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Agenda packet, special meeting, first session

St. Helena City Council
April 7, 2026

Document
Agenda packet, special meeting, first session
Meeting
April 7, 2026
Body
St. Helena City Council
Pages
37
Original file
5.9 MB
Text extracted from the city's file for reading and search. Open the original on sthelenaca.api.civicclerk.com. That file is the official record.

City of St. Helena
Special City Council Meeting
Tuesday, April 7, 2026 @ 4:30 PM
Vintage Hall Board Room - Second Floor
465 Main Street, St. Helena CA
PLEASE NOTE: Any person who wishes to speak regarding an item on the agenda or make a comment under the "Public Forum" portion of the agenda may do so, but please observe the time limit of four minutes.

The City Council meeting will be live-streamed on Comcast Channel 28 and on the City’s website.

Public comment for City Council meetings will be accepted via email via 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 online City Council agenda.

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

The schedule of upcoming meetings and published meeting agendas can be found on the City of St. Helena website at cityofsthelena.gov.

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

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

El horario de las reuniones publicadas y próximas puede ser localizado en el sitio de web de la Ciudad en cityofsthelena.gov

1. CALL TO ORDER

2. ROLL CALL
Mayor: Paul Dohring, City Council Members: Aaron Barak, Michelle Deasy, Kate Spadarotto, Billy Summers

3. PLEDGE OF ALLEGIANCE

4. ADOPTION OF THE AGENDA

5. APPROVAL OF THE MINUTES

Page 1 of 37 ends

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.

6.1. Public Comment

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.

8. PRESENTATIONS AND PUBLIC RECOGNITIONS

9. STAFF BRIEFING AND PRESENTATIONS

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)

11. PUBLIC HEARINGS

12. OLD BUSINESS

12.1. Discussion Regarding Utility Conflict with Planned Street Trees CEQA Determination:

Prepared By: Eric Janzen, Asst. PW Director
Recommendation: Approve proposed re-location of new street trees.

13. NEW BUSINESS

14. CITY COUNCIL REPORTS

15. ADJOURNMENT
The next Regular City Council meeting is scheduled for April 14, 2026.

This agenda was posted at City Hall, 1088 College Avenue, and at Vintage Hall, 465 Main Street, St. Helena, California on April 3, 2026.

Andrew Bradley, City Clerk
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

Page 2 of 37 ends

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 website at cityofsthelena.gov and will be available for public review at the respective meeting.

Page 3 of 37 ends

Agendas Report to the Special City Council
Agenda Section: PUBLIC FORUM
Department: Admin
DATE: April 7, 2026
FROM:

SUBJECT:

ATTACHMENTS:

1. Public Comment - Michelle Covell

Page 4 of 37 ends













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Agendas Report to the Special City Council
Agenda Section: OLD BUSINESS
Department: Public Works Department
DATE: April 7, 2026
FROM: Eric Janzen, Asst. PW Director
SUBJECT: Discussion Regarding Utility Conflict with Planned Street Trees and Consideration of Proposed Remedy

RECOMMENDED
ACTION:

Approve proposed re-location of new street trees.

PREVIOUS COUNCIL
ACTION:

Item was presented at the March 24, 2026, Regular Council Meeting.

STATEMENT OF THE
PURPOSE:

Discussion of Utility Conflict with Planned Street Trees in the Downtown St. Helena Sidewalk Improvement Project
(CIP R18-81). Consideration of the remedy proposed by
Public Works.

FINANCIAL IMPACT: None at this time. Depending on Council Direction, a change order increasing the cost of the project is likely.

Cost will vary with the direction provided by Council.

CEQA DETERMINATION:

BACKGROUND:

The City Council approved the Downtown St. Helena Sidewalk Improvement project (CIP R18-81) at the May 23, 2017, Council Meeting. Council considered street tree replacement options at the November 12, 2024, Council Meeting.

DISCUSSION:

The Council and the Public raised several questions at the April 24, 2026, Council Meeting, regarding the discovery of the utility conflict with the proposed new street trees. Public Works has summarized these questions and provided the responses below:

Could the trees have been saved?
No. Sidewalk replacement will necessitate removal of too many roots to save the existing trees.

Page 6 of 37 ends

Was there mis-management?
No. The utility conflict encountered is a common occurrence in all construction projects involving earth movement. Underground utilities are notoriously difficult to map accurately. For this reason, the State requires every project obtain a "dig ticket" and utility owners to show the location of their facilities within the work zone. In addition, the City requires every contractor to pothole each nearby utility to confirm its location and depth.

Is there an arborist report?
No. The street trees were being replaced because sidewalk replacement would necessitate removal of too many roots. For this reason, further evaluation of tree health was not warranted. The City Arborist did advocate for the replacement of the trees and advised Council on which species would be better suited to Downtown.

Why did the City proceed with the tree removal?
Ghilotti scheduled tree removal for 3/10/2026 - 3/16/2026. Since tree removal was required for all other phases of the project to proceed, City Staff directed Ghilotti to proceed with tree removal as scheduled. Notification of this schedule was sent to the Parks and Recreation Department, stakeholders within the work zone and the Chamber of Commerce on 3/9/2026.

Who approved removal of the trees?
The decision to replace the existing street trees was a multi-step process. The initial decision was made by the City Council who approved the scope of work for the project at the 5/23/2017 Council Meeting. This decision was revisited, with much public debate, at the Council meeting held on 11/12/2024. Council elected not to amend the decision to replace the trees. The specific date for removal was determined by the construction sequence (tree removal needed to occur before any sidewalk demolition or excavation) and the availability of the subcontractor to perform the work. Approval to proceed with tree removal was issued by City Staff on 3/9/2026.

Why did the tree removal occur just before the City's 150th Birthday Celebration? Staff wanted to avoid the noise of the tree removal from interfering with the event.

This was communicated to the Sesquicentennial stakeholders.

Why didn't the City delay tree removal until after the City's 150th Birthday Celebration? Voluntary delay by the City extends the overall project and can increase costs. City Staff have purposely scheduled this project to avoid business disruption in Downtown during the peak-Summer season.

Did tree removal create unreasonable risk to the gas line? No. Only stump-grinding presents an unreasonable risk.

Can Ghilotti finish the west side of the street before Council can consider options? Yes. City Staff provided this direction to Ghilotti prior to the 3/24/2026 Council meeting. Sidewalk demolition for the northwest quadrant of the project was completed

Page 7 of 37 ends

the week of March 23rd.

Can the City reduce the scope of the project to allow PG&E time to relocate their utility? Yes, but this is not advisable. A significant reduction in scope does not entitle the City to a "refund" from Ghilotti. Ghilotti will retain the right to full payment regardless of the scope reduction. In addition, the project must be complete in order to receive the full OBAG funding and meet the City's funding-match requirement. A significant reduction in scope will reduce the City's ability to receive the full funding award.

The City's best path forward is to deliver the full project. Reducing the project in the middle of construction will likely deliver less benefit at greater cost.

Can the City get PG&E to pay for new sidewalk like they did near Sunshine Market? No. The Sunshine market project was the sole financial responsibility of PG&E and is not comparable.

PG&E is obligated to adjust the elevations of their vaults and meter boxes at no cost to the City. The sidewalk improvements are the sole financial responsibility of the City.

What about the water lines?
The water laterals were not expected to be affected by the project nor were they deemed deficient. Some of the meter boxes will be replaced as a part of the project.

The concerns expressed by members of the public are their opinion and not based on past reporting by Staff or direction from Council. As of the writing of this report, city staff and the contractor have been directed to replace water services within the work zone.

What about future utility repairs damaging the new sidewalk? As with all paving projects, a 5-year moratorium on trenching will be implemented following the project. Parcel owners who need to replace utilities during this period will have to use directional boring techniques or enhanced surface restoration methods to complete their work. Since the City identified several sewer laterals for which this restriction would be a hardship, the City elected to replace these sewer laterals as part of the project. This work is being performed at no cost to the owners.

Following the moratorium, parcel owners may use the same "full sidewalk flag" surface restoration methods required elsewhere in the City.

What flexibility does Council have?
Options that also preserve the Federal funding are limited. The funds for the project are obligated and budgeted in the current Federal Fiscal Year ending September 30, 2026. Federal FY 2026 is the last year of the OBAG - Round 3 program. Failure to deliver the project within Federal FY 2026 runs the risk of de-obligation. This will make the City's unspent grant funds available to other Bay Area project sponsors that are able to deliver but require additional funding. The City's award would diminish as our unspent funds are awarded to other projects.

The City's best path forward is to select the option that causes the least delay and smallest additional expense.

The Council also requested more information regarding the utility location process and

Page 8 of 37 ends

an explanation for why the utility conflict was not discovered prior to the start of construction.

Public Works wishes to emphasize that the location of the utility is not the principal conflict. It is the shallow bury depth of the utility that prevents the project from moving forward in accordance with the plan. Had the utility been buried at a more conventional depth of 3'-4' below grade surface, stump grinding could have continued with only minor revision to the plan.

Public Works has prepared the following timeline and added explanations where applicable:

1. Utilities were originally located during plan development using available record drawings obtained by our consultant (BKF) from PG&E and the City. These historic resources indicated that the gas lines were located in the street. The locations were then incorporated into the plan between 2018-2021.

2. At the start of construction activities, Ghilotti opened a "dig ticket". PG&E then marked their utility on the ground. These marks were the first indication of a conflict. However, utility depth information remained unknown since this information is not included with a "dig ticket".

3. Ghilotti informed the City of the potential conflict on 2/12/2026. City Staff directed Ghilotti to proceed with potholing to confirm depth of the utility. Staff issued this direction because utility depth was needed to determine if stump grinding could be performed, performed at a shallower depth or not at all.

4. Potholing work began the week of 2/16/2026. Because the gas line was located in the sidewalk, additional potholes were needed and these had to be approved via a change order.

5. City Staff received the Change Order request on 2/24/2026.

6. Additional potholing was performed on 2/26/2026 and 2/27/2026. City Staff were notified that the gas line was shallow and penetrated the root balls of the trees on Friday, 2/27/2026 at 7:04 PM after City Hall had closed for the week.

7. City Staff received the full pothole report on 3/9/2026.

8. City staff prepared an alternate tree layout which was then reviewed by the Director of Public Works on 3/17/2026.

9. City Staff then presented the alternate tree layout to the City Manager who directed Public Works to present this change to Council at the 3/24/2026 meeting.

ENVIRONMENTAL REVIEW:

NEPA Certification issued by Caltrans remains active and valid.

GOAL:

Goal 4: Provide Effective Community Information & Opportunities for Engagement; Goal 5: Enhance Quality of Life; Goal 8: Implement Capital Improvement Plans (CIP) Projects ATTACHMENTS:

1. Presentation

Page 9 of 37 ends

2. Public Comment - Michelle Covell 2

3. Public Comment - Claudia Schmidt

4. Public Comment - Charles Covell

5. Public Comment - Kelly Wheaton

6. Public Comment - Kelly Wheaton 2

7. Public Comment - Kelly Wheaton 2a

8. Public Comment - Claudia Schmidt 2

9. Public Comment - Michelle Covell 3

Page 10 of 37 ends

Downtown Sidewalk
Update
Impact of Existing Utilities

Page 11 of 37 ends

The PG&E gas pipe
was thought to be
under the east side
of Main Street
Recap

Page 12 of 37 ends

The utility survey
found the gas pipe
below the sidewalk
Recap

Page 13 of 37 ends

The gas pipe is
very shallow,

1.5’ to 2.5’ below
the surface
It passes through
the tree stumps.

Recap

Page 14 of 37 ends

Questions from Council:

This item was presented to the City Council on March 24, 2026.

Council requested more information regarding design
options, the utility location process and an explanation for why the utility conflict was not discovered prior to the start of construction.

Page 15 of 37 ends

Questions from Council:

Public Works wishes to emphasize that the location of the utility is not the principal conflict. It is the shallow bury depth of the utility that prevents the project from moving forward in accordance with the plan.

Had the utility been buried at a more conventional depth of 3'-4' below grade surface, stump grinding could have
continued with only minor revision to the plan.

Page 16 of 37 ends

Questions from Council:

Can the City reduce the scope of the project to allow PG&E time to relocate their utility?
Yes, but this is not advisable.

1. A significant reduction in scope does not entitle the City to a reduction of the contract price.

2. The project must be complete in order to receive the full OBAG funding and meet the City's funding-match
requirement.

The City's best path forward is to deliver the full project.

Reducing the project scope, in the middle of construction, will likely deliver less benefit at greater cost.

Page 17 of 37 ends

Questions from Council:

Can the City get PG&E to pay for new sidewalk like they did near Sunshine Market?
No.

1. The Sunshine market project was the sole financial
responsibility of PG&E and is not comparable.

2. PG&E is only obligated to adjust the elevations of their vaults and meter boxes at no cost to the City. The
sidewalk improvements are the sole financial
responsibility of the City.

Page 18 of 37 ends

Questions from Council:

What flexibility does Council have?
Options that also preserve the Federal funding are limited.

1. OBAG3 funding is available in the current Federal
Fiscal Year ending September 30, 2026.

2. Unspent OBAG3 funds become available to other Bay
Area project sponsors at the end of the Federal Fiscal
Year.

The City's best path forward is to select the option that causes the least delay and smallest additional expense.

Page 19 of 37 ends

Questions from Council:

Why was the utility conflict not discovered prior to the start of construction?
Utility mapping acquired by our consultant, BKF, showed the gas utility in the street. BKF incorporated this
information into the project plans.

Page 20 of 37 ends

Questions from Council:

When was the utility conflict discovered?
Ghilotti informed the City of the potential conflict on 2/12/2026.

How did the City respond?
City Staff directed Ghilotti to pothole the utility to confirm location and depth.

Page 21 of 37 ends

Questions from Council:

What does PG&E say about this conflict?
Public Works met with PG&E representatives on April 2,
2026. PG&E confirmed that planting street trees over a gas line is not the preferred practice.

However,
PG&E has not expressed any opinion about Public Works
proposed plan to shift the tree wells, hydro-excavate and plant 24” box trees over the gas line.

Page 22 of 37 ends

Comments from the Public:

Ms. Covell’s comments, dated 4/6/2026, nicely summarized past public comments about street tree replacement,
species selection, professional design and review.

Council has considered these public comments in multiple meetings over the last 5+ years. The project plan represents all Council direction provided.

Further debate or design changes risk increasing cost and delaying delivery of the project.

Extended delay carries the added risk that the Federal
funding will be de-obligated.

Page 23 of 37 ends

Public Works Recommendation:

Public Works stands by the recommendation presented to
Council on March 24, 2026.

Page 24 of 37 ends

Proposed Solution
Relocate the new
tree wells away
from the stumps
Leave the stumps in
place but grind
them just below the
surface
Convert the old tree
wells into curbside
planters

Page 25 of 37 ends

Benefits
• Minimal delay to the Project
• Gas pipe is undisturbed
• Low additional cost
• Reduce the total amount of new concrete
• Adds greenery to Main Street
• Sidewalk remains ADA compliant

Page 26 of 37 ends

Detriments
• Reduces the number of new street trees by three (3)
• Surveyor will have to re-stake the tree well locations and add the planters
• Sidewalk is reduced to about 5’-0” wide
• The box size of the new trees must be reduced to 24-
inches on the east side of the street
• The street trees on the west side will still have a box size of 48-inches and look “unbalanced”

Page 27 of 37 ends

QUESTIONS?

Page 28 of 37 ends
















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