Board of Public Utilities

Council Chamber City of Santa Rosa 100 Santa Rosa Avenue Board of Public Utilities Regular Meeting Minutes - Final Thursday, April 3, 2025 1:30 PM 1. CALL TO ORDER AND ROLL CALL Chair Galvin called the meeting to order at 1:32 p.m. Present 4 - Chair Daniel Galvin III, Board Member Robin Bartholow, Board Member J. Matthew Mullan, and Board Member Glen Wright Absent 3 - Vice Chair William Arnone Jr., Board Member Lisa Badenfort, and Board Member Duane De Witt 2 REMOTE PARTICIPATION UNDER AB 2449 (IF NEEDED) None. 3. STATEMENTS OF ABSTENTION BY BOARD MEMBERS None. 4. STUDY SESSION 4.1 FY 2025/26 WATER, LOCAL WASTEWATER, REGIONAL REUSE AND STORMWATER AND CREEKS FUNDS OPERATION, MAINTENANCE AND CAPITAL EXPENDITURE REQUESTS Santa Rosa Water manages the City of Santa Rosa’s water, local wastewater, regional reuse, and stormwater and creeks enterprise funds under the general policy authority and direction of the Board of Public Utilities (BPU) pursuant to Section 25 of the City Charter. The BPU annually recommends these enterprise’s proposed budgets to the City Council to be included in the annual City budget adoption. The study session will provide an overview of all FY 2025-26 budgets. Nick Harvey, Deputy Director - Administration, and Liz Hanley, Supervising Engineer, presented and answered Board Member questions. 5. MINUTES APPROVAL 5.1 March 6, 2025 - Regular Meeting Minutes - DRAFT The March 6, 2025 - Regular Meeting Minutes were approved as City of Santa Rosa Regular Meeting Minutes Page 2 of 8 Board of Public Utilities Regular Meeting Minutes - Final April 3, 2025 submitted. 6. STAFF BRIEFINGS 6.1 WATER CAPITAL IMPROVEMENT PROJECT UPDATE Staff will update the Board on Water Capital Improvement projects in planning, design, and construction phases, as well as timelines for bids of those on-going design projects. The Board may discuss this item and give direction to staff. Dan Hennessey, Director - Transportation and Public Works, presented and answered Board Member questions. 7. CONSENT ITEMS A motion was made by Board Member Wright, seconded by Board Member Mullan, to approve Consent Items 7.1 and 7.2. The motion carried by the following vote: Yes: 4 - Chair Galvin III, Board Member Bartholow, Board Member Mullan and Board Member Wright Absent: 3 - Vice Chair Arnone Jr., Board Member Badenfort and Board Member De Witt 7.1 MOTION - APPROVAL OF CONTRACT AWARD - LOWER COLGAN CREEK RESTORATION - PHASE 3 RECOMMENDATION: It is recommended by the Transportation and Public Works Department and Santa Rosa Water that the Board of Public Utilities, by motion, award Contract No.C01946, Lower Colgan Creek Restoration - Phase 3, in the amount of $4,231,417.00 to the lowest responsible bidder, Team Ghilotti, Inc. of Petaluma, California, approve a 20% contract contingency, and authorize a total contract amount of $5,077,700.40. This Consent - Motion was approved. 7.2 MOTION - LOWER COLGAN CREEK RESTORATION PROJECT - PHASE 3 MITIGATION CREDIT PURCHASE AUTHORIZATION RECOMMENDATION: It is recommended by the Transportation and Public Works Department and Santa Rosa Water that the Board of City of Santa Rosa Regular Meeting Minutes Page 3 of 8 Board of Public Utilities Regular Meeting Minutes - Final April 3, 2025 Public Utilities, by motion: 1) recommend that City Council authorize the purchase of mitigation credits for the Lower Colgan Creek Restoration Project - Phase 3; 2) recommend that City Council approve a Purchase Agreement to buy required mitigation credits for California tiger salamander (CTS) from TRI Development Services, LLC, in an amount not to exceed $2,490,200; 3) recommend that City Council approve a Purchase Agreement to buy required mitigation credits for seasonal wetland habitat from TRI Development Services, LLC, in an amount not to exceed $60,000; and 4) recommend that City Council authorize the Director of Transportation and Public Works to execute the agreements and any related documents or applications, subject to approval as to form by the City Attorney. This Consent - Motion was approved. 8. REPORT ITEMS 8.1 REPORT - ADOPTION OF A MITIGATED NEGATIVE DECLARATION AND MITIGATION MONITORING AND REPORTING PROGRAM, AND APPROVAL OF PROJECTS FOR THE LLANO ROAD TRUNK REHABILITATION PROJECT BACKGROUND: The Llano Road Trunk Rehabilitation Project will rehabilitate a section of 66-inch trunk sewer that has been identified as a high-priority within the City's sewer system. The Project will begin at the Laguna Treatment Plant and end approximately a quarter mile northwest of Todd Road, rehabilitating approximately 8,100 feet of 66-inch trunk sewer. The Initial Study / Mitigated Negative Declaration demonstrated that all potential impacts can be reduced to less-than-significant levels with the mitigation measures outlined in the Mitigation Monitoring and Reporting Program Report. RECOMMENDATION: It is recommended by Santa Rosa Water and the Transportation and Public Works Department that the Board of Public Utilities, by resolution: 1) adopt the Mitigated Negative Declaration for the Llano Road Trunk Rehabilitation Project; 2) adopt the Mitigation Monitoring and Reporting Program; 3) approve the Llano Road Trunk Rehabilitation Project; 4) direct staff to file a Notice of Determination. City of Santa Rosa Regular Meeting Minutes Page 4 of 8 Board of Public Utilities Regular Meeting Minutes - Final April 3, 2025 Richela Maeda, Associate Civil Engineer, presented and answered Board Member questions. A motion was made by Board Member Wright, seconded by Board Member Bartholow, to waive reading of the text and adopt: RESOLUTION NO. RES - 2025-001 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 FOR THE LLANO ROAD TRUNK REHABILITATION PROJECT AND APPROVING THE PROJECT. The motion carried by the following vote: Yes: 4 - Chair Galvin III, Board Member Bartholow, Board Member Mullan and Board Member Wright Absent: 3 - Vice Chair Arnone Jr., Board Member Badenfort and Board Member De Witt 8.2 REPORT - RECOMMENDATION TO APPROVE THE RECERTIFICATION OF SANTA ROSA WATER’S SEWER SYSTEM MANAGEMENT PLAN (SSMP) REQUIRED BY THE STATE WATER RESOURCES CONTROL BOARD ORDER NO. 2022-0103 BACKGROUND: On May 2, 2006, the State Water Resources Control Board (State Water Board) Order No. 2006-0003- Statewide General Waste Discharge Requirements (WDR) for Sanitary Sewer Systems was adopted and implemented. The WDR required each agency to create a Sewer System Management Plan (SSMP) to provide a plan and schedule to properly manage, operate, and maintain all parts of the sanitary sewer system in order to help reduce and prevent Sanitary Sewer Overflows (SSOs), as well as mitigate any SSOs that do occur. On December 6, 2022, the State Water Board issued Order No. 2022-0103 - WDR for Sanitary Sewer Systems, requiring additional changes to SSMPs, including the requirement to recertify SSMPs every six years. The due date for recertification is May 1, 2025. RECOMMENDATION: It is recommended by Santa Rosa Water that the Board of Public Utilities, by resolution, approve the recertification of the Sanitary Sewer Management Plan as required by the State Water Resources Control Board Order No. 2022-0103 Statewide General City of Santa Rosa Regular Meeting Minutes Page 5 of 8 Board of Public Utilities Regular Meeting Minutes - Final April 3, 2025 Waste Discharge Requirements (WDR) for sanitary sewer systems. Joe Schiavone, Deputy Director - Water and Sewer Operations, presented. A motion was made by Board Member Mullan, seconded by Board Member Bartholow, to waive reading of the text and adopt: RESOLUTION NO. RES - 2025-002 ENTITLED: RESOLUTION OF THE BOARD OF PUBLIC UTILITIES APPROVING THE RE-CERTIFICATION OF THE SEWER SYSTEM MANAGEMENT PLAN (SSMP) AS REQUIRED BY THE STATE WATER RESOURCES CONTROL BOARD ORDER NO. 2022-0103 STATEWIDE GENERAL WASTE DISCHARGE REQUIREMENTS (WDR) FOR SANITARY SEWER SYSTEMS. The motion carried by the following vote: Yes: 4 - Chair Galvin III, Board Member Bartholow, Board Member Mullan and Board Member Wright Absent: 3 - Vice Chair Arnone Jr., Board Member Badenfort and Board Member De Witt 8.3 REPORT - APPROVAL OF THE FY 2025/26 REGIONAL REUSE SYSTEM OPERATING 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 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 of Public Utilities 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 FY 2025/26 Regional Operations and Maintenance (O&M) Fund budget request is $53,419,287, the Regional cash-funded Capital Improvement Program (CIP) is $12,000,000, and the Regional debt service due is $18,299,256. City of Santa Rosa Regular Meeting Minutes Page 6 of 8 Board of Public Utilities Regular Meeting Minutes - Final April 3, 2025 RECOMMENDATION: It is recommended by the Board of Public Utilities Budget Review Subcommittee, the Subregional Technical Advisory Committee (SubTAC), and Santa Rosa Water that the Board of Public Utilities, by resolution, recommend that the City Council approve the 2025/26 Regional System Operations and Maintenance, Capital Improvement and Debt Service Budgets and resulting cost allocations. Nick Harvey, Deputy Director - Administration, presented. A motion was made by Board Member Wright, seconded by Board Member Mullan, to waive reading of the text and adopt: RESOLUTION NO. RES - 2025-003 ENTITLED: RESOLUTION OF THE BOARD OF PUBLIC UTILITIES RECOMMENDING THAT THE SANTA ROSA CITY COUNCIL APPROVE THE PRELIMINARY FISCAL YEAR 2025/26 REGIONAL SYSTEM OPERATING, CAPITAL AND DEBT SERVICE BUDGET AND THE PROPOSED OPERATIONS AND DEBT SERVICE ALLOCATION OF COSTS. The motion carried by the following vote: Yes: 4 - Chair Galvin III, Board Member Bartholow, Board Member Mullan and Board Member Wright Absent: 3 - Vice Chair Arnone Jr., Board Member Badenfort and Board Member De Witt 9. PUBLIC COMMENTS ON NON-AGENDA MATTERS None. 10. REFERRALS None. 11. WRITTEN COMMUNICATION (AND POSSIBLE BOARD DISCUSSION) None. 12. SUBCOMMITTEE REPORTS Board Member Mullan reported on the Water Conservation Subcommittee. Board Member Wright reported on the Budget Review City of Santa Rosa Regular Meeting Minutes Page 7 of 8 Board of Public Utilities Regular Meeting Minutes - Final April 3, 2025 Subcommittee. 13. BOARD MEMBER REPORTS None. 14. DIRECTORS REPORTS Director Burke reported: Santa Rosa Water, in conjunction with the Army Corps., to get funding through the Water Resource Development Act (WRDA). Though it was very close for us to be included in this year's budget, with the adoption of the continuing resolution, no project specific earmarks were included. We will be submitting for fiscal year 2026 for Phase II of the Llano truck sewer lining. In the early evening of March 28th, the Transportation and Public Works Streets crews responded a report of a sinkhole on Parker Hill Road. They found a hole in the asphalt above a storm drain pipe and noticed a large cavern underneath the pavement. As a temporary repair, staff punched through the unsupported asphalt and placed a tarp over the hole in the pipe and added cold patch asphalt. An on-call contractor was engaged to do an emergency repair of the pipe and the hope is to have this matter completed in the next couple of weeks. June 19 is a new City holiday this year, so no meeting will be held. On Tuesday the City Council gave an unanimous approval of our five year rate schedule. There was only one public comment, ten written objections which have been responded to, and 174 protests out of 54,000 customers. City of Santa Rosa Regular Meeting Minutes Page 8 of 8 Board of Public Utilities Regular Meeting Minutes - Final April 3, 2025 15. ADJOURNMENT OF MEETING Chair Galvin adjourned the meeting at 3:21 p.m. The next Board of Public Utilities meeting is scheduled for April 17, 2025 at 1:30 p.m. Approved on: May 15, 2025 /s/ Michelle Montoya, Recording Secretary