Board of Public Utilities

Council Chamber City of Santa Rosa 100 Santa Rosa Avenue Board of Public Utilities Regular Meeting Minutes - Final Thursday, July 18, 2019 1:30 PM 1. CALL TO ORDER AND ROLL CALL Board member Dowd called the meeting of the Board of Public Utilities to order at approximately 1:30 p.m. He also noted that Assistant City Manager, Jason Nutt will be serving as an ex officio non-voting member on the Board as set by the City Charter. Present 4 - Board Member Lisa Badenfort, Board Member Richard Dowd, Board Member David Bannister, and Board Member Mary Watts Absent 3 - Chair Daniel Galvin III, Vice Chair William Arnone Jr., and Board Member Christopher Grabill 2. STATEMENTS OF ABSTENTION BY BOARD MEMBERS No statements of abstention were made by Board members. 3. STUDY SESSION 3.1 LAGUNA TREATMENT PLANT DISINFECTION IMPROVEMENTS - PROJECT UPDATE Staff will provide an update on the Laguna Treatment Plant Disinfection Improvements, a large, complex project that has been in the planning and pre-design phase for a number of years. Staff will review the history of the project, the current status of the project, and the anticipated future activities and schedules. The Board may discuss this item and give direction to staff. Attachments: Presentation (added 7/18/19) Presenter(s): Emma Walton, Deputy Director, Engineering Resources and Joe Schwall, Deputy Director, Regional Water Reuse Operations. 3.2 ADJOURN STUDY SESSION AND RECONVENE TO THE CITY COUNCIL CHAMBER The Board adjourned the study session at approximately 2:20 p.m. and reconvened to open session in the Council Chamber at 2:27 p.m. City of Santa Rosa Regular Meeting Minutes Page 2 of 7 Board of Public Utilities Regular Meeting Minutes - Final July 18, 2019 Board member Dowd announced that the agenda would be reordered because Board member Watts may need to leave the meeting early. 4. MINUTES APPROVAL The minutes acceptance was deferred to an upcoming meeting. 4.1 May 23, 2019 - Special Meeting Minutes. Attachments: May 23, 2019 Special Meeting Minutes (added 8/1/19) 6. CONSENT ITEMS 6.1 RESOLUTION - GENERAL SERVICE AGREEMENT F001422 - SECOND AMENDMENT - SODIUM HYPOCHLORITE SUPPLY AND DELIVERY RECOMMENDATION: It is recommended by the Water and Finance Department that the Board of Public Utilities, by resolution, approve the Second Amendment to General Services Agreement F001422 for a one-year agreement extension with a 5% increase in unit price for sodium hypochlorite supply and delivery service with Olin Corporation dba Olin Chlor Alkali Products, Tracy, California in an amount not to exceed $107,100 for a total agreement amount not to exceed $299,100. Attachments: Staff Report Attachment 1 Resolution A motion was made by Board Member Bannister, seconded by Board Member Badenfort, to approve Item 6.1 - RESOLUTION NO. 1200 ENTITLED "RESOLUTION OF THE BOARD OF PUBLIC UTILITIES AUTHORIZING THE APPROVAL OF THE SECOND AMENDMENT TO GENERAL SERVICES AGREEMENT F001422 FOR SODIUM HYPOCHLORITE SUPPLY AND DELIVERY SERVICE WITH OLIN CORPORATION DBA OLIN CHLOR ALKALI PRODUCTS, TRACY, CALIFORNIA". The motion carried by the following vote: Yes: 4 - Board Member Badenfort, Board Member Dowd, Board Member Bannister and Board Member Watts Absent: 3 - Chair Galvin III, Vice Chair Arnone Jr. and Board Member Grabill 6.2 MOTION - REQUEST FOR ADDITIONAL CONTRACT City of Santa Rosa Regular Meeting Minutes Page 3 of 7 Board of Public Utilities Regular Meeting Minutes - Final July 18, 2019 CONTINGENCY - FARMERS LANE WELL FACILITY REHABILITATION RECOMMENDATION: It is recommended by the Transportation and Public Works Department and the Water Department that the Board, by motion, approve additional contingency for Contractor to remove a newly installed air conditioning unit from Well House W-2, repair damages to the building that result from the removal, and install a new, more robust air conditioning unit to replace what was removed. The estimated cost of the work and additional 10% contingency is $34,450.00. Attachments: Staff Report A motion was made by Board Member Bannister, seconded by Board Member Badenfort, to approve additional contingency for Contractor to remove a newly installed air conditioning unit from Well House W-2, repair damages to the building that result from the removal, and install a new, more robust air conditioning unit to replace what was removed. The estimated cost of the work and additional 10% contingency is $34,450.00. The motion carried by the following vote: Yes: 4 - Board Member Badenfort, Board Member Dowd, Board Member Bannister and Board Member Watts Absent: 3 - Chair Galvin III, Vice Chair Arnone Jr. and Board Member Grabill 7. REPORT ITEMS 7.2 REPORT - CONTRACT AWARD-REHABILITATE MATANZAS SIPHONS BACKGROUND: This project will rehabilitate the aging wastewater trunk siphon that crosses under Matanzas Creek. The siphon, which was constructed in 1953, consists of four parallel pipes: an 8” asbestos concrete (AC) pipe and three larger concrete pipes (a 12” pipe, an 18” pipe, and a 24” pipe). The project will utilize trenchless cured in place-pipe (CIPP) lining technology on the three larger pipes and the 8” AC pipe, which was originally constructed to convey low flows but is not needed, will be abandoned in place. The inlet and outlet structures will also be assessed during construction and repaired as directed by the engineer. RECOMMENDATION: It is recommended by the Transportation and City of Santa Rosa Regular Meeting Minutes Page 4 of 7 Board of Public Utilities Regular Meeting Minutes - Final July 18, 2019 Public Works Department and the Water Department that the Board of Public Utilities, by motion, approve the project and award Construction Contract No. C02190 in the amount of $3,449,500.00 to the lowest responsive bidder, SAK Construction, LLC, of O’Fallon, Missouri, to Rehabilitate Matanzas Siphons, approve a 15% contingency, and authorize a total contract amount of $3,966,925.00. Attachments: Staff Report Attachment 1 Attachment 2 Presentation (added 7/18/19) Presenter(s): Lori Urbanek, Deputy Director Engineering Services and Joe Schiavone, Deputy Director Local Operations. A motion was made by Board Member Bannister, seconded by Board Member Watts, to approve the project and award Construction Contract No. C02190 in the amount of $3,449,500.00 to the lowest responsive bidder, SAK Construction, LLC, of O'Fallon, Missouri, to Rehabilitate Matanzas Siphons, approve a 15% contingency, and authorize a total contract amount of $3,966,925.00. The motion carried by the following vote: Yes: 4 - Board Member Badenfort, Board Member Dowd, Board Member Bannister and Board Member Watts Absent: 3 - Chair Galvin III, Vice Chair Arnone Jr. and Board Member Grabill 7.1 REPORT - APPROVING A SUSTAINED REDUCTION REBATE FOR AMY'S KITCHEN AND DELEGATING AUTHORITY TO THE WATER DIRECTOR FOR THE SUSTAINED REDUCTION REBATE PROGRAM BACKGROUND: Santa Rosa Water has a Sustained Reduction Rebate Program that provides rebates for hardware and/or process changes that result in water savings. The rebate is based on performance and is calculated by multiplying $200 for every 1,000 gallon of average monthly savings. Amy’s Kitchen has completed a closed loop chilled water system to treat and reuse their Kitchen Kettle Deck cooling water and has applied to receive a Sustained Reduction rebate in conjunction with the project. Water savings for this upgrade are estimated to reduce the demand of water by approximately 1,000,000 gallons per month which translates into an anticipated Sustained Reduction rebate of $200,000. To efficiently administer the Sustained Reduction Rebate Program, staff recommends that the Board delegate authority to the Water Director to approve future Sustained Reduction rebates. City of Santa Rosa Regular Meeting Minutes Page 5 of 7 Board of Public Utilities Regular Meeting Minutes - Final July 18, 2019 RECOMMENDATION: It is the recommended by the Water Conservation Subcommittee of the Board and Water Department that the Board, by resolution, approve the Sustained Reduction rebate for Amy’s Kitchen, authorize the Water Director or designee to approve the rebate and delegate authority to the Director or designee to approve future Sustained Reduction rebates. Attachments: Staff Report Resolution Presentation (added 7/18/19) Presenter(s): Deb Lane, Sustainability Representative. A motion was made by Board Member Watts, seconded by Board Member Badenfort, to approve Item 7.1 - RESOLUTION NO. 1201 ENTITLED "RESOLUTION OF THE BOARD OF PUBLIC UTILITIES APPROVING A SUSTAINED REDUCTION REBATE FOR AMY'S KITCHEN AND DELEGATING AUTHORITY TO THE DIRECTOR OF SANTA ROSA WATER OR DESIGNEE TO APPROVE AND SIGN SUSTAINED REDUCTION PROGRAM REBATE CONTRACTS AND PAYMENTS". The motion carried by the following vote: Yes: 4 - Board Member Badenfort, Board Member Dowd, Board Member Bannister and Board Member Watts Absent: 3 - Chair Galvin III, Vice Chair Arnone Jr. and Board Member Grabill 5. STAFF BRIEFINGS 5.1 2018 DRINKING WATER QUALITY REPORT UPDATE Staff will provide an overview of Santa Rosa’s 2018 water quality report, including information on Santa Rosa’s water supply, distribution system, drinking water regulatory requirements, and 2018 water quality results. The Board may discuss this item and give direction to staff. Attachments: Presentation (added 7/18/19) Presenter(s): Anthony Restad, Interim Water Quality Supervisor. 8. PUBLIC COMMENTS ON NON-AGENDA MATTERS NONE. 9. REFERRALS NONE. City of Santa Rosa Regular Meeting Minutes Page 6 of 7 Board of Public Utilities Regular Meeting Minutes - Final July 18, 2019 10. WRITTEN COMMUNICATION (AND POSSIBLE BOARD DISCUSSION) 10.1 SB 200 (MONNING): SAFE AND AFFORDABLE DRINKING WATER FUND - SUPPORT - Provided for information. Attachments: Support - SB 200 The written communication was received and filed. 11. SUBCOMMITTEE REPORTS Board member Watts reported that the Water Conservation Subcommittee met on July 9 to discuss the rebate item presented today, in addition to receiving an update on water energy grants, landscape templates, and 2018 water conservation regulations. Board member Watts reported that the Budget Review Subcommittee met on July 16 to discuss proposed changes to the Help 2 Others program. 12. BOARD MEMBER REPORTS Board member Dowd reported that Jason Nutt, Assistant City Manager will be serving as an ex officio non-voting member on the Board as set by the City Charter. 13. DIRECTORS REPORTS Jennifer Burke, Director of Water provided an update on the Flood Wall project for the Laguna Treatment Plant and noted that the project had been moved forward to a final review for Region 9 to be considered for a $10 million grant from FEMA. 14. ANNOUNCEMENT OF CLOSED SESSION ITEM(S) AND ADJOURNMENT TO CLOSED SESSION (MAYOR'S CONFERENCE ROOM - ROOM 10) Molly Maclean, Assistant City Attorney announced the closed session item and the Board adjourned to closed session at 3:34 p.m. 14.1 CONFERENCE WITH REAL PROPERTY NEGOTIATOR (Government Code Section 54956.8) Property: 1225 Fulton Road, Santa Rosa City of Santa Rosa Regular Meeting Minutes Page 7 of 7 Board of Public Utilities Regular Meeting Minutes - Final July 18, 2019 Agency Negotiator: Jill Scott, Real Property Negotiator Negotiating Parties: Child Family Community Inc. Under Negotiations: Price and Terms 15. ADJOURN TO OPEN SESSION IN THE MAYOR'S CONFERENCE ROOM AND ANNOUNCEMENT OF CLOSED SESSION ACTION, IF ANY. At 3:44 p.m., the Board reconvened to open session. Board member Dowd announced that the Board provided a recommendation to staff to take to the City Council. 16. ADJOURNMENT OF MEETING Board member Dowd adjourned the meeting at 3:45 p.m. The next regular scheduled meeting of the Board of Public Utilities will be held on August 15, 2019. Approved on: August 15, 2019 ___________/S/___________ Gina Perez, Recording Secretary