Board of Public Utilities

Council Chamber City of Santa Rosa 100 Santa Rosa Avenue Board of Public Utilities Regular Meeting Minutes - Final Thursday, May 18, 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 Lisa Badenfort, Board Member Robin Bartholow, and Board Member Mark Walsh Absent 2 - Board Member Mary Watts, and Board Member Glen Wright 2. STATEMENTS OF ABSTENTION BY BOARD MEMBERS Board Member Walsh recused himself from Item 7.1 due to a potential financial conflict through family. 3. STUDY SESSION None. 4. MINUTES APPROVAL 4.1 May 4, 2023 - Regular Meeting Minutes - DRAFT The May 4, 2023 minutes were approved as submitted. 5. STAFF BRIEFINGS 5.1 WATER PROFESSIONALS APPRECIATION WEEK Staff will share this year's plans for celebrating National Public Works Week: May 21-27, 2023. The City of Santa Rosa will be honoring our public works professionals by sharing a series of stories across the City’s various outreach channels, receiving a proclamation at City Council on Tuesday, May 23, and hosting the 3rd Annual CityWorks festival on May 24 at Santa Rosa’s Wednesday Night Market in Courthouse Square. The Board may discuss this item and give direction to staff. Elise Miller, Communications Coordinator, presented. 5.2 2022-2023 CAPITAL IMPROVEMENT PROJECT UPDATE City of Santa Rosa Regular Meeting Minutes Page 2 of 7 Board of Public Utilities Regular Meeting Minutes - Final May 18, 2023 Staff will update the Board on Water Capital Improvement projects completed in 2022 and 2023, scheduled for completion in the remainder of 2023, and projects that are currently in design. The Board may discuss this item and give direction to staff. Tracy Duenas, Supervising Engineer, presented. 6. CONSENT ITEMS A motion was made by Vice Chair Arnone, Jr., seconded by Board Member Walsh, approve Consent Item 6.1. The motion carried by the following vote: Yes: 5 - Chair Galvin III, Vice Chair Arnone Jr., Board Member Badenfort, Board Member Bartholow and Board Member Walsh Absent: 2 - Board Member Watts and Board Member Wright 6.1 MOTION - PROJECT WORK ORDER NO. A010139-2016-28 APPROVAL - CONSTRUCTION MANAGEMENT AND INSPECTION SERVICES FOR THE LOS ALAMOS TRUNK SEWER REPLACEMENT SEGMENT 1 (STREAMSIDE DR TO ELAINE DR) PROJECT, CONTRACT NO. C01903 RECOMMENDATION: It is recommended by the Transportation and Public Works Department and the Water Department that the Board of Public Utilities, by motion, approve Project Work Order No. A010139-2016-28 under the Master Professional Services Agreement with Coastland Civil Engineering of Santa Rosa, California, to provide professional Construction Management and Inspection Services for the Los Alamos Trunk Sewer Replacement Segment 1 (Streamside Dr to Elaine Dr) project, Contract No. C01903, in the amount not to exceed $970,827.00. This Consent - Motion was approved. 7. REPORT ITEMS 7.1 REPORT - ADOPTION OF A MITIGATED NEGATIVE DECLARATION AND MITIGATION MONITORING AND REPORTING PROGRAM, AND APPROVAL OF PROJECT FOR THE LAGUNA TREATMENT PLANT FLOOD PROTECTION PROJECT City of Santa Rosa Regular Meeting Minutes Page 3 of 7 Board of Public Utilities Regular Meeting Minutes - Final May 18, 2023 BACKGROUND: This proposed resolution will adopt the Mitigated Negative Declaration (MND), adopt the Mitigation Monitoring and Reporting Program (MMRP), and approve the Laguna Treatment Plant Flood Protection Project (Project). The proposed resolution will also direct City staff to file a Notice of Determination for the Project pursuant to the California Environmental Quality Act (CEQA) Guidelines. RECOMMENDATION: It is recommended by the Transportation and Public Works Department and the Water Department that the Board of Public Utilities, by resolution: 1) adopt the Mitigated Negative Declaration for the Laguna Treatment Plant Flood Protection project; 2) adopt the Mitigation Monitoring and Reporting Program; 3) approve the Laguna Treatment Plant Flood Protection project; and 4) direct staff to file a Notice of Determination. Board Member Walsh left Chambers at 1:58 p.m. Andrew Wilt, Associate Civil Engineer, and Kristine Gaspar from GHD, presented and answered Board Member questions. A motion was made by Vice Chair Arnone, Jr., seconded by Board Member Badenfort, to approve: RESOLUTION NO. 1321 ENTITLED: RESOLUTION OF THE BOARD OF PUBLIC UTILITIES OF THE CITY OF SANTA ROSA ADOPTING A MITIGATED NEGATIVE DECLARATION AND MITIGATION MONITORING AND REPORTING PROGRAM, AND APPROVING THE PROJECT FOR THE LAGUNA TREATMENT PLANT FLOOD PROTECTION PROJECT The motion carried by the following vote: Yes: 4 - Chair Galvin III, Vice Chair Arnone Jr., Board Member Badenfort and Board Member Bartholow Absent: 3 - Board Member Walsh, Board Member Watts and Board Member Wright 7.2 REPORT - APPROVAL OF PROPOSED AGREEMENT FOR REMOVAL OF MICROGRID DEMONSTRATION PROJECT BATTERY, TRANSFORMER, AND INVERTER AT THE LAGUNA TREATMENT PLANT BACKGROUND: In 2017, Santa Rosa Water entered into an agreement with Trane U.S. Incorporated (Trane) for the design, installation, and City of Santa Rosa Regular Meeting Minutes Page 4 of 7 Board of Public Utilities Regular Meeting Minutes - Final May 18, 2023 operation of a microgrid demonstration project (Project) to be sited at the Laguna Treatment Plant (LTP), which was funded by a $5 million grant from the California Energy Commission to Trane. The Project was intended to demonstrate the use of microgrids paired with renewable energy and test the viability of delivering power to the day ahead energy market as a potential revenue source for Santa Rosa Water. Although the Project components were shown to be functional, Trane discovered that Pacific Gas & Electric Company (PG&E) would not approve the inverter installed by Trane as it did not meet PG&E’s interconnection and certification requirements. Therefore, PG&E would not allow the Project to connect to PG&E’s system. Also, after additional study, revenue opportunities related to the day ahead energy market were deemed to be very limited. RECOMMENDATION: It is recommended by Santa Rosa Water staff that the Board of Public Utilities, by motion, approve the Right of Entry and Access Agreement for Removal of the Battery, Transformer, and Inverter at the Santa Rosa Laguna Treatment Plant between the City of Santa Rosa and Trane U.S. Inc. Board Member Walsh rejoined the Chambers at 2:15 p.m. Peter Martin, Deputy Director Water Resources, presented and answered Board Member questions. A motion was made by Board Member Walsh, seconded by Board Member Bartholow, to approve the Right of Entry and Access Agreement for Removal of the Battery, Transformer, and Inverter at the Santa Rosa Laguna Treatment Plant between the City of Santa Rosa and Trane U.S. Inc. The motion carried by the following vote: Yes: 5 - Chair Galvin III, Vice Chair Arnone Jr., Board Member Badenfort, Board Member Bartholow and Board Member Walsh Absent: 2 - Board Member Watts and Board Member Wright 7.3 REPORT - CONTRACT AWARD FOR THE ALBANY, CLEMENT, AND MALANO SEWER AND WATER IMPROVEMENTS BACKGROUND: The Albany, Clement, and Malano Sewer and Water Improvements project consists of replacing aged and undersized water and sewer mains on Albany Avenue, Clement Drive, and Malano Court; City of Santa Rosa Regular Meeting Minutes Page 5 of 7 Board of Public Utilities Regular Meeting Minutes - Final May 18, 2023 and water facilities on the Santa Rosa Junior College Emeritus Hall parking lot. The proposed project will also involve minor storm drain replacements, curb ramp upgrades, and roadway rehabilitation for the streets within the project area. RECOMMENDATION: It is recommended by the Transportation and Public Works Department and the Water Department that the Board of Public Utilities, by motion, 1) approve the project; 2) award Construction Contract No. C00203 in the amount of $_____________ to the lowest responsive bidder, _________, of _________, CA for Albany, Clement, and Malano Sewer and Water Improvements; 3) approve a 15% contingency; and 4) authorize a total contract amount of $__________. Richela Maeda, Associate Civil Engineer, presented. A motion was made by Board Member Bartholow, seconded by Board Member Walsh, to 1) approve the project; 2) award Construction Contract No. C00203 in the amount of $3,233,289 to the lowest responsive bidder, TerraCon Constructors, Inc. of Healdsburg, CA for Albany, Clement, and Malano Sewer and Water Improvements; 3) approve a 15% contingency; and 4) authorize a total contract amount of $3,718,282.35 The motion carried by the following vote: Yes: 5 - Chair Galvin III, Vice Chair Arnone Jr., Board Member Badenfort, Board Member Bartholow and Board Member Walsh Absent: 2 - Board Member Watts and Board Member Wright 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 City of Santa Rosa Regular Meeting Minutes Page 6 of 7 Board of Public Utilities Regular Meeting Minutes - Final May 18, 2023 Board Member Walsh and Board Member Bartholow reported on the EcoFriendly Garden Tour held on May 15, 2023. 13. DIRECTORS REPORTS Director Burke reported: the Water Supply Alternatives Plan continues to remain on schedule, that a feasibility assessment of water supply options has been completed, and a draft Tech Memo was distributed to the internal Water Team and the Stakeholder Group; next steps include the stakeholder group working session next week on Wednesday May 24th, the feasibility study results will be presented at a community webinar on Monday June 26th, from 5pm-7pm via Zoom, and the project team will present the information to the BPU at their regularly scheduled meeting on July 6th; more information including how to attend the community webinar can be found on our website at srcity.org/ourwaterfuture; on Monday, May 22nd, Santa Rosa Water will begin targeted outreach for the grant funded toilet direct install program and open an online pre-qualification application; Santa Rosa Water customers will be eligible to swap out older high water use toilets with high efficiency, 0.8 gallons-per-flush toilets, high efficiency showerheads and faucet aerators for kitchen and bathrooms; the fixtures will be installed by qualified plumbers at no cost to the customer; the goal is to have plumbers begin direct installation in late summer; for more information on how to pre-qualify for the program, customers can visit srcity.org/toilets. Vice Chair Arnone commented on his recent experience with the impressive response time of Santa Rosa Water on a leak at his home. City of Santa Rosa Regular Meeting Minutes Page 7 of 7 Board of Public Utilities Regular Meeting Minutes - Final May 18, 2023 14. ADJOURNMENT OF MEETING Chair Galvin adjourned the meeting at 2:47 p.m. Approved on: June 15, 2023 ____/S/_____________________ Easter Ledesma Recording Secretary