Board of Public Utilities

Council Chamber City of Santa Rosa 100 Santa Rosa Avenue Board of Public Utilities Regular Meeting Minutes - Final Thursday, March 5, 2020 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 6 - Chair Daniel Galvin III, Vice Chair William Arnone Jr., Board Member Lisa Badenfort, Board Member Christopher Grabill, Board Member Mary Watts, and Board Member Glen Wright Absent 1 - Board Member David Bannister 2. STATEMENTS OF ABSENTION BY BOARD MEMBERS No statements of abstention were made by Board members. 3. STUDY SESSION - NONE. 4. MINUTES APPROVAL The acceptance of the minutes for the February 20, 2020 was deferred to a future meeting. 4.1 February 20, 2020 - Regular Meeting Minutes. 5. STAFF BRIEFINGS 5.1 FIX-A-LEAK WEEK ACTIVITIES AND ST. PATRICK’S DAY 5K Fix a Leak Week is an annual event taking place March 16th - 22nd with participation by water utilities nationwide. Staff will provide a brief update on planned Fix a Leak Week activities including a multi-media campaign informing Santa Rosa Water customers about the importance of finding and fixing leaks in the home, and our participation with the Recreation and Parks Department's March 15th St. Patrick's Day 5K. Attachments: Presentation (03/04/2020) Presenter(s): Kristi Buffo, Marketing and Outreach Coordinator and Claire Nordlie, Sustainability Coordinator. City of Santa Rosa Regular Meeting Minutes Page 2 of 8 Board of Public Utilities Regular Meeting Minutes - Final March 5, 2020 5.2 WATER SUPPLY AND RECYCLED WATER SUPPLY UPDATE Staff will update the Board on water supply and recycled water supply issues. The Board may discuss this item and give direction to staff. Attachments: Presentation (03/04/2020) Presenter(s): Colin Close, Sr. Water Resources Planner and Joe Schwall, Deputy Director Regional Water Reuse Operations. 6. CONSENT ITEMS 6.1 MOTION - CONTRACT AWARD - R9C TANK DECOMMISSION AND DEMOLITION RECOMMENDATION: It is recommended by the Transportation and Public Works Department and the Water Department that the Board, by motion, approve the project and award Construction Contract No. 00491 in the amount of $373,000 to the lowest responsive bidder, Resource Environmental, Inc., of Long Beach, California, for R9C Tank Decommission and Demolition, approve a 20% contingency, and authorize a total contract amount of $447,600. Attachments: Staff Report Attachment 1 Attachment 2 A motion was made by Vice Chair Arnone, Jr., seconded by Board Member Badenfort to approve the project and award Construction Contract No. 00491 in the amount of $373,000 to the lowest responsive bidder, Resource Environmental, Inc., of Long Beach, California, for R9C Tank Decommission and Demolition, approve a 20% contingency, and authorize a total contract amount of $447,600. The motion carried by the following vote: Yes: 6 - Chair Galvin III, Vice Chair Arnone Jr., Board Member Badenfort, Board Member Grabill, Board Member Watts and Board Member Wright Absent: 1 - Board Member Bannister 7. REPORT ITEMS 7.1 REPORT - CONTRACT APPROVAL - GENERAL SERVICES AGREEMENT FOR BIOSOLIDS MANAGEMENT SERVICES City of Santa Rosa Regular Meeting Minutes Page 3 of 8 Board of Public Utilities Regular Meeting Minutes - Final March 5, 2020 BACKGROUND: The City's Laguna Treatment Facility produces approximately 32,600 tons of Class B biosolids each year. Sixty-five percent is land applied on agricultural fields. The remaining thirty-five percent is either composted or landfilled. Through a competitive Request for Proposals process, City staff has identified Lystek International Limited as able to provide a reliable, cost-effective means to re-use the portion of biosolids that currently is composted or landfilled. By avoiding the costs of needed capital improvements to the compost facility and saving on annual operational costs, it is estimated that the City would save $8.7M over twenty years. RECOMMENDATION: It is recommended by the Water and Finance Departments that the Board, by resolution, approve a five-year with two three-year renewal options General Services Agreement with Lystek International Limited to provide Biosolids Management Services, as required by the Water Department, for the total amount not to exceed $6,405,770. Attachments: Staff Report Attachment 1 Exhibit A to Attachment 1 Exhibit B to Attachment 1 Attachment 2 - Resolution Exhibit A to Attachment 2 Attachment 3 Presentation (added 03/04/2020) Presenter(s): Joe Schwall, Deputy Director Regional Water Reuse Operations. Public Comment: Duane Dewitt asked the Board to consider approving for 3 years so other local options could be considered to take vehicles off the road. A motion was made by Board Member Wright, seconded by Board Member Grabill to approve Item 7.1 - RESOLUTION NO. 1212 ENTITLED "RESOLUTION OF THE BOARD OF PUBLIC UTILITIES AUTHORIZING THE APPROVAL OF THE GENERAL SERVICES AGREEMENT FOR BIOSOLIDS PROCESSING SERVICES WITH LYSTEK INTERNATIONAL LIMITED, WILMINGTON, DELAWARE". The motion carried by the following vote: City of Santa Rosa Regular Meeting Minutes Page 4 of 8 Board of Public Utilities Regular Meeting Minutes - Final March 5, 2020 Yes: 6 - Chair Galvin III, Vice Chair Arnone Jr., Board Member Badenfort, Board Member Grabill, Board Member Watts and Board Member Wright Absent: 1 - Board Member Bannister 7.2 REPORT - APPROVAL TO NEGOTIATE THE RE-USE OF THE CITY'S BIOSOLIDS COMPOSTING FACILITY FOR THE PURPOSE OF LOCATING A POTENTIAL REGIONAL ORGANICS PROCESSING FACILITY BACKGROUND: The City of Santa Rosa (“City”), Zero Waste Sonoma (“ZWS”), and Renewable Sonoma, have an interest in understanding if land near the Laguna Treatment Plant (“Plant”) can provide a future home to an in-county, Regional Organics Processing Facility. Both the City and ZWS have executed Exclusive Negotiation Agreements (“ENAs”) with Renewable Sonoma regarding such a facility. The City has executed an ENA with Renewable Sonoma for the lease of property near the Plant. Through negotiations with Renewable Sonoma, staff has considered two potential sites, one of which is comprised of undeveloped land north of the Plant and one of which is, in part, currently occupied by the City’s Biosolids Composting Facility. Staff recommends negotiating with Renewable Sonoma on the re-use of the site currently occupied by the City’s Biosolids Composting Facility. RECOMMENDATION: It is recommended by the Water Department that the Board, by motion, approve negotiations with Renewable Sonoma on the lease of land near the Laguna Treatment Plant, a portion of which is currently occupied by the City’s Biosolids Composting Facility, for the purpose of locating a potential Regional Organics Processing Facility. Attachments: Staff Report Attachment 1 Presentation (03/04/2020) Presenter(s): Emma Walton, Deputy Director Engineering Resources and Leslie Lukacs, Zero Waste Sonoma. Public Comment: Michael Murphy representing the Horse Council spoke in support of the proposed compost facility. City of Santa Rosa Regular Meeting Minutes Page 5 of 8 Board of Public Utilities Regular Meeting Minutes - Final March 5, 2020 Wendy Krupnick representing CAFF spoke about written correspondence that was sent in expressing support for the proposed compost facility to support good soil health. Joey Smith representing Let's go farm spoke in support of the proposed compost facility to compost produced locally. Bob Rawson representing California Riverwatch International Organic Solutions lives 1 mile from the site and expressed interest in reducing GHGs to capture carbon in the soil, not the air. Britta Baskerville spoke about being a compost nerd and that money going to out of county for compost, just to come back to the county. Katy Baumgras presented a list of citizens from Sonoma Climate Action that expressed support for the proposed compost facility. Greg Eicher expressed concern about the location of the proposed project, potential health impacts, and asked the Board to consider an alternative industrial location. Duane Dewitt said county residents have not been represented and general plans must look at environmental justice for these neighbors. Will Bahx representing Renewable Sonoma thanked people for coming out and asked attendees to stand in support of the proposed project. He further noted that the CEQA process would provide a more in depth look at the project. Todd Sutton said that he teaches on composting and asked Board to approve the proposed facility noting that the greenest property is the one already built. Liz Bortolotto representing AB939 Local Task Force for Waste Diversion urged the Board to approve the proposed project and use City of Santa Rosa Regular Meeting Minutes Page 6 of 8 Board of Public Utilities Regular Meeting Minutes - Final March 5, 2020 the existing site. Joshua Bewinstow representing SRJC Agriculture echoed the need for compost, asked to re-purpose the existing facility and the need to train others to make compost. Pat Mitchell expressed concern about not being kept informed, felt there are better alternative sites, and spoke about concerns with increased traffic. Carmen Snyder representing Farm Trails dittoed the comments of support for the proposed project, noted local agriculture reliance on compost, and the benefits of carbon sequestration. Matt Wynkoop representing World Centric said 80,000 tons of compost hauled out of county each year, expressed support for expanded green waste services, and noted that compost reduces impacts to the environment. Deborah Preston representing Wine and Water Watch spoke in support of the proposed facility and noted the benefits of compost. A motion was made by Vice Chair Arnone, Jr., seconded by Board Member Badenfort, to approve negotiations with Renewable Sonoma on the lease of land near the Laguna Treatment Plant, a portion of which is currently occupied by the City's Biosolids Composting Facility, for the purpose of locating a potential Regional Organics Processing Facility. The motion carried by the following vote: Yes: 6 - Chair Galvin III, Vice Chair Arnone Jr., Board Member Badenfort, Board Member Grabill, Board Member Watts and Board Member Wright Absent: 1 - Board Member Bannister 7.3 REPORT - APPROVAL OF CHANGE-OF-SCOPE CONTRACT CHANGE ORDER TO CONSTRUCTION CONTRACT NO. C02190 REHABILITATE MATANZAS SIPHONS BACKGROUND: The recent development of a sinkhole over an aging segment of the Llano trunk line requires an urgent repair. Contractor City of Santa Rosa Regular Meeting Minutes Page 7 of 8 Board of Public Utilities Regular Meeting Minutes - Final March 5, 2020 SAK recently completed the very same type of repair to the Matanzas Creek Siphon pursuant to Construction Contract No. C02190. City Council Policy No. 100-07 provides for Change-of-Scope change orders, which would allow SAK to immediately commence repair to this segment of the Llano trunk. RECOMMENDATION: It is recommended by the Transportation and Public Works Department and the Water Department that the Board, by motion, pursuant to Council Policy No. 100-07, approve a Change-of-Scope contract change order with SAK Construction, LLC (SAK) to Construction Contract No. C02190 to repair the 60-inch wastewater trunk line crossing under Llano Road and authorize the Assistant City Manager or the Deputy Director of Engineering Services in the Transportation and Public Works Department to execute the change order as necessary to complete the work in amount not to exceed the total authorized contract amount of $3,966,925.00. Attachments: Staff Report Attachment 1 Attachment 2 Presentation (added 03/04/2020) Presenter(s): Lori Urbanek, Deputy Director Engineering Services and Jason Roberts, Associate Civil Engineer. A motion was made by Board Member Wright, seconded by Board Member Grabill, pursuant to Council Policy No. 100-07, to approve a Change-of-Scope contract change order with SAK Construction, LLC (SAK) to Construction Contract No. C02190 to repair the 60-inch wastewater trunk line crossing under Llano Road and authorize the Assistant City Manager or the Deputy Director of Engineering Services in the Transportation and Public Works Department to execute the change order as necessary to complete the work in amount not to exceed the total authorized contract amount of $3,966,925.00. The motion carried by the following vote: Yes: 6 - Chair Galvin III, Vice Chair Arnone Jr., Board Member Badenfort, Board Member Grabill, Board Member Watts and Board Member Wright Absent: 1 - Board Member Bannister 8. PUBLIC COMMENTS ON NON-AGENDA MATTERS Duane Dewitt, spoke about current climate emergency, conditions at City of Santa Rosa Regular Meeting Minutes Page 8 of 8 Board of Public Utilities Regular Meeting Minutes - Final March 5, 2020 Roseland Creek, benefits of riparian corridors and potential for adding storm water basins. 9. REFERRALS NONE. 10. WRITTEN COMMUNICATION (AND POSSIBLE BOARD DISCUSSION) NONE. 11. SUBCOMMITTEE REPORTS Board member Watts reported that the Budget Review Subcommittee would be meeting on March 10. 12. BOARD MEMBER REPORTS NONE. 13. DIRECTORS REPORTS Jennifer Burke, Director provided a brief overview of the recent Technical Advisory Committee meeting and reported that the TAC voted unanimously to support the proposed rate increase for 2020/21 for Sonoma Water. She provided a brief update on the status of the Potter Valley Project and noted that information can be found at Twobasinsolution.org. Finally, she reported on emergency repairs that need to be made by Sonoma Water on the Cotati Aqueduct, and that the draft NPDES permit was released on February 25 and comments are due by March 30. 14. ADJOURNMENT OF MEETING Chair Galvin adjourned the meeting at 3:45 p.m. The next regular scheduled meeting of the Board of Public Utilities will be held on May 7, 2020. Approved on: May 7, 2020 ________/S/______________ Gina Perez, Recording Secretary