Yountville City Council
February 21, 2023

Town of Yountville
6550 Yount Street
Yountville, CA 94599
Meeting Packet – Final
Tuesday, February 21, 2023
3:00 PM
Town Hall Council Chambers
Town Council
Mayor Margie Mohler
Vice Mayor Eric Knight
Council Member Hillery Bolt Trippe
Council Member Robin McKee­Cant
Council MemberPam Reeves
The Town of Yountville is committed to complying with the Americans with Disabilities Act (ADA) and other similar federal and state laws in all respects. If, as an attendee or participant in this meeting, or in meetings on a regular basis, you will need special assistance beyond what is provided, the Town will provide reasonable accommodations for you. Individuals who need auxiliary aids or services for effective communication or participation in programs and services of the Town of Yountville are invited to make their needs and preferences known by contacting the Town Clerk at (707) 944­8851 at least 72 hours prior to the meeting. This notice is available in accessible alternate formats from the ADA Coordinator.

MEETING SCHEDULE AND HOW TO VIEW AGENDA
Meeting Schedule and Location: The Town Council meets on the first and third Tuesday of the month at 3:00 p.m. and only meets the first Tuesday during the months of August and December at 3:00 p.m. in Town Council Chambers, located at 6550 Yount Street, Yountville, California, 94599.

How to View the Agenda: The Agenda and associated staff reports may be viewed online by visiting the Town’s website at tftill/tidlikiHTMLAd
Town Clerk at (707) 944­8851 at least 72 hours prior to the meeting. This notice is available in accessible alternate formats from the ADA Coordinator.

MEETING SCHEDULE AND HOW TO VIEW AGENDA
Meeting Schedule and Location: The Town Council meets on the first and third Tuesday of the month at 3:00 p.m. and only meets the first Tuesday during the months of August and December at 3:00 p.m. in Town Council Chambers, located at 6550 Yount Street, Yountville, California, 94599.

How to View the Agenda: The Agenda and associated staff reports may be viewed online by visiting the Town’s website at www.townofyountville.com/meetings and clicking on HTML Agenda.

How to Watch the Meeting: The Town Council and other Town Bodies’ meetings can be watched live two different ways:

Via the Town’s Streaming Media Player at www.townofyountville.com/livevideo.

On local cable TV Channel 28.

PROVIDING PUBLIC COMMENT
Members of the public are welcome to attend the Town Council meetings to provide public comment in person or online via the following means:

Via email – Members of the public may submit public comments via the Town’s public comment email address [email protected]. Please, include in the subject line “COMMENT TO COUNCIL”.

Via the online agenda listing – Members of the public can submit public comments via the “Speech Bubble” feature with all electronic agendas. To provide public comment through this feature, please visit www.townofyountville.com/meetings and click on the speech bubble icon found under the Options column for the desired meeting you want to leave a public comment. When leaving a public comment through this feature, please make sure to click “Next” after typing your comment. You will be prompted to enter your name and will need to click “Next” again for the comment to be fully submitted.

Any written testimony submitted will be provided to the Council Members electronically, may be read into the record and will become part of the meeting archive.

HOW TO APPEAL
A person who is dissatisfied with a decision of the Town Council may have the right to a review of the decision by a Court.

California Code of Civil Procedure Section 1094.5 and 1094.6 generally limits the time within which a decision of the Town Council may be judicially challenged. If a person challenges a decision in Court, he or she may be limited to raising only those issues raised at the Public Meeting described in this notice, or in written correspondence delivered to the Town Council at, or before, the Public Meeting.

1. CALL TO ORDER; CONVENE REGULAR MEETING ­ 3:00 P.M.

2. ROLL CALL

3. PLEDGE OF ALLEGIANCE

4. ADOPTION OF AGENDA

5. PROCLAMATIONS AND RECOGNITIONS ­ NONE

6. PUBLIC COMMENT ON MATTERS NOT LISTED ON THE AGENDA
Members of the public are entitled to speak for 3­minutes per speaker on matters of municipal concern not on the agenda, during consideration of that portion of the meeting agenda entitled “Public Comment” when that item is called by the Mayor.

However, the Mayor has the discretion to limit speaking time when it is reasonable under the circumstances, including when there are many items on the agenda or a high volume of members of the public who intend to speak. The Mayor also has the discretion to extend the time to speak. The Mayor shall limit or extend speaking time in a consistent manner that is not based on the content or viewpoint of the speech.

Members of the public may also submit Public Comment on matters not on the agenda via email at [email protected] or utilizing the Speech Bubble feature included with the electronic agenda.

The Council may; however, briefly respond to statements made or questions posed by the public, ask for clarification from staff, refer the matter to staff, request staff to report back on the matter, or request staff to place the matter on a future agenda
those issues raised at the Public Meeting described in this notice, or in written correspondence delivered to the Town Council at, or before, the Public Meeting.

1. CALL TO ORDER; CONVENE REGULAR MEETING ­ 3:00 P.M.

2. ROLL CALL

3. PLEDGE OF ALLEGIANCE

4. ADOPTION OF AGENDA

5. PROCLAMATIONS AND RECOGNITIONS ­ NONE

6. PUBLIC COMMENT ON MATTERS NOT LISTED ON THE AGENDA
Members of the public are entitled to speak for 3­minutes per speaker on matters of municipal concern not on the agenda, during consideration of that portion of the meeting agenda entitled “Public Comment” when that item is called by the Mayor.

However, the Mayor has the discretion to limit speaking time when it is reasonable under the circumstances, including when there are many items on the agenda or a high volume of members of the public who intend to speak. The Mayor also has the discretion to extend the time to speak. The Mayor shall limit or extend speaking time in a consistent manner that is not based on the content or viewpoint of the speech.

Members of the public may also submit Public Comment on matters not on the agenda via email at [email protected] or utilizing the Speech Bubble feature included with the electronic agenda.

The Council may; however, briefly respond to statements made or questions posed by the public, ask for clarification from staff, refer the matter to staff, request staff to report back on the matter, or request staff to place the matter on a future agenda.

A. Electronic Public Comment Received

7. CONSENT CALENDAR
A. Adopt Resolution 23­4182 Approving a Budget Adjustment and Accepting Grant Funds from Upper Valley Waste Management Authority for the Purchase of New Public Facing Recycling Infrastructure in the Amount of $95,800 and Authorizing Town Manager to Execute the Contract up to that Amount and any Subsequent Amendments for the Allocation and Reimbursement of Grant Funds on Behalf of the Town.

B. Adopt Resolution 23­4183 Approving a Budget Adjustment and Accepting Grant funds from The California Public Utilities Commission for the Yountville Broadband Development Feasibility Study Professional Service Agreement with CBG Communications Inc. in the amount of up to $102,600 and Authorizing Town Manager to Execute the Contract up to that Amount and any Subsequent Amendments for the Allocation and Reimbursement of Grant Funds on Behalf of the Town.

C. Adopt Resolution 23­4184 Approving a Budget Adjustment from Available Facilities Repair and Replacement Fund 81 and Creation of Capital Improvement Project entitled Emergency Geothermal & HVAC Repairs at Community Hall/Center and HVAC Replacement at Town Hall Council Chambers
D. Monthly Financial Report for January 2023
E. Approve Minutes of the regular meeting held on February 7, 2023.

8. PRESENTATIONS
A. CIRA – Risk Management Program
B. PG&E Presentation Regarding PG&E Gas Work and Electrical Grid Issues in Yountville and Vicinity

9. PUBLIC HEARINGS ­ NONE

10. ADMINISTRATIVE / REGULAR ITEMS
A. Discussion and possible action regarding appointment of Town Council Members to various Boards, Committees, Commissions, and Ad Hoc/Standing Subcommittees, and potentially

9. PUBLIC HEARINGS ­ NONE

10. ADMINISTRATIVE / REGULAR ITEMS
A. Discussion and possible action regarding appointment of Town Council Members to various Boards, Committees, Commissions, and Ad Hoc/Standing Subcommittees, and potentially establishing new Ad­Hoc and Standing Committees as needed.

B. Consider Adoption of Resolution Number 23­4185 Updating the Town of Yountville California Public Records Act Response Procedures and Electronic Document Retention Policy, Updating the Town of Yountville Town Council and Boards and Commissions' Electronic Communications Policy, and Adopting the "Town of Yountville Social Media Management and Retention Policy".

C. Consider Adoption of Resolution 23­4186 Declaring an Emergency for the Town of Yountville Recycled Water Transmission Main Repair pursuant to Yountville Municipal Code 3.32.390 and Authorizing a Budget Adjustment from Wastewater Treatment Capital Recovery Fund 63 Enterprise Reserve Fund to Create a Capital Improvement Project “Emergency Repair/Replacement Yountville Recycled Water Transmission Main”

11. STAFF INFORMATIONAL REPORTS
A. Town Manager Recruitment Update

12. COUNCIL MEETING REPORTS, ANNOUNCEMENTS AND AGENDA ITEM REQUESTS A. Napa County Flood Control & Water Conservation District B. Napa Valley Transportation Authority (NVTA)
C. Upper Valley Waste Management Agency
D. LAFCO of Napa County
E. Watershed Information & Conservation Council
F. Cal Cities Update
G. Council Ad Hoc and Standing Committee Reports
H. Reports and Announcements

13. CLOSED SESSION
A. PUBLIC EMPLOYEE APPOINTMENT/PUBLIC EMPLOYMENT (Gov. Code, § 54957.) Title: Interim Town Manager

14. ADJOURNMENT
From: Devereaux Smith
To: Public Comment
Subject: [EXTERNAL] Comment To Council, February 21, 2023 Date: Monday, February 20, 2023 7:43:51 PM
This email was sent from a sender outside of your organization. Please be wary opening any attachments or following any links from this email.

Dear Council, I am pleased to submit the following comments for inclusion in the record of the Town Council meeting on February 21, 2023.

As the new Executive Director of Molly’s Angels of Napa Valley, I was pleased to see the February 9, 2023 Opinion Letter in the Yountville Sun from Scott Owens and Ashley Tenscher, the NVTA CAC members from our Town of Yountville. First, I thank them for their service in this important role and look forward to working with them in the future.

Scott and Ashley are correct in stressing the need to complete the public survey for the Accessible Transportation Needs Assessment. All of our voices are critical in shaping the future and success of our public transportation.

The deadline to complete the survey has been extended to March 17, 2023 to allow for greater participation. Please make your needs and voices heard by taking the survey at www.surveymonkey.com/r/NVTA . The survey link is also available at https://www.facebook.com/nvta.ca.

Thank you, respectfully submitted, Devereaux Smith.

Town of Yountville
Staff Report
6550 Yount Street
Yountville, CA 94599
Agenda Item #: 7A
Yountville Town Council Staff Report
DATE: February 21, 2023
TO: Mayor and Town Council
FROM: John Ferons, Public Works Director
PREPARED BY: Rosalba Ramirez, Deputy Public Works Director SUBJECT:

Adopt Resolution 23-4182 Approving a Budget Adjustment and Accepting Grant Funds from Upper Valley Waste Management Authority for the Purchase of New Public Facing Recycling Infrastructure in the Amount of $95,800 and Authorizing Town Manager to Execute the Contract up to that Amount and any Subsequent Amendments for the Allocation and Reimbursement of Grant Funds on Behalf of the Town.

DISCUSSION/BACKGROUND
The Upper Valley Waste Management Authority Board created a grant fund to disburse additional funds to the member agencies (Yountville, St. Helena, Calistoga and Napa County) in the form of a grant. The grant must be tied to helping to manage and /or reduce waste to the landfill. On January 6, 2023, the Town of Yountville successfully applied for Upper Valley Waste Management Agency grant for new public facing recycling infrastructure. The Town Public Works staff identified a need for new recycling/landfill receptacles for high use public areas. The requested funds would be used in the purchase of “Big Belly” receptacles, allowing for a reduction in current stand-alone bins, increased collection rate, increased staff time efficiency, and provide passive educational engagement on solid waste diversion. Additionally, these bins will also help reduce overspills and flyaway litter. The “Big Belly” compacting receptacles would be placed at the highest used public parks: Veterans Park, Community Park, and Vineyard Park. “Big Belly” receptables are modern technologybased, self-powered total waste containers with compaction, automated real time collection notifications that reduce windblown litter, overflow and visible trash that will increase compliance with required diversion goals.

Veterans Park location will have two sets next to the bocce court, eliminating eight existing containers. One of the two sets next to the bocce courts will have a compost receptacle. A third set of recycling/landfill compacting bins will be placed at the end of Veterans Park, in the amphitheater close to California Drive. The set including the compost receptacle will serve as a pilot to determine use, contamination levels, education effectiveness, while simultaneously allowing the Town of Yountville to embed SB 1383 requirements throughout our entire community.

Community Park will receive two (2) compacting recycling/landfill and Vineyard Park would receive one (1) compacting recycling/landfill set.

Summary of installation:
• Veterans Park: two (2) recycling/landfill compacting sets and one (1) recycling/compost/landfill set • Community Park: two (2) recycling/landfill compacting sets • Vineyard Park: one (1) recycling/landfill compacting set For a total of 6 sets across the Town of Yountville.

The quote received from WAXIE, local distributor of Big Bellies for our region for the total costs of the units will be $95,800.

Staff is recommending approval of the resolution to accept the grant funds and purchase the equipment and materials.

ENVIRONMENTAL REVIEW
CEQA Cat Ex Class 1, Existing Facilities

FISCAL IMPACT
Is there a Fiscal Impact? Yes
Is it Currently Budgeted? No
Where is it Budgeted? N/A
Is it Mandatory or Discretionary? Discretionary
Is there a Staff Resource Impact? Nominal

STRATEGIC PLAN GOAL
Is item Identified in Strategic Plan? Yes
If yes, Identify Strategic Goal and Objective. Quality of Life: The Town enhances the livability of Yountville by providing well-maintained public facilities, parks, and trails, and quality programs and events. Responsible Fiscal Policy: The Town maintains its fiscal health through policies designed to maximize economic opportunities, manage expenses, and ensure prudent reserves.

Briefly Explain Relationship to Strategic Plan Goal and Objective. Clean well-maintained facilities that meet the needs of the public park users is an essential element. Using grant funds to improve these facilities is in line with the fiscal policy envisioned by the Town Council.

RECOMMENDATION
Adopt Resolution 23-4182 Approving a Budget Adjustment and Accepting Grant Funds from Upper Valley Waste Management Authority for the Purchase of New Public Facing Recycling Infrastructure in the Amount of $95,800 and Authorizing Town Manager to Execute the Contract up to that Amount and any Subsequent Amendments for the Allocation and Reimbursement of Grant Funds on Behalf of the Town.

Town of Yountville
Resolution Number 23-4182

APPROVING A BUDGET ADJUSTMENT AND ACCEPTING GRANT FUNDS FROM UPPER

VALLEY WASTE MANAGEMENT AUTHORITY FOR THE PURCHASE OF NEW PUBLIC FACING RECYCLING INFRASTRUCTURE IN THE AMOUNT OF $95,800 AND

AUTHORIZING TOWN MANAGER TO EXECUTE THE CONTRACT UP TO THAT AMOUNT,

SIGN THE NECESSARY MASTER AGREEMENTS, PROGRAM SUPPLEMENTAL

AGREEMENTS, FUND EXCHANGE AGREEMENTS, AND /OR FUND TRANSFER

AGREEMENTS AND ANY SUBSEQUENT AMENDMENTS FOR THE ALLOCATION AND

REIMBURSEMENT OF GRANT FUNDS ON BEHALF OF THE TOWN
Recitals
A. These projects were not budgeted in the FY 2022/2023 Capital Improvements program.

B. The Capital Projects Fund (Fund 50) is estimated to have a balance of $1,750,535 at the end of Fiscal Year 2022/2023.

C. There is adequate fund balance to cover these costs.

D. The UVWMA Grant will cover 100% of the Capital Improvements Fund (Fund 50) expenditures.

E. The WAXIE purchase of Big Bellies Trash Receptacles is a sole source purchase based on compatibility and type of equipment required.

Now therefore, the Town Council of the Town of Yountville does resolve as follows:

1. Accept the Grant Funds from the Upper Valley Waste Management Authority in the amount of $ 95,800.00

2. Authorize a budget adjustment addition of $95,800.00 from the Capital Improvements Fund 50- to purchase the WAXIE Big Bellies Trash Receptacles.

3. Adopts the Resolution Authorizing the purchase of the WAXIE Big Bellies Trash Receptacles a sole source for $94,000.00, with amendments up to the budgeted amount.

4. The Resolution is hereby adopted and becomes effective and in full force immediately upon adoption.

PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of Yountville, State of California, held on this 21st day of February 2023 by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
___________________________________
Margie Mohler, Mayor
ATTEST:

Eddy Gomez
Town Clerk
Town of Yountville
Staff Report
6550 Yount Street
Yountville, CA 94599
Agenda Item #: 7B
Yountville Town Council Staff Report
DATE: February 21, 2023
TO: Mayor and Town Council
FROM: John Ferons, Public Works Director
PREPARED BY: Rosalba Ramirez, Deputy Public Works Director SUBJECT:

Adopt Resolution 23-4183 Approving a Budget Adjustment and Accepting Grant funds from The California Public Utilities Commission for the Yountville Broadband Development Feasibility Study Professional Service Agreement with CBG Communications Inc. in the amount of up to $102,600 and Authorizing Town Manager to Execute the Contract up to that Amount and any Subsequent Amendments for the Allocation and Reimbursement of Grant Funds on Behalf of the Town.

DISCUSSION/BACKGROUND
The Town of Yountville is eligible for various State, Federal and regional grant funding. As such Town Staff are actively seeking grants from various agencies to provide resources to fund Town projects. One of the grant sources available to the Town is the Local Agency Technical Assistance Grant (LATA). The purpose of the LATA grant is to provide support to local agencies in their efforts to expand broadband service to unserved and underserved Californians. In December 2023 the Town applied for the LATA Grant from the California Public Utilities Commission for feasibility study work that could facilitate high-speed broadband infrastructure projects.

In January 2023 the Town was awarded $102,600 from the LATA Grant for the Yountville Broadband Development Feasibility Study. The LATA grant will fund a broadband feasibility study project including an engineering study, market analysis and development of public-private partnership(s) that may lead to expansion of broadband infrastructure to serve those unserved/underserved populations and households in the Town.

CBG Communications Inc. has worked with the CPUC and various local agencies in determining the feasibility of high-speed broadband infrastructure for various locations in California. Staff received a quote for the scope of work with CBG Communications Inc.to complete a broadband feasibility study of $102,600. This contract will be covered by the LATA grant funds entirely with no matching or additional funds required.

Staff is recommending approval of the resolution approving a budget adjustment and accepting grant funds from the California Public Utilities Commission for the Yountville Broadband Development Feasibility Study Professional Service Agreement with CBG Communications Inc. in the amount of $102,600 and Authorizing Town Manager to Execute the Contract up to that Amount and any Subsequent Amendments for the Allocation and Reimbursement of Grant Funds on Behalf of the Town.

ENVIRONMENTAL REVIEW
Not Applicable

FISCAL IMPACT
Is there a Fiscal Impact? Yes
Is it Currently Budgeted? No
Where is it Budgeted? N/A
Is it Mandatory or Discretionary? Discretionary
Is there a Staff Resource Impact? Nominal

STRATEGIC PLAN GOAL
Is item Identified in Strategic Plan? Yes
If yes, Identify Strategic Goal and Objective. Exceptional Town Services and Staff: The Town supports its talented staff who deliver high quality municipal programs and services while maintaining public infrastructure for the benefit of the community. Quality of Life: The Town enhances the livability of Yountville by providing well-maintained public facilities, parks, and trails, and quality programs and events.

Briefly Explain Relationship to Strategic Plan Goal and Objective. Modern infrastructure now may include wireless internet connectivity to serve the Town’s residents and visitors. Accepting this grant and subsequent feasibility study will help to determine if public wireless internet connectivity is feasible for the Town.

RECOMMENDATION
Adopt Resolution 23-4183 Approving a Budget Adjustment and Accepting Grant funds from The California Public Utilities Commission for the Yountville Broadband Development Feasibility Study Professional Service Agreement with CBG Communications Inc. in the amount of up to $102,600 and Authorizing Town Manager to Execute the Contract up to that Amount and any Subsequent Amendments for the Allocation and Reimbursement of Grant Funds on Behalf of the Town.

Town of Yountville
Resolution Number 23-4183

APPROVING A BUDGET ADJUSTMENT AND ACCEPTING GRANT FUNDS FROM

THE CALIFORNIA PUBLIC UTILITIES COMMISSION FOR THE YOUNTVILLE

BROADBAND DEVELOPMENT FEASIBILITY STUDY PROFESSIONAL SERVICE AGREEMENT WITH CBG COMMUNICATIONS INC. IN THE AMOUNT OF UP TO $102,600 AND AUTHORIZING TOWN MANAGER TO EXECUTE THE CONTRACT UP

TO THAT AMOUNT AND ANY SUBSEQUENT AMENDMENTS FOR THE ALLOCATION AND REIMBURSEMENT OF GRANT FUNDS ON BEHALF OF THE TOWN.

Recitals
A. The Town is eligible for various State, Federal and regional grant funding including a CPUC Grant entitled Local Agency Technical Assistance Grant (LATA) with the purpose to provide support to local agencies in their efforts to expand broadband service to unserved and underserved Californians.

B. In January 2023 the Town was awarded $102,600 from the LATA Grant for the Yountville Broadband Development Feasibility Study. including an engineering study, market analysis and development of public-private partnership(s) that may lead to expansion of broadband infrastructure.

C. CBG Communications Inc. has worked with the CPUC and various local agencies in determining the feasibility of high-speed broadband infrastructure for various locations in California. Staff received a quote for the scope of work with CBG Communications Inc.to complete a broadband feasibility study of $102,600.

D. The grant is the reimbursement type where the Town makes the initial purchase then is reimbursed by the CPUC Grant for total costs incurred. There is adequate funds in Capital Improvement Fund 50 to cover the Professional Services Agreement with CBG Communications Inc. and the CPUC Grant will reimburse 100% of the Capital Improvements Fund (Fund 50) expenditures.

Now therefore, the Town Council of the Town of Yountville does resolve as follows:

1. Accept the LATA Grant Funds from the California Public Utilities Commission $ 102,600.

2. Authorize a budget adjustment addition of $102,600 from the Capital Improvements Fund 50 to enter into the Professional Services Agreement with CBG Communications Inc..

3. This Resolution is hereby adopted and becomes effective and in full force immediately upon adoption.

Resolution Number 23-4183
PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of Yountville, State of California, held on this 21st of February 2023 by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
___________________
Margie Mohler, Mayor
ATTEST:
_____________________
Eddy Gomez; Town Clerk
Town of Yountville
Staff Report
6550 Yount Street
Yountville, CA 94599
Agenda Item #: 7C
Yountville Town Council Staff Report
DATE: February 21, 2023
TO: Mayor and Town Council
FROM: John Ferons, Public Works Director
PREPARED BY: John Ferons, Public Works Director
SUBJECT:

Adopt Resolution 23-4184 Approving a Budget Adjustment from Available Facilities Repair and Replacement Fund 81 and Creation of Capital Improvement Project entitled Emergency Geothermal & HVAC Repairs at Community Hall/Center and HVAC Replacement at Town Hall Council Chambers

DISCUSSION/BACKGROUND
Yountville’s Town Hall and Community Center were constructed in their current configuration in 2010. To efficiently heat and cool the large spaces located within those buildings a geothermal system was constructed in combination with the standard type heating, ventilation and air conditioning systems.

The geothermal component of the system is considered to be a very efficient method because it draws from the stable temperature of the ground underneath the property. In most places, the temperature underground remains at approximately 55 degrees year-round. To tap into this stable underground temperature, a geothermal system uses a loop of pipes buried in the ground. A solution of water and an environmentally safe antifreeze is pumped through this loop of pipes. The ground loop forms a large heat exchanger that is used by the geothermal system to heat and cool the buildings.

The ground loop that serves the Community Hall/Center is located in the parking lot behind the building and consists of forty-five deep wells connected by a parallel set of 1-inch and 3-inch diameter HDPE pipe with electric fusion welded joints and fittings. One of those fused connections failed causing the geothermal system to leak and lose efficiency.

Due to the complexity of the system, Town Staff retained a leak detection company to assist with locating the leak. After the leak was located a local contractor was brought in to excavate and expose the leak. Then after inspection of the leak, which was at the fused intersection of a 1-inch line with a 3-inch line a pipe fusing specialist was called in to repair the leak. Now an environmental controls company needs to mobilize and flush the geothermal loop, replace any needed anti-freeze and restore the system to optimal operation. The estimated cost for the entirety of these services is $60,000.

In addition to the geothermal loop repair, the traditional HVAC systems located within Community Hall/Center also experienced technical difficulties and needed repairs and replacement of some components. Due to the value of this scope of work, it was not performed under the standing HVAC on-call service contract, rather a specific repair contract with the HVAC vendor was written to address the repairs/replacement. This contract is $10,000.

Independent of the HVAC needs at Community Hall/Community Center, the heating and cooling unit for the Town Council Chambers also failed, needing replacement. The existing unit was installed with the building remodel and nearing the end of its service life. Similar to the above, due to the value of this scope of work, it was not performed under the standing HVAC on-call service contract rather a specific repair contract with the HVAC vendor was written to address the replacement. This contract is $6,100.

This proposed budget adjustment is a request to move $77,100 from the Facilities Repair and Replacement Fund 81 which has an available balance of $1,113,079. This budget adjustment will create a new Capital Improvement Project, “Emergency Geothermal & HVAC Repairs at Community Hall/Center and HVAC Replacement at Town Hall Council Chambers” which, if approved, with have sufficient funds to cover the abovedescribed un-scheduled repairs to necessary heating and cooling systems for two Town critical facilities.

ENVIRONMENTAL REVIEW
CEQA Cat Ex Class 1, Existing Facilities

FISCAL IMPACT
Is there a Fiscal Impact? Yes
Is it Currently Budgeted? No
Where is it Budgeted? N/A
Is it Mandatory or Discretionary? Mandatory
Is there a Staff Resource Impact? Nominal

STRATEGIC PLAN GOAL
Is item Identified in Strategic Plan? Yes
If yes, Identify Strategic Goal and Objective. Exceptional Town Services and Staff: The Town supports its talented staff who deliver high-quality municipal programs and services while maintaining public infrastructure for the benefit of the community. Quality of Life: The Town enhances the livability of Yountville by providing well-maintained public facilities, parks and trails, and quality programs and events.

Briefly Explain Relationship to Strategic Plan Goal and Objective. Community Hall/Center and Town Hall are critical infrastructures for the benefit of the community. The HVAC Systems in those building are necessary for the provision of quality programs and events for the residents that occur in those buildings.

RECOMMENDATION
Adopt Resolution 23-4184 Approving a Budget Adjustment from Available Facilities Repair and Replacement Fund 81 and Creation of Capital Improvement Project entitled Emergency Geothermal & HVAC Repairs at Community Hall/Center and HVAC Replacement at Town Hall Council Chambers.

Town of Yountville
Resolution Number 23-4184
APPROVING A BUDGET ADJUSTMENT FROM AVAILABLE FACILITIES FUND 81

AND CREATION OF CAPITAL IMPROVEMENT PROJECT ENTITLED EMERGENCY

GEOTHERMAL & HVAC REPAIRS AT COMMUNITY HALL/CENTER AND HVAC

REPLACEMENT AT TOWN HALL COUNCIL CHAMBERS
Recitals
A. Yountville’s Town Hall and Community Center utilize a geothermal system constructed in combination with the standard type heating, ventilation, and air conditioning systems.

B. The geothermal ground loop located in the Community Hall/Center Parking Lot has had a fused fitting fail causing the geothermal system to leak.

C. In addition to the geothermal loop repair, the traditional HVAC systems located within Community Hall/Center also experienced technical difficulties needed repairs and replacement of some components.

D. Independent of the HVAC needs at Community Hall/Community Center, the heating and cooling unit for the Town Council Chambers also failed, needing replacement.

E. Community Hall/Center and Town Hall are critical infrastructure for the benefit of the community. The HVAC Systems in those buildings are necessary for the provision of quality programs and events for the residents that occur in those buildings.

F. This budget adjustment will move $77,100 from the Facilities Fund 81 which has an available balance of $76,100 to create Capital Improvement Project, “Emergency Geothermal & HVAC Repairs at Community Hall/Center and HVAC Replacement at Town Hall Council Chambers” to cover the above-described un-scheduled repairs to necessary heating and cooling systems for two Town critical facilities.

Now therefore, the Town Council of the Town of Yountville does resolve as follows:

1. Authorize the budget adjustment to move $77,100 from the Facilities Repair and Replacement Fund 81 to create Capital Improvement Project, “Emergency Geothermal & HVAC Repairs at Community Hall/Center and HVAC Replacement at Town Hall Council Chambers”.

2. This Resolution is hereby adopted and becomes effective and in full force immediately upon adoption.

Resolution Number 23-4184
PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of Yountville, State of California, held on this 21st day of February 2023 by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
___________________________________
Margie Mohler, Mayor
ATTEST:

Eddy Gomez; Town Clerk
Town of Yountville
Staff Report
6550 Yount Street
Yountville, CA 94599
Agenda Item #: 7D
Yountville Town Council Staff Report
DATE: February 21, 2023
TO: Mayor and Town Council
FROM: Celia King, Finance Director
PREPARED BY: Kyle Batista, Financial Analyst
SUBJECT:

Monthly Financial Report for January 2023

DISCUSSION/BACKGROUND
Monthly financial reports are presented to provide a summary overview of revenues and expenses of the Town’s major funds: General Fund, Capital Projects Fund, Water and Wastewater Enterprise Funds.

See below for the January 2023 financial report.

January 2023 = 58.3% of the Fiscal Year
This January 2023 monthly financial report reflects Transient Occupancy Tax (TOT) collections through the December 2022 reporting period. TOT revenues are currently ahead of the percent of budget projection, which will help soften the impacts of smaller TOT revenue collections during the slower part of the tourism season.

In January, the Town received a large property tax apportionment from Napa County. The sales tax receipts reflected in this report are applicable to July – November and collections are on track with the percent of budget projection.

Fines & Forfeitures revenue is related to a late penalty and interest applied to a hotel that was late in reporting TOT. Intergovernmental revenue is made up of invoicing for LEAP and REAP grants that the Town has been awarded, as well as collection of Napa County Citizen’s Option for Public Safety (COPS) funding applicable through December.

Investment Earnings is faring better than expected due to the economic recovery in the second half of calendar year 2022 and has surpassed the conservative budget estimate.

General Fund department expenditures that appear to be higher than the percent of budget to date are either because of large payments that are due at the beginning of the fiscal year, such as the Public Works Government Buildings department paying for the annual liability and property insurance at the beginning of the fiscal year, or departments with programs that have higher activity towards the beginning of the year, such as the Parks & Recreation Camp Programs department paying for expenses related to Summer Camp.

Water and Wastewater Enterprise Fund revenue show again that Interest Income is higher than originally anticipated. The new five-year utility rate schedule went into effect as of January 1, 2023.

Enterprise Fund expenditure amounts are consistent with budget projections.

ENVIRONMENTAL REVIEW
Exempt per California Environmental Act (CEQA) Guideline, Section 15061(b)(3)

FISCAL IMPACT
Is there a Fiscal Impact? Yes
Is it Currently Budgeted? Yes
Where is it Budgeted? Various Departments
Is it Mandatory or Discretionary? Discretionary
Is there a Staff Resource Impact? Nominal

STRATEGIC PLAN GOAL
Is item Identified in Strategic Plan? Yes
If yes, Identify Strategic Goal and Objective. Responsible Fiscal Policy: The Town maintains its fiscal health through policies designed to maximize economic opportunities, manage expenses, and ensure prudent reserves.

Briefly Explain Relationship to Strategic Plan Goal and Objective. Monthly budget and actual revenue and expense reports provide timely information and financial transparency. Timely financial information can help control costs by guiding policy and spending decisions.

RECOMMENDATION
Receive and File

TOWN OF YOUNTVILLE

MONTHLY FINANCIAL REPORT
January 31, 2023
General Fund Revenues
The following is a summary of General Fund revenue by major category as of January 31, 2023.

January is 58.3% of the Fiscal Year:

Revenues: Budget* Actual Variance % of Budget Note
Property Taxes 2,142,000 951,998 (1,190,003) 44.4% Note 2 Sales Taxes 1,640,000 689,423 (950,577) 42.0% Note 1
Other Taxes 158,000 33,201 (124,799) 21.0%
Transient Occupancy Tax 7,500,000 4,847,288 (2,652,712) 64.6% Note 3 Investment Earnings 20,000 39,429 19,429 197.1%
Licenses & Permits 185,250 125,623 (59,627) 67.8%
Fines & Forfeitures 8,000 36,284 28,284 453.5%
Rents & Concessions 337,000 237,455 (99,545) 70.5%
Intergovernmental 150,000 203,616 53,616 135.7%
Parks & Recreation Fees 202,500 159,297 (43,203) 78.7%
Charges for Services 181,000 112,961 (68,039) 62.4%
Miscellaneous 112,100 57,466 (54,634) 51.3%
Total 12,635,850 7,494,040 (5,141,810) 59.3%
Transfers: Budget Actual Variance % of Budget Note
Tourist Imp. Dist. (Fund 22) 12,500 7,516 (4,984) 60.1% Total 12,500 7,516 (4,984) 60.1%
Note 1: Sales tax receipts lag 2½ - 3months behind the actual collection period.

Note 2: Property taxes are generally not received until December, after the first installment has been collected by Napa County.

Note 3: TOT is due one month after the collection period and received within 30 days after the collection period.

TOWN OF YOUNTVILLE

MONTHLY FINANCIAL REPORT
January 31, 2023
General Fund Expenditures
The following is a summary of General Fund Expenditures by major category as of January 31, 2023:

January is 58.3% of the Fiscal Year:

Expenditures Budget* Actual Variance % of Budget
Town Council/Mayor 1001 146,055 76,242 (69,813) 52.2%
Non-Departmental 1010 229,200 93,161 (136,039) 40.6%
Town Manager 1101 580,534 342,380 (238,153) 59.0%
Information Technology 1011 - - - 0.0% Note 1
Community Promotion 1015 411,143 334,701 (76,442) 81.4% Finance 1102 772,198 363,537 (408,661) 47.1%
Risk Management 1103 78,350 17,606 (60,744) 22.5%
Town Attorney 1105 204,710 97,421 (107,289) 47.6%
Town Clerk 1110 609,543 243,766 (365,777) 40.0%
Planning & Building 2115 1,174,875 605,619 (569,256) 51.5% Law Enforcement Services 3200 1,232,873 718,884 (513,989) 58.3% Fire & Emergency Services 3201 759,022 - (759,022) 0.0% Note 2 PW Admin. & Engineering 4301 845,614 431,911 (413,703) 51.1% PW Street Maintenance 4305 432,595 218,574 (214,021) 50.5% PW Park Maintenance 4320 678,472 360,042 (318,430) 53.1% PW Government Bldgs. 4325 568,251 377,644 (190,607) 66.5% Parks & Rec Admin & Services 5405 549,831 328,543 (221,288) 59.8% Parks & Rec Camp Programs 5406 200,052 133,752 (66,299) 66.9% Community Center 5408 328,521 166,752 (161,768) 50.8%
Parks & Rec Leisure Prog. 5410 337,636 182,179 (155,457) 54.0% Parks & Rec Sports Prog. 5412 68,871 41,858 (27,014) 60.8% Parks & Rec Community Events 5413 199,408 120,910 (78,498) 60.6% Yountville Arts 5415 103,971 24,291 (79,680) 23.4%
Total Expenditures 10,511,723 5,279,773 (5,231,951) 50.2% Transfers Out:

OPEB-Employee Retiree Ben. 7902 100,000 100,000 - 100.0% PERS UAL 7903 750,000 750,000 - 100.0%
Emergency Reserve Fund 7904 400,000 400,000 - 100.0%
Revenue Stabilization Fund 7905 500,000 500,000 - 100.0% Util Ent Project Comm Fund 7906 1,650,000 1,650,000 - 100.0% Capital Projects Fund 7950 1,050,000 1,050,000 - 100.0% Water Capital Fund 7960 888,668 888,668 - 100.0%
Facility Replacement Fund 7981 350,000 350,000 - 100.0% Fleet/Equip Replacement Fund 7982 200,000 200,000 - 100.0% Housing Opportunity Fund 7970 71,600 - 71,600 0.0%
T.O.Y. Community Foundation 7985 - - - 0.0% Note 3
Water Subsidy 7961 4,000 - 4,000 0.0%
Wastewater Subsidy 7962 4,000 - 4,000 0.0%
2017 Lease Rev. Debt Service 7954 550,000 550,000 - 100.0% 2020 Lease Fin. Debt Service 7955 573,000 573,000 - 100.0% Total Transfers Out: 7,091,268 7,011,668 79,600 98.9%
Note 1: Allocations of information technology are made to each department so no expenses are shown for program.

Note 2: Payments for Fire & Emergency Services are typically made bi-annually, in January and June.

Note 3: Transfer to TOYCF represents excess revenue collected from art sales. * Budget includes amounts for prior year purchase order rollover and reflects all Fiscal Year 2022/2023 budget adjustments

TOWN OF YOUNTVILLE

MONTHLY FINANCIAL REPORT
January 31, 2023

CAPITAL PROJECTS
Expenditures Budget * Actual Variance % of Budget
Resurface Community Center Gym Flooring CF-0013 50,000 39,290 (10,710) 78.6% Replace Roofs on Bus Shelter CF-0026 100,000 154 (99,846) 0.2% Community Hall Auto Switch CF-0028 148,330 148,330 - 100.0% Paint Town Hall Interior CF-0029 25,000 - (25,000) 0.0% Replace Epic Lawn with Artificial Turn CF-0030 100,000 - (100,000) 0.0% GIS Mapping Improvements CP-0007 58,000 11,747 (46,253) 20.3% ADA Accessibility Improvements: Forrester Park/Three -
Weirs Park CP-0018 137,120 7,387 (129,732) 5.4%
Installation of EV Charging Stations CP-0021 34,000 - (34,000) 0.0% Community Center Tile and Drain Replacement CP-0022 50,000 50,000 - 100.0% Community Center Restrooms CP-0023 15,000 - (15,000) 0.0% Community Hall / Center Painting CP-0025 55,000 55,470 470 100.9% EV Charging Stations and Fleet CP-0028 200,000 - (200,000) 0.0% ADA Accessibility Improvements Program CP-2023 116,000 62,800 (53,200) 54.1% Hydroflush Weirs from Finnell to Beard Ditch DF-0018 25,000 - (25,000) 0.0% Town Wide Drainage and Erosion Program DF-2023 19,500 5,248 (14,252) 26.9% Paving Projects - Plan, Specs, and Engineering GT-3023 98,828 - (98,828) 0.0% Annual Street Maintenance & Paving Program MT-3023 534,460 332,755 (201,705) 62.3% New Vineyard Park Path Construction PK-0025 50,000 - (50,000) 0.0% Replace 2003 Chevrolet 2500HD PK-0028 60,000 - (60,000) 0.0% Replace 2013 Chevrolet 2500HD PK-0029 60,000 - (60,000) 0.0% Curb, Gutter, and Sidewalk Replacement SB-6023 66,000 - (66,000) 0.0% Surveys and Monuments ST-0004 24,698 3,266 (21,432) 13.2% Traffic Calming Program ST-4023 17,500 475 (17,025) 2.7% Total 2,044,436 716,923 (1,327,513) 35.1%
Expenditures- Water & Wastewater Budget * Actual Variance % of Budget Upgrade SCADA System Emergency Well to Operational Well WA-0018 140,000 12,975 (127,025) 9.3% Hydrant Repair and Replacement WA-0021 15,000 1,261 (13,739) 8.4% Clay Valve Rebuild at Finnell Rd & Yount / Finnell Rd & Yville XRd WA-0022 8,000 8,000 - 100.0%
Water Meter Replacement Program WA-2023 30,500 951 (29,549) 3.1% Joint Treatment Plant Office Modernization Project WW-0011 859,445 36,991 (822,454) 4.3% SCADA Controls WW-0012 52,387 - (52,387) 0.0%
Clean and Inspect Primary and Secondary Digester WW-0020 35,000 - (35,000) 0.0% Safety Net and Safety Hinged Doors at Hand Well Access WW-0032 20,000 - (20,000) 0.0% Pump Station Assessment and Capacity Evaluation WW-0033 40,000 - (40,000) 0.0% WWTP Basin Assessment, Maintenance, and Repair WW-0034 300,000 - (300,000) 0.0% Inflow and Infiltration Reduction Program (A-Line) WW-2023 427,172 329,576 (97,596) 77.2% Sewer Main Replacement and Repair Program WW-3023 88,500 - (88,500) 0.0% Plant Equipment Replacement Program WW-4022 - - - 0.0%
Plant Equipment Replacement Program WW-4023 81,500 15,716 (65,784) 19.3% Town Pump Station Equipment Replacement Program WW-5023 13,500 - (13,500) 0.0% Total 2,111,004 405,470 (1,705,534) 19.2%
* Budget includes amountsfor prior year purchase order rollover and reflects all Fiscal Year 2022/2023 budget adjustments.

TOWN OF YOUNTVILLE

MONTHLY FINANCIAL REPORT
January 31, 2023
WATER CAPITAL IMPROVEMENT FUND (60) Budget Actual Variance % of Budget Revenues - System Replacement Fees 130,800 77,541 (53,259) 59.3% Interest Income 2,000 3,096 1,096 154.8%
Transfers from General Fund (01) 888,668 888,668 - 100.0% Total Revenues 1,021,468 969,305 (52,163) 94.9%
Capital Improvement (60-4500) 275,449 87,035 (188,414) 31.6% Total Expenses 275,449 87,035 (188,414) 31.6%
Net Operating Income/(Loss) 746,019 882,270 136,251
WATER OPERATING ENTERPRISE FUND (61) Budget Actual Variance % of Budget Revenues - Utilities 1,650,450 937,449 (713,001) 56.8%
Interest Income 200 2,119 1,919 1059.4%
Transfer-Water Subsidy (01) 4,000 - (4,000) 0.0%
Total Revenues 1,654,650 939,568 (715,082) 56.8%
O & M Expenses (61-4505) 752,035 395,243 (356,791) 52.6% Water Purchases (61-4507) 1,163,495 469,320 (694,175) 40.3% Total Expenses 1,915,530 864,563 (1,050,967) 45.1%
Net Operating Income/(Loss) (260,880) 75,005 335,885
WASTEWATER OPERATING ENTERPRISE FUND (62) Budget Actual Variance % of Budget Revenues - Utilities 2,758,000 1,437,921 (1,320,079) 52.1% Interest Income 3,500 5,119 1,619 146.3%
Transfer-Wastewater Subsidy (01) 4,000 - (4,000) 0.0%
Total Revenues 2,765,500 1,443,040 (1,322,460) 52.2%
-
WW Collection (62-4510) 476,515 232,461 (244,054) 48.8% WW Treatment (62-4515) 1,478,305 780,170 (698,135) 52.8% Transfer to Capital (63/64) 800,000 - (800,000) 0.0%
Total Expenses 2,754,820 1,012,631 (1,742,189) 36.8%
Net Operating Income/(Loss) 10,680 430,409 419,729
JOINT TREATMENT CAPITAL FUND (63) Budget Actual Variance % of Budget Revenues System Replacement Fees 216,000 131,640 (84,360) 60.9% Revenues Capital Recovery Vets 767,250 50,000 (717,250) 6.5% Interest Income 7,500 27,121 19,621 361.6%
Transfer from Wastewater Operating (62) 200,000 - (200,000) 0.0% Total Revenues 1,190,750 208,762 (981,988) 17.5%
WW Joint Treatment Plant (63-4518) 1,757,993 355,094 (1,402,899) 20.2% Total Expenses 1,757,993 355,094 (1,402,899) 20.2%
Net Operating Income/(Loss) (567,243) (146,333) 420,911 WASTEWATER UTILITY CAPITAL FUND (64) Budget Actual Variance % of Budget Transfer fr WWtr Operating (62)/JT Cap Fund (63) 600,000 - (600,000) 0.0% Interest Income 2,000 4,480 2,480 224.0%
Total Revenues 602,000 4,480 (597,520) 0.7%
-
WW Capital Improvement (64-4519) 661,172 372,621 (288,551) 56.4% Transfer to Debt Service (55) 29,991 29,990 (1) 100.0%
Total Expenses 691,163 402,611 (288,552) 58.3%
Net Operating Income/(Loss) (89,163) (398,131) (308,968) Town of Yountville
Staff Report
6550 Yount Street
Yountville, CA 94599
Agenda Item #: 7E
Yountville Town Council Staff Report
DATE: February 21, 2023
TO: Mayor and Town Council
FROM: Eddy Gomez, Town Clerk
PREPARED BY: Eddy Gomez, Town Clerk
SUBJECT:

Approve Minutes of the regular meeting held on February 7, 2023.

DISCUSSION/BACKGROUND
Approve Minutes of the regular meeting held on February 7, 2023.

ENVIRONMENTAL REVIEW
Exempt per California Environmental Act (CEQA) Guideline, Section 15061(b)(3)

FISCAL IMPACT
Is there a Fiscal Impact? No
Is it Currently Budgeted? N/A
Where is it Budgeted? N/A
Is it Mandatory or Discretionary? Mandatory
Is there a Staff Resource Impact? No

STRATEGIC PLAN GOAL
Is item Identified in Strategic Plan? Yes
If yes, Identify Strategic Goal and Objective. Visionary Leadership: The Town's leadership maintains an openminded, forward-thinking decision-making process. We value engagement and participation from all members of the community as we work together to create policies and plan for the future.

Briefly Explain Relationship to Strategic Plan Goal and Objective. Minutes are required to ensure the Legislative History of the Town Council is maintained.

RECOMMENDATION
Approve Minutes of the regular meeting held on February 7, 2023.

Town of Yountville
6550 Yount Street
Yountville, CA 94599
Meeting Minutes – Final
Tuesday, February 7, 2023
3:00 PM
Town Hall Council Chambers
Town Council
Mayor Margie Mohler
Vice Mayor Eric Knight
Council Member Hillery Bolt Trippe
Council Member Robin McKee­Cant
Council Member Pam Reeves
The Town of Yountville is committed to complying with the Americans with Disabilities Act (ADA) and other similar federal and state laws in all respects. If, as an attendee or participant in this meeting, or in meetings on a regular basis, you will need special assistance beyond what is provided, the Town will provide reasonable accommodations for you. Individuals who need auxiliary aids or services for effective communication or participation in programs and services of the Town of Yountville are invited to make their needs and preferences known by contacting the Town Clerk at (707) 944­8851 at least 72 hours prior to the meeting. This notice is available in accessible alternate formats from the ADA Coordinator.

1. CALL TO ORDER; CONVENE REGULAR MEETING ­ 3:00 P.M.

Mayor Mohler called the meeting to order at approximately 3:00 p.m.

2. ROLL CALL

Present: 5 Mayor Margie Mohler, Vice Mayor Eric Knight, Council Member Hillery Trippe, Council Town of Yountville
Town Council Regular Meeting
Minutes 02/07/2023

and services of the Town of Yountville are invited to make their needs and preferences known by contacting the Town Clerk at (707) 944­8851 at least 72 hours prior to the meeting. This notice is available in accessible alternate formats from the ADA Coordinator.

1. CALL TO ORDER; CONVENE REGULAR MEETING ­ 3:00 P.M.

Mayor Mohler called the meeting to order at approximately 3:00 p.m.

2. ROLL CALL

Present: 5 Mayor Margie Mohler, Vice Mayor Eric Knight, Council Member Hillery Trippe, Council Member Robin McKee­Cant, Council Member Pam Reeves

Absent: None

3. PLEDGE OF ALLEGIANCE
The pledge of allegiance was held.

4. ADOPTION OF AGENDA
A motion was made by Vice Mayor Knight, seconded by Council Member Reeves to Adopt the Agenda.

The motion carried by the following vote:

AYES: 5; Mayor Mohler, Vice Mayor Knight, Council Member Trippe, Council Member McKee­Cant, Council Member Reeves
NOES: 0
ABSTAIN: 0

5. PROCLAMATIONS AND RECOGNITIONS
A. David Means Certificate of Appreciation
Mayor Mohler presented the Certificate of Appreciation.

B. Christopher Ray Certificate of Appreciation
Mayor Mohler presented the Certificate of Appreciation.

6. PUBLIC COMMENT ON MATTERS NOT LISTED ON THE AGENDA
None.

7. CONSENT CALENDAR
A. Adoption of Resolution 23­4176 Authorizing the Certification of Equivalent Fund under the Measure T Program of Effort.

B. Adopt Resolution Number 23­4177 Authorizing a budget adjustment from available Fund 62 Fund Balance to Wastewater Treatment Operations in the amount of $45,000 and Approving an amendment to Maintenance Agreement 2022­763 with Jenfitch, Inc. increasing the contract amount for chemicals purchased and delivered to the Wastewater Reclamation Facility C. Adopt Resolution number 23­4178 Approving Corrected Part­time Salary Schedule amended to reflect 5% difference between steps.

D. Appoint two (2) representatives to serve on the Parks and Recreation Advisory Commission (PRAC) for a two­year term of office to commence immediately and expire on January 20, 2025.

E. Appoint one (1) individual to the Affordable and Workforce Housing Oversight Committee with a term of office to commence immediately and expire on October 1, 2024.

Town of Yountville
Town Council Regular Meeting
Minutes 02/07/2023

D. Appoint two (2) representatives to serve on the Parks and Recreation Advisory Commission (PRAC) for a two­year term of office to commence immediately and expire on January 20, 2025.

E. Appoint one (1) individual to the Affordable and Workforce Housing Oversight Committee with a term of office to commence immediately and expire on October 1, 2024.

F. Quarterly Investment Report for Quarter Ended December 31, 2022 G. Approve Minutes of the special meetings held on January 24, 2023, January 27, 2023, and January 31, 2023.

Vice Mayor Knight requested to pull consent items 7D and 7E.

A motion was made by Council Member Reeves, seconded by Council Member McKee­Cant to Approve Consent Calendar items 7A, 7B, 7C, 7F and 7G.. The motion carried by the following vote:

AYES: 5; Mayor Mohler, Vice Mayor Knight, Council Member Trippe, Council Member McKee­Cant, Council Member Reeves
NOES: 0
ABSTAIN: 0
Vice Mayor Knight recognized all applicants for both Council appointed bodies.

A motion was made by Vice Mayor Knight, seconded by Council Member Reeves to Approve Consent Items 7D and 7E. The motion carried by the following vote:

AYES: 5; Mayor Mohler, Vice Mayor Knight, Council Member Trippe, Council Member McKee­Cant, Council Member Reeves
NOES: 0
ABSTAIN: 0

8. PRESENTATIONS
A. Climate Action Committee Presentation by David Morrison, Interim County Executive Officer David Morrison, Interim County Executive Officer, provided the presentation.

B. Public Safety Quarterly Report.

Mike Milat, Sergeant Napa County Sheriff’s Office, provided the presentation.

The following individual provided electronic public comment: Carol Fink.

C. CalFire Quarterly Report.

Jason Martin, Fire Chief Napa County CalFire, provided the presentation.

The following individual provided electronic public comment: Carol Fink.

9. PUBLIC HEARINGS
A. Consider Approval of Resolution Number 23­4179 Amending Yountville General Plan 2035 by Adopting the 6th Cycle Housing Element Update covering the Planning Period 2023­2031 Ken MacNab, Interim Planning & Building Director, presented the staff report.

Jennifer Gastellum, Principal for Placeworks,, provided the presentation.

Public Hearing Held.

Public Comment – None.

Town of Yountville
Town Council Regular Meeting
Minutes 02/07/2023

Jennifer Gastellum, Principal for Placeworks,, provided the presentation.

Public Hearing Held.

Public Comment – None.

Town Council discussed and took the following action:

A motion was made by Vice Mayor Knight, seconded by Council Member McKee­Cant to Adopt the Resolution. The motion carried carried by the following vote:

AYES: 5; Mayor Mohler, Vice Mayor Knight, Council Member Trippe, Council Member McKee­Cant, Council Member Reeves
NOES: 0
ABSTAIN: 0

10. ADMINISTRATIVE / REGULAR ITEMS
A. Consider Adoption of Resolution Number 23­4180 Approving a Professional Services Agreement between the Town of Yountville and the Yountville Chamber of Commerce for the Provision of Marketing and Promotional Services and Operation of Visitor Information Center from July 1, 2023 through June 30, 2026.

Steve Rogers, Town Manager, presented staff report.

Public Comment Held.

The following individuals submitted electronic public comment: Maxence Compagnon, Carl Johnson, and Lorraine Visovsky.

The following individuals provided in­person public comment: Paul Hall, Tracey McArdle, Noel Resnick, Rob Stout, Diane Cantera.

Town Council discussed and made the following modifications:

Amend language in section 5E to say: Town Manager or designee may serve on the Chamber Board of Directors as an Advisory Board Member. Town Manager or designated staff representative may also serve on other Chamber subcommittees as an Advisory Board Member. This is to foster strong and ongoing communication channels between the Chamber Board members and Town staff.

A motion was made by Council Member McKee­Cant, seconded by Council Member Reeves to Adopt the Resolution as amended. The motion carried by the following vote:

AYES: 5; Mayor Mohler, Vice Mayor Knight, Council Member Trippe, Council Member McKee­Cant, Council Member Reeves
NOES: 0
ABSTAIN: 0
B. Consider Adoption of Resolution Number 23­4181 Approving Employment Agreement for Irene Borba, Planning & Building Director
Julie Baldia, Deputy Director for Human Resources & IT, presented staff report.

Public Comment – None.

Town Council discussed and took the following action:

A motion was made by Vice Mayor Knight, seconded by Council Member Trippe to Adopt the Resolution. The motion carried by the following vote:

AYES: 5; Mayor Mohler, Vice Mayor Knight, Council Member Trippe, Council Member McKee­Cant, Town of Yountville
Town Council Regular Meeting
Minutes 02/07/2023

Town Council discussed and took the following action:

A motion was made by Vice Mayor Knight, seconded by Council Member Trippe to Adopt the Resolution. The motion carried by the following vote:

AYES: 5; Mayor Mohler, Vice Mayor Knight, Council Member Trippe, Council Member McKee­Cant, Council Member Reeves
NOES: 0
ABSTAIN: 0
C. Discussion and Possible Direction Regarding the Fiscal Year 2023/2024 Proposed Budget Parameters & Key Assumptions and Establishing Budget Workshop Dates to be May 4, 2023 at 1:00 p.m. and May 18, 2023 at 1:00 p.m.

Steve Rogers, Town Manager, introduced the item.

Celia King, Finance Director, presented staff report.

Public Comment – None.

Town Council discussed and provided direction to staff to keep the current fund balance as is for hte incoming budget workshops.

11. STAFF INFORMATIONAL REPORTS
A. Town Clerk's Office Project Updates
Eddy Gomez, Town Clerk, and Hilary Gaede, Deputy Town Clerk, provided the informational report.

B. Water Conservation Update
John Ferons, Public Works Director, provided the staff informational report.

C. Town Manager Recruitment Update
Steve Rogers, Town Manager, provided the update.

D. Grants Project Report
Rosalba Ramirez, Deputy Public Works Director, provided the report.

E. Discussion Regarding Real Property Conflicts of Interest Under Regulations Adopted by the Fair Political Practices Commission (FPPC)
Gary Bell, Town Attorney, provided the informational report.

12. COUNCIL MEETING REPORTS, ANNOUNCEMENTS AND AGENDA ITEM REQUESTS (Reports Only if Meeting Held)
A. Napa County Flood Control & Water Conservation District Mayor Mohler reported meeting business including her appointment as Chair for the Napa County Selection Committee, the appointment of three board representatives to the Metropolitan Transportation Commission and the nomination of Ryan Gregory as Napa County representative to the MCE Board.

Mayor Mohler also informed that Napa County Flood Control met before the Town Council meeting and shared information on the adopted M.O.U. and the next phase of the flood wall projects.

B. Napa Valley Transportation Authority (NVTA)
Vice Mayor Knight reported meeting business including receiving the Measure T biannual report, Town of Yountville
Town Council Regular Meeting
Minutes 02/07/2023

Mayor Mohler also informed that Napa County Flood Control met before the Town Council meeting and shared information on the adopted M.O.U. and the next phase of the flood wall projects.

B. Napa Valley Transportation Authority (NVTA)
Vice Mayor Knight reported meeting business including receiving the Measure T biannual report, and information on the Vine Trail work and the countywide Vision Zero Plan. Vice Mayor Knight also shared that Yountville was the only community in the County to spend funds on Measure T road projects.

C. Upper Valley Waste Management Agency
Mayor Mohler reported meeting business on the grant awarded to the Town for new trash cans, her appointment as Chair of the board, and provided information on future Shred It Day in Yountville on April 21, 2023.

D. LAFCO of Napa County
Mayor Mohler reported meeting business including swearing in of the newly elected board members and subcommittee assignments.

E. Watershed Information & Conservation Council
Vice Mayor Knight reported meeting business including receiving an overview of the Napa River watershed storm resource plan that cities can apply for funds and a presentation on the Napa County drought conservation plan and current conditions.

F. Climate Action Committee
No report.

G. Cal Cities Update
No report.

H. Council Ad Hoc and Standing Committee Reports
No report.

I. Council Members Announcements and Agenda Item Requests Council Member Reeves requested the Council reconsiders the purchase and installation of artificial turf at the Community Center which was approved by the previous Council in 2022. The Council agreed to bring this for discussion at a future Town Council meeting.

13. CLOSED SESSION ­ NONE

14. ADJOURNMENT
Mayor Mohler adjourned the meeting to the Town Council Special Meeting Tuesday, February 14, 2023 at 2:00 p.m. being held in Yountville Community Center, 6516 Washington Street.

Eddy Gomez, Town Clerk
Town of Yountville
Town Council Regular Meeting
Minutes 02/07/2023

New Board Member
Orientation
Partnership Between Two
PARSAC
• Established 1986
• 35 members located
throughout California
• Self funded Liability and
Workers’ Compensation
program
• Property, Cyber, Crime, Special
Events, Pollution, etc.

REMIF
• Established 1974
• 15 members located in
Northern California
• Self funded Liability, Workers’
Compensation program and
Health Benefits programs
• Property, Cyber, Crime, Special
Events, Pollution, etc.

CIRA
• 52 Members
• Yountville joined 1989
• Total payroll over $420 million
• Largest payroll member – Watsonville, $42 million
• Smallest payroll member – Amador City, $36,000
• Average payroll $8.4 million
• Largest pop. – Rancho Cucamonga @ 200,000
• Smallest pop. – Amador City @ 190
• Approximately 70% of the members have public safety
CIRA Philosophy
• Work together toward a greater
good
• Balance individual interests
with pool interests
• Engage in constructive
discussion
• Embrace diverse opinions
• Participation by all members is
encouraged
The Role of the Board
• Elects CIRA Officers
• Ratifies Executive Committee actions
• Authority to adopt or approve:
• Annual Operating Budget
• Programs and Services
• Governance and Coverage documents
• New member applications
• Policies and Resolutions
• Dividends or Assessments
“ALAC-Board Meeting” by UCANN At Large is licensed under CC By-SA 2.0 Programs
Liability Program Coverage Layers

EXCESS INSURANCE
Multiple Insurers
$35 Million excess of $5 Million
CIRA Liability
$1 Million less Member
Retention
$500k
$350k$250k$100k$50k
$25k
$10k
$5k
$100k
$250k
$10k
$25k
$50k
$5k
PRISM
$4 Million
excess of $1 Million

ERMA EPL
$1 Million less Member
Retention
Claims Administrator
Liability Program, What and Who are
Covered
• Covered Events:
• Automobile liability
• Public Official Errors and Omission
• Personal and Bodily Injury
• Property Damage
• Who are Covered:
• Employees
• Elected or Appointed Officials
• Volunteers
• Boards or Commission Governed by City Council
• Additional Covered Parties required by contract
Liability Program, What is not Covered
• Aircraft or Airport Operations
• Breach of Contract
• Dams
• Disability Accommodation Expenses
• Fixed Route Transit Operations
• Employee Benefits Plans
• Employee Injuries
• Land-use Regulations
• Medical or Healthcare Operations
• Use of Firearms by non peace officers
Employment Practices
• Coverage is provided through
participation in the Liability
Program
• CIRA covers losses above SIR to
$250,000
• ERMA covers losses above
$250,000 to $1 million
• Excess coverage provided by
PRISM above $1 million
ERMA / CIRA offers
• Risk Management Training
(on site/online)
• Free Attorney Advice Hotline
• Employee Hotline
• LCW Consortium
Workers’ Comp. Coverage Layers

EXCESS INSURANCE
Safety National
Statutory Limits excess of $500,000

CIRA WC
$500,000
less Member Retention
$250k
$150k$100k
$50k
$25k
$10k
$5k
Gray Insurance
$500,000 excess of $500,000
Claims Administrator
Workers’ Compensation Program
• Taking care of the employee
• Zero litigation philosophy means fair and prompt resolution of claims
• Dedicated team ensures the best possible care for employees • Proactive loss control program to reduce injuries
Group Purchased
• PRISM Property Program
• All risk replacement cost coverage, auto physical damage, boiler/machinery, course of construction, etc.
• Special Events Program
• Affordable coverage for individuals using public facilities • Fidelity Bond Program
• Protection against employee theft and fraud
• Cyber Program
• Breach response, extortion loss, data recovery, employee notification • Employee Benefits
• Medical, Dental, Vision, LTD and Life Insurance
Financial Overview
Cycle of Cash
Budget
Premiums
Invest
Pay
Expenses
& Claims
Equity or
Deficit
Premiums
• Actuarial study determines ultimate loss
• Funding allocation method
• Payroll
• SIR Level
• Loss Experience
• Ex-Mod Factor
• Funding components
• Loss Funding for Primary Layer
• General and Claims Expenses
• Excess Insurance
Equity or Deficit
• RPA Process
• Member equity calculated by Program Year
• Reconcile contributions to expenses
• Program funding must meet Policy Standards
Grant Program and
Member Services
Grant Program
Program provides
funds for risk
management training
and equipment
Flexible Spending
Funds
Yountville’s fund
balance $180,000
Safety Grant
$3,500 annually
Member Services
Consultation and Referral Services
Customized Risk Management Presentations
Video and Print Resource Libraries
Regional and On-Site Risk Management Training
Web-based OSHA-compliant Safety Courses
Web-based Employment Practices Courses
On-Site Risk Assessments
Post-incident Assistance and Mitigation
Operational Best Practice Templates
Lexipol Policies and Daily Training Bulletins for Law Enforcement and Fire Free Consultation with Top Employment Law Firms
Liebert Cassidy Whitmore (LCW) Consortium Membership
Grant program
DMV Pull Program
DOT Drug Screening Program
Defensive Driver Training
… and more!
www.cira-jpa.com
Town of Yountville
Staff Report
6550 Yount Street
Yountville, CA 94599
Agenda Item #: 8B
Yountville Town Council Staff Report
DATE: February 21, 2023
TO: Mayor and Town Council
FROM: John Ferons, Public Works Director
PREPARED BY: John Ferons, Public Works Director
SUBJECT:

PG&E Presentation Regarding PG&E Gas Work and Electrical Grid Issues in Yountville and Vicinity

DISCUSSION/BACKGROUND
PG&E is preparing to resume work on gas transmission pipeline testing and rebuilding that includes areas of our transmission pipeline that run through multiple jurisdictions: County of Napa, City of Napa, Yountville, St.

Helena and just south of Calistoga.

Some of the work areas will have very noticeable equipment i.e.: temporary enclosed combustible devices that look like jet turbines. They also expect to have standby Compressed Natural Gas or Liquid Natural Gas at the CalTrans right of way just north and west of the Town on Hwy. 29.

Recognizing the impact of this, PG&E would like to share this information with Town Council. Topics regarding the gas pipeline work they plan to cover include:
• Purpose of the work.
• Locations, dates, and times of work.
• What Napa residents and visitors may see.
• Communications plan (media, customer, businesses, community organizations). • Work we have done to ensure ALL Napa County area first responders are aware of the work, safety measures and immediate communications should the need arise.

While PG&E representatives are presenting this gas information to jurisdictions up and down the Valley, Town Staff has also requested PG&E provide information regarding their electrical grid that serves the southern portion of Town. As a result, the PG&E North Bay Electric Superintendent will also participate and provide an additional +/- 5-minute electrical update with one or two additional slides on the circuit configuration, causes for the number of outages, challenges they are looking to overcome to improve reliability, and to schedule an update report to council in May or June.

ENVIRONMENTAL REVIEW
Not Applicable

FISCAL IMPACT
Is there a Fiscal Impact? No
Is it Currently Budgeted? N/A
Where is it Budgeted? N/A
Is it Mandatory or Discretionary? Discretionary
Is there a Staff Resource Impact? No

STRATEGIC PLAN GOAL
Is item Identified in Strategic Plan? Yes
If yes, Identify Strategic Goal and Objective. Exceptional Town Services and Staff: The Town supports its talented staff who deliver high quality municipal programs and services while maintaining public infrastructure for the benefit of the community.

Briefly Explain Relationship to Strategic Plan Goal and Objective. Town Staff works closely with our regional services providers, in this case PG&E, to ensure transparent communication and management of expectations as PG&E works to provide the safest gas and electric infrastructure to the Town and greater Napa Valley.

RECOMMENDATION
Receive and File
Town of Yountville
Staff Report
6550 Yount Street
Yountville, CA 94599
Agenda Item #: 10A
Yountville Town Council Staff Report
DATE: February 21, 2023
TO: Mayor and Town Council
FROM: Eddy Gomez, Town Clerk
PREPARED BY: Eddy Gomez, Town Clerk
SUBJECT:

Discussion and possible action regarding appointment of Town Council Members to various Boards, Committees, Commissions, and Ad Hoc/Standing Subcommittees, and potentially establishing new Ad-Hoc and Standing Committees as needed.

DISCUSSION/BACKGROUND
The Mayor and Council Members serve on various county-wide and regional committees representing the interests of the Town. At the December 6, 2022 Town Council meeting, the Council made appointments to the various Countywide boards, committees and commissions the Council serves and made changes to the Council’s Ad Hoc and Standing Committees. Town Council also requested to bring this item back for further consideration once the vacant Council seat was filled. With Council Member Reeves filling that vacancy, the Council can review the current appointments and consider making modifications. The Council roster is included as an attachment showing the current council members assignments prior to the appointment of Council Member Reeves. The roster also includes meeting dates, times and locations for all the different countywide Boards. The Mayor, in some instances, may be automatically designated pursuant to by-laws, Joint Powers Agreement or other guiding documents and in those instances will be reflected as (Automatic) in the attached Roster.

Per Town Council Protocols, Council committee assignments are reviewed on an annual basis. Any Council Member desiring to serve on a certain committee (or who desires not to be considered), should inform the Council in an open session. This is an opportunity for Council Members to share their interests with Council and the public. Appointments are subject to approval by a majority of the Council.

FPPC Form 806
For Council Members when receiving a stipend for serving on an outside committee, board or commission, the FPPC requires the filing of Form 806 with the Town Clerk which is used to report additional compensation that officials receive when appointing themselves to positions on committees, boards, or commissions of another public agency or to a committee or position of the agency of which the public official is a member.

An official may vote to hold another position even if the voting official will receive additional income, so long as the public is informed prior to the vote or consent item. FPPC Regulation 18702.5 requires the official to file Form 806 under these circumstances. When there is a change in compensation or a new appointment, Form 806 is updated to reflect the change. The form must be updated promptly as changes occur. Each agency must post on its website a single Form 806 which lists all the paid appointed positions to which an official will vote to appoint themselves.

The currently active Countywide boards, committees and commissions are the following:
• Napa County City Selection Committee. (Mayoral Automatic Appointment) • Napa County Flood Control and Water Conservation District Board (Mayoral Automatic Appointment and Council Appoints Alternate) - The Napa County Flood Control and Water Conservation District (District) is the local sponsor for the Napa River Flood Management Plan and administers water supply contracts, watershed management and stormwater management programs throughout Napa County. The District’s mission is the conservation and management of flood and storm waters to protect life and property; the maintenance of the County watershed using the highest level of environmentally sound practices; and to provide coordinated planning for water supply needs for the community. • Napa Valley Transportation Authority (NVTA) (Mayoral Automatic Appointment, CouncilAppoints Second Member and an Alternate) - The Napa Valley Transportation Authority (NVTA) is a Congestion Management Agency formed in 1998 as a joint effort by the Cities of American Canyon, Calistoga, Napa, and St. Helena; the Town of Yountville, and the County of Napa. NVTA serves as the countywide transportation planning agency. The agency's goals, duties, and composition make it easier for local governments to tackle the increasingly complex problem of traffic congestion.
• Napa County League of Governments (NCLOG) (All Council) - Community Development Strategy.
• NCLOG Water Resources Planning Committee - (Currently inactive) - Upper Valley Waste Management Agency (Council Appoints Representative and Alternate) - The Upper Valley Waste Management Agency (UVA) was formed for the purpose of providing coordination of economical, regional waste management services, and meeting the requirements of the California Integrated Waste Management Act - namely to reduce the amount of "waste" currently being landfilled and instead keep valuable materials and resources within the economic cycle.
• Watershed Information and Conservation Council (WICC) (Council Appoints Representative and Alternate) - https://www.napawatersheds.org/. • Napa County Youth Opportunities Commission (Council Appoints Representative and Alternate) - Has been somewhat inactive since covid.
• Climate Action Committee (Council Appoints two (2) Representatives) - Climate Action Committee meets regarding the countywide commitment to address climate change and in 2020 formed the Napa County Climate Action Committee (CAC). The CAC consists of two elected officials from each of the six jurisdictions. The CAC is administered and staffed by Napa County.
• Napa Valley Tourism & Improvement District (NVTID) (Council Appoints Representative) - The Council also selects a representative for the Yountville Tourism Business Improvement District (TBID) Local Governing Committee. This Governing Committee oversees the expenditure of the Town of Yountville's locally designated NVTID funds in accordance with the requirements of Resolution No. 2010-72, the NVTID Management District Plan (“Management Plan”), and the Property and Business Improvement District Act of 1994 (“’94 Law”).

In addition, Council Members are involved in CalCities, ABAG, and LAFCO on a rotational appointment basis by the City/Town/County.

Ad Hoc and Standing Committees:

Ad Hoc committees serve as advisory committees comprised of two (2) Town Council Members for the purpose of producing a report within a specific time period. The members submit their recommendations to the Town Council for further consideration. There are no currently active Ad Hoc Subcommittees.

The Town Council Protocols describes a Standing Committee, as follows:

Under the Brown Act, “standing committees of a legislative body, irrespective of their composition, which have a continuing subject matter jurisdiction, or a meeting schedule fixed by charter, ordinance, resolution, or formal action of a legislative body” are subject to all open meeting requirements. • Standing Committees shall be established and consist of two Council Members appointed by the Council. Membership shall only be modified by Council action. Standing Committees shall select a Chair to conduct meetings.
• The only currently active Standing Committee is the Emergency Preparedness Standing Committee.

Mayor Mohler has received a request from Napa Valley Unified School Superintendent Mucetti regarding scheduling a joint 2x2 committee meeting to provide regular informational updates on NVUSD activities and initiatives. With the prior Council, former Mayor Dunbar and former Vice-Mayor Dorman served as the Town’s representatives in this joint 2x2 committee. Meetings were held quarterly to hear updates from NVUSD staff and trustees regarding school district activities and prior to closure of Yountville Elementary School would discuss town/school-related issues as well. It is important to note that this joint 2x2 committee is not charged with discussing the disposition of the YES site.

There are several considerations for the Town Council’s discussion. First, given the closure of Yountville Elementary School now going on for three years is there an interest in reactivating and sending two town Council Members and staff to hear quarterly updates on NVUSD activities? This is a Town Council policy determination. If the answer is yes, then the Council would need to appoint two members from the Council. Per the Town Council protocols since this would be a general information meeting and continuing what was previously done it would most likely need to be a standing committee meeting of the Town Council subject to Brown Act meeting requirements.

ENVIRONMENTAL REVIEW
Exempt per California Environmental Act (CEQA) Guideline, Section 15061(b)(3)

FISCAL IMPACT
Is there a Fiscal Impact? No
Is it Currently Budgeted? N/A
Where is it Budgeted? N/A
Is it Mandatory or Discretionary?
Is there a Staff Resource Impact? No

STRATEGIC PLAN GOAL
Is item Identified in Strategic Plan?
If yes, Identify Strategic Goal and Objective.

Briefly Explain Relationship to Strategic Plan Goal and Objective. By serving on the various Boards and Commissions, it supports the Council’s visionary leadership role in maintaining effective Town Governance which includes partnerships with other local elected officials.

RECOMMENDATION
Receive staff report and direct questions to staff.

Receive public comment.

Conduct Council discussion and consider reaffirming existing Council Member appointments:
• Review the Council’s current county-wide committee assignments and make changes if necessary.
• Review information provided regarding creating a 2x2 Standing Committee to meet with NVUSD to receive updates on activites related to the Yountville Elementary School site. • Consider establishing additional Council Ad Hoc Committees, if necessary.

By minute order motion, appoint Council Members to positions and make all other necessary changes.

Yountville, Countywide and Regional
Boards, Committees, and Commissions
Page | 1
Board/Committee/Commission Council Member/Other Staff
Representative Meeting Schedule/Location Purpose of Meeting Body

YOUNTVILLE
Town Council Margie Mohler – [email protected]
Eric Knight – [email protected]
Robin McKee-Cant –
[email protected]
Hillery Trippe – [email protected]
Pam Reeves – [email protected]
All First and Third Tuesdays of the Month
(No Meeting on the Third Tuesday in
August and December)
Yountville - Town Council Chambers
Town Council Meeting as the following:
• Yountville Housing Authority
• Yountville Finance Authority
• Yountville Parking Authority
Same as Above All Third Tuesday in January
Yountville - Town Council Chambers
ZDRB (Zoning & Design Review Board) Kimberly Cook –
[email protected]
Michael Zagorzek -
[email protected]
Steven Miller –
[email protected]
Jeri Hansen –
[email protected]
VACANT
Irene Borba, Planning &
Building Director
[email protected]
Second Tuesday Monthly at 5:30 pm
Yountville - Town Council Chambers
The Zoning & Design Review Board
(ZDRB) is comprised of five (5) members
appointed by the Town Council to
staggered three-year terms of office. The
ZDRB is responsible for making decisions
regarding use permits in the R-District,
home occupations, second dwelling units,
change in uses in C-Districts, design review
in H-Districts and lot line changes. The
ZDRB will also hold study sessions and
advise the Council regarding amendments
to the General Plan, Zoning and Design,
and Subdivision Ordinances, Capital
Improvement Plan and design review in
other zoning districts.

Yountville, Countywide and Regional
Boards, Committees, and Commissions
Page | 2
Board/Committee/Commission Council Member/Other Staff
Representative Meeting Schedule/Location Purpose of Meeting Body Parks & Recreation Advisory Commission Alan Tenscher –
[email protected]
Carol Shirmang –
[email protected]
Kathy Ainsworth –
[email protected]
Vincent Courtney –
[email protected]
David Damico –
[email protected]
Samantha Holland, Parks &
Recreation Director
[email protected]
Third Thursday Every Other Month
(January, March, May, July, September,
and November) at 6:00 p.m.

Yountville - Town Council Chambers
The purpose of the Commission is to
advise Council and staff on matters that
pertain to facilities, parks, public recreation,
library, cultural and historical activities,
senior citizen and teen activities, volunteer
services and user fees.

Yountville Arts Commission Cynthia Kapjian –
[email protected]
Geoffrey Leigh –
[email protected]
Jim McDonald –
[email protected]
Judy Meredith –
[email protected]
Noel Resnick –
[email protected]
Ronda Schaer –
[email protected]
PJ Hudson –
[email protected]
Steve Rogers, Town Manager
[email protected]
Samantha Holland, Parks &
Recreation Director
[email protected]
First Monday of the Month at 5:00 p.m.

Yountville – Town Council Chambers
The mission of Yountville Arts is to provide
vision, leadership, inspiration and support
to artists and their art in Yountville and to
serve in an advisory capacity to the Town
Council and staff in matters pertaining to
the cultural arts including, but not limited to,
the development of visual, performing and
literary arts.

Yountville, Countywide and Regional
Boards, Committees, and Commissions
Page | 3
Board/Committee/Commission Council Member/Other Staff
Representative Meeting Schedule/Location Purpose of Meeting Body Yountville Community Foundation Carol Shirmang –
[email protected]
Pamela Zeidell –
[email protected]
Sandra Fagan –
[email protected]
Scott Owens –
[email protected]
Majel Arnold –
[email protected]
Carol Fink – [email protected]
Cynthia Kapjian –
[email protected]
Steve Rogers, Town Manager
[email protected]
Samantha Holland, Parks &
Recreation Director
[email protected]
Fourth Friday - Quarterly at 3:00 p.m.

Yountville - Community Center
2022 Calendar
• January 28
• April 22
• July 22
• October 25
• January 27, 2023
The purpose of the non-profit organization
is to promote and raise funds to support
community-based programming to benefit
and serve the residents of the Town
including but not limited to: 1) youth
recreation and education; 2) community
based wellness and enrichment; 3) senior
recreation, leisure, education and support
services; 4) parks and facilities
improvements; 5) cultural arts; literary,
visual and performing arts programs; and 6)
initiatives for events and programs staffed
by community volunteers.

Affordable and Workforce Housing Oversight
Committee (Measure S 2018)
Lisa Bertolucci –
[email protected]
Maxence Compagnon –
[email protected]
Sandra Fagan –
[email protected]
Steve Rogers, Town Manager
[email protected]
Celia King, Finance Director
[email protected]
Meets twice a year with a date TBD.

Yountville – Council Chambers
The Committee’s annual duties include:

Review revenue receipts and expenditure
funds.

Review status of the programs and
services, including the portion of programs
and services funded with a combination of
Measure S Funds and funds from other
sources or accounts.

Prepare a report and make a presentation
to the Town Council regarding Measure S
Funds and the revenue receipts and
expenditures and status of the programs
and services.

Yountville, Countywide and Regional
Boards, Committees, and Commissions
Page | 4
Board/Committee/Commission Council Member/Other Staff
Representative Meeting Schedule/Location Purpose of Meeting Body Yountville Tourism Business Improvement
District (TBID) Local Governing Committee
Council Member McKee-Cant
[email protected]
Steve Rogers, Town Manager
[email protected]
Hilary Gaede, Deputy Town
Clerk
[email protected]
As needed
Yountville – Time and Location TBD
The Governing Committee oversees the
expenditure of the Town of Yountville's
locally designated NVTID funds in
accordance with the requirements of
Resolution No. 2010-72, the NVTID
Management District Plan (“Management
Plan”), and the Property and Business
Improvement District Act of 1994 (“’94
Law”).

COUNTYWIDE
Napa County City Selection Committee
(Mayors)
Mayor Margie Mohler (Automatic)
[email protected]
Vice Mayor Eric Knight (Alternate)
[email protected]
Mayors
Staffed by County Clerk of the
Board
Neha Hoskins, Clerk of the
Board
Greg Morgan, Deputy Clerk of
the Board
clerkoftheboard@countyofnap
a.org
Third Tuesday of the month in January,
April and June at 1:00 pm. Meeting
schedule coincides with Flood Control
meeting dates
Napa - Board of Supervisors Meeting
Room
Napa County Flood Control and Water
Conservation District Board (NCFC&WCD)
Mayor Margie Mohler (Automatic)
[email protected]
Council Member Robin McKee-Cant
(Alternate) [email protected]
Richard Thomasser, PG
Deputy PW Director/District
Manager
County of Napa
Richard.thomasser@countyof
napa.org
First and Third Tuesday Monthly at 1:30 pm
Napa – Board of Supervisors Meeting
Room
The Napa County Flood Control and Water
Conservation District (District) is the local
sponsor for the Napa River Flood
Management Plan and administers water
supply contracts, watershed management
and stormwater management programs
throughout Napa County. The District’s
mission is the conservation and
management of flood and storm waters to
protect life and property; the maintenance
of the County watershed using the highest
level of environmentally sound practices;
and to provide coordinated planning for
water supply needs for the community.

Yountville, Countywide and Regional
Boards, Committees, and Commissions
Page | 5
Board/Committee/Commission Council Member/Other Staff
Representative Meeting Schedule/Location Purpose of Meeting Body Napa Valley Transportation Authority (NVTA) Mayor Margie Mohler (Automatic) [email protected]
Vice Mayor Eric Knight
[email protected]
Council Member Hillery Bolt Trippe,
(Alt. 1) [email protected]
Council Member VACANT, (Alt. 2)
Kate Miller, Executive
Director, NCTPA
[email protected]
Laura Sanderlin, Board
Secretary
[email protected]
Third Wednesday Monthly at 1:30 pm –
Napa – Transit Center located at
625 Burnell Street
The Napa Valley Transportation Authority
(NVTA) is a Congestion Management
Agency formed in 1998 as a joint effort by
the Cities of American Canyon, Calistoga,
Napa, and St. Helena; the Town of
Yountville, and the County of Napa. NVTA
serves as the countywide transportation
planning agency. The agency's goals,
duties, and composition make it easier for
local governments to tackle the increasingly
complex problem of traffic congestion.

Upper Valley Waste Management Agency Mayor Margie Mohler [email protected]
Council Member Hillery Bolt Trippe,
(Alternate) [email protected]
Steve Lederer, Public Works
Director (County of Napa)
[email protected]
g
Third Monday Bi-Monthly at 1:30 pm
Yountville - Town Council Chambers
The Upper Valley Waste Management
Agency (UVA) was formed for the purpose
of providing coordination of economical,
regional waste management services, and
meeting the requirements of the California
Integrated Waste Management Act -
namely to reduce the amount of "waste"
currently being landfilled and instead keep
valuable materials and resources within the
economic cycle.

Watershed Information and Conservation
Council (WICC)
Vice Mayor Eric Knight
[email protected]
Council Member Robin McKee-Cant
(Alternate) [email protected]
David Morrison, Interim
County Executive Director
David.Morrison@countyofnap
a.org
Jamison Crosby, Natural
Resources Conservation
Manager County of Napa
Planning, Building and
Environmental Services
Department
Jamison.Crosby@countyofnap
a.org
Fourth Thursday Quarterly at 3:00 pm
Napa - County Administration Building
1195 Third St., Suite 103, First Floor, HR
Conference Room
https://www.napawatersheds.org/
Yountville, Countywide and Regional
Boards, Committees, and Commissions
Page | 6
Board/Committee/Commission Council Member/Other Staff
Representative Meeting Schedule/Location Purpose of Meeting Body Napa County Youth Opportunities
Commission
(Formerly the Gang & Youth Violence
Commission – changed 3-17-17)
Vice Mayor Eric Knight
[email protected]
Sheriff Liaison for Yountville,
District Attorney’s Office
TBD, Supervising Legal
Secretary
Meets a Minimum of four times per year
once in each of the following cities:

City of American Canyon
City of Napa
City of Calistoga
City of St. Helena
Has been inactive for a while
Local Agency Formation Commission of
Napa County (LAFCO)
Mayor Margie Mohler
[email protected]
Steve Rogers, Town Manager
[email protected]
Irene Borba, Planning &
Building Director
[email protected]
Brendon Freeman, LAFCO,
Executive Director
[email protected]
First Monday Every Other Month at 2:00
pm
Meetings primarily occur in Napa – Board
of Supervisors Meeting Room and may also
rotate.

Legislation authorizes LAFCOs with
regulatory and planning powers to
coordinate the timely formation and
development of local governmental
agencies and their municipal services.

Notable regulatory duties include approving
or disapproving proposals involving (a) city
incorporations or disincorporations, (b)
special district formations, consolidations,
and dissolutions, (c) city and special district
annexations and detachments, and (d) city
and special district outside
service extensions. LAFCOs inform their
regulatory duties through a series of
planning activities, which includes
establishing and updating spheres of
influence for all local governmental
agencies.

Countywide Climate Action Committee
(Formerly County Climate Collaboration Ad
Hoc Committee)
Council Member Hillery Bolt Trippe
[email protected]
Vice Mayor Eric Knight
[email protected]
VACANT
(Alternate for both positions)
Steve Rogers, Town Manager
[email protected]
Irene Borba, Planning &
Building Director
[email protected]
David Morrison, Interim
County Executive Director
David.Morrison@countyofnap
a.org
Meetings for 2023 are scheduled to take
place on the fourth Friday January through
October and the third Friday in November
and December.

Established at the 7-2-19 Council Meeting
Climate Action Committee meets regarding
the countywide commitment to address
climate change and in 2020 formed the
Napa County Climate Action Committee
(CAC). The CAC consists of two elected
officials from each of the six jurisdictions.

The CAC is administered and staffed by
Napa County.

Yountville, Countywide and Regional
Boards, Committees, and Commissions
Page | 7
Board/Committee/Commission Council Member/Other Staff
Representative Meeting Schedule/Location Purpose of Meeting Body

REGIONAL
Cal Cities – Annual Conference
(Formerly League of California Cities)
All Council Steve Rogers, Town Manager
[email protected]
2023 Sacramento ADD DATES Annual Conference and Expo | Cal Cities Cal Cities
(Formerly League of California Cities)
Mayor Margie Mohler
[email protected]
https://www.calcities.org/
Cal Cities – North Bay Division
(Formerly League of California Cities)
All Council (voting members)
Staff (non-voting members)
Mayor Margie Mohler on the Executive
Committee
Rotates yearly between four
North Bay Counties – Marin,
Sonoma, Napa, and Solano
Fourth Thursday Quarterly at 6:30 pm
• 2023 Calendar – TBD
• North Bay Division | Cal Cities
Association of Bay Area Governments
General Assembly (ABAG)
Appointed Annually:
• Council Member Hillery Bolt Trippe
Delegate [email protected]
• Vice Mayor Eric Knight (Alternate)
[email protected]
Annual Spring and Fall General Assembly
2023 Calendar TBD
Meeting Location – Bay Area Metro
Center, 375 Beale St, San Francisco –
Meeting Virtually
ABAG’s General Assembly, which meets at
least once a year as part of the GA
Conference, determines policy and adopts
the annual budget and work program.

Napa County League of Governments
(NCLOG)
Mayor and Council (voting members)
Staff (non-voting members)
American Canyon is Host for
2022
Jason Holley, Mayor
jholley@cityofamericancanyon
.org
Taresa Geilfuss, City Clerk
tgeilfuss@cityofamericancany
on.org
Second Thursday, Three Times Per Year
Location Rotates by City/Town
2023 Host – Calistoga
January – TBD
April – TBD
July – No Meeting
October – TBD
NCLOG.pdf (sodacanyonroad.org)

COUNCIL AD HOC SUBCOMMITTEES
Emergency Preparedness Standing
Committee
Vice Mayor Eric Knight
[email protected]
Council Member Robin McKee-Cant
[email protected]
Steve Rogers, Town Manager
[email protected]
Beatriz Becerra, Management
Fellow
[email protected]
As needed
Established at the 5-15-18 Council Meeting
Transitioned to Standing Committee 1-7-20
Yountville, Countywide and Regional
Boards, Committees, and Commissions
Page | 8
Board/Committee/Commission Council Member/Other Staff
Representative Meeting Schedule/Location Purpose of Meeting Body

MCE BOARD REPRESENTATIVE
MCE Representative
(Can be either Council Member or may
choose to share representation with any
other MCE member jurisdiction)
County Supervisor Ryan Gregory (on
behalf of the Town per Council
decision on January 17, 2023)

N/A N/A
Meets at 7:00 p.m. on the Third Thursday
of each month and representative may
participate in standing or Ad-Hoc
Committees depending on interest and
availability. Meetings held at MCE’s San
Rafael and Concord Offices.

Town of Yountville
Staff Report
6550 Yount Street
Yountville, CA 94599
Agenda Item #: 10B
Yountville Town Council Staff Report
DATE: February 21, 2023
TO: Mayor and Town Council
FROM: Hilary Gaede, Deputy Town Clerk
PREPARED BY: Hilary Gaede, Deputy Town Clerk
SUBJECT:

Consider Adoption of Resolution Number 23-4185 Updating the Town of Yountville California Public Records Act Response Procedures and Electronic Document Retention Policy, Updating the Town of Yountville Town Council and Boards and Commissions' Electronic Communications Policy, and Adopting the "Town of Yountville Social Media Management and Retention Policy".

DISCUSSION/BACKGROUND
The “Town of Yountville California Public Records Act Response Procedures and Electronic Document Retention Policy” was adopted by Resolution 18-3489 at the May 15, 2018 Town Council Meeting. Effective January 1, 2023, the California Government Code has been reorganized to reflect changes required by AB 437.

This bill recodifies and reorganizes the entirety of the California Public Records Act (CPRA). The bill expressly states that the Legislature intended the reorganization to make no substantive change to the CPRA. The primary difference between the previous CPRA and the reorganized current version is that the latter splits up the various exemptions previously found in subdivisions of Government Code Section 6254 into multiple independent code sections, making the exemptions easier to read. The Resolution and accompanying policy (Exhibit A) updates the Town’s procedural language to reflect the change from Government Code section 6250 et seq., to Government Code section 7920.000, et seq. and Government Code section 6253 to Government Code 7922.535.

Exhibit B reflects updates to the “Town of Yountville Board and Commissions’ Email Policy” adopted January 7, 2020 by Resolution 20-3966. Updates have been made to the retention timeframe required for ecommunications, establishing a minimum requirement of two (2) years and related CPRA language. Exhibit B provides additional clarification about use parameters and procedures related to e-communications.

The Town of Yountville has expanded community outreach efforts resulting in the addition of social media platforms and the need to implement social media management and retention procedures. The “Town of Yountville Social Media Management and Retention Policy” (Exhibit C) establishes internal and external policies and procedures for the purpose, use, and retention of social media posts and/or communications.

ENVIRONMENTAL REVIEW
Exempt per California Environmental Act (CEQA) Guideline, Section 15061(b)(3)

FISCAL IMPACT
Is there a Fiscal Impact? No
Is it Currently Budgeted? N/A
Where is it Budgeted? N/A
Is it Mandatory or Discretionary? Mandatory
Is there a Staff Resource Impact? Nominal

STRATEGIC PLAN GOAL
Is item Identified in Strategic Plan? Yes
If yes, Identify Strategic Goal and Objective. Exceptional Town Services and Staff: The Town supports its talented staff who deliver high quality municipal programs and services while maintaining public infrastructure for the benefit of the community.

Briefly Explain Relationship to Strategic Plan Goal and Objective. Revising and establishing the procedures to ensure Town staff continue to provide high- quality municipal programs.

RECOMMENDATION
Receive staff report and direct questions to staff.

Receive public comment.

Conduct Council discussion.

Adopt Resolution number 23-4185 updating the “Town of Yountville California Public Records Act Response Procedures and Electronic Document Retention Policy,” updating the "Town of Yountville Town Council and Boards and Commissions' Electronic Communications Policy," and adopting the "Town of Yountville Social Media Management and Retention Policy."

ATTACHMENTS

1. Exhibit A: Updated “Town of Yountville California Public Records Act Response Procedures and Electronic Document Retention Policy”

2. Exhibit B: Updated “Town of Yountville Board and Commissions’ Email Policy”

3. Exhibit C: Updated “Town of Yountville Social Media Management and Retention Policy”

4. Previous version “Town of Yountville Board and Commissions’ Email Policy” approved January 7, 2020

5. Previous version ““Town of Yountville California Public Records Act Response Procedures and Electronic Document Retention Policy” approved May 15, 2018
Town of Yountville
Resolution Number 23-4185

A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF YOUTNVILLE UPDATING THE "TOWN OF YOUNTVILLE CALIFORNIA PUBLIC RECORDS ACT RESPONSE PROCEDURES AND ELECTRONIC DOCUMENT RETENTION POLICY," UPDATING THE "TOWN ON YOUNTVILLE TOWN COUNCIL AND BOARDS AND COMMISSIONS ELECTRONIC COMMUNICATIONS POLICY," AND ADOPTING THE "TOWN OF YOUNTVILLE SOCIAL MEDIA MANAGEMENT AND RETENTION POLICY".

Recitals
A. The California Public Records Act ("CPRA") grants California residents important rights to obtain access to records held by California public agencies; and B. The Town Council wishes to update its CPRA response procedures and electronic document retention policy for social media, text messages, and voicemail messages to clarify which types of documents will be maintained during the ordinary course of business and provided upon a CPRA request; and
C. The Town Council wishes to update its CPRA response procedures to ensure public access to disclosable public records held by the Town of Yountville; and D. The Town wishes to establish procedures for social media management and retention.

Now, therefore, the Town Council of the Town of Yountville does resolve as follows:

1. The Town hereby approves the updated language in the "Town of Yountville California Public Records Act Response Procedures and Electronic Document Retention Policy," attached hereto as Exhibit A.

2. The Town hereby approves the updated language in the "Town of Yountville Council and Boards and Commissions Electronic Communications Policy," attached hereto as Exhibit B.

3. The Town hereby approves establishing the "Town of Yountville Social Media Management and Retention Policy," attached hereto as Exhibit C.

4. The Resolution is hereby adopted and becomes effective and in full force immediately upon adoption.

PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of Yountville, State of California, held on this 7th day of February 2023 by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
____________________
Margie Mohler, Mayor
ATTEST:
_____________________
Eddy Gomez, Town Clerk
293326.v2
EXHIBIT “A”

TOWN OF YOUNTVILLE

CALIFORNIA PUBLIC RECORDS ACT RESPONSE PROCEDURES

AND ELECTRONIC DOCUMENT RETENTION POLICY

CALIFORNIA PUBLIC RECORDS ACT RESPONSE PROCEDURES
The California Public Records Act (Government Code, section 7920.000, et seq.) grants California residents important rights to obtain access to records held by public agencies. The Town of Yountville (“Town”) adopts this Policy to clarify how it will respond to requests for records under the California Public Records Act (“CPRA”). It does not apply to other activities of the Town.

1. All requests for public records shall be in writing on a form approved by the Town Council or as otherwise required by law, unless the request is to review an agenda, agenda reports, or minutes of the Town, or the Town’s General Plan, which are available at the office of the Town Clerk or on the Town’s website.

2. The Town Clerk’s office will respond to all requests as soon as possible after they are received, but no later than the 10-day period, or extensions thereof, provided by Government Code section 7922.535. a. The Town Clerk’s office shall review each request and determine whether it seeks identifiable records and, if not, the administrative staff shall help the requestor identify records responsive to the request.
b. The Town Clerk’s office shall request all Councilmembers and administrative staff who may have the records requested to search their files and report back to the administrative staff whether they have the records and, if so, when the records can be made available to the requestor.
c. The Town Clerk’s office shall respond to the requestor, advising him or her in writing of the availability of the documents, a description of the medium (paper, electronic format, etc.) and location of the records, and whether any are exempt from disclosure under the CPRA. As the CPRA requires, to the extent feasible, the administrative staff will provide suggestions to overcome any practical basis for denying access to the records sought.
d. If a request is made for copies of records, the Town Clerk’s office shall also advise the requestor of the estimated copying cost. e. The person requesting the copies shall pay the charges for the requested copies established by the Town. At present those are:
$0.30 per page and $.10 per page for Political Reform Act 293326.v2
materials. The Town Clerk’s office shall not make the requested copies until a deposit of the estimated copying cost is received and shall not release the copies until the actual copying cost is paid.

3. In accordance with the CPRA, the Town Clerk’s office will provide specific, identifiable records, but will not research Town records for particular types of information or analyze information which may be contained in public records.

4. The Town Clerk’s office will respond to requests for public records in accordance with the CPRA as the CPRA now exists or may hereafter be amended, and nothing in this Policy is intended nor shall it be construed to conflict with the terms of the CPRA.
293326.v2

ELECTRONIC DOCUMENT RETENTION POLICY
The Electronic Document Retention Policy of the Town of Yountville (“Town”) governs the retention of text messages, voicemail messages, and social media posts sent or received in the conduct of Town business that are subject to the California Public Records Act (“CPRA”). It does not apply to other activities of the Town.

Definitions

1. Social Media: Information posted to websites and applications that enable users to create and share content or to participate in social networking, including, but not limited to, Facebook, Twitter, Instagram, Snapchat, TikTok, and LinkedIn.

2. Text Message: An electronic, written communication sent and received via cellular device or internet connection.

3. Voicemail Message: An electronic, aural communication sent or received via cellular device or internet connection.

Text Messages, Voicemail Messages, and Social Media
Text messages, voicemail messages, and social media posts not saved to an archive or a more permanent medium are intended to be ephemeral documents, not preserved in the ordinary course of business. Accordingly, they do not constitute disclosable public records, as that term is defined by Government Code section 7920.530, subdivision (a). Town Councilmembers, members of Town Boards and Commissions, and administrative staff are not required to retain these electronic documents. Business done on behalf of the Town that requires the creation and preservation of records should be conducted in other media.

Records and information regarding external-facing communications, advertising, and press relations are required to be maintained for a minimum of two years pursuant to Government Code section 34090.

All written evidence or correspondence submitted to, produced by, or transferred from the Town, including e-mails or other electronic communications, relating to Town project planning and environmental decision making are required to be retained for the duration of the project and a minimum of two years thereafter pursuant to Public Resources Code section 21167.6. 293325.v2
EXHIBIT “B”

TOWN OF YOUNTVILLE
Town Council and Board and Commissions’
Electronic Communications Policy

1. PURPOSE
Use of electronic media is necessary and useful for the Town Council and Board and Commission members to improve communication and efficiently perform their Town duties.

The purpose of this policy is to ensure the proper use of the Town's electronic media and to set out the policy the Town Council and Board and Commission members will follow when using electronic media and the Town's electronic communication system. This policy will also ensure that use of Town electronic media complies with applicable law, including the California Public Records Act (Government Code section 7920.000, et seq.) and the Ralph M. Brown Act (Government Code section 54950, et seq.).

2. DEFINITIONS
A. Town's Electronic Communication System - Town-owned devices or products designed to electronically process, transmit, or store information such as computers, phones, cell and smart phones, printers, modems, data files, and e-mail.

B. User – A Council member or Board Commissioner who uses the Town's electronic communication system.

C. E-Communication – Electronic text or visual communication and attachments distributed via e-mail, websites, instant messaging, text messaging, Twitter, Facebook, TikTok, or comparable services.

D. Electronic Media – A method for processing or transmitting information in electronic form, including E-Communication, software programs, social media, and the Internet.

3. GENERAL PROCEDURES
A. Procedures for Electronic Communications. All Council members, Board members, and Commissioners will be issued accounts for use of Town electronic media for E­Communication on Town business. E-Communication by nature represents and reflects upon the Town's public image and integrity. Only individuals authorized by the Town may publish content to the Town’s electronic media accounts. Users should ensure that their communications are respectful, professional, and consistent with Town policies.

E-Communication should be written or otherwise presented in the same professional and respectful manner as paper communications. The Town's Electronic Communication System may only be used for Town business. Town employees must not use official Town 293325.v2
social media or electronic communication systems for political purposes, to conduct private commercial transactions, or to engage in private business activities.

B. No Use of Personal E-Communication. Users shall not use their home or business E­Communication accounts or addresses for any communication pertaining to Town business. When using E-Communication, users should communicate with the public and staff solely via their designated Town E-Communication addresses. Users shall not commingle E-Communication pertaining to Town business with E-Communication pertaining to their home or business. Town employees must never use their Town e-mail account or password in conjunction with a personal social media site or account. Town employees shall be mindful that inappropriate use of official Town social media or electronic communication systems can be grounds for disciplinary action.

C. Electronic Communications between Council Members or Board Members and Commissioners Concerning Town Business. Communications from (1) a Council member to another Council member or members concerning Town business, (2) a Commissioner to another Commissioner or Commissioners concerning Commission business, and (3) a Board member to another Board member or members concerning Board business should be "one way" and marked "For Information Only--Do Not Reply." D. Electronic Communication by a Quorum of the Council and Commission or a Council and Commission Standing Committee. A majority of the members of the Council or a Commission or a Board shall not send or exchange facts about or engage in discussions regarding Town issues via E-Communication, including chat rooms, news groups, on-line forums, weblogs, Twitter feeds, or list-serves (collectively referred to as "Internet forums").

E. Electronic Communications from the Public. The public may electronically communicate with the Town Council, a Town Board, or Town Commission through the Town’s website at www.townofyountville.com.
1) E-Communication from the public addressed to the Town Council will be distributed to each Council member; E-Communication addressed to a Commission will be distributed to each Commission member; E-Communication addressed to a Board will be distributed to each Board member. E-Communication addressed to the Council or a Commission or a Board will be forwarded to the Town Clerk. The Mayor, or the Mayor’s designated representative, in consultation with staff if necessary, will respond on behalf of the Council to E-Communication addressed to the Council. The Commission Chair or Commission staff liaison will respond on behalf of the Commission to E-Communication addressed to the Commission. The Board Chair or Board staff liaison will respond on behalf of the Board to E-Communication addressed to the Board.
2) E-Communication from the public addressed to more than a quorum of the Town Council orCommission or Board shall be forwarded by the recipients to theTown Clerk for the Town Council or staff liaison for the Commission or Board. These ECommunications will be distributed and responded to in accordance with paragraph E.1., above.
293325.v2
3) Upon receipt of an E-Communication addressed to less than a quorum of the Town Council, Commission, or Board, the recipient may: 1) treat it as an individual communication to which he or she may or may not respond; 2) inform the Council Commission, or Board of the communication at a properly noticed meeting; 3) ask that it be forwarded to the full Council, Commission, or Board; or 4) forward to staff for response as set out in Section G., below. When a User responds to individual ECommunication from the public, and desires to forward the response to the Council, Commission, or Board, he or she shall forward his or her response and the individual E-Communication to the Town Clerk or Commission or Board liaison for distribution.

F. Use of E-Communication During Meetings. Town Council members shall not use ECommunication at any time during a meeting of the Town Council at which he or she is in attendance. No Commissioner or Board member may use E-Communication at any time during a meeting of the Commission or Board of which he or she is a member at which he or she is in attendance. The foregoing limitation shall not apply to receipt of telephone calls or text messages from family members in the event of an urgent family matter; a Council member, Commissioner, or Board member wishing to respond to such a message during the meeting shall do so during a recess or shall excuse him or herself from the meeting to place the return call in a manner that does not disrupt the meeting.

G. Town Participation in Internet Forums. The Town will not generally answer questions or respond to comments made in Internet forums. The Town will post answers to such questions on its website if the questions are deemed important by the Mayor or by the Town Manager or at the direction of the Town Council. If a Council member, Commission member, or Board member desires staff to prepare a response to a question or comment received by E-Communication or made in an Internet forum, they member may forward the question or comment to the Town Manager and request that staff prepare an appropriate response in a reasonable period of time. If preparation of a response will require significant staff time to research or draft the response, an interim response to the questioner or commenter will be sent as soon as possible acknowledging receipt of the inquiry and informing the sender that a response is being prepared.

4. Specific Procedures
A. Retention of E-Mail. The Town electronically archives E-Communications in accordance with the Town's Records Retention schedule. E-Communications that constitute preliminary drafts, notes, or intra-agency or inter-agency memoranda that are not retained by the Town in the ordinary course of business are not required to be archived and should be deleted prior to regularly scheduled archiving.

Records and information regarding external-facing communications, advertising, and press relations must be maintained for a minimum of two years. All written evidence or correspondence submitted to, produced by, or transferred from the Town, including e-mails or other E-communications, relating to Town project planning and environmental decision making must be retained for the duration of the project and a minimum of two years thereafter. The Town Clerk and Town Attorney are available to assist users in determining how to address questions concerning the application of these procedures. 293325.v2
B. Public Records Act. Town records, whether paper or electronic, are governed by the public disclosure requirements of the California Public Records Act (Government Code section 7920.000, et seq.). Any content or communications related to Town business may constitute public records subject to disclosure. Disclosure may be required regardless of who sends or receives a communication or document. In the event that the Town receives a request for disclosure of Town records that includes ECommunication, the person responsible for the requested records must use his or her best efforts to preserve all Town E-Communication covered by the request until the responsive E­Communications have been identified. Requests for disclosure of any Town records applicable to E-Communication or other electronic records of any user subject to this policy shall be submitted to the Town Clerk.

C. Confidentiality.
1) California law requires that certain information be treated as confidential and not be distributed to others inside or outside the Town who do not have authorization to view such information. Council members, Commissioners, or Board members may occasionally receive confidential electronic information. Some examples of confidential information include personnel records, internal investigations, information relating to litigation or potential litigation, attorney-client communications, information relating to labor negotiations, or information relating to confidential real estate negotiations. When Council, Commission, and Board members receive confidential information, it should be marked "Confidential Information" so that Council, Commission, and Board members are alerted to the nature of the information. 2) Confidential information should not be sent or forwarded to individuals or entities not authorized to receive that information and should not be sent or forwarded to Town employees not authorized to view such information.
3) Council, Commission, and Board members shall exercise caution in sending confidential information by E-Communication as compared to written memoranda, letters, or phone calls, because of the ease with which such information can lose confidentiality by inadvertent or intentional diversion or re-transmission by others. 4) The Town Attorney should be contacted concerning any questions about whether a communication is confidential.

5. Compliance with this Policy: It is the responsibility of every user to ensure that he or she is in compliance with this Electronic Communications Policy.

Received By:

Signature: ______________________
293325.v2
Print Name: _____________________
Date: __________________________
EXHIBIT “C”

TOWN OF YOUNTVILLE

SOCIAL MEDIA MANAGEMENT AND RETENTION POLICY

INTERNAL POLICY
PURPOSE:

This document defines the social networking and social media policy for the Town of Yountville, the “Agency.” To address the fast-changing landscape of the internet and the way residents communicate and obtain information online, Agency departments may consider using social media tools to reach a broader audience. The Agency encourages the use of social media to further the goals of the Agency and the missions of its departments, where appropriate.

PERSONAL VS. PROFESSIONAL GUIDELINES
Personal Use
All Agency employees may have personal social media sites. These sites shall remain personal in nature and share personal opinions. While Agency employees may have a First Amendment right to comment on some Agency issues that are a matter of public concern, employees shall know that posts about Agency issues that are closer to employment complaints, human resources concerns, or internal office affairs may not be protected. Employees shall be mindful of the distinction between sharing personal and Agency views.

Agency employees must never use their Agency e-mail account or password in conjunction with a personal social media site. The following guidance is for Agency employees who decide to have a personal social media or who decide to comment on posts about official Agency business:
• State your name and, if relevant, role, when discussing Agency business; • Use a disclaimer such as: “The postings on this site are my own and don’t reflect or represent the opinions of the Agency for which I work.” If social media is used for official Agency business, the entire Agency site, regardless of any personal views, is subject to best practice guidelines and standards.

Professional Use
All official Agency-related communication through social media shall remain professional in nature and shall always be conducted in accordance with the Agency’s communications policies, practices, and expectations. Employees must not use official Agency social media for political purposes, to conduct private commercial transactions, or to engage in private business activities. Agency employees shall be mindful that inappropriate use of official Agency social media can be grounds for disciplinary action.

Only individuals authorized by the Agency may publish content to the Agency’s online platforms.

POSTING
Official Agency social media site posts need to be clear, precise, and follow industry best +
practices for posting updates. All content posted to Agency social media platforms shall be:
• Relevant – Information that engages residents and pertains to their daily lives • Timely – Pertains to deadlines, upcoming events, or current news • Actionable – Prompts residents to take action
Please refer to the Agency style guide for specific guidelines on content format.

What Not to Post:

Agency employees may not publish content on Agency social media sites or webpages that includes:
• Confidential information
• Copyrighted material without permission
• Profane, racist, sexist, threatening or derogatory content or comments • Partisan political views
• Commercial endorsements or spam

RETENTION
Social media platforms are subject to the California Public Records Act (Government Code § 7920.000, et seq.).

Any content produced or maintained on an Agency social media platform, including communications posted by the Agency and communications received from citizens, is a public record.

The Agency department maintaining a site or webpage shall preserve records pursuant to the relevant records retention schedule in a format that preserves the integrity of the original record and is easily producible. Furthermore, retention of social media records shall fulfill the following requirements:
• Social media records are captured in a continuous, automated fashion throughout the day to minimize a potential loss of data due to deletion and/or changes on the social networking site.
• Social media records are maintained in an authentic format (i.e., ideally the native technical format provided by the social network, such as XML or JSON) along with complete metadata.
• Social media records are archived in a system that preserves the context of communications, including conversation threads and rich media, to ensure completeness and availability of relevant information when records are accessed. • Social media records are indexed based on specific criteria such as date, content type, and keywords to ensure that records can be quickly located and produced in an appropriate format for distribution (e.g., PDF).
• Each employee who administers one or more social networking sites on behalf of the Agency has self-service, read-only access to search and produce relevant social media records to fulfill public information and legal discovery requests as needed.
• Social media records and information regarding external-facing communications, advertising, and press relations are maintained for a minimum of two years pursuant to Government Code § 34090.
+
• Social media records and e-mails relating to Town project planning are retained for the duration of the project and a minimum of two years thereafter pursuant to Public Resources Code § 21167.6.

The Agency utilizes an automated archiving solution provided by ArchiveSocial to comply with applicable public records law and fulfill the above record retention requirements. The Agency archive is available by contacting the Town of Yountville Clerk’s Office.

REGISTERING A NEW PAGE
All Agency social media sites shall be (1) approved by the Town Manager, (2) published using approved social networking platform and tools, and (3) administered by the contact or the Clerk’s Office or other Designee.

DEREGISTERING AN EXISTING PAGE
If a social media page is no longer of use, (1) notify the Town Manager and Clerk’s Office, (2) ensure records have been archived according to Agency guidelines, and (3) unpublish and delete page.

EXTERNAL POLICY

PURPOSE
To build communication and trust with our residents and visitors and encourage participation through comments and feedback.

GOALS
The Town of Yountville aims to effectively use Social Media Accounts to:
• Provide information
• Support community engagement and outreach
• Support marketing and promotional campaigns
• Frame the public conversation around the Town of Yountville • Assist with recruitment efforts
Please be aware that when engaging with the Agency through social media, you agree to the following:

MODERATION OF THIRD-PARTY CONTENT
The Agency does not necessarily endorse, support, sanction, encourage, verify, or agree with Third Party comments, messages, posts, opinions, advertisements, videos, promoted content, external hyperlinks, linked websites (or the information, products, or services contained therein), statements, commercial products, processes, or services posted on any Agency social media site or webpage.
+
The Agency's social media sites and webpages serve as a limited public forum and all content published is subject to preservation and disclosure in accordance with the California Public Records Act. User-generated posts may be rejected or removed if the content:
• contains obscenity,
• incites or promotes violence or illegal activities,
• contains spam or links to malware,
• promotes illegal discrimination (e.g., housing discrimination), • contains actual defamation, or
• uses the copyrighted work of another without permission.

We do not allow posting information intended to compromise the safety or security of the public or public systems. Third Parties participate at their own risk, taking personal responsibility for their comment(s), username(s), and any information provided.

RETENTION
Any communications sent to or received by the Agency and its employees via social media may be subject to our retention and disclosure requirements. We are required to comply with California Public Records Act (Government Code § 7920, et seq.) to ensure government is open and that the public has access to public records and information of which our Agency is the custodian. These retention requirements apply regardless of the form of the record (e.g., digital text, photos, audio, and video). To that end, the Agency automatically collects and stores all information posted on Agency social media sites and webpages and retains this information in accordance with the Town’s Record Retention Schedule. All information posted on social media sites may be subject to public disclosure under Government Code § 7920, even if it has been deleted. The Town Clerk shall preserve records pursuant to a relevant records retention schedule.

EMERGENCY POSTINGS
Social media sites are not monitored 24/7. If there is an emergency, contact 911.

Social Media Management and Retention Policy reviewed by Town Manager and Town Attorney and Adopted
[INSERT ADOPTION DATE]
Version 1
Town Council and Board and Commission’s
Electronic Communications Policy
Adopted January 7, 2020

1. PURPOSE
Use of electronic media is necessary and useful for the Town Council and Board and Commission members in order to improve communication and efficiently perform their Town duties. The purpose of this policy is to insure the proper use of the Town's electronic media and to set out the policy the Town Council and Board and Commission members will follow when using electronic media and the Town's electronic communication system. This policy will also insure that use of Town electronic media complies with applicable law, including the Public Records Act and Brown Act.

2. DEFINITIONS
A. Town's Electronic Communication System - Town-owned devices or products designed to electronically process, transmit, or store information such as computers phones, cell and smart phones, printers, modems, data files, and e-mail.

B. User – A Council member or Board Commissioner who uses the Town's electronic communication system.

C. E-Communication – Electronic text or visual communication and attachments distributed via email, websites, instant messaging, text messaging, twitter, or comparable services.

D. Electronic Media – A method for processing or transmitting information in electronic form, including E-Communication, software programs, social media, and the Internet.

3. GENERAL PROCEDURES
A. Procedures for Electronic Communications. All Council members and Commissioners will be issued accounts for use of Town electronic media for E­Communication on Town business. Ecommunication by nature represents and reflects upon the Town's public image and integrity.

Users should insure that their messages are respectful, professional, and are consistent with Town policies. E-Communication should be written or otherwise presented in the same professional and respectful manner as paper communications. The Town's Electronic Communication System may only be used for Town business.

B. No Use of Personal E-Communication. Users shall not use their home or business E­Communication accounts or addresses for any communication pertaining to Town business.

When using E-Communication, users should communicate with the public and staff solely via their designated Town E-Communication addresses. Users shall not commingle ECommunication pertaining to Town business with E-Communication pertaining to their home or business.

C. Electronic Communications between Council members or Board and Commissioners Concerning Town Business. Communications from (1) a Council member to another Council member or members concerning Town business, and (2) a Commissioner to another Commissioner or Commissioners concerning Commission business should be "one way" and marked "For Information Only-Do Not Reply."
D. Electronic Communication by a Quorum of the Council and Commission or a Council and Commission Standing Committee. A majority of the members of the Council or a Commission shall not send or exchange facts about or engage in discussions regarding Town issues via ECommunication, including chat rooms, news groups, on-line forums, weblogs, twitter feeds, or list-serves (collectively referred to as "Internet forums").

E. Electronic Communications from the Public. The public may electronically communicate with the Council and Commission through the Town's Website at www.townofyountville.com. 1) E-Communication from the public addressed to the Town Council will be distributed to each Council member and E-Communication addressed to a Commission will be distributed to each Commission member. E-Communication addressed to the Council or a Commission will be forwarded to the Town Clerk. The Mayor, or Mayor’s designated representative, in consultation with staff if necessary, will respond on behalf of the Council to ECommunication addressed to the Council. The Commission Chair or Commission staff liaison will respond on behalf of the Commission to E-Communication addressed to the Commission.
2) E-Communicationfrom the public addressed to more than a quorum of the Town Council or Commission shall be forwarded by the recipientsto the Town Clerk (for the Town Council) or staff liaison fortheCommission. These E-Communications will be distributed and responded toinaccordance with paragraph E.1., above.
3) Upon receipt of an E-Communication addressed to less than a quorum of the Town Council or Commission, the recipient may: 1) treat it as an individual communication to which he or she may or may not respond; 2) inform the Council or Commission of the communication at a properly noticed meeting; or 3) ask that it be forwarded to the full Council or Commission.

Such E-Communication may also be forwarded to staff for response as set out in Section G., below. When a User responds to individual E-Communication from the public, and desires to forward the response to the Council or Commission, he or she shall forward his or her response and the individual E-Communication to the Town Clerk or Commission liaison for distribution.

F. Use of E-Communication During Meetings. Town Council members shall not use ECommunication at any time during a meeting of the Town Council at which he or she is in attendance. No Commissioner may use E-Communication at any time during a meeting of the Commission of which he orshe is a member at which he orshe isin attendance. The foregoing limitation shall not apply to receipt of telephone calls or text messages from family members in the event of an urgent family matter; a Council member or Commissioner wishing to respond to such a message during the meeting shall do so during a recess orshall excuse himor herself from themeeting to place the return call or in a manner that does disrupt the meeting.

G. Town Participation in Internet Forums. The Town will not generally answer questions or respond to comments made in Internet forums. The Town will post answers to such questions on its website if the questions are deemed important by the Mayor or by the Town Manager or at the direction of the Town Council. If a Council member desires staff to prepare a response to a question or comment received by E-Communication or made in an Internet forum, the Council and Commission member may forward the question or comment to the Town Manager and request that staff prepare an appropriate response in a reasonable period of time. If preparation of a response will require significant staff time to research or draft the response, an interim response to the questioner or commenter will be sent as soon as possible acknowledging receipt of the inquiry and informing the sender that a response is being prepared.

4. Specific Procedures
Retention of E-Mail. The Town electronically archives E-Communications in accordance with the Town’s Records Retention schedule. E-Communications that constitute preliminary drafts, notes, or intra-agency or interagency memoranda that are not retained by the Town in the ordinary course of business are not required to be archived and should be deleted prior to regularly scheduled archiving. The Town Clerk and Town Attorney are available to assist users in determining how to address questions concerning the application of these procedures.

A. Confidentiality.
1) California law requires that certain information be treated as confidential and not be distributed to others inside or outside the Town who do not have authorization to view such information. Council members or Commissioners may occasionally receive confidential electronic information. Some examples of confidential information are: personnel records, internal investigations, information relating to litigation or potential litigation, attorneyclient communication, information relating to labor negotiations or information relating to confidential real estate negotiations. When Council and Commission members receive confidential information, it should be marked "Confidential Information" so that Council and Commission members are alerted to the nature of the information. 2) Confidential information should not be sent or forwarded to individuals or entities not authorized to receive that information and should not be sent or forwarded to Town employees not authorized to view such information.
3) Council and Commission members shall exercise caution in sending confidential information by E-Communication as compared to written memoranda, letters or phone calls, because of the ease with which such information can lose confidentiality by inadvertent or intentional diversion or re-transmission by others.
4) The Town Attorney should be contacted concerning any questions about whether a communication is confidential.

5. Compliance with this Policy: It is the responsibility of every user to insure that he or she is in compliance with this Electronic CommunicationsPolicy.

Received By:

Signature: ______________________
Print Name: _____________________
Date: __________________________
194461.1

TOWN OF YOUNTVILLE

CALIFORNIA PUBLIC RECORDS ACT RESPONSE PROCEDURES

AND ELECTRONIC DOCUMENT RETENTION POLICY
(Approved by the Town Council on May 15, 2018)

CALIFORNIA PUBLIC RECORDS ACT RESPONSE PROCEDURES
The California Public Records Act (Government Code, section 6250 et seq.) grants California residents important rights to obtain access to records held by public agencies. The Town of Yountville (“Town”) adopts this Policy to clarify how it will respond to requests for records under the California Public Records Act (“CPRA”). It does not apply to other activities of the Town.

1. All requests for public records shall be in writing on a form approved by the Town Council or as otherwise required by law, unless the request is to review an agenda, agenda reports, or minutes of the Town, the Town’s General Plan, which are available at the office of the Town Clerk or on the Town’s website.

2. The Town Clerk’s office will respond to all requests as soon as possible after they are received, but not later than the 10-day period, or extensions thereof, provided by Government Code section 6253. a. The Town Clerk’s office shall review each request and determine whether it seeks identifiable records and, if not, the administrative staff shall help the requestor identify records responsive to the request.
b. The Town Clerk’s office shall request all Councilmembers and administrative staff who may have the records requested to search their files and report back to the administrative staff whether they have the records and, if so, when the records can be made available to the requestor.
c. The Town Clerk’s office shall respond to the requestor, advising him or her in writing of the availability of the documents, a description of the medium (paper, electronic format, etc.) and location of the records, and whether any are exempt from disclosure under the CPRA. As the CPRA requires, to the extent feasible, the administrative staff will provide suggestions to overcome any practical basis for denying access to the records sought.
d. If a request is made for copies of records, the Town Clerk’s office shall also advise the requestor of the estimated copying cost. e. The person requesting the copies shall pay the charges for the requested copies established by the Town. At present those are:
$0.25 per page and $.10 per page for Political Reform Act 194461.1
materials. The Town Clerk’s office shall not make the requested copies until a deposit of the estimated copying cost is received and shall not release the copies until the actual copying cost is paid.

3. In accordance with the CPRA, the Town Clerk’s office will provide specific, identifiable records but will not research Town records for particular types of information or analyze information which may be contained in public records.

4. The Town Clerk’s office will respond to requests for public records in accordance with the CPRA as the CPRA now exists or may hereafter be amended, and nothing in this Policy is intended nor shall it be construed to conflict with the terms of the CPRA.
194461.1

ELECTRONIC DOCUMENT RETENTION POLICY
The Electronic Document Retention Policy of the Town of Yountville (“Town”) governs the retention of text messages, voicemail messages, and social media posts sent or received in the conduct of Town business that are subject to the California Public Records Act (“CPRA”). It does not apply to other activities of the Town.

Definitions

1. Social Media: Information posted to websites and applications that enable users to create and share content or to participate in social networking, including, but not limited to, Facebook, Twitter, Instagram, Snapchat, and LinkedIn.

2. Text Message: An electronic, written communication sent and received via telephone or internet connection.

3. Voicemail Message: An electronic, aural communication sent or received via telephone or internet connection.

Text Messages, Voicemail Messages, and Social Media
Text messages, voicemail messages, and social media posts not saved to an archive or a more permanent medium are intended to be ephemeral documents, not preserved in the ordinary course of business. Accordingly, they do not constitute disclosable public records, as that term is defined by Government Code section 6252, subdivision (e). Town Councilmembers, members of Town Boards and Commissions, and administrative staff are not required to retain these electronic documents. Business done on behalf of the Town that requires the creation and preservation of records should be conducted in other media.

Town of Yountville
Staff Report
6550 Yount Street
Yountville, CA 94599
Agenda Item #: 10C
Yountville Town Council Staff Report
DATE: February 21, 2023
TO: Mayor and Town Council
FROM: John Ferons, Public Works Director
PREPARED BY: John Ferons, Public Works Director
SUBJECT:

Consider Adoption of Resolution 23-4186 Declaring an Emergency for the Town of Yountville Recycled Water Transmission Main Repair pursuant to Yountville Municipal Code 3.32.390 and Authorizing a Budget Adjustment from Wastewater Treatment Capital Recovery Fund 63 Enterprise Reserve Fund to Create a Capital Improvement Project “Emergency Repair/Replacement Yountville Recycled Water Transmission Main”

DISCUSSION/BACKGROUND
The Town owns and operates a Recycled Water Transmission Main that delivers treated wastewater to the golf course and various vineyard pond customers located on both the east and west sides of the Napa River. That transmission main is a 6-inch PVC pipe that traverses the floor of the Napa Valley from the treatment plant on the west side of the valley to various recycled water customers located on the east side of the valley. It was installed in 1977 and has been in continuous use since its inception. In one location the pipe crosses underneath the Napa River in a direct bury format, it is not installed within a casing pipe or encased in any protective concrete. It is at this location, underneath the Napa River, that a leak has been discovered.

The Town has an Operations Plan in place to help prevent and identify potential problems with the recycled water delivery system. In this specific case, when the plant recycled water pumps are on, low flow alarms are enabled at user receiving locations. When the low flow alarm is activated plant staff ceases delivery by turning off the pumps and then assess the situation for potential failures and/or leaks. This was the case here. The Town was delivering recycle water and the low flow alarms went off to which staff responded by turning off the pumps and going into diagnostic mode.

That diagnostic mode includes inspection of the water line its entire length and troubleshooting the various appurtenances along its length (gate valves, air release valves and drain valves). This water line weaves its way across the valley floor in and amongst the vineyards, then it dives under the Napa River and continuous in and amongst the vineyards over by Silverado Trail. As you can image, following this line and looking for a leak (or leaks) is challenging. That said our staff’s due diligence prevailed and the leak was located, in the reach that passes under the Napa River.

Under the terms of our wastewater permit, we are allowed to discharge recycled water to the Napa River at a specific location, which we are doing based on time of year, flow in the river and volume in the pond at the treatment plant which is high due to January rains. While the water leak was releasing the same quality of water as our discharge point, the location is downstream from the discharge point and as such it is defined as an unauthorized discharge by the wastewater permit.

This triggers several reporting requirements which have been met. The first being a 2-hour Notice then a 5- business-day follow up Report Submittal. The leak was located at 12:00 pm on Wednesday. The 2-hour notice was issued at 12:37 pm Wednesday. The 5-business-day report was submitted today, Friday 2/10. We have been in discussions with both the Regulators and our wastewater consultants who are both working closely with us to resolve this situation.

At present the recycled water line has been valved off so, regardless of pump status, no water will enter the pipe with the leak. We will continue to deliver water to our customers on the west side of the river while communicating status to those on the east side of the river.

Public Works and Utility Staff are in close communication with our regulators at the water board and our permitting consultants Larry Walker and Associates regarding the situation. Staff has met with a civil engineering consultant and a geotechnical engineer to prepare a proposal for a design to replace the failed section of pipe (or repair it in place). Staff is also opening the conversation with the environmental regulators, (Army Corps, Waterboard and Dept of Fish and Wildlife) to determine review and permitting requirements for both the permanent repair as well as any temporary solutions.

In the meantime staff is actively evaluating temporary scenarios by which the recycled water could be delivered across the river to the water customers in lieu of discharge into the river. Due to the volume and flowrates necessary trucking of the water is not feasible. That said we are exploring over the river, on the river or point repair in place as alternatives to temporary delivery the water while a permanent solution is designed, permitted, and constructed.

This is a time sensitive project because of the regulatory constraints related to the recycled water. The Town’s permit allows for discharge to the Napa River, at a specific location, during specific times of the year, under specific circumstances. At present those conditions exist and the Town as permitted to discharge to the river.

As time progresses those conditions will change which will inhibit then prohibit discharge to the river without penalty. Delivery of the recycled water to the customers on the other side of the river is beneficial to meeting the Town’s goal of recycling water within the terms of our permit.

Given the critical nature of this facility and the regulatory challenges associated with it within the time constraints, Staff is respectfully requesting that Town Council determine this to be an Emergency pursuant to Town Municipal Code 3.32.020 & 3.32.390 which states:

3.32.020 Definitions.

As used in this chapter:
“Emergency” means a sudden, unexpected occurrence that poses a clear and eminent danger, requiring immediate action to prevent or mitigate the loss or impairment of life, health, property, or essential public services.

3.32.390 Emergencies.

A. In cases of emergency as defined in this article, the Town, pursuant to a 4/5 vote of the Council may proceed at once to replace or repair any public facility, taken any directly related and immediate action required by that emergency, and procure the necessary equipment, services, and supplies for those purposes, without adopting plans, specifications, working details, or giving notice for bids to provide contracts. The work may be done by Town employee, day labor, contractors, and/or other public agencies.

B. The Town Manager may order any action under this section subject to the provisions of California Public Contract Code Section 22050. (Ord. 348-04; Ord. 417-13) For the purposes of this project, the “Emergency” is the sudden unexpected recycled water main break that poses clear and eminent danger, requiring immediate action to prevent loss of health and essential public services.

This proposed budget adjustment is a request to move $1,000,000 from the Wastewater Treatment Capital Recovery Fund 63. Fund 63 is estimated to have a balance of $2,267,790 at the end of the current fiscal year and can therefore accommodate this additional expenditure. This budget adjustment will create a new Capital Improvement Project, “Emergency Repair/Replacement Yountville Recycled Water Transmission Main. The new project and funding will include the evaluation and installation of any feasible temporary solutions, ongoing coordination with all of the regulatory agencies, acquisitions of the various design specialists to develop a solution (civil engineer, geotechnical engineer, land survey), the necessary environmental permitting and a qualified contractor to construct the repair.

ENVIRONMENTAL REVIEW
Not Applicable

FISCAL IMPACT
Is there a Fiscal Impact? Yes
Is it Currently Budgeted? No
Where is it Budgeted? N/A
Is it Mandatory or Discretionary? Mandatory
Is there a Staff Resource Impact? Nominal

STRATEGIC PLAN GOAL
Is item Identified in Strategic Plan? Yes
If yes, Identify Strategic Goal and Objective. Exceptional Town Services and Staff: The Town supports its talented staff who deliver high quality municipal programs and services while maintaining public infrastructure for the benefit of the community. Responsible Fiscal Policy: The Town maintains its fiscal health through policies designed to maximize economic opportunities, manage expenses, and ensure prudent reserves.

Briefly Explain Relationship to Strategic Plan Goal and Objective. The Town’s Recycled Water Program is critical infrastructure for the benefit of the community. The Recycled Water Transmission Main is necessary for the delivery of recycled water to our contract customers. A quick response facilitated by declaring an emergency is responsible fiscally because it reduces the time and cost associated with performing the repair which will reduce the Town’s exposure to any fines for regulatory non-compliance.

RECOMMENDATION
Receive staff report and direct questions to staff.

Receive public comment.

Conduct Council discussion.

Adopt Resolution 23-4186 Declaring an Emergency for the Town of Yountville Recycled Water Transmission Main Repair pursuant to Yountville Municipal Code 3.32.390 and Authorizing a Budget Adjustment from Wastewater Treatment Capital Recovery Fund 63 Enterprise Reserve Fund to Create a Capital Improvement Project “Emergency Repair/Replacement Yountville Recycled Water Transmission Main”.

Town of Yountville
Resolution Number 23-4186

DECLARING AN EMERGENCY FOR THE TOWN OF YOUNTVILLE RECYCLED

WATER TRANSMISSION MAIN REPAIR PURSUANT TO YOUNTVILLE MUNICIPAL CODE 3.32.390 AND AUTHORIZING A BUDGET ADJUSTMENT FROM
WASTEWATER TREATMENT CAPITAL RECOVERY FUND 63 ENTERPRISE RESERVE FUND TO CREATE A CAPITAL IMPROVEMENT PROJECT “EMERGENCY REPAIR/REPLACEMENT YOUNTVILLE RECYCLED WATER TRANSMISSION MAIN” Recitals
A. The Town owns and operates a Recycled Water Transmission Main that delivers treated wastewater to the golf course and various vineyard pond customers located on both the east and west sides of the Napa River.

B. That Transmission Main is a 6-inch PVC pipe that traverses the floor of the Napa Valley from the treatment plant on the west side of the valley was installed in 1977 and has been in continuous use since its inception. The pipe crosses underneath the Napa River in a direct bury format, and at this location, a leak has been discovered.

C. The Town is permitted to discharge recycled water to the Napa River at a specific location, however, the leak is defined as an unauthorized discharge by the wastewater permit to which the Town has thus far met all the reporting requirements. The recycled water line has been valved off so, regardless of pump status, no water will enter the pipe with the leak prohibiting any further unauthorized discharges.

D. Given the critical nature of this facility and the regulatory challenges associated with it within the time constraints, Town Council determines this to be an Emergency pursuant to Town Municipal Code 3.32.020 & 3.32.390.

E. For the purposes of this project, the “Emergency” is the sudden unexpected, recycled water main break that poses a clear and imminent danger, requiring immediate action to prevent loss of health and essential public services.

F. This proposed budget will move $1,000,000 from the Wastewater Treatment Capital Recovery Fund 63. Fund 63 is estimated to have a balance of $2,267,790 at the end of the current fiscal year and can therefore accommodate this additional expenditure. This budget adjustment will create a new Capital Improvement Project, “Emergency Repair/Replacement Yountville Recycled Water Transmission Main.

G. The Town’s Recycled Water Program is critical infrastructure for the benefit of the community. The Recycled Water Transmission Main is necessary for the delivery of recycled water to our contract customers. A quick response facilitated by declaring an emergency is responsible fiscally because it reduces the time and cost associated with performing the repair which will reduce the Town’s exposure to any fines for regulatory noncompliance.

Now therefore, the Town Council of the Town of Yountville does resolve as follows:

1. Declare that an Emergency exists pursuant to Town Municipal Code 3.32.020 & 3.32.390, the “Emergency” being the sudden unexpected recycled water main break that poses a clear and imminent danger, requiring immediate action to prevent loss of health and essential public services.

2. Authorize the budget adjustment to move $1,000,000 from the Wastewater Treatment Capital Recovery Fund 63. and create a new Capital Improvement Project, “Emergency Repair/Replacement Yountville Recycled Water Transmission Main.

3. This Resolution is hereby adopted and becomes effective and in full force immediately upon adoption.

PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of Yountville, State of California, held on this 21st day of February 2023 by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
___________________
Margie Mohler, Mayor
ATTEST:
_____________________
Eddy Gomez; Town Clerk
Recycled Water Main Leak 1 of 3
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DESIGNED: R.W.H.

D.R.

DRAWN: T. JAMES
DATE: AUGUST 1977
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