To: Honorable Mayor and Members of City Council
From: Breyana Brandt, Parks & Recreation Director and Julie Lucido, Public Works Director
Prepared By: Breyana Brandt, Parks & Recreation Director and Ali Koenig, Management Analyst II
TITLE:
Title
Interim Operation Plan for the Harvest Middle School Property
LABEL
RECOMMENDED ACTION:
Recommendation
Receive a presentation on the interim Harvest operations plan which includes (1) summary of due diligence review on the property; (2) interim site operations plan and resource allocation; and (3) future site-specific community engagement strategy; and provide direction to staff.
Body
DISCUSSION:
On September 16, 2025, the City Council approved the Purchase and Sale Agreement with the Napa Valley Unified School District for the former Harvest Middle School (Harvest) property located at 2447 Old Sonoma Road, Napa, CA 94559 (APN 004-460-030-000). This action initiated an 85-day due diligence period. Over the past two months, staff have been conducting evaluations and appropriate analysis of the property as part of the due diligence period. Parallel to this analysis, work commenced to identify an interim site operations plan. This work included the identification of the resources necessary to assume operations of the property upon the close of escrow.
Given the Council and community’s desire to activate the property as quickly as possible, preliminary efforts are currently underway to engage the community and begin to identify general priorities around community recreation facilities. This initial work will be followed by a second phase of site-specific community engagement to develop a vision for community use of the property.
(1) Summary of Due Diligence Review of the Property
In preparation for a mid-December close of escrow on the property, staff have conducted a comprehensive evaluation of various aspects of the property. This work has included obtaining site documentation from NVUSD, on-site evaluations, and technical analysis related to the existing condition of the property.
|
Item: |
Description: |
|
Environmental Phase I Assessment |
Report documenting existing records, interviews and associated analysis to identify potential environmental risks associated with the property |
|
Preliminary Title Report |
Report on public records related to the site, including legal description and easements |
|
Geotechnical Report |
Review of NVUSD report assessing the subsurface conditions of the property previously prepared to support the design of a new building |
|
Building Assessments |
Review of reports, assessments (including general report related to presence of lead and asbestos) provided by NVUSD |
|
ALTA Survey |
Comprehensive professional land survey providing detailed information on the property |
|
Lead and Asbestos Testing |
Building sampling to analyze and quantify the amounts of lead and asbestos present in existing buildings, needed to estimate site demolition costs and can be used for future demolition activities |
|
Solar Power Purchase Agreement (PPA) |
Review of agreement and summary of the reassignment requirements for the existing solar agreement |
|
Site Demolition Costs |
Engineering report calculated the cost estimate to demolish buildings on the property |
|
Existing Site Usage |
Analysis of existing facility usage and rental agreements for field, gym, and building usage at the property |
(2) Interim Site Operations Plan and Resource Allocation
Following the closure of the school site, the community has continued to utilize portions of the Harvest property both formally and informally for recreational purposes. The property is home to Playground Fantástico, which is a heavily utilized playground area. The surrounding neighborhood utilizes the property as general green space for a wide range of activities (walking, biking, sports). Formal uses of the property include the hourly rental of both athletic fields and gym spaces located on the property.
While the City works to develop a vision and determine a plan for future use of the property, it is desired that the existing recreational facilities currently utilized by the community remain open for utilization as long as possible.
Following review of the NVUSD rental agreements over the past five years, it has been determined that there are currently 17 community groups and organizations who still utilize space at the Harvest property through hourly rental reservations. Collectively, these groups rent 2,500 hours of gym and field space at the Harvest property throughout the year (950 field hours and 1,550 gym hours).
The facilities currently available for rental through NVUSD include the following facilities:
• 1 - Small Gym
• 1 - Large Gym with bleachers
• 1 - Synthetic Turf Athletic Field and Track
• 2 - Natural Turf Baseball Fields
The City is currently working closely with these community groups and organizations to be able to ensure facilities are available for reservation beginning January 2, 2026. Rental applications are now being accepted through June 30, 2026. It is anticipated that when demolition of the existing school buildings begins, the large gym will be included in demolition as it is cost prohibitive to bring the building up to code. The small gym, synthetic turf field and track, and baseball fields will all continue to be available for rental with the likelihood of temporary closures during specific demolition activities. Rentals will continue on a 6-month basis until the future vision and development plan for the property is determined. A future capital improvement project to identify scope, timing, and funding for demolition of current facilities would be presented to Council for approval and a competitive bid process will be conducted for the construction phase.
The City will need to dedicate resources to operate and maintain the property at its existing service level. Similar to the other public recreational facilities operated by City, resources will be needed from both the Public Works and Parks and Recreation Department. Operational expenses will include staffing for landscape and maintenance services, custodial services, and facility/gym attendants during rentals. Additional expenses include utility costs and general operating supplies and contract services.
There are one-time repairs and purchases that are also recommended to ensure the property remains safe and functional in the short term.
Interim Harvest Operational Costs anticipated over the next 18 months are summarized as follows anticipating 6 months of operational costs in FY2025-26 and 12 months of operational costs in FY2026-27:
Fiscal Year 2025-26 (six months period)
$327,000
Expenses 355,500
Revenue 23,500
|
Expense |
Description |
|
Expense Detail |
|
97,000 |
One-Time Repairs / Purchases |
|
|
|
|
|
42,000 |
Synthetic Turf Repairs |
|
|
|
4,000 |
Irrigation Repairs |
|
|
|
15,000 |
Field Grooming Equipment |
|
|
|
8,000 |
Trash / Recycling Bins |
|
|
|
5,000 |
Gym Floor Equipment |
|
|
|
10,000 |
Generators |
|
|
|
13,000 |
Office / IT / Network |
|
65,000 |
Full-time Staffing (LT) |
|
|
|
|
|
60,000 |
(1) Maintenance Laborer - limited term |
|
|
|
5,000 |
(1) Lead (Promotion from PMWII to PMWIII) |
|
76,000 |
Part-time Staffing |
|
|
|
|
|
33,000 |
REC Facility Attendant |
|
|
|
23,000 |
PW Custodian |
|
|
|
20,000 |
PARKS Maintenance Laborer |
|
55,000 |
Utilities |
|
|
|
|
|
50,000 |
Solar PPA / Electricity |
|
|
|
5,000 |
Water and Sewer |
|
20,500 |
Contract Services |
|
|
|
|
|
3,500 |
Temporary Fencing |
|
|
|
8,000 |
Temporary Restrooms |
|
|
|
9,000 |
Locking Service |
|
22,500 |
Supplies |
|
|
|
|
|
2,500 |
REC Supplies |
|
|
|
20,000 |
PARKS Supplies |
|
14,500 |
Misc. |
|
|
|
|
|
3,500 |
Fuel |
|
|
|
6,500 |
Facility Repairs |
|
|
|
4,500 |
Contingency |
Fiscal Year 2026-27
$430,000
Expenses 477,500
Revenue 47,500
|
Expense |
Description |
|
Expense Detail |
|
130,000 |
Full-time Staffing (LT) |
|
|
|
|
|
120,000 |
(1) Maintenance Laborer - limited term |
|
|
|
10,000 |
(1) Lead (Promotion from PMWII to PMWIII) |
|
152,500 |
Part-time Staffing |
|
|
|
|
|
67,500 |
REC Facility Attendant |
|
|
|
45,000 |
PW Custodian |
|
|
|
40,000 |
PARKS Maintenance Laborer |
|
110,000 |
Utilities |
|
|
|
|
|
100,000 |
Solar PPA / Electricity |
|
|
|
10,000 |
Water and Sewer |
|
37,500 |
Contract Services |
|
|
|
|
|
3,500 |
Temporary Fencing |
|
|
|
16,000 |
Temporary Restrooms |
|
|
|
18,000 |
Locking Service |
|
20,500 |
Supplies |
|
|
|
|
|
2,500 |
REC Supplies |
|
|
|
15,500 |
PARKS Supplies |
|
|
|
2,500 |
PW Facility Supplies |
|
27,000 |
Misc. |
|
|
|
|
|
6,500 |
Fuel |
|
|
|
6,500 |
Facility Repairs |
|
|
|
4,000 |
Irrigation Repairs |
|
|
|
10,000 |
Contingency |
No appropriations are necessary as there is sufficient funding available in the Harvest Middle School Project (12HRVSTPRJ) to accommodate the implementation of the first stages of the interim operations plan. Additional funding allocations may be requested as part of the Mid-Year or Mid-Cycle budget processes. Some expenses will be offset by the revenue generated from the rental of the athletic fields and gyms.
(3) Future Site-Specific Community Engagement Strategy
The acquisition of the Harvest property provides a unique and exciting opportunity to engage Napa residents in the planning for the future development and programming of the site into a dynamic park and community space. The property’s location is not only centrally located off the city’s main thoroughfare, State Route 29, but is located amongst a densely populated and diverse demographic of the Napa community. The future of the site has potential to meet multiple parks and recreation facility needs community-wide, as well as provide City amenities within walking distance of many neighboring residents.
Given the potential opportunities the Harvest Site presents for meeting community-wide parks and recreational goals, engagement efforts should be wide-ranging and inclusive, requiring a thoughtfully planned approach. Furthermore, the significance of this opportunity to engage the public is underscored by its ability to fulfill Measure G <https://www.cityofnapa.org/1346/Measure-G---Investing-in-Our-Community> priorities, Council Focus Areas <https://www.cityofnapa.org/1358/Council-Focus-Areas> (Parks & Community Spaces and Community Engagement) and the City's mission and values <https://www.cityofnapa.org/224/Community-Development> (service, inclusion, collaboration and integrity).
In preparation for future site-specific planning in 2026, the City will have completed the first phase of outreach, a multi-faceted effort in 2025 to hear from the community on citywide interests as they relate to parks, recreation facilities, programming, special events and marketing. Each effort has garnered valuable input related to community desires for parks and recreation that will provide a strong baseline for concept designs.
Future site-specific community engagement planning at the Harvest property is recommended to include three major community engagement phases (outlined below). Overall, this recommended process follows community engagement principles and practices that meet standards for increasing level of transparency and trust, community involvement, communication and impact over the life of a project. To ensure broad outreach, all public communications will be in both English and Spanish.
The following framework outlines the proposed site-specific community engagement strategy to ensure a robust and collaborative approach to developing site design plans that are comprehensive and inclusive, and representative of the community’s vision for the property.
Phase One: Citywide Needs Assessment
Community Engagement Principle: Connect
|
Primary Goal |
Completed Feedback Methods |
|
Complete preliminary analysis of community needs and desires for general recreational amenities and facilities in the Napa community. Feedback methods supported by Probolsky Research, a nationally recognized research firm. |
- Statistically Valid Survey (300 responses) - In-Person Community Meeting held September 2025 - (2) City Commission Leadership Alignment Workshops o Parks, Recreation and Trees Advisory Commission o Senior Advisory Commission - Citywide Parks & Recreation Survey promoted by postcard o As of 10/31: 1,000+ responses, Open through November 2025 |
Phase Two: Site-specific Needs Assessment
Community Engagement Principle: Outreach & Consult
|
Primary Goal |
Anticipated Feedback Methods |
|
Understand and specify community-wide parks and recreation facility needs and desires for the Harvest project site. This will include a strong understanding of overall recreational programming needs, now and in the future, and the feasibility* of inclusion in future park plans. *In parallel with this phase, the project team will develop an understanding of the site’s opportunities and constraints through review of previous studies, site reconnaissance, and research. |
- Analysis of 2025 Citywide Community Engagement results - City Staff Interviews - Site-specific Survey promoted by postcard mailing to all households - (4) Town Hall Meetings o (1) City Hall Town Hall, with translator o (1) On-site Town Hall, with translator o (1) Spanish-language Town Hall o (1) Virtual Town Hall Meeting, with translator - Council Work Session - (10-15) Stakeholder / Focus Group** Meetings - (3-5) Pop-ups at community events - Local Neighborhood outreach - Civic Organization outreach |
Phase Three: Programming & Design Alternatives
Community Engagement Principle: Involve & Collaborate
|
Primary Goal |
Anticipated Feedback Methods |
|
Create two alternative conceptual plans that implement findings from Phase I, and that are developed based on the project site’s opportunities and constraints identified through environmental site assessments. Design alternatives are to be presented to local governing bodies and City Council for review. |
- (3) Community Design Review Meetings o (1) City Hall Town Hall, with translator o (1) On-site Town Hall, with translator o (1) Virtual Town Hall Meeting, with translator - Council Work Session - (3-5) Pop-ups at community events - Local Neighborhood outreach - Civic Organization outreach - Online Voting Survey |
Phase Four: Recommended Project Design
Community Engagement Principle: Share Leadership
|
Primary Goal |
Anticipated Outreach Methods |
|
Develop one recommended conceptual plan to advance to the construction documentation phase that meets the highest priority needs as determined and approved by City Council. The final plan shall build upon feedback from alternatives developed in Phase Three. |
- Community Education Initiative on Recommended Project Design - Updates to Primary Stakeholders - Council Presentation/Approval |
**Stakeholder / Focus groups to include Council, Commissioners, Youth and Adult Sports Leagues and Athletic Organizations, Services Organizations, Local Community Leaders and Other-related Advocacy Groups. Meetings shall address key topics derived from Phase One Community Outreach efforts that will guide conceptual designs.
FINANCIAL IMPACTS:
No appropriations are needed at this time. There is sufficient funding available in the Harvest Middle School Project (12HRVSTPRJ) to accommodate implementation of the first stages of the interim operations plan. Once escrow closes and final closing costs are known, staff will be able to better determine funding needs for the remainder of the fiscal year. Additional funding allocations may be requested as part of the Mid-Year or Mid-Cycle budget processes, or contingency funds will be appropriated for the interim operations and maintenance efforts.
CEQA:
The Parks and Recreation Services Director has determined that the Recommended Action described in this Agenda Report is not in-and-of-itself a “project” (pursuant to CEQA Guidelines Section 15378) since it does not result in a physical change in the environment.
However, the Recommended Action is part of a larger project that will be subject to environmental review in accordance with CEQA at the “earliest feasible time” prior to “approval” consistent with CEQA Guidelines Sections 15004 and 15352. The larger project is future development of the Harvest property into a public park, and staff plans to bring back a CEQA analysis to Council during the design development and planning process.
DOCUMENTS ATTACHED:
None.
NOTIFICATION:
None.