Water Resources Board

MINUTES MURFREESBORO WATER RESOURCES BOARD September 22, 2020 The Murfreesboro Water Resources Board met on Tuesday, September 22, 2020 in the conference room at the Operations and Maintenance Building, 1725 S. Church Street. Consistent with the Governor’s Executive Order, members of the Water Resources Board participated by electronic means as has been determined necessary to protect the public health, safety, and welfare in light of the COVID-19 pandemic. Present at the meeting were Board members: Dr. Al Carter, Mr. Brian Kidd, Mr. Ron Crabtree, Ms. Sandra Trail, Ms. Kathy Nobles, Mr. Kirt Wade, and Ms. Madelyn Scales-Harris. Also present were Darren Gore, Michele Pinkston, Valerie Smith, Doug Swann, Roman Hankins, Marshall Fall, Robert Haley, Steve Tate, Sharon Seibert, Matt Powers, Alan Cranford, Joe Russell, Randy McCullough, Travis Wilson, Mike Bernard, Caleb Sanders, Enoch Jarrell, Brent Fowler, Jay Bradley, Randy Friedsam, and Ronnie Martin along with other members of the public. The Consent Agenda was presented for the following considerations: A. Consider SRWTP TOC Instrument replacement – Staff requested the Board approve the sole source purchase of a replacement Total Organic Carbon (TOC) instrument from Suez WTS Analytical Instruments, Inc. Suez is the manufacturer and they are providing a $6,000 trade-in value for the existing instrument. The existing TOC analyzer was purchased in August 2011. The typical lifespan of an instrument is approximately 10 years with care and maintenance. Staff has worked hard to maintain this instrument in accordance with manufacturer’s recommendations since its purchase. Staff was notified by the manufacturer that our model 5310C TOC instrument is nearing obsolescence. Parts are limited for repairs and at some point, the unit can no longer be repaired. Staff currently conducts 24 regulatory compliance samples annually. The cost to outsource these compliance samples is $35 per sample for a total of $840/year. In addition to compliance sampling the Department conducts an additional 1,100 analyses annually for compliance, blanks, standards, GAC monitoring, tank monitoring, duplicate, replicate, and certification samples used in process control and quality assurance. The cost for the Department to outsource these additional samples would be $38,500/year with a total of $39,340/year for all samples. The Department can analyze TOC samples with its own equipment for less than $3/test for a cost less than $3,372/year. Payback on the equipment is less than one year if based upon the additional samples the staff conducts for process control and quality assurance. The instrument is not only used for the regulatory compliance, it is also used to make adjustment to operations. Page 20 Water Resources Board Minutes September 22, 2020 Page 2 The cost for replacing the TOC instrument is $30,728 including the first year’s annual service fees. Funding is in the FY21 capital budget in the amount of $40,000. Staff recommended that the Board recommend to the City Council approving the purchase of the TOC instrument from Suez WTS Analytical Instruments, Inc. in accordance with their proposal. B. Consider JB&S Task Order 20-03, Supply & Install Two Gardner Denver Compressors – Task Order No. 20-03 for the Water/Wastewater Mechanical/Electrical Services Contract was approved by the Board and Council to demolish two existing air compressors, pour a new pad, furnish and install two new Gardner Denver air compressors, and test run. The work was completed; however, it required more time than estimated and there were some issues with one of the breakers that had to be resolved. This included additional labor. The additional cost to the project is $3,252.91. The original estimate for the project was $21,868.72. The total cost of the project, with the addition of the additional labor, is $24,892.91. The approval for this change is within the authority of the Director and is for informational purposes only. C. Consider JB&S Task Order 20-07, New Floor Drains in Pretreatment – Task Order No. 20-07 for the Water/Wastewater Mechanical/Electrical Services Contract is to install three new floor drains in the upstairs pretreatment building, in the room housing the Lime Silos. The estimate is for the installation of three floor drains including core drilling three 3” drains, 3” cast iron no- hub piping, hangers, material to tie into the existing 3” drain riser, and painting by Commercial Painting Inc. The original estimate for the project was $11,901. This project is in the FY21 capital projects in the amount of $15,000. Staff recommended the Board recommend to the City Council approving JB&S Task Order 20-07 in accordance with their estimate. D. Consider JB&S Task Order 20-06, WRRF #1 Clarifier Repairs – In the course of Maintenance staff performing yearly preventative maintenance work on the WRRF’s six Clarifiers, damage to the Auxiliary Scraper Arm Assembly on the #1 Clarifier was discovered. After draining the Clarifier for further inspection, it was found that some parts had failed and caused significant damage throughout the entire Scraper Arm Assembly. The Task Order will be under the Department’s standing Water-Wastewater Mechanical-Electrical services contract with JB&S. Staff recommended the Board recommend to City Council approving JB&S Task Order 20-06 at a cost of $9,750. Funding is requested to come from the Department’s working capital reserves. A motion was made by Ron Crabtree to accept the Consent Agenda as presented and it was seconded by Brian Kidd. The Board voted unanimously to approve. The August 25, 2020 Board Minutes were unanimously accepted as written. Page 21 Water Resources Board Minutes September 22, 2020 Page 3 The Board considered a revision to CUD/MWRD boundary. At the August & October 2017 meetings, the Board approved these properties, being annexed at the time, to be served with Septic Tank Effluent Pump (STEP) Systems and an onsite Sewage Treatment & Disposal System. The properties are to be developed into a 25.09-acre subdivision currently within MWRD’s water service area. Since the Board’s approval, the Developer has made several attempts to obtain off-site water easements from neighboring properties in order to extend water to the subdivision. The neighboring property owners have been unwilling to sell the necessary easements, so the Developer has been unable to move forward with design and construction. As a result, the Developer is requesting for the properties to be transferred to Consolidated Utility District (CUD) for water service. MWRD staff is satisfied that fair offers have been extended and the appropriate level of due diligence has been expended by the Developer. At this time, all other STEP Systems with onsite Sewage Treatment & Disposal, that have been approved for MWRD to operate and maintain are within CUD’s water service area. Staff recommended that the Board recommend to City Council approving the revision to the CUD/MWRD boundary and the Mayor executing amendment #7 to the Water Service Boundary. Kirt Wade made a motion to approve. Sandra Trail seconded. The motion unanimously passed. The Board considered a proposal from Wiser Consultants for engineering design services for Salem Highway Widening Phase 2. At the January 2010 meeting, the Board approved Wiser Company to prepare water and sewer relocation plans in preparation of the Tennessee Department of Transportation (TDOT) construction project for widening New Salem Hwy (SR-99) from Old Fort Pkwy to Cason Lane. Since this time, TDOT phased the project into two phases. The first being from I-24 to Cason Lane and phase two being from Old Fort Parkway to I-24. Phase I is currently under construction. Since the project was split into two phases, in 2017 Wiser used the remaining monies in their original proposal to separate the projects into two sets of plans, cost estimates and the required TDOT forms and resubmitted this information to TDOT. Even though water main relocation plans were submitted to TDOT in 2017, with the water main located within the roadway for Phase II, staff just recently learned that TDOT will not allow utilities within the roadway except where absolutely necessary. This requirement constitutes a significant change, and it not only required a redesign of the plans but will also require the Department to purchase easements. It is the Departments preference to either be inside the road or outside the right of way in an easement with our mains. Staff would rather not have the water and sewer mains in between this area, because all the other utilities such as storm drainage lines, gas, electric, cable, etc. are located here and it will make future maintenance difficult and sometimes dangerous. Page 22 Water Resources Board Minutes September 22, 2020 Page 4 Because of this redesign and the need for easements, staff requested a proposal for Phase II of the project. The proposal is in an amount not to exceed $30,450 and includes assistance with easement descriptions and exhibits necessary for water easements. At this time, staff is of the understanding that engineering design does not qualify for reimbursement from TDOT, but that portions of MWRD’s utility relocation construction cost may qualify for reimbursement. A proposal from an appraisal company will follow to assist in appraising the properties so easement offers can be prepared for locations where the water line must be outside of the right of way. Staff recommended the Board recommend that City Council approve the Engineering proposal from Wiser Company. It is recommended this work be paid from Working Capital Reserves. Sandra Trail made a motion to approve. Kathy Nobles seconded. The motion unanimously passed. The Board considered Greenhouse Ministries connection fees. Per City Code, Chapter 33, Sections 50(A) (2) and (3) below, the Board is to recommend to City Council the sewer connection fees associated with Building applications that do not fit into one of the designated categories as listed on the connection fee spreadsheet. Section 50 (2) When the applicant for sewer services does not fit into one of the foregoing categories, the connection fee shall be based on $2,550.00 for each two hundred sixty gallons per average daily demand (gpd). (3) The sewer connection fee for sewer service to any industrial use, or commercial space exceeding thirty-five thousand square feet, shall be fixed and established by the City Council upon recommendation of the Board after considering and taking into account the location, size, extent, nature and requirements of such customer, and the estimated cost of furnishing such sewer service to the customer, and further considering the estimated usage, occupancy and plumbing fixtures to be installed. The fees for the proposed Greenhouse Ministries were calculated and provided to them based on the different uses within the building. The 1st floor is intended for all office space, with the 2nd floor as 17 temporary one-bedroom housing units and one permanent apartment. At first, staff felt that the temporary housing units would be more like a hotel since each unit has one bedroom, a small kitchenet and did not have its own washer/dryer. However, during a recent meeting with Planning it was determined that the temporary housing units could have tenants stay up to 2 ½ years, which is more similar to the length of stay of an apartment. The combined water and sewer connection fee for a hotel room is $1,150 whereas the combined water and sewer connection fee for an apartment is $3,750, which could have one bedroom or multiple bedrooms. With this new information staff feels that it would be most fair to charge initial fees using the “hotel” charge since it had already been provided; however, determine the actual usage and connection fee charge from an average of 12 to 18 months of water usage once the new facility is open. Page 23 Water Resources Board Minutes September 22, 2020 Page 5 Staff has done this in the past with the Nissan Facility at Singer Road. We have also required facilities, where the difference in fees could be substantial, to sign an agreement and provide a LOC in the amount of the additional fees during this 12 to 18-month period. The additional fees are $44,200 (($3750 - $1150) * 17). If the usage comes back less than charged, a portion of the initial fees would be returned. Staff recommended the Board recommend to City Council approval of the initial water and sewer connection fees of $19,550 and to re-evaluate the fees after 12 to 18 months of usage. Sandra Trail made a motion to approve. Kirt Wade seconded. The motion unanimously passed. The Board reviewed Stormwater Controls Manual update. The City’s stormwater controls manual is 12 years old. City staff have made a few revisions to the manual over those years, but it is time for newer design criteria and standards. We need to revise the manual and associated technical guidance:  To update design criteria and procedures, incorporating lessons learned industry-wide, State- wide and in Murfreesboro  To prepare for an upcoming State rule and permit that will address stormwater control measures; and  To prepare standard and/or preferred designs and detail drawings. Historically, 80 percent of subdivision developments and 44 percent of site developments require installation of stormwater control measures (SCMs). Over the past 12 years, 425 new land development projects – subdivision developments and sites – have included one or more stormwater controls, such as detention ponds, bioretention cells, pervious concrete and paver bricks, and manufactured devices. Being added to those 425 are 88 projects now permitted for or under construction, and another 108 projects in pre- construction planning. These stormwater controls are necessary for flood control, storm water runoff quality and the quality of the receiving streams. And the costs to design, construct and to maintain SCMs are significant to the development community, to the City and to property owners. Staff plan to contract for stormwater-related engineering assistance to accomplish these updates and hope to bring to the board in the next month or two a recommendation to that end. Staff presented and discussed the Water Resources Dashboard Performance for August 2020. Staff presented the Financial Reports for the year ending August 31, 2020. There being no further business, the meeting was adjourned. Alphonse Carter, Jr., Vice Chairman Page 24