[This transcript was generated automatically from audio using AI and hasn't been reviewed by a person -- it can contain mistakes, including plausible-sounding sentences that were never actually said. Treat it as a starting point, not a verbatim record.]

[1:23] All right, the clerk has indicated that we are ready to proceed at 6 o'clock here. All during mayor, welcome to the city council meeting of July 28, we'll call the meeting to order, and we'll go right to roll call, Mr. Clerk. Mayor Dory.
[1:38] here. Vice Mayor Deesie here. Councilmember Barrack here. Councilmember Spotorado.
[1:45] Here. And Councilmember Dees. Here. All right. Please join me in the pledge of allegiance.
[2:07] We're
[2:17] moving on to adoption of the agenda, Mr. Bradley,
[2:22] any changes to be noted or just look at?
[2:26] Just one, we would recommend that we remove item 11.1, which is an amendment to the zoning.
[2:34] Ordnance, it proposes changes to the regulations of outdoor storage.
[2:39] We had a little notice issue with that.
[2:42] We want to re-notice that and bring it back at an appropriate time to just remove that from the agenda.
[2:51] All right.
[2:52] changes to be noted, I'll look for a motion to adopt the agenda with the removal of item 11.1.
[3:00] Make the motion to adopt the agenda without 11.1.
[3:04] All second.
[3:05] There's a motion in the second to adopt the agenda with the change noted on favor say aye.
[3:10] And he posed none that motion passes.
[3:12] We move on to approval of minutes.
[3:17] any changes to be noted, Mr. Clark, colleagues, any corrections or amendments noted to be noted,
[3:25] then I'll look for a motion to approve the minutes.
[3:28] Just a quick question on that.
[3:31] Can someone tell me why the resolutions don't have numbers on them?
[3:38] I just don't know.
[3:39] There are 26, you know, dot dot blank.
[3:43] So they get numbers in our system on the back end after they're approved.
[3:49] And they don't actually get approved until the minutes are, I mean, I guess this is a dumb question, but I don't actually know.
[3:54] And they're not fully approved until the minutes are approved.
[3:59] They're approved after the meeting after you guys vote.
[4:02] So we do have the minutes. The resolutions are numbered in our files.
[4:08] are you directly reflected in the minutes?
[4:10] Yeah.
[4:12] I don't know the answer to that,
[4:14] but we probably at that point the time the minutes are produced.
[4:17] I would imagine we probably know the resolution numbers.
[4:20] Yeah, we can add them in the future.
[4:22] That'd be great if it's not too hard.
[4:23] Mystery solved.
[4:27] I actually thought that was a very astute question that should probably be something.
[4:31] I understand why there's a little delay because you don't know what the resolution
[4:34] will pass on a particular night.
[4:36] So you're counting in order.
[4:38] But without a couple weeks.
[4:38] So yeah, we'll do a week, it sounds like a reasonable request, and we'll do that.
[4:43] All right.
[4:44] I'm going to look for a motion to approve the minutes.
[4:46] I'll make a motion to approve the minutes.
[4:48] Is there a second?
[4:49] Second.
[4:52] There's a motion in the second to approve the minutes.
[4:54] All in favor say aye.
[4:55] Aye.
[4:56] All right.
[4:57] It looks like any opposed that.
[4:59] We're on to public forum.
[5:01] All note before I invite public forum from the public that's attending.
[5:06] we have received public comment in writing, it looks like there's an exchange of letters here
[5:12] from some of our constituents, Alan Gaubereth as a couple, I noticed one. I think public comment
[5:20] number three would be from Mr. Belt, if I'm not mistaken, but now I'm with the permission of,
[5:27] okay, so public comment three is from Mr. Belt, the other three are from Mr. Gaubereth,
[5:33] I enjoyed reading those public comments.
[5:39] All right.
[5:39] So anyone from the audience wishing to approach
[5:43] your council and make public comment tonight.
[5:51] Anything that is not on the agenda?
[5:54] Let's compliment.
[5:57] Always for you.
[6:00] Matthew, 1837, Spring Mountain Court.
[6:03] When I was in the planning commission,
[6:04] And I was at 10, 23 Valley View Street.
[6:08] And I just want to add one quick point of emphasis
[6:12] at the behest of former Mayor Galbraith.
[6:16] We had a rather humorous exchange, although the topic
[6:20] is not that humorous.
[6:21] In 2010, when I was in a planning commission,
[6:24] it came before us whether or not to approve a 63% rate increase.
[6:30] And needless to say, the citizens were
[6:33] not favorable of that, but after a lot of study and a lot of back and forth, I did put some
[6:41] comments on the record, and I remind the record that these were entered in, that if we were
[6:48] to, if that was the medicine we had to take, that we should take it then, because of compounding
[6:53] effects, if we took any lesser, we would just continue to delay the necessary needed kind of
[7:03] Upgrades, et cetera, so he wanted me to remind the record that that comment was entered in in I think that meeting was November of 2010
[7:14] I could probably find it, but but that was just a thought and I think that it's also in response to this grand jury report that he said
[7:24] And I quote was rather lousy
[7:26] and quote, that there were a lot of good faith efforts made on the enterprise on both the
[7:33] water enterprise and the wastewater enterprise. By those of us who sat in your seats at
[7:37] the time, obviously I think it's to this council into this mayor's extreme gratitude for
[7:43] continuing that longstanding work. I will only add as part of this public record that as I
[7:56] probably what can be only described as a construction site slash war zone.
[8:00] It's so great to see that that much needed work is finally getting done.
[8:04] And I know that there's so much, and there's so much passion and so much ink and frankly,
[8:10] blood has been spilled on these topics on this topic of water, wastewater, etc.
[8:15] But I don't think it's fair to say that everybody was kind of asleep at the wheel for a long
[8:19] long time.
[8:20] I think it's important that people recognize citizens recognize that this was extremely complicated
[8:25] long, long overdue infrastructure upgrades, and that there were many people making good faith efforts
[8:31] understanding that something like a 63% rate increase is extremely unpopular.
[8:38] So adding that to the record for my friend and former mayor, Alan Galbraith.
[8:44] Thank you for that.
[8:46] And the other witnesses for Mr. Galbraith.
[8:50] Now I appreciate the comments, excellent comments.
[8:54] Yeah, thank you for that.
[8:55] All right. I don't see anyone else wishing to make public comment at this point. Of course, you have an opportunity to make comment along the way on matters that are on the agenda.
[9:04] Okay, we're on to item seven reports by staff and city council, future agenda items and AB 1234 reports as I'm want to do. I'll turn to our city attorney first for a report from our close session of today.
[9:19] Mr. Mayor, yes we have a close session to discuss liability claim to receive from Thompson
[9:26] Builders prior to this meeting and there was no report of the action from that close session.
[9:31] That concludes my report.
[9:33] All right, short and sweet.
[9:35] Mr. McKinney, anything else from staff?
[9:37] Yes, thank you.
[9:39] We've got a handful of things that we'd like to share with the council and the community.
[9:47] The vast majority are really good ideas and good news.
[9:51] I'll start with a million dollar good news matter.
[9:55] We heard from Anna Shuto from our congressman's office advising us that the request
[10:04] for funding through the Congressional Community Project funding program was awarded a million
[10:10] dollars to the Native Sun's project here in town that requires some further
[10:15] action has to make its way through the House and the Senate, but usually those things have
[10:22] a relatively positive and easy road, so we'll see.
[10:26] So that's been a long way in coming and much, much needed, so super good news there.
[10:33] I've asked our public works director to give us a little presentation on some good news around
[10:40] our streets.
[10:41] We've got in our streetsaver report from Metropolitan Transportation Commission and he'll do that in a flash.
[10:48] You all know about the accident, which occurred that ran into our hydrant.
[10:54] We thought it would be a good idea to come forward and provide just an overview to you and also to the community.
[11:02] Part of that too is some lessons that we learned through that experience and Joe will touch on that.
[11:08] I've asked Andrew to just bring us up to date on a new feature that will allow folks in the community to stay in touch with activities that are going on through our civic plus platform.
[11:21] And then also there are opportunities for folks to participate in local government both at the council level and on some of our boards and commissions and Andrew can tell us about the dates that are there.
[11:33] We'll have a meeting on the 25th of August, your second meeting in August, and we'll
[11:39] be bringing our thoughts about a framework for implementation of the Blackberg study,
[11:45] then.
[11:45] So folks can come and offer their input on that.
[11:48] We'll make sure that's well advertised on our website.
[11:53] And then finally, there's a fire safety preparation community meeting coming up later this
[11:58] month.
[11:59] Andrew, what time, what day is that?
[12:02] It is. This Thursday, I believe that for.
[12:06] There we go. So Andrew can you fill us in on the civic plus future and the available openings?
[12:13] Yes, so the first one, we just launched it last week through the newsletter, but it's a new
[12:19] way for residents to stay informed on specific issues that can be on different planning projects,
[12:27] public works projects like the Oak Avenue one Main Street sidewalks as well as
[12:35] get email public notices in addition to them being in various newspapers. You know
[12:40] the email might be more applicable to some residents. So they can sign up for
[12:46] any lists that they are interested and they just go to our homepage. They click on
[12:50] the little stay-unformed button on the left side and then click which lists they want to
[12:56] up for through the notify me and then we will send emails as new information is available for
[13:03] each of those specific lists. The next is we have a variety of boarding commission
[13:09] vacancies. We have active transportation and sustainability committee, the Library Board of Trustees,
[13:18] Parks and Rec Commission, and Planning Commission. All of those positions are open. People can apply
[13:24] for them, city of satinwina.gov forward slash city boards,
[13:31] and those positions will be open
[13:33] until filled. So as we get applications, we will bring them to the council for filling, and
[13:41] we will fill hopefully one position on ATSC this evening, but that will still leave to alternate
[13:53] coming up in November. We have a variety of people that have already taken out papers and some
[13:58] have turned in papers for mayor and city council. If anyone would still like to pull papers,
[14:05] you can still do that. The deadline to have all that paperwork submitted is August 7th at 4pm.
[14:12] If an incumbent does fail to file or does not wish to seek reelection, then the filing period
[14:18] is extended to August 12th at 4pm and you can email me, CityClerk at City of St.
[14:25] Helena.gov for more information.
[14:27] You can also go to our website, City of St. Helena.gov forward slash candidate info for
[14:33] information and then a reminder to residents who are not seeking office but as candidates
[14:41] do have to get between 20 and 30 signatures to become a candidate, residents can sign up to
[14:53] nomination papers for City Council and up to one for Mayor.
[14:58] That is...
[15:00] You can basically sign one nomination paper per spot that is available. So we have two spots available on city council and one on per mayor.
[15:12] And then final announcement, national night out put on by the state and we need a police department will be next Tuesday, August 4th from 5 to 8 and that's over at City Hall on college and Pope.
[15:23] And now, Joe.
[15:26] Mr. Leach.
[15:29] Thank you, Mayor.
[15:30] And Council members, tonight, we do want to give you an update on Mr. McKinnon had reference
[15:35] to street saver.
[15:37] This is a software program that the Metropolitan Transportation Commission uses for all nine Bay Area counties
[15:45] and all jurisdictions within those counties.
[15:47] And they use it for federal, state and local funding as it relates to needs for street management and maintenance.
[15:57] And so this dashboard reflects a few things.
[15:59] It's difficult to see, but on the far left, the bar graph that's kind of shaded green.
[16:06] I'm going to assume that's the color, as I'm colorblind.
[16:09] But what it reflects is we had a pretty significant uptick in 22 and 3,
[16:15] as we did some significant paving projects.
[16:19] And then we've kind of plateaued since 24, 25, and 26
[16:22] that are around a payment condition index
[16:24] about 63.
[16:26] This current year, mid-year, this is as of the end of June.
[16:31] And we have a payment condition index of about 61.
[16:35] And with the several payment projects
[16:37] that we have coming up pretty quickly,
[16:40] by the end of this year, we'll have Oak Avenue paved.
[16:43] We'll have Hudson repaved, first part of next year we'll be sulfur springs and a few other projects that we've got.
[16:50] I think McCorkkel is in there as well.
[16:53] And so those should bring our PCI up probably in excess of 65 to 68.
[17:00] It'll be interesting to see how that reflect is reflected.
[17:03] But staff goes in and actually adjust the payment condition index as we do operations.
[17:08] whether it's a full, what we call mill and fill reconstruct, or crack ceiling, or a micro-surface.
[17:14] We're going in and adjusting the pavement condition index to reflect those operations.
[17:19] So you'll see those uptick in the not-too-distant future.
[17:23] And with that, I'll field any questions you might have.
[17:26] I might just note that that's really remarkable increase if you look back in 2021 when the pavement condition index was at 50,
[17:34] which is a, I think, a generally poor condition in five years. We're going to be up to about
[17:41] 68. So, I mean, that just reflects the movement that's garnered by regular investment in that
[17:49] paving project. We've just spent about 2 million bucks a year, is that right? So, that's excellent.
[17:54] Once we get it up to a certain level, whatever our standard might be, then you're able to tape
[18:00] paper off that regular and just move down into a much more cost-efficient maintenance realm,
[18:05] which is really great.
[18:09] Questions from my colleagues?
[18:11] Vice Mayor.
[18:13] Can we ask a question?
[18:14] Thank you.
[18:15] Can we ask a question on one of his comments?
[18:18] Okay.
[18:19] Can you repeat the part about when the efficiency study input will be coming from staff?
[18:27] Is that to a general city council meeting?
[18:30] Yes.
[18:30] to August 25th. That's the second meeting in August. We'll be bringing our staff report
[18:35] that we'll have some recommended framework for the document.
[18:40] I wanted to fix appropriate to suggest that possibly there's a follow-up study session.
[18:46] I just know how hard it is for us to dig in to all of that. So maybe once we've been able to
[18:52] absorb the recommendations, I wonder if in early September or mid-September, there could be a
[18:59] That's a little bit more open with the council and the finance committee and members of the public so that we could.
[19:06] Yeah, we can certainly anticipate that.
[19:09] I have the conversation on the 25th and anticipate moving to a steady session.
[19:15] Thank you.
[19:16] And maybe start thinking about the calendar and advance.
[19:19] Yes.
[19:23] Okay.
[19:24] Does that complete the report from the staff just began?
[19:27] Yes.
[19:27] and then I think Joe will have more to talk about
[19:29] on the water matter and just a flash.
[19:32] All right.
[19:33] We don't have any other presentation on their item eight.
[19:35] We're moving on to item nine if I'm correct.
[19:38] Statute.
[19:39] Back to Joe, talk about the water service and quality discussion.
[19:43] Following this event on July 18th.
[19:47] Yes.
[19:47] Thank you, Mayor and Council, and members of the public.
[19:51] I'd like to provide you a brief summary of the Brown.
[19:53] We call it the Brown water event.
[19:54] I think that's I don't know that that's gaining any traction from about two weekends ago,
[20:00] including the city's operational response, our communications efforts, and I would say
[20:06] one very important lesson that you'll see that we've actually identified and put into practice
[20:11] as recently as this past weekend.
[20:14] On Saturday afternoon July 18th at about quarter to five, commercial bus, tourist bus, struck
[20:20] fire hydrant on Main Street, the damage hydrant discharged approximately 4,500 gallons of water
[20:28] per minute until the flow was stopped about 20 minutes later. While fire police and public works
[20:34] crews responded immediately to the isolated and isolated the break and restored normal system
[20:41] operations, that sudden hydraulic demand created an unusually large change in water flow throughout
[20:48] much of our distribution system.
[20:51] As many of you know, rapid changes in water velocity can disturb naturally occurring iron
[20:55] and manganese deposits that have accumulated inside older water mains over many decades.
[21:01] These deposits became suspended in the water, resulting in a widespread but temporary discoloration
[21:07] in several neighborhoods.
[21:09] From an operational stand-up standpoint, our first priority was stabilizing the water system.
[21:14] Beginning Sunday morning, public works crews implemented an aggressive, system-wide
[21:20] flushing program, ultimately flushing more than 400,000 gallons of water to remove
[21:25] suspended sediment.
[21:28] Staff continuously monitored customer reports, adjusting flushing locations based upon field
[21:33] observations and system hydraulics, and verified improvements throughout the community.
[21:39] Communication was equally important to our response.
[21:41] The City issued a series of public updates explaining what had occurred, what residents could expect, and what actions crews were taking.
[21:50] Residents were encouraged to report discoloration through the Great Bynap.
[21:54] Those reports were not simply logged. They became an operational tool.
[21:59] Staff mapped complaint locations, compared them with field observations, adjusted, flushing priorities accordingly, and then followed up with customers to verify that corrective actions were working.
[22:12] Beginning Monday afternoon, public work staff personally contacted nearly every resident
[22:17] who submitted one of the approximately 100 great vine reports.
[22:21] And we made this contact by phone, email, or directly through the app if the person had
[22:27] reported anonymously.
[22:29] And really, the purpose of that was to confirm if the water clarity was becoming better.
[22:35] and then to determine whether additional flushing was needed and answer questions directly.
[22:41] We continue that outreach through midweek until every report had either been resolved or appropriate follow-up had occurred.
[22:49] The event also generated inquiries from state regulatory agencies and original news media.
[22:55] Staff responded promptly to those inquiries and provided consistent factual information regarding the cause of the event.
[23:01] our operational response and the progress of system recovery.
[23:07] Today, the system is largely the return to normal operation.
[23:10] While isolated reports may still occur as localized deposits,
[23:14] while isolated reports may occur, as localized deposit
[23:19] subtle, over a water clarity has improved significantly
[23:22] and customer reports have declined substantially.
[23:25] And let's see, sorry, I did it, did it, oh boy, I did it, the lessons learned, where did we go?
[23:37] Oh, one lesson is already emerged from this event.
[23:40] Operacally our crews respond quickly to stop the water loss, stabilize the system and begin flushing.
[23:46] Looking back, however, we identified an opportunity to improve the timing of our initial public communication,
[23:52] following the significant hydraulic disturbance. While our first priority was
[23:57] appropriately restoring systems system operations, and earlier advisory
[24:02] informing residents that temporary discoloration was likely going to occur, and
[24:08] we could have better manage those expectations and reduce uncertainty during
[24:11] those first several hours. That improvement has already been incorporated into our
[24:15] emergency response procedures. And while this event was understandably frustrating for
[24:21] residents and businesses, it also demonstrated the value of two-way communication.
[24:26] The resident reports and reference previously helped direct field operations and are
[24:31] following up with customers confirmed that our corrective actions were working.
[24:35] We'll continue to build on both the operational and communication lessons from this event
[24:41] as we move forward with ongoing investments in water treatment distribution system maintenance
[24:46] and capital infrastructure improvements.
[24:49] But this lesson learned has not been a resolve solely for water issues.
[24:53] This past weekend, when the Calistoga St. Helena, 911, and non-emergency dispatch phone
[24:58] lines went down, staff incorporated measures to communicate through Everbridge, and alert
[25:04] napaccounting, social media, and our website each time they occurred.
[25:08] So the public was informed.
[25:10] And with that, I thank you, and we have to answer any questions.
[25:15] Questions?
[25:16] comments from my colleagues.
[25:19] All right, thank you for the report.
[25:21] Do you have anything else to add?
[25:23] I'll ask a few questions if no one else wants to.
[25:27] Yeah, yeah.
[25:29] Joe, can you tell us about the lab?
[25:32] It sounded like some labs were sent off.
[25:35] So we know a little bit more about the water.
[25:40] Yeah, so during when there's a pressure loss
[25:45] in a system. Typically, if it goes below five pounds per square inch, the state requires us to test
[25:51] that and really testing it for bacterial logical testing, so the presence of bacteria, and we did
[25:57] that. Even though the system didn't go below five pounds, we did test that anyway, and the results
[26:03] came back negative. Okay, and so that tells us something about the event, like, does it tell us
[26:10] that know, and while it seems illogical that other stuff could get in, some people wondered
[26:16] if things could have been entering the system from other places, and that kind of tells
[26:20] us that that's not the case.
[26:26] I have another question.
[26:28] A few people notice that we might have gotten a free flushing or something like that, and maybe
[26:38] we could remind people that we are actually doing this
[26:41] but in a more controlled way where we capture the water
[26:43] and notify people in advance and it's not quite so brown.
[26:49] But do we have any idea, like what, I don't know,
[26:53] how much gunk it was came out and did we make any progress
[26:57] or where did that happen?
[26:59] Do you know what do my house?
[27:02] So I'm hearing you wonder if we've quantified locations and kind of gone to that level.
[27:09] No, anything.
[27:10] Yeah, I think the best data that we have is are the great vine reports.
[27:15] We've got the quantity of water, but we haven't, when we flush, we don't capture the sediment
[27:21] that comes through that because we're flushing at such a higher velocity.
[27:26] So, yeah, I think that the data in terms of the magnitude of debris in the system is still unknown.
[27:34] Okay, and do we know anything about the iron and manganese levels during the event,
[27:40] or will that be reported, maybe at a water committee meeting?
[27:45] We don't. I mean, we could compare it with what we collected out of the pilot program.
[27:50] program. When we did at the beginning of June and we did a report to the water waste water
[27:55] advisory committee that pilot program where we flushed about seven miles of pipeline using
[28:00] our recirculating system. And we've got labs from that, but it's somewhat false because
[28:06] it's highly concentrated in filters. The iron and megganies that came out of that, so it's
[28:11] not completely representative of something that's diluted along a pipeline.
[28:17] Thank you, and thank you for making that point that you've actually, when you talked about new processes in place, that is something new where people will get water alerts via what we used to know is nixley.
[28:29] Is it nixley?
[28:30] Yeah, nixley.
[28:31] Okay.
[28:32] Thank you very much.
[28:34] The lesson learned from my house, Mr. Leach.
[28:37] Certainly sir.
[28:38] Mr. Darring, do your laundry in the morning.
[28:41] A lot earlier than I did that day.
[28:42] So yeah, that was the disaster.
[28:45] I just purchased several shirts.
[28:47] OK, they're all real well.
[28:50] But we'll see.
[28:52] Any other questions?
[28:53] Just a comment based on some of the resident voices.
[28:59] It'd be great to share regularly.
[29:02] Sometimes people miss messages of what
[29:06] the wastewater committee partnering with your department
[29:10] It has been doing to get their hands around where we are with the water, and that there is
[29:16] improvements coming.
[29:17] I know Vice-Maser Mayor Dizzy often speaks about this, and thank you.
[29:24] I think more of that would be good.
[29:26] I've found that some people just think there are nothing that has really been done, and there
[29:32] are some hope there.
[29:33] It's not all great news, but I think things are going in the right direction there, and
[29:39] be great to just keep, it's not too in your own horn, but just informing people what we're
[29:45] doing right.
[29:46] A lot of people don't know there was a pilot program.
[29:47] Correct.
[29:48] Great suggestion.
[29:50] And then Mr. Mayor just, two things to add.
[29:54] One we are looking at how best to bring a claim against.
[30:00] The bus company, and then also exploring some method to provide a credit to folks in town, who is 400,000 gallons
[30:10] with through our system, lots went through their systems too, and then there were also a number
[30:16] of things that were damaged, ruined by virtue of this. We're trying to figure out how best to do that.
[30:21] But for this instance, and then into the future, when we have other instances of discolored water,
[30:28] that just seems right to provide a credit to folks who have water that they can't use.
[30:34] So we'll be bringing that to you at some point in the future.
[30:37] All right. Thank you for the reports.
[30:40] More information is always better and more timely information is good.
[30:43] And so, yes, we are learning our lessons and we're getting on top of it.
[30:47] Unfortunately, we will probably have some more of these events going forward,
[30:50] not necessarily this kind of event, but things happen,
[30:53] and there is still a lot of mineral deposit in our pipes.
[30:56] Correct. So all right, we're moving on to item 10. The consent calendar look to my council first for any need for extended discussion on any of the items 10.1 to 10.8
[31:10] by smerry. I'd like to pull
[31:12] 10.3
[31:18] second reading and adoption of the ordinance
[31:23] I'm sorry, is that right? Yeah, the the purchasing authority is that I go
[31:27] any way from the public wishing to pull an item for more discussion.
[31:34] Seeing that I'll break it back to the council.
[31:36] I'll look for a motion to a doctor.
[31:38] I'd like to pull 10.7.
[31:46] Okay, we have 10.3, 10.7.
[31:48] Look for a motion to adopt the balance of the consent calendar
[31:51] with the exception of 10.3 and 10.
[31:53] Second, which we'll take up afterward.
[31:55] I'll make a motion to adopt the consent.
[32:01] Second, motion in the second to adopt the consent calendar with the exceptions noted.
[32:06] It's Bradley roll call, please.
[32:08] Council member Barric.
[32:10] Council member Spotorado.
[32:12] Council member Diaz.
[32:13] Vice Mayor Dizzy.
[32:14] Yes.
[32:15] Mayor Dizzy.
[32:16] Yes.
[32:16] Yes.
[32:17] Okay,
[32:20] item 10.3, I don't know whose item that is, but I'll turn to you, Mr. McCann, you can have a very brief overview of the item, and then we'll get to the comments or questions by the Vice Mayor and the public.
[32:33] Yes, so this is a second reading of an ordinance that was introduced to amend the provision of the municipal code, providing authority to the city manager for execution of purchasing agreements and various things.
[32:47] contracts.
[32:51] All right, you have any particular questions before I open it to comment?
[32:54] Yes, I want to know if it's a question. It's a request, I guess. I wondered if we don't really
[33:03] currently have that much visibility into spending outside of, you know, the budget and then the
[33:10] financials, which is pretty big. So I wanted to see request if we could get like a quarterly summary
[33:17] of cumulative expenditures by vendor, so that it's there.
[33:23] I know we've got some other reports that come out quarterly
[33:25] or monthly or whatever, but I think that would be helpful
[33:29] to see.
[33:30] That was my request.
[33:32] Ms. McGowan.
[33:33] Yes.
[33:35] So we should be providing quarterly presentations
[33:40] to the council around a variety of things related to the budget,
[33:44] and we will do that.
[33:47] We have been in the past.
[33:48] I don't know that accordingly, but we see a lot of statements.
[33:52] We've got some conflicting policies.
[33:57] We have some language in the municipal code,
[33:59] and then in our financial management policies.
[34:03] We have reports to the council in the past quarterly.
[34:07] Some folks, that was maybe too much.
[34:10] We move that back to every six months or so.
[34:13] I think quarterly is fine.
[34:14] We get into a rhythm that's easy on staff.
[34:16] It's informative to the council.
[34:17] We'll try that and then we can back off if you want us to.
[34:21] Thank you for very fresh my recollection.
[34:22] I would remember we had more frequently.
[34:24] It's a long list and you see a lot of check numbers and amounts.
[34:28] You really, it's not a whole lot of.
[34:30] I think it's mind, I mean, to look at them.
[34:33] Yeah, I think it's good to get everybody up to speed on it.
[34:35] Once you're satisfied, we can back off and make it less frequent if you wish.
[34:40] All right.
[34:41] So I'll look for motion to adopt, or 10.3.
[34:46] I'll make a motion to adopt 10.3.
[34:49] Is there a second?
[34:50] Second.
[34:52] Roll call.
[34:53] Councilmember Barric.
[34:55] Yes.
[34:55] Councilmember Diaz.
[34:56] Yes.
[34:57] Councilmember Spauderottom.
[34:58] Yes.
[34:59] Vice Mayor Dizzy.
[35:00] Mayor Doyne.
[35:01] Yes.
[35:02] And thank you for the comments and request.
[35:04] It'll be awesome to be in consensus on.
[35:07] No go to a 10.7.
[35:08] I'll look to you, Mr. Mackay, to give a brief.
[35:11] Well, is that you, Mr. Mackay, or whoever you want.
[35:13] I'm happy to do it.
[35:14] Thank you.
[35:15] Joe can correct me if I get this wrong, but a couple months ago, April, you all authorized
[35:21] us to go out and purchase and install a dwelling unit, a bit our water treatment facility
[35:29] at Bell Canyon.
[35:30] We've done so.
[35:31] We've purchased the unit and we intend to put it in place.
[35:39] This resolution will authorize us to do that.
[35:43] We have budget already, in fact, the work by our project manager Mario Treverso is reduced
[35:51] to the cost, about $15,000 from what the initial bid was, and so we're in good shape.
[35:59] And if you will authorize this, we expect to have that trailer that we own, brought over
[36:04] an installed person.
[36:07] All right.
[36:08] Questions or comments?
[36:09] Before I open it to comment from the audience, from the public.
[36:11] question. So this is a general question, but related to this. So the bid was for 114,000 and
[36:20] change and then there was a contingency of 28,000 approximately, which puts the total at 142.
[36:27] The staff reports stated that there was no financial impact, but there was a small impact.
[36:32] It's over budget. If you include the contingency, my question is, when we look at relative to
[36:37] are we including the contingencies or are we just including the original
[36:42] bit amount? Actually I don't think there's an increase at all. Joe can maybe
[36:48] walk us through that but we had a contingency we're actually adding to that
[36:55] contingency from some of the savings from a more favorable bid. Joe.
[37:00] Just to clarify the contingency of the the 28,000 that's referenced in the
[37:06] for Port 20,000, 407, that's the overall project contingency, not just for the install.
[37:15] Does that make sense?
[37:16] Yes. Okay.
[37:19] But there's a more general philosophical point to be made there.
[37:26] I guess the point to be made may be not exactly on this one, but the general question would be,
[37:30] so when we ask, is there a fiscal impact?
[37:34] Are we saying, okay, if this goal, for example, it's $100,000, maybe there's $20,000
[37:40] in all that contingency, are we counting the potential for the contingency going over a budget
[37:44] that we have?
[37:45] It's not the case here, but in general, do we count that when we, when we allies, fiscal impact?
[37:50] So I can say that the project has a fiscal impact of $370,000 or so, and some of that includes
[37:59] a contingency.
[38:00] So it's both purchasing it, getting it over here, putting it a propane tank, putting it in
[38:06] some other ancillary things, and then also a contingency, which maybe we're not going
[38:11] to spend.
[38:11] And if we don't, then that goes back into our funds, and if we find that, you know, the conditions
[38:16] are different than we thought, and we have to do a different kind of foundation, or more
[38:20] grading, or we end up saying, I don't know, maybe we need a different roof element, then
[38:25] that's what the contingencies for.
[38:27] That's all within the budget that the Council has already authorized, so this action doesn't increase that at all.
[38:34] All right.
[38:34] Okay.
[38:35] Anyone wishing to comment on this matter?
[38:38] All right.
[38:39] I'll close public comment, bring it back.
[38:42] I'll look for a motion on 10.7.
[38:47] Motion to put 10.7.
[38:50] All right.
[38:50] Motion to adopt 10.7.
[38:52] Is there a second?
[38:53] Second.
[38:54] Motion and second.
[38:55] Thank you.
[38:57] Council Member and Vice Mayor.
[38:59] Mr.
[39:02] Clark.
[39:05] I can't go back for it.
[39:06] Mr. Andrew is Mr. Clark.
[39:07] Mr. Johnson and BDS.
[39:09] Thank you.
[39:10] Yes.
[39:10] Vice Mayor Deesing.
[39:11] Yes.
[39:12] Can't remember a barric.
[39:13] Yes.
[39:13] Can't remember a Spaturado.
[39:14] Yes.
[39:15] Mayor Dory.
[39:16] And I'd just like to again compliment Mario.
[39:19] He's done a really great job on this.
[39:21] It's been an unusually difficult thing.
[39:26] But you stayed with it, and I think his dog illness is going to deliver this thing and actually make it a little bit less expensive than otherwise would have been.
[39:33] So that's great.
[39:34] Yep, thank you for that.
[39:36] As we announced, when we adopted the agenda item 11, the public hearing will not be heard tonight.
[39:41] That will be heard at another time.
[39:43] Hopefully soon, get that matter resolved for some of our local business people waiting to get their storage issues lined up and ready to go.
[39:53] to hold business, 12.1, I'll turn to you, Mr. McCad,
[39:58] to introduce the staff member in the item in general.
[40:01] I think our Director of Community Services
[40:03] is going to present this for us, hello, Ashley.
[40:08] Good evening, Council.
[40:09] Thank you so much for having me tonight.
[40:11] We are back to you with the St. Lina Little League Agreement.
[40:15] And we'll go ahead and just a quick refresher on this agreement
[40:18] and why we're back to you tonight with it.
[40:21] So through the background of it,
[40:22] Obviously, 1966, the original agreement of land least to the Little League to develop the
[40:30] ballfields and implement the Little League program.
[40:34] Going through that timeline, bringing us all the way to this year in January, 2026.
[40:40] This was previously presented.
[40:42] There were some points of concern from Little League board members in the public as well,
[40:47] So staff came back and talks amongst us ourselves
[40:51] and our city attorney to take out a contingency,
[40:55] which we'll talk not a contingency.
[40:58] Sorry, a clause that we'll talk about in a little bit
[41:01] further detail in just a few slides next slide, please.
[41:06] So just recap of our facility use.
[41:08] So literally season is January to June.
[41:11] They're postseason July 1 to July 31,
[41:14] which they do very well.
[41:15] we always plan on that. Our off-season is August 2 December and so at that time city or others
[41:22] approved by city users may schedule programming during this time and this remains open to the community
[41:29] when not scheduled for use for just open use of the field space. Next slide, thank you.
[41:36] So maintenance responsibilities and this is further in the agreement as well but just some highlights
[41:41] from the city so the city does mow that out fields year-round in the infields during the off-season,
[41:47] the irrigation system and the water that goes to that trim, trimming of the trees and managing,
[41:54] and then we also provide space for the St. Helena Little League board meetings at Carnegie
[41:59] and we pay and provide all utilities for the St. Helena Little League fields out at Crane Park.
[42:05] And then St. Helena Little League during their season, they mone maintain those infields,
[42:09] prep the fields for play, any minor irrigation repairs that we have out there, and then managed temporary
[42:17] signage that you see on the outfields out there, and they do definitely a lot more to get ready for
[42:23] that season that you'll see them out there and preseason getting ready for. But next slide, please.
[42:29] So as part of this agreement, we have a steering committee and that consists of St. Little Little
[42:36] representatives as well as our recreation supervisor Kevin McLeod and then our operations manager
[42:42] Carlos Rerebe from Public Works they sit on that committee. They'll meet minimum twice annually
[42:47] if other things do occur that need to be addressed they will meet accordingly but at least twice
[42:53] annually and will be responsible for reviewing and setting the facility standards as a joint committee
[43:01] and then also regular communication
[43:03] and ongoing collaborations
[43:05] between the city and the city and the little league.
[43:08] Next slide.
[43:10] And so this is the term length that we're looking at.
[43:13] And on the next few slides here,
[43:15] I'll kind of go over what was requested to be discussed
[43:20] at the January meeting.
[43:21] So the most recent current agreement
[43:23] since we're not in this 20-year agreement yet
[43:25] is for five years with automatic annual continuations.
[43:30] And so, saying hello to Little League and the city of requesting a 20-year term agreement to be approved.
[43:36] And so, that, again, is to support the St. Helena Little League capital fundraising efforts and just continuity of the programs that have been out on the Little League fields.
[43:45] So, in 2018, the agreement that was in front of us had a 90-day determination notice for any reason.
[43:53] That was previously requested to be removed by St. Helena Little League and we had it kept in there.
[43:58] However, in this agreement you see now, we have removed that clause, so there is no more
[44:06] termination for any reason clause in there, and the city attorney did advice staff of
[44:12] potential risks that could be on the city for that, that's in the staff report as well.
[44:18] However, we acting in good faith was saying a little league as well as the city and our continued
[44:23] partnership have removed that. And the next slide please. And so in the contract this was noted
[44:30] after the agenda was posted that this section 11 in terms was previously in there and was mistakenly
[44:37] removed so that would be looked to be added back in there and that's just with the continuation
[44:43] of this agreement after the 20 years that it will automatically renew unless either party chooses
[44:49] to negotiate, engage in negotiations. So we'll look to add that in there and then just adding
[44:54] inclusive language for softball into a variety of sections, the softball program.
[45:00] The program is alive and well in St. Little Little League, and that was not previously in there. So those are just a couple of the caveats that didn't make it onto this current agreement in front of you, but those are additions I will ask with the city attorney once approved by council. Next slide. Thank you. Hopefully play ball. And I will field any questions at the council as any questions.
[45:25] Any brief clarifying questions before I open it to public comment it's bear it this for Mr. Walsh
[45:34] I just want to understand from a legal perspective. Are you are you
[45:39] recommending
[45:41] Council
[45:42] design this
[45:46] so
[45:48] I would I would say my my position on the on the term hasn't changed from from what it was but ultimately I think
[45:56] staff is comfortable based on the long-term partnership and the desire to work with
[46:03] Italy and the belief that they can work with Italy for a long term, that the risks
[46:07] that I outlined at the last meeting are something that they're willing to accept as
[46:13] a possibility in the city and literally will be able to work together.
[46:19] But I would say, you know, I advised you of the legal risks last time those still exist.
[46:27] I did advise you of what I see in other similar contracts across the state, as and changed.
[46:35] So, you know, my position is the same, but obviously I'm not the only factor in the decision that you make.
[46:41] Thank you. I remember the discussion.
[46:44] There's, all right, let me open it to public comment, receive any if necessary, all right.
[46:55] One item that I want to see clarification on may not be exactly how you intended to say,
[47:02] but there is the ability to terminate the contract on breach, correct?
[47:07] Which is highly unlikely, but maybe I'll go to do you Mr. Walsh first,
[47:12] And then if there's any clarification, that is absolutely correct.
[47:17] In the event of breach by either party, the agreement can be terminated, or it's on
[47:21] the dissolution of Sandley and Lily.
[47:26] All right.
[47:27] Anything else to add to this mix?
[47:30] I'm going to close the public comment, bring it back forward deliberation, any comments or
[47:35] other items to discuss here?
[47:39] If not, I'll look for a motion.
[47:40] I'll make a motion to adopt.
[47:42] Can I jump in with it?
[47:46] Can we make sure that it's clear that we're adding in the section 11,
[47:51] is it my, am I,
[47:52] did I follow correctly?
[47:54] Yeah, so that needs to be added into it.
[47:56] So it's just with the additions that we noted in the staff report.
[48:00] Thank you.
[48:03] Twenty years of renewal unless either party gets noticed one year prior.
[48:09] Correct.
[48:10] Motion to adopt as with the language mayor-doring.
[48:14] Just stated and there was one other. I agree. It's just the inclusive language that we have, but it doesn't do anything with the
[48:22] Contrary. With the inclusive language, please.
[48:26] For softball. For softball.
[48:28] All right.
[48:32] All right, this fair thank you. And there was a second. I'll have a roll call, please.
[48:37] Can't remember.
[48:37] Yes. Can't remember.
[48:39] Yes.
[48:39] Can't remember.
[48:41] Vice Mayor Dees.
[48:42] Yes.
[48:43] Yes. Congratulations and thank you for your service to our community.
[48:46] All right.
[48:47] Thank you.
[48:47] Great job.
[48:49] All right.
[48:50] So we are in the business.
[48:53] Thank you, Ashley.
[48:57] Looks like we can take item 13 fairly quickly before if anybody needs a break.
[49:02] But let's move through this item.
[49:06] This weekend, you can introduce the staff member to bring this up and we'll go from there.
[49:13] Andrew, are you presenting this?
[49:15] Perfect.
[49:17] All right.
[49:17] Please do so.
[49:18] So this is a resolution to approve a new member to the Active Transportation and Sustainability Commission for a term that is currently vacant.
[49:30] It would expire June 30th, 2027.
[49:34] There would still be two additional alternate positions expiring on June 30th, 2028.
[49:40] The candidate is Antoinette Freeman.
[49:43] She does live outside of the area in England.
[49:45] It has strong ties to St. Helena.
[49:49] And also sustainability.
[49:51] She actually had worked as an intern for the city year
[49:56] and half two years ago as well.
[49:58] And performed well with the sustainability factor
[50:02] and has continued that type of a role in her future endeavors
[50:07] as well. And the rules with participating within the ATSC do allow for the Council to approve
[50:17] someone who does not live in the city to be on the committee. That is all.
[50:24] All right. Thank you, Mr. Bradley. Any initial questions? Mr. Bradley, that's staff.
[50:31] See, now I open it to public comment and he comment on this item, I'll bring it back to the council.
[50:42] Any, any other comments before I, I'm going to make a motion here, but are we, are we granting the exception for this role?
[50:53] Or is that something we need to it at hot case by case it's case by case. Okay
[51:02] I've gotten to know I had to add over the years. She's worked here
[51:05] I've grown across her in Calestoga. She worked in Calestoga really even though she is out of our
[51:10] Community she's close enough. She's she's an exceptional person. She's very highly qualified
[51:16] She has a deep interest in the exact subject matter that she's being appointed to a fill space
[51:22] I think we're lucky to have her, and so I will make the motion to prove her application and approve the exception to our policy.
[51:37] She lives outside her jurisdiction, making an exception on this in this one case.
[51:41] So there's the motion, not very articulate, but you can get my drift.
[51:45] Second, I will second.
[51:47] All right.
[51:47] All right, any further discussion?
[51:51] And I'll look for roll call, please.
[51:53] Mayor Dory.
[51:56] Yes.
[51:57] Councillor Mubarak.
[51:58] Yes.
[51:59] Councillor Mubarak.
[52:00] Yes.
[52:03] Vice Mayor Dysink.
[52:04] Yes.
[52:06] Thank you.
[52:07] The flight delay there.
[52:08] I'm so used to voting last, which I love.
[52:12] I thought, for I don't know.
[52:13] I have to vote.
[52:13] Thank you for that support.
[52:15] All right.
[52:15] And welcome aboard.
[52:16] at Antoinette Freeman and others in the community looking for a place to do public service.
[52:22] There are a lot of committees where we have openings as was announced by the clerks.
[52:26] So please do check those out and anybody wants to talk to me about any of those positions
[52:30] I'd be happy to talk to you or any of our other council members who have served on those commissions
[52:34] in the past.
[52:36] All right.
[52:38] We are now on to exciting times 13.2.
[52:43] Yes, we are.
[52:44] So this is the annual comprehensive financial report and independent auditors report of internal
[52:52] controls over our financial reporting.
[52:56] So this is an important presentation and a really important document.
[53:05] The city publishes the annual report each year in order to disclose and share financial
[53:14] information, as well as to comply with a number of state and federal requirements and
[53:20] and covenants that are included in our bonds, and we might be issuing.
[53:25] We're typically finished with the audit and its reports.
[53:32] By the end of the year, January February is usually when it's all wrapped up and we bring a report
[53:38] to Council. This is July, so we're later than our normal time.
[53:43] That delay is due to a number of factors.
[53:48] Part of it is that we have a different auditing team this year, which is good.
[53:54] It's best practice to change your auditor from time to time.
[53:59] The downside though is that we have some maybe just rough passes of the baton,
[54:07] a little bit of learning for both sides and so it tends to delay the delivery, which is exactly
[54:14] what has occurred this year. I would expect that in future years would be back on our normal
[54:19] cycle and have a report to you all at the beginning of the year. The annual comprehensive financial
[54:26] report is available on our website so anybody can take a look at it. It's accessed through a link
[54:34] In the staff report or you can go right to the website. It has about 185 pages or so, so there's tons of information for folks to check out and learn about their city.
[54:45] What's important to me, a variety of things are, but one of the things that's important is that the independent auditoriums report on internal control over financial reporting.
[54:58] Disclose that there were no instances of significant deficiency or material weakness at all.
[55:08] They also found that there was one instance of non-compliance with some provisions of the compliance related to major federal programs.
[55:21] That relates to filing a form or filing the form that is necessary with the federal audit
[55:30] clearinghouse.
[55:31] We filed that form a few months later than normal.
[55:37] But what one wants to find when looking through an audit is that issue of any significant
[55:45] deficiencies or material weaknesses, because that goes directly to our controls or internal
[55:51] controls are reporting, are accounting, and what are independent auditor-found in their work is
[55:59] good that we have no significant efficiencies or material weaknesses.
[56:04] We should be buoyed by that and we should congratulate the good work of our administrative
[56:09] services director and treasurer who is here to introduce the site and introduce folks from
[56:16] the audit team.
[56:18] Yeah, thank you very much, that's the manager me can. So I'm going to turn it over now to
[56:23] Adi Harshwell from Harshwell and Associates. They are our new auditing firm for this
[56:28] Professional year 2025. Thank you.
[56:33] Good evening, everybody. This is Adi Harshwell. I'm one of the partners in Harshwell and company.
[56:41] I'll go ahead and share my screen and go through a quick PowerPoint presentation
[56:46] and you get from there.
[57:05] Is my screen visible? Yes, it is. Okay. Perfect.
[57:19] So it's a
[57:20] proper presentation where we talk about the audit results and go to a few of the
[57:27] financial statement analysis. As it was earlier mentioned,
[57:35] it is an unmodified
[57:36] opinion, it's a clean opinion. There were no material weaknesses identified in the
[57:44] environmental concerns, no significant deficiencies, federal awards, it's an unmodified opinion,
[57:52] no material weaknesses identified and no significant deficiencies reported. I also want to add
[57:59] that we have received full cooperation from the administration and full support during the
[58:09] audit process.
[58:10] We experienced no issues during the transition and during the audit process itself.
[58:22] Here we talk about the statement of net positions.
[58:25] it compares the 2024 and 2025 financial so you can see the trends. As you can see the net position has increased from
[58:40] 96 million to 100 million.
[58:53] In this analysis we separate the net investment in capital assets,
[58:59] the restricted funds and understricted funds and to see the trends and how it is
[59:05] bi-fogated between the restricted and understricted funds.
[59:18] Here we talk about the program
[59:20] venues, the general revenues and expenses and doing a comparison again with the 24
[59:26] financials with 25.
[59:32] As you can note here, the changes in net position
[59:37] compared to fiscal year 24 has gone down, and the reasons are further explained in the audit report itself.
[59:50] If you want me to identify it's on page number 8 of the audit report.
[1:00:00] Don't mind, I could share that quickly.
[1:00:06] So here are the three reasons why there is a change in the net balances.
[1:00:20] And this is on page number eight.
[1:00:39] In this slide, we specifically focus on the governmental activities and try to look at how we are doing here.
[1:00:50] And as you can see, the change in net position is mainly focused on the governmental activities as also highlighted in the audit report.
[1:01:08] In this slide, we specifically look at the business type activities, and this has been fairly stable.
[1:01:15] And as you can see, the changes in net position is very similar to fiscal year 24.
[1:01:27] If there are any questions, I'm happy to address them.
[1:01:33] And as it was previously mentioned,
[1:01:39] there was some delays during the transition.
[1:01:42] And that is understandable, but we are fairly confident that the next fiscal year audit for 96,
[1:01:51] we would be, we would start in time and make sure that we're efficient in
[1:02:02] time.
[1:02:02] I'll put it to public comment, right public comment.
[1:02:18] Gary Rose, and I just want to mention that he mentioned no significant deficiencies,
[1:02:23] but on the PowerPoint presentation for the second heading, it actually showed significant deficiencies.
[1:02:34] So at this just a point, I think it's a mistake.
[1:02:39] I noted that also, I was going to ask a question.
[1:02:41] You can see it right in the staff report.
[1:02:42] There's two conflicting statements there, Ms. Kellogg.
[1:02:46] Yeah, I can clarify that.
[1:02:47] There was one significant deficiency identified
[1:02:50] under the Federal Award section for noncompliance
[1:02:53] because the single audit was not submitted
[1:02:56] within seven months of the close of the fiscal year.
[1:03:00] And we did get that submitted recently.
[1:03:02] This is the first year that we've actually been late
[1:03:05] with the reporting of the single audit and part of it
[1:03:08] had to do with the transition that we experienced
[1:03:10] and also some staffing shortages that we had during fiscal year 25.
[1:03:15] But we do have protocols in place to ensure that they'll be submitted on time in future
[1:03:19] years.
[1:03:20] All right.
[1:03:20] Thank you, Mr. Rose, for pointing that out.
[1:03:22] I did note that also.
[1:03:23] Any other questions or comments from my colleagues?
[1:03:28] What is the proper motion to be made here, accept?
[1:03:31] It's a receive and file, yes.
[1:03:33] Review and file.
[1:03:34] No motion necessary.
[1:03:42] Anything I need to know?
[1:03:44] Any other questions or comments?
[1:03:47] Vice Mayor?
[1:03:48] Yeah, I would ask a couple of questions.
[1:03:50] You know, the sales tax was down in 2425.
[1:03:54] Do we know where we are this year?
[1:03:58] I mean, it's sort of, yeah, that's what I gave me first question.
[1:04:03] Yeah, so it is trending better this year than what it was compared to in fiscal year 25.
[1:04:08] are initial projections that we had the beginning of fiscal year
[1:04:12] 26 were fairly low, and then when we brought our mid-year report to Council,
[1:04:18] there was actually some adjustments to increase the original projections
[1:04:21] because it is trending higher than what was originally anticipated.
[1:04:25] We haven't received all of fiscal year 26 yet.
[1:04:28] It's about two months behind, so we won't actually receive the full year until about the third week of August.
[1:04:35] And I mean, it's hard not to notice right the revenues here and the expenses here and I don't well.
[1:04:48] So I know we've got a tax measure that will be on the ballot.
[1:04:52] Are we thinking about those in other ways?
[1:04:55] Is that something we should discuss when we have a study session?
[1:04:59] Or should we be thinking about economic development in more robust, whether it's a citizens
[1:05:06] committee or something, or how are we just thinking about the future beyond the sales tax
[1:05:13] measure, which I do recognize?
[1:05:17] Do you want to take this, Andrew?
[1:05:23] That's a good observation.
[1:05:29] And it's not one that is new.
[1:05:30] It's one that the Council and previous Councils have discussed for years.
[1:05:35] We do have an imbalance in our budget.
[1:05:39] And the Council has taken as recognized that and taken action to place a measure that would address that by raising some two million dollars.
[1:05:47] In addition to that, though, there are opportunities for us to make our service more efficient.
[1:05:55] The Blackburg report is identified a number of those, and then you're correct.
[1:05:59] There's also a role for economic development, both renovation of older properties, obsolete buildings,
[1:06:06] and then consideration of new development.
[1:06:08] There are new development proposals that are active in the planning department.
[1:06:14] and they'll be before this city council I would expect in coming months and you have an opportunity
[1:06:19] then to take action on those and so it's really a combination of things one addressing the
[1:06:25] imbalance presumably our voters understand that and will support us in that later this year
[1:06:34] and then capturing those things the Black Berger has identified and other items that staff
[1:06:41] as we'll bring this forward.
[1:06:43] We'll be looking at the currently adopted budget,
[1:06:48] later this year in fall, and you'll have an opportunity to react to
[1:06:54] recommendations from staff for adjustments to that.
[1:06:57] And we'll bring ideas about budget savings and ideas for new initiatives as well.
[1:07:04] I'm going to keep going on that.
[1:07:06] Well, well, I've let this go a little bit,
[1:07:10] but that's really not quite the subject matter that we're addressing.
[1:07:16] It's an annual odd.
[1:07:17] I mean, it's a close call for them.
[1:07:18] But if we go too far, I feel in terms of talking about the policies
[1:07:21] going forward, we're really going a little bit outside of the scope
[1:07:25] of the hearing, let's say you Mr. Walsh.
[1:07:27] I don't want to be hard on this, but I don't want to have an extended discussion
[1:07:31] there.
[1:07:32] I think so.
[1:07:32] I mean, I think it's fine for Mr. McCann to kind of say these
[1:07:35] or things were going to take forward in the future,
[1:07:38] but getting into extended conversation about it is not really appropriate.
[1:07:44] What do you think about your next question?
[1:07:45] Will it fall in that or not?
[1:07:46] It is.
[1:07:47] I'm okay with this.
[1:07:47] Okay.
[1:07:48] I guess I never, when do we get to discuss that?
[1:07:52] I guess that's my question.
[1:07:55] I thought we were like waiting for the audit, but we can't discuss that.
[1:07:57] Well, the audit is an important piece.
[1:08:01] It provides information about the last year, the last two years, and also more than
[1:08:08] anything kind of confirms what we've already been talking about.
[1:08:11] And so it confirms the statements that have been provided.
[1:08:14] It confirms the imbalance that we see confirms our practices, which is good.
[1:08:20] So that gives everybody a common playing field of common foundation to start from.
[1:08:27] We can then build upon that knowledge and that certainty as we look forward and we'll be doing
[1:08:34] that in conjunction with budgeting, and I presume other discussions, as we discussed earlier
[1:08:42] about our plans for Blackberg having a steady session, we can identify what we want to
[1:08:47] talk about there.
[1:08:48] There's no doubt that there's a need to have a broader discussion, Council-led about strategic
[1:08:53] planning, and where we want to go, how we want to address those things that Mr. Gowering
[1:08:57] is correct.
[1:08:58] That's probably for another agenda item than this one.
[1:09:01] I have one question.
[1:09:03] It's better.
[1:09:04] And it's around the expense revenue gap.
[1:09:08] I was surprised.
[1:09:09] I know we've had a gap for a number of years.
[1:09:14] Maybe even a decade.
[1:09:16] But I was surprised with the percentage gap.
[1:09:19] 11% growth in expenses and 0.3% or something around there.
[1:09:25] of growth and revenues, is that cause for concern,
[1:09:29] a harbinger of what's coming because in the previous
[1:09:34] calculations, I don't know, in the finance committee,
[1:09:38] we've talked about it maybe because we've aggregated it.
[1:09:41] It's about a 2% gap.
[1:09:46] So it just had popped out, and I think Vice-Marie D.C.
[1:09:51] alluded to it, but just doing the math.
[1:09:56] that's significant. Do you have any comments on on why is it a one-time item with expenses
[1:10:07] or just the cost of doing business? You could say some of it is one-time items but the majority
[1:10:14] of it is the cost of doing business. We've seen a huge increase over the past couple of years
[1:10:19] and our health care costs are property insurance liability insurance as well as workers
[1:10:25] and those are going to be steady increases that we're seeing moving into future years as well.
[1:10:31] But we do also have hired some higher contract costs because of projects that we're moving forward.
[1:10:38] And those won't necessarily continue at the same rate that they did in that particular year.
[1:10:44] Okay. Thank you. Other comments or questions from my colleagues?
[1:10:52] All right, receiving file, correct, no motion necessary, correct, let's, okay, we will receive
[1:10:59] and file it.
[1:11:01] And thank you to our new audit team.
[1:11:03] We look forward to work with you next year, Mandy, thank you very much for all your work
[1:11:08] on this.
[1:11:10] And I'll violate my own rule and say maybe the early fall or early, our late summer for a
[1:11:21] and we have some issues to sort through more information better.
[1:11:26] So obviously that's dependent on staff capacity
[1:11:28] and another number of issues that I recognize.
[1:11:32] Yes. Okay, got you.
[1:11:33] Thank you. All right. Thank you for that report.
[1:11:36] Thank you, Star, for being here.
[1:11:38] Welcome to St. Alene, we'll look forward to seeing you next year.
[1:11:42] Absolutely, and we'll definitely be on time.
[1:11:44] Thank you.
[1:11:46] All right, on the 13, anybody need to take a quick break?
[1:11:50] you all ready to keep going five minute break. Okay, we'll do that. We'll come back at seven, 17.
[1:18:48] All right, we're going to reconvene our meeting and go on to item 13.3.
[1:18:55] I'll give, I'll give the public a few seconds to come to order.
[1:19:13] All right.
[1:19:15] It's the Bradley were ready to go. Everybody ready to go? All right.
[1:19:18] Yes. We're on to item 13.3.
[1:19:22] It's okay. Great. Thank you, Council. And hello, Gary. Good to see you.
[1:19:29] Hi, good to see you, John. This item is a request to authorize the execution of a professional
[1:19:37] services agreement with Bob Murray and Associates to lead our recruitment efforts for the city to find
[1:19:46] permanent city manager.
[1:19:52] We had some conversation about this earlier this year and we moved
[1:19:57] forward with seeking proposals from firms that are involved in this type of recruitment effort.
[1:20:04] We got, well, half a dozen, seven different proposals and the council had set up a subcommittee
[1:20:12] of the Vice Mayor and Council Member Barric to work with me to look through those proposals
[1:20:18] and to recommend a preferred firm.
[1:20:23] We isolated three firms that we thought stood out from the group of seven and we ultimately
[1:20:29] interviewed two firms, one firm dropped out due to a potential conflict of interests.
[1:20:37] And we selected Bob Murray and Associates to perform this work for us, Gary Phillips,
[1:20:46] who's here joining us was, say, instrumental in that decision, his presentation and just
[1:20:54] response to questions and flexibility that he demonstrated in sort of the unique,
[1:21:05] maybe
[1:21:05] Council had an interest that really seemed to be a good match for us.
[1:21:12] So the subcommittee has recommended that we move forward with Bob Murray and Associates.
[1:21:17] I asked Gary if he could join us.
[1:21:20] He's had a busy day.
[1:21:21] I think he was doing his recruitment thing and working with another body here in the Bay Area
[1:21:26] earlier today.
[1:21:28] So he is joining us after a long day.
[1:21:30] So appreciate that.
[1:21:33] The proposal is attached so you can see all of the various tasks and ideas that Gary would provide.
[1:21:42] And what I can tell you is that I've worked with Gary and a number of other firms over the years and I've enjoyed working with Gary.
[1:21:48] And I think he's done a very good job in those different searches that I have been involved in with him.
[1:21:54] And so I have great confidence in his firm, and I think you could do a good job for us,
[1:21:58] and I think the proposal outlines that.
[1:22:02] I know there are a couple of questions, perhaps, from you all about the proposal, I'd
[1:22:08] be happy to answer those, or probably more appropriately, for Mr. Phillips to do so.
[1:22:15] All right.
[1:22:15] Thank you, Mr. McCann, any initial clarifying questions from Mr. McCann and Mr. Phillips.
[1:22:20] Let me open it for public comment.
[1:22:23] Anyone wishing to make comment on this item?
[1:22:28] All right.
[1:22:29] I'll close public comment and bring it back to our council.
[1:22:33] First, I'll look to the members of the subcommittee.
[1:22:36] Asked it, passed you to provide any inside our comments or thoughts about the matter.
[1:22:43] Other than what has been said, either one of you.
[1:22:50] If not, that's fine.
[1:22:50] We live here.
[1:22:51] You're both recommending that we approve this contract, correct?
[1:22:54] Okay, any reservations?
[1:22:56] No, okay.
[1:22:57] Well, yeah.
[1:22:58] Why is there a really nice conversation
[1:23:00] with Gary, Mr. Gary Phillips, Mr. Phillips?
[1:23:04] And so I think we fell, felt comfortable
[1:23:06] after the conversation, so thank you for that.
[1:23:09] We felt good about it.
[1:23:10] We did speak.
[1:23:12] I think a reasonable length about some things
[1:23:16] that we would, you know,
[1:23:17] that might have been a little bit different
[1:23:18] that's in the standard proposal,
[1:23:21] right that is still attached to the contract.
[1:23:24] And so I would really love, we sort of spoke about, you know, opening things up beyond just the usual city manager role effects and really focusing on these leadership qualities and recruitment that actively reaches beyond the traditional city manager pool.
[1:23:43] Well, I think one request we had, which we may have actually spoken with after we got off the phone,
[1:23:47] what was the ability to see all of the resume, or the applicants, you know, of course the finalist recommended,
[1:23:53] but even just being able to access those who maybe were qualified, but not necessarily making the top list and then not qualified.
[1:24:02] So I'd love to see that maybe in an updated proposal just so we all, the way it reads now as it's a contract.
[1:24:11] but doesn't reflect that conversation and then I have one other comment.
[1:24:18] Well, you want to start with that.
[1:24:20] Is that doable? Can we update the proposal?
[1:24:25] So is that to me, or to Jim?
[1:24:29] To me, the disaster, yes, yes.
[1:24:31] If the council wishes to add some provisions or make something more clear,
[1:24:36] we can certainly do that, so you can approve this with modifications, so long as Mr. Phillips
[1:24:44] is understands that and is comfortable accepting those.
[1:24:48] So, if I can speak to that road quickly, Council, and Jim, this is really not deviating
[1:24:55] from what we normally do, so I'm very comfortable explicitly adding that language, but for
[1:25:04] to look outside, you know, the traditional markets, we do that all the time, so that's not that unique.
[1:25:12] It really, you know, my clients often will give a criteria like that to say, we're open to these non-traditional candidates.
[1:25:19] And we'll make sure that we do a broad nationwide recruitment and do targeted outreach to other markets for sure.
[1:25:28] And as far as making sure that you folks counsel good chance to see everybody that's standard operating procedure for me
[1:25:35] So that's that's not unique so but we can make sure that language is in the contract. Yeah, that would be great
[1:25:41] I think it lists like
[1:25:43] All the places that will be marketed to and they're pretty specific to right city to city managers
[1:25:49] I have what can you cut me off if I'm off topic here?
[1:26:01] I've heard some comments about the timeline on all of this because we are getting to
[1:26:07] election season and I know that this puts the selection right about at the election.
[1:26:14] So if it's possible to talk about now, I think it's something that we should be considering
[1:26:19] and I don't know. I've actually seen on the social media that the folks in a nearby town
[1:26:24] are already with the have already begun a recruitment are calling for the next council to make
[1:26:29] the decision. I see how it could be difficult and I don't know how candidates could be kept
[1:26:37] abreast and able to make a decision once they're seated, but I do think it's something we're talking
[1:26:43] about at some time, at some time.
[1:26:49] Mr. Mayor, I would say I think, yeah, though, that is out there for sure.
[1:26:55] I think we need to start the process on recruitment though. We can't lose any time.
[1:27:00] There, this can be a long process.
[1:27:03] This city reputationally, et cetera, in our position,
[1:27:08] we might find that we need longer than say a traditional city that doesn't have our
[1:27:16] uniqueness. So that would be me, but I think when we get closer, we should have a robust
[1:27:24] conversation about details. I have something to add as well. So I think we should also
[1:27:31] take into consideration, and maybe I miss this, but Mr. McKinsey's term here, how long
[1:27:37] that is, and when we don't have someone. If that is an instance of how much he's offered
[1:27:43] is time. I don't know about that, but that should be a pretty formal consideration for that
[1:27:49] timeline. And with that, I do agree that we need to start now to get going, especially for exploring
[1:27:55] above and beyond the normal range of candidates. I think that takes a little extra time, too,
[1:28:01] to get comfortable with whatever new skill sets are being assessed at that point in time.
[1:28:10] I don't doubt that we just are now, and I'm excited to work with Mr. Phillips. I just wanted to
[1:28:15] bring these things up while we could, but I also want to make the point that I do, I wish Mr.
[1:28:20] McCann would stay with us forever, but I know that that's not true and not possible.
[1:28:25] But I don't know if I think that should be a part of the timeline because I think the bigger
[1:28:30] decision is more important than possibly being without Mr. McCann for and someone else in this
[1:28:38] place for too much, I think that we have people who could step up and are training to be
[1:28:42] managers who might do that. I think Mr. McKinnon is in it to win it here until we
[1:28:51] get somebody else, but I'll let him speak for himself.
[1:28:58] Maybe I don't know the
[1:28:59] support we're not going to have to fill it for you way in on this. There are obviously a
[1:29:02] lot of moving parts. We don't know a lot right now. We don't really have a lot of
[1:29:05] input. We have competing cities as it gets closer to say a month and a half
[1:29:10] much, from now, we're going to know more about the market for Napa, particularly Stalena,
[1:29:20] in the county, obviously challenging in many ways, but I think it's a good point. I think
[1:29:25] there's all kinds of variables involved. I think, for example, speaking for myself, I understand
[1:29:31] the need for somebody who's going to be working with a city manager to have input. On the other
[1:29:36] And I do offer a fair amount of experience having worked with hate city managers or the life of 18 years.
[1:29:43] Having been involved in all of those processes.
[1:29:46] So there's some experience value there that I could add.
[1:29:49] Want to work through the team and see that.
[1:29:52] I think it is important for folks who are going to be on the city council,
[1:29:55] particularly the next mayor, to be highly comfortable with their.
[1:30:00] City manager, because he spent a lot of time, more time that I ever wanted to spend, but I spent a lot of time with the city managers that we've had. So there is given take. I would hate to miss an opportunity because we decided, oh, we're going to wait. If somebody came, it was just really outstanding. And we've already made the commitment, no, we're not going to make that decision. So we're going to have to play it by ear to a certain degree, but keep that in mind for sure and make our best judgment call as the issues arise. I think that's the best case in our effort.
[1:30:30] I agree with that. Anything else before I look for motion to approve this contract with the slight changes. I don't even know we need to make an amendment there, but very slight changes are commitment to go outside the box a little bit more.
[1:30:48] I would just make a motion to approve the contract with the recommended clarifying changes to the scope.
[1:30:56] All right.
[1:30:57] That's the motion that we're looking for.
[1:30:59] So when it can say it's so moving, we'll get there.
[1:31:00] Did you open public comment?
[1:31:02] I did.
[1:31:03] Miss that.
[1:31:05] I'll make a motion to accept the contract with the modifications that were discussed.
[1:31:14] Second.
[1:31:16] Any more discussion from my colleagues?
[1:31:18] Anything else to add, Mr. Phillips?
[1:31:21] I don't think so.
[1:31:22] I appreciate your approach to moving forward.
[1:31:26] There's a lot of different ways that we can, as we get closer to the election time
[1:31:31] decide how we want to address the different options of working with the current council,
[1:31:38] working with the future council or working with the candidates for council once we know
[1:31:43] where those are.
[1:31:44] There's a lot of different ways we can incorporate that moving forward.
[1:31:48] All right, thank you for the flexibility there.
[1:31:51] Yeah, absolutely.
[1:31:52] It's probably there's a motion in the second.
[1:31:55] Councillor of America, yes.
[1:31:57] Councillor member Diaz?
[1:31:58] Yes.
[1:31:59] Councillor Member Spotorado?
[1:32:00] Yes.
[1:32:00] Vice Mayor Dizzy?
[1:32:02] Mayor Doing?
[1:32:03] Yes.
[1:32:03] All right. There may be need for some input to Mr. Phillips as we move along.
[1:32:13] We have a subcommittee of two council members that help to make this
[1:32:18] election. It would be helpful if we could rely on those that that subcommittee to be available
[1:32:23] to provide some input to Gary as we move along most of I can, you know, send the initial
[1:32:28] brochure design and some of those things that that will come to council but it's good to have some
[1:32:33] initiative. Yeah, I think the subcommittee will continue for the duration. Good Mr. Barrack is looking
[1:32:38] forward to it. He's he's got that look on his.
[1:32:44] You have been you have been so selected. All right,
[1:32:49] where I think I think that is a good idea if anyone has issues on that will make a adjustment.
[1:32:55] But did they ask you any?
[1:32:57] No, I'm going to look forward to working with you all.
[1:32:59] Thank you.
[1:33:00] Bye.
[1:33:01] Thanks everybody.
[1:33:03] All right.
[1:33:05] We're on the item 14 City Council reports.
[1:33:09] Anyone with a need for a burning need for making a report?
[1:33:16] I have a report more in the written form, I think, and BTA is graciously given us some items
[1:33:23] that we can deliver to you digitally, and I have forgotten to do that this week.
[1:33:27] I was distracted with a couple of things last couple of weeks, so I'll make that send that
[1:33:31] out to you all, so you know what's going on at NBTA.
[1:33:34] Anything else from my colleagues?
[1:33:35] Maybe just, since maybe a word on finance committee, upcoming agenda, we're busy and thank
[1:33:45] you, Erica, I feel your pain along with everybody else, I'm trying to find a date for
[1:33:52] the next finance committee.
[1:33:53] We're trying to have it as soon as practicable, where the entire finance committee is
[1:34:00] as long as well as myself, the mayor, and Jim, to discuss the subcommittee, the class
[1:34:10] income subcommittee, draft and our our collective responses to that draft. So that's coming
[1:34:20] and the expectation is after we have dialogue through that process, we should be getting the
[1:34:29] Next up is to get a finance committee report.
[1:34:32] The council.
[1:34:34] All right.
[1:34:35] Thank you for that, Ms. Barrett.
[1:34:37] Looks like we are ready to adjourn.
[1:34:40] Their click, are we ready to adjourn?
[1:34:42] Then this meeting is adjourned.
[1:34:43] Have a good night, everybody.
[1:34:44] Thank you for being here.
[1:34:45] Thank you for your participation.