Board of Public Utilities

Council Chamber City of Santa Rosa 100 Santa Rosa Avenue Board of Public Utilities Regular Meeting Minutes - Final Thursday, January 17, 2019 1:30 PM 1. CALL TO ORDER AND ROLL CALL Chair Galvin called the meeting of the Board of Public Utilities to order at approximately 1:30 p.m. Present 7 - Vice Chair William Arnone Jr., Board Member Lisa Badenfort, Board Member Richard Dowd, Board Member Christopher Grabill, Board Member David Bannister, Chair Daniel Galvin III, and Board Member Matt Mullan 2. STATEMENTS OF ABSENTION BY BOARD MEMBERS Vice Chair Arnone announced that he would be abstaining from item 6.2 because his firm represents the party in the agreement. He further announced that he had an ex parte communication with Renewable Sonoma staff regarding item 3.1. Board members Dowd, Bannister, Grabill, and Badenfort all announced that also had an ex parte communication with Renewable Sonoma staff regarding item 3.1. 3. STUDY SESSION 3.1 REVIEW OF THE SONOMA ORGANIC WASTE PROCESSING (SOWP) FACILITY PROJECT, PROGRESS TO DATE In May 2017, the Sonoma County Waste Management Agency (Agency) issued a request for proposals from parties interested in owning and operating a compost facility to re-establish a solid waste compost facility within Sonoma County. As part of the siting effort, the City offered city-owned property near the Laguna Treatment Plant (LTP) for lease to provide both a potential site for the facility and potential synergistic benefits to the City via a separate request for proposals. During the City's RFP process, ten proposals which included use of city property were received by the City. Of these ten, city staff identified four that met city criteria for further consideration. The Board approved Letters of Intent to Negotiate with these four proposers in December, 2017. City of Santa Rosa Regular Meeting Minutes Page 2 of 8 Board of Public Utilities Regular Meeting Minutes - Final January 17, 2019 Subsequently, the Agency selected Renewable Sonoma as having the most beneficial proposal. Renewable Sonoma and city staff are now working towards developing an Exclusive Negotiating Agreement which, upon Board approval, will enable Renewable Sonoma to develop a detailed proposal for the project and for the lease of city property and will facilitate the negotiation of one or more agreements between the City and Renewable Sonoma for the location and development of the proposed project on City-owned property. Attachments: Staff Report Presentation (added 1/17/2019) Presenter(s): Joe Schwall, Interim Deputy Director Subregional Operations. Chair Galvin noted that he would be establishing an Ad Hoc for this project and if any Board members have an interest in serving to please let him know. 3.2 ADJOURN STUDY SESSION AND RECONVENE TO OPEN SESSION IN THE CITY COUNCIL CHAMBER Board member Badenfort left at the conclusion of the Study Session at 2:13 p.m. for the remainder of the meeting. The Board adjourned the Study Session at approximately 2:15 p.m. and reconvened to open session in the Council Chamber at 2:20 p.m. 4. MINUTES APPROVAL The minutes were accepted as submitted. 4.1 November 15, 2018 - Regular Meeting Minutes. Attachments: November 15, 2018 - Regular Meeting Minutes (added 1/17/19) 4.2 December 6, 2018 - Regular Meeting Minutes. Attachments: December 6, 2018 - Regular Meeting Minutes (added 1/17/19) City of Santa Rosa Regular Meeting Minutes Page 3 of 8 Board of Public Utilities Regular Meeting Minutes - Final January 17, 2019 5. STAFF BRIEFINGS 5.1 STATUS UPDATE OF FEMA PUBLIC ASSISTANCE PROJECTS FOR SANTA ROSA WATER INFRASTRUCTURE Santa Rosa Water has seven Category F Public Assistance infrastructure repair projects that qualify for FEMA reimbursement. These projects have a total City estimated repair cost of $23,029,820. This update will include a comparison of City and FEMA estimated repair costs, as well as FEMA project approval status. Staff will also provide a brief description on the progress and anticipated completion date of each Category F Fire Recovery project. Attachments: Presentation (added 1/17/2019) Presenter(s): Joe Schiavone, Deputy Director Local Operations and Mark Kasraie, Supervising Engineer. Public Comment: Thomas Ellis - Spoke about the online dashboard and the irregularity of the money shown. 5.2 WATER SUPPLY UPDATE Staff will update the Board on water supply issues. The Board may discuss this item and give direction to staff. Attachments: Presentation (added 1/17/2019) Presenter(s): Jennifer Burke, Deputy Director Water Resources and Joe Schwall, Interim Deputy Director Subregional Operations. 6. CONSENT ITEMS Board member Dowd requested that item 6.2 be pulled from the Consent calendar for discussion. 6.1 RESOLUTION - APPROVAL - FIRST AMENDMENT TO GENERAL SERVICES AGREEMENT (GSA) F001643 PORTOLA MINERALS INC., dba BLUE MOUNTAIN MINERALS INC. RECOMMENDATION: It is recommended by the Finance and Water City of Santa Rosa Regular Meeting Minutes Page 4 of 8 Board of Public Utilities Regular Meeting Minutes - Final January 17, 2019 Departments that the Board, by resolution, approve the First Amendment to General Services Agreement (GSA) F001643 to add funds for the supply and delivery of agricultural lime with Portola Minerals Inc., dba Blue Mountain Minerals Inc., Columbia, California, in the amount of $153,000 bringing the total Agreement amount not to exceed $383,000. Attachments: Staff Report Resolution Attachment 1 A motion was made by Vice Chair Arnone, Jr., seconded by Board Member Grabill to approve as submitted, Item 6.1 - RESOLUTION NO. 1186 ENTITLED: "RESOLUTION OF THE BOARD OF PUBLIC UTILITIES AUTHORIZING THE APPROVAL OF THE FIRST AMENDMENT TO GENERAL SERVICES AGREEMENT F001643 FOR AGRICULTURAL LIME ACQUISITION AND DELIVERY SERVICES WITH PORTOLA MINERALS INC., DBA BLUE MOUNTAIN MINERALS". The motion carried by the following vote: Yes: 6 - Vice Chair Arnone Jr., Board Member Dowd, Board Member Grabill, Board Member Bannister, Chair Galvin III and Board Member Mullan Absent: 1 - Board Member Badenfort 6.3 MOTION - CONTRACT AWARD - STATION 2 EMERGENCY GENERATOR REPLACEMENT AND STATION 3 POWER FILTER INSTALLATION RECOMMENDATION: It is recommended by the Transportation and Public Works Department that the Board, by motion, approve the project and award Construction Contract No. C02150 in the amount of $333,333.00 to the lowest responsive bidder, CES Corp, dba CAL Electric, of Fairfield, California, for Station 2 Emergency Generator Replacement, Station 3 Power Filter Installation, approve a 15% contingency, and authorize a total contract amount of $383,332.95. Attachments: Staff Report Attachment 1 Attachment 2 A motion was made by Vice Chair Arnone, Jr., seconded by Board Member Grabill to approve the project and award Construction Contract No. C02150 in the amount of $333,333.00 to the lowest responsive bidder, CES Corp, dba CAL Electric, of Fairfield, California, for Station 2 Emergency Generator Replacement, Station 3 Power Filter Installation, approve a 15% City of Santa Rosa Regular Meeting Minutes Page 5 of 8 Board of Public Utilities Regular Meeting Minutes - Final January 17, 2019 contingency, and authorize a total contract amount of $383,332.95. The motion carried by the following vote: Yes: 6 - Vice Chair Arnone Jr., Board Member Dowd, Board Member Grabill, Board Member Bannister, Chair Galvin III and Board Member Mullan Absent: 1 - Board Member Badenfort 6.2 MOTION - APPROVAL OF CONFIDENTIALITY AND NONDISCLOSURE AGREEMENT WITH CALPINE CORPORATION AND GEYSERS POWER COMPANY RECOMMENDATION: It is recommended by the City Attorney’s Office and the Water Department that the Board, by motion, approve a Confidentiality and Nondisclosure Agreement with Calpine and the Geysers Power Company to allow City staff to receive confidential information for the purpose of evaluating a request for potential release of the Calpine Corporation Guarantee dated as of August 21, 2007. Attachments: Staff Report Attachment 1 Vice Chair Arnone left the dais at 3:12 p.m. Board member Dowd asked for and received clarification about how financial information from Geysers Power Company would be shared with the Board and City Council. A motion was made by Board Member Dowd, seconded by Board Member Grabill to approve a Confidentiality and Nondisclosure Agreement with Calpine and the Geysers Power Company to allow City staff to receive confidential information for the purpose of evaluating a request for potential release of the Guarantee dated as of August 21, 2007. The motion carried by the following vote: Yes: 5 - Board Member Dowd, Board Member Grabill, Board Member Bannister, Chair Galvin III and Board Member Mullan Absent: 1 - Board Member Badenfort Abstain: 1 - Vice Chair Arnone Jr. 7. REPORT ITEMS Chair Galvin announced that Item 7.1 would be pulled from the agenda and brought back at a future meeting. City of Santa Rosa Regular Meeting Minutes Page 6 of 8 Board of Public Utilities Regular Meeting Minutes - Final January 17, 2019 7.1 REPORT - REQUEST FOR ADDITIONAL CONTRACT CONTINGENCY - REPLACEMENT OF WATER SERVICES AFFECTED BY THE TUBBS FIRE BACKGROUND: On May 17, 2018, the Board of Public Utilities approved a construction contract with Northern Pacific Corporation in the amount of $604,490.00 for the replacement of contaminated water services outside the water quality advisory area. There were approximately 115 services identified for replacement when the contract was awarded. The Department of Transportation and Public Works and the Water Department anticipated that additional services may be added during construction. Therefore, the contract included provisions to allow additional services to be installed on a Force Account basis. During the course of construction, an additional 39 water service lines were added to the contract for a total of 154 water services. RECOMMENDATION: It is recommended by the Transportation and Public Works Department and the Water Department that the Board of Public Utilities, by motion, approve additional contingency for replacing an additional 39 water service lines that were added to the contract after contract award. The cost for the additional contingency is $70,000.00. Attachments: Staff Report 8. PUBLIC COMMENTS ON NON-AGENDA MATTERS None. 9. REFERRALS None. 10. WRITTEN COMMUNICATION (AND POSSIBLE BOARD DISCUSSION) The Board received and filed the written communication as submitted. 10.1 MONTHLY RATE REVENUE, WATER USAGE AND CIP BID AWARD REPORT - OCTOBER/NOVEMBER 2018 - Provided for information. Attachments: Memorandum 11. SUBCOMMITTEE REPORTS City of Santa Rosa Regular Meeting Minutes Page 7 of 8 Board of Public Utilities Regular Meeting Minutes - Final January 17, 2019 Chair Galvin announced that a Contract Review Subcommittee would be scheduled soon. 12. BOARD MEMBER REPORTS Chair Galvin announced the he would be dissolving the following Ad Hoc Committees: Landscape Specifications Ad Hoc Healdsburg Ad Hoc WRDA Ad Hoc Biosolids Mgmt Strategic Planning Ad Hoc Groundwater Mgmt Ad Hoc He further requested that Board members let him know their interests for existing Subcommittees assignments in addition to the newly formed Biosolids Compost Facility Ad Hoc. Chair Galvin also announced today's meeting would be Board Member Mullan's last as a Board member. He thanked him for his service and noted that he had gotten up to speed quickly during his time on the Board. Board Member Mullan thanked the Mayor for the opportunity to serve and acknowledged the dedicated staff of the organization. 13. DIRECTORS REPORTS Emma Walton, Interim Director, expressed gratitude for the opportunity to serve in the assignment of Director. She further acknowledged Mike Simi, Water Quality Supervisor, who is leaving the organization at the beginning of February. 14. ADJOURNMENT OF MEETING Chair Galvin adjourned the meeting at 3:30 p.m. in honor of Matt Mullan. The next regularly scheduled meeting of the Board of Public Utilities will be held on February 7, 2019. City of Santa Rosa Regular Meeting Minutes Page 8 of 8 Board of Public Utilities Regular Meeting Minutes - Final January 17, 2019 Approved on: February 7, 2019 _________/S/_____________ Gina Perez, Recording Secretary