Board of Public Utilities

City Council Chamber City of Santa Rosa 100 Santa Rosa Avenue Board of Public Utilities Meeting Minutes - Final Thursday, March 18, 2021 1:30 PM 1. CALL TO ORDER AND ROLL CALL Chair Galvin called the meeting to order at approximately 1:30 p.m. Present 7 - Chair Daniel Galvin III, Vice Chair William Arnone Jr., Board Member Lisa Badenfort, Board Member Christopher Grabill, Board Member Mark Walsh, Board Member Mary Watts, and Board Member Glen Wright 2. STATEMENTS OF ABSTENTION BY BOARD MEMBERS There were no Statements of Abstention from Board Members. 3. STUDY SESSION - NONE. 4. MINUTES APPROVAL 4.1 March 4, 2021 - Regular Meeting Minutes. Attachments: March 4, 2021 - Regular Meeting Minutes The minutes for March 4, 2021 were received and accepted as submitted. 5. STAFF BRIEFINGS 5.1 LOCAL OPERATIONS DIVISION UPDATE Staff will update the Board on current operational duties and maintenance activities that are completed by the Local Operations team. This update will also include information on staff training requirements, some history of the division and how our Utility System Operators have responded during emergency activations and Public Safety Power Shut-offs (PSPS). The Board may discuss this item and give direction to staff. Attachments: Presentation (added 3/16/21) Presenter: Joe Schiavone, Deputy Director - Water & Sewer Operations 5.2 2020 COMPLIANCE UPDATE City of Santa Rosa Meeting Minutes Page 2 of 5 Board of Public Utilities Meeting Minutes - Final March 18, 2021 The Regional Water Reuse System’s Laguna Treatment Plant cleans wastewater through an intensive treatment process, resulting in a high quality, tertiary-treated recycled water. Through the treatment process, the solids are separated out and are treated to create class B biosolids which can be beneficially reused. This process creates biogas that is used to generate electricity which offsets the energy demand of the Laguna Treatment Plant. In order to minimize the impacts of our operations on the natural environment, the Laguna Treatment Plant implements a broad range of compliance programs which supports the Department operations and promotes environmental stewardship. Staff will provide an overview of applicable regulations, highlight permit requirements, and summarize compliance during 2020. The Board may discuss this item and give direction to staff. Attachments: Presentation (added 3/16/21) Presenter: Heather Johnson, Environmental Services Officer 5.3 WATER AND RECYCLED WATER SUPPLY UPDATE Staff will update the Board on water and recycled water supply issues. The Board may discuss this item and give direction to staff. Attachments: Presentation (added 3/16/21) Presenters: Peter Martin, Deputy Director - Water Resources and Emma Walton, Deputy Director - Water Reuse Operations (Board Member Watts left the meeting at approximately 2:03 p.m.) 6. CONSENT ITEMS 6.1 MOTION - FOURTH AMENDMENT - BIOSOLIDS SPREADING AGREEMENT NO. F001493 WITH GILARDI AND JACOBSEN AG SERVICES, INC. RECOMMENDATION: It is recommended by the Water Department that the Board of Public Utilities, by motion, approve a one-year extension to Agreement No. F001493: Agreement for Biosolids Spreading with Gilardi & Jacobsen Ag Services, Inc., and an associated increase in compensation of $24,011.75, for a total contract amount not to exceed $122,981.45. Attachments: Staff Report Attachment 1_Original Agreement Attachment 2_First Amendment Attachment 3_Second Amendment Attachment 4_ Third Amendment Attachment 5_Fourth Amendment A motion was made by Board Member Wright, seconded by Vice Chair Arnone, Jr., to approve a one-year extension to Agreement No. F001493: Agreement for Biosolids Spreading with Gilardi & Jacobsen Ag Services, City of Santa Rosa Meeting Minutes Page 3 of 5 Board of Public Utilities Meeting Minutes - Final March 18, 2021 Inc., and an associated increase in compensation of $24,011.75, for a total contract amount not to exceed $122,981.45. The motion carried by the following vote: Yes: 6 - Chair Galvin III, Vice Chair Arnone Jr., Board Member Badenfort, Board Member Grabill, Board Member Walsh and Board Member Wright Absent: 1 - Board Member Watts 6.2 MOTION - FOURTH AMENDMENT - AGREEMENT NO. F001429 FOR ACCEPTANCE OF BIOSOLIDS AND LAND APPLICATION WITH GILARDI AND JACOBSEN AG SERVICES, INC. RECOMMENDATION: It is recommended by the Water Department that the Board of Public Utilities, by motion, approve a one-year extension to Agreement No. F001429: Agreement for Acceptance of Biosolids and Land Application with Gilardi & Jacobsen Ag Services, Inc., and an associated increase in compensation of $38,895.00, for a total contract amount not to exceed $219,432.00. Attachments: Staff Report Attachment 1_Original Agreement Attachment 2_First Amendment Attachment 3_Second Amendment Attachment 4_Third Amendment Attachment 5_Fourth Amendment A motion was made by Board Member Wright, seconded by Vice Chair Arnone, Jr., to approve a one-year extension to Agreement No. F001429: Agreement for Acceptance of Biosolids and Land Application with Gilardi & Jacobsen Ag Services, Inc., and an associated increase in compensation of $38,895.00, for a total contract amount not to exceed $219,432.00. The motion carried by the following vote: Yes: 6 - Chair Galvin III, Vice Chair Arnone Jr., Board Member Badenfort, Board Member Grabill, Board Member Walsh and Board Member Wright Absent: 1 - Board Member Watts 6.3 RESOLUTION - BLANKET PURCHASE ORDER NUMBER 161741 - ONE-YEAR EXTENSION AND INCREASE COMPENSATION, SNF POLYDYNE, INC. RECOMMENDATION: It is recommended by the Water and Finance Departments that the Board of Public Utilities, by resolution, authorize the Chair of the Board to approve a one-year extension with a 5.98% increase to unit price, and increase compensation to Blanket Purchase Order (BPO) Number 161741 for the supply and delivery of Clarifloc WE-1452 dewatering polymer for the Laguna Treatment City of Santa Rosa Meeting Minutes Page 4 of 5 Board of Public Utilities Meeting Minutes - Final March 18, 2021 Plant to SNF Polydyne, Inc., Riceboro, Georgia, in the total amount not to exceed $295,000. Attachments: Staff Report BPU Resolution 1249 A motion was made by Board Member Wright, seconded by Vice Chair Arnone, Jr., to approve Item 6.3 - RESOLUTION NO. 1249 ENTITLED "RESOLUTION OF THE BOARD OF PUBLIC UTILITIES AUTHORIZING THE APPROVAL OF A ONE-YEAR EXTENSION AND INCREASE COMPENSATION OF BLANKET PURCHASE ORDER NUMBER 161741 FOR SUPPLY AND DELIVERY OF CLARIFLOC WE-1452 DEWATERING POLYMER FOR THE LAGUNA TREATMENT PLANT TO SNF POLYDYNE, INC." The motion carried by the following vote: Yes: 6 - Chair Galvin III, Vice Chair Arnone Jr., Board Member Badenfort, Board Member Grabill, Board Member Walsh and Board Member Wright Absent: 1 - Board Member Watts 7. REPORT ITEMS - NONE. 8. PUBLIC COMMENTS ON NON-AGENDA MATTERS - NONE. 9. REFERRALS - NONE. 10. WRITTEN COMMUNICATION (AND POSSIBLE BOARD DISCUSSION) - NONE. 11. SUBCOMMITTEE REPORTS Jennifer Burke, Director, reported that the Budget Review Subcommittee met on March 8 and staff presented an overview of the Operations & Maintenance and Capital Improvement Program 2021/22 budgets for the Water, Local Wastewater and Regional Funds, including the proposed allocation to the Regional partners. She also reported that the Water Conservation Subcommittee met on March 9 and staff provided an overview of the new requirements for the 2020 Urban Water Management Plan and Water Shortage Contingency Plan. Staff also provided an update on Dry Water Year outreach activities. 12. BOARD MEMBER REPORTS - NONE. 13. DIRECTORS REPORTS City of Santa Rosa Meeting Minutes Page 5 of 5 Board of Public Utilities Meeting Minutes - Final March 18, 2021 Jennifer Burke, Director, reported on the current dry water year and the possible declaration of drought. She stated the Technical Advisory Committee of the Water Advisory Committee will review and update the water shortage methodology that is utilized by Sonoma Water and was last updated in 2014. She informed the Board that filming is underway at the Laguna Treatment Plant for a series of three short videos highlighting staff and "behind the scenes" action. The videos will be used while onsite tours are not possible. 14. ADJOURNMENT OF MEETING Chair Galvin adjourned the meeting at 2:23 p.m. The next regular meeting of the Board of Public Utilities is scheduled for April 1, 2021. Approved on: April 1, 2021 _________/S/_____________ Roberta Atha, Recording Secretary