Water Resources Board

MINUTES MURFREESBORO WATER RESOURCES BOARD June 27, 2023 The Murfreesboro Water Resources Board met on Tuesday, June 27, 2023 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, Ms. Kathy Nobles, Ms. Madelyn Scales- Harris, and Ms. Sandra Trail. Also present were Darren Gore, Doug Swann, Michele Pinkston, Randy McCullough, Sarah Mathews, Alan Cranford, Adam Todd, Joe Russell, John Strickland, Matt Powers, Steve Campbell, Jeff Broach, Marshall Fall, Donald Hughes, Alex Barrett, Nathan Corum, and Brent Fowler along with other members of the public. The Consent Agenda was presented to the Board for approval: A. Consider WRRF pivot system irrigator electrical work contract. B. Consider SRWTP Switchgear Improvements CCF #2. C. Consider SRWTP Switchgear Improvements CCF #3. D. Consider GE GlobalCare software support renewal purchase. E. Consider Rockwell TechConnect software support renewal purchase. F. Consider ThinManager software support purchase. G. Consider Overall Creek Pump Station contingency allocations. Sandra Trail made a motion to accept the Consent Agenda as presented and it was seconded by Dr. Carter. The Board voted unanimously to approve. The May 23, 2023 Board Minutes were unanimously accepted as presented. The Board considered SRWTP 2023 2nd chemical bid. Bids were publicly opened by the Purchasing Department on June 13, 2023, for four water treatment chemicals to be used at the Stones River Water Treatment Plant. The table below lists the lowest responsible and responsive bids for each chemical. The price of the chemicals will come from the FY24 operating budget with a contract price through June 30, 2024. Company Name Chemical Unit Price Estimated Annual Expense Hawkins, Inc. Phosphate $1.3250/lb $80,000 Hawkins, Inc. Sodium Permanganate $1.1900/lb $357,000 Southeastern Tank, Inc. Calcium Thiosulfate $0.5049/lb $3,000 Southeastern Tank, Inc. Hydrogen Peroxide $0.4400/lb $42,000 Page 2 Water Resources Board Minutes June 27, 2023 Page 2 Staff requests the Board recommend to City Council approving the chemical bid. Dr. Carter made a motion to approve. Kathy Nobles seconded. The motion unanimously passed. The Board considered the Water Resource Recovery Facility (WRRF) sodium hypochlorite contract. Sodium hypochlorite is used for disinfection of Reuse Water. It is beneficially used for irrigation throughout the City e.g., the Department’s two farms, The Avenue, Old Fort Golf Course, and Siegel Soccer Complex. Environmental regulations require that the water be additionally disinfected with Sodium Hypochlorite. The City’s Invitation to Bid received four proposals. The lowest bid of $2.139/gallon (current price is $2.43/gallon) was provided by Brenntag Mid-South Inc. The term of this Contract is one year from the Effective Date with three additional one-year terms upon mutual agreement of City and Contractor. The expenses for Sodium Hypochlorite are reflected in the Fiscal Year 2023-24 Operating Budget in the amount of $200,000. Recommend to City Council approving the contract to purchase Sodium Hypochlorite (Bleach) from Brenntag Mid-South Inc. Dr. Carter made a motion to approve. Kathy Nobles seconded. The motion unanimously passed. The Board considered ADS Professional Services Contract 1st Amendment. Currently the Department is contracted with ADS, LLC to operate and maintain the Department’s 19 permanent sewer flow monitors and seven rain gauges, to analyze data recorded from these monitors and to report on this data annually. These annual reports, report wet and dry weather capacities and rain dependent inflow and infiltration (RDII) for 18 flow monitor areas. They also are contracted to perform temporary flow monitoring, analyze the temporary data recorded and report findings as well as perform field investigations. The current Professional Services Contract ended its first year effective June 30, 2023. There is an option to extend for two additional one-year periods, with pricing for Years 2 & 3 being established on the consumer pricing index (CPI-U) for the southern region. The proposed extension adjusts pricing 4.0%. Staff desires to continue to contract their professional service as we have in various forms over the last 28 years. The contract amendment for the extension is subject to Legal review and approval. Staff recommends accepting the renewal of the ADS contract for an additional one-year period. The use of the quantities/units listed in the contract will be within the estimated budget amount for 2023- 2024 of up to $360,000. The Long-Term Monitoring and Temporary Flow Monitoring quantities/units are completely used; however, the field inspections change from year to year, so this portion of the total is used within the budgeted amount. Dr. Carter made a motion to approve. Madelyn Scales-Harris seconded. The motion unanimously passed. Page 3 Water Resources Board Minutes June 27, 2023 Page 3 The Board considered Envirosight Rovver Mainline Inspection System purchase. Operations & Maintenance has experienced numerous issues with performance and reliability resulting in many hours of downtime and costly repairs since the original purchase of Aries Industries’ Voyager TV Systems in December 2022. A 100% refund of the Aries System was offered and received. Staff is requesting approval to replace the Aries equipment with Envirosight’s Rovver X Basic Mainline Inspection System. Envirosight provided a demonstration of their equipment, and their equipment was thoroughly tested by our technicians. An Envirosight dealer is located within 15 miles which provides convenient access to parts and service. A similar unit was also purchased by the Street Dept, and they have been pleased with its performance. The original cost for two units of Aries’ Voyager system was $223,577. The new cost of Envirosight is $263,257, an increase of $39,680. Funding for the additional cost will come from available funds in the Collection Capital Expenditures FY 2023 Budget. Staff requests the Board recommend to City Council approving the Sourcewell purchase of Envirosight’s Rovver X Basic Mainline Inspection System from Sansom Equipment Company. Dr. Carter made a motion to approve. Sandra Trail seconded. The motion unanimously passed. The Board considered FY24 rebudgeting request for additional Engineering staff. The request is to modify FY24 personnel budget in Engineering by: 1) Promoting current Fats, Oils and Grease (FOG) Coordinator to Development Coordinator (DC) 2) Adding a new position for a Project Engineer (PE). Staff requested a budget amendment to promote an internal candidate; currently the Fats, Oils & Grease (FOG) Coordinator to Development Coordinator (DC). The promotion would eliminate the Department’s participation in funding half of a full-time equivalent Plans Reviewer position in the Building & Codes Department. The recommended employee for promotion will be involved with Building & Codes plans review and comment process to enforce the plumbing code requirements as amended by the Department, coupled with continuing to coordinate with the development community and enforcing the requirements of the FOG program. The FY24 personnel budget had already included an internal promotion to replace the Development Coordinator vacancy left by Greg Harvey’s retirement in March of 2021. An additional PE position was requested due to the increased workload while following the established goal for turning development plans around for approval at two weeks. The average turnaround time for plans review currently is 5-6 weeks. A new development plan is submitted every workday throughout the year and staff has to review and revise submitted plans as well as resubmitted plans with corrections three times on average. In the interim the Department will be utilizing outside consulting engineering resources to assist with plans review. Page 4 Water Resources Board Minutes June 27, 2023 Page 4 Additional payroll expenses of $150,000, representing an additional 1% from currently approved FY24 payroll budget. Staff recommended approval of the funding to the FY24 personnel budget for the internal promotion of FOG Coordinator to Development Coordinator and the addition of a full Project Engineer position. Dr. Carter made a motion to approve. Kathy Nobles seconded. The motion unanimously passed. Other Business included the consideration of purchasing a new Vac Truck this Fiscal Year that is currently in the FY 2025 Capital Budget. This purchase will provide employees with reliable equipment to clean sewer mains, laterals, and maintenance of pump station wet wells. Staff located the desired vehicle on the Sourcewell Contract with Vactor through Sansom Equipment Company located in Shelbyville, TN. The cost of the referenced equipment on the Sourcewell Contract is in the amount of $519,890. The total amount budgeted for this vehicle in the rate funded capital equipment for FY 2025 is $500,000 which is $19,890 less than the cost of the vehicle. With the recent supply chain struggles and unknown delivery dates, staff is requesting approval to enter into an agreement with Sansom Equipment Company to purchase this truck with an expected delivery in two to three months. Staff recommends the Water Resources Board to recommend the City Council to approve the purchase of this equipment with funding coming from the Department’s working capital reserves and anticipated reimbursement from FY 2025 budgeted capital expenditure account. Dr. Carter made a motion to approve. Madelyn Scales-Harris seconded. The motion unanimously passed. Staff discussed the Water Resources CIP and Working Capital Account Summary. Staff presented the Water Resources Dashboard Performance for May 2023. Staff presented the Financial Reports for the year ending May 31, 2023. Staff shared with Dr. Carter their appreciation of his 24 years of serving on the Water Resources Board. There being no further business, the meeting was adjourned. ____________________________ John Sant Amour, Chairman Page 5