Castle Rock Water Commission

David Hammelman, Chair Tony Rathbun, Vice Chair Castle Rock Water Commission Angie Brown Meeting Minutes - Final Brian Gaddie KiKi Miller Melanie Penoyar-Perez Cortland Wolfe Wednesday, December 13, 2023 6:00 PM Castle Rock Water 171 Kellogg Ct. Castle Rock, CO 80109 Special Meeting - Combined November/December Mtg. 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 171 Castle Rock CO 80104 or this meeting can be accessed online at: https://crgov.webex.com/crgov/j.php? MTID=m69a602c3ca1d32b643f2f37e5caea3be the Meeting password: 3Dj3qMzV5pk (33537698from video systems) or phone in by calling (720) 650-7664, meeting code 2485 054 0844. 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 David Hammelman, Vice Chair Tony Rathbun, Angie Brown, Brian Gaddie, KiKi Miller, Melanie Penoyar-Perez, and Cortland Wolfe Attendance 9 - Jason Gray, Mark Marlowe, David Van Dellen, Nichol Bussey , Roy Gallea, Matt Hayes, Walt Schwarz, Erin Evans, and MaryJo Woodrick COUNCIL UPDATE Time was allowed for Mayor Jason Gray to share a council update. COMMISSION COMMENTS Time was allowed for Commissioner Comments. ADMINISTRATIVE BUSINESS WC 2023-101 Selection and Introduction of New Commission Member Town Council Agenda Date: December 5, 2023 Mr. Marlowe introduced and welcomed Angie Brown back to the Water Commission. WC 2023-102 Approval of the October 25, 2023 Meeting Minutes Town Council Agenda Date: NA I move to approve the Minutes as presented. Castle Rock Water Commission Meeting Minutes - Final December 13, 2023 Yes: 6 - Chair Hammelman, Vice Chair Rathbun, Gaddie, Miller, Penoyar-Perez, and Wolfe Abstain: 1 - Brown WC 2023-103 2024 November December Meeting Dates Town Council Agenda Date: NA Mr. Marlowe explained that the 2024 November and December meetings fall on holidays and suggested canceling both meetings and holding one meeting to cover both the November and December items. I move to cancel the regularly scheduled Water Commission meetings for November and December 2024 and schedule a Special meeting for December 4, 2024. Yes: 7 - Chair Hammelman, Vice Chair Rathbun, Brown, Gaddie, Miller, Penoyar-Perez, and Wolfe ACTION ITEMS (HIGH PRIORITY / TIME CRITICAL) WC 2023-106 Resolution Approving Castle Rock Water’s Five-Year Strategic Plan (2024-2028)[Entire Castle Rock Water Service Area] Town Council Agenda Date: December 19, 2023 Mr. Van Dellen presented the new Five-Year Strategic Plan for Castle Rock Water staff. Staff have been working on the new plan over the last twelve months and are very proud to share the final plan. Mr. Van Dellen started with a re-cap of the 2018-2023 plan. He explained that 70% of the 117 tactics were completed and then highlighted some of the biggest items completed from the previous plan. Mr. Van Dellen then shared the Vision and Mission of CRW as well as the six strategies for the new plan. He continued his presentation by giving a quick overview of the goals for each strategy as well as how many tactics were created for each strategy. Commissioner Hammelman asked how many total tactics are in the plan and how does CRW share this with staff? Mr. Van Dellen explained that there are 170 tactics in the new plan. He explained that the new plan will be talked about at the next staff meeting and will then be emailed to all current staff. When new employees start they go through an orientation with the Assistant Director to learn about the Strategic Plan and how they fit into the plan. The Director also goes over the plan quarterly at the staff meeting. The strategic plan tactics are tied to each employee’s evaluation as well. Commissioner Rathbun asked what staff would use AI for? Mr. Marlowe explained that the goal is to see if AI could assist staff to become more efficient and more productive with their current duties and roles. Commissioner Rathbun asked about the Strategy Order? Should people be Castle Rock Water Commission Meeting Minutes - Final December 13, 2023 the number 1 strategy? Mr. Marlowe explained that the Strategies are not in order of importance - all six strategies are important to CRW’s success. I move to recommend to Town Council approval of the Resolution as presented. Yes: 7 - Chair Hammelman, Vice Chair Rathbun, Brown, Gaddie, Miller, Penoyar-Perez, and Wolfe WC 2023-104 Resolution Approving a Construction Contract between the Town of Castle Rock and Garney Companies, Inc. for Pre-Construction Services for the Plum Creek Water Purification Expansion Project [1929 Liggett Road] Town Council Agenda Date: December 19, 2023 Mr. Schwarz reported that this is part of the PCWPF expansion project. The Expansion project will increase the facility capacity from 6 MGD to 12 MGD. Burns & McDonnell Engineering was awarded a services agreement in April for the design of the expansion. At this time, Staff are ready to bring on the construction contractor to assist with the completion of design and development of a final guaranteed maximum price. Garney was selected through a bid process. Garney was selected due to the price but also because staff feel that they are a good fit. Garney was involved in the original construction of the plant as well as the 1st expansion. By having this continuity of services there is less down time due to the contractor needing to learn the entire plant process. The cost for the pre-construction services phase is $311,022. Design completion is planned for late August/early September 2024. It was suggested that a Water Commission meeting be planned at PCWPF so that Commission members can tour the facility. The February Water Commission meeting will be held at PCWPF. I move to recommend to Town Council approval of the Resolution as presented. Yes: 7 - Chair Hammelman, Vice Chair Rathbun, Brown, Gaddie, Miller, Penoyar-Perez, and Wolfe WC 2023-105 Resolution Approving a Construction Contract between the Town of Castle Rock and Global Underground Corporation for the Prairie Hawk PRV Upgrade Project [Generally following East Plum Creek through Town] Town Council Agenda Date: December 19, 2023 Mr. Hayes presented the Prairie Hawk PRV project to Commission. He explained that the purpose of this project is to replace an existing pressure sustaining valve (PSV) with a new valve vault and redundant valve, add multiple fire hydrants, redirect well water from Red Hawk Golf Course area to the advanced treatment facility and as part of the redirect, relocate part of the Castle Rock Water Commission Meeting Minutes - Final December 13, 2023 line that has shifted outside of the designated easement. The low bid was received from Global Underground. The estimated cost for the project is $538,921 plus a 10% contingency for a total budget of $592,813. The schedule for this project will be to begin in January 2024 and be completed in April 2024. Commissioner Brown asked if once the water line has been moved if it would be back in the Town easement? Mr. Hayes confirmed that it would be. I move to recommend Town Council approval of the Resolution as presented. Yes: 7 - Chair Hammelman, Vice Chair Rathbun, Brown, Gaddie, Miller, Penoyar-Perez, and Wolfe DIRECTOR FOLLOW-UP AND INFORMATIONAL / UPDATE ITEMS WC 2023-107 Draught Rates Town Council Agenda Date: NA Ms. Bussey reported that CRW is beginning to work on a drought management rate that will work in conjunction with the Drought Management Plan. Ms. Bussey explained the different stages of drought and what the actions of each stage are. Drought rates only effect the rate of water used for outdoor irrigation during times of drought. Ms. Bussey explained that staff are currently evaluating five options: · Increase Surcharges · Increase Tier 3 (Excess) rates · Increase Tier 2 (Irrigation) rates · Decrease Evapotranspiration Factors · Decrease threshold for Surcharges Commissioner Rathbun asked how these rates relate to the water rate increases that were just approved? Ms. Bussey explained that these options would only be used in the case of a drought. They have no effect on the current/regular rates. Commissioner Hammelman asked about the process on who decides when the drought plan goes into effect? Mr. Marlowe explained that the Director reaches out to the Town Manager and they work with Town Council. He also explained that there isn’t always time to go to a Water Commission meeting as well as a Town Council meeting prior to starting the plan. Commissioner Gaddie asked how customers are notified when a drought occurs? Mr. Marlowe shared that the guidelines and process for that is outlined in the Drought Management Plan. Once the rate structure has been Castle Rock Water Commission Meeting Minutes - Final December 13, 2023 developed CRW staff will bring the entire Drought Management Plan to Water Commission for review. WC 2023-108 Resolution Approving the Purchase of Meadow Ditch Water Rights Town Council Agenda Date: Early 2024 Mr. Marlowe shared a presentation on options to purchase the Meadow Ditch Water rights. Water Commission was generally supportive of proceeding. WC 2023-109 Resolution Approving the Purchase of Garber Creek Water Rights Town Council Agenda Date: Early 2024 Mr. Marlowe shared a presentation on options to purchase the Garber Creek Water rights. Water Commission was generally supportive of proceeding. WC 2023-110 Resolution Approving a Variance Pursuant to Chapter 9.16.070.E of the Castle Rock Municipal Code for Nighttime Construction Activities Related to the Acoustic Sewer Main Survey Project [Located downtown in the Wilcox and Perry area and the Wolfensberger Rd. area] Town Council Agenda Date: December 5, 2023 Mr. Marlowe explained that this item is a follow-up on an item that was presented to Town Council on December 5th for a night work variance to finish up the acoustic sewer main survey project. Town Council approved the item as presented. WC 2023-111 Water Education Colorado - Water Fluency Town Council Agenda Date: NA Mr. Marlowe explained that Water Education Colorado offers an excellent training on water fluency. The program is designed for anyone interested in gaining an in-depth understanding of Colorado water management and protection. Mr. Marlowe would like to recommend and encourage any Water Commission members that are interested to take advantage of the training. CRW is even willing to pay for the program. If interested please reach out to Mr. Marlowe or Ms. Woodrick. WC 2023-112 Upcoming Town Council Items Town Council Agenda Date: NA Castle Rock Water Commission Meeting Minutes - Final December 13, 2023 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. Update on the Douglas County Water Commission Resolution Approving McMurdo Gulch Priority #3 Stream Reclamation - Supplemental Design, Bid, Construction and Post Construction Services COMMISSIONER MEETING COMMENTS Time was allowed for Commissioner Comments.