Castle Rock Water Commission

Todd Warnke, Chair Amy Blackwell, Vice Chair Castle Rock Water Commission Ernie Foerster Meeting Minutes Clark Hammelman Don Trujillo Katherine Redmond John Wright Wednesday, March 27, 2019 6:00 PM Castle Rock Water 175 Kellogg Ct., Bldg. 183 Castle Rock, CO 80109 This meeting is open to the public. Three or more Council members may also attend this meeting, during which the items listed herein will be discussed Please note alternate location: This meeting was held at Plum Creek Water Reclamation Authority, 4255 N. US Highway 85, Castle Rock CALL TO ORDER / ROLL CALL Present 7 - Clark Hammelman, Ernie Foerster, Chair Todd Warnke, Vice Chair Amy Blackwell, Don Trujillo, Katherine Redmond, and John Wright Attendance 6 - Caryn Johnson, Mark Marlowe, Jeanne Stevens, Jennnifer Thompson, Josh Hansen, and Dawn Tiffany ADMINISTRATIVE BUSINESS WC 2019-024 Approval of Minutes of February 27, 2019 It was moved, seconded and approved to accept the revised meeting minutes of February 27, 2019. Yes: 7 - Hammelman, Foerster, Chair Warnke, Blackwell, Trujillo, Redmond, and Wright WC 2019-025 Water Commission Appointment Interviews May 14, 2019 Mr. Marlowe discussed the upcoming Castle Rock Water Commission appointment interviews. Four of the current commissioners are eligable for reappointment. It was noted that Commissioner Blackwell would be part of the interview panel. COUNCIL UPDATE Town Council Member Johnson presented items that were discussed at the recent Town Council meeting, including: various capital projects presented by Public Works, the Parks Department and Castle Rock Water, the Memmen Ridge Trails annexation and an update on the Lanterns housing development. COMMISSION COMMENTS Commissioner Blackwell brought some recent issues of the Headwaters magazine to share. ACTION ITEMS (HIGH PRIORITY / TIME CRITICAL) WC 2019-023 Contract Award for the Lanterns Well Facility Castle Rock Water Commission Meeting Minutes March 27, 2019 Town Council Agenda Date: April 16, 2019 Mrs. Stevens presented the Lanterns Well Facility contract which was recommended for award, through a competitive bid process, to Rocky Mountain Excavating for $619,872, with an additional ten percent contingency, for a total authorization of $681,872. The Lanterns well facility is located south of Crystal Valley Parkway and includes three new Denver Basin Aquifer wells. This project includes construction of a controls and metering facility and a transmission pipeline that will connect to an existing raw water pipeline. It was also noted that if this facility was not completed on schedule, temporary service equipment could be installed, in order to utilize the water for the peak demand season. It was moved by Commissioner Blackwell and seconded by Commissioner Redmond to recommend to Town Council approval of the Lanterns Well Facility contract as presented. The motion passed by the following vote: Yes: 7 - Hammelman, Foerster, Chair Warnke, Blackwell, Trujillo, Redmond, and Wright WC 2019-027 Contract Award for Red Hawk Reuse Pipeline Construction Services Town Council Agenda Date: April 2, 2019 Mrs. Stevens presented the Red Hawk Reuse Pipeline contract which was recommended for award, through a competitive bid process, to Global Underground for $1,422,454, with an additional fifteen percent contingency, for a total authorization of $1,635,822. Staff is concurrently working on design and construction of a new pump station at the Plum Creek Water Reclamation Authority (PCWRA) treatment facility. The new pump station, along with the proposed pipeline, will deliver reclaimed water from PCWRA's facility to the Red Hawk Ridge Golf Course for irrigation use. This project will reduce demand on the Town's raw water, treatment and potable distribution systems and also help the Town pursue the strategic plan objective of maximizing use of water rights, including reusable water. It was also noted that because Global Underground was selected for directional drilling and trenching for pipeline placement, they will be able to utilize either method, should the need arise. It was moved by Commissioner Blackwell and seconded by Commissioner Foerster to recommend to Town Council approval of the Red Hawk Reuse Pipeline Construction contract as presented. The motion passed by the following vote: Yes: 7 - Hammelman, Foerster, Chair Warnke, Blackwell, Trujillo, Redmond, and Wright WC 2019-020 Contract Award for the Design of the Castle Rock Water Administrative Building Town Council Agenda Date: April 2, 2019 Mr. Marlowe presented the proposed Administration Building Design project. Castle Rock Water staff has interviewed three of the four design firms that submitted proposals. A new building has been planned to house the Administration and Customer Service divisions. Cost saving measures have been implemented in the design, including creating a one level building that is unattached to the existing structure. This will allow construction of the new building to be completed, without impacting staff. The existing building, once renovated, will house the Engineering, Water Resources and Stormwater Divisions. Site improvements will also be included to accommodate customer access and parking, and employee Castle Rock Water Commission Meeting Minutes March 27, 2019 parking. Once the design process has been completed consultants and contractors will be hired to oversee and construction of the building. It was moved by Commissioner Hammelman and seconded by Commissioner Wright to recommend to Town Council approval of the Design of the Castle Rock Water Administrative Building design contract as presented. The motion passed by the following vote: Yes: 7 - Hammelman, Foerster, Chair Warnke, Blackwell, Trujillo, Redmond, and Wright WC 2019-031 Ordinance Amending 13.12.050 of the Castle Rock Municipal Code Concerning Sewer Service Line Maintenance Obligations Town Council Agenda Date: April 2, 2019 (1st Reading); April 16, 2019 (2nd Reading) Mr. Marlowe presented the ordinance amending 13.12.050 of the Castle Rock Municipal code. This change will clarify the rights of the Town to make repairs or modifications to privately owned sewer services that are present in the Town's public right-of-way at Town Cost. When the Town replaces sewer mains, as part of our capital replacement and rehabilitation program, the age and condition of the private sewer service lines often mandates service line replacement. These private lines often have leaks or breaks that can be a significant source of inflow and infiltration, which costs the Town for treatment and pumping of additional water, not normally found in the system. Replacing private sewer service lines in the public right-of-way, at the same time that the sewer mains are replaced, is also less expensive and can be coordinated with Public Work's road rehabilitation projects, further saving money and benefitting our customers. It was moved by Commissioner Blackwell and seconded by Commissioner Wright to recommend to Town Council approval of the Sewer Service Line Ordinance Amendment to Town Council as presented. The motion passed by the following vote: Yes: 7 - Hammelman, Foerster, Chair Warnke, Blackwell, Trujillo, Redmond, and Wright Commissioner Clark left the meeting at 7:00 p.m. WC 2019-030 Purchase and Sale of Western Pipeline and Ridgegate Pipeline Capacity Town Council Agenda Date: April 16, 2019 Mr. Benak presented the staff recommendation to purchase the Western Pipeline and Ridgegate Capacity that is currently for sale by Denver Southeast Suburban Water & Sanitation District d/b/a Pinery Water & Sanitation (Pinery) for the sale price of $2,287,966.50. It is recommended that the Town purchase additional WISE Infrastructure capacity in order to take full advantage of the Town's northern (Box Elder) and WISE supplies. The current capacity subscription is not sufficient to convey these supplies under all potential peak operating scenarios. Obtaining this additional capacity, at what is basically the Pinery's cost, will allow much more operational flexibility in order to maximize the Town's renewable and resuable water from the WISE and Box Elder projects. It was moved by Commissioner Blackwell and seconded by Commissioner Trujillo to recommend to Town Council approval of the Purchase and Sale of Western Pipeline and Ridgegate Pipeline Capacity to Town Council as presented. The Castle Rock Water Commission Meeting Minutes March 27, 2019 motion passed by the following vote: Yes: 6 - Foerster, Chair Warnke, Blackwell, Trujillo, Redmond, and Wright Not Present: 1 - Hammelman WC 2019-026 2019 Gandomcar Spot Water Lease Town Council Agenda Date: April 2, 2019 Mr. Benak presented the Gandomcar Spot Water Lease. The Town releases roughly 187 acre feet (AF) per month of surplus fully-consumable water from the Plum Creek Water Reclamation Authority (PCWRA). The Town is limited in its ability to capture and utilize this water supply until the Plum Creek Diversion pump station and pipeline are constructed or the Chatfield Reallocation Project is cleared to allow storage. Thus, leasing this water to other parties downstream is a good option and provides additional income for the Water Resources Enterprise. Gandomcar will lease up to 10.35 AF of water at $300/AF and the lessee will pay a $2,500 development fee, generating $3,913 in revenue for the Town. This agreement will terminate at the end of 2019. It was moved by Commissioner Blackwell and seconded by Commissioner Foerster to recommend to Town Council approval of the Gandomcar Spot Water Lease to Town Council as presented. The motion passed by the following vote: Yes: 6 - Foerster, Chair Warnke, Blackwell, Trujillo, Redmond, and Wright Not Present: 1 - Hammelman WC 2019-028 Intergovernmental Agreement (IGA) with Roxborough Water Town Council Agenda Date: April 16, 2019 Mr. Benak presented the Water Lease Agreement with Roxborough Water and Sanitation (Roxborough). This is a mutually beneficial agreement to more efficiently use water supplies owned by Roxborough and Castle Rock. As part of this agreement Castle Rock will pump the Bell Mountain Ground Water and capture it at the Town's CR-1 diversion in exchange for a like amount of the Town's fully reusable surplus water downstream in Sedalia. We have agreed to provide a reduced rate to Roxborough of $37.50 per acre foot (AF) for the Dawson water, $85/AF for the Denver water and $157/AF for the Arapahoe water, for like quantities of their Bell Mountain groundwater. Roxborough will continue to pay $300/AF for treated surplus effluent when Castle Rock is not using their Bell Mountain water, with the agreement terminating at the end of 2019. This agreement will provide Castle Rock with access to additional water supply during peak irrigation season in exchange for reuse water we cannot yet use. It was moved by Commissioner Blackwell and seconded by Commissioner Wright to recommend to Town Council approval of the Intergovernmental Agreement (IGA) with Roxborough Water to Town Council as presented. The motion passed by the following vote: Yes: 6 - Foerster, Chair Warnke, Blackwell, Trujillo, Redmond, and Wright Not Present: 1 - Hammelman Commissioner Trujillo left the meeting at 7:15 p.m. Castle Rock Water Commission Meeting Minutes March 27, 2019 DIRECTOR FOLLOW-UP AND INFORMATIONAL / UPDATE ITEMS WC 2019-029 Update: 2019 Rates & Fees Study Financial Management Plan 2020 Business Case Requests Mr. Marlowe presented the updated Financial Management Plan (FMP). The FMP is used to outline the main financial policies, procedures and financial performance for past, present and future. This plan also establishes the goals and principles to guide CR Water staff, particularly looking forward through the next five years, enabling staff to make consistent and informed decisions. Also, discussed were the staffing business case requests for the 2020 budget process. These have been requested by staff, but are still in the process of discussion and evaluation. The Leadership Team will review options, to reduce or limit the number of requested full time employees, before deciding on which BCRs to push forward. WC 2019-021 Update: Proclamation - My Water Pledge - Mayor's Challenge Town Council Agenda Date: April 2, 2019 Mr. Marlowe presented the My Water Pledge Mayor's Challenge, which the Town is participating in for the third year. The My Water Pledge is a friendly competition between cities, challenging their residents to sign up online and become "water-wise". WC 2019-022 Update: Mosquito Abatement Program Town Council Agenda Date: April 16, 2019 Mr. Marlowe presented the Town's Mosquito Abatement Program, which has been conducted since 2003. This program consists of treating possible mosquito breeding grounds, from May through September, with naturally occuring soil bourne bacteria which inhibit mosquito larval growth. Many of the areas treated are Town owned stormwater pond and drainage areas. To date we have not needed to spray for adult mosquitoes, and customer mosquito calls, which for the most part are handled by the program vendor, Vector Disease Control International, have been minimal. We will continue the program in 2019, ensuring that the treated areas are coinciding with the Town's development growth, at a cost of $26,595. COMMISSIONER MEETING COMMENTS The Commission commented that they were appreciative of the facility tour and meeting room that had been provided tonight by Plum Creek Water Reclamation Authority. The tour had been very interesting and they had a better understanding of the treatment process and the needed expansion that was underway. Commissioner Blackwell encouraged the Commission to view the Town's Facebook page and share the water post with other members of the community.