Board of Public Utilities

Council Chamber City of Santa Rosa 100 Santa Rosa Avenue Board of Public Utilities Regular Meeting Minutes - Final Thursday, May 4, 2023 1:30 PM 1. CALL TO ORDER AND ROLL CALL Chair Galvin called the meeting to order at 1:30 p.m. Present 5 - Chair Daniel Galvin III, Vice Chair William Arnone Jr., Board Member Robin Bartholow, Board Member Mary Watts, and Board Member Glen Wright Absent 2 - Board Member Lisa Badenfort, and Board Member Mark Walsh 2. STATEMENTS OF ABSTENTION BY BOARD MEMBERS Board Member Bartholow recused herself from items 5.2 and 5.3 due to her employment with Sonoma County Farm Bureau. 3. STUDY SESSION None. 4. MINUTES APPROVAL 4.1 April 20, 2023 - Regular Meeting Minutes - DRAFT. Attachments: April 20, 2023 - Regular Meeting Minutes - Draft April 20, 2023 - Revised Draft Minutes (Uploaded 5.3.2023) The minutes for April 20, 2023 were approved 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 (Uploaded on 5.2.2023) Peter Martin, Deputy Director - Water Resources, presented and answered questions from the Board. 5.2 RECYCLED WATER SUPPLY UPDATE Staff will update the Board on recycled water supply issues. The Board City of Santa Rosa Regular Meeting Minutes Page 2 of 6 Board of Public Utilities Regular Meeting Minutes - Final May 4, 2023 may discuss this item and give direction to staff. Attachments: Presentation (Uploaded on 5.2.2023) Board Member Bartholow left Council Chamber at 1:45 p.m. Mike Prinz, Deputy Director - Regional Water Reuse Operations, presented and answered questions from the Board. 5.3 RUSSIAN RIVER WATER FORUM UPDATE Staff will provide an update on the Russian River Water Forum, which is a grant funded collaborative effort to identify water supply resiliency solutions in response to the planned license surrender and decommissioning of PG&E’s Potter Valley Hydroelectric Project. The Board may discuss this item and give direction to staff. Attachments: Presentation (Uploaded 5.2.2023) Jennifer Burke, Water Director, presented. Board Member Bartholow re-entered Council Chamber at 2:19 p.m. 6. CONSENT ITEMS A motion was made by Vice Chair Arnone, Jr., seconded by Board Member Watts, to approve Consent Items 6.1 through 6.2. The motion carried by the following vote: Yes: 5 - Chair Galvin III, Vice Chair Arnone Jr., Board Member Bartholow, Board Member Watts and Board Member Wright Absent: 2 - Board Member Badenfort and Board Member Walsh 6.1 RESOLUTION - APPROVAL OF THIRD AMENDMENT TO BLANKET PURCHASE ORDER 164874 - ONE YEAR EXTENSION, PRICE INCREASE, AND INCREASE COMPENSATION FOR SODIUM HYPOCHLORITE SUPPLY; AUTHORIZATION OF PURCHASING AGENT TO APPROVE AN ADDITIONAL PRICE INCREASE OF UP TO TEN PERCENT RECOMMENDATION: It is recommended by Santa Rosa Water and the Finance Department that the Board of Public Utilities (BPU), by resolution, approve a Third Amendment to Blanket Purchase Order City of Santa Rosa Regular Meeting Minutes Page 3 of 6 Board of Public Utilities Regular Meeting Minutes - Final May 4, 2023 (BPO) 164874 for sodium hypochlorite supply with Olin Corporation dba Olin Chlor Alkali Products, Tracy, California, to extend for a one-year period with an increase in unit price, and increase in compensation in the amount of $840,000, for a total amount not to exceed $1,655,000, and authorize the Purchasing Agent to approve an additional ten percent increase in price with conditions. Attachments: Staff Report Attachment 1 - Exhibit B-3 Compensation Schedule Resolution This Consent - Resolution was approved. 6.2 RESOLUTION - WAIVER OF COMPETITIVE BIDDING AND APPROVAL OF GENERAL SERVICES AGREEMENT F002587 - LANDSCAPING MAINTENANCE SERVICES RECOMMENDATION: It is recommended by Santa Rosa Water and the Finance Department that the Board, by resolution, approve a Waiver of Competitive Bidding and General Services Agreement F002587 for one-year to New Image Landscape Company, Fremont, California, to provide landscape maintenance services, as required by Santa Rosa Water until next fiscal year when City Management plans to solicit competitive bids for landscaping services for the entire city, in the amount of $364,828.38, approve a 10% contingency in the amount of $36,482, for a total contract amount of $401,310.38. Attachments: Staff Report Attachment 1 - Waiver of Competitive Bid Resolution Exhibit A - General Services Agreement F002587 This Consent - Resolution was approved. 7. REPORT ITEMS None. 8. PUBLIC COMMENTS ON NON-AGENDA MATTERS None. 9. REFERRALS None. 10. WRITTEN COMMUNICATION (AND POSSIBLE BOARD DISCUSSION) City of Santa Rosa Regular Meeting Minutes Page 4 of 6 Board of Public Utilities Regular Meeting Minutes - Final May 4, 2023 None. 11. SUBCOMMITTEE REPORTS None. 12. BOARD MEMBER REPORTS None. 13. DIRECTORS REPORTS Director Burke provided a report, answered Board questions, and received comments on: 14th annual Earth Day Festival returned to “full strength” for the first time since the onset of the pandemic with attendance estimated to have exceeded 2,500 residents; highlights of the festival included the showcasing Santa Rosa’s all electric bus, multiple sustainability activities for kids hosted by Recreation and Parks, and workshops featuring graywater, low water use garden practices, vermiculture and honey bees; this event was made possible through the support of 18 sponsors who generously contributed a total of $14,000 in sponsorships and in-kind services, as well as the over 40 volunteers who helped make the event run smoothly and successfully; after significant deliberation and full day of public comments, on April 28th the California Air Resources Board unanimously adopted the Advanced Clean Fleets regulation; this means that California’s fleet owners and operators will need to start purchasing medium and heavy duty zero emission vehicles beginning in 2024, with the objective to move California’s truck fleets to zero emissions, where feasible, by 2045; State and local government fleets, including city, county, special district, and State agency fleets, will now be required to ensure 50 percent of vehicle purchases going forward are zero-emission beginning in 2024 and 100 percent of vehicle purchases are zero-emission by 2027 with some limited exemptions that were made including opportunities for alternative compliance where warranted; the City Council has prioritized the pursuit of a Electric Vehicle Infrastructure Master Plan that will be spearheaded by multiple departments in the coming fiscal year; at the April 25th City Council meeting, the Council unanimously passed a resolution approving the preliminary Regional City of Santa Rosa Regular Meeting Minutes Page 5 of 6 Board of Public Utilities Regular Meeting Minutes - Final May 4, 2023 budget and resulting partner agency allocations for fiscal year 2023/24; the Finance Department is notifying our partner agencies of their cost allocations this week, and we’re expecting formal adoption along with the rest of Santa Rosa Water’s proposed budget on June 20th. City of Santa Rosa Regular Meeting Minutes Page 6 of 6 Board of Public Utilities Regular Meeting Minutes - Final May 4, 2023 14. ADJOURNMENT OF MEETING Chair Galvin adjourned the meeting at 2:28 p.m. The next meeting of Board of Public Utilities is scheduled for May 18, 2023. Approved on: May 18, 2023 _____/S/______________________ Michelle Montoya Recording Secretary