential service that falls outside the scope of the City’s regular waste operations. While Upper Valley Disposal currently provides waste hauling services under the City’s franchise agreement, biosolids are specifically excluded from the list of acceptable materials in that agreement. As such, Agenda Item #10.3.

the City is seeking to enter into a separate arrangement with Upper Valley Disposal to provide this service. Due to the biological classification of the material, the biosolids must be transported to Potrero Hills Canyon Landfill—a specialized facility permitted to accept this type of waste. The longer hauling distance, coupled with the landfill’s tipping fees and the additional labor involved, results in higher overall costs for disposal.

DISCUSSION:

The MBR process is expected to generate between one and two 10-cubic-yard containers of sludge each week, depending on seasonal flows. The total cost to pick up, haul, and dispose of a single container is $2,000. Over the course of the next two fiscal years, staff estimates total expenses will reach approximately $100,000.

Staff incorporated these new operational costs into the FY 2025-26 & FY 2026-27 wastewater operations budget. However, to continue necessary hauling services during the current fiscal year, Council authorization is required to make these payments to the franchised waste hauler.

Going forward, there is an approved Capital Improvement Project S27-01 for "Pond Cleaning Decommissioning and Repurpose" which would take one of the ponds and convert into a drying bed to further remove liquid prior to hauling and reduce the quantity and frequency of this pick up service. This project is scheduled for FY 27 and once complete, the frequency and therefore the total cost of this service will be greatly reduced.

ENVIRONMENTAL REVIEW: This is not a CEQA project.

GOAL:

Goal 2: Improve Infrastructure & Further Environmental Sustainability Goal 7: Enhance Organizational Effectiveness
DOCUMENTS ATTACHMENTS:

Resolution Upper valley disposal
PSA wastehauling services final
Agenda Item #10.3.

CITY OF ST. HELENA
RESOLUTION NO. 2025-__
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ST. HELENA

AUTHORIZING THE CITY MANAGER TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT WITH UPPER VALLEY RECYCLING, INC. FOR SLUDGE HAULING

SERVICES FROM THE WASTEWATER TREATMENT PLANT FOR AN AMOUNT NOT TO EXCEED $100,000 ANNUALLY

RECITALS
A. WHEREAS, the City of St. Helena recently commissioned a new Membrane Bioreactor (MBR) facility at the Wastewater Treatment Plant, which generates condensed sludge that requires off-site disposal; and
B. WHEREAS, Upper Valley Recycling, Inc., a local waste hauler, is qualified and capable of providing the required sludge hauling and disposal services to a permitted facility; and
C. WHEREAS, biosolids are not included in the scope of the City’s existing franchise waste agreement, requiring a separate Professional Services Agreement for this service; and
D. WHEREAS, the estimated annual cost for these services is not to exceed $100,000 annually and will be funded through the Wastewater Enterprise Fund; and E. WHEREAS, a Capital Improvement Project is scheduled in FY 2026–27 that may reduce future sludge hauling volumes and costs; and
F. WHEREAS, the project supports City Council Goal 2: Improve Infrastructure & Further Environmental Sustainability, and Goal 7: Enhance Organizational Effectiveness.

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

1. The City Council authorizes the City Manager to execute a Professional Services Agreement with Upper Valley Recycling, Inc. for sludge hauling services from the City’s Wastewater Treatment Plant, in an amount not to exceed $100,000 annually.

2. The City Manager or designee is further authorized to take all actions necessary to carry out the terms of this Resolution and to execute related documents to implement the Agreement.

3. Funding is as follows:

Agenda Item #10.3.

Description Fund GL Account Amount
FY 25/26 Approved
Operating Budget Fund 571 571-50-29-21-45 $100,000
FY 26/27 Approved
Operating Budget Fund 571 571-50-29-21-45 $100,000
Approved at a Regular Meeting of the St. Helena City Council on August 12, 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 #10.3.

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CITY OF ST. HELENA

SERVICES AGREEMENT
Sludge Hauling for Wastewater Treatment Plant
This Services Agreement (“Agreement”) is made and entered into as of January 1, 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 Upper Valley Recycling, Inc., with its principal place of business at 1285 Whitehall Lane, St. Helena, CA 94517 (hereinafter referred to as “Contractor”).

City and Contractor 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 services for the following project:

Dewatered Sludge Hauling for Wastewater Treatment Plant for the City of St. Helena (hereinafter referred to as “the Services”).

B. Contractor 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 Contractor to provide the services described herein.

AGREEMENT
NOW, THEREFORE, IT IS AGREED AS FOLLOWS:

1. Services.
a. Contractor shall provide the City with the services described herein and shall provide all labor, equipment, and transportation necessary for the regular pick-up, hauling, and disposal of dewatered sludge generated by the City of St. Helena Wastewater Treatment Plant (“Services”). Services shall include the collection of sludge from on-site containers and delivery to an authorized disposal facility in full compliance with all applicable local, state, and federal regulations.
b. The waste materials to be collected and disposed of by Contractor pursuant to this Agreement consist of all solid waste, including dewatered sludge, generated or collected by City at the locations specified herein (the “Waste Materials”); provided, however, that the term Waste Materials specifically excludes and City agrees not to deposit in Contractor's equipment or place for collection by Contractor any radioactive, volatile, corrosive, highly flammable, explosive, biomedical, infectious, biohazardous, toxic or hazardous material as defined by applicable federal, state or local laws or regulations (“Excluded Waste”). City agrees to comply with any description of and/or procedures with respect to removal of contaminants or preparation of the Waste Materials as reasonably provided by Contractor. In the event that any Waste Materials furnished to Contractor by City are, due to presence of contaminants, rejected by a recycling facility, Contractor may, in addition to its other remedies, require City to pay Contractor the charges incurred by Contractor (plus overhead and profit) for hauling, processing and/or disposal of such Wate Materials. Contractor shall not be responsible for and has not Agenda Item #10.3.

83578.00011\43960851.3
{00124538.DOCX.}2
made any representation to City regarding the ultimate recycling of such Waste Materials by a third-party facility.
c. Contractor shall acquire title to the Waste Materials when they are loaded into Contractor's truck. Title to and liability for any Excluded Waste shall remain with City and City expressly agrees to defend, indemnify and hold harmless Contractor from and against any and all damages, penalties, fines, liabilities and costs (including reasonable attorneys' fees) resulting from or arising out of the deposit of Excluded Waste in Contractor's trucks, containers or other equipment.
d. Any equipment furnished hereunder by Contractor shall remain the property of Contractor; however, City acknowledges that it has care, custody and control of the equipment while at City's location and accepts responsibility for loss or damage to the equipment (except for normal wear and tear or for loss or damage resulting from Contractor's handling of the equipment) and for its contents. City shall not overload by weight or volume. City shall use the equipment only for its proper and intended purpose. City agrees to provide unobstructed access to the equipment on the scheduled collection day. If the equipment is inaccessible so that the regularly scheduled pick-up cannot be made, Contractor will promptly notify City and afford City a reasonable opportunity to provide the required access. The word “equipment” as used in this Agreement shall mean all containers used for the storage of Waste Materials, and such other on-site devices as may be specified herein or provided in relation hereto. e. Contractor will not be responsible for damage to any pavement, curbing, driving surface or right of way, and City agrees to assume all liabilities for any such damage, resulting from Contractor’s reasonable use of such pavement, curbing, driving surface, or right of way in providing service at City's location.

2. Compensation.
a. The City shall pay Contractor $2,000.00 each time Contractor collects for disposal one (1) ten (10) cubic yard roll-off container. b. In no event shall the total amount paid for services rendered by Contractor under this Agreement exceed the sum of $2,000 per 10 cubic yard waste load.

This amount is to cover all costs associated with hauling and disposal costs, and the City will not pay any additional fees for either or any additional services. Periodic payments shall be made within 30 days of receipt of an invoice which includes a detailed description of the work performed. Payments to Contractor for work performed will be made on a monthly billing basis.

3. Additional Work.

If changes in the work seem merited by Contractor 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 Contractor with a statement of estimated changes in fee or time schedule. An amendment to this Agreement shall 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.

Agenda Item #10.3.

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4. Maintenance of Records.

Books, documents, papers, accounting records, and other evidence pertaining to the Services provided under this Agreement shall be maintained by Contractor and made reasonably available at all reasonable times during the contract period and for four (4) years from the date of final payment under this Agreement.

5. Term
The term of this Agreement shall be from July __, 2025 until July 1, 2027 unless earlier terminated as provided herein. The Parties may, by mutual, written consent, extend the term of this Agreement. Contractor shall perform the Services in a prompt and timely manner within the term of this Agreement.

6. Excused Performance.
a. Neither City nor Contractor 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. Contractor shall comply with all applicable laws, ordinances, codes and regulations of the federal, state and local government, including Cal/OSHA requirements. b. If required, Contractor shall assist the City, as requested, in obtaining and maintaining all permits required of Contractor to perform the Services by federal, state and local regulatory agencies.
c. If applicable, Contractor is responsible for all costs of clean up and/ or removal of hazardous and toxic substances spilled as a result of Contractor’s Services performed under this Agreement; provided, that Contractor shall not be responsible for cleaning up or removing any Excluded Waste produced by the City.

8. Standard of Care; Performance of Employees
a. Contractor’s services will be performed in accordance with generally accepted industry 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. Contractor’s employees and subcontractors shall have sufficient skill and experience to perform the Services assigned to them. Contractor represents that it, its Agenda Item #10.3.

83578.00011\43960851.3
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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. Following written notification from the City, Contractor shall reperform, 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 Contractor’s failure to comply with the standard of care provided for herein. Any employee of the Contractor or its sub-Contractors who is determined by the City to be uncooperative, incompetent, a threat to the adequate or timely completion of the Services, 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 performing any Services under this Agreement by the Contractor and shall not be re-employed to perform any of the Services.

9. Assignment and Subcontracting
Contractor 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 Contractor from employing independent associates and subcontractors as Contractor may deem appropriate to assist in the performance of services hereunder.

10. Independent Contractor
Contractor is retained as an independent contractor and is not an employee of City. No employee or agent of Contractor 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. Contractor 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, Contractor 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 Contractor 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:
(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:

Agenda Item #10.3.

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(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
(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 Contractor 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) 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.
c. Workers’ Compensation/Employer’s Liability
(i) Contractor certifies that it 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 Contractor has employees at any time during the term of this Agreement, at all times during the performance of the work under this Agreement, the Contractor shall maintain full compensation insurance for all persons employed directly by it Agenda Item #10.3.

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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.

Contractor shall require all subcontractors 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. Reserved
e. Minimum Policy Limits Required
(i) The following insurance limits are required for the Agreement:

Combined Single Limit
Commercial General Liability $2,000,000 per occurrence/ $5,000,000 aggregate $2,000,000 products completed operations
$1,000,000 personal & advertising injury
Automobile Liability $5,000,000 combined single limit
Employer’s Liability $1,500,000 per accident or disease Umbrella Liability $5,000,000 per occurrence/aggregate
(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 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 Contractor 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) Contractor shall provide the City at least thirty (30) days prior written notice of cancellation of any policy required by this Agreement, except that the Contractor shall provide at least ten (10) days prior written notice of cancellation of any such Agenda Item #10.3.

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policy due to non-payment of premium. If any of the required coverage is cancelled or expires during the term of this Agreement, the Contractor 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 Contractor’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. Contractor 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 claimsmade policy with a retroactive date subsequent to the effective date of this Agreement. (iv) All required insurance coverages shall contain or be endorsed to provide a waiver of subrogation in favor of the City, its officials, officers, employees, agents, and volunteers. Contractor hereby waives its own right of recovery against City, and shall require similar written express waivers and insurance clauses from each of its subcontractors, for claims submitted pursuant to this Agreement; provided, however, such waiver shall not apply to damage or liability caused by the City.
(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 Contractor from liability in excess of such coverage, nor shall it limit the Contractor’s indemnification obligations to the City 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 Contractor, 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 Contractor 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 Agenda Item #10.3.

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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 Contractor or City will withhold amounts sufficient to pay premium from Contractor payments. In the alternative, City may cancel this Agreement.
(iii) The City may reasonably require the Contractor to provide declarations, endorsements, certificates of insurance, or other documents as may be reasonably necessary for the City to confirm that the Contractor has secured limits of insurance as required by this Agreement.
(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. Subcontractor Insurance Requirements. Contractor shall not allow any subcontractors or subcontractors 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 subcontractors 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 Contractor, City may approve different scopes or minimum limits of insurance for particular subcontractors or subcontractors.

12. Indemnification.
a. To the fullest extent permitted by law, Contractor 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 wrongful death, to the extent resulting from (i) the negligent acts, errors, or omissions, or willful misconduct of Contractor, its officials, officers, employees, subcontractors, Contractors or agents in connection with the performance of the Services or this Agreement, or (ii) Contractor’s breach of the covenants, agreements, representations, or warranties stated herein, including without limitation the payment of all damages, expert witness fees and reasonable attorney’s fees and other related costs and expenses. Contractor's obligation to indemnify shall not be restricted to insurance proceeds, if any, received by Contractor, the City, its officials, officers, employees, agents, or volunteers.

13. California Labor Code Requirements.
a. Contractor 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, Contractor agrees to fully comply with such Prevailing Wage Laws. Contractor 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 Contractor and all subcontractors to comply with all California Labor Code provisions, Agenda Item #10.3.

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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 Contractor and all subcontractors performing such services must be registered with the Department of Industrial Relations. Contractor shall maintain registration for the duration of the Services and require the same of any subcontractors, 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 Contractor’s sole responsibility to comply with all applicable registration and labor compliance requirements. Any stop orders issued by the Department of Industrial Relations against Contractor or any subcontractor that affect Contractor’s performance of services, including any delay, shall be Contractor’s sole responsibility. Any delay arising out of or resulting from such stop orders shall be considered Contractor caused delay and shall not be compensable by the City. Contractor 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 Contractor or any subcontractor.

14. Safety.

Contractor shall execute and maintain its work so as to avoid injury or damage to any person or property. In carrying out its Services, the Contractor 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, Contractor 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 subcontractors and subsubcontractors to comply with the same.

16. INTENTIONALLY DELETED
Agenda Item #10.3.

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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 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 Contractor. City shall pay Contractor 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 Services 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 Contractor 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. Contractor shall not be entitled to payment for unperformed services and shall not be entitled to damages or compensation for termination of work. Provided, however, the City shall remain responsible for any liability incurred by the City prior to the termination of this Agreement.
b. Contractor 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 material failure by City to perform in accordance with the terms of this Agreement through no fault of Contractor.

19. Ownership of Confidential Information.
a. During the course of the performance of this Agreement, Contractor may receive written or verbal information from City, its representatives or agents, not in the public domain, and such information may include City’s know how, trade secrets, and other proprietary and confidential information (“Confidential Information”). Contractor agrees to treat such information as confidential information belonging to City. Contractor 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, Contractor 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, Contractor 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. Confidential Information shall not include any information which (i) was in Contractor's possession before receipt from the City; (ii) is or becomes a matter of public knowledge through no fault or violation of Contractor; (iii) is rightfully received by Contractor from a third party who, to the Contractor’s knowledge, is not under a duty of confidentiality to the City; (iv) is disclosed by the City to a third party without a duty of confidentiality to the City imposed on such third party; or (v) is independently developed by the Contractor.

20. Reserved.

21. Limitation of Agreement.

Agenda Item #10.3.

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This Agreement is limited to and includes only the Services 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:

CITY:

City of St. Helena
1088 College Avenue
St. Helena CA 94753
Attn: Lesley Milton, Assistant to the City
Manager
CONTRACTOR:

Upper Valley Disposal Service
1285 Whitehall Lane
St. Helena, CA 94517
Attn: Andrew Kennedy
With a copy to:

Waste Connections
Attn: Legal Department
3 Waterway Square Place, Suite 110
The Woodlands, TX 77380
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 Contractor.

24. Equal Opportunity Employment.

Contractor 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 Contractor 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 Agenda Item #10.3.

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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, Contractor 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
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 Contractors
City reserves its right to employ other Contractors, including engineers, in connection with this project or other projects.

31. Prohibited Interests
Contractor maintains and warrants that it has not employed nor retained any company or person, other than a bona fide employee working solely for Contractor, to solicit or secure this Agreement. Further, Contractor 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 Contractor, 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 #10.3.

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SIGNATURE PAGE FOR SERVICES AGREEMENT
BETWEEN CITY OF ST. HELENA

AND UPPER VALLEY DISPOSAL SERVICE
IN WITNESS WHEREOF, the Parties have executed this Agreement as of the date first written above.

CITY OF ST. HELENA UPPER VALLEY RECYCLING, INC.

By: By:

Anil Comelo Name:

City Manager Title:

ATTEST:

By:

Ethan Walsh, City Attorney
Agenda Item #10.3.

Agenda Report to the City Council
Agenda Section: CONSENT ITEMS
Department: Public Works
DATE: August 12, 2025
FROM: Stephanie Killingsworth, Public Works Financial Analyst SUBJECT: Consideration and Approval of a Resolution (1) Authorizing Payment of Underbilled Amount of $66,224.08 to
Operational Technical Services (OTS) and (2) Authorizing the City Manager to execute Professional Services
Agreement with OTS in a not-to-exceed amount of
$127,600 for six-months of temporary Wastewater
Treatment Operator with SWRCB Wastewater Treatment
Grade 4 Certification or higher.

RECOMMENDED
ACTION:

Staff recommends approval of the attached Resolution.

PREVIOUS COUNCIL
ACTION:

STH Contract: FY2021-077 - Wastewater
04/27/21 - Initial Agreement
01/25/22 - Amendment #1
02/22/22 - Amendment #2
08/09/22 - Amendment #3
04/25/23 - Amendment #4
10/10/23 - Amendment #5
01/23/24 - Amendment #6
08/13/24 - Amendment #7

STATEMENT OF THE
PURPOSE:

To authorize payment of $66,224.08 for previously
underbilled wastewater operator services and execute a
new and separate Professional Services Agreement with
different terms for a continued Wastewater Treatment
Operator
FINANCIAL IMPACT: The estimated fiscal impact of this Professional Services Agreement includes a not-to-exceed amount of $127,600,
along with $66,224.08 for previously underbilled services authorized at rates approved in Amendments #6 and #7 to the original Contract STH 2021-077. Sufficient funds are available in the adopted FY2025/26 Wastewater
Treatment Operating Budget in Other Contract Services,
and no additional appropriation is required at this time.

BACKGROUND:

On April 27, 2021, the City and Operational Technical Services (OTS) entered into an initial agreement (STH FY2021-077) for OTS to provide temporary Wastewater Treatment Operator services with appropriate certifications.

Agenda Item #10.4.

Since the execution of the original agreements, the City has continued to face difficulties in filling these positions and has continued need to utilize OTS services resulting in 7 additional amendments to the original contract for the Wastewater Treatment Division.

Unfortunately, the Wastewater Chief Plant Operator position is still in recruitment and the city has been challenged to secure an appropriately qualified candidate.

To remain in compliance with the State of California State Water Resources Control Board (SWRCB) regulations it is necessary to have qualified staff members who possess certain minimum certifications specific to the type of treatment plant, collection system and distribution system.

DISCUSSION:

The City is at the final stages of construction for the Wastewater Treatment plant (CIP Project S-52). The finalization for the new MBR Treatment Facility includes both a new facility and a new style of treatment process that is a significant change in operations.

Staff is projecting that testing, training and absorbing the new operations will be a temporary learning curve, resulting in a need for staffing through FY2025/26. As noted above, the City has continued to face difficulties in filling the Wastewater Chief Plant Operator role, which remains in active recruitment without a viable candidate secured.

OTS continues to have capable and qualified candidates available and can provide staffing support within as little as one week.

In consideration of administrative efficiency and financial clarity, staff is recommending the creation of a new Professional Services Agreement (PSA) with OTS for the requested temporary staffing services, rather than processing an additional amendment to the existing contract (STH FY2021-077). The current wastewater contract has undergone multiple amendments over the past fiscal years, and continued amendments can complicate the tracking of fiscal year allocations, invoice processing, and contract management workflows. A new PSA will provide a clean structure for scope, term and funding specific to the temporary operator staffing needs within FY2025/26. This approach does not change the City's commitment to transparency and oversight; all past contract amounts and amendments will continue to be tracked and reported cumulatively to provide a full picture of OTS-related costs for wastewater and water operations.

A summary of the past contracts, and amendments to OTS Contracts for wastewater and water is noted in Table 1 and Table 2 below.

Table 1 - STH Contract: FY 2021-077 - Wastewater
STH Contract FY2021-
077 Date Approved Contract Value Not-To-Exceed Cost
Contract Execution 04/27/21 $100,620 $100,620
Agenda Item #10.4.

STH Contract FY2021-
077 Date Approved Contract Value Not-To-Exceed Cost
Amendment #1 01/25/22 $100,293 $200,913
Amendment #2 02/22/22 $258,337 $459,250
Amendment #3 08/09/22 $270,750 $730,000
Amendment #4 04/25/23 $220,200 $950,200
Amendment #5 10/10/23 $175,000 $1,125,200
Amendment #6 01/23/24 $271,986 $1,397,186
Amendment #7 08/13/24 $125,639 $1,522,825
Additionally, during negotiations for this agreement, the city was informed that OTS had underbilled for their contract operator services from February 11, 2024 through Jun 15, 2025. The total amount underbilled equated to $66,224.08. The underbilling resulted from a clerical error caused by misaligned internal processes. Specifically, certain billing inputs were not updated before final costs were entered, leading to the use of outdated figures. A significant contributing factor was the unexpected passing of the previous CPO during the assignment, which necessitated an urgent replacement to ensure compliance with regulatory obligations. Since then, internal processes have been updated to minimize the risk of similar billing discrepancies in the future. OTS apologizes for the inconvenience and increased workload that this has caused. As allowed in approved Amendments #6 and #7, the city is being asked to pay the true amount owed to OTS.

The proposed agreement is for a one-year term for one full time WWTP Chief Plant Operator position and is a not to exceed cost of $127,600, which equates to approximately 6 months of contract operator services. The contracted rate includes an hourly dollar value, per diem as well as a housing stipend. Costs could vary according to overtime, on-call schedules and milage. Should the city be able to successfully recruit a permanent position for this position, this contract amount will not be fully utilized.

ENVIRONMENTAL REVIEW: None.

GOAL:

Goal 3: Pursue Water Security & Sustainable Management of Water Resources Goal 7: Enhance Organizational Effectiveness
DOCUMENTS ATTACHMENTS:

OTS Resolution July 2025
OTS Professional Services Agreement 2025
Invoice 500ADJ
Agenda Item #10.4.

CITY OF ST. HELENA
RESOLUTION NO. 2025-__
RESOLUTION (1) AUTHORIZING PAYMENT OF UNDERBILLED
AMOUNT OF $66,224.08 TO OPERATIONAL TECHNICAL
SERVICES (OTS) AND (2) AUTHORIZING THE CITY MANAGER TO

EXECUTE A PROFESSIONAL SERVICES AGREEMENT WITH OTS
INC. FOR TEMPORARY WASTEWATER TREATMENT OPERATOR
WITH SWRCB WASTEWATER TREATMENT GRADE 4

CERTIFICATION OR HIGHER IN AN AMOUNT NOT-TO-EXCEED
$127,600.

RECITALS
A. The City has contracted with Operational Technical Services (OTS) under Professional Services Agreement STH FY2021-077 to provide temporary staffing services for the City’s Wastewater Treatment Plant; and B. OTS identified a billing discrepancy due to internal clerical and rate entry errors on the consultant side for services provided between February 11, 2024 and June 15, 2025, resulting in an underbilled amount of $66,224.08; and C. The City has verified the accuracy of the services provided and the corresponding underbilled amount, and seeks to resolve the outstanding balance; and
D. The City’s institutional knowledge is impacted when resignations occur, and this impact is more pronounced in smaller organizations like the City of St. Helena; and
E. The City currently has three approved positions at the Wastewater Treatment Plant; and
F. The City is currently recruiting for a Wastewater Treatment Chief Plant Operator; and
G. According to the State of California State Water Resource Control Board (SWRCB) the Chief Plant Operator is required to possess a valid Wastewater Treatment Operator Certification; and
Agenda Item #10.4.

H. While the City is recruiting for permanent Wastewater Treatment Chief Plant Operator, the City needs assistance in the interim basis; and I. The City has a current contract with Operational Technical Services (OTS) to provide temporary assistance at the Water Treatment Plant and OTS has demonstrated they have the necessary skills, abilities, and staff to help fulfill the need at the City’s Wastewater Treatment Plant; and
J. The City of St. Helena and Operational Technical Services now desire to continue and enter into an agreement in FY2025-26 to provide a temporary Wastewater Treatment Chief Plant Operator.

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

1. Authorizing payment to Operational Technical Services (OTS) in the amount of $66,224.08 for underbilled services provided between February 11, 2024 and June 15, 2025; and

2. Authorizes the City Manager to execute Professional Services Agreement with Operational Technical Services (OTS) for temporary Wastewater Treatment Operator with SWRCB Wastewater Treatment Grade 4 Certification or higher for an amount not-to-exceed $127,600; and

3. Funding is as follows:

Description Fund GL Account Amount
FY2025-26
Other Contract Services
571-Wastewater
Enterprise 571-50-29-21-45 $127,600
FY2025-26
Other Contract Services
571-Wastewater
Enterprise 571-50-29-21-45 $66,224.08
Approved at a Regular Meeting of the St. Helena City Council on August 12, 2025, by the following vote:

Mayor Dohring:

Vice Mayor Deasy:

Council Member Barak:

Council Member Spadarotto:

Council Member Summers:

Agenda Item #10.4.

APPROVED: ATTEST:
________________________ ________________________
Paul Jamison Dohring, Mayor Erika Opp, Acting City Clerk Agenda Item #10.4.

1 CITY OF ST. HELENA

PROFESSIONAL SERVICES AGREEMENT
This Agreement is made and entered into as of July 22, 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 OTS, an LLC, with its principal place of business at 10250 Constellation Blvd. Ste. 100, Los Angeles, CA 90067 (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:

Temporary Wastewater Treatment Chief Plant Operator with SWRCB Wastewater Treatment Grade 4 Certification or better (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 “B.” b. In no event shall the total amount paid for services rendered by Consultant under this Agreement exceed the sum of $127,600. 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 be prepared by the City and executed by both Parties before performance of such services, or Agenda Item #10.4.

2 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.

The term of this Agreement shall be from July 22, 2025 to June 30, 2025, 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.

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.

Agenda Item #10.4.

3 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:
(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:

Agenda Item #10.4.

4 (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.
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.

Agenda Item #10.4.

5 (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 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 Agenda Item #10.4.

6 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 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 Agenda Item #10.4.

7 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 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 Agenda Item #10.4.