City Council Special Meeting - Budget Study Session
Special MeetingCalistoga, CA · May 7, 2020
Agenda
Mayor Chris Canning
Vice Mayor Michael Dunsford
Councilmember Gary Kraus
Councilmember Irais Lopez-Ortega
Councilmember Donald Williams
AGENDA
SPECIAL MEETING NOTICE AND AGENDA
BUDGET STUDY SESSION
Thursday, May 7, 2020 – 12:00 PM
Calistoga Community Center
1307 Washington Street, Calistoga, CA 94515
* COVID-19 NOTICE *
THIS MEETING WILL BE CONDUCTED PURSUANT TO THE PROVISIONS OF THE GOVERNOR’S
EXECUTIVE ORDERS N-29-20 AND N-25-20, WHICH SUSPEND CERTAIN REQUIREMENTS OF THE
BROWN ACT, AND PURSUANT TO THE MARCH 18, APRIL 2 AND APRIL 22, 2020 ORDERS OF THE
HEALTH OFFICER OF NAPA COUNTY, WHICH PERMIT THE CITY TO CONDUCT ESSENTIAL BUSINESS
AND IS PERMITTED UNDER THE ORDERS AS AN ESSENTIAL GOVERNMENTAL FUNCTION
City Councilmembers and staff essential to this meeting will be present at the meeting or may teleconference
into the meeting and the meeting location will be set up to comply with the social distancing requirements,
maintaining at least six feet between individuals.
In order to minimize the spread of the COVID-19 virus, please do the following:
1. People at high risk of severe illness from the novel coronavirus (COVID-19) and people who are sick
are urged to stay in their residence. If you choose to attend the Council meeting in person, you will be
required to maintain appropriate social distancing, i.e., maintain a six-foot distance between yourself
and other individuals. Public attendance at the meeting location will be limited to comply with the social
distancing requirements and are encouraged to wear face coverings.
2. You are strongly encouraged to observe the meeting live on Channel 28 or on the City’s YouTube
channel at www.youtube.com/cityofcalistoga. If you are unable to attend or miss the live broadcast, the
meeting video will be available on the City YouTube channel immediately following the meeting and will
be uploaded to the city website www.ci.calistoga.ca.us by 3:00 p.m. on Friday, May 8, 2020.
3. If you choose to view the meeting remotely and wish to make a comment on a specific agenda item,
please submit your comment, limited to 250 words or less, via email to the City Clerk at
kgranucci@ci.calistoga.ca.us. The comment will only be read for a maximum of three minutes, or as
determined by the Chair. If a comment is received after the agenda item is heard but before the close of
the meeting, the comment will still be included as a part of the record of the meeting but will not be read
into the record. Every effort will be made to read your comment into the record, but some comments
may not be read due to time limitations, as determined by the Chair.
The City of Calistoga thanks you in advance for taking all precautions to prevent spreading the COVID-19
virus.
Note: The format of this meeting may be altered or the meeting may be canceled if needed. You may check on
the status of the meeting by visiting the City website at www.ci.calistoga.ca.us for any updates.
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NOTICE IS HEREBY GIVEN, pursuant to Government Code §54956, a Special Meeting of the
Calistoga City Council is hereby called.
Page
A. CALL TO ORDER – ROLL CALL – SALUTE TO THE FLAG
B. ORAL COMMUNICATION
This is a Special Meeting, pursuant to provisions of the Government Code §54957, this is the time provided
for members of the public to address the City Council regarding matters of municipal concern for the item
listed on this agenda (maximum of three minutes per speaker).
C. GENERAL GOVERNMENT
1. Discussion regarding the Fiscal Year 2020-21 Budget 3 - 158
City Manager overview and Administrative Services Director
presentation followed by review of individual department budgets and
other budget funds and discussion of next steps.
Staff Report and Attachments
D. ADJOURNMENT
APPROVED:
_________________________
Chris Canning, Mayor
AMERICANS WITH DISABILITIES ACT: The City can provide special assistance for persons with disabilities
to participate in public meetings. Wheelchair access to the Council Chambers and speaker’s microphone is
available to all persons. To make a request for disability-related modification or accommodation (e.g., an
assistive listening device), please contact the City Clerk at kgranucci@ci.calistoga.ca.us or 942-2807. If you
need assistance or accommodation, please provide notice at least 48 hours prior to the meeting. For TTY/
Speech-to-Speech users, dial 7-1-1 for the California Relay Service, offering free text-to-speech, speech-to-
speech, and Spanish-language services 24 hours a day, 7 days a week.
POSTING: I declare a copy of this agenda was posted at City Hall, 1232 Washington Street, Calistoga, among
other locations in the city limits of Calistoga, on May 4, 2020 by 12:00 p.m.
_____________________________
Kendall Rose Granucci, City Clerk
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CITY OF CALISTOGA
STAFF REPORT
TO: Honorable Mayor and City Council
FROM: Gloria Leon, Administrative Services Director
DATE: May 7, 2020
SUBJECT: Discussion regarding Draft Fiscal Year 2020-21 Budget
Approved by:
Michael Kirn, City Manager
DESCRIPTION
Council discussion regarding the Draft Fiscal Year 2020-21 Budget.
RECOMMENDATION
Provide feedback and direction to staff.
BACKGROUND
In June 2019, the Fiscal Year 2019-20 Budget was presented to and adopted by the City
Council. In February 2020, a Mid-Year Financial Update was presented to the Council. At
that time, several budget adjustments were brought forward and adopted.
In March 2020 COVID-19, an external factor entered our lives and is having a
recessionary impact on the community and the nation and we do not have a source of
economic stability. COVID-19 is now serving as a starting point for the final developments
of the Fiscal Year 2019-20 Budget and the forecast of the Draft Fiscal Year 2020-21
Budget.
The Forecast assumes the ‘shelter-at-home’ will continue until the end of May, and some
form of social distancing will continue, and consumers will be cautious about spending
and travel for the rest of year. As consumers practice social distancing, most of the City’s
dining, entertainment, shopping, hotels are closed and service workers have been laid
off, are sick or are staying home.
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This budget workshop is to provide the City Council with the opportunity to review the
proposed Fiscal Year 2020-21 Budget and provide input to staff as to any recommended
changes or adjustments.
On May 5,2020, individual councilmember budget requests for Fiscal Year 2020-21 were
brought forward. Further discussion on these items will take place at this workshop today.
DISCUSSION
During today’s workshop we will be discussing the individual departmental budgets and
operating and capital. Following a brief introduction by the City Manager, the
Administrative Services Director will give a brief overview of the budget expenditures and
revenues. This will be followed by an overview by each Department/Division head on the
status of the department. The Council then will be asked to give input.
As we move forward into the new fiscal year it is important to remember the complete
impacts of COVID-19 are still unknown. We have received information from Visit Napa
Valley, and their forecast on Transient Occupancy Tax (TOT) revenues. They are
forecasting an overall 67% decline in TOT through June 2021. They forecast $0 for the
months of May and June. For the months of July through September they are projecting
10% of revenues received in 2019. By the 2nd quarter of the fiscal year Napa Valley
Tourism is projecting 20% of revenues received in 2019. By the beginning of January
2021 TOT will pick up and they are forecasting TOT at 75% by June 2021. When
presented a list of leisure and personal activities and asked to select the first things they
were going to do when shelter-at-home restrictions are lifted, 22.5% said taking a trip
would be among their top 5. Taking a trip comes behind dining out and hangouts with
friends, grooming services and shopping in a retail store; it beat going out on a date or to
the gym.
On April 29th, the City Manager and the Administrative Services Director met with Hdl,
sales tax consultants for the City. They also agreed that travel and spending habits will
change. The State has allowed business owners a 90-day deferral program to pay their
sales tax. This could mean a possible $220,000 cash flow delay for the City. The $220,000
would move from the first quarter in 2020 to the 2nd quarter in 2020 and would still be in
the Fiscal Year 2020-21 Budget. In addition, taxpayers can enter into an installment
agreement to repay the state up to $50,000. The subsequent installment payments will
be paid monthly with all deferred liabilities repaid by July 31, 2021. Hdl is estimating worst
case scenario for the 12-month payment plan to be a possible $125,000. Because the
City is on an accrual fund accounting basis the $125,00 would be reported in Fiscal Year
2019-20.
The proposed Fiscal Year 2020-21 Budget contains cuts in expenditures and Capital
Improvement Projects over what was initially requested by most of the departments.
However, several Capital Improvement Projects (CIP’s) are recommended for funding.
These are urgently needed projects that are a result of deferred maintenance. Also, the
City must continue to respond to a Cease and Desist Order (CDO) from the State related
to operations of the wastewater treatment plant. The high cost and accelerated schedule
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to address issues presents a severe challenge to the Wastewater Fund and time
commitment of staff.
Staff will be recommending several adjustments to the Fiscal Year 2020-21 Budget which
will be brought back in June for City Council approval. Those adjustments are
incorporated in the draft of the Fiscal Year 2020-21 Budget which is before you in this
workshop.
The City is anticipating that several private development projects will initiate or complete
construction in Fiscal Year 2019-20 and will bring development impact fees. These
projects include the Silver Rose Single family residence homes, Wilkinson’s eight guest
units and two single family residence homes. It is anticipated these projects will bring forth
the following in impact fees:
Water Capital Fund $ 144,000
Wastewater Capital Fund $ 387,000
Cultural/Recreation Fund $ 56,000
Transportation Fund $ 36,000
Fire Fund $ 39,000
Police Fund $ 31,000
Affordable Housing $ 12,000
City Administration Fund $ 13,000
Grand Total $ 718,000
See the attached table in Attachment 1 to this staff report that shows detailed
development impact fees from various projects that are anticipated in Fiscal Year
2020-21.
This proposed budget continues to maintain the existing level of service and reliability to
the community through our infrastructure systems and facilities. However, as previously
indicated, there are many facilities that are not receiving maintenance and replacement
as they should.
General Fund
Several months ago, when the mid-year budget was brought forth, the City’s fiscal
position was relatively in a good financial status. The City had just received an “AA” rating
from S&P, which meant the City had financial stability.
The City Council adopted goals and objectives for Fiscal Year 2020-21 which calls at a
minimum for a 50% reserve in its General Fund by Fiscal year 2020-21 (or $5,475,871).
Based on staff recommendations the City will end Fiscal Year 2020-21 with a fund
balance of $488,370 which is 4.5% of the 50% objective. The first draft of the budget does
not include any transfers to the enterprise funds, other than a $20,000 transfer to cover
low-income subsidies.
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Major reasons for the $488,370 ending general fund balance is due to:
• $2,131,952 loss in TOT which is 32.5% of total projected revenues of $6,569,878
for Fiscal Year 2019-20
• $227,820 loss in Sales Tax which is 20% of total projected revenues of $1,144,00
for Fiscal Year 2019-20
• $4,269,878 loss in TOT for Fiscal Year 2020-21 based on Fiscal Year 2019-20
Adopted Budget projections
• $234,436 loss in Sales tax based on Fiscal Year 2019-20 Adopted Budget
projections
Water Operations
The Water Operations Enterprise Revenue Fund is anticipating an ending balance of
approximately $1,194,224 as of June 30, 2020. Based on activity during the fiscal year, it
is anticipated that the water fund balance will end with a surplus balance of $1,548,281
by June 30, 2020. Based on the anticipated water fund balance for Fiscal Year 2020-21,
no general fund transfers are included other than the $20,000 for subsidies.
Water Capital
The Water Capital Fund is expected to end Fiscal Year 2019-20 with a working capital
balance of $265,305. The City anticipates water connection fees in the amount of
$144,000 for Fiscal Year 2020-21. A hazard mitigation grant in the amount of $598,489
will fund the relocation of a booster pump at Dunaweal. The water impact fees will
contribute $203,486 towards the project. Public Works Director was also able to secure
another hazard mitigation grant in the amount of $254,437 for the Conn Creek Water
Line. Impact fees from water will contribute $84,813 for the project. The Fiscal Year
2020-21 Budget shows an ending working capital balance of $0.
Projects in the amount of $1,247,225 recommended by the Public Works Department for
the Fiscal Year 2020-21 also include the Water Valve Replacement, Disadvantaged
Salary Survey, Kimball Spillway Clean-up and High Street Generator which will all be
funded through one-time impact fees and PSPS Grant.
The City Council’s objective is to increase the Water Fund reserves at a minimum of 20%
and increase the CIP and Equipment replacement Fund reserves to meet anticipated
needs over the next three fiscal years. At the minimum 20% in reserves would mean a
fund balance of $669,071 (includes depreciation), the combination of ending fund
balances for the Water Operations Fund and the Water Capital Fund at Fiscal Year
2020-21 is a balance of $1,548,281, therefore meeting the 20% objective.
Wastewater Operations
The Wastewater Operations Fund is expected to end Fiscal Year 2019-20 with a surplus
balance of approximately $1,024,138. The Fiscal Year 2020-21 Budget shows an ending
fund balance of $1,003,727. Both the debt service payment and the equipment will be
covered by the Wastewater Operations Fund.
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Wastewater Capital
The Wastewater Capital Fund is expected to end Fiscal Year 2019-20 with a surplus
balance of $129,834. The City anticipates wastewater connection fees in the amount of
$387,000 for Fiscal Year 2020-21. The Wastewater Capital Fund is expected to end
Fiscal Year 2020-21 with a balance of $0.
Projects in the amount of $574,084 have been recommended by the Public Works
Department. They include Sewer Lateral Replacement, Disadvantaged Salary Survey,
Sewer Main Replacements, Geothermal Water Meters, Various Plant Repairs and
Riverside Ponds River Restoration. All projects will be funded through one-time impact
fees and grant funds for the Riverside Pond Restoration.
The City Council’s objective is to increase the Wastewater Fund reserves at a minimum
of 20% and increase the CIP and Equipment Replacement Fund reserves to meet
anticipated needs over the next three fiscal years. At the minimum 20% in reserves would
mean a fund balance of $670,028 (includes depreciation) ; the combination of ending fund
balances for the Wastewater Operations Fund and the Wastewater Capital Fund at Fiscal
Year 2020-21 is a balance of $1,003,727, therefore meeting the 20% objective in
reserves.
Special Revenue Funds
These are separate funds which segregate revenues and expenditures restricted for
specific purposes such as a specific grant program, restrictions by City Council
ordinances, special property assessments or just the need for separate budgeting and
accounting of revenues for a specific purpose. The City will end the Fiscal Year 2020-21
with a combined fund balance of $9,022,123, a decrease of $68,469 from Fiscal Year
2019-20. SB1 and Measure T will provide for pavement maintenance projects. Most of
the revenue sources for these funds will remain in the funds until projects are earmarked.
Equipment Replacement Fund
This fund accounts for all of the operating and maintenance costs related to the City’s
computer network, workstation system, maintenance and purchase of vehicles, as well
as fixed and maintenance costs related to information technology that benefit all other
City funds and programs.
City staff is recommending the renewal of subscriptions for Citzenserve, Auto Cad, Anti-
Virus software, and iCompass. Staff is also recommending replacement of several
computers, concrete saw, new trailer for the forklift, Wonderware software, analyzers and
a sewer camera. The General Fund will transfer $83,157 to this fund for equipment and
maintenance. This fund will have a fund balance of $992,393 at the end of Fiscal Year
2020-21 for unanticipated expenditures and reserves.
In late 2017 the County of Napa approached all the finance directors in the County of
Napa to see if they were interested in partnering with them in acquiring a new financial
software. The County of Napa knew the City of Calistoga has limited resources and felt
that if the City partnered with them economies of scale could occur. The Finance Staff
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attended most of the meetings which included partnering with Government Finance
Officers Association staff (GFOA) from Chicago who gathered all of the business
requirements for the financial software ERP project. Six software vendors submitted
proposals. GFOA then looked at the specs and what was proposed and prepared an
assessment and selected the top 3 vendors that would meet the needs of all cities in the
County. Finance staff in March of 2019 attended meetings with the top three vendors.
Eventually Tyler Technologies was chosen as the preferred vendor.
The City of Calistoga has been using the MOMSoftware since 1960 and has become
outdated. In addition, the one individual who knows the MOMSoftware program in and
out will soon retire and it is perhaps in the best interest that the City look at other options.
The County of Napa presented a draft proposal and the cost to be a part of team is
$400,000 for implementation and training. This amount represents a 14% annual discount
if 2-4 agencies in the County sign contracts. This will also allow for shared training
opportunities, networking and user-groups.
Funds would be expensed as we go live through modules. The implementation process
could take up to two years. In addition to the one time cost the annual maintenance fees
would be $74,000. The annual maintenance fee would be locked in for five years.
Currently the City pays $12,000 on an annual basis for the MOMSoftware.
The City of Calistoga started to set aside funds for a financial software system back in
July of 2018. At that time $100,000 was set aside and $50,000 was set aside in July 2019.
In Fiscal Year 2020-21 an additional $50,000 is being recommended for the software.
Staff will come at a later date if the City Council approves with the final numbers.
The City Council’s objective is to increase the Equipment Replacement Fund reserves to
meet anticipated needs over the next three fiscal years. At the minimum 20% in reserves
would mean a fund balance of $91,800; the ending fund balance for the Equipment
Replacement Fund is $992,393; therefore, meeting the 20% reserve.
Capital Projects
Departments were asked to provide input on what they saw as needed projects to
undertake in Fiscal Year 2020-21. You will find in the attachments what those requests
were. Staff further refined the list and is recommending $3,990,008 in capital projects and
$204,322 in equipment and information technology projects be approved for Fiscal Year
2020-21. Three of the largest projects the public works is recommending is $664,000 to
be used for pavement maintenance; $650,000 for Pioneer Park Pedestrian Bridge; and
$801,975 to relocate the booster pump at Dunaweal; The general fund, Measure T and
road maintenance SB1 will provide the funding for the pavement maintenance in the
amount of $634,000. In addition transportation impact fee for road maintenance $30,000;
cultural recreational fund $10,000 for the Cedar Street bike lane, $20,000 Community
Pool, $5,000 for Railroad Tracks Repurpose, $40,000 for Pioneer Park Improvements,
$20,000 for the Oat Hill Mine; city administrative fund $35,000 for the Community Center
roof; Water Operations Fund $21,200; transportation impact fee $68,500 for the Lincoln
Bridge Utility Agreement.
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Balance Summary for Fiscal Year 2020-21
Attachment 2 shows a detailed revenue and expenditure analysis for each of the major
funds. The following summary table shows the list of the major funds and anticipated fund
balance at the end of June 2021.
The following table shows in summary the Fiscal Year 2020-21 ending fund balances for
each of the major funds of the City:
General Water Water WWTP WWTP
Fund Fund Capital Fund Capital
Revenues 7,486,198 3,609,063 144,000 3,284,062 387,000
Expenditures 10,957,742 3,345,354 - 3,350,144 -
Net
Surplus/Deficit (3,471,544) 263,709 144,000 (66,082) 387,000
Other Sources - 200 852,926 - 41,250
Capital Projects
Expenses (883,700) - (1,247,225) - (574,084)
Equipment
Purchases - (26,000) (41,000)
Debt Payments (373,902) (302,536) (135,121) (807,329)
Transfers In 870,410 20,000 141,315 - 16,000
Transfers Out (103,157) (141,315) (21,200) (16,000) -
Advance to
WWTP - -
Add non-cash
Depreciation - 540,000 910,000 -
Total Net Chg
FY 20-21 (3,961,893) 354,058 (265,305) (20,411) (129,834)
Beg Fund
Balance
07/01/20 4,450,263 1,194,224 265,305 1,024,138 129,834
End Fund
Balance
06/30/21 488,370 1,548,282 - 1,003,727 -
Conclusion
The impacts from the Covid19 Pandemic are significant and highly variable. Fortunately,
the City has a modest reserve, which when combined with strategic cuts will carry us
through the next Fiscal Year. All current vacancies will remain unfilled and unfunded. Key
positions going unfilled include the Senior Planner, Associate Engineer, Utility Operator,
Code Enforcement Officer and Recreation Coordinator. If future vacancies occur, they
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will be filled only if the position is critical for public safety or health. Meet and confer
discussions with the bargaining units are scheduled over the next several weeks and the
outcome will be incorporated into the final budget.
The proposed budget provides for fully staffed Police and Fire Departments, including
part-time Fire Fighter positions to respond to PSPS events, red-flag warnings and
possible strike team requests.
There are potential demands and threats to the City finances that are not specifically
addressed in this draft budget report. These include impacts from future PSPS events,
fire threats or other acts of nature (flood, earthquake, etc.), any extension of the shelter-
at-home order, hotel occupancy less than projected, or significant default on utilities bills.
Capital Improvement Projects have been shifted to the General Fund to the greatest
extent possible and are relying on one-time impact and connection fee revenues. As
aforementioned, the CDO from the state related to the wastewater treatment operations
will result in several million dollars of capital improvement and a major commitment of
staff time. While it is hoped that grant funds can mitigate some of the cost, compliance
represents a major financial commitment and could impact the viability of this fund.
Next Steps
This study session agenda addresses all departments and anticipates completion of the
process in one study session. However, if the Council needs another study session to
finish the process, it will be held on May 12, 2020 at 12:00 p.m., in the Community Center.
The calendar of events for the remainder of the budget process is as follows:
Public Hearing on the Fiscal Year 2020-21 Budget: Regular City Council Regular
Meeting on June 2, 2020, 6:00 PM
City Council Adoption of the Fiscal Year 2020-21 Budget: City Council Regular
Meeting on June 16, 2020: 6:00 PM
ATTACHMENTS
1. Development Impact Fees Anticipated Fiscal Year 2020-21
2. Draft Fiscal Year 2020-21 Budget Proposal
3. Major Capital Projects Budget
4. Equipment and Information Technology Projects
5. Debt Schedule
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FY 20-21 Preliminary Budget ATTACHMENT 1
One Time Development Impact Fees*
Water CIP Wastewater City Admin. Fire Police Transport. Cult./ Rec. Aff. Housing
Project Total
(Fund 12) CIP (Fund 13) (Fund 48) (Fund 49) (Fund 50) (Fund 57) (Fund 77) (Fund 78)
Wilkinson's - 8 guest units, 768 sf café & bar Zero** Zero** $ 7,000 $ 7,000 $ 1,700 $ 20,000 $ 5,600 $ 12,000 $ 53,300
2 SFDs - TBD $ 35,600 $ 54,400 $ 6,000 $ 5,000 $ 1,300 $ 16,000 $ 13,900 N/A $ 132,200
Silver Rose Residences $ 108,400 $ 332,600 Prepaid $ 27,000 $ 28,000 Prepaid $ 36,500 N/A $ 532,500
$ 27,000.00 $ 144,000 $ 387,000 $ 13,000 $ 39,000 $ 31,000 $ 36,000 $ 56,000 $ 12,000 $ 718,000
Grand Total $ 718,000
*Estimate based on 70% confidence level
** Sufficent baseline allocation exists
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ATTACHMENT 3
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ATTACHMENT 4
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ATTACHMENT 5
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