Board of Public Utilities

Council Chamber City of Santa Rosa 100 Santa Rosa Avenue Board of Public Utilities Regular Meeting Minutes - Final Thursday, April 20, 2017 1:30 PM 1. CALL TO ORDER AND ROLL CALL Chairman Galvin called the meeting to order at 1:30 p.m. in the Mayor's Conference Room. Present 6 - Chair Daniel Galvin III, Vice Chair Megan Kaun, Board Member Richard Dowd, Board Member Mary Watts, Board Member Christopher Grabill, and Board Member Lisa Badenfort Absent 1 - Board Member William Arnone Jr. 2. STATEMENTS OF ABSENTION BY BOARD MEMBERS None. 3. STUDY SESSION 3.1 METER UPGRADE PROJECT - ADVANCED METERING INFRASTRUCTURE (AMI) UPDATE On July 21, 2016 the Board adopted a Mitigated Negative Declaration and a Mitigation Monitoring Program for the Meter Upgrade Project - Advanced Metering Infrastructure and, by motion, approved contracts with Sensus USA Inc., Utility Partners of America, LLC, N. Harris Computer Corporation, UtiliWorks Consulting, LLC. Planning and integration of the Water Meter Upgrade Project began in August of 2016. The project is in the final stages of software implementation and integration and full deployment of the system is planned for 2017. Staff will be updating the Board on the progress to date, including an overview of the systems that are now integrated, the process of integrations and testing, and the work that will be done to assure the meters are changed out or modified in the current asset management and billing systems, including additional resources needed. Staff will also update the Board on the next steps of physical installation of the antennas and the meter upgrades. Attachments: Staff Report PowerPoint Presentation (Added on 4/19/17) Presenter: Kimberly Zunino, Revenue Manager City of Santa Rosa Regular Meeting Minutes Page 2 of 6 Board of Public Utilities Regular Meeting Minutes - Final April 20, 2017 3.2 ADJOURN STUDY SESSION AND RECONVENE TO CITY COUNCIL CHAMBERS Chairman Galvin reconvened the meeting in City Council Chambers at 2:10 p.m. 4. ELECTION OF VICE CHAIR Chairman Galvin reported that the Mayor had announced Chair positions for the various Boards and Commissions in the City, which triggers an election of vice chair. Chairman Galvin opened the floor to nominations for Vice Chair. Board Member Dowd nominated Vice Chair Kaun to continue as Vice Chair. Board Member Badenfort seconded the nomination. A motion was made by Board Member Dowd, seconded by Board Member Badenfort, to elect Vice Chair Kaun as Vice Chair of the Board of Public Utilities for another term. With all in favor, the motion carries. 5. STAFF BRIEFINGS 5.1 EARTH DAY ONSTAGE AT COURTHOUSE SQUARE Water Department staff will provide information on Santa Rosa’s annual Earth Day OnStage event, which will take place Saturday, April 22, from 12-4pm, on First Street in front of City hall. Staff will provide an overview of the event and information on the activities that will take place. Attachments: PowerPoint Presentation Presenters: Tasha Wright, Energy and Sustainbility Coordinator; Claire Myers, Sustainability Representatives 6. CONSENT ITEMS 6.1 CONTRACT EXTENSION FOR SUPPLY OF DEWATERING POLYMER SERVICES FOR LAGUNA WASTEWATER TREATMENT PLANT RECOMMENDATION: It is recommended by the Finance and Water Departments that the Board of Public Utilities, by resolution, approve the Second Amendment to Contract F000929 for a three year contract extension with no rate increase for the supply of dewatering polymer to the Laguna Wastewater Treatment Plant to SNF Polydyne, Inc., Riceboro, Georgia, in an amount not to exceed $630,000, for a total not to exceed amount of $1,050,000. Funding for this expense is included in the Water Department fiscal year 2016-17 adopted budget. As a regular operating expenditure, the services as described are expected to be included in subsequent City of Santa Rosa Regular Meeting Minutes Page 3 of 6 Board of Public Utilities Regular Meeting Minutes - Final April 20, 2017 years' budget proposals when presented to the City Council. Attachments: Staff Report Resolution Attachment 1 A motion was made by Vice Chair Kaun, seconded by Board Member Watts, to adopt Resolution No. 1137, entitled "RESOLUTION OF THE BOARD OF PUBLIC UTILITIES APPROVING THE SECOND AMENDMENT TO THE AGREEMENT NO. F000929 WITH SNF POLYDYNE, INC., RICEBORO, GEORGIA" The motion carried by the following vote: Yes: 6 - Chair Galvin III, Vice Chair Kaun, Board Member Dowd, Board Member Watts, Board Member Grabill and Board Member Badenfort Absent: 1 - Board Member Arnone Jr. 7. REPORT ITEMS 7.1 REPORT - RECOMMENDATION OF APPROVAL OF THE JOINT EXERCISE OF POWERS AGREEMENT CREATING THE SANTA ROSA PLAIN GROUNDWATER SUSTAINABILITY AGENCY BACKGROUND: The Santa Rosa Plain groundwater sub-basin covers an area of approximately 80,000 acres and the majority of the City of Santa Rosa overlies this sub-basin. The 2014 Sustainable Groundwater Management Act (SGMA) provides a framework for sustainable management of groundwater supplies by local agencies and requires local agencies with land use, water supply or water management authorities to form one or more Groundwater Sustainability Agencies (GSA) by mid-2017. In Sonoma County three groundwater basins, the Santa Rosa Plain, Petaluma Valley, and Sonoma Valley basins, are required to comply with SGMA. In the Santa Rosa Plain sub-basin, staff of Santa Rosa Water along with staff from the other GSA-eligible entities within the sub-basin have been meeting since 2015 to to discuss the development of a GSA for the sub-basin through a Joint Exercise of Powers Agreement. These GSA eligible entities include local municipalities, the Sonoma County Water Agency, Sonoma County and the Goldridge and Sonoma City of Santa Rosa Regular Meeting Minutes Page 4 of 6 Board of Public Utilities Regular Meeting Minutes - Final April 20, 2017 Resource Conservation Districts. RECOMMENDATION: Santa Rosa Water recommends that the Board of Public Utilities, by resolution, recommend that the City Council, by resolution, (1) approve the Joint Exercise of Powers Agreement (JPA) creating the Santa Rosa Plain Groundwater Sustainability Agency (GSA) to act as the single GSA for the Santa Rosa Plain sub-basin, (2) approve the City of Santa Rosa’s membership in the Santa Rosa Plain GSA, and (3) delegate authority to the Mayor to appoint the Director and Alternate Director to the Santa Rosa Plain GSA Board of Directors, and delegate authority to the Director of Santa Rosa Water to appoint the Santa Rosa Plain GSA advisory committee member and alternate. Attachments: Staff Report Attachment 1 Attachment 2 Resolution Resolution-Exhibit A PowerPoint Presentation Presenter: Jennifer Burke, Deputy Director of Water and Engineering Resources Board Member Grabill left the dais at 2:53 p.m. and returned at 3:03 p.m. A motion was made by Vice Chair Kaun, seconded by Board Member Watts, to adopt: Resolution No. 1138, entitled "RESOLUTION OF THE BOARD OF PUBLIC UTILITIES RECOMMENDING THAT THE CITY COUNCIL (1) APPROVE THE JOINT EXERCISE OF POWERS AGREEMENT (JPA) CREATING THE SANTA ROSA PLAIN GROUNDWATER SUSTAINABILITY AGENCY (GSA) TO ACT AS THE SINGLE GROUNDWATER SUSTAINABILITY AGENCY FOR THE SANTA ROSA PLAIN BASIN, (2) APPROVE THE CITY OF SANTA ROSA’S MEMBERSHIP IN THE SANTA ROSA PLAIN GSA, AND (3) DELEGATE AUTHORITY TO THE MAYOR TO APPOINT THE DIRECTOR AND ALTERNATE DIRECTOR TO THE GSA BOARD OF DIRECTORS, AND DELEGATE AUTHORITY TO THE DIRECTOR OF SANTA ROSA WATER TO APPOINT THE ADVISORY COMMITTEE MEMBER AND ALTERNATE" The motion carried by the following vote: Yes: 5 - Chair Galvin III, Vice Chair Kaun, Board Member Dowd, Board Member Watts and Board Member Badenfort Absent: 2 - Board Member Arnone Jr. and Board Member Grabill City of Santa Rosa Regular Meeting Minutes Page 5 of 6 Board of Public Utilities Regular Meeting Minutes - Final April 20, 2017 8. PUBLIC COMMENTS ON NON-AGENDA MATTERS None. 9. REFERRALS None. 10. WRITTEN COMMUNICATION (AND POSSIBLE BOARD DISCUSSION / ACTION) 10.1 WRITTEN COMMUNICATION - MONTHLY RATE REVENUE AND CIP BID AWARD REPORT- MARCH 2017; INCLUDED IN PACKET Attachments: Memorandum 11. SUBCOMMITTEE REPORTS Vice Chair Kaun announced that the Ad Hoc Landscape Specifications Subcommittee met regarding the landscaping service contract for the 67 urban Water Department sites. Vice Chair Kaun announced that staff are looking forward to having a contract in place this summer. Chairman Galvin reported that there will be a Contract Review Subcommittee meeting on Monday, April 24th. Board Member Watts reported that there will be a Water Conservation meeting on Monday, April 24th. 12. BOARD MEMBER REPORTS None. 13. DIRECTORS REPORTS Mike Prinz, Deputy Director of Subregional Operations, reported that the Volunteer Alliance has partnered with the Creek Stewardship to complete 11 creek cleanups this year, removing over 10 pickup truck loads of trash. He then reported that there was a recent event that was reported, as a 12 minute excursion that was corrected. He noted that Water Awareness month occurs in May, and the Water Conservation Subcommittee will be meeting to discuss the Water Use Efficiency Awards, that will be presented at City Council in May. He further reported that staff has reached an agreement with the Rincon Valley Unified School District regarding the construction of an emergency wells on an easement, and recycled water storage levels are topping out at 1.3 billion gallons, with maximum storage being 1.4 billion gallons. Staff met with the Agricultural users recently and the department will continue to rely on the allotment system to supply water for the irrigation season. Deputy Director City of Santa Rosa Regular Meeting Minutes Page 6 of 6 Board of Public Utilities Regular Meeting Minutes - Final April 20, 2017 Prinz reported that the Preliminary Subregional Budget was approved by City Council on Tuesday. Deputy Director Prinz asked Deputy Director Burke to speak regarding these items. Deputy Director Burke updated the Board regarding the Governor's framework for long term water use efficiency. The City submitted a comment letter regarding concerns, as well as signing onto a comment letter signed by 116 other water agencies throughout the state. A state senator has drafted two pieces of legislation to address those portions of the framework, AB-1654 and AB-986. Staff along with the Mayor, have worked to put together a letter of support of these two pieces of legislation. The City of Santa Rosa also signed onto a coalition letter in support with 52 water agencies as well as 6 state-wide agencies. Board Member Dowd inquired about the number of emergency wells that have been approved. Deputy Director Burke responded that the two test borings currently approved to convert to emergency wells are at A Place to Play and Madrone School. There are test borings occurring on Speers Road and also at the Oakmont Treament Plant. If test borings are successful, the test borings will be immediately converted to emergency wells. 14. ADJOURNMENT OF MEETING At 3:09 p.m. the meeting was adjourned. The next regular meeting of the Board of Public Utilities will be held on Thursday, May 4, 2017 at approximately 1:30 p.m. in the Council Chamber, City Hall, 100 Santa Rosa Avenue, Santa Rosa. /s/ Daniel J. Galvin III, Chairman /s/ Sara Roberts, Recording Secretary