Water Resources Board

MINUTES MURFREESBORO WATER RESOURCES BOARD April 2, 2019 The Murfreesboro Water Resources Board met on Tuesday, April 2, 2019 in the conference room at the Operations and Maintenance Building, 1725 S. Church Street. Present at the meeting were Board members: Dr. Al Carter, Mr. Ron Crabtree, Mr. Brian Kidd, Ms. Sandra Trail, Ms. Madelyn Scales-Harris, and Mr. Kirt Wade. Also present were Darren Gore, Doug Swann, Valerie Smith, Michele Pinkston, Anita Heck, Adam Tucker, Steve Tate, Jimmy Stacey, Donald Hughes, Randy McCullough, Alan Cranford, Joe Russell, Sharon Seibert, Josh Upham, Jay Bradley, Mike Bernard, and Lynda Sullivan, along with other members of the public. The Consent Agenda was presented for the following considerations: A. Consider SSR Engineering Task Order 19-41-002.0, Water Resource Recovery Facility Capacity Improvements Studies – Staff wishes to determine the peak hydraulic capacity of a portion of the WWRF facilities extending from the Final Clarifiers water surface elevation to the West Fork Stones River. Determining the potential impacts of decreasing the inflow to the WRRF Main Pump Station (MPS) by the re-routing of flows around the MPS via the existing Southwest Regional Pumping Station, the expanded Overall Creek Pump Station (OCSP) and the planned Northeast Regional Pumping Station are a necessary component of this study. The Department just finalized its 20-yr strategic planning document entitled 2018 Water Resources Integration Plan (WRIP). This document sought to capture the strategic cornerstones necessary for the Water Resources Department to prepare for Murfreesboro’s and Rutherford County’s growth through 2035. From that document there were “Action Plan” sections in each chapter with items labeled as “New Initiatives”. Staff believes that several of these items are critical to implement in the next several months for use as tactical guides to chart out MWRD’s priority capital improvements and identify the most efficient and effective development of our water, wastewater and stormwater infrastructure needs. The Department has experienced wet-weather challenges at the WRRF. Though MWRD has made progress in reducing wet weather I/I, the collection system continues to expand and the regionalization of pumping facilities has relieved flow from the Department’s two longest interceptors. Combined, these two positive outcomes increase the system’s overall capacity to convey more flow to the WRRF. Unless significant decreases in RDII can be recognized, wet-weather treatment at the WRRF will be necessary to ensure the facility continues to operate effectively under all weather conditions. Staff recommended the Board recommend to City Council approval of SSR Task Order 19-41- 002.0. The fee associated with this task order is $48,305 and is anticipated to be completed within 60 Page 31 Water Resources Board Minutes April 2, 2019 Page 2 calendar days. This fee is requested to come from the Department’s Water and Sewer working capital reserves. Overall Creek and the WRRF Wet-Weather Treatment projects are identified on the Department’s 5-yr Capital Improvements Plan (CIP) in the amount of $1,900,000 for FY19 and FY20. B. Consider SSR Engineering Task Order 19-41-004.0, Capacity Study of the Existing Overall Creek Pump Station – The capacity study of Overall Creek pump station (OSPS) will include a population and flow study of the Overall Creek drainage basin to include relevant flow monitoring basins (MF13, MF13A, and MF13B). The study will be used to determine if a need exists to upgrade the OCPS and the associated force mains, based on a 20-yr projection. The Department has experienced some challenges with surging conditions at the headworks facility of the WRRF. Prior to the Southwest Regional Pump Station coming online, a vast majority of the raw wastewater flow entered the plant through a single pump station (i.e. Main Pump Station). The Southwest Regional Pump Station has reduced the amount of flow entering the Main Lift Station, creating opportunities for the Main Pump Station to cut on and off. The intermittent operation of the Main Lift Station pumps has created flow surges at the headworks facility. The Overall Creek Pump Station also discharges directly to the headworks facility, and with the constant speed drives and continuous on and off operation throughout the day, the station can create flow surges at the headworks. MWRD is currently planning to replace the constant speed drives with VFDs to better match the station sewage inflow and help reduce these flow surges. With the planned design and construction of the Northeast Regional Pump Station, additional flow will be relieved from the Main Lift Station, creating an even greater opportunity for intermittent operation of the pumps there. This could potentially amplify the surge conditions seen at the headworks. Staff recommended the Board recommend to City Council approval of SSR Task Order 19-41- 004.0. The fee associated with this task order is $35,908 and is anticipated to be completed within 45 calendar days. This fee is requested to come from the Department’s Water and Sewer working capital reserves. C. Consider SSR Engineering Task Order 19-41-003.0, Stormwater Modeling of Subwatershed– Staff wishes to determine effective Stormwater Control Measures (SCM’s) for three sensitive subwatersheds with areas of large imperviousness. This project will utilize InfoSWMM to model the subwatersheds, rainfall events, and potential Stormwater Control Measures. SSR’s modeling and analysis are to be done in conjunction with an existing MWRD staff employee so that all modeling scenarios are integrated into the Department’s ArcGIS Geographic Information System (GIS). GIS plays a crucial role in managing stormwater. A GIS-based stormwater model of the City’s watersheds not only would help monitor and manage existing stormwater practices but also would allow analysis of vulnerable areas, optimization of existing facilities, and identification of potential locations for Page 32 Water Resources Board Minutes April 2, 2019 Page 3 stormwater control measures (SCMs). Watershed models like InfoSWMM Sustain performs very sophisticated hydrologic and water quality modeling in watersheds and urban streams and would enable MWRD to develop, evaluate, and select optimal combination of stormwater control measures, Low Impact Development (LID) and Sustainable Urban Drainage Systems (SUDS) at various watershed scales on the basis of cost and effectiveness. It can be effectively used to evaluate complex decisions about green infrastructure selection and placement, performance, and costs for meeting flow or water quality targets or both. It would enable MWRD to maximize water quality benefits and minimize stormwater management costs. Staff recommended the Board recommend to City Council approval of SSR Task Order 19-41- 03.0. The fee associated with this task order is $50,000 and is anticipated to be completed within 90 calendar days. This fee is requested to come from the Department’s Stormwater working capital reserves. D. Consider O&M vehicle purchase – Staff is requesting to replace unit #77. The vehicle has 157,908 miles and has several oil leaks and transmission problems. The desired vehicle was included on the State of Tennessee Vehicle Contract with Ford of Murfreesboro. VEHICLE DETAILS Qty Description Cost Budgeted 1 2019 Ford F-250 4x2 SD Super Cab $35,204.50 $35,000.00 Staff recommended the Board to recommend the City Council to approve the purchase of this vehicle in the amount of $35,204.50 with funding coming from the FY19 budgeted capital account. E. Consider truck purchase for Water Resource Recovery Facility (WRRF) – The Department employs several Plant Operators. In the course of their work, they use trucks to drive between the Department’s two farms, STEP Systems, Reuse towers, Oxygen plant, around the plant, and perform various other tasks. The Board approved staff’s request to budget funds in the amount of $50,000 for the purchase of this new truck. This truck would be purchased in accordance with the statewide contract with Ford of Murfreesboro in the amount of $32,613. Staff recommended the Board recommend to City Council approving the purchase of one Ford F- 150 Crew Cab Truck. F. Consider biosolids trailer purchase for WRRF – The Water Resource Recovery Facility dewaters the sludge that is a byproduct of the wastewater treatment process. Currently, over 50,000,000 lbs. of dewatered sludge are hauled annually to the landfill utilizing the Department’s Biosolids Trailers and Semi-Trucks. Page 33 Water Resources Board Minutes April 2, 2019 Page 4 The Board approved staff’s request to budget funds in the amount of $60,000 for the purchase of a replacement Biosolids Trailer. An Invitation to Bid to supply this equipment was advertised. Two bids were received. Company Bid Fleet Equipment $52,185 Tishomingo Acquisition dba Ox Trailers $47,000 Staff recommended the Board recommend to City Council approving the purchase of one Biosolids Trailer from Tishomingo Acquisition (dba) Ox Trailers in the amount of $47,000. G. Consider John Bouchard and Sons Task Order 19-01 for installation of Fournier biosolids press at the WRRF – The Water Resource Recovery Facility utilizes 8 Fournier Industry Inc. Rotary Biosolids Presses to dewater the sludge that is a byproduct of the wastewater treatment process. Currently, over 50,000,000 lbs. of dewatered sludge are trucked annually to the landfill by the Department for final disposal. The Biosolids facility was constructed in 1999 with four presses and commissioned in 2000. Of those presses, only one has not been replaced. In January of 2019, the Board and City Council approved replacing that fourth and final press with the understanding that John Bouchard & Sons would perform the installation work. The Task Order for this project is now complete. Staff recommended the Board recommend to City Council approving Task Order 19-01 for the WRRF Fournier Dewatering Press Installation in the amount of $79,872 from John Bouchard & Sons Co. Funding will be from the Department’s rate funded capital account. H. Consider Stones River Water Treatment Plant chemical bids – Invitations to Bid water treatment chemicals for use at the Stones River Water Treatment Plant were advertised and bids were publicly opened on March 25, 2019. The raw bid tabulation is as follows with bid prices including freight. A NB indicates there was no bid. Calcium Oxide Calcium Polyelectrolyte Sodium Phosphate Company Name Thiosulfate Coagulant Aid Permanganate Price / lb Price / lb Price / lb Price / lb Price / lb American Development Corporation NB 0.508 0.8420 NB 0.762 Brenntag Mid-South NB NB 0.4530 NB NB Carmeuse 0.11462 NB NB NB NB Chemrite 0.09990 NB 0.5800 NB 0.801 Polydyne, Inc. NB NB NB 0.910 NB Shannon Chemical NB NB 0.6600 NB 0.850 Sterling Water Technologies NB NB 0.4792 NB NB Univar NB NB NB NB NB Page 34 Water Resources Board Minutes April 2, 2019 Page 5 Staff has reviewed the bid submissions and determined the lowest responsible and responsive bidders. There were several products that were bid that did not meet the bid specifications. The price of the chemicals will be reflected in the FY20 Operating Budget with a contract price through June 30, 2020. The estimated annual expense for FY20 Operating Budget is identified in the table below. Staff recommended that the Board recommend to City Council approving the bids from the following responsive and responsible bidders as identified below. Estimated Unit Company Name Chemical Annual Price/lb Expense American Development Corporation Calcium Thiosulfate $0.508 $10,000 American Development Corporation Phosphate $0.842 $45,000 American Development Corporation Sodium Permanganate $0.762 $285,000 Carmeuse Calcium Oxide $0.11462 $220,000 Polydyne Coagulant Aid $0.910 $40,000 Staff has previously worked with all the above suppliers. All chemical suppliers have a good working relationship with the Department for the chemicals being supplied. A motion was made by Sandra Trail to accept the Consent Agenda as presented and it was seconded by Brian Kidd. The Board voted unanimously to approve. The February 26, 2019 Board Minutes were unanimously accepted as written. The Board considered revision to CUD/MWRD boundary. SEC, Inc., on behalf of the Developer, has made a request for 203, 207, 209, 213, 219 and 303 Yearwood Avenue to be served by MWRD for water service and fire protection. The Department has an existing 16” water main along N. Rutherford Blvd., whereas CUD only has an existing 2” water main along Yearwood Drive. Their existing line would not provide the required fire protection for the proposed development. Instead of just serving these properties, Consolidated Utility District approved to release this entire area west of Yearwood Avenue at their December Board meeting. Amendment document #6 will be prepared by our Legal Department to be executed by both parties. Staff recommended that the Board recommend to City Council to approve the revision to the CUD/MWRD boundary and the Mayor executing an amendment to the Water Service Boundary. Sandra Trail made a motion to approve. Madelyn Scales-Harris seconded. The motion unanimously passed. The Board considered Department participation with the Farrer’s for sewer main rehabilitation along Brinkley Avenue. Page 35 Water Resources Board Minutes April 2, 2019 Page 6 The Farrer’s own F&B Mobile Home Park (Park) along Brinkley Avenue off NW Broad Street. Staff is unsure of what year this Mobile Home Park was built, but approximately 900’ of 8” sanitary sewer main to serve the Park was extended at that time. Typically, the Department has files or record drawings of the installation, but we do not have any for this project. Per the Chapter 29-Subdivisions, Maps and Plats of the City Code, the Department is to maintain public sewer to each lot of record; therefore, technically at this time, this sewer should be a public sewer main that we are to operate and maintain since it serves other properties along Brinkley Avenue. This is not to say that when the sewer main was first extended it was a public line. But through the course of the years and development along Brinkley it should technically be public now. Even though this main may not have intended to be a public main at the time of installation, from time to time, the Department would receive stopped sewer calls from the residents. Since we did not have easement for the sewer main or access for proper maintenance, because of there being mobile homes on top of the main and manholes, the normal process would be for staff to contact the Farrer’s and they would handle the necessary repairs to this line to unstop the sewer. This was the normal process because the Farrer’s did not want to move the mobile homes for us to make repairs and cause displacement of one or more residents. Since this sewer main has not been properly maintained over the years, it has gotten to a state of disrepair. Staff has attempted to televise but was unsuccessful even in the first line segment due to broke pipe and roots. Staff fully believes it would cost more to make repairs to the main, to get it to a condition that it could be rehabbed from the inside, than to just dig it up and replace it. When the Farrer’s approached staff regarding the proposed redevelopment, staff discussed with the Farrer’s the replacement of the sewer main. Staff doesn’t believe it to be completely fair for the Farrer’s to bear the cost of full replacement, since it technically should be the Department’s to maintain at this point. But we also believe that it shouldn’t completely be our responsibility either since we didn’t have the proper access for maintenance. Staff requests to participate with the Farrer’s in an amount it would cost us to rehab the sewer main and manholes from the inside, without adding the cost of making any repairs to get the sewer to a state that this could be done. The Farrer’s would then dig and replace the sewer main and manholes once the mobile homes are relocated and with the redevelopment of the property. The estimated cost for the rehab of the sewer, per our existing sewer rehabilitation contract, would be a total of $42,870. The full replacement of the sewer main is estimated at approximately $85,000. This participation amount is requested to come from the Department’s working capital reserves. There are adequate reserves to fund this amount. Staff recommended the Board recommend to City Council approval of the participation in the amount of $42,870. Page 36 Water Resources Board Minutes April 2, 2019 Page 7 Brian Kidd made a motion to approve. Kirt Wade seconded. The motion unanimously passed. The Board considered a proposal from SSR for SRWTP Auxiliary Raw Water Intake Control System Upgrade. Staff submitted JBS Task Order No. 18-05 for the Water/Wastewater Mechanical/Electrical Services Contract to replace the variable frequency drives (VFDs) at the Auxiliary (Lake) Raw Water Pump Station at the October 2018 Board meeting. In addition to replacing the drives at the intake, the control system needs upgrading due to age and maintenance of the system. The current control system was installed in 1999 and is obsolete making repairs difficult and soon impossible. SSR is conducting this work in conjunction with John Bouchard & Sons performing Task Order No. 18-05. The Scope of Work for SSR is: • Furnish one ControlLogix PLC System to upgrade the existing SCL5/05 PLC system and one PanelView Plus 7 Operator Interface Terminal (OIT) at the Auxiliary Pump Station. • Furnish one Remove I/O PLC System on a pre-fabricated back panel to replace the existing back panel in the Chemical Dosage control panel to control the chemical feed system. • All PLC/HMI programming is included to upgrade the PLC to a ControlLogix platform. The cost for providing the professional engineering services and integration service for the control system is $87,850. The FY19 Capital Budget has $235,000 budgeted for replacing the drives. Of the $235,000 budgeted, $215,710.50 was approved for Task Order No. 18-05, leaving $19,289.50 in the FY19 Capital Budget. Staff is recommending using funds for HVAC replacement, in the amount of $78,000, to fund the shortfall. The HVAC replacement will be budgeted for future replacement. The total project cost is $303,560.50 leaving $9,439.50 underbudget. Staff recommended the Board recommend to the City Council approving SSR to perform the work for the Auxiliary Raw Water Pump Station Control System Upgrade in accordance with their estimate. Sandra Trail made a motion to approve. Ron Crabtree seconded. The motion unanimously passed. The Board considered SSR Engineering Task Order 19-41-001.0, Preparation of an Updated 201 Facilities Plan. The project will include preparation of a 201 Facilities Plan update (the Plan) to include MWRD’s sanitary sewage collection and treatment systems. The Plan will incorporate all updates and system changes since the previous 2002 Plan was completed. Since the Department now allows decentralized sewer service in certain circumstances, our plan for servicing outlying properties within our defined service area will need to change. The Plan will be developed so as to conform with the requirements of the Clean Water State Revolving Fund (SRF) Facilities Plan document outline and Environmental Protection Agency Guidance for Preparing a Facility Plan, EPA-430/9-76-015 in the event SRF monies are used to fund any future capital projects that are derived from the Plan. The Department just finalized its 20-yr strategic planning document entitled our 2018 Water Resources Integration Plan (WRIP). This document sought to capture the strategic cornerstones necessary Page 37 Water Resources Board Minutes April 2, 2019 Page 8 for the Water Resources Department to prepare for Murfreesboro’s and Rutherford County’s growth through 2035. From that document there were “Action Plan” sections in each chapter with items labeled as “New Initiatives”. Staff believes that several of these items are critical to implement in the next several months for use as tactical guides to chart out MWRD’s priority capital improvements and identify the most efficient and effective development of our water, wastewater and stormwater infrastructure needs. The Tennessee State Revolving Fund (SRF) requires that a utility maintain an updated Facilities Plan that summarizes the tactical activities required to provide service to current and future customers. These are commonly referred to as 201 Facilities Plans. While periodic minor updates to the MWRD Facilities Plan have been made in concert with specific projects, the last comprehensive update to the document was completed in 2001. As a result of major changes to annexation laws in 2014, MWRD’s policy regarding sewer service was modified. These modifications have significantly changed the population and flow projections contained in this WRIP. The Facilities Plan should be updated to reflect the change in policy and the resulting changes in projected sewer system growth. Staff recommended the Board recommend to City Council approval of SSR Task Order 19-41- 01.0. The fee associated with this task order is $249,860 and is anticipated to be completed within 360 calendar days. This fee is requested to come from the Department’s Water and Sewer working capital reserves. Sandra Trail made a motion to approve. Kirt Wade seconded. The motion unanimously passed. The Board was informed of the Mill Street, Tiger Hill and Halls Hill Storage Tank Repair and Recoating project. Staff monitors the status of all five of the drinking water storage tanks for service condition including cleanliness and coating status. There are three tanks that need recoating (repainting). The Mill Street tank is a two million-gallon steel elevated storage tank that was constructed in 1973, the Tiger Hill tank is a three million-gallon steel ground storage tank that was constructed in 1983 and the Halls Hill tank is a three million-gallon concrete ground storage tank that was constructed in 1972. The Mill Street and Tiger Hill tanks were last painted (recoated) in 2007. The last coating application on the Mill Street tank is experiencing a coating failure and there are several repairs and improvements that are needed at that location. The Tiger Hill tank needs recoating, however its existing coating is in a condition that allows recoating over the existing paint. The Halls Hill tank was last recoated with concrete repairs in 2012, however it is experiencing spalling on the exterior and needs more extensive repair along with recoating. Staff has requested SSR to provide engineering services in conjunction with recoating these three tanks due to the complexity of this project. At the Mill Street tank there are several modifications and repairs that are needed in addition to the recoating of the tank. The estimated cost of all work to the tank is $1,600,000. Page 38 Water Resources Board Minutes April 2, 2019 Page 9 At the Tiger Hill tank there are several repairs that are needed in addition to the recoating of the tank. The estimated cost of all work to the tank is $615,000. At the Halls Hill tank there are several repairs that are needed. The estimated cost of all work to the tank is $155,000. SSR’s scope for this project includes engineering services for the preparation of specifications suitable for both bidding and construction of the recoating project as well as permitting with local and state agencies. Fees, as required for reviews and permits, will be billed as a direct pass through reimbursable at SSR’s costs. They will also provide Construction Administration and Resident Project Representative Services on the project. In addition, SSR will commission a NACE Certified Coatings Inspector to observe all Critical Phase work. SSR estimates that construction will be fully complete in approximately 255 days from issued Notice to Proceed date with consideration to weekend and weather days. SSR proposes an hourly not-to-exceed fee of $169,595 for the design, bidding, and construction phase services for the recoating of the Mill Street elevated and Tiger Hill ground storage tanks. The original estimate slated for the Department’s 5-year CIP for this project was $1,500,000. After a detailed review of the work that is required and updating the original estimate, the new estimate has changed to $2,539,595. The Board considered FY2022 Pro Forma and FY2020 Rate Recommendation. The Murfreesboro Water Resources Department was provided a cost of service study (COSS) from Jackson Thornton Utilities Consultants for FY2017 and an FY2022 Pro Forma that was the basis for recommending no rate increases for FY2019. MWRD staff has updated the pro forma with FY2018 rate revenue and is again recommending no rate increase for FY2020. The FY2022 pro forma was run using two scenarios: 1) A “Base” scenario assuming no new debt was added between FY17 and FY22. This assumes using reserves on hand to pay for $35,000,000 in capital projects. 2) A scenario where $35,000,000 in debt (20-yr @ 2%) is incurred to pay for the Northeast Regional Pumping Station and Force main as well as the necessary capital equipment to perform full scale biosolids drying at the Water Resource Recovery Facility (WRRF). Full payback of the total loan amount was assumed to start in FY2022. Table 1 compares the FY22 pro forma revenue requirements for the Water Resources fund to the FY18 actual rate revenue over-recovered. This scenario assumes no debt will be incurred within the five- year timeframe. Table 1: FY18 Rate Revenue compared to FY22 Pro Forma (No Debt Scenario) Water # Annual Billings Sewer # Annual Billings Total FY22 Pro Forma $13,937,439 313,554 $22,820,180 518,318 $36,757,619 FY18 Rate Revenue $14,414,743 313,554 $27,814,643 518,318 $42,229,386 Difference $(477,304) 0 $(4,994,463) 0 $(5,471,767) Page 39 Water Resources Board Minutes April 2, 2019 Page 10 The total difference of $(5,471,767) is seen as the “revenue surplus” that the Department anticipates over the four-year timeframe. The over-recovery of FY18 projected cost of service by $2.9M covers the anticipated FY22 added expenses by approximately $1.0M. By adding the $1.0M to a $4.4M reduction in debt service equals the $5.4M revenue surplus. Table 2 compares the FY22 pro forma revenue requirements for the Water Resources fund to the FY18 actual rate revenue over-recovered. This scenario assumes $35,000,000 will be incurred within the five-year timeframe to pay for the Northeast Regional Pumping Station and Forcemain and the capital equipment for full scale biosolids drying at the Water Resource Recovery Facility (WRRF). Table 2: FY18 Rate Revenue compared to FY22 Pro Forma ($35M Debt Scenario) Water # Annual Billings Sewer # Annual Billings Total FY22 Pro Forma $13,937,439 313,554 $24,966,415 518,318 $38,903,854 FY18 Rate Revenue $14,414,743 313,554 $27,814,643 518,318 $42,229,386 Difference $(477,304) 0 $(2,848,228) 0 $(3,325,532) The total difference of $(3,325,532) is seen as the “revenue surplus” that the Department anticipates over the five-year timeframe while incurring $35,000,000 in debt. The over-recovery of FY18 cost of service by $2.9M covers the anticipated FY22 added expenses by approximately $1.0M. Add the $1.0M to a $4.4M reduction in debt service and then subtract the $2.1M addition to debt service equals the $3.3M revenue surplus. Based on the debt service coming off the rate revenue requirements for sewer and the over-recovery witnessed in FY18 that will cover the next four years of anticipated expenses, staff does not recommend a rate increase for FY20. For the average household, affordability indexes are maintained. The possibility exists to fall somewhere between paying for the full $35M from reserves or financing through loans. Also, in the fall of 2019, staff will be requesting the Board to approve funding the Department’s FY19 cost of service study as an update to our revenue requirements and capital funding needs. Sandra Trail made a motion to approve. Kirt Wade seconded. The motion unanimously passed. Staff presented and discussed the Water Resources Dashboard Performance for February 2019. Staff presented the Financial Reports for the year ending February 28, 2019. There being no further business, the meeting was adjourned. Alphonse Carter, Jr, Vice Chairman Page 40