Board of Public Utilities

Council Chamber City of Santa Rosa 100 Santa Rosa Avenue Board of Public Utilities Special Meeting Minutes - Final Thursday, November 19, 2020 1:30 PM 1. CALL TO ORDER AND ROLL CALL Chairman Galvin called the meeting to order at approximately 1:30 p.m. Present 6 - Chair Daniel Galvin III, Vice Chair William Arnone Jr., Board Member Christopher Grabill, Board Member Mary Watts, Board Member Glen Wright, and Board Member Matt Mullan Absent 1 - Board Member Lisa Badenfort 2. STATEMENTS OF ABSTENTION BY BOARD MEMBERS There were no Statements of Abstention by Board Members. 3. STUDY SESSION - NONE. 4. MINUTES APPROVAL The minutes for November 5, 2020 were received and accepted as submitted. 4.1 November 5, 2020 - Regular Meeting Minutes Attachments: November 5, 2020 - Regular Meeting Minutes 5. STAFF BRIEFINGS 5.1 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 Presenter: Peter Martin, Deputy Director - Water Resources 5.2 VALUE OF YOUR WATER OUTREACH CAMPAIGN Staff will present the recent launch of Santa Rosa Water's Value of Water Campaign, sharing how Santa Rosa Water is utilizing video to engage and connect with residents about the importance of continued City of Santa Rosa Special Meeting Minutes Page 2 of 7 Board of Public Utilities Special Meeting Minutes - Final November 19, 2020 investment in our community's water future. The multi-media campaign highlights the people, the infrastructure, and the environmental stewardship that are necessary to bring high quality drinking water to your tap, along with treating wastewater and beneficially reusing recycled water. Attachments: Presentation Presenter: Elise Howard, Communications Coordinator 6. CONSENT ITEMS 6.1 MOTION - SECOND AMENDED AGREEMENT FOR NORTHERN SONOMA COUNTY WATER CONSERVATION PROGRAM RECOMMENDATION: It is recommended by the Water Department that the Board of Public Utilities, by motion, approve the Second Amended Agreement for Northern Sonoma County Water Conservation Program between the Sonoma County Water Agency (Sonoma Water) and the City of Santa Rosa and authorize the Chair to sign the agreement. Attachments: Staff Report Attachment 1_Second Amended Agreement A motion was made by Vice Chair Arnone, Jr., seconded by Board Member Wright, to approve the Second Amended Agreement for Northern Sonoma County Water Conservation Program between the Sonoma County Water Agency (Sonoma Water) and the City of Santa Rosa and authorize the Chair to sign the agreement. The motion carried by the following vote: Yes: 6 - Chair Galvin III, Vice Chair Arnone Jr., Board Member Grabill, Board Member Watts, Board Member Wright and Board Member Mullan Absent: 1 - Board Member Badenfort 7. REPORT ITEMS 7.1 REPORT - CONSIDERATION OF THE NOVEMBER 2020 ADDENDUM TO THE INCREMENTAL RECYCLED WATER PROGRAM ENVIRONMENTAL IMPACT REPORT AND APPROVAL OF PROJECT WORK ORDER AMENDMENT NO. 2 FOR ENGINEERING SERVICES DURING CONSTRUCTION AND PROFESSIONAL SERVICES AGREEMENT FOR CONSTRUCTION MANAGEMENT AND INSPECTION SERVICES RELATED TO THE LAGUNA TREATMENT City of Santa Rosa Special Meeting Minutes Page 3 of 7 Board of Public Utilities Special Meeting Minutes - Final November 19, 2020 PLANT DISINFECTION IMPROVEMENTS PROJECT BACKGROUND: Ultraviolet Light (UV) is the primary disinfection process for the Laguna Treatment Plant (LTP). In 2012, the Division of Drinking Water (DDW) re-evaluated and subsequently re-rated the disinfection system capacity, resulting in deficiency under certain wet weather flow and/or low UV transmittance conditions. Additionally, the existing UV equipment was commissioned in 1998 and is at the end of its useful life. These conditions triggered the need to evaluate disinfection equipment options to ensure that LTP has adequate disinfection capacity up to 67 million gallons per day. Through various analyses, the City determined that replacing the existing UV system with a new UV system is the most feasible approach to address the capacity and reliability deficiencies. RECOMMENDATION: It is recommended by the Transportation and Public Works Department, and the Water Department, that the Board of Public Utilities, by resolution: 1) consider the November 2020 Addendum together with the Incremental Recycled Water Program Environmental Impact Report (IRWP Program EIR) and other information in the administrative record for the Project prior to acting upon or approving the Project, 2) find and determine that the November 2020 Addendum to the IRWP Program EIR is the appropriate CEQA documentation for the improvements and hereby includes it in the IRWP Program EIR by incorporation (CEQA Guidelines, 14 Code.Cal.Regs. § 15164(c)), 3) find and determine that the improvements are within the scope of the IRWP Program EIR and that the improvements were covered in the IRWP Program EIR for the purposes of CEQA (CEQA Guidelines, 14 Code.Cal.Regs. § 15168, subd. (c)(4)), 4) adopt the Mitigation Monitoring Program (MMP) attached at Exhibit B to the resolution, in accordance with Public Resources Code §§ 21081.6 subdivision (a)(1), 5) direct staff to take those actions as it deems necessary or appropriate to implement the MMP, and 6) approve the Laguna Treatment Plant Disinfection and Diversion Improvements Project. Next, it is recommended by the Transportation and Public Works Department, the Water Department, and the Contract Review Subcommittee that the Board of Public Utilities, by resolution: 1) City of Santa Rosa Special Meeting Minutes Page 4 of 7 Board of Public Utilities Special Meeting Minutes - Final November 19, 2020 approve Amendment No. 2 to Project Work Order No. A010014-2011-09 under the Master Professional Services Agreement with Carollo Engineers, Inc. of Walnut Creek to provide Professional Engineering Services During Construction for the Laguna Treatment Plant Disinfection Improvements Project in the amount of $1,981,132, and approve a $150,000 contingency, for a total Amendment No. 2 amount of $2,131,132, and a total contract amount not to exceed $6,519,386, and 2) approve a Professional Services Agreement with Psomas of Walnut Creek, CA to provide construction management and inspection services for the Laguna Treatment Plant Disinfection Improvements Project in the amount of $4,077,950, and approve a $393,796 contingency, for a total contract amount not to exceed $4,471,746. Attachments: Staff Report Attachment 1_PWO Amendment 2_Carollo Attachment 2_PSA_Psomas Resolution No. 1241 Exhibit A_IRWP Addendum 4- DD Checklist Exhibit B_Mitigation Monitoring Program Resolution No. 1242 Presentation Presenters: Mark Kasraie, Supervising Engineer - TPW and Kristine Gaspar, Senior Environmental Planner, GHD A motion was made by Vice Chair Arnone, Jr., seconded by Board Member Grabill, to approve Item 7.1 - RESOLUTION NO. 1241 ENTITLED "RESOLUTION OF THE BOARD OF PUBLIC UTILITIES OF THE CITY OF SANTA ROSA CONSIDERING THE NOVEMBER 2020 ADDENDUM TO THE INCREMENTAL RECYCLED WATER PROGRAM (IRWP) CERTIFIED PROGRAM ENVIRONMENTAL IMPACT REPORT (EIR), DETERMINING THE DISINFECTION AND DIVERSION IMPROVEMENTS ARE WITHIN THE SCOPE OF THE IRWP EIR, ADOPTING A MITIGATION MONITORING PROGRAM, MAKING FINDINGS AND DETERMINATIONS, AND APPROVING THE LAGUNA TREATMENT PLANT DISINFECTION AND DIVERSION IMPROVEMENTS." A second motion was made by Vice Chair Arnone, Jr., seconded by Board Member Watts, to approve Item 7.1 - RESOLUTION NO. 1242 ENTITLED "RESOLUTION OF THE BOARD OF PUBLIC UTILITIES APPROVING PROJECT WORK ORDER AMENDMENT NO. 2 FOR ENGINEERING SERVICES DURING CONSTRUCTION AND PROFESSIONAL SERVICES AGREEMENT FOR CONSTRUCTION MANAGEMENT AND INSPECTION SERVICES RELATED TO THE LAGUNA TREATMENT PLANT DISINFECTION IMPROVEMENTS PROJECT." The motions carried by the following vote: City of Santa Rosa Special Meeting Minutes Page 5 of 7 Board of Public Utilities Special Meeting Minutes - Final November 19, 2020 Yes: 6 - Chair Galvin III, Vice Chair Arnone Jr., Board Member Grabill, Board Member Watts, Board Member Wright and Board Member Mullan Absent: 1 - Board Member Badenfort 8. PUBLIC COMMENTS ON NON-AGENDA MATTERS NONE. 9. REFERRALS NONE. 10. WRITTEN COMMUNICATION (AND POSSIBLE BOARD DISCUSSION) 10.1 LETTER DATED NOVEMBER 10, 2020 FROM ERICH RAUBER, SUPERVISING ENGINEER - Provided for information. Attachments: Written Communication Board Member Wright said the public participation will change as the project progresses and he is sure staff will work diligently with the neighborhood so things will be as smooth as possible. Board Member Mullan commended staff for addressing all the issues that were raised and asked that the response be sent to all City Council members so they are aware if issues arise in the future. 11. SUBCOMMITTEE REPORTS NONE. 12. BOARD MEMBER REPORTS NONE. 13. DIRECTORS REPORTS Jennifer Burke, Director, stated that four members are coming to the end of their term on the Board and provided information on the upcoming application process for appointments to Boards and Commissions. She reminded Board Members to submit applications if they are interested in continuing their service on the Board. She reported there was a strong interest in the recent 2020A and 2020B bond sale with results that will save a significant amount of costs for Water customers and thanked the team for their work City of Santa Rosa Special Meeting Minutes Page 6 of 7 Board of Public Utilities Special Meeting Minutes - Final November 19, 2020 and the Board and City Council for their support. 14. ANNOUNCEMENT OF CLOSED SESSION ITEM(S) AND ADJOURNMENT TO CLOSED SESSION 14.1 CONFERENCE WITH LEGAL COUNSEL - ANTICIPATED LITIGATION Significant exposure to litigation pursuant to paragraph (2) of subdivision (d) of Government Code Section 54956.9: one potential case. 14.2 CONFERENCE WITH LEGAL COUNSEL - ANTICIPATED LITIGATION Significant exposure to litigation pursuant to paragraph (2) of subdivision (d) of Government Code Section 54956.9: One case, related to claims filed by TerraCon in connection with Contract C02081 - Post Ct and Simpson Pl Sewer Replacements 14.3 CONFERENCE WITH REAL PROPERTY NEGOTIATOR (Government Code Section 54956.8) Property: 4301 Llano Rd and 1595 Meadow Ln, Santa Rosa. A portion of APNs 134-231-024 and 063-180-025 Agency Negotiator: Jill Scott, Real Property Negotiator Negotiating Parties: Renewable Sonoma LLC Under Negotiations: Price and terms of Lease payment 15. ADJOURN TO OPEN SESSION AND ANNOUNCEMENT OF CLOSED SESSION ACTION, IF ANY Legal Counsel Maddow stated there were no reportable items from the Closed Session. 16. ADJOURNMENT OF MEETING Chairman Galvin adjourned the meeting at 3:46 p.m. The next regular meeting of the Board of Public Utilities is scheduled for December 3, 2020. Approved on: December 3, 2020 _________/S/_____________ Roberta Atha, Recording Secretary City of Santa Rosa Special Meeting Minutes Page 7 of 7 Board of Public Utilities Special Meeting Minutes - Final November 19, 2020