Water Resources Board

MINUTES MURFREESBORO WATER RESOURCES BOARD May 28, 2019 The Murfreesboro Water Resources Board met on Tuesday, May 28, 2019 in the conference room at the Operations and Maintenance Building, 1725 S. Church Street. Present at the meeting were Board members: Mr. John Sant Amour, Dr. Al Carter, Mr. Ron Crabtree, Mr. Brian Kidd, Ms. Sandra Trail, and Ms. Madelyn Scales-Harris. Also present were Darren Gore, Valerie Smith, Doug Swann, Michele Pinkston, Anita Heck, David Ives, Steve Tate, Matt Powers, Donald Hughes, Alan Cranford, Joe Russell, John Strickland, Jay Bradley, Ronnie Martin, and Haley Pelham along with other members of the public. Item B was removed from the Consent Agenda. Items A, C, and D of the Consent Agenda were presented for the following considerations: A. Consider O&M Kubota Tractor purchase – This unit will be used to pull the trailer jetter along sewer easement lines to clean and maintain the lines. It will also be used to help maintain the easements. Staff researched various tractors of similar type and decided the Kubota Utility Cab Tractor was the best fit for the Department. It is included on the Sourcewell Contract through Murfreesboro Kubota, LLC. Staff recommended the Board recommend to the City Council to approve the purchase of the tractor in the amount of $48,71.65 from Murfreesboro Kubota. Funding for the purchase of the tractor was approved within the 2018/2019 Rate Funded Capital Budget for $65,000. C. Consider Lenahan Leasing Subdivision sewer participation – In March of this year, staff received the Lenahan Leasing Company Subdivision preliminary plat for review. The plat was to create Lot 3 in the west corner of Middle Tennessee Blvd and Haley Road. It was sent for staff review to determine how the property would be served with water and sanitary sewer since City Code states that the developer is responsible to extend water and sewer services to each new lot that is created. During review of the plat, it was determined that water service will be provided by a connection along Haley Road and sewer service will be provided by a public sewer main extension from the west by the developer across the original Lenahan Subdivision property. There is not an existing sewer main along Haley Road. The original Lenahan Leasing Subdivision created Lot 1 at a time that did not require the developer to extend public water and sewer services to each new property created. It was through our sewer Page 19 Water Resources Board Minutes May 28, 2019 Page 2 rehabilitation efforts that we determined Lot 1 sewer service is a private sewer service extending through the original property and connects to the existing public sewer main to the north of the property. The Department has an opportunity to bring this Lot 1 property in compliance with the requirement of public sewer to each lot of record. Since the developer is required to extend public sewer to Lot 3, staff has requested the developer to continue the extension of the 8” public sewer main from the newly created Lot 3 over to serve the existing Lot 1 which is approximately 144 linear feet. The Department would fully fund this 144-foot portion of the sewer extension. At such time in the future there are any improvements to the existing Lot 1, the Department will require Lot 1 to relay a new service line to this new public sewer main and to abandon the connection to the private sewer on the original property. Staff has received an estimate from Huddleston Steele Engineering in the amount of $17,300 for the additional 144 feet of sewer to extend from Lot 3 to Lot 1 along the western property line of Lot 3. Staff recommended the Board recommend to City Council approval of the funding for the sewer extension. Funding is requested to come from the Department’s working capital reserves. D. Consider renewal of Memorandum of Understanding with MTSU – Public education and participation are a core requirement of the State-issued stormwater discharge permit under which the City of Murfreesboro operates. The City’s annual report to TDEC includes a record of the outreach and education done during the year. In 2011, the City and MTSU entered into a Memorandum of Understanding (MOU) for MTSU to do education projects for us related to stormwater and surface water quality. We have continued with the MOU by annual renewals since 2012. Each year MTSU and the City agree on a set of projects and events. These include education and outreach targeted to selected businesses or properties (for example, adjacent a stream); activities (TV spots, stream clean-up events, tree-planting, audits of facilities and follow-up education, etc.); classroom teaching; and setting up and staffing outreach events (Earth Day, school field days, etc.). Projects vary from year to year based on program needs and goals. Staff would like to renew the MOU without changes and recommended that the Board recommend to City Council renewal of the MOU. The 2019-20 fiscal year budget included $50,000 for education services and would be paid out of stormwater funds. A motion was made by Dr. Carter to accept Items A, C, and D of the Consent Agenda as presented and it was seconded by Brian Kidd. The Board voted unanimously to approve. Item B removed from the Consent Agenda was discussed and voted on as an individual item. Page 20 Water Resources Board Minutes May 28, 2019 Page 3 B. Consider SSR Engineering Task Order 17-41-029.0 Amendment No. 1, Walter Hill Dam Rehab– Staff first brought this project to the Board in December 2017. The project originated following the Tennessee Department of Environment and Conservation (TDEC) Division of Water Resources inspection of the dam. The original scope of the project was to provide repairs to reduce leakage at the dam/rock interface and extend the wall at the southeast end of the dam. The original contract with SSR proposed an hourly not-to-exceed fee of $46,485. SSR was involved in an extensive and lengthy review process with the United States Army Corps of Engineers (USACE) due to land ownership questions and concerns for endangered species in the project area. The additional information, coordination, and time required to receiving permit approval from the USACE was not budgeted in the original engineering services contract between MWRD and SSR. In addition, SSR was required to advertise and bid the project two times as the first bid resulted in no bidders. Additional contract document preparation was required for the second bid as well as a second pre-bid meeting and bid opening. Above average rainfall in the second half of 2018 also caused delays for the contractor preventing him from completing the project within the contract period. A stop work order was then issued to the contractor from the Department on December 21, 2018. Per the request of the Tennessee Wildlife Resources Agency (TWRA), instream construction activities were prohibited from January 15 to July 1 due to the spawning period of an endangered species found near the project location. Although construction ceased, coordination between the contractor, MWRD, and SSR continued during this period regarding site clean-up, site access, and permit updates. SSR is requesting an additional $21,695 as an amendment to the original engineering services contract as the stop work period end date is approaching and construction activities should start soon. This fee covers the services previously rendered that were not accounted for in the original contract and covers time required for the resident project representative services through the completion of the project on September 13, 2019 (weather permitting). The original agreement for engineering services of $46,485 and the additional $21,695 for the amendment for a total agreement of $68,180. Funding for this project is to come from working capital reserves. Staff recommended the Board recommend to the City Council approving Amendment 1 with SSR for the Walter Hill Dam rehabilitation. A motion was made by Brian Kidd to accept Item B of the Consent Agenda as presented and it was seconded by Dr. Carter. The Board voted unanimously to approve. The April 30, 2019 Board Minutes were unanimously accepted as presented. Page 21 Water Resources Board Minutes May 28, 2019 Page 4 The Board considered bids for repurified PVC pipe to extend repurified line at the Coleman Farm. Operations & Maintenance requested sealed bids for 3,000 ft of 24” repurified pipe. This pipe will be utilized to extend the existing repurified line located at the Coleman Farm. The table below shows the bid results. Project: Extend Repurified Line at Coleman Farm Company Total Fortiline Waterworks $143,640 Hayes Pipe $145,920 Southern Pipe & Supply $178,800 Core & Main $180,000 G&C $182,550 Staff recommended the Board recommend to City Council approval of purchasing pipe from the low bidder, Fortiline. The funding for the extension of the repurified line in the amount of $143,640 is to come from the Department’s Working Capital Reserves. Dr. Carter made a motion to approve. Ron Crabtree seconded. The motion unanimously passed. The Board considered additional funding for emergency bypass pump due to a collapsed pipe. Operations & Maintenance was alerted on February 28th an overflow occurred on a 36” interceptor. Research began immediately and on March 1st the blockage area was located. O&M started cleaning debris from the pipe and on March 2nd staff determined the pipe was collapsed. O&M gathered quotes from three contractors who could quickly provide bypass pumping capabilities to stop overflows upstream until the pipe could be repaired. Garney Companies provided the lowest quote at $45,351. The contractor set up the necessary pumping equipment on March 8th. Staff obtained a separate quote to repair the 36” interceptor and Garney was also the lowest. On March 18th, staff entered into a separate contract with Garney to perform the repair in the amount of $215,000 but not to exceed $250,000. Garney estimated the repair would take 12 days to complete; however, due to unforeseen circumstances encountered during the installation process, an extra two weeks was required. This in turn, required an additional two weeks of bypass pumping that generated an excess cost of $21,454. The repair was completed on April 18th. The total cost of the emergency repair is in the amount of $314,055. Staff is requesting additional funds of $21,454 to cover the extra two weeks of bypass pumping to be allocated from Capital Reserves. Staff recommended the Board to recommend the City Council to approve the final payment of $21,454 to Garney Companies. Brian Kidd made a motion to approve. Sandra Trail seconded. The motion unanimously passed. Page 22 Water Resources Board Minutes May 28, 2019 Page 5 The Board considered Water/Wastewater Electrical/Mechanical Services Contract Extension. Staff accepted bids on February 21, 2018 for one base-bid task order (18-01) along with supplemental unit prices for outside labor and equipment services. The bid was awarded to John Bouchard and Sons Co. (JB&S), and the agreement was executed on May 17, 2018. The agreement allowed for the provision of extending the supplemental unit prices an additional three, 12-month terms. Staff is requesting approval to extend the agreement with JB&S an additional 12 months to May 17, 2020. Staff has been extremely satisfied with JB&S. They have been able to complete work MWRD maintenance staff could not due to lack of resources. Staff recommended the Board recommend to the City Council to extend the agreement with John Bouchard & Sons Co. for an additional 12-month period from May 17, 2019 to May 17, 2020. A lot of the costs associated with John Bouchard’s help can be classified as reactive maintenance due to unforeseen repairs and equipment breakdowns and will likely be requested as funded from working capital reserves. However, the Department’s 5-yr capital improvements plan does account for $1.5M in rate funded vehicle and equipment replacement that may fund a portion of the costs associated with JB&S services. Ron Crabtree made a motion to approve. Sandra Trail seconded. The motion unanimously passed. The Board considered Buchanan/Elam Special Sanitary Sewer Assessment District boundary revision. In July 2001 the City created the Buchanan/Elam Sanitary Sewer Assessment District (AD) by Ordinance and thereafter the Department extended sanitary sewer to the Buchanan and Elam Road Interchanges. By contract between the City and Farrer Bros. Construction, the Farrer’s were obligated to make 100 sewer connections per year (at $1,000 each for 20-yrs) to help pay for the cost of this extension. Therefore, any connection made within this AD would be credited toward the Farrer’s obligation. The main development within this AD has been along the Joe B Jackson Parkway corridor and there have been two substantial single-family residential developments. One of these being the Buchanan Estates Subdivision developed by the Farrer’s. Over the years, staff has received requests to develop properties in the Buchanan Interchange area, outside of the City Limits as well as outside of the defined AD boundary/area. However, those developments have never been constructed. In March 2016, the Board and Council approved an Amendment No. 2 to our Policies, Procedures & General Design Requirements (Policy). A portion of this Policy in summary states in order to have sanitary sewer service, the property must be within the City Limits currently or annexed into the City. If the property is not annexable, service as an outside the city customer may be possible by written agreement under the following utility extension policy: Page 23 Water Resources Board Minutes May 28, 2019 Page 6 1) Only properties within the Buchanan and Elam Road Interchange Sanitary Sewer Assessment District, as defined in City Code Section 33-206 will be considered for outside the City sewer service, and 2) Only properties may be considered outside the City sewer customers where providing sewer services is deemed a higher benefit to the public than annexation affords (e.g., parks, schools, etc.). In the last couple of months, staff received two requests that we determined didn’t necessarily meet Amendment No. 2 to the Policy however, were viable candidates to be added to the AD Boundary. The first is property along Rucker Road, approximately 19.75 acres. It is requested for this property be added to the AD to provide access to the Stonebridge Subdivision, which is currently within the AD. This proposed access is also a planned access on the Rutherford County Major Thoroughfare Plan to improve the roadway pattern of Rucker Road. Staff originally received a request to develop this Subdivision in 2006 but due to the economic downturn it didn’t happen. The developer has also either purchased or is under contract to purchase the property below the subdivision. Staff felt it was appropriate to recommend the property be included to provide road frontage to the land-locked development and serve a higher purpose in conforming to the County’s major thoroughfare plan. Additionally, the number of lots to be sewered on this property is considered de minimis in depleting the capacity of the collection and treatment systems. The second property is along Elam Road. It is currently owned by the New Bethel Church and is approximately 1 acre. Joe Swanson, Jr., wishes to purchase the property as a second access for the property he owns to the north which is being developed under the name of Parkway Place. There is an existing access now connected to Elam Road and extends parallel to I-24; however, Rutherford County Highway Department wishes to close this section of roadway paralleling I-24 and allow access solely through the church property. Staff believes this addition to the Buchanan Assessment district therefore serves a higher purpose and is de minimis in depleting capacity in the collection and treatment system. Staff recommended the Board recommend to the City Council to approve the two properties be added to the Buchanan/Elam Sanitary Sewer Assessment District Boundary as Amendment No. 1. Ron Crabtree made a motion to approve. Sandra Trail seconded. The motion unanimously passed. Staff presented and discussed the Water Resources Dashboard Performance for April 2019. Staff presented the Financial Reports for the year ending April 2019. There being no further business, the meeting was adjourned. John Sant Amour, Chairman Page 24