Castle Rock Water Commission

David Hammelman, Chair Bill Leung, Vice Chair Castle Rock Water Commission Brian Gaddie Meeting Minutes - Final KiKi Miller Melanie Penoyar-Perez Tony Rathbun Cortland Wolfe Wednesday, July 26, 2023 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=mb838192499e9f1f6a9a18630f3df5935 the Meeting password: CRWCommMtg72623 (27926666 from video systems) or phone in by calling (720) 650-7664, meeting code #24952390192#. 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 6 - Chair David Hammelman, Vice Chair Bill Leung, Brian Gaddie, KiKi Miller, Melanie Penoyar-Perez, and Tony Rathbun Not Present 2 - Cortland Wolfe, and Jason Gray Attendance 7 - Mark Marlowe, David Van Dellen, Nichol Bussey , Matt Benak, Roy Gallea, Paul Rementer, and MaryJo Woodrick COUNCIL UPDATE Time was allowed for Mark Marlowe to share a council update. COMMISSION COMMENTS Time was allowed for Commissioner Comments. ADMINISTRATIVE BUSINESS WC 2023-067 Approval of the June 28, 2023 Meeting Minutes Town Council Agenda Date: NA It was moved by Brian Gaddie and seconded by KiKi Miller to approve the meeting minutes as presented. The motion passed 5-0-1 (Melanie Penoyar-Perez Abstained) Yes: 5 - Chair Hammelman, Vice Chair Leung, Gaddie, Miller, and Rathbun Not Present: 2 - Wolfe, and Gray Abstain: 1 - Penoyar-Perez ACTION ITEMS (HIGH PRIORITY / TIME CRITICAL) WC 2023-068 Ordinance Authorizing the Exercise of the Town’s Powers of Castle Rock Water Commission Meeting Minutes - Final July 26, 2023 Eminent Domain for the Plum Creek to Rueter-Hess Reservoir Pipeline Project [Northern Castle Rock and Eastern Castle Pines] Town Council Agenda Date: August 15, 2023 Mr. Marlowe introduced the item telling Commission that in 2008, Castle Rock Water (CRW) purchased 8,000-acre feet of water storage space in Rueter-Hess Reservoir (RHR) for $45M and this project will put that storage space to use. Mr. Hansen explained staff are currently working on a pipeline that will bring reuse water and raw water from Plum Creek to Rueter-Hess Reservoir (RHR) for storage. The pipeline design phase is just about complete and staff are ready to move to the next step, which is to work with property owners to get easements across their properties. This involves 38 parcels of land and 18 property owners. Staff explained that this ordinance is to authorize CRW staff to follow the property acquisition process consistent with the potential use of eminent domain. This does not mean that staff will automatically take action. Staff along with an acquisition company will work to reach an agreement with each property owner. Eminent domain would only be used if an agreement couldn’t be reached. At that time a second Ordinance would need to be taken to Water Commission and subsequently Town Council, with the specific property listed, for their approval to move forward. The goal for staff is to work with property owners to come to an agreement and not have to use eminent domain. Commissioner Rathbun asked if the allocated budget for acquisition is in 2023 dollars? Mr. Hansen indicated that it was. Tony Rathbun moved to recommend to Town Council approval of the Ordinance as presented. Melanie Penoyar-Perez seconded the motion. Passed unanimously 6-0. Yes: 6 - Chair Hammelman, Vice Chair Leung, Gaddie, Miller, Penoyar-Perez, and Rathbun Not Present: 2 - Wolfe, and Gray WC 2023-069 Ordinance Authorizing the Exercise of the Town’s Powers of Eminent Domain for the East Plum Creek/Sellars Gulch Confluence Project [Downtown Castle Rock] Town Council Agenda Date: July 18, 2023 Ms. Kindt explained that this is part of the East Plum Creek/Confluence project in which staff are working on degradation of the channel and loss of vegetation and habitat along East Plum Creek. Twelve parcels, five property owners including Colorado Dept of Transportation, Douglas County, Town of Castle Rock and two private property owners are involved in this project. After an extensive title search it has been discovered that one of the privately owned parcels was placed in a trust in 1939. The owner became deceased in 1960, with no further Castle Rock Water Commission Meeting Minutes - Final July 26, 2023 ownership records found. Eminent Domain will be used for this property for sure. CRW staff will work with the other private property owner to obtain any easements needed without having to resort to Eminent Domain. Commissioner Miller asked if there is a plan to repair the riparian area? Ms. Kindt explained that yes there is a plan to repair any areas where the riparian area and vegetation areas are disturbed. KiKi Miller moved to recommend to Town Council approval of the Ordinance as presented. Bill Leung seconded the motion. Passed unanimously 6-0. Yes: 6 - Chair Hammelman, Vice Chair Leung, Gaddie, Miller, Penoyar-Perez, and Rathbun Not Present: 2 - Wolfe, and Gray WC 2023-070 Resolution Approving the Tri-Party Agreement for Design Services for the Highway 85 Wastewater Collection and Treatment system Project [Located in Northwester Douglas County with Castle Rock Water managing the use of Douglas County’s American Rescue Plan Act Funding for this project] Town Council Agenda Date: August 15, 2023 Mr. Marlowe explained that staff are still working with Dominion Water & Carollo to finalize costs so at this time this memo is still not complete. To keep the project on track staff must take this item to Town Council on August 15, 2023, so the goal is to receive final numbers within the next week. Once the numbers have been finalized Mr. Marlowe will send Water Commission the final memo planned for Council. If Commission members have concerns, a special meeting can be scheduled to review the project again in detail. David Hammelman moved to table this item until additional information can be shared. Tony Rathbun seconded the motion. Passed unanimously 7-0. Yes: 7 - Chair Hammelman, Vice Chair Leung, Gaddie, Miller, Penoyar-Perez, Rathbun, and Wolfe Not Present: 1 - Gray WC 2023-071 Resolution Approving a Service Agreement with Dewberry Engineers Inc. for the Young American Infrastructure Improvements, Bell Mountain Raw Pipeline, and Bell Mountain Flow Meter Vault Upgrade Projects [Young American neighborhood and Bell Mountain Ranch] DRAFT Town Council Agenda Date: July 18, 2023 Mr. Hayes explained that this is a design agreement for a couple of smaller projects, the Young American Infrastructure Improvements, Bell Mountain Raw pipeline and Bell Mountain Flow Meter Vault Upgrade Project. The projects were combined in an effort to gain economies of scale and more interest from design engineers. Castle Rock Water Commission Meeting Minutes - Final July 26, 2023 The Young American neighborhood was constructed in the mid-1970s and the water and sewer infrastructure is approaching the end of its useful life. The Water distribution and sanitary collection systems will be designed for replacement and/or rehabilitation. As part of the project the existing pipe is undersized at 4-inch and 6-inch cast iron and will be replaced with new 8-inch polyvinylchloride (PVC) pipe. The Bell Mountain Raw Pipeline project design will provide a new raw water main to connect the Town’s existing Denver Basin Well located off of Glade Gulch Road and the Town’s interest in the Dawson and Arapahoe Wells located off of Bell Mountain parkway to the Bell Mountain Water Treatment Plant. This project will provide redundancy for the Bell Mountain Water Treatment Plant. This will also allow additional water supply for the planned future Crystal Valley Water Treatment Plant. The Bell Mountain Flow Meter Vault Upgrade Project design will allow for the existing vault at BMR to be upgraded to meet the current CRW standards as well as design a separate meter run. Dewberry was selected as the design engineer for the project. The design costs for all three projects is $623,784 with a contingency of $31.189 for a total of $654,973. The design phase should begin in August 2023 with completion in March 2024 and then construction in 2024, 2025, and 2026. Commissioner Rathbun asked about the condition of the pipeline in Young American? Mr. Hayes indicated the pipe condition was such that we have had several failures. Commissioner Hammelman asked how staff feel about the fact that they only received one proposal? Mr. Hayes answered that the team had reviewed the pricing and felt that it was competitive. The lack of other proposals is also an indication of just how busy the engineering consultants are currently according to Mr. Hayes and Mr. Gallea. Commissioner Wolfe asked where the water from the three existing wells are going to? Mr. Marlowe explained that the water is currently discharge to East Plum Creek, floated down the creek to Plum Creek Water Purification Facility and pulled out there for treatment and use. A significant portion of this water is lost to evaporation and other natural processes in the creek (approximately 40%). Connecting these wells directly to a water plant will ensure less in the way of losses. Tony Rathbun moved to recommend to Town Council approval of the Resolution as presented. Melanie Penoyar-Perez seconded the motion. Passed unanimously 7-0. DIRECTOR FOLLOW-UP AND INFORMATIONAL / UPDATE ITEMS Castle Rock Water Commission Meeting Minutes - Final July 26, 2023 WC 2023-072 Update on 2023 Rates & Fees Study and 2024 Budget Preparation Town Council Agenda Date: NA Mr. Rementer shared a brief update on the 2023 Rates and Fees Study schedule, the challenges to date with the 2023 budget and the plan moving forward. Ms. Bussey shared an update on the 2024 budget schedule and preparations. WC 2023-073 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. The potential items are: Mr. Marlowe shared that Water Commission will be seeing a lease agreement between CRW and American Tower for the use of our water tank property to house their cell tower. COMMISSIONER MEETING COMMENTS Time was allowed for Commissioner Comments.