Castle Rock Water Commission

Todd Warnke John Wright Castle Rock Water Commission Bill Leung Meeting Minutes - Draft Kathryn Gienger David Hammelman Tony Rathbun Kevin McHugh Wednesday, October 26, 2022 6:00 PM Castle Rock Water 175 Kellogg Ct., Bldg. 171 Castle Rock, CO 80109 This meeting is open to the public and will be held in a hybrid format in accordance with Town Council Electronic Participation, Connected, and Hybrid Meeting Policy. The in-person meeting will be held at 175 Kellogg Ct. Bldg. 171 Castle Rock CO 80104 or this meeting can be accessed online at: https://crgov.webex.com/crgov/j.php?MTID=m1590fb34ff1a7be9a2948ccb985f275f the Meeting password: VWpGJAzJ345 (89745295 from video systems) or phone in by calling (720) 650-7664, meeting code #248500823376##. One or more Council members may also attend this meeting, during which the items listed herein will be discussed. CALL TO ORDER / ROLL CALL Present 7 - Chair Todd Warnke, John Wright, David Hammelman, Tony Rathbun, Kevin McHugh, Commissioner Bill Leung, and Commissioner Kathryn Gienger Attendance 4 - Caryn Johnson, Mark Marlowe, Nichol Bussey , and MaryJo Woodrick COUNCIL UPDATE Time was allowed for Council Member Johnson to share an update on Town Council items. COMMISSION COMMENTS Time was allowed for Commissioner Comments. ADMINISTRATIVE BUSINESS WC 2022-089 Approval of the September 28, 2022 Meeting Minutes Town Council Agenda Date: NA It was moved by John Wright and seconded by Kevin McHugh to approve the meeting minutes for the September 28, 2022 meeting as written. The motion passed 7-0. Yes: 7 - Chair Warnke, Wright, Hammelman, Rathbun, McHugh, Commissioner Leung, and Commissioner Gienger Recuse: 1 - Woodrick WC 2022-090 November/December Meeting Dates Castle Rock Water Commission Meeting Minutes - Draft October 26, 2022 Town Council Agenda Date: NA Ms. Woodrick explained that the November meeting is on the eve of Thanksgiving and the December meeting is the week between Christmas and New Year’s when most people are on vacation so she suggested that the November and December meetings be canceled and one Special meeting be planned. Kathryn Gienger moved to cancel the November and December regularly scheduled Water Commission meetings and to schedule a Special meeting on December 14, 2022. David Hammelman seconded the motion. Passed unanimously 7-0. Yes: 7 - Chair Warnke, Wright, Hammelman, Rathbun, McHugh, Commissioner Leung, and Commissioner Gienger ACTION ITEMS (HIGH PRIORITY / TIME CRITICAL) WC 2022-091 Resolution Waiving Formal Written Bidding Requirements on the Basis of a Sole Source with Calgon Carbon for the Plum Creek Water Purification Facility Granulated Activated Carbon Filter Media Replacement [Plum Creek Water Purification Facility in Castle Rock, CO] Town Council Agenda Date: November 15, 2022 Mr. Marlowe explained that at PCWPF there are eight granulated activated carbon tanks. These are similar to the filters that are found in refrigerators. Just like other filters these need to be changed out on a regular basis. These filters are a porous absorption filter media that is used to remove synthetic and organic compounds, contaminants, micro-pollutants, disagreeable tastes and odors that can’t be removed by other processes. One of those compounds is PFAS. With the new EPA regulations coming, it has become more important to make sure that the PFAS is removed and that the filters continue to work at their maximum potential. Mr. Marlowe shared that 2 virgin filters (filters that haven’t been used previously) will replace the media in the first two tanks, the two spent media will then be transported to Arizona for regeneration. Those two will then be returned to the plant and placed in the next two tanks and the spent media from those two will follow the same process. Once all eight tanks have been through this process CRW will have the eight filters with fresh media in the tanks and two batches of replacement media for the next needed change out. This item is being requested as a Sole Source due to the fact that they are the only provider found with the ability to regenerate and store the media for future replacement. The cost for this project is $613,164. Commissioner Hammelman stated that in the agreement it says “Calgon Castle Rock Water Commission Meeting Minutes - Draft October 26, 2022 does not provide field services” and asked what that means? Staff responded that we will do the actual labor portion of the work and that Calgon will provide supervision only. Commissioner Leung asked if this will be a continual maintenance item and if the plan is to do it every two years? Mr. Marlowe explained that yes this will be a maintenance item that will occur approximately every two years. Commissioner Leung asked how many times the filters can be reused? Mr. Marlowe shared that he wasn’t sure exactly how many times they can be reused but will check on it. Bill Leung moved to recommend Town Council approval of the Resolution as presented. David Hammelman seconded the motion. Passed unanimously 7-0. Yes: 7 - Chair Warnke, Wright, Hammelman, Rathbun, McHugh, Commissioner Leung, and Commissioner Gienger WC 2022-092 Resolution Approving a Services Agreement with W.W. Wheeler & Associates for Phase 2 of the Quantification of East Plum Creek and Cherry Creek Basin Lawn Irrigation Return Flows [Various sites throughout Town] Town Council Agenda Date: November 1, 2022 Mr. Marlowe explained that during irrigation season not all of the water used for irrigation is utilized by the plant materials. Some water absorbs into the ground and finds its way back to Plum Creek. This study quantifies how much of that water is making its way back to the creek. With this data CRW can go to Water Court and prove how much water is getting back to the creek that CRW can use. W.W. Wheeler has worked with CRW on getting approval for lawn irrigation return flows (LIRFs) from two areas, and this project will add LIRFs from three additional areas of Town. This item is being requested as a sole source item because CRW has already been working with the vendor on the first phase of this project. The project cost is $336,000 plus a 5% contingency for a total budget cost of $352,800. Kevin McHugh moved to recommend Town Council approval of the Resolution as presented. Tony Rathbun seconded the motion. Passed unanimously 6-0-1 (Kathryn Gienger abstained). Yes: 6 - Chair Warnke, Wright, Hammelman, Rathbun, McHugh, and Commissioner Leung Abstain: 1 - Commissioner Gienger Castle Rock Water Commission Meeting Minutes - Draft October 26, 2022 WC 2022-093 Ordinance Approving the 2023 Agricultural Lease Agreement between Town of Castle Rock and Rupple Farms, LLC [Weld County, Colorado] Town Council Agenda Date: November 1, 2022 Mr. Marlowe shared that this item is part of the Boxelder project. The Rupple Family was farming the Boxelder property when Castle Rock Water purchased the property and it makes sense to have them continue. This ensures that someone is looking after and maintaining the property and builds good will with local farmers. The Rupple family will lease 560 acres of farmland as well as the grazing rights for the next three years for a total price of $14,608.75. Kathryn Gienger moved to recommend Town Council approval of the Resolution as presented. Kevin McHugh seconded the motion. Passed unanimously 7-0. Yes: 7 - Chair Warnke, Wright, Hammelman, Rathbun, McHugh, Commissioner Leung, and Commissioner Gienger WC 2022-094 Resolution Approving the 2022 Town of Castle Rock/Central Colorado Water Conservancy District Spot Water Lease Agreement [Chatfield Reservoir, Douglas County] Town Council Agenda Date: November 1, 2022 Mr. Marlowe reported Central Colorado Water Conservancy District (Central) is a larger supplier of agricultural water to farmers in the same area as the Boxelder property. Central is looking to lease up to 500 acre feet (AF) of water that CRW has in storage in Chatfield Reservoir. The cost will be $90 per AF with the potential total revenue of $45,000.00. Tony Rathbun moved to recommend Town Council approval of the Resolution as presented. Bill Leung seconded the motion. Passed unanimously 7-0. Yes: 7 - Chair Warnke, Wright, Hammelman, Rathbun, McHugh, Commissioner Leung, and Commissioner Gienger DIRECTOR FOLLOW-UP AND INFORMATIONAL / UPDATE ITEMS WC 2022-098 Low Income Assistance Program Town Council Agenda Date: NA Ms. Bussey shared that CRW created a COVID assistance program in 2020. The program helped 132 customers in 2020 & 2021. In 2022 only 2 customers have utilized the program. Staff would like to recommend continuing the program, not as a COVID hardship but as any type hardship program for any customers needing assistance. The program would look the same, and the Help & Hope Center would continue to be the entity to review applications and determine need. Funding of the program would only be Castle Rock Water Commission Meeting Minutes - Draft October 26, 2022 $5,000 per year. WC 2022-095 Update on State’s Direct Potable Reuse Regulations Town Council Agenda Date: NA Mr. Marlowe shared an update on the progress to get regulations approved for Direct Potable Reuse (DPR). The State has approved the regulations and CRW is evaluating our next steps in utilizing the regulations to do DPR in the future. WC 2022-096 Update: Operational Change - Assistant Director of Operations Town Council Agenda Date: NA Mr. Marlowe explained that to assist with succession planning within CRW Shawn Griffith has been promoted to the Assistant Director of Operations. This is an additional position and CRW will continue the process to hire the open Assistant Director position vacated by Tim Friday. WC 2022-097 Upcoming Town Council Items Town Council Agenda Date: NA This is a standing item that will be used to share information about projects that are being worked on at the time of the meeting but that staff doesn’t have information ready yet. COMMISSIONER MEETING COMMENTS Time was allowed for Commissioner Comments.