Board of Public Utilities

Virtual Meeting - See Agenda City of Santa Rosa for Participation Information Board of Public Utilities Meeting Minutes - Final Thursday, April 21, 2022 1:30 PM 1:30 PM (Virtual Meeting) 1. CALL TO ORDER AND ROLL CALL Chair Galvin called the meeting to order at 1:31 p.m. Present 5 - Chair Daniel Galvin III, Vice Chair William Arnone, Jr., Board Member Christopher Grabill, Board Member Mark Walsh, and Board Member Glen Wright Absent 2 - Board Member Lisa Badenfort and Board Member Mary Watts 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 April 7, 2022 - Regular Meeting Minutes. Attachments: April 7, 2022 - Regular Meeting Minutes The minutes for April 7, 2022 were received and accepted as submitted. 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 (added 4/19/22) Presenter: Peter Martin, Deputy Director - Water Resources 6. CONSENT ITEMS 6.1 RESOLUTION - BLANKET PURCHASE ORDER 161741 - ONE-YEAR EXTENSION AND INCREASE COMPENSATION, SNF POLYDYNE, INC. City of Santa Rosa Meeting Minutes Page 2 of 7 Board of Public Utilities Meeting Minutes - Final April 21, 2022 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 35.25% increase to unit price, and increase compensation to Blanket Purchase Order (BPO) 161741 for the supply and delivery of Clarifloc WE-1452 dewatering polymer for the Laguna Treatment Plant to SNF Polydyne, Inc., Riceboro, Georgia, in the total amount not to exceed $430,000. Attachments: Staff Report Resolution No. 1291 A motion was made by Board Member Wright, seconded by Board Member Walsh, to approve Item 6.1 - RESOLUTION NO. 1291 ENTITLED "RESOLUTION OF THE BOARD OF PUBLIC UTILITIES AUTHORIZING THE APPROVAL OF A ONE-YEAR EXTENSION AND INCREASE COMPENSATION OF BLANKET PURCHASE ORDER 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: 5 - Chair Galvin III, Vice Chair Arnone Jr., Board Member Grabill, Board Member Walsh and Board Member Wright Absent: 2 - Board Member Badenfort and Board Member Watts 6.2 RESOLUTION - APPROVAL OF THIRD AMENDMENT TO GENERAL SERVICES AGREEMENT F001709 PONCIA FERTILIZER, INC. RECOMMENDATION: It is recommended by the Water and Finance Departments that the Board of Public Utilities, by resolution, approve the Third Amendment to General Services Agreement F001709 for a one-year extension with an increase in compensation for biosolids spreading services with Poncia Fertilizer, Inc., Cotati, California, in the amount of $53,785.80, for a cumulative total not to exceed $235,189.80. Attachments: Staff Report Attachment 1_Third Amendment Resolution No. 1292 A motion was made by Board Member Wright, seconded by Board Member Walsh, to approve Item 6.2 - RESOLUTION NO. 1292 ENTITLED "RESOLUTION OF THE BOARD OF PUBLIC UTILITIES AUTHORIZING THE APPROVAL OF THIRD AMENDMENT – GENERAL SERVICES AGREEMENT F001709 PONCIA FERTILIZER, INC." The motion carried by the following vote: Yes: 5 - Chair Galvin III, Vice Chair Arnone, Jr., Board Member Grabill, Board City of Santa Rosa Meeting Minutes Page 3 of 7 Board of Public Utilities Meeting Minutes - Final April 21, 2022 Member Walsh and Board Member Wright Absent: 2 - Board Member Badenfort and Board Member Watts 6.3 RESOLUTION - APPROVAL - FOURTH AMENDMENT TO GENERAL SERVICES AGREEMENT F001643 WITH PORTOLA MINERALS COMPANY DBA BLUE MOUNTAIN MINERALS, INC. RECOMMENDATION: It is recommended by the Water and Finance Departments that the Board of Public Utilities, by resolution, approve the Fourth Amendment to General Services Agreement (GSA) F001643 with Portola Minerals Company, dba Blue Mountain Minerals, Inc., Columbia, California, for the supply and delivery of agricultural lime, to extend the Agreement for one-year with a 13.28% increase in unit cost and increase compensation by $248,000, for a total not to exceed amount of $810,000. Attachments: Staff Report Resolution No. 1293 A motion was made by Board Member Wright, seconded by Board Member Walsh, to approve Item 6.3 - RESOLUTION NO. 1293 ENTITLED "RESOLUTION OF THE BOARD OF PUBLIC UTILITIES AUTHORIZING THE APPROVAL OF THE FOURTH AMENDMENT TO GENERAL SERVICES AGREEMENT F001643 FOR AGRICULTURAL LIME ACQUISITION AND DELIVERY SERVICES WITH PORTOLA MINERALS COMPANY DBA BLUE MOUNTAIN MINERALS, INC." The motion carried by the following vote: Yes: 5 - Chair Galvin III, Vice Chair Arnone, Jr., Board Member Grabill, Board Member Walsh and Board Member Wright Absent: 2 - Board Member Badenfort and Board Member Watts 6.4 MOTION - CONTRACT AWARD - CLEVELAND AVE & ST. ROSE DISTRICT SEWER & WATER IMPROVEMENTS RECOMMENDATION: It is recommended by the Transportation and Public Works Department and the Water Department that the Board of Public Utilities, by motion, approve the project and award Construction Contract No. C02041 in the amount of $1,772,965.00 to the lowest responsive bidder, W.R. Forde Associates from Richmond, California, for Cleveland Ave & St. Rose District Sewer & Water Improvements project, approve a 15% contingency and authorize a total contract amount of $2,038,909.75. Attachments: Staff Report Attachment 1_Statement of Bids Attachment 2_Location Map A motion was made by Board Member Wright, seconded by Board Member City of Santa Rosa Meeting Minutes Page 4 of 7 Board of Public Utilities Meeting Minutes - Final April 21, 2022 Walsh, to approve the project and award Construction Contract No. C02041 in the amount of $1,772,965.00 to the lowest responsive bidder, W.R. Forde Associates from Richmond, California, for Cleveland Ave & St. Rose District Sewer & Water Improvements project, approve a 15% contingency and authorize a total contract amount of $2,038,909.75. The motion carried by the following vote: Yes: 5 - Chair Galvin III, Vice Chair Arnone, Jr., Board Member Grabill, Board Member Walsh and Board Member Wright Absent: 2 - Board Member Badenfort and Board Member Watts 7. REPORT ITEMS 7.1 REPORT - FY 2022/23 WATER AND LOCAL WASTEWATER OPERATIONS AND MAINTENANCE AND CAPITAL IMPROVEMENT BUDGETS - RECOMMENDATION TO CITY COUNCIL BACKGROUND: Santa Rosa Water manages the City of Santa Rosa’s water and wastewater enterprise funds under the general policy authority and direction of the Board of Public Utilities (BPU) per the City Charter. The BPU annually recommends a proposed fiscal year water and local wastewater budget to the City Council to be included in the annual City budget adoption. RECOMMENDATION: It is recommended by Santa Rosa Water and the Budget Review Subcommittee that the Board of Public Utilities, by resolution, recommend that the City Council approve the Fiscal Year 2022/23 Water Fund and Local Wastewater Fund operations and maintenance and capital expenditure appropriation requests. Attachments: Staff Report Resolution No. 1294 Presentation (added 4/19/22) Presenter: Nick Harvey, Administrative Analyst A motion was made by Board Member Walsh, seconded by Board Member Grabill, to approve Item 7.1 - RESOLUTION NO. 1294 ENTITLED "RESOLUTION OF THE BOARD OF PUBLIC UTILITIES RECOMMENDING THAT THE SANTA ROSA CITY COUNCIL APPROVE THE PROPOSED FISCAL YEAR 2022/23 SANTA ROSA WATER OPERATING, MAINTENANCE AND CAPITAL IMPROVEMENT BUDGETS FOR THE WATER FUND AND THE LOCAL WASTEWATER FUND." The motion carried by the following vote: Yes: 5 - Chair Galvin III, Vice Chair Arnone, Jr., Board Member Grabill, Board City of Santa Rosa Meeting Minutes Page 5 of 7 Board of Public Utilities Meeting Minutes - Final April 21, 2022 Member Walsh and Board Member Wright Absent: 2 - Board Member Badenfort and Board Member Watts 7.2 REPORT - FY 2022/23 REGIONAL WATER REUSE SYSTEM OPERATIONS AND MAINTENANCE, CAPITAL IMPROVEMENT, AND DEBT SERVICE BUDGET AND ALLOCATION OF COSTS - RECOMMENDATION TO CITY COUNCIL BACKGROUND: The Regional Water Reuse System, managed by Santa Rosa Water, serves five member agencies (Santa Rosa, Rohnert Park, Sebastopol, Cotati, and the Sonoma County South Park Sanitation District, each hereinafter referred to as “User Agency” or collectively as “User Agencies”). The Operating Agreement (Agreement) between the User Agencies requires that Santa Rosa Water annually prepare a Preliminary Budget and Allocation of Costs for the Regional Water Reuse System and notify the User Agencies of these costs by May of each year. The Board annually recommends the proposed fiscal year Preliminary Budget and Allocation of Costs for the Regional Water Reuse System to the City Council to be included in the annual City budget adoption. The Regional Operations and Maintenance (O&M) Fund budget request is $40,417,094, Regional cash-funded Capital Improvement Program (CIP) is $9,000,000, and the Regional debt service due is $24,592,802. RECOMMENDATION: It is recommended by Santa Rosa Water, the Subregional Wastewater Technical Advisory Committee and the Budget Review Subcommittee that the Board of Public Utilities, by resolution, recommend that the City Council approve the Preliminary FY 2022/23 Regional Water Reuse System Operations and Maintenance, Capital Improvement, and Debt Service Budgets and Allocation of Costs for the purpose of notifying the Regional Water Reuse User Agencies of their allocation of such costs by May 2022. Attachments: Staff Report Resolution No. 1295 Presentation (added 4/19/22) Presenter: Nick Harvey, Administrative Analyst A motion was made by Board Member Walsh, seconded by Board Member Wright, to approve Item 7.2 - RESOLUTION NO. 1295 ENTITLED "RESOLUTION OF THE BOARD OF PUBLIC UTILITIES RECOMMENDING THAT THE SANTA ROSA CITY COUNCIL APPROVE THE PRELIMINARY FISCAL YEAR 2022/23 REGIONAL SYSTEM OPERATING, CAPITAL AND DEBT SERVICE BUDGETS AND THE PROPOSED OPERATIONS AND DEBT SERVICE ALLOCATION OF COSTS." The motion carried by the following vote: City of Santa Rosa Meeting Minutes Page 6 of 7 Board of Public Utilities Meeting Minutes - Final April 21, 2022 Yes: 5 - Chair Galvin III, Vice Chair Arnone, Jr., Board Member Grabill, Board Member Walsh and Board Member Wright Absent: 2 - Board Member Badenfort and Board Member Watts 8. PUBLIC COMMENTS ON NON-AGENDA MATTERS NONE. 9. REFERRALS - NONE. 10. WRITTEN COMMUNICATION (AND POSSIBLE BOARD DISCUSSION) - NONE. 11. SUBCOMMITTEE REPORTS NONE. 12. BOARD MEMBER REPORTS NONE. 13. DIRECTORS REPORTS Jennifer Burke, Director, reported that work to connect water flushed from the Sonoma Water wells rehabilitation project to the sewer system for treatment at the Laguna Treatment Plant has been completed. Santa Rosa Water will be able to beneficially reuse this water for its customers. Director Burke announced a new contest that will run from April 20th through July 8th to encourage customers to sign up for the WaterSmart Portal. There will be a random drawing and five customer accounts will receive a $200 credit on their water bill. More information can be found at srcity.org/watersmartportal. Director Burke said the Earth Day Festival is scheduled for Saturday, April 23 from 11:00 a.m. to 2:00 p.m. in Courthouse Square and encouraged everyone to attend. Director Burke shared that Alistair Bleifuss, Environmental Specialist, is retiring in May after more than 21 years of service. 14. ADJOURNMENT OF MEETING City of Santa Rosa Meeting Minutes Page 7 of 7 Board of Public Utilities Meeting Minutes - Final April 21, 2022 Chair Galvin adjourned the meeting at 2:10 p.m. in honor of Alistair Bleifuss and wished him a long and healthy retirement. The next meeting of the Board of Public Utilities is scheduled for May 5, 2022. Approved on: May 5, 2022 ______/S/________________ Roberta Atha, Recording Secretary