Board of Public Utilities

Council Chamber City of Santa Rosa 100 Santa Rosa Avenue Board of Public Utilities Regular Meeting Minutes - Final Thursday, April 17, 2025 1:30 PM 1. CALL TO ORDER AND ROLL CALL Chair Galvin called the meeting to order at 1:32 p.m. Present 6 - Chair Daniel Galvin III, Vice Chair William Arnone Jr., Board Member Lisa Badenfort, Board Member Robin Bartholow, Board Member J. Matthew Mullan, and Board Member Glen Wright Absent 1 - 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 None. 5. MINUTES APPROVAL None. 6. STAFF BRIEFINGS 6.1 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. Peter Martin, Deputy Director - Water Resources, and Andrew Romero, Wastewater Reclamation Superintendent, presented and answered Board Member questions. 6.2 2025 EARTH DAY EVENT IN COURTHOUSE SQUARE Staff will provide information on Santa Rosa’s annual Earth Day event taking place at the Courthouse Square on Saturday, April 26, from 12pm-4pm. The Board may discuss this item and give direction to staff. City of Santa Rosa Regular Meeting Minutes Page 2 of 7 Board of Public Utilities Regular Meeting Minutes - Final April 17, 2025 Alicia Quilici, Research and Program Coordinator, presented and answered Board Member questions. 7. CONSENT ITEMS A motion was made by Vice Chair Arnone, Jr., seconded by Board Member Mullan, to approve Consent Items 7.1, 7.2, 7.3, and 7.5. The motion carried by the following vote: Yes: 6 - Chair Galvin III, Vice Chair Arnone Jr., Board Member Badenfort, Board Member Bartholow, Board Member Mullan and Board Member Wright Absent: 1 - Board Member De Witt 7.1 MOTION - SECOND AMENDMENT TO GENERAL SERVICES AGREEMENT F002599 - SANTA ROSA WATER JANITORIAL SERVICES RECOMMENDATION: Santa Rosa Water and the Finance Department recommend that the Board, by motion, approve the Second Amendment to General Services Agreement F002599 for a one-year extension and an increase in compensation of $185,887.64, for a cumulative total amount not to exceed $562,728.92. This Consent - Motion was approved. 7.2 RESOLUTION - RECOMMENDATION TO CITY COUNCIL TO APPROVE GRANT OF EASEMENT TO COUNTY OF SONOMA OVER A PORTION OF CITY PROPERTY LOCATED AT 5565 PINE FLAT ROAD (APN 131-150-029) RECOMMENDATION: It is recommended by Santa Rosa Water and Real Estate Services that the Board of Public Utilities, by resolution, recommend that City Council: 1) grant a 1,511 square foot road and drainage easement to County of Sonoma (“County”) over a portion of City property located at 5565 Pine Flat Road, Healdsburg, CA 95448, APN 131-150-029 (“Property”) for the County’s 2019 FEMA-Storm Damage Road Restoration Project (“Project”); 2) approve entering into a Right of Way Contract, Easement Agreement and Encroachment and Maintenance Covenant Agreement; and 3) authorize the Assistant City Manager to execute necessary documents in connection therewith. City of Santa Rosa Regular Meeting Minutes Page 3 of 7 Board of Public Utilities Regular Meeting Minutes - Final April 17, 2025 This Consent - Resolution was approved. 7.3 MOTION - APPROVAL - WAIVER OF COMPETITIVE BID AND ISSUANCE OF A BLANKET PURCHASE ORDER TO SNF POLYDYNE, INC. RECOMMENDATION: It is recommended by Santa Rosa Water that the Board of Public Utilities, by motion, approve a Waiver of Competitive Bid and issuance of a two-year Blanket Purchase Order for the supply and delivery of Clarifloc WE-1452 dewatering polymer for the Laguna Treatment Plant to SNF Polydyne, Inc., Riceboro, Georgia, in the amount not to exceed $970,000.00. This Consent - Motion was approved. 7.4 MOTION - FIRST AMENDMENT PSA WITH AVEVA F002801 RECOMMENDATION: It is recommended by Santa Rosa Water and the Finance Department that the Board of Public Utilities, by motion, approve the First Amendment to Professional Services Agreement F002801 for a three-year extension and increase in compensation for SCADA software Wonderware licenses and technical support with E&M Electric and Machinery, Inc. dba AVEVA Select California, a California corporation ("Consultant"), in the amount of $268,215.00 for a total cumulative amount not to exceed $340,980.00. Due to an update to the recommendation language, this Consent - Motion was pulled from the Consent Calendar. This Consent - Motion was approved as amended. A motion was made by Board Member Wright, seconded by Board Member Bartholow, to approve as amended Consent Item 7.4. The motion carried by the following vote: Yes: 6 - Chair Galvin III, Vice Chair Arnone Jr., Board Member Badenfort, Board Member Bartholow, Board Member Mullan and Board Member Wright Absent: 1 - Board Member De Witt 7.5 MOTION - LLANO TRUNK REHABILITATION PHASE 1 MITIGATION CREDIT PURCHASE AUTHORIZATION City of Santa Rosa Regular Meeting Minutes Page 4 of 7 Board of Public Utilities Regular Meeting Minutes - Final April 17, 2025 RECOMMENDATION: It is recommended by Santa Rosa Water and the Transportation and Public Works Department that the Board of Public Utilities, by motion: 1) authorize the purchase of mitigation credits for the Llano Trunk Rehabilitation Phase 1 Project; 2) 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 $1,096,200; and 3) 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 - LLANO TRUNK REHABILITATION PHASE 1, CONTRACT NO. C02403 - GUARANTEED MAXIMUM PRICE AND ENGINEERING SERVICES DURING CONSTRUCTION AWARD AND PROJECT WORK ORDER NO. A010139-2016-34 APPROVAL FOR CONSTRUCTION MANAGEMENT AND INSPECTION SERVICES BACKGROUND: The Llano Road Trunk Rehabilitation Project will rehabilitate approximately 8,100 feet of 66-inch trunk sewer, and the inline manholes, 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. This action will award the Engineering Services During Construction and the Guaranteed Maximum Price to complete construction of the Project, and approve the Project Work Order for Construction Management and Inspection Services. RECOMMENDATION: It is recommended by Santa Rosa Water and the Transportation and Public Works Department that the Board of Public Utilities, by motion, approve the Llano Trunk Rehabilitation Phase 1 Progressive Design-Build Contract Change Order #4 with SAK Construction, LLC of Rocklin, California, for Engineering Services During Construction in an amount not-to-exceed $711,036.70 and for a Guaranteed Maximum Price for Construction Services in the not-to-exceed amount of $14,705,413.09; approve a 15% contingency for the Guaranteed Maximum Price, for a total not-to-exceed amount of City of Santa Rosa Regular Meeting Minutes Page 5 of 7 Board of Public Utilities Regular Meeting Minutes - Final April 17, 2025 $17,622,261.75; and approve Project Work Order No. A010139-2016-34 under the Master Professional Services Agreement with Coastland Civil Engineering of Santa Rosa, California to provide construction management and inspection services for the Llano Trunk Rehabilitation Phase 1 Project, in an amount not-to-exceed $628,202.00. Richela Maeda, Associate Civil Engineer, presented and answered Board Member questions. A motion was made by Vice Chair Arnone, Jr., seconded by Board Member Wright, to approve the Llano Trunk Rehabilitation Phase 1 Progressive Design-Build Contract Change Order #4 with SAK Construction, LLC of Rocklin, California, for Engineering Services During Construction in an amount not-to-exceed $711,036.70 and for a Guaranteed Maximum Price for Construction Services in the not-to-exceed amount of $14,705,413.09; approve a 15% contingency for the Guaranteed Maximum Price, for a total not-to-exceed amount of $17,622,261.75; and approve Project Work Order No. A010139-2016-34 under the Master Professional Services Agreement with Coastland Civil Engineering of Santa Rosa, California to provide construction management and inspection services for the Llano Trunk Rehabilitation Phase 1 Project, in an amount not-to-exceed $628,202.00. The motion carried by the following vote: Yes: 6 - Chair Galvin III, Vice Chair Arnone Jr., Board Member Badenfort, Board Member Bartholow, Board Member Mullan and Board Member Wright Absent: 1 - Board Member De Witt 8.2 REPORT - FY 2025/26 WATER, LOCAL WASTEWATER, AND STORM WATER AND CREEKS OPERATING AND MAINTENANCE, CAPITAL IMPROVEMENT, AND DEBT SERVICE BUDGETS - RECOMMENDATION TO CITY COUNCIL BACKGROUND: Santa Rosa Water manages the City of Santa Rosa’s Water, Wastewater and Storm Water and Creeks enterprise funds under the general policy authority and direction of the Board of Public Utilities (BPU) per the City Charter. The BPU annually recommends proposed fiscal year water, wastewater and Storm Water and Creeks budgets to the City Council to be included in the annual City budget adoption. City of Santa Rosa Regular Meeting Minutes Page 6 of 7 Board of Public Utilities Regular Meeting Minutes - Final April 17, 2025 RECOMMENDATION: It is recommended by the Board of Public Utilities Budget Subcommittee and Santa Rosa Water that the Board, by resolution, recommend that the City Council approve the 2025/26 Water, Local Wastewater and Storm Water and Creeks fund Operations and Maintenance and capital expenditure appropriation requests. Nick Harvey, Deputy Director - Administration, presented and answered Board Member questions. A motion was made by Board Member Wright, seconded by Board Member Mullan, to approve the recommendation that the City Council approve the 2025/26 Water, Local Wastewater and Storm Water and Creeks fund Operations and Maintenance and capital expenditure appropriation requests. The motion carried by the following vote: Yes: 6 - Chair Galvin III, Vice Chair Arnone Jr., Board Member Badenfort, Board Member Bartholow, Board Member Mullan and Board Member Wright Absent: 1 - 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 None. 13. BOARD MEMBER REPORTS None. 14. DIRECTORS REPORTS Director Burke reported: Starting April 1st, both Farmers Lane wells and the Water Treatment Plant have been operating and are currently producing nearly 2 million gallons of water per day. The City of Santa Rosa Regular Meeting Minutes Page 7 of 7 Board of Public Utilities Regular Meeting Minutes - Final April 17, 2025 wells are operated seasonally, typically April through October, and produce nearly 350 million gallons of drinking water each year. Operating these wells to augment the water supply for Santa Rosa provides several benefits, including additional supply during the peak demand months of the year. These wells also provide a significant cost savings, creating a greater value for our rate payers. The May 1, 2025 will be cancelled due to lack of quorum. The next Board meeting will be May 15, 2025. There will also be no meeting on June 19, 2025, as it is a new City holiday this year. Santa Rosa Water is hosting the Every Piece Inspires Change (EPIC) Community clean-up event in Roseland on April 22, 2025 from 9:00 a.m. to 12:00 p.m. Meeting and check in will be held at the Lola's Market parking on Sebastopol Ave. 15. ADJOURNMENT OF MEETING Chair Galvin adjourned the meeting at 2:46 p.m. The next meeting of the Board of Public Utilities will be held on May 15, 2025. Approved on: May 15, 2025 /s/ Michelle Montoya, Recording Secretary