Board of Public Utilities

Council Chamber City of Santa Rosa 100 Santa Rosa Avenue Board of Public Utilities Regular Meeting Minutes - Final Thursday, August 7, 2025 1:30 PM 1. CALL TO ORDER AND ROLL CALL Chair Galvin called the meeting to order at 1:34 p.m. Chair Galvin reordered the agenda taking Item 15.1 first. Present 5 - Chair Daniel Galvin III, Vice Chair William Arnone Jr., Board Member Robin Bartholow, Board Member J. Matthew Mullan, and Board Member Glen Wright Absent 2 - 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 None. 5. MINUTES APPROVAL 5.1 July 17, 2025 - Regular Meeting Minutes - Draft The July 17, 2025 Regular Meeting Minutes were approved as submitted. 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 Mike Prinz, Deputy Director - Regional Water Reuse Operations presented. 7. CONSENT ITEMS City of Santa Rosa Regular Meeting Minutes Page 2 of 8 Board of Public Utilities Regular Meeting Minutes - Final August 7, 2025 A motion was made by Vice Chair Arnone, Jr., seconded by Board Member Bartholow, to approve Consent Items 7.1 through 7.3. The motion carried by the following vote: Yes: 5 - Chair Galvin III, Vice Chair Arnone Jr., Board Member Bartholow, Board Member Mullan and Board Member Wright Absent: 2 - Board Member Badenfort and Board Member De Witt 7.1 MOTION - APPROVAL - BID AWARD AND ISSUANCE OF A BLANKET PURCHASE ORDER FOR LIQUID ALUMINUM SULFATE RECOMMENDATION: It is recommended by Santa Rosa Water and the Finance Department that the Board, by motion, approve a bid award and issuance of a one-year Blanket Purchase Order with four (4) one-year extension options for liquid aluminum sulfate (liquid alum) supply for the Laguna Treatment Plant to Chemtrade Chemicals Corporation, dba Chemtrade Chemicals US LLC (Chemtrade) in an amount not to exceed $154,275. This Consent - Motion was approved. 7.2 MOTION - WAIVER OF COMPETITIVE PROCESS AND SOLE SOURCE AWARD FOR ULTRAVIOLET DISINFECTION SYSTEM PARTS WITH DE NORA WATER TECHNOLOGIES, LLC. RECOMMENDATION: It is recommended by Santa Rosa Water and Finance Department that the Board of Public Utilities, by motion, waive competitive bidding and authorize and award a sole-source Blanket Purchase Order (BPO) for ultraviolet disinfection system parts to De Nora Water Technologies, LLC, in an amount not to exceed $1,000,000, with any nonstandard terms to be negotiated by the City. This Consent - Motion was approved. RECOMMENDATION It is recommended by Santa Rosa Water and Finance Department that the Board of Public Utilities, by motion, waive competitive bidding and authorize and award a sole-source Blanket Purchase Order (BPO) for ultraviolet disinfection system parts to De Nora Water Technologies, LLC, in an amount not to exceed $1,000,000, with any nonstandard terms to be negotiated by the City. City of Santa Rosa Regular Meeting Minutes Page 3 of 8 Board of Public Utilities Regular Meeting Minutes - Final August 7, 2025 7.3 MOTION - AUTHORIZATION TO NEGOTIATE NONSTANDARD PURCHASE ORDER TERMS AND CONDITIONS WITH HUBER TECHNOLOGY RECOMMENDATION: It is recommended by Santa Rosa Water and the Finance Department that the Board of Public Utilities, by motion, authorize staff to negotiate nonstandard terms regarding the Purchase Order (PO) for the procurement of one (1) Huber Sludgecleaner Strainpress 290 unit from Huber Technology, NC. This Consent - Motion was approved. 8. REPORT ITEMS 8.1 REPORT - FUNDING AGREEMENT BETWEEN SANTA ROSA WATER AND THE STATE WATER RESOURCES CONTROL BOARD AND AUTHORIZING AND DESIGNATING REPRESENTATIVES FOR THE ASSISTANCE REQUEST (AR) 6092 ROBIN WAY WATER SYSTEM CONSOLIDATION PROJECT BACKGROUND: Santa Rosa Water will be applying to the State Water Resources Control Board to fund the AR 6092 Robin Way Water System Consolidation Project to provide potable water to 5 multi-family residential parcels with a combined 20 units on Robin Way. The parcels on Robin Way have existing groundwater sources that exceed the State maximum contaminant levels of nitrate by fifty percent. There are 24 additional multi-family residential parcels with a combined 98 units to the west of Moorland Avenue, on Barbara Drive, Eddy Drive, and Bellevue Avenue that will be given the option to connect to City Water under the same project and funding agreement. All 29 parcels are within the City’s Urban Growth Boundary, and within the immediate vicinity of Santa Rosa Water’s service area and not currently connected to City water. Each parcel has multiple units, resulting in a total of 118 potential units connecting to City water. The State requires approval from the governing board of the consolidating agency, in this case Santa Rosa Water, to carry out the project, enter into a funding agreement with the Water Board, and accept and expend State funds for the Project. RECOMMENDATION: It is recommended by Santa Rosa Water that the Board of Public Utilities, by resolution, authorize Santa Rosa Water to carry out the AR 6092 Robin Way Water System Consolidation Project, City of Santa Rosa Regular Meeting Minutes Page 4 of 8 Board of Public Utilities Regular Meeting Minutes - Final August 7, 2025 and authorize the Director of Santa Rosa Water, or designee, to enter into a Funding Agreement with the State Water Resources Control Board and accept and expend State funds for the Project; to provide all assurance, certifications, or commitments in connection with the funding agreement; and to sign and approve any agreements, amendments, invoices, and requests for reimbursement. Candace Michael, Assistant Engineer, and Andy Allen, Supervising Engineer, presented and answered Board Member questions. A motion was made by Vice Chair Arnone, Jr., seconded by Board Member Mullan, to waive reading of the text and adopt RESOLUTION NO. RES-2025-009 ENTITLED: RESOLUTION OF THE BOARD OF PUBLIC UTILITIES AUTHORIZING SANTA ROSA WATER TO ENTER INTO A FUNDING AGREEMENT WITH THE STATE WATER RESOURCES CONTROL BOARD AND AUTHORIZING AND DESIGNATING REPRESENTATIVES FOR THE ASSISTANCE REQUEST (AR) 6092 ROBIN WAY WATER SYSTEM CONSOLIDATION PROJECT. The motion carried by the following vote: Yes: 5 - Chair Galvin III, Vice Chair Arnone Jr., Board Member Bartholow, Board Member Mullan and Board Member Wright Absent: 2 - Board Member Badenfort and Board Member De Witt 8.2 REPORT - AGREEMENT BETWEEN THE CITY OF SANTA ROSA AND SONOMA WATER TO CONTINUE THE CREEK STEWARDSHIP PROGRAM THROUGH FISCAL YEAR 2030/2031 BACKGROUND: Staff will request the Board of Public Utilities authorize the Director of Santa Rosa Water to execute a funding agreement with Sonoma Water to continue the Creek Stewardship Program through fiscal year 2030-2031. The Agreement provides continued funding for an Environmental Specialist position (including benefits and general government overhead) within the Water Department to coordinate the Program. RECOMMENDATION: It is recommended by Santa Rosa Water that the Board of Public Utilities, by resolution, authorize the Director of Santa Rosa Water to execute the funding agreement with Sonoma Water to continue the Creek Stewardship Program through fiscal year 2030-2031. City of Santa Rosa Regular Meeting Minutes Page 5 of 8 Board of Public Utilities Regular Meeting Minutes - Final August 7, 2025 Kyle Spongberg, Environmental Specialist, and Steve Brady, Senior Environmental Specialist, 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-2025-010 ENTITLED: RESOLUTION OF THE BOARD OF PUBLIC UTILITIES OF THE CITY OF SANTA ROSA AUTHORIZING THE DIRECTOR OF SANTA ROSA WATER TO EXECUTE AN AGREEMENT BETWEEN THE CITY OF SANTA ROSA AND SONOMA WATER TO CONTINUE THE CREEK STEWARDSHIP PROGRAM THROUGH FISCAL YEAR 2030- 2031. The motion carried by the following vote: Yes: 5 - Chair Galvin III, Vice Chair Arnone Jr., Board Member Bartholow, Board Member Mullan and Board Member Wright Absent: 2 - Board Member Badenfort and Board Member De Witt 8.3 REPORT - ANNUAL STORM WATER ENTERPRISE CHARGES BACKGROUND: Staff will request the Board of Public Utilities recommend to City Council the Placement of Annual Storm Water Enterprise Charges on the Sonoma County Property Tax Roll. RECOMMENDATION: It is recommended by Santa Rosa Water that the Board of Public Utilities, by motion, recommend that City Council move forward with a Public Hearing on August 19, 2025, to adopt by 2/3 vote the Storm Water Enterprise Charge Report and approve placement of the Storm Water Enterprise charges on the Sonoma County Property Tax Roll, to be collected by the Sonoma County Auditor-Controller-Treasurer-Tax Collector at the same time and in the same manner as Sonoma County property taxes are collected, unless those charges do not meet the County minimum of $10 and/or parcel owner contact information is known to be incorrect. Nick Lynn, Research and Program Coordinator, and Claire Myers, Storm Water and Creeks Manager, presented and answered Board Member questions. A motion was made by Board Member Mullan, seconded by Vice Chair Arnone, Jr., to approve the recommendation that City Council move forward with a Public Hearing on August 19, 2025, to adopt by 2/3 vote the Storm Water Enterprise Charge Report and approve placement of the Storm Water Enterprise charges on the Sonoma County Property Tax Roll, City of Santa Rosa Regular Meeting Minutes Page 6 of 8 Board of Public Utilities Regular Meeting Minutes - Final August 7, 2025 to be collected by the Sonoma County Auditor-Controller-Treasurer-Tax Collector at the same time and in the same manner as Sonoma County property taxes are collected, unless those charges do not meet the County minimum of $10 and/or parcel owner contact information is known to be incorrect. The motion carried by the following vote: Yes: 5 - Chair Galvin III, Vice Chair Arnone Jr., Board Member Bartholow, Board Member Mullan and Board Member Wright Absent: 2 - 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 None. 13. BOARD MEMBER REPORTS None. 14. DIRECTORS REPORTS Director Burke reported: FEMA, in coordination with City of Santa Rosa and the County of Sonoma, will host a virtual community meeting on Wed., Sept. 10 at 6 p.m. on Zoom. The meeting will address the release of the preliminary flood risk maps for the Santa Rosa Creek Watershed. Participants will learn how to determine their property was mapped in, next steps - including the appeal and comment period, flood insurance requirements, and resources available to assist residents and property owners. Santa Rosa Water was excited and honored to host two days of the Mike Hauser STEM Academy again this year. The Mike Hauser City of Santa Rosa Regular Meeting Minutes Page 7 of 8 Board of Public Utilities Regular Meeting Minutes - Final August 7, 2025 STEM Academy is compiled of 8th grade students from partnering districts, the academy is designed to motivate students as they enter high school and begin making important course decisions. Students attended sessions at both the Laguna Treatment Plant and the Utilities Field office, where they were introduced to diverse work environments and were engaged in interactive, hands-on learning guided by our City staff of technical experts. The Academy is dedicated to strengthening math and science skills, expanding the boundaries of what these students believe is possible, and inspiring them to pursue higher education and careers in the fields of STEM. A special thank you to the staff that lead sessions and inspired the students! 15. PROCLAMATION 15.1 PROCLAMATION - EMPLOYEE SERVICE RECOGNITION Chair Galvin read aloud the a proclamation for retiring employee Andy Allen. Due to a technical issue, the meeting was recessed at 1:35 p.m. and reconvened at 1:40 p.m. Board Members spoke regarding Andy Allen's retirement. Andy Allen spoke regarding his time with the City of Santa Rosa. 16. ADJOURNMENT OF MEETING Chair Galvin adjourned the meeting at 2:51 p.m. in honor of Andy Allen's retirement. The next Board of Public Utilities meeting is scheduled for August 21, 2025 at 1:30 p.m. City of Santa Rosa Regular Meeting Minutes Page 8 of 8 Board of Public Utilities Regular Meeting Minutes - Final August 7, 2025 Approved on: September 18, 2025 __/S/_________________________ Michelle Montoya Recording Secretary